<p><b>CRM</b>, or <em>Customer Relationship Management</em>, is a strategy used by many companies and aimed at getting more information about their customers' needs and behaviors in order to improve their interactions, therefore reducing the company costs and increasing their profitability. </p>
<p><b>CRM</b>, or <em>Customer Relationship Management</em>, is a strategy used by many companies and aimed at getting more information about their customers' needs and behaviors in order to improve their interactions, therefore reducing the company's costs and increasing their profitability. </p>
<p><b>CRM</b> is a simple customer relationship management tool which helps achieve these goals providing you with:</p>
<ul>
<li>a unique place for your customer database,
<p><b>CRM</b> is a modern alternative to a spreadsheet used by many companies to store their customers' data. Unlike the spreadsheets <b>CRM</b> offers a multi-user access to the stored data, moreover it allows you to restrict access to some contacts making them private so that only the authorized people could view and edit them.</p>
<p><b>CRM</b> is a modern alternative to a spreadsheet used by many companies to store their customers' data. Unlike spreadsheets, <b>CRM</b> offers multi-user access to the stored data; moreover, it allows you to restrict access to some contacts making them private so that only authorized people could view and edit them.</p>
</li>
<li>several ways to add new contacts to your customer database,
<p>Add contacts one by one manually entering the available data, or import your contacts all at once from a <b>.csv</b> file, or even add contacts automatically creating a <b>Website Contact Form</b>.</p>
<p>Add contacts one by one by manually entering the available data, import your contacts all at once from a <b>.csv</b> file, or even add contacts automatically creating a <b>Website Contact Form</b>.</p>
</li>
<li>a simple way to arrange your contacts,
<p>Divide your contacts into types and add tags. It helps you create special marketing campaigns, track your contacts and simply facilitate the contact search process. </p>
</li>
<li>a great opportunity to keep track of the potential sales,
<p>Create <b>opportunities</b> and link them with projects to organize the work and make the sale management easier and more effective.</p>
<p>Create <b>opportunities</b> and link them with projects to organize the work and make sales management easier and more effective.</p>
</li>
<li>a possibility to bill your customers in seconds,
<p>Make an <b>invoice</b> for products and services provided and send it to your customers using the contact information stored in your customer database. </p>
<p>Make an <b>invoice</b> for the products and services provided and send it to your customers using the contact information stored in your customer database. </p>
</li>
<li>an effective way to organize a common event for your customers,
<p>Use <b>cases</b> to plan and keep track of a common event: add tasks to manage your team work, store all the realated documentation in one place, track the work history.</p>
<p>Use <b>cases</b> to plan and keep track of a common event: add tasks to manage your team's work, store all the related documentation in one place, and track the work history.</p>
</li>
<li>an easy and convenient way to call your customers right from a web browser,
<p>Use the <b>VoIP</b> functionality to receive incoming calls from your customers and make outgoing calls right from your portal.</p>
<p>There's no doubt that it's very important to keep all information about clients in order, so that it can be quickly accessible and easily updated. The <b>CRM</b> module allows you to create your own customer database, whether your clients are big companies or single individuals.</p>
<p>There's no doubt that it's very important to keep all information about clients in order so that it can be quickly accessible and easily updated. The <b>CRM</b> module allows you to create your own customer database, whether your clients are big companies or single individuals.</p>
<p>To add a new contact to your customer database:</p>
<ol>
<li>Click the <b>Create</b> button in the upper left corner and select one of two options: <b>Person</b> or <b>Company</b>.</li>
<li>Fill in the obligatory fields: <b>First Name</b> and <b>Last Name</b> for persons, <b>Company Name</b> for companies.</li>
<li>Select a <b>Contact Type</b> or leave the type <b>not specified</b>.
<div class="notehelp">
The portal and CRM administrators can change the default contact types according to their company needs. Just click the <b>Contact Types</b> link in the <b>Settings >> Contact settings</b> section. For more details please refer to <a class="links" href="<%=VirtualPathUtility.ToAbsolute("~/administration/crm-contact-types.aspx")%>">this article</a>.
The portal and CRM administrators can change the default contact types according to their company's needs. Just click the <b>Contact Types</b> link in the <b>Settings >> Contact settings</b> section. For more details, please refer to <a class="links" href="<%=VirtualPathUtility.ToAbsolute("~/administration/crm-contact-types.aspx")%>">this article</a>.
</div>
</li>
<li>Enter any other available information: <b>Email</b>, <b>Phone</b>, <b>Web Site/Social Networks</b>, <b>Address</b>, <b>Description</b>.
<%--<p>To facilitate this process, make use of the <b>Find in CrunchBase</b> option. If the company you create is present in this base, you could view and select the information you need after clicking the <b>Find in CrunchBase</b> link below the <b>Company Name</b> field.</p>--%>
<p>To enter some additional information customize user fields. To do that, first of all save the currently created contact. Otherwise all the entered information will be lost. Then expand the <b>Settings >> Other settings</b> section on the left side panel and click the <b>User Fields</b> link.</p>
<p>For more details please refer to <a href="<%=VirtualPathUtility.ToAbsolute("~/administration/crm-adding-fields.aspx")%>">this article</a>.</p>
<p>To enter some additional information, customize user fields. To do that, first of all, save the currently created contact. Otherwise, all the entered information will be lost. Then expand the <b>Settings >> Other settings</b> section on the left side panel and click the <b>User Fields</b> link.</p>
<p>For more details, please refer to <a href="<%=VirtualPathUtility.ToAbsolute("~/administration/crm-adding-fields.aspx")%>">this article</a>.</p>
<div class="notehelp">
This function is available for portal and CRM administrators only.
</div>
</li>
<li>Select the <b>Currency</b> for this contact from the list of the available ones. The selected currency will be used in the invoices you create for this contact.</li>
<li>Add some existing <b>Tags</b> selecting them from the list or create a new one.</li>
<li>Select the <b>Currency</b> for this contact from the list of available ones. The selected currency will be used in the invoices you create for this contact.</li>
<li>Add some existing <b>Tags</b> selecting them from the list, or create a new one.</li>
<li>Upload a photo.
<p>To add/change a picture click the <b>Change photo</b> link below the image area. The <b>Choose a profile photo</b> window will open. If you wish to upload a picture from PC click the <b>Browse</b> button, locate a desired picture stored on your hard disk drive and double-click it to load.</p>
<div class="notehelp">You can upload an image not larger than <b>200x300 pixels</b>, otherwise resizing will take place. The maximum image size cannot exceed <b>1 MB</b>.</div>
<p>If you previously filled the social network user field in the contact profile the images from the social networks will be displayed in the <b>Choose a profile photo</b> window. Click the one you wish to use for a contact.</p>
<p>To add/change a picture, click the <b>Change photo</b> link below the image area. The <b>Choose a profile photo</b> window will open. If you wish to upload a picture from your PC, click the <b>Browse</b> button, locate the required picture stored on your hard disk drive, and double-click it to load.</p>
<div class="notehelp">You can upload an image no larger than <b>200x300 pixels</b>; otherwise, resizing will take place. The maximum image size cannot exceed <b>1 MB</b>.</div>
<p>If you previously filled out the social network user field in the contact profile, the images from the social networks will be displayed in the <b>Choose a profile photo</b> window. Click the one you wish to use for a contact.</p>
</li>
<li>Assign a contact manager.
<p>By default, the contact you create is assigned to you. If you wish to appoint another manager for this contact, click the <b>Add user</b> link and select the necessary user. The selected user will be notified about a new contact assigned to him/her.</p>
<p>By default, the contact you create is assigned to you. If you wish to appoint another manager for this contact, click the <b>Add user</b> link and select the necessary user. The selected user will be notified about a new contact assigned to them.</p>
</li>
<li>Make the contact available to other users.
<p>By default, the access to the newly created contact is granted to its managers only. Check the <b>Allow access to the company/person for all CRM users</b> box if you wish to grant access to all CRM users i.e. make the contact public. Specify the access type selecting the necessary option from the drop-down list: </p>
<p>By default, the access to the newly created contact is granted to its managers only. Check the <b>Allow access to the company/person for all CRM users</b> box if you wish to grant access to all CRM users, i.e., make the contact public. Specify the access type by selecting the necessary option from the drop-down list: </p>
<ul>
<li><b>for reading</b> - to allow all users to view this contact (this option is selected by default),</li>
<li><b>for reading/writing</b> - to allow all users to view and edit this contact.</li>
@ -142,16 +142,16 @@
</div>
<div class="inner_delimiter"></div>
<p>To add several contacts at once,</p>
<p>Make use of the <b>Import contacts</b> option. This option helps you move all your contacts from a <b>.csv</b> file to <b>CRM</b> module without efforts. To do that, just click the <img alt="More Actions button" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/auxbutton.png")%>" /> button to the right of the <b>Create</b> button, select the <b>Import contacts</b> option and follow the step by step instructions.</p>
<p>For more details please refer to <a href="<%=VirtualPathUtility.ToAbsolute("~/userguides/groups-guides-crm-import-contacts.aspx")%>">this article</a>.</p>
<p>Make use of the <b>Import contacts</b> option. This option helps you move all your contacts from a <b>.csv</b> file to <b>CRM</b> module without effort. To do that, just click the <img alt="More Actions button" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/auxbutton.png")%>" /> button to the right of the <b>Create</b> button, select the <b>Import contacts</b> option, and follow the step-by-step instructions.</p>
<p>For more details, please refer to <a href="<%=VirtualPathUtility.ToAbsolute("~/userguides/groups-guides-crm-import-contacts.aspx")%>">this article</a>.</p>
<div class="inner_delimiter"></div>
<p>To add contacts automatically,</p>
<p>Use the <b>Website Contact Form</b>. This option allows you to build a form that you can publish on your site. Your potential customers will be automatically added to your customer database when they contact you via the online form embedded on your web page. To do that, click the <b>Website Contact Form</b> link from the <b>Settings</b> list on the left side panel and follow the step by step instructions.</p>
<p>Use the <b>Website Contact Form</b>. This option allows you to build a form that you can publish on your site. Your potential customers will be automatically added to your customer database when they contact you via the online form embedded on your web page. To do that, click the <b>Website Contact Form</b> link from the <b>Settings</b> list on the left side panel and follow the step-by-step instructions.</p>
<div class="notehelp">
This function is available for portal and CRM administrators only.
</div>
<p>For more details please refer to <a href="<%=VirtualPathUtility.ToAbsolute("~/administration/crm-contact-form.aspx")%>">this article</a>.</p>
<p>Once your clients are manually created through the <b>Create new company/person</b> form, imported from a <b>.csv</b> file, or automatically added via <b>Website Contact Form</b>, they will be all included in the <b>Contacts</b> list of the <b>CRM</b> module.</p>
<p>For more details, please refer to <a href="<%=VirtualPathUtility.ToAbsolute("~/administration/crm-contact-form.aspx")%>">this article</a>.</p>
<p>Once your clients are manually created through the <b>Create new company/person</b> form, imported from a <b>.csv</b> file, or automatically added via the <b>Website Contact Form</b>, they will all be included in the <b>Contacts</b> list of the <b>CRM</b> module.</p>
<div class="inner_delimiter"></div>
<p>To update the available contact information,</p>
<p>The <b>Tasks</b> section gives you a full overview of coming duties at a glance. Collaborating with a client you can create tasks for yourself or assign them to other colleagues.</p>
<p>The <b>Tasks</b> section gives you a full overview of coming duties at a glance. When you collaborate with a client, you can create tasks for yourself or assign them to other colleagues.</p>
<p>To set a task:</p>
<ol>
<li>Click the <b>Create</b> button in the upper left corner and select the <b>Task</b> option.</li>
<li>Enter a <b>Title</b> for your task.</li>
<li>Select an appropriate task <b>Category</b> from the drop-down list.
<div class="notehelp">
The portal and CRM administrators can change the default task categories according to their company needs. Just click the <b>Task Categories</b> link in the <b>Settings >> Other settings</b> section. For more details please refer to <a class="links" href="<%=VirtualPathUtility.ToAbsolute("~/administration/crm-tasks-categories.aspx")%>">this article</a>.
The portal and CRM administrators can change the default task categories according to their company's needs. Just click the <b>Task Categories</b> link in the <b>Settings >> Other settings</b> section. For more details, please refer to <a class="links" href="<%=VirtualPathUtility.ToAbsolute("~/administration/crm-tasks-categories.aspx")%>">this article</a>.
</div>
</li>
<li>Enter a contact you wish to link your task with.</li>
<li>Set a desired <b>Due date</b>: date and time.
<p>To do that, use one of the available options: <b>Today</b>, <b>3 days</b>, <b>Week</b>, or select it from the calendar, or enter it manually in the following format <b><em>dd/mm/yyyy</em></b>. </p>
<p>To do that, use one of the available options: <b>Today</b>, <b>3 days</b>, <b>Week</b>, or select it from the calendar, or enter it manually in the following format: <b><em>dd/mm/yyyy</em></b>. </p>
</li>
<li>Set a task reminder.
<p>By default, you will be informed about your task a day before its due date. If you want to change the reminder time, open the <b>Alert</b> drop-down list and select one of the available options: 5 minutes, 15 minutes, half an hour, an hour, 2 hours, a day. To switch the reminder off select the <b>never</b> option from the drop-down list.</p></li>
<p>By default, you will be informed about your task a day before its due date. If you want to change the reminder time, open the <b>Alert</b> drop-down list and select one of the available options: 5 minutes, 15 minutes, half an hour, an hour, 2 hours, a day. To switch the reminder off, select the <b>never</b> option from the drop-down list.</p></li>
<li>Select the responsible person you wish to assign this task to from the <b>Assigned to</b> list.
<p>By default, the task is assigned to you. To change the responsible person just click the link with your name and select the user you need. Leave the <b>Notify</b> box checked if you wish the responsible person to be notified about the new task assign to him/her.</p>
<p>By default, the task is assigned to you. To change the responsible person, just click the link with your name and select the user you need. Leave the <b>Notify</b> box checked if you wish the responsible person to be notified about the new task assign to them.</p>
</li>
<li>Enter a short <b>Description</b>.</li>
<li>Click the <b>Save</b> button.</li>
@ -199,24 +199,24 @@
</div>
<p>It's also possible to create a task within an opportunity or a case.</p>
<ol>
<li>open an appropriate opportunity/case page clicking its title,</li>
<li>open an appropriate opportunity/case page by clicking its title,</li>
<li>switch to the <b>Tasks</b> tab below its title,</li>
<li>click the <b>Create task</b> link if there is no tasks or use the <b>Create</b> button in the upper left corner and select the <b>Task</b> option,</li>
<li>fill in the <b>Create new task</b> form,</li>
<li>click the <b>Create task</b> link if there are no tasks, or use the <b>Create</b> button in the upper left corner and select the <b>Task</b> option,</li>
<li>fill out the <b>Create new task</b> form,</li>
<li>click the <b>Save</b> button. </li>
</ol>
<p>This task will be automatically linked to the selected opportunity/case.</p>
<div class="inner_delimiter"></div>
<p>To add the same task linked with different contacts make use of the <b>Create New Task</b> group operation,</p>
<p>To add the same task linked to different contacts, make use of the <b>Create New Task</b> group operation,</p>
<ol>
<li>open the <b>Contacts</b> list,</li>
<li>select the contacts you need checking the box to the left,</li>
<li>select the contacts you need by checking the box to the left,</li>
<li>click the <b>Create New Task</b> button at the top of the <b>Contacts</b> list,</li>
<li>fill in the <b>Create new task</b> form,</li>
<li>fill out the <b>Create new task</b> form,</li>
<li>click the <b>Save</b> button. </li>
</ol>
<p>The tasks will be added to the <b>Tasks</b> list.</p>
<p>To learn more about <b>Group Operations</b> available in CRM please refer to <a href="<%=VirtualPathUtility.ToAbsolute("~/userguides/groups-tipstricks-crm-group-operations.aspx")%>">this article</a>.</p>
<p>To learn more about <b>Group Operations</b> available in CRM, please refer to <a href="<%=VirtualPathUtility.ToAbsolute("~/userguides/groups-tipstricks-crm-group-operations.aspx")%>">this article</a>.</p>
<div class="inner_delimiter"></div>
<p>If you need to edit a task,</p>
<ol>
@ -225,7 +225,7 @@
<li>select the <b>Edit task</b> option from the <b>Actions</b> drop-down list,</li>
<li>make all the changes you need and click the <b>Save Changes</b> button.</li>
</ol>
<p>Once the task is completed close it right in the <b>Tasks</b> list changing its status from <b>Open</b> to <b>Closed</b>. To do that, just click the arrow <img alt="Arrow" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/BlueArrow.png")%>" /> to the left of the task title and select the necessary status from the list.</p>
<p>Once the task is completed, close it right in the <b>Tasks</b> list by changing its status from <b>Open</b> to <b>Closed</b>. To do that, just click the arrow <img alt="Arrow" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/BlueArrow.png")%>" /> to the left of the task title and select the necessary status from the list.</p>
<p>To delete a task, choose the corresponding option from the <b>Actions</b> drop-down list.</p>
<p>An <b>opportunity</b> is used to keep track of the potential sales, their estimated due date, budget and success probability and help you manage your sales more easily and effectively.</p>
<p>An <b>opportunity</b> is used to keep track of potential sales, their estimated due date, budget and success probability, and to help you manage your sales more easily and effectively.</p>
<p>To add an opportunity:</p>
<ol>
<li>Click the <b>Create</b> button in the upper left corner and select the <b>Opportunity</b> option.</li>
<li>Enter a <b>Title</b> for your opportunity.</li>
<li>Enter an opportunity <b>Contact</b> - person or company - selecting it from your customer database.</li>
<li>Enter an opportunity <b>Contact</b> (person or company) by selecting it from your customer database.</li>
<li>Add a short <b>Description</b>.</li>
<li>Specify your opportunity <b>Budget</b> currency, amount and type.</li>
<li>Set the <b>Estimated deal due date</b> using the calendar.</li>
<li>Select a <b>Responsible</b> for your opportunity from the drop-down list.</li>
<li>Set an opportunity <b>Stage</b> using the drop-down list. The <b>Success probability</b> in percent will set accordingly.
<li>Set an opportunity <b>Stage</b> using the drop-down list. The <b>Success probability</b> in percent will be set accordingly.
<div class="notehelp">
The portal and CRM administrators can change the default opportunity stages according to their company needs. Just click the <b>Opportunity Stages</b> link in the <b>Settings >> Other settings</b> section. For more details please refer to <a class="links" href="<%=VirtualPathUtility.ToAbsolute("~/administration/crm-opportunity-stages.aspx")%>">this article</a>.
The portal and CRM administrators can change the default opportunity stages according to their company's needs. Just click the <b>Opportunity Stages</b> link in the <b>Settings >> Other settings</b> section. For more details, please refer to <a class="links" href="<%=VirtualPathUtility.ToAbsolute("~/administration/crm-opportunity-stages.aspx")%>">this article</a>.
</div>
</li>
<li>Enter other requested information, if available.
<p>To enter some additional information customize user fields. To do that, first of all save the currently created opportunity. Otherwise all the entered information will be lost. Then explore the <b>Settings >> Other settings</b> section on the left side panel and click the <b>User Fields</b> link.</p>
<p>For more details please refer to <a href="<%=VirtualPathUtility.ToAbsolute("~/administration/crm-adding-fields.aspx")%>">this article</a>.</p>
<p>To enter some additional information, customize user fields. To do that, first of all, save the currently created opportunity. Otherwise, all the entered information will be lost. Then explore the <b>Settings >> Other settings</b> section on the left side panel and click the <b>User Fields</b> link.</p>
<p>For more details, please refer to <a href="<%=VirtualPathUtility.ToAbsolute("~/administration/crm-adding-fields.aspx")%>">this article</a>.</p>
<div class="notehelp">
This function is available for portal and CRM administrators only.
</div>
</li>
<li>Restrict access to your opportunity checking the corresponding box.
<p>By default, the access to the newly created opportunity is granted to all portal users. Check the <b>Restrict access to the opportunity</b> box and select the users you wish to grant the access to clicking the <b>Add users</b> link. The selected users will be notified about new opportunity added and will be able to view and edit it.</p>
<li>Restrict access to your opportunity by checking the corresponding box.
<p>By default, the access to the newly created opportunity is granted to all portal users. Check the <b>Restrict access to the opportunity</b> box and select the users you wish to grant the access to by clicking the <b>Add users</b> link. The selected users will be notified about the new opportunity added and will be able to view and edit it.</p>
</li>
<li>Click the <b>Save</b> button or use the <b>Save and Create New Opportunity</b> button to start creating a new opportunity right after saving the current one.</li>
<p>The created opportunity will be added to the <b>Opportunities</b> list. You can access it either from the <b>Opportunities</b> list clicking the corresponding link on the left side panel or clicking the client name in the <b>Contacts</b> list and switching to the <b>Opportunities</b> tab inside.</p>
<p>The created opportunity will be added to the <b>Opportunities</b> list. You can access it either from the <b>Opportunities</b> list by clicking the corresponding link on the left-side panel, or by clicking the client name in the <b>Contacts</b> list and switching to the <b>Opportunities</b> tab inside.</p>
<div class="inner_delimiter"></div>
<p>To organize the work on your opportunity more efficiently you can create a project. To do that,</p>
<p>To organize the work on your opportunity more efficiently, you can create a project. To do that,</p>
<ol>
<li>select the opportunity you need in the <b>Opportunities</b> list,</li>
<li>click the <img alt="Actions Icon" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/ActionsIcon.png")%>" /> icon to the right of the opportunity title,</li>
<li>select the <b>Create project</b> option from the drop-down list,</li>
<li>fill in the form and click the <b>Save</b> button.</li>
<li>fill out the form and click the <b>Save</b> button.</li>
</ol>
<div class="inner_delimiter"></div>
<p>Each time your customer relations take a step forward, the opportunity related to this client goes to a new stage. To change the opportunity stage,</p>
<ol>
<li>open the opportunity overview page clicking its title,</li>
<li>open the opportunity overview page by clicking its title,</li>
<li>select one of the available stages from the corresponding drop-down list.</li>
</ol>
<div class="inner_delimiter"></div>
@ -300,30 +300,30 @@
<ol>
<li>Click the <b>Create</b> button in the upper left corner and select the <b>Invoice</b> option.</li>
<li>Check your <b>Invoice number</b>.
<p>By default, the invoice number is generated automatically using the <b>INV</b> prefix and the number in the <b>#######</b> format starting from <b>0000001</b>. But you can easily change it while creating an invoice. To do that, just click the <b>Change format</b> link next to the <b>Invoice number</b> field. Enter a necessary <b>Prefix</b> and the <b>Start number</b>. </p>
<p>By default, the invoice number is generated automatically using the <b>INV</b> prefix and the number in the <b>#######</b> format, starting from <b>0000001</b>. But you can easily change it while creating an invoice. To do that, just click the <b>Change format</b> link next to the <b>Invoice number</b> field. Enter the necessary <b>Prefix</b> and the <b>Start number</b>. </p>
<p>If you don't want the invoice number to be generated automatically, uncheck the <b>automatically generated</b> case. After that you will be able to enter any number you need manually.</p>
<div class="notehelp">
This option is available for portal and CRM administrators only.
</div>
</li>
<li>Set the <b>Invoice date</b> selecting it from the calendar, or entering it manually in the following format <b><em>dd/mm/yyyy</em></b>.
<p>The <b>Invoice date</b> is the date the invoice is issued.</p>
<li>Set the <b>Invoice date</b> selecting it from the calendar, or entering it manually in the following format: <b><em>dd/mm/yyyy</em></b>.
<p>The <b>Invoice date</b> is the date the invoice was issued.</p>
</li>
<li>Select a <b>Client</b> you wish to create the invoice for using the search field.
<p>The system will use the billing address information stored on your customer database. If necessary, you can change it using the <b>Edit billing address</b> link which appears below the client name once it is selected.</p>
<p>The system will use the billing address information stored in your customer database. If necessary, you can change it using the <b>Edit billing address</b> link that appears below the client name once it is selected.</p>
</li>
<li>Select a <b>Consignee</b> using the search field.
<p>If the <b>Consignee</b> coincides with the <b>Client</b>, just check the <b>coincides with the client</b> box and add the delivery address using the corresponding link which appears next to the <b>Edit billing address</b> link.</p>
<p>If the <b>Consignee</b> coincides with the <b>Client</b>, just check the <b>coincides with the client</b> box and add the delivery address using the corresponding link that appears next to the <b>Edit billing address</b> link.</p>
</li>
<li>Link the invoice with one of the available opportunities.</li>
<li>Set a <b>Due date</b> using one of the available options to the right: <b>Due on receipt</b>, <b>15 days</b>, <b>30 days</b> or <b>45 days</b>, or selecting it from the calendar, or entering it manually in the following format <b><em>dd/mm/yyyy</em></b>.
<li>Set a <b>Due date</b> using one of the available options to the right: <b>Due on receipt</b>, <b>15 days</b>, <b>30 days</b> or <b>45 days</b>, or select it from the calendar, or enter it manually in the following format: <b><em>dd/mm/yyyy</em></b>.
<p>The <b>Due date</b> is the date by which the invoice needs to be paid.</p>
</li>
<li>Select the <b>Invoice language</b> from the list of the available ones.</li>
<li>Select the <b>Currency</b> for your invoice. By default, the currency specified in the profile of the client is used. If the currency is not set in the client's profile, the default currency specified in the CRM settings is used. If necessary, you can select any other currency from the list of the available ones.
<li>Select the <b>Invoice language</b> from the list of available ones.</li>
<li>Select the <b>Currency</b> for your invoice. By default, the currency specified in the profile of the client is used. If the currency is not set in the client's profile, the default currency specified in the CRM settings is used. If necessary, you can select any other currency from the list of available ones.
<p>If you select a currency that differs from the default currency specified in the CRM settings, the <b>Exchange rate</b> field is also displayed. Set the appropriate conversion rate and click the <b>Save</b> button.</p>
<div class="notehelp">
The portal and CRM administrators can change the default currency and set conversion rates for the currencies from the list in the <b>Settings >> Currency settings</b> section. For more details please refer to <a target="_blank" href="<%=VirtualPathUtility.ToAbsolute("~/administration/crm-default-currency.aspx")%>">this article</a>.
The portal and CRM administrators can change the default currency and set conversion rates for the currencies from the list in the <b>Settings >> Currency settings</b> section. For more details, please refer to <a target="_blank" href="<%=VirtualPathUtility.ToAbsolute("~/administration/crm-default-currency.aspx")%>">this article</a>.
</div>
</li>
<li>Enter a <b>PO Number</b>, if available.</li>
@ -334,10 +334,10 @@
<p>These notes will be displayed on your invoice and added to the message body if you send the invoice per ONLYOFFICE <a class="see_also" href="groups-gettingstarted-mail.aspx">Mail</a>.</p>
</li>
<li>Fill in the <b>Products & Services</b> section.
<p>List the services/products you provided for your client. You can select them from the list, if available, or create right there opening the <b>Select item</b> list and clicking the <b>Create new item</b> link.</p>
<p>List the services/products you provided for your client. You can select them from the list, if available, or create right there by opening the <b>Select item</b> list and clicking the <b>Create new item</b> link.</p>
<p>Enter the item <b>Quantity</b> and <b>Discount</b>, if applicable.</p>
<p>Add the sale <b>Tax</b> or leave this field empty. You can select the tax to apply from the list, if already available, or create a new one right there opening the <b>Tax</b> list and clicking the <b>Create new tax</b> link.</p>
<p>In the same way you can add as many services/products as you need.</p>
<p>Add the sales <b>Tax</b> or leave this field empty. You can select the tax to apply from the list, if already available, or create a new one right there opening the <b>Tax</b> list and clicking the <b>Create new tax</b> link.</p>
<p>In the same way, you can add as many services/products as you need.</p>
</li>
<li>Check the <b>Subtotal</b> and <b>Total</b> calculated automatically based on the information provided above.</li>
<li>Click the <b>Add This Invoice</b> button or use the <b>Add and Create New Invoice</b> button to start creating a new invoice right after saving the current one.
<p>To specify your company information for the invoice, expand the <b>Settings</b> list at the left side panel, select the <b>Invoice settings</b> section and click the <b>Organization profile</b> link.</p>
<p>To specify your company information for the invoice, expand the <b>Settings</b> list on the left-side panel, select the <b>Invoice settings</b> section, and click the <b>Organization profile</b> link.</p>
<div class="notehelp">
This option is available for portal and CRM administrators only.
</div>
<p>Here you can:</p>
<ol>
<li>enter your company name,</li>
<li>add your company logo clicking the <b>Change Logo</b> button below the default image,</li>
<li>set your organization billing address filling in the <b>Address</b> section fields.</li>
<li>add your company logo by clicking the <b>Change Logo</b> button below the default image,</li>
<li>set your organization billing address by filling in the <b>Address</b> section fields.</li>
</ol>
<p>All this information will be placed and displayed on your invoices.</p>
<div class="screen_block">
@ -380,7 +380,7 @@
<li>select the <b>Edit invoice</b> option from the <b>Actions</b> drop-down list,</li>
<li>make all the changes you need and click the <b>Save Changes</b> button.</li>
</ol>
<p>Using the <b>Actions</b> drop-down menu you can also download, print, send, duplicate or delete the selected invoice.</p>
<p>Using the <b>Actions</b> drop-down menu, you can also download, print, send, duplicate or delete the selected invoice.</p>
<p>The <b>Cases</b> section is aimed to simplify event organization, seminar and meeting arrangement etc. with a group of customers.</p>
<p>The <b>Cases</b> section is designed to simplify event organization, seminar and meeting arrangements, etc., with a group of customers.</p>
<p>To plan an event:</p>
<ol>
<li>Click the <b>Create</b> button in the upper left corner and select the <b>Case</b> option.</li>
@ -396,20 +396,20 @@
<li>Select your case <b>Participant</b> from the customer database.
<p>You can add as many participants as you wish using the search field. To delete a participant added by mistake, use the <img alt="Unlink contact Icon" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/UnlinkContactIcon.png")%>" /> icon.</p>
</li>
<li>Add tags, if necessary, clicking the <b>Add tag</b> link and selecting one of the available tags or creating a new one.</li>
<li>Add tags, if necessary, by clicking the <b>Add tag</b> link and selecting one of the available tags or creating a new one.</li>
<li>Enter other requested information, if available.
<p>To enter some additional information customize user fields. To do that, first of all save the currently created case. Otherwise all the entered information will be lost. Then explore the <b>Settings >> Other settings</b> section on the left side panel and click the <b>User Fields</b> link.</p>
<p>For more details please refer to <a href="<%=VirtualPathUtility.ToAbsolute("~/administration/crm-adding-fields.aspx")%>">this article</a>.</p>
<p>To enter some additional information, customize user fields. To do that, first of all, save the currently created case. Otherwise, all the entered information will be lost. Then explore the <b>Settings >> Other settings</b> section on the left side panel and click the <b>User Fields</b> link.</p>
<p>For more details, please refer to <a href="<%=VirtualPathUtility.ToAbsolute("~/administration/crm-adding-fields.aspx")%>">this article</a>.</p>
<div class="notehelp">
This function is available for portal and CRM administrators only.
</div>
</li>
<li>Restrict access to your case checking the corresponding box.
<p>By default, the access to the newly created case is granted to all portal users. Check the <b>Restrict access to the case</b> box and select the users you wish to grant the access to clicking the <b>Add users</b> link. The selected users will be notified about new case created and will be able to view and edit it.</p>
<li>Restrict access to your case by checking the corresponding box.
<p>By default, the access to the newly created case is granted to all portal users. Check the <b>Restrict access to the case</b> box and select the users you wish to grant the access to by clicking the <b>Add users</b> link. The selected users will be notified when a new case is created and will be able to view and edit it.</p>
</li>
<li>Click the <b>Save</b> button or use the <b>Save and Create New Case</b> button to start creating a new case right after saving the current one.</li>
</ol>
<p>Once a case is created, you can schedule events, <a class="see_also" href="#AssigningTasks_block">assign tasks</a>, manage participants, store the related documentation.</p>
<p>Once a case is created, you can schedule events, <a class="see_also" href="#AssigningTasks_block">assign tasks</a>, manage participants, and store the related documentation.</p>
<p>For more information, please refer to <a href="<%=VirtualPathUtility.ToAbsolute("~/userguides/groups-guides-crm-create-case.aspx")%>">this article</a>.</p>
<li>select the <b>Edit case</b> option from the drop-down list,</li>
<li>make all the changes you need and click the <b>Save Changes</b> button.</li>
</ol>
<p>After your case took place you can close it in the system. To do that, just check the box to the left of the case title.</p>
<p>After your case took place, you can close it in the system. To do that, just check the box to the left of the case title.</p>
<p>To delete a case, choose the corresponding option from the <b>Actions</b> drop-down list.</p>
</div>
</div>
@ -433,18 +433,18 @@
<h2>Using VoIP</h2>
<div class="PortalHelp">
<p>The <b>VoIP</b> feature allows you to receive incoming calls from your customers and make outgoing calls right from a web browser.</p>
<p>To use the IP telephony functionality, you need to sign up for a Twilio account and connect it to your portal specifying API credentials: <b>Account SID</b> and <b>Auth token</b>. They can be found at the <a target="_blank" class="links" href="https://www.twilio.com/console">Twilio Console</a> page in the 'Account Summary' section. </p>
<p>To use the IP telephony functionality, you need to sign up for a Twilio account and connect it to your portal specifying API credentials: <b>Account SID</b> and <b>Auth token</b>. They can be found on the <a target="_blank" class="links" href="https://www.twilio.com/console">Twilio Console</a> page in the 'Account Summary' section. </p>
<div class="notehelp">
The ability to connect a Twilio account is available for portal administrators only.
</div>
<p>Click the <img alt="Settings Icon" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/SettingsIcon.png")%>" /> icon at the top of the page to go to your portal settings and open the <b>Integration -> Third-Party Authorization</b> section. Click the switcher next to the <b>Twilio</b> service, specify API credentials in the appropriate fields and click the <b>Enable</b> button.</p>
<p>Click the <img alt="Settings Icon" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/SettingsIcon.png")%>" /> icon at the top of the page to go to your portal settings and open the <b>Integration -> Third-Party Authorization</b> section. Click the switcher next to the <b>Twilio</b> service, specify API credentials in the appropriate fields, and click the <b>Enable</b> button.</p>
<p>Once you connect your Twilio account to the portal, you will be able to add and manage virtual numbers.</p>
<div class="inner_delimiter"></div>
<p>To add a virtual number,</p>
<ol>
<li>In the CRM module, go to the <b>Settings</b> section on the left-side panel and click the <b>VoIP Settings</b> option.</li>
<li>Click the <b>Buy phone number</b> link.</li>
<li>In the <b>Number purchase</b> window, select the necessary number from the list of the available ones and press the <b>Buy phone number</b> button.
<li>In the <b>Number purchase</b> window, select the necessary number from the list of available ones and press the <b>Buy phone number</b> button.
<p>If you already have some phone numbers purchased earlier in your Twilio account, you can use the <b>Link purchased number</b> option. In a new window, select one of the available Twilio virtual numbers and click the <b>Link purchased number</b> button.</p>
</li>
</ol>
@ -457,8 +457,8 @@
<ol>
<li>In the <b>Virtual numbers and operators</b> list, select the number you want to set up.</li>
<li>Click the <b>Outgoing calls</b> switcher to enable the possibility to not only receive incoming calls but also make outgoing calls using this number.</li>
<li>Click the <b>Call recording</b> switcher to enable the possibility to record all incoming and outgoing calls for this number so that you will be able to listen to the necessary call recording later.</li>
<li>Click the <img alt="Arrow Icon" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/arrow.png")%>" /> arrow to the left of the necessary number to <b>Add operators</b> who should be able to use this virtual number. Check the necessary portal users in the list and click the <b>Save</b> button. Once operators are added, the VoIP <img alt="VoIP Icon" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/voipicon.png")%>" /> icon will be available for them on the top of the page.
<li>Click the <b>Call recording</b> switcher to enable the possibility of recording all incoming and outgoing calls for this number so that you will be able to listen to the necessary call recording later.</li>
<li>Click the <img alt="Arrow Icon" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/arrow.png")%>" /> arrow to the left of the necessary number to <b>Add operators</b> who should be able to use this virtual number. Check the necessary portal users in the list and click the <b>Save</b> button. Once operators are added, the VoIP <img alt="VoIP Icon" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/voipicon.png")%>" /> icon will be available for them at the top of the page.
<p>You can also set up <b>Outgoing calls</b> and <b>Call recording</b> for each of the added operators separately using the switchers next to the operator's name. To remove an added operator from the virtual number operator list, click the <b>Actions</b> <img alt="Actions Icon" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/ActionsIcon.png")%>" /> icon to the right of the operator's name and select the <b>Delete</b> option.</p>
</li>
</ol>
@ -472,7 +472,7 @@
<div class="inner_delimiter"></div>
<p>To start accepting and making calls,</p>
<ol>
<li>Click the VoIP <img alt="VoIP Icon" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/voipicon.png")%>" /> icon on the top of the page. The VoIP client opens in a new window.</li>
<li>Click the VoIP <img alt="VoIP Icon" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/voipicon.png")%>" /> icon at the top of the page. The VoIP client opens in a new window.</li>
<li>Choose the <b>Online</b> status next to your name.</li>
</ol>
<div class="screen_block">
@ -485,7 +485,7 @@
<p>If a person whose phone number is stored in your CRM customer base calls you, the contact name is displayed in this window. You can click it to open the customer profile in a new browser tab and easily find all the necessary information about the client that can be useful during the phone conversation.</p>
<p>To end the call, click the <b>Disconnect</b> button.</p>
<p>The <img alt="Missed Calls button" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/missedcallbutton.png")%>" /> button in the VoIP window allows to view the list of missed calls during the current session. If you want to call back to the person who called you, move the mouse cursor over the missed call <img alt="Missed Call icon" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/missedcallicon.png")%>" /> icon in the list so that it turns into the <img alt="Call Back button" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/callback.png")%>" /> icon and click it.</p>
<p>The operators who have been granted sufficient permissions can make outgoing calls. To make a call,</p>
<p>Operators who have been granted sufficient permissions can make outgoing calls. To make a call,</p>
<ol>
<li>Click the <img alt="Dial pad Icon" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/keypad.png")%>" /> button to open the dial pad.
<div class="screen_block">
@ -496,18 +496,18 @@
</li>
<li>Click the <img alt="Select contact Icon" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/selectcontact.png")%>" /> icon to open the list of all existing CRM contacts. To facilitate searching for a contact, you can enter the contact name, entirely or partially, in the search field above the contact list. Select the necessary CRM contact from the list.
<div class="notehelp">
Alternatively, you can right-click the necessary contact in the complete list of Companies/Persons on the <b>Contacts</b> tab and choose the <b>Make a VoIP call</b> option in the context menu. Currently, you cannot call a contact from his/her profile page.
Alternatively, you can right-click the necessary contact in the complete list of Companies/Persons on the <b>Contacts</b> tab and choose the <b>Make a VoIP call</b> option in the context menu. Currently, you cannot call a contact from their profile page.
</div>
<p>The selected contact phone number will be displayed in the corresponding field.</p>
<p>If the contact profile contains several phone numbers (mobile, work, home), click the <img alt="Arrow" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/choosenumber.png")%>" /> arrow in the right part of the phone number field to choose the necessary number. To remove the number, click the <img alt="Remove number" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/removenumber.png")%>" /> icon.</p>
<p>To call to the number that is not stored in your customer base, select the country code from the <img alt="Country Code" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/countrycode.png")%>" /> list and enter the phone number using the keypad or your PC keyboard.</p>
<p>To call the number that is not stored in your customer base, select the country code from the <img alt="Country Code" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/countrycode.png")%>" /> list and enter the phone number using the keypad or your PC keyboard.</p>
</li>
<li>Click the <b>Call</b> button.</li>
</ol>
<p>If you call a contact stored in the CRM module, the link to the contact profile is displayed in this window, so that you can open the profile in a new browser tab.</p>
<p>If you make a call to a new number that is not stored in the CRM contacts or if you receive a call from such a number, this number will be automatically saved to your CRM contacts as a new contact. A new <b>Outgoing</b> or <b>Incoming call</b> event is also automatically added to the history for this contact.</p>
<p>All the incoming, outgoing and missed calls are displayed in the <b>Calls</b> section. Click the <b>Calls</b> link on the left-side panel to open the call list. It provides the following information about calls: date and time, agent (operator name), client (customer name stored in the CRM base), call duration and cost. If a call has been recorded, click the <img alt="Playback Icon" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/playback.png")%>" /> icon to playback the recording. </p>
<p>If you call a contact stored in the CRM module, the link to the contact profile is displayed in this window, so you can open the profile in a new browser tab.</p>
<p>If you make a call to a new number that is not stored in the CRM contacts or if you receive a call from such a number, this number will be automatically saved to your CRM contacts as a new contact. A new <b>Outgoing</b> or <b>Incoming call</b> event is also automatically added to the history of this contact.</p>
<p>All the incoming, outgoing and missed calls are displayed in the <b>Calls</b> section. Click the <b>Calls</b> link on the left-side panel to open the call list. It provides the following information about calls: date and time, agent (operator name), client (customer name stored in the CRM base), call duration and cost. If a call has been recorded, click the <img alt="Playback Icon" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/playback.png")%>" /> icon to playback the recording. </p>
<p>For more details on viewing the call list and adding information about calls to your customer database, please refer to <a href="<%=VirtualPathUtility.ToAbsolute("~/userguides/groups-guides-crm-use-voip.aspx")%>">this article</a>.</p>
<p>To keep up with what everyone is doing you need to constantly monitor the sales progress. You can view reports on successfully closed opportunities, evaluate sales forecast, build sales funnel, receive detailed statistics on contacts, tasks, opportunities, invoices and VoIP calls by managers, as well as get summary reports for a specified period.</p>
<p>To keep up with what everyone is doing, you need to constantly monitor the sales progress. You can view reports on successfully closed opportunities, evaluate sales forecast, build sales funnel, receive detailed statistics on contacts, tasks, opportunities, invoices and VoIP calls by managers, as well as get summary reports for a specified period.</p>
<p>Make use of the online office <b>Reports</b> system that allows you to easily analyze your data and visualize the information using charts and tables.</p>
<p>To generate a report:</p>
<ol>
<li>open the <b>Reports</b> list clicking the corresponding link on the left-side panel,</li>
<li>open the <b>Reports</b> list by clicking the corresponding link on the left-side panel,</li>
<li>select the type of the report you wish to generate from the <b>Reports</b> list,</li>
<li>configure the available report parameters:
<ul>
<li>select the necessary <b>Time period</b> from the list,</li>
<li>select <b>Managers</b> whose productivity you wish to assess. Click the <b>Add user</b> link and check the necessary users in the list. Use the filter field at the top to facilitate the search. You can also check the necessary group or the <b>Select All</b> option to add the users from the selected group or all the portal users respectively. Сlick the <b>Save</b> button. If you want to delete a user added by mistake, place the mouse cursor over the needed user and click the <img alt="Delete user icon" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/deleteuser_crmreport.png")%>" /> icon.</li>
<li>select <b>Managers</b> whose productivity you wish to assess. Click the <b>Add user</b> link and check the necessary users in the list. Use the filter field at the top to facilitate the search. You can also check the necessary group or the <b>Select All</b> option to add the users from the selected group or all the portal users, respectively. Click the <b>Save</b> button. If you want to delete a user added by mistake, place the mouse cursor over the needed user and click the <img alt="Delete user icon" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/deleteuser_crmreport.png")%>" /> icon.</li>
</ul>
</li>
<li>click the <b>Generate Report</b> button.
<div class="notehelp">
If you use different currencies for your opportunities and invoices and the exchange rates are not yet specified in the CRM settings, a new window opens where you will be prompted to set up the used currency exchange rates. For more details on how to set an exchange rate please refer to <a target="_blank" href="<%=VirtualPathUtility.ToAbsolute("~/administration/crm-default-currency.aspx")%>">this article</a>.
If you use different currencies for your opportunities and invoices and the exchange rates are not yet specified in the CRM settings, a new window opens where you will be prompted to set up the used currency exchange rates. For more details on how to set an exchange rate, please refer to <a target="_blank" href="<%=VirtualPathUtility.ToAbsolute("~/administration/crm-default-currency.aspx")%>">this article</a>.
<p>Once the report is generated, click the <b>Open</b> link at the bottom right corner to view the report. The file will open in the <a class="links" target="_blank" href="<%=VirtualPathUtility.ToAbsolute("~/ONLYOFFICE-Editors/ONLYOFFICE-Spreadsheet-Editor/index.aspx")%>">Spreadsheet Editor</a> and you will be able to edit it, print or download if necessary. </p>
<p>Once the report is generated, click the <b>Open</b> link in the bottom right corner to view the report. The file will open in the <a class="links" target="_blank" href="<%=VirtualPathUtility.ToAbsolute("~/ONLYOFFICE-Editors/ONLYOFFICE-Spreadsheet-Editor/index.aspx")%>">Spreadsheet Editor</a> and you will be able to edit it, print or download if necessary. </p>
<ul>
<li>To print the report, click the <img alt="Print icon" src="<%=VirtualPathUtility.ToAbsolute("~/OfficeWeb/apps/spreadsheeteditor/main/resources/help/images/src/icons/print.png")%>" /> <b>Print</b> icon at the top toolbar.</li>
<li>To download the report, switch to the <b>File</b> tab at the top toolbar, select the <b>Download as...</b> option at the left sidebar and choose the necessary file format.</li>
<p>All the generated reports can be found in the <b>Generated reports</b> list (they are only accessible to the user who generated them). To manage your reports, move the mouse cursor over the necessary report in the list and use the icons next to the file:</p>
<p>The reports from the CRM module are saved in <b>CRM</b> -> <b>Reports</b> -> <b>Generated reports</b> (they are only accessible to the user who generated them). To manage your reports, move the mouse cursor over the necessary report in the list and use the icons next to the file:</p>
<ul>
<li><img alt="Edit report icon" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/editreporticon.png")%>" /> - to open the report using the <a class="links" target="_blank" href="<%=VirtualPathUtility.ToAbsolute("~/ONLYOFFICE-Editors/ONLYOFFICE-Spreadsheet-Editor/index.aspx")%>">Spreadsheet Editor</a>.</li>
<li><img alt="Download report icon" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/downloadreporticon.png")%>" /> - to download the report as the <em>.xlsx</em> file.</li>
@ -561,13 +561,13 @@
<h2>Changing CRM module settings</h2>
<div class="PortalHelp">
<p>By default, all portal users can access the <b>CRM</b> module. There are 2 different access levels inside it: <b>user</b> and <b>CRM administrator</b>.</p>
<p>Being a <b>user</b> you may perform the following operations:</p>
<p>Being a <b>user</b>, you may perform the following operations:</p>
<ul class="list_getstart">
<li>view all content (except private one);</li>
<li>create contact, task, case, opportunity with a possibility to restrict access to them;</li>
<li>edit contact, task, case, opportunity having the corresponding access rights;</li>
</ul>
<p>Being a <b>CRM administrator</b> you may perform the following operations:</p>
<p>Being a <b>CRM administrator</b>, you may perform the following operations:</p>
<ul class="list_getstart">
<li>read and moderate all content;</li>
<li>organize mass mailing;
@ -594,7 +594,7 @@
</li>
</ul>
<p>But being a <b>portal owner/full access administrator</b> you can restrict access to the <b>CRM</b> for some users or even disable this module, if you don't need it at all. To do that,</p>
<p>But being a <b>portal owner/full access administrator</b>, you can restrict access to the <b>CRM</b> for some users or even disable this module, if you don't need it at all. To do that,</p>
<ol>
<li>click the <b>Settings</b> link at the left-side panel,</li>
<li>select the <b>Portal Access Rights</b> subsection,</li>
<p>In the <img alt="Options icon" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/dsoptionsicon.png")%>" /> menu located next to the user name in the lower left corner, users can view their profiles and helpful information, such as Hotkeys or Help center articles. Admins can also access the DocSpace <b>Settings</b> using this menu.</p>
<p><b>ONLYOFFICE DocSpace</b> uses the MySQL database.</p>
<li>create custom <a class="see_also" href="#CreatingManagingFolders_block">folders</a> and apply <a class="see_also" href="#CreatingManagingFilters_block">filters</a> to automatically perform certain actions on messages.</li>
</ul>
<p>To access <b>Mail</b> just click the <img alt="Mail" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/GettingStarted/Mail.png")%>" /> icon available at the top of each portal page.</p>
<p><b>Projects</b> is a project management tool developed to help you successfully carry out the project through all these stages: <a class="see_also" href="#SchedulingWorkflow_block">schedule your workflow</a>, <a class="see_also" href="#ManagingYourTeam_block">manage your project team</a> and <a class="see_also" href="#AssigningTasks_block">distribute tasks</a> between its members, track and <a class="see_also" href="#ReportingProjectProgress_block">report</a> project progress in order to achieve the main goal of the created project.</p>
<p>To access the <b>Projects</b> module from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option.</p>
<p>Projects are stored in the MySQL database.</p>
</div>
</div>
@ -155,6 +156,7 @@
</li>
<li>Check the <b>Save this project as private</b> box.
<p>This option is enabled by default. Use this option if you'd like to restrict access to the newly created project. In this case the project will be available only to the project administrator, the project manager and its members with <a class="see_also" href="#ManagingYourTeam_block">corresponding rights</a>. If you uncheck this box, the project will be available to all users who have access to the <b>Projects</b> module.</p>
<p class="notehelp">It is possible to disable one of the project sections if it is a private project. To do that, go to the <b>Team</b> tab of your private project and hide the required sections for specific users.</p>
</li>
<li>Check the <b>Follow this project</b> box, if you don't plan to participate in this project but need to keep track of it.</li>
<li>Check the <b>Notify Responsibles</b> box to notify the persons who are responsible for the added milestones and tasks. If no responsibles have been assigned when adding milestones and tasks to the project structure, this option is grayed out.</li>
<p>A user with <b>Read Only</b> permissions to the <code>.docx</code>/<code>.xlsx</code>/<code>.pptx</code>/<code>.oform</code> files or<code>.docxf</code>form templates can do the following:</p>
<ul>
<li>View the file and existing comments. In this case, editing options are not available and the file <b>cannot</b> be modified.</li>
<li>View the file and existing comments. In this case, editing options are not available and the file <b>cannot</b> be modified. Please note that you can still take screenshots.</li>
<p>Need to know the full details of the current status of all projects? In the Projects module, you can get this information using the <b>Reports</b>. Reports provide extensive and detailed information in a convenient format - in a .xlsx file, which can be opened in the <a class="links" target="_blank" href="<%=VirtualPathUtility.ToAbsolute("~/ONLYOFFICE-Editors/ONLYOFFICE-Spreadsheet-Editor/index.aspx")%>">Spreadsheet Editor</a>.</p>
<p>Are the full details of the current status of all projects required? In the Projects module, you can get this information using the <b>Reports</b>. Reports provide extensive and detailed information in a convenient format - in a .xlsx file, which can be opened in the <a class="links" target="_blank" href="<%=VirtualPathUtility.ToAbsolute("~/ONLYOFFICE-Editors/ONLYOFFICE-Spreadsheet-Editor/index.aspx")%>">Spreadsheet Editor</a>.</p>
<p>There are many different settings and parameters available for generating a report. This guide will help you quickly understand and learn how to generate reports in a suitable format.</p>
</div>
</div>
@ -57,13 +57,13 @@
<h2 id="step2"><span class="style_step">Step 2. </span>Configure the Report</h2>
<div class="block_of_step">
<div class="screen_text">
<p>Click the <b>Reports</b> link on the left-side panel. A new page opens with the list of all generated reports. If you have not created reports before, this list will be empty.</p>
<p>Click the <b>Reports</b> link on the left-side panel. A new page opens with a list of all generated reports. If you have not created reports before, this list will be empty.</p>
<li><b>Project List</b> (<em>View by group</em>, <em>View by user</em>, <em>Time period</em>, <em>Show closed projects</em>) - to display a for a specific user/group for a specific period of time.
<li><b>Project List</b> (<em>View by group</em>, <em>View by user</em>, <em>Time period</em>, <em>Show closed projects</em>) - to display a list of projects for a specific user/group for a specific period of time.
<li><b>Time Tracking</b> - to display a list of users with their total work time calculated basing on a time register:
<li><b>Time Tracking</b> - to display a list of users with their total work time calculated based on a time register:
<ul>
<li>View by user (<em>View by group</em>, <em>View by user</em>, <em>Payment statuses</em>, <em>Time period</em>).</li>
<li>View by user tasks (<em>View by group</em>, <em>View by user</em>, <em>Payment statuses</em>, <em>Time period</em>).</li>
@ -151,9 +151,10 @@
</div>
</li>
</ul>
<p>Once all setitngs have been configured, click the <b>Generate Report</b> button.</p>
<p>A status window will open in the bottom right corner showing the generated reports. Then you can open them in the <a class="links" target="_blank" href="<%=VirtualPathUtility.ToAbsolute("~/ONLYOFFICE-Editors/ONLYOFFICE-Spreadsheet-Editor/index.aspx")%>">Spreadsheet Editor</a> by clicking the <b>Open</b> button.</p>
<p>To simplify the work with reports, you can Report templates. This allows you to automatically create reports and them by e-mail. Please, visit <a class="links" target="_blank" href="<%=VirtualPathUtility.ToAbsolute("~/userguides/groups-tipstricks-projects-report-templates.aspx")%>">this</a> page to find out more.</p>
<p>Once all settings have been configured, click the <b>Generate Report</b> button.</p>
<p class="note">The reports from the <b>Project</b> module are saved in the <b>My Documents</b> section by default. </p>
<p>A status window will open in the bottom right corner, showing the generated reports. Then you can open them in the <a class="links" target="_blank" href="<%=VirtualPathUtility.ToAbsolute("~/ONLYOFFICE-Editors/ONLYOFFICE-Spreadsheet-Editor/index.aspx")%>">Spreadsheet Editor</a> by clicking the <b>Open</b> button.</p>
<p>To simplify the work with reports, you can use Report templates. This allows you to automatically create reports and send them by e-mail. Please, visit <a class="links" target="_blank" href="<%=VirtualPathUtility.ToAbsolute("~/userguides/groups-tipstricks-projects-report-templates.aspx")%>">this</a> page to find out more.</p>
<p>Check the <b>Save the project as private</b> box. </p>
<p>Once this option is checked you can proceed to <a href="<%=VirtualPathUtility.ToAbsolute("~/gettingstarted/projects.aspx#ManagingYourTeam_block")%>">setting access rights</a> for your team members.</p>
<p>Apply all the changes you made clicking the <b>Save Project</b> button.</p>
<p>It is possible to disable one of the project sections if it is a private project. To do that, go to the <b>Team</b> tab of your private project and hide the required sections for specific users.</p>
If you were granted access to a document, you will be notified about changes in it.</li>--%>
</ul>
<p class="note">Edited files get a <code>NEW</code> icon next to them when there are changes that you have not seen yet. If you are mentioned in a comment, you will receive an E-mail notification.</p>
</li>
<li><h5 id="projects">Projects</h5>
<p>This type includes notifications about new comments within project-related discussions, milestones, your tasks, etc.</p>
<p>The <ahref="https://www.onlyoffice.com/en/document-editor.aspx"target="_blank"onclick="onhyperlinkclick(this)"><b>Document Editor</b></a> allows you to maintain a constant team-wide approach to work flow: <ahref="https://helpcenter.onlyoffice.com/userguides/groups-guides-documents-share-documents.aspx"onclick="onhyperlinkclick(this)">share</a> files and folders, <ahref="../HelpfulHints/CollaborativeEditing.htm"onclick="onhyperlinkclick(this)">collaborate</a> on documents in real time, <ahref="../HelpfulHints/Communicating.htm"onclick="onhyperlinkclick(this)">communicate</a> right in the editor, save <ahref="../HelpfulHints/VersionHistory.htm"onclick="onhyperlinkclick(this)">document versions</a> for future use, <ahref="../HelpfulHints/Review.htm"onclick="onhyperlinkclick(this)">review</a> documents and add your changes without actually editing the file, <ahref="../HelpfulHints/Comparison.htm"onclick="onhyperlinkclick(this)">compare and merge</a> documents to facilitate processing and editing.</p>
<p>In <b>Document Editor</b>, you can leave comments to the content of documents without actually editing it. Unlike <ahref="../HelpfulHints/Communicating.htm"onclick="onhyperlinkclick(this)">chat</a> messages, the comments stay until deleted.</p>
<p>Added comments will remain in third-party editors.</p>
<h3>Leaving comments and replying to them</h3>
<p>To leave a comment,</p>
<ol>
<li>select a text passage where you think there is an error or problem,</li>
<li>
switch to the <b>Insert</b> or <b>Collaboration</b> tab of the top toolbar and click the <divclass="icon icon-comment_toptoolbar"></div><b>Comment</b> button, or<br/>
use the <divclass="icon icon-commentsicon"></div> icon on the left sidebar to open the <b>Comments</b> panel and click the <b>Add Comment to Document</b> link, or<br/>
switch to the <b>Insert</b> or <b>Collaboration</b> tab of the top toolbar and click the <divclass="icon icon-comment_toptoolbar"></div><b>Comment</b> button, or<br/>
use the <divclass="icon icon-commentsicon"></div> icon on the left sidebar to open the <b>Comments</b> panel and click the <b>Add Comment to Document</b> link, or<br/>
right-click the selected text passage and select the <b>Add Сomment</b> option from the contextual menu,
</li>
<li>enter the required text,</li>
<li>click the <b>Add Comment/Add</b> button.</li>
</ol>
<p>The comment will be seen on the <b>Comments</b> panel on the left. Any other user can answer the added comment, asking questions or reporting on the work they have done. For this purpose, click the <b>Add Reply</b> link situated under the comment, type in your reply in the entry field and press the <b>Reply</b> button.</p>
<p>If you are using the <b>Strict</b> co-editing mode, new comments added by other users will become visible only after you click the <spanclass="icon icon-saveupdate"></span> icon in the left upper corner of the top toolbar.</p>
<p>If you are using the <b>Strict</b> co-editing mode, new comments added by other users will become visible only after you click the <spanclass="icon icon-saveupdate"></span> icon in the left upper corner of the top toolbar.</p>
<h3>Disabling display of comments</h3>
<p>The text passage you commented will be highlighted in the document. To view the comment, just click within the passage. To disable this feature,</p>
<li>uncheck the<b>Turn on display of the comments</b>box.</li>
</ol>
<p>Now the commented passages will be highlighted only if you click the<spanclass="icon icon-commentsicon"></span>icon.</p>
<p>Now the commented passages will be highlighted only if you click the<spanclass="icon icon-commentsicon"></span>icon.</p>
<h3>Managing comments</h3>
<p>You can manage the added comments using the icons in the comment balloon or on the <b>Comments</b> panel on the left:</p>
<ul>
<li>
sort the added comments by clicking the <divclass="icon icon-sortcommentsicon"></div> icon:
sort the added comments by clicking the <divclass="icon icon-sortcommentsicon"></div> icon:
<ul>
<li>by date: <b>Newest</b> or <b>Oldest</b>. This is the sort order by default.</li>
<li>by author: <b>Author from A to Z</b> or <b>Author from Z to A</b>.</li>
<li>by location: <b>From top</b> or <b>From bottom</b>. The usual sort order of comments by their location in a document is as follows (from top): <em>comments to text</em>, <em>comments to footnotes</em>, <em>comments to endnotes</em>, <em>comments to headers/footers</em>, <em>comments to the entire document</em>.</li>
<li>by group: <b>All</b> or choose a certain group from the list. This sorting option is available if you are running a version that includes this functionality.
<li>
by group: <b>All</b> or choose a certain group from the list. This sorting option is available if you are running a version that includes this functionality.
<li>edit the currently selected comment by clicking the <divclass="icon icon-editcommenticon"></div> icon,</li>
<li>delete the currently selected comment by clicking the <divclass="icon icon-deletecommenticon"></div> icon,</li>
<li>close the currently selected discussion by clicking the <divclass="icon icon-resolveicon"></div> icon if the task or problem you stated in your comment was solved, after that the discussion you opened with your comment gets the resolved status. To open it again, click the <divclass="icon icon-resolvedicon"></div> icon. If you want to hide resolved comments, click the <b>File</b> tab on the top toolbar, select the <b>Advanced Settings</b> option, uncheck the <b>Turn on display of the resolved comments</b> box and click <b>Apply</b>. In this case, the resolved comments will be highlighted only if you click the <divclass="icon icon-commentsicon"></div> icon,</li>
<li>edit the currently selected comment by clicking the <divclass="icon icon-editcommenticon"></div> icon,</li>
<li>delete the currently selected comment by clicking the <divclass="icon icon-deletecommenticon"></div> icon,</li>
<li>close the currently selected discussion by clicking the <divclass="icon icon-resolveicon"></div> icon if the task or problem you stated in your comment was solved, after that the discussion you opened with your comment gets the resolved status. To open it again, click the <divclass="icon icon-resolvedicon"></div> icon. If you want to hide resolved comments, click the <b>File</b> tab on the top toolbar, select the <b>Advanced Settings</b> option, uncheck the <b>Turn on display of the resolved comments</b> box and click <b>Apply</b>. In this case, the resolved comments will be highlighted only if you click the <divclass="icon icon-commentsicon"></div> icon,</li>
<li>if you want to manage comments in a bunch, open the <b>Resolve</b> drop-down menu on the <b>Collaboration</b> tab. Select one of the options for resolving comments: <b>resolve current comments</b>, <b>resolve my comments</b> or <b>resolve all comments</b> in the document.</li>
</ul>
<h3>Adding mentions</h3>
@ -70,7 +72,7 @@
<h3>Removing comments</h3>
<p>To remove comments,</p>
<ol>
<li>click the <divclass="icon icon-removecomment_toptoolbar"></div><b>Remove</b> button on the <b>Collaboration</b> tab of the top toolbar,</li>
<li>click the <divclass="icon icon-removecomment_toptoolbar"></div><b>Remove</b> button on the <b>Collaboration</b> tab of the top toolbar,</li>
<li>
select the necessary option from the menu:
<ul>
@ -80,7 +82,7 @@
</ul>
</li>
</ol>
<p>To close the panel with comments, click the <spanclass="icon icon-commentsicon"></span> icon on the left sidebar once again.</p>
<p>To close the panel with comments, click the <spanclass="icon icon-commentsicon"></span> icon on the left sidebar once again.</p>
<p>Documents are compared <b>by words</b>. If a word contains a change of at least one character (e.g. if a character was removed or replaced), in the result, the difference will be displayed as the change of the entire word, not the character.</p>
<p>The image below illustrates the case when the original file contains the word 'Characters' and the document for comparison contains the word 'Character'.</p>
<h4>Difference between comparison and combining</h4>
<p>When <b>comparing</b> documents, the resulting document will be a redlined one. Document comparison is most commonly used to compare an original version and an edited version without the <em>Track Changes</em> feature enabled.</p>
<p>When <b>combining</b> documents, the resulting document will contain all <em>Tracked Changes</em> with their respective authors. If one and the same part of the document has been revised by multiple people, all changes will be displayed simultaneously.</p>
<p>The main difference lies in the <em>Track Changes</em> feature. If it is enabled by all co-authors, then <b>Combining</b> documents is better; if it is disabled, then <b>Comparing</b> documents might be more preferable.</p>
<h4>Authorship of the document</h4>
<p>When the comparison process is launched, the second document for comparison is being loaded and compared to the current one.</p>
<p>You can protect your documents with a password that is required to enter the editing mode by your co-authors. The password can be changed or removed later on.</p>
<p>You can protect your documents with a password that is required to enter the editing mode by your co-authors. The password can be changed or removed later on. The document will remain protected in third-party editors.</p>
<pclass="note">The password cannot be restored if you lose or forget it. Please keep it in a safe place.</p>
<p>You can also protect your documents by restricting access rights.</p>
<p>The <ahref="https://www.onlyoffice.com/en/document-editor.aspx"target="_blank"onclick="onhyperlinkclick(this)"><b>Document Editor</b></a> allows you to maintain a constant team-wide approach to work flow: <ahref="https://helpcenter.onlyoffice.com/userguides/groups-guides-documents-share-documents.aspx"onclick="onhyperlinkclick(this)">share</a> files and folders, <ahref="../HelpfulHints/CollaborativeEditing.htm"onclick="onhyperlinkclick(this)">collaborate</a> on documents in real time, <ahref="../HelpfulHints/Communicating.htm"onclick="onhyperlinkclick(this)">communicate</a> right in the editor, <ahref="../HelpfulHints/Commenting.htm"onclick="onhyperlinkclick(this)">comment</a> certain parts of your documents that require additional third-party input, <ahref="../HelpfulHints/Review.htm"onclick="onhyperlinkclick(this)">review</a> documents and add your changes without actually editing the file, <ahref="../HelpfulHints/Comparison.htm"onclick="onhyperlinkclick(this)">compare and merge</a> documents to facilitate processing and editing.</p>
<p>In <b>Document Editor</b>, you can view the version history of the document you collaborate on.</p>
<p>In <b>Document Editor</b>, you can view the version history of the document you collaborate on. The versions are stored separately and can be viewed individually, so there cannot be a conflict.</p>
<p><b>Viewing version history:</b></p>
<p>To view all the changes made to the document,</p>
<p>To open the folder, where the file is stored, <spanclass="onlineDocumentFeatures"> in a new browser tab in the <em>online editor</em></span><spanclass="desktopDocumentFeatures">in the file explorer window in the <em>desktop editor</em>,</span> click the <spanclass="icon icon-gotodocuments"></span><b>Open file location</b> icon on the right side of the editor header. Alternatively, you can switch to the <b>File</b> tab on the top toolbar and select the <b>Open file location</b> option.</p>
<p>ONLYOFFICE offers a form gallery where you can find templates in different languages and download them directly onto your hard drive. The gallery is constantly updated, and you can participate and upload your own templates. Currently, the gallery is available for <ahref="https://helpcenter.onlyoffice.com/userguides/docspace-index.aspx"target="_blank">ONLYOFFICE DocSpace</a> and for ONLYOFFICE Desktop Editors.</p>
<p>The <atarget="_blank"href="https://www.onlyoffice.com/presentation-editor.aspx"onclick="onhyperlinkclick(this)"><b>Presentation Editor</b></a> allows you to maintain constant team-wide approach to work flow: <ahref="https://helpcenter.onlyoffice.com/userguides/groups-guides-documents-share-documents.aspx"onclick="onhyperlinkclick(this)">share</a> files and folders, <ahref="../HelpfulHints/CollaborativeEditing.htm"onclick="onhyperlinkclick(this)">collaborate</a> on presentations in real time, <ahref="../HelpfulHints/UsingChat.htm"onclick="onhyperlinkclick(this)">communicate</a> right in the editor, save <ahref="../HelpfulHints/VersionHistory.htm"onclick="onhyperlinkclick(this)">presentation versions</a> for future use.</p>
<p>In <b>Presentation Editor</b> you can leave comments to the content of presentations without actually editing it. Unlike <ahref="../HelpfulHints/UsingChat.htm"onclick="onhyperlinkclick(this)">chat messages</a>, the comments stay until deleted.</p>
<p>Added comments will remain in third-party editors.</p>
<h3>Leaving comments and replying to them</h3>
<p>To leave a comment to a certain object (text box, shape etc.):</p>
<p>You can protect your presentations with a password that is required to enter the editing mode by your co-authors. The password can be changed or removed later on.</p>
<p>You can protect your presentations with a password that is required to enter the editing mode by your co-authors. The password can be changed or removed later on. The presentation will remain protected in third-party editors.</p>
<pclass="note">The password cannot be restored if you lose or forget it. Please keep it in a safe place.</p>
<p>To open the folder where the file is stored <spanclass="onlineDocumentFeatures"> in a new browser tab in the <em>online version</em>,</span><spanclass="desktopDocumentFeatures">in the file explorer window in the <em>desktop version</em>,</span> click the <spanclass="icon icon-gotodocuments"></span><b>Open file location</b> icon on the right side of the editor header. Alternatively, you can switch to the <b>File</b> tab of the top toolbar and select the <b>Open file location</b> option.</p>
<p>ONLYOFFICE offers a form gallery where you can find templates in different languages and download them directly onto your hard drive. The gallery is constantly updated, and you can participate and upload your own templates. Currently, the gallery is available for <ahref="https://helpcenter.onlyoffice.com/userguides/docspace-index.aspx"target="_blank">ONLYOFFICE DocSpace</a> and for ONLYOFFICE Desktop Editors.</p>
<p>The <atarget="_blank"href="https://www.onlyoffice.com/spreadsheet-editor.aspx"onclick="onhyperlinkclick(this)"><b>Spreadsheet Editor</b></a> allows you to maintain constant team-wide approach to work flow: <ahref="https://helpcenter.onlyoffice.com/userguides/groups-guides-documents-share-documents.aspx"onclick="onhyperlinkclick(this)">share</a> files and folders, <ahref="../HelpfulHints/CollaborativeEditing.htm"onclick="onhyperlinkclick(this)">collaborate</a> on spreadsheets in real time, <ahref="../HelpfulHints/Communicating.htm"onclick="onhyperlinkclick(this)">communicate</a> right in the editor, save <ahref="../HelpfulHints/VersionHistory.htm"onclick="onhyperlinkclick(this)">spreadsheet versions</a> for future use.</p>
<p>In <b>Spreadsheet Editor</b> you can leave comments to the content of spreadsheets without actually editing it. Unlike <ahref="../HelpfulHints/Communicating.htm"onclick="onhyperlinkclick(this)">chat messages</a>, the comments stay until deleted.</p>
<p>Added comments will remain in third-party editors.</p>
<p>To open the folder, where the file is stored <spanclass="onlineDocumentFeatures">, in a new browser tab in the <em>online version</em> or </span><spanclass="desktopDocumentFeatures">in the file explorer window in the <em>desktop version</em>,</span> click the <spanclass="icon icon-gotodocuments"></span><b>Open file location</b> icon on the right side of the editor header. Alternatively, you can switch to the <b>File</b> tab on the top toolbar and select the <b>Open file location</b> option.</p>
<p>ONLYOFFICE offers a form gallery where you can find templates in different languages and download them directly onto your hard drive. The gallery is constantly updated, and you can participate and upload your own templates. Currently, the gallery is available for <ahref="https://helpcenter.onlyoffice.com/userguides/docspace-index.aspx"target="_blank">ONLYOFFICE DocSpace</a> and for ONLYOFFICE Desktop Editors.</p>
<p>You can control access to a spreadsheet by setting a password that is required to enter the editing mode by your co-authors. The password can be changed or removed later on. There are two ways to password protect your spreadsheet: using the <b>Protection</b> tab or the <b>File</b> tab.</p>
<p>You can control access to a spreadsheet by setting a password that is required to enter the editing mode by your co-authors. The password can be changed or removed later on. The spreadsheet will remain protected in third-party editors. There are two ways to password protect your spreadsheet: using the <b>Protection</b> tab or the <b>File</b> tab.</p>
<pclass="note">The password cannot be restored if you lose or forget it. Please keep it in a safe place.</p>
<h2>Setting a password using the Protection tab.</h2>
Blocking a user prevents them from interacting with repositories, such as opening or commenting on pull requests or issues. Learn more about blocking a user.
