Security and
Setup
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CRM (Client Relationship Management) provides quick and easy access to the details and activities associated with both existing and new business customers. Use this feature to manage information and details associated with contracts, opportunities and activities for both new business and existing customers.
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From the Webvantage Main Menu, select Desktop.
From the Applications section of Desktop, select CRM Central to display the CRM Central application. CRM Central displays a list of all the CRM activities by Client, Division and Product along with the following:
Account Executive |
New Business |
Inactive |
Last Activity Date |
Last Activity Type |
Last Activity Subject |
Filter - To limit CRM Central records, use the text input boxes above each column and click on the filter icon to select the type of filter.
Sort - Click on the Ascending arrow to sort the column in an ascending order. Once in an ascending order, the arrow changes to Descending. Click on the Descending arrow to display the column in descending order. The Sort criteria will remain each time the user logs into Webvantage (until the browser's cache is cleared).
Change Page - Use the Change page navigational arrows to view all records.
Page Size - Use the dropdown to change the number of records to display.
From the main toolbar, the following options are available:
To generate a summarized list of all CRM activities highlight the record and click the Export button. The export is based on the 'filter' selected. What is displaying on the CRM Central screen will be included in the export. Example: If 'New Business' filter = Yes - then only clients marked as 'New Business' will be displayed on the screen and in the export.
The following information will be displayed:
Client Code |
Client Name |
Division Code |
Division Name |
Product Code |
Product Name |
Office Code |
Office Name |
Account Executive Code |
Account Executive Name |
New Business indicator |
Is Active indicator |
Last Activity Date |
Last Activity Type |
Last Activity Subject |
Last Contact Date |
To generate a printed report for a Client/Division/Product, highlight the Client and click the Print button.
On the Product Reports popup, select the Report Format and the Product.
Report Formats - Select report type - options are 'Detail', 'Client Contract and Opportunity Detail' and 'CRM Detailed Information'.
Product - Select the product. Multiple Products may be selected and used to generate a single report with all products. The 'Product Detail - 003' report is not available if the user is a 'CRM User'.
There are three variations for the display of information in CRM Central. In the toolbar select:
Show Codes - Select to display the Client, Division, Product, Office and Account Executive codes (not the descriptions). This is the default display.
Show Descriptions - Select to display the Client, Division, Product, Office and Account Executives descriptions (not the codes).
Show Both - Select to display both the code and description for the Client, Division, Product, Office and Account Executives.
To modify Client detail, highlight a row that has the Client and click the Client button. Make changes as needed and click the Save button. Click here to view Client detail information.
To modify Division detail, highlight a row that has the Client / Division and click the Division button. Make changes as needed and click the Save button. Click here to view Division detail information.
To modify Product detail, highlight a row that has the Client / Division / Product and click the Product button. Make changes as needed and click the Save button. Click here to view Product detail information.
SecurityIn Security | User Setup | User Settings select the 'Is CRM User' option to apply the following rules to this specific user in both Client Maintenance and CRM Central.
SetupClient / Division / Products displayed are also controlled by My Dashboard Definition setup in Maintenance | General | My Dashboard Definition.
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To add or modify the company profile, highlight a row that has the Client / Division / Product and click the Company Profile button. The Company Profile section will display. Make changes as needed or add the company profile by completing the following.
Industry - From the dropdown, select the applicable Industry.
Specialty - From the dropdown, select the applicable Specialty.
Region - From the dropdown, select the applicable Region.
Revenue - Enter the revenue for the Product.
# of Employees - Enter the number of employees for the Product.
Case Study Done - Check this option if a case study has been completed.
Use as Reference - Check this option if able to use the Product as a reference.
Turnover Percent - Enter the Turnover percentage.
Type 1 - 3 - From the dropdown, select the applicable Client Type.
Notes - Enter notes for the Product.
Company Profile Affiliations
Add New Affiliations - From the dropdown, select the applicable Affiliation and click the Add icon.
Multiple Affiliations can be added.
Cancel - To cancel add of new Affiliation, click the Cancel icon in the Affiliations section.
Delete - To remove an Affiliation, highlight the Affiliation and click the Delete icon in the Affiliation section.
When completed, click the Save button. Use the Cancel button to disregard changes.
All future activities are displayed. Activities with less than or equal to currently system date will be displayed in the Last Activity Date columns.
To add an Activity, highlight the row that has the Client / Division / Product and click the Activity Summary button. In the Activity Summary section, enter the following:
Lead Date - Enter the date that the lead was first contacted.
Source - From the dropdown, select the source of the lead.
Last Activity Date - Enter the date of the last activity.
Last Contact Date - Enter the date of the last contact.
Sold Date - Enter the date that the lead was sold.
Lost Date - Enter the date that the lead was lost.
Probability - Select the value of probability.
Rating - From the dropdown, select the rating of the lead.
Current Provider - Enter the name of the lead's current provider.
Total Opportunity - Display field only. The total opportunity will be calculated based on the contract or opportunity details.
Competitor
Add New Competitor - From the dropdown, select the applicable Competitor and click the Add icon.
Multiple competitors can be added.
Cancel - To cancel add of new competitor, click the Cancel icon.
Delete - To remove a Competitor, highlight the Competitor and click the Delete icon.
CRM Activities - Displays a listing of all scheduled calendar activities including 'Call', 'To Do', 'Email', 'Meetings' and 'Diary' entries.
Diary
Add New Diary - To add a new diary entry, click the Add Diary button located below the activity grid. Enter the Subject and Body and click the Save button.
Modify - To modify an existing diary, highlight the diary entry and click the Edit icon in the Activity section. Make changes as needed and click the Save button.
All 'Call', 'To Do', 'Email', 'Appointment' or 'Meeting' calendar activities are set up in Webvantage and will automatically be displayed as CRM activities within Webvantage Calendar.
Add Activity - To add an activity, such as Call, Meeting, To Do, Email, Holiday or Appointment (Personal) highlight the Client and click on the Add Activity button.
When completed, click the Save button to save the changes. Use the Cancel button to disregard changes.
Contracts/Opportunities provides a tool to allow the ability to create, track and maintain contracts for existing clients along with new business opportunities for prospective clients. The contracts and opportunities are stored at the Product level. Contracts are included in the Client's budget, while Opportunities are considered a forecast.
Contracts / Opportunities displays all Contracts / Opportunities in a grid format:
Code - Displays the Contract / Opportunity Code.
Description - Displays the description for the Code.
Is Contract - Indicates if it is a Contract or Opportunity. If it is a Contract a checkmark will display.
Document - If documents have been added to the Contract/Opportunity, the Document icon will display. Hover over the Document icon to indicate the number of documents.
Is Inactive - Indicates if the Contract / Opportunity is inactive. If it i inactive, a checkmark will display.
*Documents added at the Contract, Contract Report and Contract Value Added are only available for viewing while in CRM Central.
The ability to add a new Contract/Opportunity, copy, edit and delete is available.
Add - Click the Add button to add a new Contact/Opportunity. Complete the information and click the Save button. To not create the new Contract/Opportunity, close the Contract popup.
Edit - Select the Contract / Opportunity by clicking on the associated View Details icon. Make changes as needed and click the Save button. To not save changes, close the Contract popup
Delete - Click the Delete icon. A message verifying to delete the contract. Click OK to delete or click Cancel to disregard. To inactivate the record, while editing the Contract, check the Inactive checkbox and click the Save button.
Code - Enter a six-character alpha or numeric code. This field cannot be modified during edit.
New Business - This is a display only field. If the Client is marked as New Business, this option will be checked.
Name - Enter a name for the Contract / Opportunity (maximum 100 characters).
Inactive – When a new Contract / Opportunity is added, it is automatically unchecked indicating that it is active. Check the box to indicate inactive Contract / Opportunity.
Client / Division / Product - These are display only fields.
Contract / Opportunity - Select if this is a contract or an opportunity. If the client is marked as 'New Business' - only the Opportunity option is available.
Start Date - Select the start date for the Contract / Opportunity. This will be used for reporting and automatic alerts (from the Advantage Services application).
End Date - Select the end date for the Contract / Opportunity. This will be used for reporting and automatic alerts (from the Advantage Services application).
Address - This defaults from the Product Address and is display only.
Contract Type - Select if the Contract should be based as Fee or as Project / Hourly.
Blended Hourly Billing Rate - Enter a blended hourly billing rate to be used when estimating project totals.
Values - Enter values based on the expected opportunity or the solidified contract:
Fee / Retainer - This can be updated based on fee break out. Use the Refresh button to update values based on details entered in the 'Service Fee(s)' section.
Fee Incentive / Bonus - Enter the incentive or bonus amount.
Fee Royalty - Enter the royalty amount.
Project / Hourly Total - This can be updated based on the Hours multiplied by Blended Hourly Billing Rate.
Hours - This can be updated and used in Project / Hourly Total calculations.
Media Commission - Enter the total media commission amount.
Production Commission - Enter the total production commission amount.
Total Contract Value - The field provides the sum total value of the contract based on the Hours, Fees and Commissions.
Fee Schedule - To add fee totals by service type, click the *Click here to add a new row row, and enter/select the following. Tab thru the row to add the record.
Service Fee - Select a Service Fee Code from the dropdown. Multiple Service Fee Codes can be added.
Hours - Enter the hours for the service fee selected.
Amount - Enter the amount for the service fee selected. If there is a Blended Hourly Billing Rate entered, this amount will be calculated automatically.
Once completed, the Refresh button (next to the Fee / Retainer field) can be used to re-calculate the values based on service fees entered. To cancel add of new Service Fee Code, click the Cancel icon on the add new row.
To remove an existing Service Fee Code, click the Delete icon on the Service Fee Code row.
Enter comments for the Contract / Opportunity for Billing Rate Comment, Billing Terms, Estimate Terms and general Comments.
Add Employee - To associate an Employee to the Contract / Opportunity, click the *Click here to add a new row row, and select an Employee from the dropdown. Tab thru the row to add the record.
Include in Alert - Select this option if the Employee should receive automatic alerts related to the Contract / Opportunity.
Cancel - To cancel the add of a new Employee, click the Cancel icon in the Add new row.
Multiple Employees can be added.
Edit Employee - To include/exclude the employee from any Alerts, check or uncheck the checkbox. When done, click the Save button.
Delete - To remove an Employee, highlight the Employee and click the Delete icon on the row.
To add a new Report, click the *Click here to add a new row row and enter the following information. Tab thru the row to add the record.
Description - Enter a description for the report.
Frequency - Select a frequency from the dropdown. Frequency is maintained in Advantage | Maintenance | General | Cycle/Frequency. This will be used for reporting and automatic alerts (from the Advantage Services application).
Last Completed Date - Enter the completed date.
Next Start Date - Enter the start date.
Notify Internal Contacts - Select if the internal contacts listed in the Contract / Opportunity should receive alerts.
Employee Code - Select an employee to associate to the Contract / Opportunity.
Alert Days Prior - Enter the number of days that the automatic alert should be generated.
Send Alert Days Prior - Select this option to send the automatic alert before the Contract / Opportunity date.
Send Alert Upon Completion - Select this option to send the automatic alert after the Contract / Opportunity has been completed.
Reports Documents - Select this option to upload multiple documents and/or links to selected contract reports. Use the All or Selected Line Item filter to view documents attached to each report.
Has Document - Indicates if the report has a document added. This is a display only field.
To cancel add of a new report, click the Cancel icon in Add New Row.
To delete a report, select the report and click the Delete icon in the row.
To upload a document to a report, highlight the report and click on the Upload button. Multiple files may be loaded per report. Click here to view how to add or view a document. *Documents added at the Contract, Contract Report and Contract Value Added are only available for viewing while in CRM Central.
After modifications have been made to the Reports, click the Save button.
The reports will be automatically sent to recipients based on the schedule established in Advantage Services under the Contract Tab.
In the Add New row, enter the following. Tab thru the record to add the record.
Short Description - Enter a description of the Value (maximum 100 characters).
Comment - Enter a comment for the value.
Amount - Enter the value amount.
Has Document - Indicates if the report has a document added. This is a display only field.
When completed, click the Add icon.
To cancel the add of a new Value, click the Cancel icon on the Add New row.
To delete an existing Value, highlight the Value and click the Delete icon in the row.
To upload a document to a Value, highlight the report and click on the Upload Documents button. Only one file may be loaded per report.
After modifications have been made, click the Save button.
To upload a document to the Value Added, click on the Upload Documents button and select the file to upload. The option to send an alert to inform of a new document/link added is available on the Document Upload popup.
To download an existing Value-Added document, click the Download button.
To view an existing link in Value Added Documents tab, highlight the link and click the Download button, of if a link, double click on the link.
To delete an existing document or link in Value Added Documents tab, highlight the link or document and click the Delete button.
Click here to view how to add or view a document. *Documents added at the Contract, Contract Report and Contract Value Added are only available for viewing while in CRM Central.
Client Contact may be used to create an on-line directory of Client, Division, and Product contacts phone numbers and addresses in one application.
Use of this application is optional. The address and email information entered here can be used when creating an AR Statement and using the Webvantage Auto AR Statement features.
To add a Client Contact, highlight the Client and click the Add button in the Options tab. Enter the following information on the Client Contact popup:
Client - Displays the Client that the new Client Contact is to be added for. This is a display only field.
Code (Required) - Enter the Contact Code for the Client using up to 6 characters. At this point, the Contact will only be at the Client level.
Additional Client Contact Information - Enter the remaining Client Contact information: Name, Address, Comment etc.
To use the Client's address, check the Copy Address from Client checkbox. This will overwrite all address information already entered.
Enter a comment for the Client Contact (up to 32,000 characters). This comment will be displayed in Webvantage Client Contact view.
To add Divisions and/or Products to the Contact, check the applicable Divisions/Products checkboxes.
Schedule User - By checking this field, it allows the Client Contact to be assigned to tasks with Project Schedule (Webvantage Project Schedule only).
Client Portal User - By checking this field, the Client Contact can be allowed access to Client Portal. (See Webvantage Help / Client Portal Security for additional setup instructions for Client Portal access)
Gets Alerts - Contact will receive Alerts.
Email Recipient - Contact will receive emails.
Inactive - The new Client Contact will automatically be marked as Active (Inactive checkbox unchecked). To mark this contact inactive, check this box.
Once completed click the Save button.
To modify an existing Client Contact, click the magnifying glass for the Client Contact. On the Edit Contact popup, modify the record and when completed, click the Save button.
When a Client Contact is no longer valid, it may be necessary to delete the record from the database. Highlight the Client Contact to be deleted and click the Delete button on the File tab. A message displays to verify that the Client Contact should be deleted. Click Yes to delete the Client Contact, or click No to cancel the deletion.
If a Client Contact is associated with any application, Job Jacket, Project Schedule, A/R Statements or has received/sent an Alert, it cannot be deleted. A message stating that the Client Contact is currently in use and cannot be deleted will display. When this occurs, utilize the Inactive option.
To add a new diary entry, click the Add Diary button. Enter the Subject and Body and click Save.
To modify an existing diary, highlight the diary entry and click the Edit button on the Diary row. Make changes as needed and click the Save button.
All diary entries will be displayed in Activity Summary.
To add an activity, such as Call or To Do, highlight the Client and click on the Add Activity button and enter the following information:
Type - Select the type of activity. Options are Call, Meeting, To Do, Email, Holiday and Appointment (Personal). All 'Call', 'To Do', 'Email', 'Appointment' or 'Meeting' calendar activities are set up in Webvantage and will automatically be displayed as CRM activities within Webvantage Calendar. The additional information to enter will vary based on the Type selected.
Category - Select a category for the activity.
Subject - Enter a short description of the activity.
Start / End / All Day - Enter the start and end date for the activity. If the activity is an all-day activity, check the 'All Day' option.
Priority - Select the priority of the activity. Options are Highest, High, Normal, Low and Lowest.
Reminder - Select a reminder for the activity.
Client / Division / Product - The Client, Division and Product are automatically selected based on the CRM Central selection.
Job / Component - Select a Job and Component if applicable to the activity.
Contact - Select a contact if applicable to the activity.
Function - Select a function if applicable to the activity.
When completed, click the Save button. It will automatically add the activity to the user's calendar (based on Calendar Integration setup).
Select or deselect employees related to the activity.
Enter details related to the activity.
Attachments can be added to the Activity. Click here to view additional information regarding Documents.
Bookmark - click the Bookmark icon to add the CRM Central module to the Webvantage Desktop.
Clear Filters - Click the Clear Filters icon to clear any column filters that are currently selected. The column filter in each column will be highlighted when set. Column filters may also be cleared by using the Clear button in the column filter drop-down.
Security and
Setup