Document Ref: OA_CE-MK006 (PDR 23414) Date: Oct-21-2014 Document Version: 1.0 Modules Affected: Regions: CRM / Marketing All Earliest available version of COINS: COINS OA v11.02 Documentation Updated: This document may contain information that is not incorporated into the documentation, such as procedures and sample reports, so you may want to keep a copy for future use. An archive of CE documents is available on the COINS web site Client Area. Construction Industry Solutions 6 Airport Park Blvd. Latham, NY 12110 2014 Construction Industry Solutions
Contents 1 Overview... 3 2 Configuration... 3 2.1 Parameters... 3 2.2 Add/Remove Opportunities... 4 2.3 Email Notifications... 4 2.3.1 Add CRM Personnel to Opportunity... 4 2.3.2 Remove CRM Personnel from Opportunity... 5 2.3.3 Change CRM Personnel Role on Opportunity... 6 2.4 Add Records to My CRM... 6 2.4.1 Add Company, Contact, Opportunity, or Event after Updating... 6 2.4.2 Add Opportunity s Company and Contact... 6 Construction Industry Solutions, Oct-21-2014 Page 2 of 6
1 Overview A number of new MK parameters have been added to the CRM/Marketing module to improve My CRM functionality. Depending on how these parameters are set up, changes to records in the MK Opportunities (Projects) Workbench (such as additions, updates, removals) can automatically update an individual user s My CRM. Email notifications regarding these changes can also be sent out automatically to appropriate personnel. The enhancements that have been made to improve the My CRM functionality are explained in detail in this document. 2 Configuration 2.1 Parameters The following parameters in CRM > Setup > Configuration > MK Parameters have been added to the CRM module to allow for My CRM enhancements. Parameter MYCRMPROJADD MYCRMPROJREMV MYCRMPROJADD2 MYCRMPROJADD3 MYCRMPROJEMAIL1 MYCRMPROJEMAIL2 MYCRMPROJEMAIL3 Description Use this parameter to add an Opportunity to the My CRM of Personnel after adding them to an Opportunity. Use this parameter to remove an Opportunity from user s My CRM after removing them (personnel) from an Opportunity. Use this parameter to add a Company, Contact, Opportunity, or Event to My CRM after updating a record. Use this parameter to add an Opportunity s Contacts and Companies to the assigned personnel s My CRM. Use this parameter to send email notifications to Personnel when they are added to an Opportunity. Use this parameter to send email notifications to Personnel when they are removed from an Opportunity. Use this parameter to send email notifications to Personnel when their role on an Opportunity has been changed. Construction Industry Solutions, Oct-21-2014 Page 3 of 6
2.2 Add/Remove Opportunities When any Personnel (who are OA users) are added or removed in the MK Opportunities (Projects) Workbench, the parameters below determine whether the Opportunity is automatically added/removed from their My CRM. If MYCRMPROJADD is set to Y, and CRM Personnel are added to an Opportunity, the Opportunity is automatically added to each person s My CRM. If MYCRMPROJREMV is set to Y, and CRM Personnel are removed from an Opportunity, the Opportunity is automatically removed from each person s My CRM. 2.3 Email Notifications 2.3.1 Add CRM Personnel to Opportunity When CRM Personnel are added to an Opportunity, the MK/MYCRMPROJEMAIL1 parameter determines whether an email is sent to notify users of their role in the Opportunity. If MYCRMPROJEMAIL1 is set to Y, email notification is sent to all Opportunity Team Personnel (OA users only). It will not be sent to a user who assigns him/herself to a record. If MYCRMPROJEMAIL1 is set to N, email notification is not sent. The basic format of the email notification is shown below. Email Subject COINS CRM Opportunity Assignment: {pij_dispno} {pij_name} Email Body <Link to Opportunity> Opportunity Name: Status: Sub Status: #: Assignee: Opportunity Role: [ClientLabel1]: Contact: [ClientLabel2]: Contact: PRIMARY PERSONNEL Construction Industry Solutions, Oct-21-2014 Page 4 of 6
Sales Rep: [Personnel Role 2]: [Personnel Role 3]: [Personnel Role 4]: [Personnel Role 5]: [Personnel Role 6]: Quals Due: Bid Due: Bid Value: Job Value: NOTES Date: Author: Note: Date: Author: Note: 2.3.2 Remove CRM Personnel from Opportunity When CRM Personnel are removed from an Opportunity, the MK/ MYCRMPROJEMAIL2 parameter determines whether an email is sent to notify users of the removal. If MYCRMPROJEMAIL2 is set to Y, email notification is sent to all Opportunity Team Personnel (OA users only). It will not be sent to a user who assigns him/herself to a record. If MYCRMPROJEMAIL2 is set to N, email notification is not sent. The basic format of the email notification is shown below. Subject COINS CRM Opportunity Assignment Removed: Email Body [Full Name] has been removed from as. Construction Industry Solutions, Oct-21-2014 Page 5 of 6
2.3.3 Change CRM Personnel Role on Opportunity When a CRM Personnel role is changed, the MK/ MYCRMPROJEMAIL3 parameter determines whether an email is sent to notify users of the role change. If MYCRMPROJEMAIL3 is set to Y, email notification is sent to all Opportunity Team Personnel. It will not be sent to a user who updates the record. If MYCRMPROJEMAIL3 is set to N, email notification is not sent. The basic format of the email notification is shown below. Subject COINS CRM Opportunity Assignment Change: Email Body <Link to Opportunity> Assignee: Updated Opportunity Role: DISPLAY FULL FIRST & LAST NAME Opportunity Name: Status: Sub Status: #: 2.4 Add Records to My CRM 2.4.1 Add Company, Contact, Opportunity, or Event after Updating When you update/edit a Company, Contact, Opportunity, or Event record, the record is also automatically added to your My CRM when the MYCRMPROJADD2 parameter is set to Y. This includes any subrecords, such as Notes and Journals. 2.4.2 Add Opportunity s Company and Contact When an Opportunity is added to your My CRM (manually or automatically), and the MYCRMPROJADD3 parameter is set to Y, the Companies and Contacts of that Opportunity are also added to your My CRM. Construction Industry Solutions, Oct-21-2014 Page 6 of 6