Companies

1. Overview Account Manager

2. Overview account

2.1 Create new account

2.2 Edit account

2.3 View account details

2.4 Delete account

3. Users

3.1 Add user

3.2 View user

3.3 Delete user

4. Categories

4.1 Assign category

4.2 Delete category

5. Notes

5.1 Add note

5.2 Delete note

5.3 Account note history

6. Account actions

7. Opportunities

7.1 Overview opportunities

7.2 Create new opportunity

7.3 Edit opportunity

7.4 Delete opportunity

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Manage your customer data in the SITEFORUM Account Manager and calculate sales opportunities.

1. Overview Account Manager

To view the Account Manager please log in as "Portal Master" or "Account Manager."

1. Click the button Portal Manager to get to the administrative area.
2. Then click Marketing & CRM > Accounts.

Accounts which are not assigned to a category are listed here, as far as accounts exist already.



For selecting a certain account there are several filter functions available:

• Category selection Choose from the first selection box the category to which the account is assigned. Afterwards click the button Select, q.v. 4. Categories.
  Advice: If you are not sure about the category then choose All categories.
• Enter the account Enter in the field next to the category selection the name or a part of the name of the account. Afterwards click the button Find.
• Alphabetical search Click the initial letter of the account.

The results are listed below the search functions:

• Name Shows the name of the entry.
  By clicking the name you get to the details.
• Country Shows the country in which the account is based.
• City (ZIP) Shows the city and the ZIP code of the account.
• Notes Shows the number of notes.
  By clicking the number you get to the notes, q.v. 5. Notes.
• Edit By clicking the icon you get to the editing mode.

With the help of the functions below the table you can move, copy or export entries:

Move or copy an account

1. Activate the boxes in the first column of the desired accounts.
2. From the selection box below choose the category in which you want to move or copy the accounts.
   Advice: Choose Move to delete the original entry, choose Copy to maintain the original entry.
3. Click either
   • the button Move to move the entries or
   • the button Copy to copy the entries.

Export entries

1. Activate the boxes in the first column of the desired accounts.
2. Click the button Export to CSV.
3. Choose in the new window either
   • Open to open the .csv file in MS Excel or
   • Save to save the .csv file on your hard drive or system.

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2. Overview account

To view an account please log in as "Portal Master" or "Account Manager."

1. Click the button Portal Manager to get to the administrative area.
2. Then click Marketing & CRM > Accounts.
3. Choose with the help of the filter functions the desired account, q.v. 1. Overview Account Manager.
4. Click the name of the account.

The account is shown:

• In the left area Account information you see entries of address data and such entered in the field Description.
• In the right area Account notes you see notes, as far as notes are entered already.
• In the area User below you see the users of the account, as far as users are assigned already.
• In the area Categories you see categories to which the account is assigned, as far as this happened already.

2.1 Create new account

To create a new account please log in as "Portal Master" or "Account Manager."

1. Click the button Portal Manager to get to the administrative area.
2. Then click Marketing & CRM > Accounts.
3. Click either
   • the tab Create account to get to the detailed entry mask or
   • the tab Create account quickly to get to the short entry mask.

Advice: The detailed entry mask contains, beside the regular address fields, fields for entering invoice and shipping addresses.

4. Enter all important data in the fields.
5. Click the button Save when ready.

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2.2 Edit account

To edit an account please do the following:

1. Choose, with the help of the filter functions, the account you want to edit.
2. Click either
   
   • the name of the account and afterwards the tab Edit account or
   • the icon Edit.
3. Do the desired changes.
4. Click the button Save when ready.

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2.3 View account details

To view details of the account please do the following:

1. Choose, with the help of the filter functions, the account whose details you want to view.
2. Click the name of the account.
3. Click the tab Account details.

• In the area Account information you see the most important entries of the account.
• In the area Address information you see details of invoice and shipping address, as far as they were entered.
• In the area General information you see the description, as far as one was entered, and the owner of the account.
• In the area User you see the users of the account, as far as some were assigned.
• In the area Categories you see the categories assigned to the account, as far as this was done already.

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2.4 Delete account

To delete an account, please do the following:

1. Choose, with the help of the filter functions, the account you want to delete.
2. Click the name of the account.
3. In the navigation on the left, below the name of the account, click Delete account.
4. Confirm the erasing procedure by clicking the button OK.

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3. User

Users of an account can be employees who are responsible for the corresponding account or whole departments whose fields of responsibility are certain accounts. This depends on how you use the Account Manager.

3.1 Add user

To add a user to an account, please do the following:

1. Click the button Portal Manager to get to the administrative area.
2. Then click Marketing & CRM > Accounts.
3. Choose, with the help of the filter functions, the account you want to add a user to.
4. Click the name of the account.
5. Click in the area User the icon Add user (open book).
   A new window opens up.
6. Choose, in the new window, in the area User
   
   • from the first selection box if you want to search for the Email address, the First name or the Last name.
   • from the second selection box if your entry is the same entry as in the database or if it is like the one in the database.
   • Enter in the field behind the user you are looking for.
7. Choose in the area User group
   
   • from the first selection box if you are looking for the user in a user group at the same time (AND),
   • from the second selection box the user group if you want to restrict the search further on.
8. Click the button Search.
9. Choose the desired user from the results.
10. Activate the option ahead of the user.
11. Click the button Apply.
    The new window closes.
12. Click in the original window the button Assign user.

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3.2 View user

To view a user in an account, please do the following:

1. Choose, with the help of the filter functions, the account whose user you want to view.
2. Click the name of the account.
3. Click in the area User the icon Details.

You get to the User Manager where you can view and edit details of the user, q.v. Support Marketing & CRM > User Manager.

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3.3 Delete user

To delete a user in an account, please do the following:

1. Choose, with the help of the filter functions, the account whose user you want to delete.
2. Click the name of the account.
3. Click in the area User the icon Delete.
4. Confirm the erasing procedure by clicking the button OK.

The user is not shown in the account anymore.

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4. Categories

You can assign categories to the accounts to group and categorize them.

4.1 Assign category

To assign a category to an account, please log in as "Portal Master" or "Account Manager."

1. Click the button Portal Manager to get to the administrative area.
2. Then click Marketing & CRM > Accounts.
3. Choose, with the help of the filter functions, the account you want to assign a category to.
4. Click the name of the account.
5. Choose in the area Categories, from the selection box, the desired category.
   Advice: To add categories, q.v. Support Tools & Administration > Category Manager.
6. Click the button Assign category.

You can assign several categories to an account at the same time. Please do the following:

1. Choose, with the help of the filter functions, the account you want to assign to several categories.
2. Click the name of the account.
3. Click in the area Categories the button Assign multiple categories.
4. Activate the boxes of all desired categories.
5. Click the button Save assignments.

Note: to create new categories q.v. Support > End User > Tools & Administration > Category Manager.

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4.2 Delete category

To delete a category in an account, please do the following:

1. Choose, with the help of the filter functions, the account whose category you want to delete.
2. Click the name of the account.
3. Click in the area Categories the icon Delete.

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5. Notes

You can add notes and actions to accounts which you can assign to other employees. You have two different possibilities to create notes:

5.1 Add note

To add a Short note with action please log in as "Portal Master" or "Account Manager."

1. Click the button Portal Manager to get to the administrative area.
2. Then click Marketing & CRM > Accounts.
3. Choose, with the help of the filter, functions the account to which you want to add a note.
4. Click the name of the account.
5. Enter in the area Account notes on the right in the field your note.
6. From the selection box Note choose the type of the note.
7. Activate the option Create action to create an action.
8. From the selection box choose the executor of the action.
9. Enter in the field aside information for the executor.
10. Choose from the selection boxes Day, Month and Year the date of the action.
11. Click the button Save note when ready.

The note is shown in the account overview and in the account actions of the executing employee, q.v. 6. Account actions.

To add a formatted note with attachment please log in as "Portal Master" or "Account Manager."

1. Click the button Portal Manager to get to the administrative area.
2. Then click Marketing & CRM > Accounts.
3. Choose, with the help of the filter functions, the account to which you want to add a note.
4. Click the name of the account.
5. Click the tab Add note.
6. Enter in the field Subject a subject.
7. From the selection box Note type choose the type of the note.
8. From the selection box User choose the contact person.
   Advice: To select a contact person you have to add a user to the account first, q.v. 3.1 Add user.
9. Enter in the field Text your note and format it with the help of the WYSIWYG editor.
   Advice: By clicking the button Source code you get to the source code, which you can edit directly.
10. Choose optional in the area Attached files the file you want to attach to the note:
    
    1. Click the button Browse.
       A new window opens up.
    2. Choose the desired file from your hard drive/system.
    3. Click the button Open in the new window.
       The window closes again.
    4. Click the button Upload in the first window.
       The uploaded file is shown.
    
    Advice: If you want to delete the file, click the icon Delete on the right side.
11. Click the button Save note.

The note is shown below the tab Account note history, q.v. 5.3 Account note history, and in the account overview.

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5.2 Delete note

To delete a note you created yourself, please do the following:

1. Choose, with the help of the filter functions, the account whose note you want to delete.
2. Click the name of the account.
3. In the navigation on the left, below Accounts & Departments, click Account history.
4. Click the tab My notes.
5. Choose the note you want to delete.
6. Click the icon Delete on the right side of the table.
7. Confirm the erasing procedure by clicking the button OK.

To delete several notes independent from the account and the creator, please do the following:
Attention: It depends on your permission if you are able to do that.

1. In the navigation on the left, below Accounts & Departments, click Account history.
   Here you see all notes of all accounts, not only the ones of a certain account.
2. Click the tab Account note history.
3. Choose the note you want to delete.
4. Click the icon Delete on the right side of the table.
5. Confirm the erasing procedure by clicking the button OK.

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5.3 Account note history

To view the history of notes in a certain account, please do the following:

1. Choose, with the help of the filter functions, the account whose note history you want to view.
2. Click the name of the account.
3. Click the tab Account note history.

All created notes of this account are listed.

To view the history of all notes independent of the account, please do the following:

1. In the navigation on the left, below Accounts & Departments, click Account history.
2. Click the tab Account note history.

Here you see all notes of all users and accounts.

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6. Account actions

Account actions are actions you can assign to an employee so he achieves an action in a certain account, e.g. a phone call.

To view your account actions, please log in.

1. Click the button Portal Manager to get to the administrative area.
2. Then click Marketing & CRM > Accounts.
3. In the navigation on the left, below Accounts & Departments, click Account actions.

The actions assigned to you are listed:

• The colored point shows the status of the action, green = Action done, red = Action open.
  By clicking the point you can change the status.
• Date Shows the date and until when the action has to be done.
• Subject Shows the subject and the content of the note.
• Note type Shows the type of the note.
• Created by Shows the creator of the note.
• Contact person Shows the contact person.
• Delete By clicking the icon you can delete the note/action.

To view archived actions click the tab My archived actions. All done actions are listed here.

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7. Opportunities

With the opportunities you can calculate your sales opportunities per account and per month.

7.1 Overview opportunities

To view opportunities please log in as "Portal Master" or "Account Manager."

1. Click the button Portal Manager to get to the administrative area.
2. Then click Marketing & CRM > Accounts.
3. In the navigation on the left, below Accounts & Departments, click Opportunities.

All entered opportunities are listed:

• Account/Project name Shows the account and the corresponding project.
• Potential Shows the indicated potential.
• Factor Shows the indicated factor.
• Value Shows the calculated value of potential and factor.
• Target month Shows the target month of the value.
• Status Shows the chosen status.
• Next step Shows the next step.
• Edit By clicking the icon you get to the editing mode.
• Delete By clicking the icon you can delete the opportunity.

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7.2 Create new opportunity

To create a new opportunity you have to choose the account first:

1. Choose, with the help of the filter functions, the account to which you want to assign an opportunity.
2. Click the name of the account.
3. In the navigation on the left, below Accounts & Departments, click Opportunities.
4. Click the tab Create new opportunity.

Account Shows the name of the chosen account.

5. Enter in the field Project name a name for the project.
6. From the selection box Contact person choose a contact person.
7. Enter in the field Potential the potential of the account.
8. From the selection box Factor choose the factor of the probability.
9. From the selection box Target month choose the target month of the opportunity.
10. Enter in the field Notes a note if required.
11. From the selection box Status choose the status of the opportunity.
12. From the selection box Next step choose the next step.
13. From the selection box Priority choose the priority of the opportunity.
14. From the selection box Owner choose the owner.
15. Click the button Create new opportunity.

The new opportunity is shown in the overview.

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7.3 Edit opportunity

To edit an opportunity, please do the following:

1. Choose, in the overview, the opportunity you want to edit.
2. Click the icon Edit.
3. Do the desired changes, q.v. 7.2 Create new opportunity.
4. Click the button Update opportunity when ready.

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7.4 Delete opportunity

To delete an opportunity, please do the following:

1. Choose, in the overview, the opportunity you want to delete.
2. Click the icon Delete.
3. Confirm the erasing procedure by clicking the button OK.

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