webcrm App for HootSuite User Guide

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1 webcrm App for HootSuite User Guide 07 December 2014

2 Contents General... 3 Install the webcrm App on HootSuite... 4 Configure webcrm HootSuite Integration in webcrm... 6 Add Custom Attributes... 6 Map webcrm and HootSuite attributes... 7 webcrm App main features Login to webcrm on HootSuite stream Create/Update a Lead from Facebook or Twitter account Create/Update a Lead manually Create an Activity Create an Activity manually Add a Comment Add a Comment manually

3 General Our HootSuite App works with Twitter, Facebook and other social networks. It allows: 1. Create/Update a Lead. 2. Create an Activity 3. Add a Comment to existing Lead. In order to use this App you need to have a valid HootSuite account, and follow next steps: 1. Install the webcrm App on HootSuite 2. Configure webcrm HootSuite Integration in webcrm NOTE: The webcrm HootSuite integration is free of charge for subscribers of the Plus and Enterprise editions of webcrm. To configure webcrm HootSuite integration you must have sufficient privileges. 3

4 Install the webcrm App on HootSuite You can install the webcrm App via the App Directory: 1. Select the App Directory menu item on HootSuite 2. Find the webcrm App 4

5 3. Install the App. Add to the existing tab or create a new one. 4. Add Plugins 5

6 5. Finish NOTE: The application is installed but not ready to use, you have to configure it, see the next section. Configure webcrm HootSuite Integration in webcrm In order to configure webcrm HootSuite integration you need to: 1. Add custom attributes to store Facebook and Twitter related data 2. Map webcrm and HootSuite attributes NOTE: To configure webcrm HootSuite integration you must have sufficient privileges. Add Custom Attributes To add custom attributes, you must have sufficient privileges, and perform this task: 1. Go to the webcrm Configuration Main settings Data fields page. 2. Ensure that the following fields are enabled: a. [Persons].[Salutation] b. [Persons].[Job title] c. [Persons].[Skype] d. [Activities].[Comment] 3. Go to the webcrm Configuration Custom fields Persons page. 4. Add custom fields: 6

7 a. Facebook ID Text(50) b. Facebook name Text(50) c. Twitter ID Text(50) d. Twitter Screen Name Text(50) Map webcrm and HootSuite attributes To map webcrm custom attributes to HootSuite, you must have sufficient privileges, and perform this task: 1. Go to the webcrm Configuration Integration HootSuite Facebook page (click on Facebook Logo). 2. Map fields: a. ID [Person].[Facebook ID] b. User name [Person].[Facebook name] 1 c. --- User Input --- [Person].[Skype] d. --- User Input --- [Person].[Job Title] e. --- User Input --- [Person].[Comment] 1 Steps [a, b] are mandatory 7

8 3. Select the checkbox Create activity. 4. Map fields: a. --- User Input --- [Activity].[Activity Description] b. --- User Input --- [Activity].[ Activity Comment] 5. Save. 6. Go to the webcrm Configuration Integration HootSuite Twitter page (click on the Twitter Logo). 7. Map fields: a. ID [Person].[Twitter ID] b. User name [Person].[Twitter Screen Name] 2 c. --- User Input --- [Person].[Skype] d. --- User Input --- [Person].[Job Title] e. --- User Input --- [Person].[Comment] 2 Steps [a, b] are mandatory 8

9 8. Select the checkbox Create activity. 9. Map fields: a. --- User Input --- [Activity].[Activity Description] b. --- User Input --- [Activity].[ Activity Comment] 10. Save 9

10 11. Go to the webcrm Configuration Integration HootSuite LinkedIn page (click on the LinkedIn Logo). 12. Map fields: a. --- User Input --- [Person].[Skype] b. --- User Input --- [Person].[Job Title] c. --- User Input --- [Person].[Comment] 13. Select the checkbox Create activity. 14. Map fields: a. --- User Input --- [Activity].[Activity Description] b. --- User Input --- [Activity].[ Activity Comment] 15. Save. Now you can go back to the HootSuite stream and you are ready to use webcrm App. It is highly recommended to refresh the browser s cache if you change the webcrm App configuration. You can clear the cache using hot keys: Browser Mozilla Firefox Internet Explorer Opera Safari Chrome Windows or Linux Ctrl + F5 Ctrl + F5 Ctrl + R Ctrl + R Ctrl + F5 10

11 webcrm App main features The webcrm App was intended to help sales people and allows the user to create Leads, Activities and update Customers' info based on their social profile on HootSuite. Here is the list of available features: Function Create/Update a Lead from Facebook or Twitter account Create/Update a Lead manually Create an Activity Value A user can create a Lead in webcrm from a Twitter or Facebook profile in HootSuite. The user can edit the record, or add notes, before saving the Lead. A user can create a Lead in webcrm from HootSuite manually. The user can edit the record, or add notes, before saving the Lead. A user can create an Activity or Meeting in webcrm from a Twitter or Facebook profile in HootSuite. The user can edit the record, or add notes, before saving the Activity. Create an Activity manually A user can create an Activity in webcrm from HootSuite manually. The user can edit the record, or add notes, before saving the Activity. Add a Comment Add a Comment manually A user can add a comment to a Lead, based on posts on Facebook or Twitter A user can add a comment to a Lead in webcrm from HootSuite manually. Before using webcrm App features you have to login to the system. 11

12 Login to webcrm on HootSuite stream Input Account name, User name and Password and login to the system You need to login only once, as the webcrm App uses HootSuite s Single-Sign On (SSO). Next time you login to HootSuite, you will be not asked to input webcrm credentials. 12

13 Here is the webcrm App form. It allows you to create a Lead or Activity, and add a comment to an existing Lead inside HootSuite. 13

14 Create/Update a Lead from Facebook or Twitter account To create or update a Lead based on a social network profile, perform this task: 1. Select a Facebook or Twitter account: 2. Select the webcrm Lead menu item. First Name, Last Name and Comment will be extracted from the social network profile. 14

15 3. Input data into fields: a. Organisation name 3 b. Division name c. Middle name d. Skype e. Job Title Also you can alter fields: a. First name b. Last name c. Comment 3 Organisation name and Last name are mandatory 15

16 4. Save 5. Account is created in webcrm database and you can find it by Organization name. 16

17 Create/Update a Lead manually Basic information (like First Name, Last Name, Description) about the user account can be retrieved only from Facebook or Twitter, so if you would like to create or update a Lead based on, for example, a LinkedIn account, you can create it manually in HootSuite, following these steps: 1. Go to the webcrm stream and select the Profile menu item 17

18 2. You can add a new Lead or update existing one. If you would like to update existing Lead you can find it before by Name or Organisation. This feature is quite similar to the webcrm s Create new contact feature, which allows to create an Organisation and a Person in one click. 3. Input data into fields: a. Organisation name 4 b. Division name c. Middle name d. Skype e. Job Title 4 Organisation name is mandatory and cannot be blank 18

19 f. Comment 4. Save 5. The Account is created in webcrm database and you can find it by Organisation name. 19

20 20

21 Create an Activity To create an Activity for a previously connected account (Facebook or Twitter), perform this task: 1. Select the account: 2. Select the webcrm Lead menu item. 3. Select the radio-button Create Activity. The Activity tab appears. NOTE: The radio-button is active only if the social network account was previously linked to webcrm. 21

22 4. Input data into fields: a. Activity action b. Date c. Activity Subject d. Detailed Info 5. Save 6. Activity is created in webcrm database and you can find it by Organisation name. 22

23 Create an Activity manually You can create an Activity using webcrm stream on HootSuite, to do this perform the task: 1. Select the Activity menu item on the webcrm stream. 2. Find a person on webcrm 23

24 3. Select a Person that you are interested in, or trigger another search. 4. Fill out the Activity fields: a. Activity action b. Date c. Activity Subject d. Detailed Info 24

25 5. Add to webcrm 25

26 6. View the Activity on webcrm Add a Comment You can add a comment based on a user s post on a social network (Facebook or Twitter) if the account was previously linked to webcrm. For example, there is an account that was linked to webcrm: In order to add the user s post as a comment on webcrm, perform this task: 1. Move the mouse pointer over a small button at the right top corner of the selected post 26

27 2. Select the Send to webcrm menu item. 3. You can alter the message and send it to webcrm. 4. Send to webcrm. 5. Check the Lead on webcrm 27

28 28

29 Add a Comment manually To add a comment using webcrm stream on HootSuite, perform this task: 1. Select the Message menu item on the webcrm stream. 2. Find a person on webcrm 29

30 3. Select a Person that you are interested in, or trigger another search. 4. Add a comment 30

31 5. Save 6. Check the Lead on webcrm 31

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