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

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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 [email protected] 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!

29 Sales: Only appears if company is classified as a customer/client. List of invoices and other orders. Click on the icon to view in PDF format and the icon to the form. Product: Lists products the customer purchased, date of last purchase, and the profit made. Profit is determined by the price charged less the cost of the product listed in the Product Element. Profit display can be disabled for employees with User level access by turning on Hide Financial Data in Sales > Prefs > Account Settings. Finance: Set tax jurisdictions, assign default credit terms, and save or edit a credit card to store on file. Note: assigning a tax jurisdiction is required in order to have tax auto-calculate when creating an invoice. Tax jurisdictions can be created by the system admin in the Admin Element > Company > Tax Jurisdictions. Payment terms can be created in the Sales Element > Prefs > Payment Terms (managers only). Locations: Info about company s other locations. For Professional and Enterprise editions, adding a Location allows you to use the location as a Ship To: address in a Estimate or Invoice. Click on the Add button to add a location and the Manage button to edit details about the location. This will bring you to a new page with a list of tabs to edit details about the location. Once here, you can click on the snapback icon to go back to the main screen. Projects: List of projects associated with a particular account. Click on the Review button to view additional details about the projects. Notes: General notes about the company. These notes will also appear in the overview report that you can generate by clicking on the icon to the right of a record in the Data Viewer. Sub-Accounts: List of sub-accounts associated with company. Only shown if Parent/Child Relationships have been turned on in the Sales Element > Prefs > Account Settings. Click on the icon to navigate to that account or the icon to delete it as a sub-account. Other: Additional general details about company. VAT/Code field can appear on invoices for Professional and Enterprise editions of Elements CRM. The code is also searchable in the search field found in the upper right corner of your Dashboard. In the lower left side of the Data Editor (below the Elements dudes ) you will find a few different buttons. Your edition of Elements as well as what data is filled out in the Data Editor will determine which buttons appear and don t appear here. Check out the chart below to learn what each button represents. ICON DESCRIPTION Click to create a new account. Opens the Panoramic Customer Overview which displays previous sales data. Page 29 of 70!

30 ICON DESCRIPTION Click to company or contact. address can be found in the tab. Opens url of company. Arrow over to the Other tab of the Data Editor to update the url address. Click to view google map of company s main address. Shows number of people at the company/organization. Click to jump to the manage people page. Using Opportunities/Deals (Professional and Enterprise Editions only) The opportunities function allows you to keep track of potential deals and opportunities and focus only on what s important to you. Creating Opportunities Professional Edition Users have limited access to opportunities. You may enter a name and potential revenue of an opportunity (which will also appear in the lower left section of your Data Editor). No additional functions are available. An upgrade to the Enterprise Edition is required for access to these features. To create an opportunity: 1. Click on the --- found in the Data Viewer below the Opp column next to an account. 2. Fill in the details about your opportunity. Name: This field is optional. If you don t fill it out, the name of the opportunity will default to the company name. For Enterprise users, you will be able to sort by deal name. If, for example, you have different types of services, you may name an opportunity based on the type of service the potential client is interested in, or perhaps the name of the project. Revenue: Enter the potential revenue for the opportunity. Expected Close Date: (Enterprise only) enter the date you expect to close the deal/opportunity. Stage: (Enterprise only) enter the current stage. You can go back and update the stage as you move through the process. Score: (Enterprise only) score the opportunity based on the chance of closing the deal. A 1 is considered a very low probability and a score of 10 is a very high probability of closing the deal. 3. Click Save to save your new opportunity. For Enterprise users only: you ll notice that the --- icon in the Data Viewer will now be replaced with the score of the opportunity and the potential revenue will appear in the lower left corner of the Data Editor along with other details about the opportunity. Click Page 30 of 70!

31 on the score at any time to make changes and updates to your opportunity. A note will be entered in the History tab of each client every time an opportunity is updated. Managing Opportunities/Deals (Enterprise Only) The deals section, found in the Sales Element > Deals > All, is a mirror image of Sales Accounts. What makes it different is that it only includes active deals/opportunities. This allows you to focus on what s most important. In order for an opportunity to appear in the Sales Element > Deals, it must be made an active opportunity (see section above on how to create an opportunity). The key is assigning the stage, such as Qualified Lead, Presentation, etc. Opportunities that have been marked as Lost or Won will not appear in Deals as the deals section only includes active opportunities. New accounts cannot be added in the Sales Element > Deals. They must first be created in the Sales Element > Accounts. You ll notice the fields in the Data Viewer are slightly different that what you will find in Sales > Accounts. In Deals, they are all focused on the opportunity including the expected close date, current stage, expected revenue and the score of the opportunity. The deal name will be bolded if the deal was assigned a custom name (by entering the name in the name field of the opportunity). If no name was given, it defaults to the name of the company/account and will not appear in bold. To edit an opportunity: 1. Click on the --- found in the Data Viewer below the Opp column next to an account. If the score has already been filled in, a number (1-10) will appear instead of the Make the changes to the opportunity and click the save button. To delete an opportunity/deal, click on the icon to the right of the deal. Note: deleting an opportunity will reset all the fields in the opportunity to be blank. It will not delete the account. Once deleted, the opportunity will no longer appear in the Sales Element > Deals, but will remain in the Sales Element > Accounts. The other icons found in the Data Viewer as well as all tabs of the Data Editor operate the same as if you were in the Sales Element > Accounts. Review instructions on editing this information in the Managing Sales section of the Product Manual. Viewing Filtered Lists of Contacts Filters only apply to companies with 5,000 or less accounts in the Sales Element > Accounts tab. Page 31 of 70!

32 Elements allows you to display a filtered list of your sales contacts by creating saved filters and applying them anytime. These filters will apply to whichever account type is currently displayed. For example, in the Sales Element > Accounts > Clients, applying a filter from this page will filter only the Client list. Navigate to the Sales Element > Accounts > All, and applying a filter from this page will apply to all contacts in your Elements database. Creating Search Filters Filters are created and applied from the Dashboard Search Field found in the upper right corner of your Dashboard. Note: filters can only be created and applied when in the Sales Element > Accounts. To create a filter to view contacts by: 1. Navigate to the Sales Element > Accounts > (any account type). 2. Click on the dark grey Search Field found in upper right corner of the Dashboard. (By default, this search field will have Company name selected.) 3. From the search field menu, select Manage Filters... (see image below). 4. Click on the plus icon in the lower left corner of the Manage window. 5. Select search criteria. Not all criteria needs to be set. Select options including date of creation, geography, etc. Click the Add Category Filter button in this window to filter by custom categories (created in the Sales Element > Prefs > Categories). Delete a category added by clicking on the icon, and add another by clicking on the Add Category Filter button. Remember, setting too many criteria may result in no matches when applying the filter. 6. Click on the Save button when finished. 7. Name the filter appropriately. Be specific. General names like, My Favorite Filter typically will cause confusion later. 8. Click Ok. 9. Click on the Cancel button to close out of the Manage Filters window. Applying Search Filters To apply a search filter to a group of contacts: Page 32 of 70!

33 1. Navigate to the Sales Element > Accounts > (the account type you wish to apply a filter to, for example: leads, customers, etc). 2. Click on the dark grey Search Field found in upper right corner of the Dashboard. (By default, this search field will have Account name selected.) 3. From the search field menu, select the name of the filter you wish to apply. Filters are the last options listed in the search field menu. Once applied, the filter will remain until clicking outside of that page in Elements. For example, if applying a filter in the Sales Element > Accounts > Clients, clicking on the Sales Element > Accounts > Prospects will automatically disable the filter. You may also un-apply the filter by navigating to the search field menu in your Dashboard and selecting Remove current filter. Generating and Processing Sales Calls Assigning Sales Calls (Managers Only) The call generator is used to assign a list of customers or leads for your sales team to contact based on a filtered list of criteria. This is useful when running campaigns, or just to remind your team to get in touch with their clients at the end of the year. To generate a call list: 1. Navigate to the Sales Element > Calls > Generate. 2. Choose who you would like to assign the calls to, whether it is an individual person or a group of people assigned randomly. You can also assign calls based on the category the employees are assigned to. If you assign calls to No One, they will appear in the Open Calls area, available for anyone to process. 3. Choose the call priority. 4. Tell Elements what to do with all existing calls, which could be to delete all existing calls, or to add the next calls to the beginning or end of the queue. 5. Choose which specific account type to call. *Filter the list by date of creation, geography, custom categories and others by clicking on the Filter button. 6. In the Regarding field, select if the call campaign is in regards to a product or project. 7. Add notes that employees assigned to the call will see so they know exact details about the call to be made. 8. Click on the Generate button. Elements will then tell you how many calls have been added to the queue. Depending on what categories and options you have chosen, there may or may not be any calls to add. If there are no calls to add, take a look at the limiters or categories you have used -- too many limiters can make it hard to create a queue because the criteria is so specific. On the other hand, using that many limiting items could lead to well-targeted call queues. *The filters tool provides a lot of flexibility. Maybe you want to generate a campaign for all new customers obtained in the month of June, or for accounts in California with a Page 33 of 70!

34 company size of employees. The possibilities are endless when taking full advantage of the custom category feature. Once calls are added to the queue, administrators and managers can view them in the Sales Element > Calls > All Calls. Employees with User level access to Sales will see the call if it was assigned to them in My Calls. If the Call Generator assigned calls to No One, the After calls have been made, they can be reviewed under the Sales Element > Calls > Company Call History. To arbitrarily add a call to the call queue: 1. Navigate to the Sales Element > Calls > All Calls (and My calls). 2. Click on the icon in the lower left side of the Data Editor. 3. Select the account to call from the popup menu and assign the call to an employee. 4. Click on the Add button to save your changes. Deleting and Reassigning Calls (Managers Only) Administrators and managers also have the ability to delete all calls from the queue or reassign calls to another employee. Navigate to the Sales Element > Calls > Utilities and make your selections from the popup menus. Processing Calls (All Access Levels) If calls have been assigned to you, you will see them in the Sales Element > Calls > My Calls. Those marked as critapple Calendar will appear in blue unless you have chosen to have them appear in red. This preference is set in the Home Element > Account > My Information. All calls in queue for your entire company are shown under the Sales Element > Calls > All Calls. If calls are added the queue, but not assigned to an individual (or a department), they are shown under the Sales Element > Calls > Open Calls. Information about the company is shown in the Call Info tab of the Data Editor. To add an alarm to remind yourself of an important call, click on the icon in the Call Info tab. Click the icon to change the date the call should be made. Check the Notes tab for any additional notes. The History tab is a great reference, displaying all contact history with the company. After contacting the account, record your event by: 1. Click on the Process tab in the Data Editor. (Click on the icon on the ipad app.) 2. In the box that appears, select who within the company you contacted. 3. Select a method (phone call, , etc). 4. Select the result* of the contact. 5. Enter any notes you wish to leave regarding the contact. Page 34 of 70!

35 6. If desired, choose an optional activity such as a Schedule Followup Call or Add To Do Item to remind you to send the customer a thank you card. 7. Click on the Save button to save your changes. Your new history event will now be saved and record of your call will be shown under the Sales Element > Calls > My Call History as well as the History tab within the company s record. *For Professional and Enterprise editions: If you selected Create Estimate (for example) as the result of the contact, then after saving the new history event you will be brought directly to the appropriate page to immediately create your estimate, invoice or sale. Within the call queue, you may jump to the record the call is assigned to at anytime by clicking on the button found in the lower left side of the Data Editor. Multiple icons can be found to the right of a call in your queue which do the following: ICON DESCRIPTION Click to send to the lead or client. Will launch new message in your default mail client (such as Apple Mail or Outlook). Click to view web page associated with a person or company (need valid URL). Click to start a message on Messages. Click to generate a quick overview report of the lead or client. Click to add call to your Apple Calendar. Delete the record. Protected with Are you sure? alert. Creating and Managing Sales Forms *Note: Sales Forms are only available for Professional and Enterprise editions of Elements CRM. Creating Sales Forms Sales Forms are estimates, invoices, quotes, etc. The actual names of these forms can be customized by managers. For additional information on customizing forms, check out the section on Customizing the Sales Element. To create a form: *Note: Prior to making your first Sales Form, make sure you have created Payment Terms in the Sales Element > Prefs > Payment terms area. Page 35 of 70!

36 1. Navigate to the Sales Element > Sales Forms > Create Form. 2. Select the type of form you wish to create from the Type menu in the middle of the page (i.e. invoice, estimate, etc). 2. On the top right side of the page, select the account in which you are creating the form for. 3. Select the terms. (Terms are created by Managers in the Sales Element > Prefs > Payment Terms.) 4. Change any dates or form numbers, if applicable. 5. In the middle of the header, select any applicable fields. This includes ship to location, buyer, salesperson and the optional sales class (sales classes must first be created by Managers). 6. In the left section of the page, you may change the location from which the order was placed. (Additional locations are created by System Admins in the Admin Element > Company > Locations.) 7. Search for products to add to the invoice in the Search field, and select them by clicking on the icon just to the right of the product's name. To add a new product on the fly, click on the icon to the right of the Search field. 7. Adjust quantities and the rate if applicable. 8. Add an optional note to appear below the line item on the form by clicking on the icon to the right of the item. 9. Enter any discounts, credits, shipping charges or taxes. Note: taxes will only auto-fill if the product has been setup as a taxable item in the Product Element and the sales account has been assigned a tax rate in the Sales Element > Accounts, under the Finance tab of the Data Editor. (Tax rates are created by System Administrators.) If you have enabled Tax By Product in the Sales Element > Prefs > Account Settings, the Product must have a tax rate assigned. 10. Click the Create button. 11. On the Confirmation screen, you can do a variety of functions: Click on the icon to jump to the sales account. Click to create a message with the invoice attached. Click View Invoice to open it. On the top right of the invoice, a Print button allows you to save it to your desktop or to send to a printer. Select an optional activity (schedule follow-up call, etc). 12. Check the box if you wish to create another, and click the Continue button. Note: If your company integrates AccountEdge or FirstEdge with Elements, discounts must be entered as a percentage versus an amount. If entered as an amount, each item must be manually adjusted in AccountEdge or FirstEdge after posting the invoice. Managing Forms Under the Sales Element > Sales Forms, you may select a form type to view. A list of forms can be found in the Data Viewer (top half of the screen). Next to each form you may see multiple icons. The chart below illustrates what each icon represents. Page 36 of 70!

37 ICON DESCRIPTION In Void column, form is active. Click to void. In Void column, form has been voided. Click to un-void. Indicates an unpaid invoice. Click to open to the receive payments process. Click to open form to view, print or save to your desktop. Click to add the invoice date to your Apple Calendar. Click to the form. Click to generate a statement of the client s invoices and payments. Delete the form. Protected with Are you sure? alert. To see more information about a particular estimate (or invoice), select it in the Data Viewer and the details will appear in the Data Editor. There are multiple tabs in the Data Editor including: General: Shows invoice number, dates, etc. You may select a Ship via method if desired, which will appear on the printable version of the invoice. If form has not yet been paid, an Edit button will appear to make any changes. Other: Shows the buyer and sales class (if entered). If your company uses AccountEdge or FirstEdge integration, the box will be checked if the form has been posted. Reprint the form, create a Work Order or a Packing Slip by clicking the associating buttons. Items: Lists all items on form, with the quantity sold and price. Memo: Any memo entered on the form appears here. Add to the memo by simply typing in the box. Unshipped Orders In the Sales Element > Sales Forms > Unshipped, sales invoices/orders not yet shipped will appear. Click on the Shipped/Filled check box in the General tab of the Data Editor to mark as shipped an the form will disappear from the list when the page is refreshed. Creating Credit Memos In the Sales Element > Sales Forms > Credit Memos, you may create a credit memo to apply to a customer s invoice at a later date. To create a Credit Memo: 1. Navigate to the Sales Element > Sales Forms > Credit Memos. Page 37 of 70!

38 2. Click on the icon in the lower left side of the Data Editor. 3. Select the account you wish to create a credit memo for. 4. Enter the value of the credit memo and assign it a form number if desired and enter a description. Once created, the details about the credit memo can be found in the Data Editor including: General: Shows credit memo number, dates, etc. Description: Displays description of credit memo. Enter additional description by clicking in the field. Invoice Payments For Small Business Users Only, invoices can be marked as paid or unpaid by simply clicking in the Paid column to the right of the invoice. A green checkmark will appear to show the invoice has been paid. Click the green checkmark again to mark the invoice as unpaid. Unpaid invoices will be designated by a to the Paid column. Receiving Payments icon to the right of the form, next This feature is available to users of the Elements CRM Professional or Enterprise Editions only. To receive a full or partial payment for an invoice: 1. Navigate to the Sales Element > Sales Forms > Invoices. 2. Find the invoice you wish to receive a payment for. 3. Click on the icon to the right of the invoice. 4. Select the payment method and enter the details. 5. If making a partial payment, enter the exact payment amount. 6. Click the Receive Payment button. To process credit card payments (Enterprise Edition only) from within the Elements CRM system, you must first enter your Authorize.net or PayPal api details in the Payments Element. If one of these processors is not setup, then selecting the credit card payment method will simply record that a payment was made via credit card, without processing any credit card. In the Sales Element > Payments > View Payments, you may view details of each individual payment. The next section will explain how to manage or make changes to those payments. Managing Payments Page 38 of 70!

39 This feature is available to users of the Elements CRM Professional and Enterprise Editions only. To delete payments, or to void or refund credit card payments: 1. Navigate to the Sales Element > Payments > View Payments. 2. Find the payment you wish to edit. 3. a.) For payments that were not made by credit card: simply delete the payment by clicking on the icon. This will automatically deduct the payment from the invoice. b.) For credit card payments (Enterprise Edition only): these payments cannot be deleted. To subtract a credit card payment from an invoice, simply void or refund the payment by clicking on the associated buttons in the General tab of the Data Editor. A payment that has not yet been settled by the processor can be voided. All other payments (post settlement) must be refunded. These settings can vary based on your processor and your individual settings. In the Details tab of the Data Editor, you will find the invoice that the payment was applied to. Click the Analytics icon to view the invoice. Available for Enterprise Edition users only, analytics provide beautiful graphical displays of your data to help you better evaluate important information. Navigate to the Sales Element > Analytics to find six different types of analytics. The analytics are comprised of both charts and maps. Click on the type of analytic you wish to view, for example Sales > Analytics > Sales Form Charts and you will be brought to the analytic page. From here, you may select from many different charts in the options menu found at the bottom of this section. Also in the Sales Element > Analytics is a tab called Gauges. These revenue gauges break out your revenue by day month and year. The gauges show revenue in relation to the monthly goal set in the Sales Element > Prefs > Account Settings. The six different analytics can also be found in the Sales Element > Accounts, Sales Forms and Payments. Click on the icon or icon found in the upper right section of the Data Viewer in the blue header. Sales Reports Multiple reports are available at anytime within the Sales Elements, including general sales reports, account reports, category reports and salesperson reports. Generating Sales Reports (Managers Only) To generate a sales report: 1. Navigate to the Sales Element > Reports and navigate to the page of report types you wish to generate. Page 39 of 70!

40 2. Click on the button of the report type and type frame you wish to view. A report will be generated which you can then print or save to your computer. Utilities Ownership If your organization has Private Accounts enabled in the Sales Element > Prefs > Account Settings, the Ownership menu will be available. To reassign ownership for a user, select the original owner on the left column. Identify the new owner on the right column. When settings are satisfactory, click the Go button to reassign ownership. Exporting Account Companies and Contacts To export a spreadsheet of sales accounts: 1. Navigate to the Sales Element > Utilities > Export Accounts Companies (or Account Contacts). Companies refer to companies, and contacts refers to the individuals that are listed under those companies in the Sales Element > Accounts, People tab of the Data Editor. 2. Select which account type you would like to export. 3. Select if you d like to export only non-active or only deleted records. 4. Check the boxes of which fields you d like to export. Need to export more fields than what s listed? Upgrade to Professional or Enterprise Editions for access to even more fields by contacting your Ntractive Representative. 5. Click the Export button. Small Business Edition users are limited to exporting 5,000 records per account type. Enterprise and Professional Editions are limited to exporting 10,000 records per account type. Using the Product Element The Product Element is a tool that your company can use to organize and maintain information about the products you sell and manufacture. They can be physapple Calendar products or they can be services you provide. Use the Product Element to also build purchase orders and track inventory. Setting Product Preferences (Managers Only) In the Product Element > Prefs, you have the opportunity to configure several preferences to best meet the needs of your company. When making changes in any of Page 40 of 70!

41 the preference menus, be sure to click on the Update button when finished. The three preference menus within the Product Element do the following: 1. Defining Settings Sort Product Product List By: Products can be listed in the Product Element alphabetapple Calendarly or by their product (or item) number. PROFESSIONAL and ENTERPRISE ONLY In Product Picker lists: When creating estimates, invoices, etc., you can choose in which order to have your products listed. Choose from alphabetapple Calendarly by product name or by most frequently purchased items. Enter last purchase order number from previous system to tell Elements what number to start on when creating purchase orders. Select which items you d like printed on company purchase orders. Set approval options if applicable. 2. Creating Categories Under the Product Element > Prefs > Categories, you can create customized categories of information to store about your products. 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. Categories can be created in 3 different formats: 1. Free Form - Any text or value can be entered. Most useful when each would be a unique entry. 2. Options - Creates a popup menu of options. Works great for keeping data clean and consistent with multiple users in the system. An example would be Size with the options: Small;Medium;Large. 3. Date - Creates a date field. Once your categories are created, they can be edited in the different tabs of the Data Editor. General: Describes the category and is where changes to basic settings are made. Options: Allows you to create and edit the options for each. Click Add to add options, the icon to edit them and the icon to delete an option. Note: only appears if category is set up to select options from a list. Utilities: Assign the category to all products or remove it from all products. Page 41 of 70!

42 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. Categories applied to products appear in the Product Element > Product under the Custom tab in the Data Editor. 3. Configuring Payment Terms (PROFESSIONAL and ENTERPRISE ONLY) Under the Products Element > Prefs > Payment Terms, you have the opportunity 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 Sales Element > Prefs > 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. 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. The icon will become greyed out. Click again to reactivate. Notice that you can sort out the payment terms shown based upon their status using the popup menu just below the word Product in the Elements header If you have previously created Payment Terms in the Sales Element, they will appear in the Product Element as well. Page 42 of 70!

43 Adding and Managing Product Information (All Users) The Product Element is a great tool for managing all the important details about your company s products. Adding New Products Products can be added to the Product Element a few different ways: 1. Manually: Navigate to the Product Element > Products > Product Management and click on the icon in the lower left side of the Data Editor. If no products are currently entered in the system, an Add Product 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. Note: If you don t know the cost, list price or inventory values, enter 0 in those fields. 2. CSV Import: If you have a spreadsheet of your products and you would like them imported, Ntractive can import them for you for a small import fee. Contact your Ntractive Account Executive for more information. 3. During Invoice Creation: Using the Create Invoice area. Editing Products Once added, products appear in the Data Viewer with their details stored in the multiple tabs of the Data Editor where information can be added and edited. To edit information about a product: 1. Select the product 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 product information including: Product: General info about the product. If using AccountEdge or QuickBooks integrations, the Item # field should be filled in. The Type selection determines how your product is handled in a purchase order or inventory basis. For example, Service does not have an inventory component. If you package items together for sale, identify individual pieces as Components and then the packaged group as a Product Built out of Components. The Weight field allows you to create a packing slip for an invoice. The quantity label should be filled in if you sell in multiple units. For example, if you sell your items by the pallet, this will display the quantity as 2 pallets when pallets is entered in this field. Important: The Unit Cost is the amount you would pay for an item. For example, if you were ordering product to replenish inventory, the amount you pay is the Unit Cost. This number will never appear on invoices or sales forms. Page 43 of 70!

44 Important: The List Price is the amount you have appearing on an invoice. When you sell an item, this is the price used. This number will appear on invoices and sales forms. Other: Assign the manufacturer and vendor from the list. They must first be created in the Product Element > Manufacturers (and/or Vendors). If the product requires additional detail or notes by the sales person, check the Require comment box to ensure that the invoice can not be saved without the information required. If the product is something that you sell, the Appears in Sale lists box must be checked. The Development checkbox is if you wish to record issues/ feature requests in the Developer Element regarding the product. Labor: Add labor typically associated with a product. This might be a delivery or installation charge. To add a labor item, employee roles must first be created by your system administrator in the Admin Element. Financial: The Minimum Price area provides a protection to make sure that an item cannot be sold for less than a certain amount. The Asset, Income and Expense Account numbers only apply if integrating with AccountEdge or FirstEdge. The Qty Sold field gives a rough count of the number of times the product has been sold. If you have Commissions Calculated by Product turned on in the Sales Element, you will also be able to set the product s commission rate or amount. Be sure to check the appropriate Taxable box. Finally, you can also establish if a product is taxable when purchased or sold. If you have turned on Tax by Product, you are able to set the product s tax rate. PROFESSIONAL and ENTERPRISE ONLY Docs: Documents associated with that particular product. To add, drag it from you Mac and drop it into the Documents window. Description: General description about the product. You may have this description appear on invoices, estimates, etc by checking the box at the bottom of this section. Custom: Customized categories created by the system administrator or manager. Only the categories that they have created will appear in the Add popup menu. Learn more about categories in the Setting Product Preferences section. PROFESSIONAL and ENTERPRISE ONLY Inventory: If item is not inventoried or is a drop ship item, do not check the Inventoried box. If it is checked, here you can view current inventory levels and the quantity on order. Components: This tab only appears when product is classified as a Product Built out of Components. Clicking Manage allows you to identify the products that make up this packaged product. Developer: Any internal issues or feature requests that have been submitted for this product will appear here. Report one by clicking Add. Issues and features reported are sent to the Developer Element. Projects: List of projects associated with a particular account. Click on the Review button to view additional details about the projects. Have a lot of products? Click on the white arrows at the top right side of the Data Viewer to view multiple pages of your products. Page 44 of 70!

45 Manufacturers and Vendors You can store information about your Manufacturers and Vendors within the Product Element. First, it s important to understand the difference between the two and which you should classify as vendors versus manufacturers within the Product Element. Manufacturers would be companies that make things you use or sell. For example, ABC Company manufactures tables. They do not sell directly to consumers, but rather sell to vendors. Vendors would then sell the tables to the consumer. In Elements, the Manufacturer s section is more of an organized address book of manufacturers that you may need to contact with questions from time to time. You can not create purchase orders or do any other functions with these contacts within Elements. Vendors in Elements CRM are individuals, companies or others that you purchase from. This could be the company you purchase water jugs from for the office, or it could be the supplier of the products that you resell. By classifying a company as a vendor, you then have the ability to create purchase orders for them within Elements. Adding Manufacturers To add a manufacturer: 1. Navigate to the Product Element > Manufacturers > Manufacturer Management. 2. Click on the icon in the lower left side of the Data Editor. If no manufactures are currently entered in the system, an Add Manufacturer button will appear in the middle of the Data Editor. 3. Fill in their name in the box that appears. 4. Click Add or Save & New. Editing Manufacturers Once added, manufacturers appear in the Data Viewer with their details stored in the multiple tabs of the Data Editor where information can be added and edited. To edit information about a manufacturer: 1. Select the manufacturer 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 manufacturer information including: General: General contact info about the manufacturer. More: Additional contact information. Description: Description of the manufacturer. Appears in the Data Viewer list. Notes: Any special notes to store about the manufacturer. Page 45 of 70!

46 Need to delete a manufacturer? Click on the icon to the right of the Manufacturer. Adding Vendors To add a new vendor: 1. Navigate to the Product Element > Vendors > Vendor Management. 2. Click on the icon in the lower left side of the Data Editor. If no vendors are currently entered in the system, an Add Vendor button will appear in the middle of the Data Editor. 3. Fill in the details in the box that appears. 4. Click Add or Save & New. Editing Vendors Once added, vendors appear in the Data Viewer with their details stored in the multiple tabs of the Data Editor where information can be added and edited. To edit information about a vendor: 1. Select the vendor 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 vendor information including: General: General contact info about the vendor. More: Additional contact information. Financial: Stores your balance and credit limit information and allows you to set a few default settings with shipping and terms. Notes: Any special notes to store about the vendor. Next to each vendor, you may see multiple icons. The chart below displays the icons and what each represents. ICON DESCRIPTION Indicates the vendor is active. Click to deactivate. Indicates vendor is inactive. Click to activate. --- Indicates that that information has not been entered for the vendor. Click to send an to the vendor using your mail server. Opens the URL associated with the vendor. Page 46 of 70!

47 ICON DESCRIPTION Indicates the vendor has a Messages account. Click on the icon to initiate a Messages conversation. Deletes the vendor. Protected with Are you sure? alert. Creating Purchase Orders (Managers Only) The Product Element > Purchase Orders tab can only be accessed by system administrators and managers. Those with only User level access can create purchase orders in the Product Element > Products > Product Management by clicking on the Inventory tab of the item they would like to reorder and clicking the Reorder button. Users cannot review or approve purchase orders. How to Create a Purchase Order To create a purchase order: 1. Navigate to the Product Element > Purchase Orders > Add Purchase Order. 2. On the top right side of the screen, change any dates or form numbers, if applicable. 3. Select the vendor in which you are creating the form for. 4. Select the terms. (Terms are created by System Administrators.) 5. In the middle of the header, choose a ship to address. 6. Search for products to add to the purchase order in the Search field, and select them by clicking on the icon just to the right of the product's name. To add a new product on the fly, click on the icon to the right of the Search field. 7. Adjust quantities and the rate if applicable. 8. Add an optional note to appear below the item on the purchase order by clicking on the icon. 9. Enter any credits, shipping charges or taxes. Note: taxes will only auto-fill if the product has been setup as a taxable item when bought in the Product Element and the vendor has been assigned a tax rate in the Product Element > Vendors > Vendor Management under the Financial tab of the Data Editor. 10. Click the Add Purchase Order button. 11. On the Confirmation screen, you can do a variety of functions: Click Send to create an with the invoice attached. Note: your outgoing s settings must be properly set up in the Message Element > Prefs in order for the to send. Click View Purchase Order to view it, to save to your desktop, or to print. Select an optional activity (add a to-do item, etc). 12. Check the box if you wish to create another, and click the Continue button. Page 47 of 70!

48 In the Product Element > Prefs > Settings, you may opt to have Purchase Orders require approval. Checking this box would apply to anyone with User level access. Check the everyone box and it would apply to everyone except for the designated purchase order approver. If you are the employee designated for purchase order approval, you will receive a system message notifying you each time a purchase order is added to this page. These messages can be viewed in the Message Element > Switchboard > System. To approve a purchase order: 1. Navigate to the Product Element > Purchase Orders > Approve. 2. Select the desired purchase order from the list in the Data Viewer. 3. In the General tab of the Data Editor, click on the Edit button found at the very bottom. 4. Review the purchase order, make any necessary changes and click on the Save Purchase Order button. 5. If you wish to open an purchase order and reprint, or duplicate it, click on the associating buttons at the bottom of the Data Editor. 6. In the Appr column of the Data Viewer, to the right of the purchase order, click on the icon to approve it. 7. If you choose to void the purchase order, click on the icon in the Void column. Delete by clicking on the icon. Note: Purchase orders are not able to be edited once saved. The purchase order must be deleted and re-created. Managing Inventory Shipments can be received by administrators, managers and users. Users, however, do not have the ability to adjust inventory. To receive inventory: 1. Navigate to the Product Element > Inventory > Receive Inventory. 2. Click on the correct purchase order in the Data Viewer. 3. Type in the number of items received in the Data Editor. If all items were received, click on the icon in the All column. Once all items have been received, they will be added to the inventory in the Product Element > Products > Product Management and the purchase order will no longer appear on this screen. To adjust inventory (Managers only): 1. Navigate to the Product Element > Inventory > Adjust Inventory. 2. Choose the product to be adjusted. Page 48 of 70!

49 3. Enter the revised amount of inventory and/or the revised amount on backorder. 4. Click on the Adjust button. Using the Marketing Element Exporting Address Lists and Marketing Campaigns The address export function is available for those that wish to send out a mass ing using an marketing campaign program such as MailChimp or Constant Contact. The export is simple. To export addresses: 1. Navigate to the Marketing Element > Lists > Export. 2. Select which Account Type you would like to export. 3. Select if you would like to export only non-active or only deleted records. 4. Check the boxes of the fields you d like to export. 5. Click the Export button. Using the Projects Element The Projects Element (available for Professional and Enterprise Editions) is used to manage both internal projects and those associated with your clients. You can organize information about the people involved, tasks, timelines and documents. Customizing the Projects Element (Managers Only) In the Projects Element > Prefs, you have the opportunity to configure project settings, create stages and build templates. In some of the preference buttons you will see an Update button in the lower right side of the page. Click this button to save any changes. The six preference menus within the Projects Element do the following: 1. Settings Set default project manager: If this applies, select the employee from the list. Set display order: Display projects by index number, project ID or code. Note: code is a field that may be customized on the settings page. Customize the Code label: In project management, it is very common to have a project code. If this does not apply to your processes, you may change the name Page 49 of 70!

50 of the field to whatever you d like. This field appears in the Projects Element > Project, under the Project tab of the Data Editor. Set message options: check (or uncheck) the automated messages project managers will receive in their Message Element with project status updates. 2. Project Categories Categories Under the Projects Element > Prefs > Project Categories, you can create customized categories of information about your projects. This would generally be used as another field of information that does not already exist by default in projects. 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. Note: parent categories are rarely used. Categories can be created in 3 different formats: 1. Free Form - Any text or value can be entered. Most useful when each would be a unique value, or one with many many options. 2. Options - Creates a popup menu of options. Works great for keeping data clean and organized. 3. Date - Creates a date field. Once your categories are created, they can be edited in the General, Options, and Utilities tabs of the Data Editor. To Edit 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. There are multiple tabs in the Data Editor for editing categories including: General: Describes the category and is a place for changing basic settings. Options: Create and edit options for each category (only applies when using Options ). Click Add to add additional categories, the icon to edit them, and the icon to delete the category. Utilities: Used to assign the category to all projects or remove it from all projects. Page 50 of 70!

51 Categories applied to projects appear in the Projects Element > Accounts under the Custom tab of the Data Editor. 3. Project Templates Project templates are templates you create for projects that you commonly complete. How to Create a Project Template To create a project template: 1. Project templates can only be created from duplicating or converting an existing project. If you do not already have a project created, navigate to the Projects Element > Projects > My Projects and create a project. 2. Navigate to the Projects Element > Prefs > Project Templates. 3. Click on the icon in the lower left side of the Data Editor. (If no project templates have been added to the system, click on the Add Template button in the middle of the Data Editor.) 4. In the box that appears, select a source project (which is a project you ve already built) and choose to duplicate the project, or to convert the project into a template. 5. Click on the Create button. Editing Project Templates Information regarding the project template can be added and edited in the different tabs of the Data Editor. To edit information about a project template: 1. Select the project template 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 managing information about the project template including: Project: General info about the project. Assign sales account or product, choose project type (if applicable), enter budget, change managers, etc. People: A list of team members involved in the project. Custom: Customized categories created in the project prefs. Only the categories that have been created will appear in the Add popup menu. Tasks: All items that must be completed for the project. History: Project communication history with clients, sub-contractors, etc. Add a time-stamped note by clicking on the Add button at the bottom of this section. View sales notes by selecting it from the options menu at the bottom right of this section. Docs: Documents associated with that particular project. To add, drag it from you Mac and drop it into the Docs section. Dates: Shows project submission date and place to edit project goal date. Description: General description of the project. Page 51 of 70!

52 Tracks project-specific communications through a tracking token. Generate a token and include it all s you wish to store about the project. Note: Elements Mail must already be setup and operating to use this feature. Need to delete a project template? Click on the icon to the right of the project name. 5. Project Types Project types are categories of projects that you create within Elements to better define your projects. You may create parent project types to define them even further. Project types are an optional feature and are not required to create projects. To create a project type: 1. Navigate to the Projects Element > Prefs > Project Types. 2. Click on the icon in the lower left side of the Data Editor. (If no project types have been created, then click on the Create Project Type button that will appear in the middle of the Data Editor.) 3. Type in the information about your new project type. 4. Click on the Add button when you are finished. Setting a Parent Type allows you to group Project Types together in a list. To edit information about a project type: 1. Select the template 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. To delete a project type, click on the icon to the right of the project type. 6. Task Templates Task templates are templates you create for tasks that you commonly add to projects. Rather than defining the same task over and over, you can define it once here and select the template each time you need to add the task to a project. How to Create a Task Template To create a task template: 1. Navigate to the Projects Element > Prefs > Task Templates. 2. Click on the icon in the lower left side of the Data Editor. 3. Fill out the information in the box that appears. 4. Click on the Add button when you are finished. Once added, you can review and edit information about the task template in the multiple tabs of the Data Editor including: Page 52 of 70!

53 Info: General info about the task. Change owner and other details. Financial: Estimated time and rate, billing settings and task budget. Products: Products required to complete the task. Description: General description about the task. Notes: Notes about the task. Creating and Managing Projects Projects: Users Those with User level access may only view projects that they have been assigned to. To submit a project for approval by a manager: 1. Navigate to the Projects Element > Projects > My. 2. Click on the icon in the lower left side of the Data Editor. (If no projects are currently listed, an Add Project button will appear in the middle of the Data Editor.) 3. In the Elements Setup Wizard that opens, click on the arrow to the right of the status bar to begin creating your project. 4. Enter a project title and select a project template from the Template popup menu, or leave set to None if you wish to create a project from scratch. 5. Enter a description and target date (if applicable). 6. Click on the arrow to the right of the status bar to continue building your project, or click on the Finish button to exit the wizard. 7. If this project is for a particular sales account, select the appropriate account from the popup menu. 8. Click on the arrow to the right of the status bar to continue building your project, or click on the Finish button to exit the wizard. 9. This page is to add people attached to the project. This would be people like the project manager, or employees responsible for some of the project tasks. Highlight an employee (or external person, created in the Admin Element) from the list and assign them a role. 10.Click on the Add button to add the person to the project template. 11.Follow the same process to continue adding people. Click on the icon to the right of the person to remove them from the project. 12.Click on the arrow to the right of the status bar to continue building your project, or click on the Finish button to exit the wizard. 13.To define the individual tasks of the project, enter the title, owner (or employee responsible), and any applicable scheduling information. To add a task template that has already been created, click on the Add from template button at the top of this window. 14.Follow the same process to continue adding tasks. Click on the icon to the right of the task to remove it from the project. 15.Click on the arrow to the right of the status bar to continue building your project, or click on the Finish button to exit the wizard. 16.If products are required to complete any of the tasks, enter those details on the Define Products page. Page 53 of 70!

54 17.Follow the same process to continue adding products. Click on the icon to the right of the product to remove it from the project. 18.Click on the arrow to the right of the status bar to continue to the final page. 19.On the Finish page, the Create button. 20.Create another or close out of the wizard. Once the project has been approved, it will appear in your project list. (If your system administrator does not require project approval, it will appear immediately.) You as a user can view all tabs of the Data Editor, however you only have access to edit some of the tabs. The multiple tabs in the Data Editor describing each project include: Project: General info about the project. People: A list of team members involved in the project. Custom: Customized categories created in the project prefs. Only the categories that have been created will appear in the Add popup menu. Tasks: All items that must be completed for the project. Click on the Manage button to manage tasks. History: Project communication history with clients, sub-contractors, etc. Add a time-stamped note by clicking on the Add button at the bottom of this section. View sales notes by selecting it from the options menu at the bottom right of this section. Docs: Documents associated with that particular project. To add, drag it from you Mac and drop it into the Docs window. Dates: Shows project submission date and a place to edit the project goal date. Description: General description of the project. Messages: Use to send internal project messages which users receive in the Message Element. Developer: Any internal issues or feature requests that have been submitted for this project will appear here. Report one by clicking Add. Issues and features reported are sent to the Developer Element. Tracks project-specific communications through a tracking token. Generate a token and include it all s you wish to store about the project. Note: Elements Mail must already be setup and operating to use this feature. Projects: Managers All company projects are listed in the Projects Element > Projects > Company and projects that you have been assigned to are listed in the Projects Element > Projects > My. Declined, completed or cancelled projects are listed in the Projects Element > Projects > Inactive. When Users submit projects, they will be sent to the Projects Element > Projects > Review. If you are the manager of the project, approve or decline projects by selecting your choice from the popup menu in the Project tab of the Data Editor. If you are not the default manager but would like to approve or decline the project: Page 54 of 70!

55 1. Change the manger to yourself in the Project tab. 2. Select to approve or decline the project. This extra step is necessary so that Elements CRM can keep track of who approved or declined each project. How to Create a New Project To create a new project: 1. Navigate to the Projects Element > Projects > My. 2. Click on the icon in the lower left side of the Data Editor. (If no projects are currently listed, an Add Project button will appear in the middle of the Data Editor.) 3. In the Elements Setup Wizard that opens, click on the arrow to the right of the status bar to begin creating your project. 4. Enter a project title and select a project template from the Template popup menu, or leave set to None if you wish to create a project from scratch. 5. Enter a description and target date (if applicable). 6. Click on the arrow to the right of the status bar to continue building your project, or click on the Finish button to exit the wizard. 7. If this project is for a particular sales account, select the appropriate account from the popup menu. 8. Click on the arrow to the right of the status bar to continue building your project, or click on the Finish button to exit the wizard. 9. This page is to add people attached to the project. This would be people like the project manager, or employees responsible for some of the project tasks. Highlight an employee (or external person, who are created in the Admin Element) from the list and assign them a role. 10.Click on the Add button to add the person to the project template. 11.Follow the same process to continue adding people. Click on the icon to the right of the person to remove them from the project. 12.Click on the arrow to the right of the status bar to continue building your project, or click on the Finish button to exit the wizard. 13.To define the individual tasks of the project, enter the title, owner (or employee responsible), and any applicable scheduling information. To add a task template that has already been created, click on the Add from template button at the top of this window. 14.Follow the same process to continue adding tasks. Click on the icon to the right of the task to remove it from the project. 15.Click on the arrow to the right of the status bar to continue building your project, or click on the Finish button to exit the wizard. 16.If products are required to complete any of the tasks, enter those details on the Define Products page. 17.Follow the same process to continue adding products. Click on the icon to the right of the product to remove it from the project. 18.Click on the arrow to the right of the status bar to continue to the final page. 19.On the Finish page, the Create button. Page 55 of 70!

56 20.Create another or close out of the wizard. Once created, you will see the multiple tabs in the Data Editor for managing each project, including: Project: General info about the project. People: A list of team members involved in the project. Custom: Customized categories created in the project prefs. Only the categories that have been created will appear in the Add popup menu. Tasks: All items that must be completed for the project. Click on the Manage button to manage more detail. History: Project communication history with clients, sub-contractors, etc. Add a time-stamped note by clicking on the Add button at the bottom of this section. View sales notes by selecting it from the options menu at the bottom right of this section. Docs: Documents associated with that particular project. To add, drag it from you Mac and drop it into the Docs window. Dates: Shows project submission date and a place to edit the project goal date. Description: General description of the project. Messages: Use to send internal project messages which users receive in the Message Element. Developer: Any internal issues or feature requests that have been submitted for this project will appear here. Report one by clicking Add. Issues and features reported are sent to the Developer Element. Tracks project-specific communications through a tracking token. Generate a token and include it all s you wish to store about the project. Note: Elements Mail must already be setup and operating to use this feature. To edit information about a project: 1. Select the project 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. To delete a project, click on the icon to the right of the project in the Data Viewer. Managing Project Tasks For both managers and users, managing tasks is the same. How to Add a Task to a Project To add a new task: 1. Navigate to the Project Element > Projects > Company (or My). 2. Select the project you would like to add a task to in the Data Viewer. 3. Then, in the Tasks tab of the Data Editor, click on the Manage button. 4. You will be brought to the Task Management page. Click on the icon in the lower left side of the Data Editor. Page 56 of 70!

57 5. In the window that appears, either choose a task template or enter in the title of a new task. Select the owner and enter in any notes and other details that apply. 6. Click on the Add button. Once added, tasks can be edited and managed from within this management page. To edit a task: 1. Select the task from the list 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. 4. As progress is made on a particular task, select an option from the Status popup menu in the Info tab of the Data Editor. Then, you may also move the progress bar to reflect the current progress status. There are multiple tabs in the Data Editor of the Task Management page, including: Info: General details, where status updates are defined. Financial: Estimated time and rate as well as task budget. Products: Products required to complete task. Includes auto-buy option. Description: General description about the task. Notes: Notes about the task. Reports: Generates task reports and purchase schedules for products required. To leave the Task Management screen and get back to the main Projects screen, just click on the snap back button in the blue header at the top of the Data Viewer. Tasks you are assigned to are also listed in the Projects Element > Projects > Task List and the editing process is the same as described above. This list is a consolidation of all project tasks you have been assigned to and are not yet complete. Project Reports Always know the status of your projects by generating project reports anytime you need them. To generate a project report: 1. Navigate to the Projects Element > Reports. 2. Select the report you would like to run from the popup menu including: all or single project summaries, project bill or budget summaries, or task, risk and employee summaries. 3. Click Run Report to generate the report. Page 57 of 70!

58 Using the Finance Element The Finance Element s primary function is integration with your existing accounting program. This integration supports AccountEdge, FirstEdge and QuickBooks for desktop. Also within the Finance Element you may store details about company assets and generate tax reports. Typically, only a few select employees would have access to this Element. The Finance Element is available for Professional and Enterprise Editions only. Finance Preferences (Managers Only) In the Finance Element > Prefs, you have the opportunity to configure several preferences 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 preference menus within the Finance Element do the following: 1. Settings Activate sales tax calculation by product, not location. Also available in the Sales Element > Prefs > Account Settings. 2. Payment Terms View, edit and add new payment terms (Payment terms can also be created in the Product Element > Prefs > Payment Terms and the Sales Element > Prefs > Payment Terms). 3. Asset Types Enter and activate up to 6 general categories for asset types. AccountEdge (and FirstEdge) Integration The Elements CRM AccountEdge integration allows you to export important data you ve entered in Elements CRM into an AccountEdge format, ready to import directly into your AccountEdge file. From Elements, you may export: Sales accounts (new customers info, etc) Vendor information Employee information Products Purchase Orders Invoices and Sales Orders Page 58 of 70!

59 Once you ve set up your AccountEdge access information in Elements, the posting of data is a quick and simple task. To set up your company s AccountEdge file in Elements: 1. Navigate to the Finance Element > Account Link > Settings. 2. Choose the application (AccountEdge or FirstEdge). 3. Select the localized version (United States, Canada, or Australia). 4. Select how invoices are posted. You may post them as either invoices or orders when importing into AccountEdge. 5. Enter the appropriate account numbers. If you have more specific account numbers by product, enter those in the Product Element > Products > Product Management in the Financial tab of the Data Editor for each product. Be sure to check with your bookkeeper or accountant if you are unsure of what account numbers to enter. 6. Click on the Update button to save your information. Posting Data Once your company information has been setup, you can begin exporting information you ve entered in Elements CRM, ready to import into your AccountEdge file. To post data into AccountEdge: 1. Navigate to the Finance Element > Account Link > Post. 2. Choose what you would like to post from the popup menu. 3. Select, if applicable, what specifically you wish to export. 4. Click on the Post button. If records have been found based on the criteria you have set, an Elements Alert will notify you that the post is complete and where to find the file. Click the Open Folder button to navigate directly to the file. 5. Launch AccountEdge. 6. From the File menu, select Import Data and then select specifically which data you are importing (such as customer cards or item sales). 7. Import the file exported from Elements CRM using the pre-selected format fields in AccountEdge. Important Note: When using discounts while creating invoices, they must be entered as a percentage versus an amount to allow AccountEdge or FirstEdge to properly import the discount. If entering in a dollar amount of a discount, you must manually adjust each item in AccountEdge or FirstEdge after posting invoices. QuickBooks Integration The Elements CRM Quickbooks integration allows you to export important data you ve entered in Elements CRM into a Quickbooks format, ready to import directly into your Quickbooks file. Page 59 of 70!

60 To set up your company s QuickBooks data within Elements: 1. Navigate to the Finance Element > Account Link > Settings. 2. Select QuickBooks from the External application menu. 3. Enter your account #s to ensure proper posting. 4. In the Elements CRM > Preferences > Advanced area, make sure you have identified the correct version of Quickbooks you are using. This menu appears at the very top left of your Mac when Elements CRM is running. 5. Click on the Update button. Posting Data Once your company information has been setup, you can begin exporting information you ve entered in Elements CRM to be imported into your QuickBooks file. To post data into Quickbooks: 1. Navigate to the Finance Element > Account Link > Post. 2. Choose what you would like to post from the popup menu. 3. Select, if applicable, what specifically you wish to export. 4. Tell QuickBooks what to do with duplicates by making a selection from the Duplicate processing options menu. 5. Click on the Post button. 6. If records have been found based on the criteria you have set, an Elements Alert will notify you that the post is complete and where to find the file. Click the Open Folder button to navigate directly to the file. 7. Launch Quickbooks and import the newly created file. Asset Management In the Finance Element > Assets, store important details about your company s assets including things like purchase and replacement date, vendor, location, serial number, replacement cost and others. In the Finance Element > Prefs > Asset Types, you can define the names of up to 6 main account types. To add an asset from the Asset page: 1. Click on the icon in the lower left side of the Data Editor. (If no assets have been created, click on the Create Asset button in the middle section of the Data Editor.) 2. Enter known details about the asset in the window that appears. 3. Click on the Add button to save the asset. Once created, details can be added in the different tabs of the Data Editor, including: General: Standard details about the asset. Units: List of serial numbers and cost of each individual unit owned. Click on the icon to edit a unit and the icon to delete one. Page 60 of 70!

61 Documents: Drag and drop docs to attach to an asset. Description: General description about the asset. To edit an asset: 1. Select the asset 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. Tax, Asset and Aging Reports Reports can be generated in the Finance Element > Reports > General. To generate a report, click on the appropriate button to the right of the report name. Using the Developer Element The Developer Element is designed to help you manage the development of products. You can keep track of issue reports and feature requests that will all contribute to your product development process. Configuring the Developer Element Within the Developer Element, you can configure how issue reports and feature requests are assigned. To configure: 1. Navigate to the Developer Element > Prefs > Settings. 2. Use the popup menus to select who will be responsible for issues and requests. 3. To customize the classification of features requested, enter in the feature types that apply to your company and products in the allotted fields. 4. Click on the Update button to save your changes. Submitting Issues The Developer Element > Issues is where all issues (or bugs) are reported in the product development process. Issues are also reported in the IT/MIS Element > Issues. To add a new issue: 1. Navigate to the Developer Element > Issues > Add Issue. 2. If applicable, select what the issue is involving: account, product or projects. 3. Define the severity and importance of the issue by selecting the options from the different menus. 4. If you already know who is assigned this issue, select them. If not, the issue will be sent to the Developer Element > Issues > Assign, where they await to be assigned to an employee. Page 61 of 70!

62 5. Enter a detailed description of the issue and drag and drop an attachment if you have one that will help describe the issue. 6. Click on the Submit button. To assign an issue: 1. Navigate to the Developer Element > Issues > Assign. 2. Select the issue from the list in the Data Viewer. 3. In the Data Editor (lower half of screen), under the Issue tab select the employee responsible from the Assigned to options menu. You may also select the department and rating from here. Once the page has refreshed, the issue will be moved out of the Assign list and appear in the list it was assigned to. Completing Issues (Developers and Managers Only) As the person responsible for managing a particular issue, you have tools available in the Developer Element to assist in keeping this process organized. Issues are first organized by assignments. The different tabs found within the Developer Element > Issues list the following: Add Issue: Where a new issue can be submitted. Admin: All unfinished issues including assigned and unassigned. Assign: Issues that have not yet been assigned to anyone to complete. Company: Unfinished assigned issues. My: Issues that you have been assigned to. Completed: Issues that have been marked as complete. Reports: Report generator. To manage a specific issue, navigate to the page it is listed under in the Developer Element > Issues. Select the issue from the list in the Data Viewer. It can then be managed through the different tabs of the Data Editor including: Issue: General info on priority, verification and completion. Click PDF icon to open the issue description in a document. Select an option from the Completed field to mark the issue as complete. Messages: Uses the Message Element; send messages with questions regarding an issue through here. Solution: Prior to marking an issue as complete, enter in a description of the solution for the recipient to receive. Stats: Shows # of days the issue has been active. Managing Feature Requests Just how issues are reported, features can be requested as well. This is managed within the The Developer Element > Features. Features can be requested here as well as in the Sales Element. The process of managing features follows the same process as managing issues, so follow the process described above for further detail. Page 62 of 70!

63 Using the IT/MIS Element The IT/MIS Element offers you tools that will help organize your company s network, hardware and software assets. Managing Locations and Vendors Company locations and vendors can be managed in the Preferences of the IT/MIS Element. Although locations are typically added in the Admin Element and vendors are typically added in the Product Element, they are also editable here for convenience of the IT department because they may not have access to the other Elements. To add a location: 1. Navigate to the IT/MIS Element > Prefs > Manage Locations. 2. Click on the icon in the lower left side of the Data Editor. 3. Enter in the information about the location in the box that appears. 4. Click on the Add button. 5. Once added, information can be added and edited in the Data Editor. Note: Locations can also be added in the Admin Element. To add a vendor: 1. Navigate to the IT/MIS Element > Prefs > Vendor Management. 2. Click on the icon in the lower left side of the Data Editor. 3. Enter in the information about the vendor in the box that appears. 4. Click on the Add button. 5. Once added, information can be added and edited in the Data Editor. Note: Vendors can also be added in the Product Element. Managing IT Assets Under the IT/MIS Element > Assets, you can keep track of your company s important technology assets. To add network equipment, hardware or software to your inventory, the process is the same. Simply navigate to the page you would like to add equipment to (navigate to Software to add software, etc.) 1. Click on the icon in the lower left side of the Data Editor. 2. If no assets have been added to the system, a Create Asset button will appear in the middle of the Data Editor. 3. In the form that appears, enter the information. 4. Click on the Add button to save your changes. Page 63 of 70!

64 Once added, assets will appear in the Data Viewer. To view more details or edit information about an asset: 1. Select the asset from the list 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. To delete an asset from your inventory, click on the equipment s name in the Data Viewer. icon just to the right of the Managing Important Passwords Remembering passwords to the many important accounts your company needs to access can be a problem, especially when multiple people in your organization need to access them. The password management in the IT Element is a fantastic tool for storing this important information. To add a new password: 1. Click on the icon in the lower left side of the Data Editor. If no passwords have been entered in the system, a Create Password button will appear in the middle of the Data Editor. 2. Fill in the details of the password in the box that appears. 3. Click Add to save the new password. Once saved, details can be viewed and edited in the Data Editor. To edit a password: 1. Select the password in the Data Viewer. 2. Click in the field you want to update in the Data Editor and begin typing. 3. Click on the icon to save your changes or the icon to reset the field. Notes about the password can be added in the Notes tab of the Data Editor. To delete a password, click on the icon to the right of the password in the Data Viewer. Using the Documents Element The Documents Element (available for Professional and Enterprise Editions) is a repository for you and your colleagues to store various documents and files that you can access remotely through Elements. No more worrying about accessing that document Betty Lou saved on her desktop before leaving for vacation. If she saved it in the Documents Element, everyone in your company can access it. There are a few different pages in the Documents Element: Page 64 of 70!

65 My Documents: personal documents that only you would like to have access to. Department Documents: documents that should be shared with just the department you have been assigned to by your system s administrator. Company Documents: documents that should be shared with the entire company. Element Documents: central repository of documents that have been attached to sales accounts, products and projects. These documents also appear within the record they were added to. Adding Documents To add a document: 1. Navigate to the area you would like to place the document. For example, if you want to add a template that your entire company needs access to, navigate to the Documents Element > Document Management > Company Documents. 2. Drag the file from your desktop, or wherever it is saved on your computer, and drop it in the Elements window. The file will automatically upload. Information about the document can be viewed in the Data Editor including: Information: allows you to change sharing permissions, rating, the title and more. Description: general description of the document. Versions: if your company uses version tracking, this tab would store previous versions of the document. Click on the Download button to view the document. Version tracking is turned on in the Admin Element. To change the title or source of the document: 1. Select the document from the Data Viewer. 2. In the Info tab of the Data Editor, simply click in the Title field and begin typing. 3. Click on the icon to save your changes or the icon to reset the field. Downloading and Sending Documents To download a file to your Mac, click on the icon to the right of the file. the document by clicking on the icon. Delete a document by clicking on the icon to the right of the document name in the Data Viewer. Using the Reports Element!! Use the Reports Element to generate important reports included products, financial aging reports and project reports. The Reports Element is available for Professional and Enterprise Editions only. Page 65 of 70!

66 To generate a report: 1. Navigate to the report type in the Reports Element. For example, Reports > Finance. 2. Click the button to the right of the report you wish to generate. Custom reports can be built upon request for a small fee. Custom reports can be useful to view the information on a single report that is relevant to your specific business and needs. Navigate to the Reports Element > Custom > Reports and click on the Get a Quote button to submit a request. Using the Designer Element!! The Designer Element allows you to design forms created within Elements including Estimates, Invoices, and reports. The Designer Element is available for Professional and Enterprise Editions only. In the Designer Element > Forms, you have the opportunity to configure several preferences in regards to your forms. When making changes in any of the preference menus, be sure to click on the Update button when finished. The different settings within the Designer are used to configure the following: 1. Setup Enter company location and contact information. Enter default legal terms that will appear at the end of estimates and invoices. 2. Logo Upload a company logo to appear on forms by dragging it from your Mac into the upload area. 3. Color Choose the accent color for forms and reports from the color chart or click Custom to define your own. 4. Options Rename forms. For example, maybe you prefer the term Quote over Estimate. Activate or inactive form types. If your company does not use confirmations as a middle stage between estimates and invoices, for example, inactivate it by checking the box. Enter default footers and default memos to appear on different form types. Set numbering and tax preferences. Define which data appears on all forms (i.e. company address, country, etc). 5. Expert - Online Payments Page Define site name for online payments page (applies only if credit card processing has been setup through the Payments Element > Online Payments). An example site name might be (your company name) Online Payments Page 66 of 70!

67 Set accent color for online payments page using HTML color codes. Click here for a list of HTML color codes. 6. Preview View a preview of your forms. Note: your logo will not appear on the preview. Using the Payments Element!! The Payments Element is available in the Enterprise Edition only of Elements CRM. It is used to setup credit card processing and online payments. Online payments is a feature that allows you to send a link to a secure webpage to clients where they may enter their credit card information to pay the balance on their account. Visit the Online Payments setup once you have completed setting up credit card processing. Credit card processing and online bill pay require an Authorize.net Merchant Account or a PayPal Payments Pro Account. How to Setup Online Payments and Credit Card Processing To configure your online payments web-page: 1.Navigate to the Payments Element > Credit Cards > Setup. 2.If you haven t already signed up for one of the integrated credit card processing services, do so from this setup page. 3.Navigate to the Payments Element > Credit Cards > Options. 4.Check the box if you wish to allow online payments and click on the Update button to save your changes. 5.Navigate to the Payments Element > Credit Cards > Processing. 6.Check the box to allow credit card processing within Elements. 7.Select which cards your company accepts. 8.From the Process with menu, choose either Paypal or Authorize.net. 9.If using Authorize.net, enter your API Login and Transaction Key. (These can be acquired by logging into your Authorize.net merchant account and navigating to Account > Settings > API Login and Transaction Key. If using PayPal, enter your Vendor ID (Merchant Login) and password. 10.Choose a processing method. By choosing to process later, you will need to manually process all credit card payments as a batch, via your credit card processor. This cannot be processed within Elements. 11.Select additional security options. 12.Click on the Update button. Navigate to the Payments Element > Credit Cards > Preview for a preview of what your online payments page will look. To customize the Online Payments page, visit the Designer Element > Forms > Expert. The accent color and logo settings displayed here are defined within the Designer Element. Page 67 of 70!

68 Using the Backup Element! The Backup Element is designed to provide extra data protection. By subscribing to the Backup Service, backup instances of your data are saved so that you may rollback to a previous date or compare data as needed. For example, say a disgruntled employee manipulates and deletes data within Elements before leaving your organization. With the Backup Service, you are able to roll back to a previous date, prior to the data destruction made by your employee. To active the Backup Service: 1. Navigate to the Backup Element > Backup > Data. 2. Click on the Activate button. Ntractive will receive a notification upon clicking the Activate button and begin the setup process. You may choose the frequency of your 12 saved backup instances and this can be discussed with your Ntractive Representative. For example, you may have your data saved two times per month for the past six months, or once per month for the past 12 months, or once per day for the past 12 days. By subscribing to the Backup Service, you are also provided with access to additional export features. Activation is required before accessing this feature. To export data: 1. Navigate to the Backup Element > Export > Data. 2. Click the Export button to the right of the data you wish to export Using the Utilities Element!! The Utilities Element provides mass deletion of records that may have been entered in error as well as the ability to sign up for import services. This Element is available for Professional and Enterprise Editions. Deleting Records To mass delete data within Elements CRM: Page 68 of 70!

69 1. Navigate to the Utilities Element > Delete > All. 2. Check the Delete All button to the right of the data type you wish to delete. A backup file will be generated before completing the deletion process. Note: Mass deleting of records cannot be undone. Check out the section on the Backup Element to learn more about backup options. Importing Data Imports are performed by Ntractive Technicians. To hire Ntractive to import your data: 1. Navigate to the Utilities Element > Service > Import Service. 2. Enter you name, and or phone number. 3. Type in a brief message and click the Submit button. After clicking the Submit button, your credit card will be charged the $100 import fee and an Ntractive Representative will contact you shortly. Be sure to have your file cleaned up, deleting any unwanted columns and making sure fields are not co-mingled together. Ntractive accepts csv files only. Elements CRM Connect!! The Connect Element is available for Professional and Enterprise Editions. It allows you to connect your website with Elements CRM. An SDK (Software Development Kit) guide for your company s web developer can be found in the Connect Element > SDK and lists the details for importing general lead contact info gathered from your website, and importing the data into Elements CRM. Paid support is available if your web developer has questions on how to build the integration. If you d like additional data imported from your website other than basic contact info, navigate to the Connect Element > Custom Integration to get a quote.!! Activating Elements CRM Mobile Page 69 of 70!

70 ! Elements CRM Mobile is a mobile package that provides you with access to all mobile versions of the Elements CRM app. By activating the mobile service, you are allowing all of your users to download and access Elements CRM from the iphones, ipads and iphone touch. Elements CRM Mobile is an additional $10/user/month fee. By activating the service, the additional fee is charged to all active users of the system, regardless of whether or not they use the mobile access. Please seek permission from your system administrator before activating the service. To activate Elements CRM Mobile: 1. Navigate to the Mobile Element > Service > Mobile Plan. 2. Click on the Activate button. The button will remain on the page. There s no need to click it again. Simply refresh the page and you will see the button disappear and a notification appear that states the service is now active. ipad The Elements CRM ipad app is a mirror image of the desktop app, providing many of the same features. Of course, since it s built on an entirely different operating system, a few things will not be the identapple Calendar. Here s a list of the main differences: URL links open an inline popup window within Elements. Clicking on addresses launches inline (you never have to leave the Elements app to send an ). Posting to Apple Calendar is an inline calendar popup bridging to Apple Calendar. Opening documents is in an inline popup window: pdf, jpeg, giff, png, txt, rtf A few functions are not available, including adding new users/employees to Elements CRM and exporting files. iphone The Elements CRM iphone app is limited in functionality due to the screen size and operating system. Anything you need to do on the go, you can do from the iphone app including the ability to view, add and edit contacts, view tasks and to dos, send internal messages, send s to leads and clients, view maps to different locations, etc. Conclusion We hope this product manual has helped you better take advantage of the many features and benefits of Elements CRM. Have a support plan? Contact our expert support team whenever you need a little extra help. [email protected] Page 70 of 70!