Video FAQ's

FAQ's that have Videos

What does OpenCRM do?

We are often asked, "What does OpenCRM do?" The answer is that, because of the wide range of customisation options, OpenCRM does a lot of different things for a lot of different companies and users.  If you'd like a quick overview of our features,...

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By OpenCRM Online

March 7, 2023

How do I use the Timeline and Heartbeat?

The Timeline (and Heartbeat) feature is one that we developed as a way to better highlight important information and history on individual records. As you see from the above GIF, you can access the Timeline when viewing a record. Expanding the Tim...

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By OpenCRM Online

March 7, 2023

Using the OpenCRM - Zapier Integration. How does the Zapier Integration work? Do you have a Zapier connector? How can I connect my third party system with OpenCRM?

Our Zapier integration is currently in "early access" - this means there is a step you have to do before using the integration:  Follow the below steps (as seen in the GIF below) Go to Apps and search for OpenCRM Select the OpenCRM zap Click to re...

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By OpenCRM Online

September 14, 2023

How do I convert a Lead to an Opportunity (Sales Pipeline)?

When using Leads in OpenCRM there is a stage during the sales process (the triggers for this will vary), when it is necessary to promote a lead within the system as it moves from this level to a different stage in your sales pipeline. This is the ...

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By OpenCRM Online

March 7, 2023

What is activity scoring, and how do I use it?

Activity scoring is a simple way of adding a weighting to the importance of activities and, if desired, having these weightings aggregated on contact, companies and leads in order to gauge how much interaction has occurred between those and yourse...

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By OpenCRM Online

June 23, 2023

How do I manage marketing subscription lists? (GDPR)

Important To use the Subscription List functionality, you will need to make sure your Customer Portal has been enabled. How to install the Customer Portal Managing your email subscription lists is possible in OpenCRM using a combination of several...

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By OpenCRM Online

March 7, 2023

How can I send a bulk email to multiple contacts or leads or companies simultaneously?

Bulk Emailing in OpenCRM Creation of a single email so that it is sent to a group of people relies on an understanding of two key areas of OpenCRM. Custom Views Email Templates You should understand how to create a Custom View on the appropriate g...

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By OpenCRM Online

March 7, 2023

How can I customise my Calendar? Can I change the default view on my Calendar? Is there a way to colour code the calendar display, so that Activities show up in different colours for different users?

You have a few different customisation options when it comes to the Calendar. To access these, go to "My Account" and scroll down until you see "Calendar Settings". Default View By default your OpenCRM Calendar will always show you your own (My Ow...

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By OpenCRM Online

March 7, 2023

Can I track Products at Opportunity level? Enabling the Products Grid on Opportunities

The Product Grid is where you can enter Products and details such as Buy and Sell Price, Mark-up and Discounts, on Quotes, Orders and Invoices: This is not turned on by default on Opportunities, however, you do have the option to switch this on....

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By OpenCRM Online

March 7, 2023

How do I get the Opportunity Probability to automatically update when I change the Opportunity Stage, and how do I customise the percent Values ?

To change the Probability % Values to change when you select a Sales Stage you need to follow these steps; Go to SETTINGS (Top Right, just hover over your name) Select to expand the PICKLIST SETTINGS option (located in the STUDIO block) Select the...

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By OpenCRM Online

March 7, 2023

Using Screen Design and Default Organisation Field access to change field order and hide fields

You have two options when deciding which fields you want to see in OpenCRM: Customising the Field Access or Layouts. The second will also allow you to move fields around the screen. You can read more about using Layouts in this FAQ . This FAQ dea...

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By OpenCRM Online

March 7, 2023

How do I set up a recurring Activity? How do I add multiple users to a recurring Activity?

To set up a recurring activity in OpenCRM, simply click the two arrows to the right of the activity date on the edit screen. You are then presented with a screen which should be familiar to anyone who has set up recurring activities in other softw...

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By OpenCRM Online

March 7, 2023

Can I see what I have despatched for an order, and what still needs to be despatched?

OpenCRM allows Sales Orders to be partially despatched. To enable this feature a System Administrator will need to enable the setting "Allow sales orders to be partially despatched when using standard stock management", which can be found in Sett...

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By OpenCRM Online

March 7, 2023

How can I use the Calendar? How do I use the Calendar page to navigate the system?

There are three main areas of the Calendar in OpenCRM and this FAQ will walk you through how you can use each of them to navigate both the page and the whole system: 1. Mini-Calendar 2. Main Calendar (and the Activities shown on it) 3. Preview Mod...

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By OpenCRM Online

March 7, 2023

I accidentally deleted something. How do I recover deleted items? Is there a Recycle bin?

If you have access to the Settings page, you can recover deleted files using the Recycle Bin feature. To use this feature, go to Settings  and scroll down to the Utilities section and Click on 'Recycle Bin'. You are then presented with a list of ...

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By OpenCRM Online

March 7, 2023

How do I create a Main Contact on a Company record? How can I copy details from a Main Contact record to the related Company record?

In OpenCRM you are able to select a Main Contact for each Company. As well as selecting the Main Contact you have the option to copy some of this Contact's details on to the Company record. Copying Contact details onto a Company record entails kno...

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By OpenCRM Online

March 7, 2023

How Can I CC and/or BCC in OpenCRM.

You can add Carbon Copies (CC) or Blind Carbon Copies (BCC) recipients to emails from the New Email screen by clicking on this folder icon: This will open a pop up window (so please make sure that your browser is happy to open pop ups from OpenCRM...

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By OpenCRM Online

March 7, 2023

How can I create custom Calculated / Calculation / Formula Fields?

You may have a need to add custom fields which perform a calculation on your behalf. This is easily done by navigating to Settings->Studio->Custom Field Settings and choosing the relevant module. Calculation General You will then be able to add a ...

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By OpenCRM Online

June 28, 2023

How can I use eSign to digitally sign Quotes or Sales Orders? Can people include their signature? How does the eSign facility on the Customer Portal work? How secure is eSign in OpenCRM is it Legal?

Important To use the eSign functionality, you will need to make sure your Customer Portal has been enabled. eSign is a digital signature that can be used in place of a handwritten signature. This is a secure, time-saving and paperless method of si...

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By OpenCRM Online

May 30, 2023

How do I update records in OpenCRM in bulk via a data import?

Prerequisites In order to perform an upgrade import, you must be able to satisfy one of the following two criteria in your data... (A) The data you are importing contains a column which contains the OpenCRM record ID (this is easily achieved by st...

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By OpenCRM Online

March 7, 2023

How do I import data into the various modules in OpenCRM?

To import data into OpenCRM you will need to have the import data in a compatible format. This is easy to do using a spreadsheet program, such as Microsoft Excel or OpenOffice, normally saving the file format as a CSV file. This is a common file t...

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By OpenCRM Online

March 7, 2023

How do I configure the sync of Contacts and Calendar between OpenCRM and my Google account (Google sync)? Do you support Google Tasks?

Our Google2OpenCRM keeps your Google and OpenCRM Contacts, Calendar, and Task lists in sync. Read more about how this works and what data is being used on our main Google Integrations Privacy Policy . But if you're ready to start setting up, you'...

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By OpenCRM Online

March 7, 2023

Can I hide any of the fields on the product grids on quotes, sales orders or invoices? Can I turn off the "Total Margin" field on quotes, sales orders or invoices?

The columns"Buy Price", "Markup", "Discount", "Margin" and "Product Description" can be hidden from quotes, sales orders or invoices by setting them to hidden in the additional settings of OpenCRM. To hide them on Invoices, go to the "Invoices Set...

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By OpenCRM Online

March 7, 2023

How can I set up auto creation of Invoices or Sales Orders from recurring Sales Orders?

OpenCRM has the ability to auto generate and email invoices or sales orders based on a recurring pattern. This is done by setting up a recurring Sales Order - setting the recurring period to reflect when the invoices or sales orders should be crea...

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By OpenCRM Online

March 7, 2023

How do I enable Product Grid Line Numbering? How can I re-order product rows? How do I delete the first product row?

What is OpenCRM Product Grid Line Numbering? Product Grids can be found on Opportunities, Quotes, Sales Orders, Purchase Orders and Invoices.  These grids are used to add one or more Products to a record, with relevant information such as a Produc...

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By OpenCRM Online

March 7, 2023

Emailing a primary, secondary or assistant email address from a Contact

If a Contact has a value in the secondary (private) email and/ or the Assistant Email field then you have the ability to email any one or any combination of these email addresses. As well as "business" and "private" email fields, there is a field ...

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By OpenCRM Online

March 7, 2023

How do I authorise a user and their email address to be able to send an SMS message?

As an extra level of security, users and email addresses that SMS messages originate from need to be authorised. This is a simple process, there are 2 steps . Firstly make sure the user has been allowed to send SMS messages within their OpenCRM u...

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By OpenCRM Online

March 7, 2023

How do I remove one or more recipients from an email before I send it?

To remove one or more recipients from an email BEFORE you send it: Click into the text area next to the ‘To’, ‘Cc’ or ‘Bcc’ labels, that display the name and email addresses that have been added: This will open a popup window as below. This lists ...

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By OpenCRM Online

March 7, 2023

How to use the Xero integration with OpenCRM (Overview)

Important : Please Read There are a number of elements that you need to configure, all of these come with some level of caution and you should not attempt these without your Accountant or a Company Director taking responsibility for any decisions ...

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By OpenCRM Online

March 7, 2023

How can I get started with the Helpdesk in OpenCRM?

Helpdesk - an Overview Using the Helpdesk module you can record Support tickets in OpenCRM. These may come in via email, telephone or via your customer portal. Once tickets are logged in OpenCRM, you can do any of the following: Record your respon...

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By OpenCRM Online

March 7, 2023

How can I create a graph on a report? How can I have a report graph appear on my Homepage? I would like to create a Report with Graph totals broken down by Year/Month, how do I do this?

Report Graphing In order to display a graph on a report you need to ensure: 1. You set the Report Type to Summary Report and not  Tabular Report .  2. You specify at least one option under 'Specify Grouping'. This is to set the X (horizontal) ax...

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By OpenCRM Online

March 7, 2023

How can I make a payment on an Invoice?

You can record payments against an Invoice easily within OpenCRM. 1. To make a payment, open your Invoice and click the Payment button at the top of the screen 2. This will open a pop-up where you can include a subject, the date, and a brief descr...

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By OpenCRM Online

March 7, 2023

How can I set up Workflow?

What is Workflow? What can I do with it? A Workflow is a pre-defined series of actions that are triggered by a specific condition. They can include the creation of Activities or other records, the addition or removal of a Warning, and updating lin...

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By OpenCRM Online

March 7, 2023

What is the Click Through Wizard and how can I use this to create links?

Important To use the Click Through Wizard, you will need to make sure your Customer Portal has been enabled. How to install the Customer Portal The Click Through Wizard is a tool which you can use to generate the code required to track click thr...

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By OpenCRM Online

June 28, 2023

How can I raise a Credit Invoice in OpenCRM?

You can raise Credit Invoices either to void existing Invoices or on an ad hoc basis. Voiding An Invoice To cancel out an existing Invoice, open the Invoice and select the Duplicate button: This will create a new Invoice, in Edit mode. Find the St...

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By OpenCRM Online

March 7, 2023

What are Action Plans in OpenCRM?

Action Plans are a great way of automating tasks. Many of the tasks that you will perform within OpenCRM will involve creating activities and linking them to the item that you are creating, whether that is a new Project, a new Company or even a ne...

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By OpenCRM Online

March 7, 2023

How can I add and manage links in my OpenCRM system on the sidebar?

Links to other pages can be seen in the Sidebar tool of your OpenCRM system: Only Administrators can add/remove links 1) Go to "Settings" 2) Under "User Management" click "Profiles" 3) Click any of the Profile Names (it doesn't matter which at t...

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By OpenCRM Online

March 7, 2023

Campaigns Overview

For an in-depth view of the Campaigns functionality, please take a look at our webinar - note this is only 47 minutes long : The Campaigns module is a deep and powerful tool in OpenCRM. It is where you can group selected Leads, Contacts and Compa...

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By OpenCRM Online

March 7, 2023

Do you have a general overview of the Projects Module?

OpenCRM contains a full Project Management module to help you manage customer-centric activities and deliver an ongoing service. This is where you can collect related tasks, assign activities to the members of your team, and track the progress of ...

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By OpenCRM Online

March 7, 2023

How does the JotForm integration work? (Overview)

Built into OpenCRM is integration with JotForm ( https://jotform.com ). Setting up the integration between JotForm and OpenCRM Creating the Form in JotForm Mapping your form fields to OpenCRM fields Updating existing OpenCRM records via JotForm Fo...

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By OpenCRM Online

April 17, 2023

Working with Custom Fields

As well as the standard fields in the modules of OpenCRM, you are able to add custom fields, hide other fields and re-arrange the fields to create a display that best suits the needs of you and your organisation. Create a Custom Field Let's create...

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By OpenCRM Online

March 7, 2023

How to I change the layout of my fields using Layouts

For Leads, Contacts, Companies, Documents, Activities, Opportunities, Sales Orders and Contracts, it is possible to change the block and field layout, adding your own blocks and customizing the number of columns used for fields. This FAQ is going ...

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By OpenCRM Online

March 7, 2023

Working with Reports

A Report is a great way of showing important information to you in graphic, detail or summary form. This data can be exported to PDF, Excel or CSV. This article is going to walk you through: 1. Navigating the Reports Module 2. Creating a new Rep...

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By OpenCRM Online

March 7, 2023

How does the Stripo Integration work?

Stripo is a simple to use tool that allows you to create beautiful email templates quickly and easily. Once your template is designed, you can copy and paste the HTML code (as in the video) or use our integration (instructions below). Please not...

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By OpenCRM Online

February 28, 2023

Do you have a mobile app?

You can access Activities, Leads, Contacts, Companies, Opportunities, and Projects from the App. Our mobile app is free to download and comes with part of your normal subscription. With it, you can control the data within your CRM directly from yo...

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By OpenCRM Online

March 7, 2023

How can I reassign a group of records?

How to reassign a group of records (Leads, Companies, Contacts, Activities) 1) Select the record(s) you want to reassign by ticking the box to the left of each record 2) Click the Change Owner button at the bottom of the screen. 3) You will see ...

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By OpenCRM Online

March 7, 2023

How can I make the most of my To Do List (Activities) using the Complete button?

The "Complete" button is a very useful tool which enables you to progress a job to do such as a Call. Clicking on this button takes you to the Activity Edit screen. From here you can access a multitude of other modules and information without havi...

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By OpenCRM Online

March 7, 2023

A Video Overview of Activities

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By OpenCRM Online

March 7, 2023

How do notifications work in OpenCRM?

There are various system notifications in OpenCRM and this FAQ walks you through the configuration options available. These will be sent to you via email and our notification centre. Please see the end of the FAQ for notes on sending notifications...

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By OpenCRM Online

March 7, 2023

How can I create an Invoice for part of a Sales Order? How to use Partial Invoicing?

Overview This FAQ will explain how you can create an Invoice for part of a Sales Order and how to enable this feature. Partial Invoicing allows you to create an Invoice for part of a Sales Order, this could be either for just some of the products ...

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By OpenCRM Online

March 7, 2023

What is the best method of searching OpenCRM?

There are many ways of searching for records in OpenCRM: 1. Global searching 2. Searching individual modules 3. Custom views (details covered in a different article) Global Search The global search is located right at the top of your screen (or yo...

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By OpenCRM Online

March 7, 2023

How do I use the ODT or DOCX Mail Merge options to create document templates in OpenCRM?

Within OpenCRM we have a feature that allows you to use RTF / ODT / DOCX documents (from Word or Open Office) as merge templates. Within OpenCRM traditionally users have had the option to create templates and merge with these templates, using the ...

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By OpenCRM Online

March 7, 2023

Using and Customising the Sidebar

Our sidebar is the really the backbone of OpenCRM. It lets you navigate all over the system (and beyond), but still needs to fit your way of working. In this FAQ, we're going to discuss; 1 Using the Sidebar to navigate 2 Setting your preferred the...

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By OpenCRM Online

March 7, 2023

Print address labels from data stored in OpenCRM

A good starting point is to define a list of people you want to generate labels for. The best way of doing this is by creating a Custom View , where you've entered the recipient criteria, and also set the relevant address columns to display in th...

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By OpenCRM Online

March 7, 2023

How do I build a Marketing Email Template in OpenCRM?

This FAQ has been broken down into two parts: Basic This section will guide you through the main steps to building an email template in OpenCRM. You should refer to the email template called 'Basic Email Template Eg' which can be found in your sys...

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By OpenCRM Online

March 7, 2023

How can I add Warnings to records in OpenCRM?

You may wish to add a Warning to a record in OpenCRM. This may be used to draw particular attention to a record when it is visited. You can do this either manually or you can automate Warnings using Workflow. Adding Warnings Manually To set up a W...

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By OpenCRM Online

June 28, 2023

What is the Customer Portal, how do I install it and how does it work? How do I give a Contact or Lead access to the online Portal?

  What is the Customer Portal? The customer portal allows customers access to information regarding their details on your system. They will be able to login and view their Contact details, as well as any linked Documents, HelpDesk Tickets, Sales O...

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By OpenCRM Online

September 5, 2023

How can an activity be created for multiple users?

There are two main methods of creating an Activity against a single entity; Use the New Activity button in the Activities module, or use the Create  tool in the sidebar and select Activity . Either will take you into the edit screen where you ...

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By OpenCRM Online

March 7, 2023

What are Custom Views and how can I set these up?

Custom views are a way of filtering data on the Home pages of all the entities. These are useful in two ways: 1. They allow you to add alternative columns in a view     e.g. instead of displaying Company Name, City & Phone etc. you might want to d...

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By OpenCRM Online

March 27, 2023

What are Email Plans in OpenCRM? (Overview)

  This FAQ explores the various options for creating and sending emails on a pre-defined schedule. Known as Email Plans in OpenCRM-speak. This FAQ will cover:  Email Plans - an Overview Adding a PDF to your Email Plan Using Email Plans for Events ...

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By OpenCRM Online

February 19, 2024