Getting Started! 6. Using the Admin Element! 8. Using the Home Element! 8. Configuring your Dashboard! 9. Description of Icons! 10

Transcription

1

2 Table of Contents Getting Started! 6 Logging In! 6 Changing Your Password! 6 Auto-Filling your Password! 6 Accessing Away from the Office! 7 Understanding the Layout! 7 Using the Admin Element! 8 Using the Home Element! 8 Configuring your Dashboard! 9 Description of Icons! 10 Viewing Priorities! 10 Using the In/Out Element! 10 Description of Icons! 11 Creating Time Sheets! 11 Using the Calendar Element! 12 Managing Your Calendar! 12 Adding Events to Apple Calendar! 13 Adding other People to your Calendar Events! 13 Viewing Employee Calendars! 13 Scheduling a Meeting! 13 Using the Contacts Element! 14 Adding Personal Contacts! 15 Sharing Personal Contacts! 15 Description of Icons! 15 Page 2 of 70!

3 Using the Message Element! 17 Using the Internal Message System! 17 Description of Icons! 17 Using the Mail Element! 18 Setting up Integration! 18 Using the Notes Element! 19 Creating Notes! 19 Description of Icons! 20 Using the Sales Element! 21 Customizing the Sales Element (Managers Only)! 21 How to Create a Custom Category/Field! 23 Setting up Payment Terms! 25 Managing Sales! 25 Adding Company Contacts/Accounts! 25 Editing and Managing Company Contacts! 27 Using Opportunities/Deals (Professional and Enterprise Editions only)! 30 Creating Opportunities! 30 Managing Opportunities/Deals (Enterprise Only)! 31 Viewing Filtered Lists of Contacts! 31 Generating and Processing Sales Calls! 33 Creating and Managing Sales Forms! 35 Unshipped Orders! 37 Creating Credit Memos! 37 Invoice Payments! 38 Receiving Payments! 38 Managing Payments! 38 Analytics! 39 Sales Reports! 39 Utilities! 40 Ownership! 40 Exporting Account Companies and Contacts! 40 Using the Product Element! 40 Setting Product Preferences (Managers Only)! 40 Page 3 of 70!

4 Adding and Managing Product Information (All Users)! 43 Adding New Products! 43 Manufacturers and Vendors! 45 Adding Manufacturers! 45 Adding Vendors! 46 How to Create a Purchase Order! 47 Managing Inventory! 48 Using the Marketing Element! 49 Exporting Address Lists and Marketing Campaigns! 49 Using the Projects Element! 49 Customizing the Projects Element (Managers Only)! 49 How to Create a Project Template! 51 How to Create a Task Template! 52 Creating and Managing Projects! 53 How to Create a New Project! 55 How to Add a Task to a Project! 56 Project Reports! 57 Using the Finance Element! 58 AccountEdge (and FirstEdge) Integration! 58 QuickBooks Integration! 59 Asset Management! 60 Tax, Asset and Aging Reports! 61 Using the Developer Element! 61 Submitting Issues! 61 Managing Feature Requests! 62 Using the IT/MIS Element! 63 Managing IT Assets! 63 Managing Important Passwords! 64 Using the Documents Element! 64 Adding Documents! 65 Using the Reports Element! 65 Using the Designer Element! 66 Page 4 of 70!

5 Using the Payments Element! 67 How to Setup Online Payments and Credit Card Processing! 67 Using the Backup Element! 68 Using the Utilities Element! 68 Elements CRM Connect! 69 Activating Elements CRM Mobile! 69 ipad! 70 iphone! 70 Conclusion! 70 Page 5 of 70!

6 Getting Started Welcome to Elements! This product manual will review the Elements in detail to explain the functionality of each of them. When reading this manual, take note that there are three levels of access. Depending on your access level, you may or may not have access to all Elements parts. The four access levels include: Administrative Access: Full access to the system including access to the Admin Element which is used for creating employees and setting up company information. Manager Level Access: Full access to a specific Element. Managers can set preferences of each Element and configure it to your company s needs. User Level Access: Limited access to most Elements. Will not have the ability to set system preferences, except for Personal Information Management (PIM) items. No Access: Element is off. No access is not available for PIM items. Logging In 1. Go to the Ntractive Website s Downloads Page 2. Download Elements CRM and agree to the Terms and Conditions provided. *Note: Elements supports OS X 10.6 or later. Unsupported previous versions of the Elements CRM App are available to users with older Mac OS X. Contact support@ntractive.com for more information. 3. Open the downloaded file named ElementsBrowser.dmg that was saved to your Mac (most commonly the Downloads folder.) 4. Drag Elements CRM into the Applications Folder 5. Drag Elements CRM into your dock Alternatively, you can download and install the Elements CRM application by finding it in the Mac App Store. On your Mac, open the Mac App Store and search for Elements CRM. Follow the download prompts to install Elements CRM on your Mac. Once installed, click on the Elements icon. Enter your username and password and click on the Login button. Note: your username must contain the three character precode which represents your company. Changing Your Password 1. Navigate to the Home Element > Account > My Information. 2. Type in the new desired password in the Password field. (The Generate button provides a random password suggestion and is not required.) 3. Click on the Update button to save your new password will be saved; however it will no longer appear in the field. Auto-Filling your Password To tell Elements to remember your username and password when logging in: 1. Navigate to the Home Element > Prefs > Program Prefs. 2. Select Users. Page 6 of 70!

7 3. Check the Save my username and/or password on this computer box and type in your new password if it has been changed. Important: Remember to enter your company s 3-letter prefix when filling in your username. Omitting it will result in a login error. Updating Elements If we make a software update, you ll get a notice to download it before logging in. Download the update, quit the application and copy the fresh application into your Applications folder. The process takes only seconds! Accessing Away from the Office Elements CRM can be accessed from any Mac. All you need is the internet (Safari 5) and a Mac OS X 10.6 (or greater). Download the app as often as you d like; it s simply a matter of logging in using your username and password. Note: you may only be logged in on one Mac at a time with the same username and password. If you are currently logged in on another device, Elements will alert you to start a new session. Click the New Session button and log into Elements. Clicking on the New Session button logs you out of your old location and allows you to log into the new location. If you return to your old location, you ll need to log in again. Understanding the Layout There are 5 basic parts to the Elements design. Once you ve got these down, you ll be flying through the system with ease. 1. Toolbar: The left side of the Elements screen is called the Toolbar, which contains all of the Elements applications. Your access permissions set by your system administrator determines which Elements appear here. To use an application (or Element), single click on the icon. The main part of the window dynamapple Calendarly changes to the Element you ve selected. 2. Dashboard: On the right side of the application is your Dashboard. You may configure what appears in your Dashboard by navigating to the Home Element > Prefs > Dashboard. Select the User Custom option to customize each main section of your Dashboard. 3. Navigation Menus: Each Element has its own set of navigation menus, which are found on the very top of the main (middle section) of the Elements screen. Main menus are listed on the top row. Each main menu contains sub-menus just below it. Select a main menu, then navigate to the desired sub-menu. 4. Data Viewer: The Data Viewer shows a list of records. By navigating (using the navigation menus) to your desired location, you will see a list of records which are contained in the top half of the main Elements screen. The Data Viewer is designed to give you a snap shot of the main info about your records, not for editing them. In most cases, icons are located to the right and left of the items listed in the Data Viewer. Check out the Icon Reference Guide for more info. When numerous records are contained in a list, use the white arrows found in the upper right side of the header to page through your list. In some cases, the Data Viewer will not contain a list of records, but rather a place to set preferences or create an event. Page 7 of 70!

8 5. Data Editor: The Data Editor is for editing your data. It is the bottom half of the main Elements screen and has numerous tabs, each containing important information about an account. Select a record in the Data Viewer to view and edit the details in the Data Editor. To edit most fields, simply click in the field and it will change into an editable field. Type in your changes and click on the icon to save them or the icon to reset the field. In some Data Editors, there will be many tabs and not all will be shown in the first view. Click on the arrows to the right of the tabs to view additional. Just below the Data Editor, you will see your mini-dock icons. The chart below displays the icons in the mini-dock and what each of them does. ICON DESCRIPTION Click to send a quick internal message via the Message Element. Click to add a To Do Item to the Notes Element. Opens a time sheet to track your time spent on projects or accounts. Opens the Search Center. Applies only organizations with 5,000 or less contacts in the Sales Element > Accounts. Using the Admin Element The Admin Element is only available to Elements CRM Company Administrators. To review settings and functionality, please refer to the Elements CRM Admin Manual. Using the Home Element The Home Element is your personal place to view and manage information. It contains multiple pages of functionality including: Prefs: setup Dashboard, edit Bookmarks. Bookmarks are ways to quickly visit frequently visited areas of Elements CRM. To use Bookmarks, put a Bookmark widget in your Dashboard. Account: edit personal contact info, view department directory and view Priorities for the day. Company: employee directory, contractor directory (external people added by your system administrator) and view of company s organizational chart. Page 8 of 70!

9 Configuring your Dashboard Your Elements Dashboard is the gray area on the right side of the Elements screen and contains a snapshot of information from several Elements. Your Dashboard is completely configurable to your needs. To add or modify your Dashboard: 1. Navigate to the Home Element > Prefs > Dashboard. 2. Choose from several templates, or choose User Custom to create your own dashboard layout. 3. If selecting User Custom, you may modify your custom dashboard in the bottom half of the window, also known as the Data Editor. Bookmark is a section of the Elements Dashboard which allows you to create several shortcuts to your most frequently used Elements pages, just like bookmarks in Safari. Clicking on the icon next to the bookmarked item, you are brought to the page indicated in a snap. To add a page to the Bookmark widget: 1. Navigate to the page within Elements that you would like to add. 2. Click on the icon in the Bookmark widget. The page is automatically added to your flashback list. Delete bookmarked items by navigating to the Home Element > Prefs > Bookmark, or clicking on the Edit button in the Bookmark widget and then clicking on the the right of the item. icon to Contact Information Your personal contact information is stored under the Home Element > Account > My Information. Here you can enter or update your personal contact information which will appear in the company directory. To change your password: 1. Navigate to the Home Element > Account > My information. 2. Type a new password in the Password field. For a suggested random password, click on the Generate button. (Note: This is note required. You may select your own password.) 3. Click on the Update button and your new password will be saved. Be aware, however it will no longer appear in the field once it is saved. To see contact information for everyone in your department, navigate to the Home Element > Account > My Department Directory. To view contact information for everyone in your company, navigate to the Home Element > Company > Directory. As much as you might be tempted to, you cannot modify other employee s contact information. Page 9 of 70!

10 Description of Icons Next to each employee, you may see multiple icons. The chart below displays the icons and what each represents. ICON DESCRIPTION Indicates the employee is available for Messages. Click on the icon to begin a Messages conversation (using Apple Messages App). Indicates the employee uses Messages but is either not currently logged in or has a status marked as away or unavailable. Click to deploy Messages. --- In Messages column, indicates employee does not have a Messages account listed in Elements. Click to send an . Opens the URL associated with the employee. Viewing Priorities To get a quick snapshot of items happening today, navigate to the Home Element > Account > Priorities. To configure this screen, click on the Configure button. View past or future items by making your selection from the popup menu in the header. Priorities page, use the menu selector at the top of the page to view Today s items, Tomorrow s Items, Next 7 Days, Next 30 Days, or Items in the Past. Setup your Priorities page as a bookmark to jump to your priorities at any time. Using the In/Out Element The In/Out Element is used to show an employee s current status and to keep a record of his or her time in the form of a timecard. Employees can check in and out for the day and even choose a reason for checking out, like out for lunch or in a meeting. Navigate to the In/Out Element > Prefs > Settings to set when the work week begins and when the timeline starts. This has no effect on company information; it is simply for your viewing preferences. The In/Out Element automatically keeps a time card for the hours you are logged into Elements. To check in or out: 1. Navigate to In/Out > Time Management > My Time. Page 10 of 70!

11 2. In the lower left side of the Data Editor, select your reason and return time from the popup menus so that other Elements users can see details on when you will be back. In the Data Editor of this screen, you will find: Time Card: shows recent check-in and out times as well as a two week total. Report: auto-generates a PDF of all in and out times. Description of Icons ICON DESCRIPTION Indicates that the employee is logged in. --- Indicates that the employee is logged out. Hover over to display the reason an employee is checked out and expected return time. If you have a different time zone from your company s time zone selected in the Home Element > Account > My Information, your time sheet will appear different from the Company and Department Status Boards. Creating Time Sheets Time sheets can be used to track time spent working with a client, time spent on a project or any other reason you may need to track your time. To create a time sheet: 1. Navigate to the In/Out Element > Time Sheets > Enter Time. 2. Select the appropriate date and time. 3. Select employee or contractor s name, if you are recording time for someone else. 4. If the time sheet applies to a project or sales account, select from the popup menus. 5. Check the box if the time is billable. 6. Enter a description of the work completed. 7. Click on the Enter button. Quick Tip: create your time sheets using the icon in your mini-dock and avoid leaving the current screen you are working on. Plus, you can start a timer to run in the background. To review any of your previously created time sheets: 1. Navigate to the In/Out Element > Time Sheets > Review. 2. Select the time sheet you wish to view. 3. View or edit details in the Data Editor. Page 11 of 70!

12 Using the Calendar Element The Calendar Element is an all-purpose calendar for you, your department and your company, as well as your company resources and locations. You can create events and see them in a month, week or day view. You can even create meetings for you and your colleagues using Meeting Maker, checking the availability of your colleagues, company resources and locations to find the best time to schedule your meeting or event. Managing Your Calendar Under the Calendar Element > Calendar Management > Month View, you can see a snapshot of your entire month. Hover your mouse over an event to see additional details. Events can not be imported from Apple Calendar into Elements CRM. Events can be added in three ways: 1. From the Day View a. Single click any day in the month view to jump to the Day View. b. Click on the empty space next to any hour. c. Fill in the event details in the box that appears. i. Show that the event is associated with a company, project or product by selecting from the Regarding popup menu. Note: this does not attach/link the event to a client or project; it is for display purposes only. ii. Make the event an all day event or private event by checking the appropriate boxes. d. Click on the Save button to save the event. The right side of your Day View is a list of all To Do Items. To mark them complete, simply check the box next to the item. You have the option of choosing which To Do Items are displayed here by navigating to the Calendar Element > Prefs > Settings. 2. From the Week View a. Navigate to the Calendar Element > Calendar Management > Week View. b. Click on the empty space next to any hour. c. Follow the add event instructions of the Day View. 3. From the Schedule Events Page a. Navigate to the Calendar Element > Schedule Events > Add. b. Select the event date and time. Check the All Day box if applicable. Page 12 of 70!

13 c. Show that the event is associated with a company, project or product by selecting from the Regarding popup menu. Note: this does not attach/link the event to a client or project; it is for display purposes only. d. Assign the event a calendar type: private events cannot be seen by other users and department events can only be viewed by employees of the same department (departments are assigned by the system administrator). e. Select an occurrence. f. Fill in the event details. g. Click on the Add Event button to save the event. View your scheduled events in the Calendar Element > Schedule Events > My Scheduled Events. Adding Events to Apple Calendar In the Calendar Element > Schedule Events > My Scheduled Events, you can push events to your Apple Calendar calendars. To push the events to your Apple Calendar, click the icon to the right of the event in the Data Viewer. Adding other People to your Calendar Events In the Calendar Element > Schedule Events > My Scheduled Events, you can add additional people to your scheduled events. Select the P icon (short for Permissions) in the Data Editor to grant additional people the ability to write information and edit your scheduled event. Viewing Employee Calendars To see a list of department or company scheduled events, navigate to the Calendar Element > Schedule Events > Department Events (or Company Events). To learn more about an event, click on it in the Data Viewer and details will appear in the Data Editor. Calendars of other employees, as well as resources and locations (which are created in Admin Element), can be viewed by navigating to the Calendar Element > Calendar Management > Month View. Once there, select the calendar you wish to view from the popup menu found in the header. Click on any day to jump to that particular calendar Day View. After leaving the Day View of another employee s calendar, the calendar is reset to your calendar view. You will have to reselect that employee from the list in the month view to return to their calendar. Other employee calendars can not be viewed from the Week View. Scheduling a Meeting The Elements Meeting Maker makes scheduling company meetings a breeze. You can easily check the availability of employees, resources and locations. To schedule a meeting: 1. Navigate to the Calendar Element > Meeting Maker > Add. Page 13 of 70!

14 2. Set the meeting date and time and how often it will repeat. 3. Select the meeting location. (Locations listed in this popup menu are those created by your system administrator.) 4. If your meeting is regarding a company, project or product, choose one from the Regarding popup menu. 5. Enter the meeting subject and description. 6. Select the employees invited to attend. To select more than one person, click on your selections while holding down the Command key on your keyboard. 7. Select any necessary resources. (Resources listed here are those created by your system administrator.) 8. Click the Check Availability button. 9. Click Schedule Meeting when finished. The Check Availability feature makes it quick and easy to find the best time to schedule a meeting. Change the date and time as often as necessary until you are satisfied with the availability of employees and resources. Once an event is scheduled, employees invited to attend will receive an internal message in the Message Element. From this message, they can accept or decline the meeting invitation. To view a list of all your current meetings, navigate to the Calendar Element > Meeting Maker > My Meetings. Click on the meeting you wish to view in the Data Viewer, and the information will appear in the Data Editor. Meeting facilitators may add or delete attendees and resources from the appropriate tabs, or delete the meeting all together in the Data Viewer. Attendees may accept or decline the invitation from this view. To push the Meeting to your Apple Calendar, click the icon in the Data Viewer. You can then identify the calendar in your Apple Calendar on which the Meeting should appear. Task List Tasks assigned to you through the Project Element or Sales Element, as well as your To Do items, are listed in the Calendar Element > Task List > My Tasks. Mark a To Do item as complete or edit and manage your project task in the Data Editor. To Do items are also listed in the Notes Element > Scratch Pad > My Notes. Using the Contacts Element The Contacts Element s main purpose is for managing your personal contacts. Employee contacts within your company are displayed in the Home Element > Company > Directory. Page 14 of 70!

15 Adding Personal Contacts Personal contacts might be your mom, your friend or perhaps your dentist, and cannot be viewed by other users of the system, unless you share them with other employees at your company. Personal contacts can be added in two ways: 1. Manually a. Click on the icon in the lower left side of the Data Editor. (If no contacts are currently entered, an Add Contact button will appear in the middle of the Data Editor.) b. Enter your new contact s information in the form that appears and click Add. 2. Using Drag and Drop a. Navigate to the Contacts Element > Personal > Address Book. b. Select a single vcard or group of vcards from your desktop. (You must first drag the vcards from your Apple Address Book to your Desktop to ensure proper formatting.) c. Drop the card(s) into the Data Viewer and the information will instantly upload. (Note: On some versions of the Mac OS X, you must drop the vcard onto the desktop before dragging into Elements CRM.) Contacts not importing? This is usually a formatting difference between the vcard and the Elements CRM import tool, and may be the result of custom field formatting. Talk to Ntractive about exporting your vcards into a spreadsheet format for a more accurate import. Sharing Personal Contacts Personal contacts in Elements CRM can be shared with other Elements users. To share a contact, click the icon and select the Elements users to share with. To share with multiple people, hold the Command button as you make selections. Description of Icons You may see different icons next to a contact s name in the Data Viewer. The chart below describes the functionality of each of the icons. ICON DESCRIPTION Indicates the employee is logged in to Messages. Click on the icon to begin an Messages conversation. Indicates the employee uses Messages but is not currently logged in. Click to deploy Messages. --- Indicates that that information has not been entered for the contact. Page 15 of 70!

16 ICON DESCRIPTION Indicates the contact is being shared. Click to download their vcard. Click to open the contact s Linkedin profile. Click to jump to their twitter page. Click to call the contact through Skype. Click to send an using your mail server. Deletes the contact. Protected with Are you sure? alert. Click to share this contact with other users. (Button located in Data Editor.) Displayed when someone shared a contact with you. Click to make your own copy that can you can then modify. (Button located in Data Editor.) Click to open the web page or social media site associated with the contact (found in the Data Editor) Editing Personal Contacts 1. Select the contact you wish to edit in the Data Viewer. 2. In the Data Editor, click in the field you want to update and begin typing. 3. Click on the icon to save your changes or the icon to reset the field. While viewing the Map tab, click the icon to view the weather in that location and the icon for directions. To choose which map is displayed here, navigate to the Contacts Element > Prefs > Settings and choose between Home or Business Address. You may also select to display contacts by first name first or last name first. Utilities Your personal address book within Elements CRM can be exported at any time. 1. Navigate to the Contacts Element > Utilities > Export Contacts. 2. Check the fields you wish to export. 3. Click the Export button. A CSV file will be downloaded to your Mac. Page 16 of 70!

17 Using the Message Element The Message Element is designed for internal messaging between you and your coworkers and makes company-wide communication easy. Using the Internal Message System To send an internal message: 1. Navigate to the Message Element > Switchboard > Compose. 2. Select the recipient from the popup menu. 3. Choose a status (or level of importance). 4. Fill in the details about the message. 5. Type in a URL Link, if applicable. 6. Associate the message with a product, project or account from the Associate with popup menu (if applicable). 7. Attach a document to your message by dragging it from your desktop and dropping it in the Attachment drop box. 8. Click on the Send button. When messages are sent to you, a badge will appear on your Elements icon shown in your dock. (If you don t have the Elements app in your dock, the badge will not appear.) To view new messages, navigate to the Message Element > Switchboard > Inbox (or System). Unread messages will appear in blue. System messages are those sent from the Elements system rather than an employee (for example, automated project updates). When attachments are sent with messages, click Download in the lower left side of the Data Editor while viewing the message. Description of Icons The different icons found within the Message Element execute the following functions: ICON DESCRIPTION Click to forward the message to another Elements user. Click to reply to an internal message. Indicates the employee is logged in to Messages. Click on the icon to begin an Messages conversation. Indicates the employee uses Messages but is not currently logged in or has a status set as Not Available. Click to deploy Messages (Apple s Messages App). Deletes the message. Page 17 of 70!

18 ICON DESCRIPTION Click to create a new message. The colored icons found to the left of the messages indicate the message priority. A History of the messages you have sent are shown in the Message Element > Switchboard > Sent. Using the Mail Element The Mail Element is part the powerful Elements Mail app, allowing for full integration within Elements CRM. Here s a breakdown of how all of this works: You will continue using your existing account (Elements CRM and Elements Mail do not act as an client). Elements Mail, when setup properly, periodapple Calendarly checks your account for s sent and received between you and your clients, and automatically records them as history events within Elements CRM. Spam s or s received from contacts you do not have stored within Elements CRM are not recorded. For additional help setting up Elements Mail, check out the Elements Mail Setup Manual. Setting up Integration To get started: 1. Navigate to the Mail Element > Mail > Get App. If your system administrator has not yet given your company access to the Element Mail Integration, an Active Service butto n will appear. Request permission from you system admin before clicking this button as additional charges will be incurred for Small Business users. Once active, click the Download Mail App button. 2. Download Elements Mail and drag it into your Applications folder. 3. Launch Element Mail. 4. Follow the Setup Wizard to configure your server settings. Note: Elements Mail supports IMAP accounts only. 5. Back in Elements CRM, navigate to the Mail Element > Mail > Utilities. 6. Choose which accounts you wish to automatically record s for. Change the 3 menus to Turn this option ON, if these are the s you d like recorded and click on the Change button. 7. Navigate to the Mail Element > Prefs > Settings. 8. Check the desired boxes to have these settings default for all new Sales Accounts as they are created. Click on the Update button to save your changes. Page 18 of 70!

19 If you d prefer to only record s for a few selected accounts, skip steps #7 through #10, navigate to the Sales Element > Accounts and select an account. Then, click on the tab of the Data Editor and check the boxes with your desired settings. Once all settings are configured, click Check Now within Elements Mail to upload any s recorded. These can then be found in the Mail Element > Mail > Received Archive (and Sent Archive). They can also be found within each Sales Account in the History tab of the Data Editor while in the Sales Element > Accounts. To view the body of the , click the printer icon next each History Event. Important: are your s not recording? Only communication between you and leads or clients stored in Elements will be tracked using the Elements Mail tracking tool. If those leads and clients have not been entered in the Sales Element > Accounts and their address has not been entered there, Elements Mail will not capture communication. For more in-depth instructions on Elements Mail, download the Elements Mail Setup Guide from the Ntractive Website s Downloads Page. Using the Notes Element The Notes Element is used to create notes and To Do Items, which are tasks that you need to complete. All notes appear under the Notes Element > Scratch Pad > My Notes. These include notes you have created or notes that have been shared with you. You can sort these notes using the popup menu underneath the word Notes in the header and selecting a sort criteria. Keep in mind that you cannot edit notes that have been shared with you. Creating Notes To create a new Note: 1. Navigate to the Notes Element > Scratch Pad > My Notes. 2. Click on the icon in the lower left side of the Data Editor. 3. In the form that appears, type your note. 4. If you wish to make this a To Do Item, check the appropriate box and set a priority, a due date. 5. Click Add to save your new note or To Do item. Since you were the note s author, you can always go back to make changes or additions to the note later. Simply select the Note in the Data Viewer and make your changes in the Data Editor by clicking in the field you wish to edit. Page 19 of 70!

20 Description of Icons A few icons are used in the Notes Element. The chart below displays the icons and what each represents. ICON DESCRIPTION Indicates the note is being shared. Indicates high priority. Indicates medium (normal) priority. Indicates low priority. Deletes the note. Protected with Are you sure? alert. Click to share the Note or To Do Item with other users. Displayed when someone shared a note with you. Click to make your own copy that you can then modify. Indicates a To Do Item is complete. Click to edit due date. Click to Add Note to your Apple Calendar. Click to view a quick report on the status of a To-Do Item Marking a To Do Item as Complete A To Do Item can be marked as complete using two methods: 1. From the Notes Element a. Navigate to the Notes Element > Scratch Pad > My Notes, Click on the To Do Item in the Data Viewer to select it. b. In the lower left section of the Data Editor, check the Completed checkbox to indicate that the item has been completed. 2. From the Calendar Element a. Navigate to the Calendar Element > Calendar Management > Day View. b. In the list of To Do items on the right section of the main window, check the box next to the appropriate item. Page 20 of 70!

21 Using the Sales Element The Sales Element is the company headquarters for managing leads, prospects, clients, and other important company contacts. Use the Sales Element to record communication histories with clients and schedule follow-ups, to create estimates and invoices, and so much more. Customizing the Sales Element (Managers Only) In the Sales Element > Prefs, you have the opportunity to configure several features to best meet the needs of your company. When making changes in any of the preference menus, be sure to click on the Update button when finished. The seven preference menus within the Sales Element do the following: 1. General Settings Configure sales contact responses: These are additional responses you would like to add to the list of default responses when creating a new history event. Six responses are included in the Small Business Edition, twelve in Professional and Enterprise Editions. Define contact roles: Add additional to the default list, or erase and start over. Enter them by separating each role with a semi-colon, for example: CEO;Producer;Other 2. Account Settings Turn on Complete Opportunity Management: Appears for Professional Users Only, turns on the opportunity entry fields in the create account window. Include support for Parent/Child account relationships: This allows users to associate different companies with each other. A parent company can have multiple children (or sub-accounts). Private Accounts: With this activated, Elements users with Manager level access can view all accounts stored in the Sales Element, and those with User level access can only see the accounts they have created or have been assigned to. Show View by Category menu: display specified category in the People tab of the Data Editor. This can be an extremely useful tool, depending on your company s needs. For example, if the people within any organization are assigned a custom category in the People tab in the Data Editor, you are quickly able to see the selection. Set date column in Accounts view: This setting changes the order of how Sales Accounts are displayed. By default, the first account type in the Sales Element will be listed by date of creation. This makes it a great spot to store leads, so you can see them in the order in which they were received. Check this box, and now all account types will be listed in order of the date of last contact. This may be useful in determining which customers haven t been checked on for a while, or which leads you haven t attempted contact with for some time. Page 21 of 70!

22 Set Individual as default when creating/adding new accounts. Hide financial data: Those with User level access are unable to see profit made from customers on their total product purchases found in the Sales Element > Accounts, under the Products tab of the Data Editor. This also hides Product Costs from those with User level access to the Product Element. Commissions calculated by product: If commission rates vary per product, check this box and set the appropriate rate in the Product Element. Limit price changing: This simply prevents those with User level access from changing the sale price of any product. Require buyer: Pertaining to invoice creation, requires a buyer is selected. Tax method: Select to tax by product. This is typically used when a GST or Value- Added Tax is applied, and location has no impact on the tax rate applied. Tax on shipping: If the shipping charges are eligible to be taxed, select a tax rate from the menu. Note: the taxes that appear in this list are created in the Admin Element > Company > Tax Jurisdictions. Limit Discounts: Limit the discount that can be applied to estimates and invoices. Monthly Goal: Enter the monthly sales goal that will appear in the Monthly Sales Goal Dashboard Widget. This function is available only for Professional and Enterprise Editions. Currency Precision Points: Change to 3 or 4 precision points if your product s costs or sales prices are in the thousandth or ten-thousandth or a dollar (or tenths or hundredths of a penny in the United States). For example, you sell widgets for $ This will ensure proper calculation when determining sales price and profit margin. When satisfied with changes, be sure to click on the Update button to save them. When an employee leaves your company, or is no longer responsible for managing customer information, reassign their accounts to another employee by navigating to the Sales Element > Utilities > Ownership. This menu is only available when private accounts is activated. 4. Account Types Change title of account types: Because every company is different, you can customize the name of each account type. Use all six or only a select few by unchecking the Active box. Sell to?: Checking this option makes your list of accounts to choose from when creating an estimate or invoice as short as possible. If you don t sell to your competitors, for example, don t check the Sell to? box next to competitors. This option is only available for Professional and Enterprise edition users. Define account types to auto-convert: Check the box for those you wish to autoconvert to the customer/client list when an invoice is created. For example, if you have Leads and Prospects as account types, you would most likely check the Convert? box next to both of them. This option is only available for Professional and Enterprise edition users. Define which to convert to: This would be, for example, Customers or Clients. From the above example, when an invoice is created to a Lead or Prospect, you would Page 22 of 70!

23 want them to automatically convert, or move over, to the customer list. You may only choose one Convert to type. This option is only available for Professional and Enterprise edition users. Set a default view: This is simply the first account type displayed when the Sales Element is clicked. Assign to your most frequently viewed account type. 5. Classes Sales classes are a tool used to generate customized reports based on the defined sales classes. This preference is optional and only for your convenience. An example of a sales class might be, in a construction company: New Construction and Remodel. You might sell the same products or services to a New Construction job or a Remodel job. Sales Classes allow you to designate an invoice to either of those items, making you able to later run a report on revenue for each. The Sales Account # applied to a sales class is used when posting to your AccountEdge file and is not required if using sales classes as an internal sales reporting tool within Elements. To create a sales class: 1. Click on the icon in the lower left side of the Data Editor. If no categories have been entered in the system, click on the Create Class button that will appear in the middle of the Data Editor. 2. Fill in the information in the box that appears and click Add. To delete a sales class, click on the Viewer. icon found to the right of the item in the Data 6. Creating Categories Under the Sales Element > Prefs > Categories, you can create customized categories of information to store about each of your accounts. These can be just an extra field of information you wish to store about your contacts, or it could be something you wish to track and generate reports on. For example, you may create a category to track the type of industry your clients are in. Then, you can generate a filtered list of those within a specific industry type and generate a mail merge for more targeted marketing. How to Create a Custom Category/Field To create a custom category: 1. Click on the icon in the lower left side of the Data Editor. If no categories have been entered in the system, click on the Create Category button that will appear in the middle of the Data Editor. 2. Fill in the information about the category in the box that appears. Create parent categories first and then you may create sub-categories by selecting the parent category from the popup menu. Page 23 of 70!

24 Categories can be created in 3 different formats: 1. Free Form - Any text or value can be entered. Most useful when each would be unique, for example: a category for Tax ID Number would be free form because no two numbers would be the same. 2. Select from Option List - Creates a popup menu of options. Works great for keeping data clean and consistent with multiple users in the system. An example would be Preferred Language with the options: German, French, Italian, Spanish, English. Using a select option list gives the ability to generate useful reports and filters for things like mailing lists and address lists. 3. Date - Creates a date field. Great for keeping track of contract due dates, etc. Once your categories are created, they can be edited in the General, Options, and Utilities tabs of the Data Editor. To edit information about a category: 1. Click on the category in the Data Viewer to select it. Information will appear in the Data Editor. 2. Click in the field you want to update and begin typing. 3. Click on the icon to save your changes or the icon to reset the field. The General tab describes the category and is where changes to its basic settings are made. The Assign to New Accounts checkbox adds this category automatically to any new sales accounts that are made. The Appears in Create Account will display the category in the create account window (when adding a new record in Sales > Accounts). Note that there are limits to how many categories can appear in the create account window. The Options tab allows you to create and edit the options for each category (only applies when using Options ). Click Add to add additional categories, the edit them, and the icon to delete the category. icon to In the Utilities tab of the Data Editor you can assign the category to all accounts or remove it from all accounts. If you are going to delete an entire Custom Category, you might want to remove it from all of your sales accounts first. Use the Delete utility here to do so. Categories applied to sales accounts appear in the Sales Element > Accounts under the Custom tab in the Data Editor. 7. Configuring Payment Terms Payment terms are only available for Professional and Enterprise editions only. Under the Sales Element > Prefs > Payment Terms, you may to create payment terms which will be used as options when creating estimates and invoices for customers. (Payment terms can also be created in the Product Element > Prefs > Payment Terms.) Page 24 of 70!

25 Payment terms are required before creating your first invoice. An example of a payment term might be Due upon receipt or Net 30 Setting up Payment Terms To create a payment term: 1. Click on the icon in the lower left side of the Data Editor. If no payment terms have been entered in the system, a Create Terms button will appear in the middle of the Data Editor. 2. Enter information about the payment term in the form that appears. 3. Click Add to save your new terms. When adding payment terms, you are able to designate if the payment is due in a certain number of days or a certain number of days after the End of the Month (EOM). Be sure to make the correct selection when creating the payment term. Once selecting the calculation technique, you must enter items into the Due in:, Discount %, and Discount Days fields. If you do not use discounts or offer discount days, enter 0 into the fields. Later, when you create an invoice or estimate, you can select payment terms you ve created from the Terms popup menu. To edit information about a payment term: 1. Select the payment term in the Data Viewer. 2. In the Data Editor, click in the field you want to update and begin typing. 3. Click on the icon to save your changes or the icon to reset the field. You can set a payment term that you no longer use to be inactive. Inactive payment terms do not show up as an option when adding future vendors or creating new purchase orders. To set a payment term as inactive, click on the active icon next to the payment term and an inactive icon will appear. Toggle between the two to change status. Notice that you can sort out the payment terms shown based upon their status using the popup menu just below the word Sales in the Elements header. Managing Sales The Sales Element is a great tool for managing your sales accounts and contacts, managing your call queue, creating estimates and invoices, and so much more. Adding Company Contacts/Accounts Contacts and can be added to the Sales Element a few different ways: Page 25 of 70!

26 1. Manually- Navigate to the Sales Element > Accounts > (the account type you wish to add) and click on the icon in the lower left side of the Data Editor. If no contacts are currently entered in the system, a Create button will appear in the middle of the Data Editor. Fill in their information in the box that appears and click Add when you are finished. If you have a number of new accounts to create, the Save & New button allows you to make a large number of entries quickly. Please note that you can classify the account as either a company or an individual in the first popup menu. In Elements CRM, a Sales Account classified as a Company is able to have additional people associated with it. An Individual is a single-entity and cannot have additional people associated. 2. Import a CSV file- Prepare your contacts in a spreadsheet by deleting unnecessary columns. Send the file to your Ntractive Account Executive for import. Additional fees may apply. 3. Drag in a vcard- Navigate to the account type you wish to add in the Sales Element > Accounts. Select a single vcard or a group of vcards from your Address Book and drag and drop them to your desktop. Then, drag and drop them from you desktop into the Sales Account window. The information will automatically upload. Once added, company contacts appear in the Data Viewer with their details stored in the multiple tabs of the Data Editor (lower half of the screen). Page 26 of 70!

27 Next to each company contact, you may see multiple icons. The chart below displays the icons and what each represents. Note that some icons do not provide any functions for Small Business users as they require an upgrade to use. ICON DESCRIPTION --- Click to fill in details about an opportunity. Learn more about managing opportunities in the next section. Click to view all invoices and access customer statements. Click to schedule a sales call to yourself or other team members. Opens the Create History Event window to record notes about calls and visits. Click to create an invoice. Click to generate a quick overview report of the lead or client. Delete the record. Protected with Are you sure? alert. Have a lot of contacts? Click on the white arrows at the top right side of the Data Viewer to view multiple pages of your contacts. Editing and Managing Company Contacts Information can be added and edited for each company in the Data Editor. To edit information about a contact: 1. Select the company in the Data Viewer. 2. In the Data Editor, click in the field you want to update and begin typing. 3. Click on the icon to save your changes or the icon to reset the field. There are many tabs in the Data Editor for tracking contact information including: Company: General contact information for that company. (Field heading is titled Contact if the account is classified as an Individual.) People: Information about people working within a single company. Does not appear if company is classified as an individual. Click on the Add button to add a contact and the Manage button to edit details about the contact. This will bring you to a new page with a list of tabs to edit details about the person. Once here, you can click on the Jump Back button on to go back to the main screen. Social: Social media sites for the company. Enter the site name and a link will appear to quickly jump to it at any time. Page 27 of 70!

28 History: Contact that has been made with the company, including phone calls, personal visits, etc. If Elements Mail is implemented, correspondence will appear here as well. Add a new history event by clicking on the Add History button, add a quick time-stamped note by clicking on the Add Notes button and review details by clicking on the Review button or hovering over the icon. In the popup menu at the bottom of this section, change the View as History to View as Notes and you will notice the Data Editor change to only reflect history notes. You may also edit existing notes here by clicking on the edit icon. Toggle between the two whenever you d like. It will save the last setting active next time you navigate to a History tab (see image below). Custom: Custom Categories created by the system administrator or manager. Only the categories that they have created will appear in the Add popup menu at the bottom of this section. If you want to attach a Custom Category to a sales account, select it from the Add menu at the bottom of the Data Editor. Learn more about creating Categories in the Customizing the Sales Element section. Docs: Documents associated with that particular contact. To add, drag it from your Mac and drop it into the Docs section of the appropriate contact. Attaching documents to a sales account is only available for the Professional and Enterprise editions of Elements CRM. Profile: Settings which can be changed including Account Type and class. Parent companies can be assigned if Parent/Child Relationships have been turned on in the Sales Element > Prefs > Account Settings. Account ownership can be assigned, making filtering by account owner available if Private Accounts have been turned on in the Sales Element > Prefs > Account Settings. Store company addresses and choose which s to record between that customer (only applies if using the Elements CRM Mail App). Page 28 of 70!