CRM Anywhere
Overview CRMAnywhere is a powerful web-based module designed to give your company transparency and control in tracking your clients’ progress from sales lead to customer. From initial contact to Quote, your sales reps can create Opportunities, track Milestones, plan Activities and meetings that integrate with a Google calendar, and create Quotes for potential clients- all integrated seamlessly with your SAMPro Enterprise database. CRMAnywhere is designed to integrate the work your sales reps do with SAMPro, so your database contains more robust information about the work ALL your employees do.
What Does CRMAnywhere Look Like? SAMPro Contact Group Contact Opportunity Quote Site Creation Work Orders Jobs Flow chart- Contact Group holds Contacts by Company- Contacts beget Opportunities- Opportunities lead to Site Creation, then Quote- Quote Approval leads to Jobs and Wos that reference back to the original Opportunity References the Opportunity
Client Site Template To run CRMAnywhere optimally, you’ll need a Client Site Template dedicated to creating new Sites in CRMAnywhere on the fly. This Template needs to have Site Equipment attached in order to create Quotes. The Site Equipment should not be attached to a Job. The QuoteDefaults tab should also be completed. To avoid Material Price Level difficulties, this Client Site Template should be specially created for CRMAnywhere use only, and the Mat. Price Lvl field on the Contacts tab of the Template should be set to the most appropriate level for the majority of your clients or not filled in at all (a blank field will default to Price Level 1). This can not be edited in CRMAnywhere, but if necessary, it can be changed in SAMPro once the Site is created. To avoid inaccurate default Tax Group, the Client Site Template should not have the Tax Group field on the COP tab completed. When an address is entered in the CRMAnywhere Site generated from the template, the zip code will default in the correct Tax Group, provided the zip code is set up with a current Tax Group Id in SAMPro’s Zip Code table. If your firm wishes, the Client Site Template can be set so new Sites are created with Mail List status (at the bottom of the Template’s Main tab). This will keep CRM-created Sites separate until they are Clients and the back office can set up a Client record, activate the Site, and otherwise go through your standard new Client procedures.
Client Site Template The Client Site Template needs to have Site Equipment attached in order to create Quotes. The Site Equipment should not be attached to a Job. The QuoteDefaults tab should also be completed.
Registry Setting Be sure you have the following registry setting enabled, allowing you to create Client Sites from the Opportunity viewer on your CRMAnywhere dashboard (in addition to SAMPro). This Client Site template should be specifically for CRMAnywhere, and doesn’t need a lot of information, but it does need to have Site Equipment. Id: sys-viewer-vopprtnty Setting: NewSiteTemplateId Setting Key: Client Site Template Id
Contact Group Contact Groups are typically used to define the firm/division/company its Contacts belong to. Each Contact can belong to one (1) Contact Group.
Contact Contact records are like business cards. Enter known associations or trade shows in the lower tabs of the Contact record. Contacts can be entered one-by-one in CRMAnywhere or SAMPro. Contacts entered in SAMPro need to have the Web Viewable CRM? boolean field checked in order to view the Contact record in CRMAnywhere.
Opportunity Have a qualified Contact with the potential to do business? Create an Opportunity from the Contact record and assign it to a Sales Rep. If you are using Opportunity templates, you’ll need to select the best fit for this sales opportunity first. This will pre-populate the correct Milestones and Activities. Selecting New sets a new Opportunity with no pre-set Milestones or Activities.
Opportunity Opportunities track Milestones (related to overall Sales progress) and Activities (meetings, calls, anything that should be a calendar event) on the child tabs. Activities that have the Send to Calendar? box checked will appear on the CRM Calendar Analytic. In the header, you can assign or create a Site to link to this Opportunity, and add a description, estimated value, and probability of closing the sale. NOTE: Opportunities can be assigned to sales reps- Contacts can’t (Contacts may have multiple sales lead opportunities in different areas, which can be assigned to multiple reps). One Contact can have as many Opportunities as you like. Milestones track overall Sales progress, while Activities are events like meetings, site visits, and phone calls that can be tracked on a Calendar. The Quotes tab lists all Quotes associated with this Opportunity.
Add Client Site Opportunities do not need to have a Site until a Quote is needed. Once you are at a point to Quote your potential Client, you can either select an existing Site in SAMPro, or click the Add Site button on the Opportunity record. Fill in the template, being sure to name your new Site, and click Add.
Add Quote Once you have a Client Site on the Opportunity record, save the Opportunity, then click the Add Quote button on the Opportunity record.
Add Quote Fill in the Quote Manager header (you’ll notice the Client Site has been auto-filled from the Opportunity record), then click Add Quote. This will enable the New Scope button. Click the New Scope button to add Scopes to your Quote.
Quote Scope Fill in the Quote Scope header and Add the record before completing the lower tabs. If you have a Rate Schedule Id, this will ensure your materials are priced at the appropriate rate. Save the Quote Scope when you are finished making additions. Use the Copy From button to clone a Scope from any Quote in your database. Click the Copy From button to launch a wizard to step you through the process of cloning a Quote Scope.
Next Steps This is technically the endpoint of CRMAnywhere. Once the Quote is accepted, the back office sets up the new Client as would be done with any new Client. With the addition of CRMAnywhere records, the new Client retains the connection/link to the Opportunity record (and therefore the Contact, Milestones, and Activities involved). This makes it easier to track data points such as who signed the Client, how long it took to acquire the Client, who the initial Contact who brought your company the lead was, and where initial contact was made (a trade show? An association? etc). If your firm’s Sales Reps generally have a continued relationship with your Clients, further meetings and calls can be tracked via Activities on the original Opportunity record, and Quotes for new work can be issued through CRMAnywhere.
CRMAnywhere Dashboard- Contacts Tab Use the Contact and Contact Group analytics to track important Contacts. Filter by Contact Group by selecting the desired group from the Contact Group List analytic.
CRMAnywhere Dashboard- Opportunities Tab Use the Opportunities analytic to track Opportunities start to finish. The Milestones child tab should be used to record overall sales progress (Pre-Sales, etc), while the Activities child tab should be used to create Calendar events (conference calls, meetings, Site visits, etc). Milestones can be created in SAMPro. Typical Milestones: -Pre-Sales -Initial Customer Meeting -Receive Drawings for Review -Review Drawings Internally -Review Drawings with Customer -Submit Drawings to Estimates Dept. -Review Initial Estimate -Develop Final Estimate -Create Quote for Customer -Submit Quote to Customer -Close Sale
CRMAnywhere Dashboard- Quotes Tab Use the Opportunities analytic to track Quotes. These can be created from the Opportunity record.
CRMAnywhere Dashboard- Sales Management Tab Use existing DBAnalytics to help track your sales results. In this example, we have AR Monthly Trends, Quote Analysis by Sales Rep, and Quote Monthly Trends to help give a broader picture of the impact sales has on the company.
CRMAnywhere Dashboard- Calendar Tab Use the CRMAnywhere Calendar analytic to keep track of scheduled Activities. Calendar also syncs with a Google calendar- make a change in CRMAnywhere or SAMPro and it will be reflected in your Google calendar. The setup process to sync a Google calendar is explained in another presentation.
CRMAnywhere Dashboard- Open Activities and Milestones The Opportunities (Activity) and Opportunities (Milestones) analytics help track Activities and Milestones. Use these Analytics to help plan your day and keep track of where your reps are on the path to closing a sale.
TIP: Managing Multiple Panes CRMAnywhere features the ability to navigate multiple panes at once. The most-recently opened viewer is the only one that can be edited- previous panes are marked “Read-Only” but can be moved, re-sized, brought into main focus, and copied from to paste information into the active record. You are not able to open an Opportunity record, then click back to the main dashboard to open a Contact record from the Analytic- additional records must be accessed from the most recently-opened record via the lower tabs which show linked records, and buttons for new record creation.