How do I auto-populate a field through a URL in JotForm?
It is possible to send an email to your Customers that will direct them to a JotForm that already contains some of the details from their Contact record within it. For example, you could use a JotForm like this to ask them to confirm their current...
How can I view some vital system statistics at a glance (key metrics)?
The Key Metrics tool is a block that can be enabled on the Dashboard. This enables you to view a set of key statistics across all modules, at a glance. For example, the following screenshot gives me an easy way of seeing all Companies assigned to ...
Can I have different Sales Stage options depending on my Opportunity type or other user selection? Conditional Sales Stage
The Sales Stage field can be made context sensitive based on a value selected in another picklist. Setup your Sales Stages and Percentages as normal from Settings > Picklist Settings > Opportunity Picklists > Edit Opportunity Picklists Make...
Can I visualise gains and losses on Opportunities?
There are a couple of ways in OpenCRM which enable you to see whether the value of an Opportunity has gone up or down. Arrows on the Opportunity Grid The arrow icons let you know if there has been: By hovering over the arrow you can see how much t...
How do I set up OpenCRM to assign records by Round Robin?
Round Robin is a way in which incoming records are distributed automatically among your team. For example: If you have 4 Users, and you have an incoming batch of 100 new Leads, applying the Round Robin function means that each of the Users will ...
How can I set up rules for recording Bonuses to Users within OpenCRM?
OpenCRM allows administrators to set up Bonuses for Users within your organisation. These are displayed on the User's Home Page. This grid contains figures to show the Bonuses and Commissions earned by a particular user, as shown in totals for the...
How can I set up Commissions for Users within OpenCRM?
OpenCRM allows administrators to set up Commissions for Users within your organisation. These are displayed on the User's Home Page. The grid displays all Commissions and Bonuses earned on a monthly, quarterly and annual level. This FAQ will show ...
How can I link Opportunities together and show the overral total values of these Opportunities?
You can link related Opportunities together by navigating to the sub-tabs at the bottom of the Opportunity screen and clicking Select Opportunity which is visible when you click on the Opportunity sub-tab. The total value of all linked opportuni...
How can I show all opportunities linked to a contacts company, under that contacts linked Opportunities tab? I am seeing opportunities linked to a contact that are not linked to that contact! Why?
It is possible to show all opportunities linked to a contacts primary company, under the contacts linked Opportunity tab. This is a setting in Additional Settings under the "Contact Detail" heading. Both: Will display opportunities linked direct ...
I want Users to only see their own records - does this need individual Groups or Teams?
If you wish Users to only see their own records you do not need to utilise Teams or Groups at all. By setting a User up with NO Team selected, you are effectively setting this User up as if they were in their own individual Team. The data created ...
How can I bulk update the 'Start Date & Time' of Activities? Can I reschedule Activities?
There are two ways you can change the start date of several Activities. Reschedule (recommended) To use the Reschedule option: Select all the records you would like to update by clicking the tick box next to the relevant records Click the Reschedu...
How can I track spend variances / variations on the accounts / companies I deal with? What is the `Current Spend` field for?
In OpenCRM, you can track the variance of a company spend with you using the `Current Spend` field which can be found on the Company record. Each time you update the current spend value, this is logged in the system. When you view a company record...
How can I set up the Pipeline Graph on the Opportunities module?
About the Pipeline Graph The Pipeline Graph on the Opportunities screen is a very powerful sales tool. It can give you an instant snapshot of your sales pipeline and it also offers a significant amount of customisation that enables you to set the ...
Using the Active Period function on Opportunities. How to set a default period for Opportunity Expected Close Date.
This FAQ is going to walk you through two key fields of our Opportunities module: Active Period and Expected Close Date. What is the Active Period on an Opportunity? The Active Period field is a non-editable field which shows you how long an Opp...
A Video Overview of Activities
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...
Product Grouping, Sub-Tabs and Headers on Sales PDFs
A standard Quote, Sales Order or Invoice PDF is designed to show a Header section, Products grid and Footer section. Within the Products grid you can specify which columns to display (e.g. Product Name, Product Code, Quantity, Total etc.) in order...
How does OpenCRM calculate VAT compared to Sage?
Sage VAT calculation works as follows: Sage calculates VAT by applying VAT to the total of each line - e.g if it was two items at £15 each, the calculation would be VAT = 2 x 15 x 0.175 Sage rounds the value of each line total and adds up each VA...
How do I use Price Books and what are they for?
If you negotiate bespoke prices for your products for individual companies, then Pricebooks may not be what you need as you would need to create a separate price book for every customer. There is another feature of OpenCRM which may help you here,...
How to set up and use Advanced Commissions in OpenCRM
If you are using older, basic Commission Settings, please check the footnote at the bottom of this FAQ. Tick the " Use Advanced / Banded Commission" checkbox in Additional Settings to enable advanced commission. There are two components available...
What is / how do I use revenue forecasting on Opportunities? How do I report on revenue forecasting?
What is revenue forecasting? Revenue forecasting is a way of breaking an opportunity down into a number of sub-sections, so that you can record in stages when you expect different amounts of the total to be received. How do I use revenue forecasti...
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....
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...
How can I make Opportunities visible to linked Contact record owners as well as linked Company assigned to Users?
By default Opportunities in the system are visible based upon your security configuration. You do, however, have the ability to make Opportunities visible to the users whose Contacts and/or Companies are related to it. This is so that if a Company...
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 ...
How do Targets work in OpenCRM? How can I set up them up for the Users in my Organisation?
Targets can be set up within OpenCRM, they can be set to run on Opportunities, Quotes, Sales Orders or Invoices modules. The Target is an indicator of the percentage of business targets met for a particular period. When they are set up they sh...
How can I create Email Templates in OpenCRM?
Email Templates - An Overview Administrators and System Configurators are able to create, edit, duplicate and delete Email Templates. In order to access the Email Templates go to Settings > Communication Templates > Email Templates Here you c...
Can I automatically update the Company type value based on an Opportunity status? For example - set the company type to customer when an opportunity is won?
An example of using this would be if you wanted to automatically set the Type of a Company to "Customer" when an Opportunity becomes "Closed Won". There are two parts to the configuration of this feature, both are accessible by going to Settings->...
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 ...
Can I customise the names of PDF documents and associated emails?
Important : This can only be edited by the team at OpenCRM. If you want to explore using this feature, please contact your Project or Account Manager, or our Support team. Where does the name come from? The system uses the Module Name + CRMID by ...
Can I add anyone who has placed an order or had an invoice or quote from me on to an email campaign?
From the list view on the Quotes , Sales Orders and Invoices modules, you have the ability to select a number of those records and add the Contacts or Companies associated with those records to either a new or existing Campaign . Enabling Th...
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...
There are boxes on Quotes, Sales Orders and Invoices that allow me to enter a Description or Terms, can these contain standard text?
Yes, there is a series of fields in the Settings admin console that allow you to enter the text that will appear, by default, on each of these entities. Follow these steps to add your text; go to Settings > Additional Settings > Default Text Se...
How can I let users know an Invoice is already linked to a Sales Order to prevent them raising another one? Can I warn users when a Sales Order has already been created from a Quote?
Invoice Creation OpenCRM can be set up to warn users who are trying to create an invoice that one is already linked to the sales order if that is the case. This can be enabled by going to the settings in OpenCRM and going into additional settings....
Can I have product descriptions in multiple languages? How can I get the different languages to show on Quotes, Sales Orders and Invoices?
When creating a Product record you can enter up to four different language descriptions in the available description text areas. The desired description is automatically pulled through when that Product is added to a Quote, Sales Order or Invoice...
Can I automatically apply a discount to my Quotes and Sales Orders depending on the order value?
This feature enables you to apply an automatic discount to quotes and sales orders based on the order value. You are able to specify multiple discount bands to offer different discount percentages depending on the order value. To enable this featu...
Stock Reports and Stock Tracking
Stock Tracking / Audit Log Basic stock tracking is possible in OpenCRM. Whenever stock movement occurs through the various stock movement processes in OpenCRM (despatch, invoicing, manually adding/removing stock), this is recorded in an audit log...
Automatically Add a Product to an Opportunity, Quote, Sales Order, Invoice, or Purchase Order
It is possible to automatically apply a default product to a new Opportunity, Quote, Sales Order, Invoice, or Purchase Order. Within Additional Settings, there are options to specify a product ID for each type of record as follows: Add product to ...
Using Kanban Board View on Activities, Opportunities and Projects
This feature is currently available on Activities, Opportunities and Projects The Kanban Board view gives you the option to view records on a grid as opposed to a list. Here is a standard list view of Opportunities: Clicking the Opportunity Name t...