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Companies

v7.4 - Last Mod.: 11/28/2013
Manage your companies and calculate sales opportunities.
Note: To work here please log in as "Portal Master" or "Account Manager."

1. Overview

  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Marketing & CRM > Companies.
Here you can access the Dashboard - a canvas page that you can fully customize with widgets.
You can get an overview of your notes & actions and opportunities (planned revenue).

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1.1 List view

Companies which are not assigned to a category are listed here.
For selecting a certain company there are several filter functions available:
  • Sorting If you want to sort your search results by the date, please select the sorting type:
    • No date filter no special sorting needed
    • Company added the newest companies are shown on the top
    • Company edited the last edited companies are shown on the top
    • Notes added the companies, where notes have recently been added, are shown on the top
  • Status Choose a desired company status:
    • All companies will be shown
    • Approved companies will be shown
    • Not approved companies will be shown
  • Categories Choose from the first selection box the category to which the comapny is assigned. Afterwards click the button Select.
    Note: If you are not sure about the category then choose All categories.
  • Parameter Choose a search parameter type: name or address of the company. Then enter a search string into the field on the right and click on Search.
  • Alphabetical Search Click the initial letter of the company.
The results are listed below the search functions:
  • Name Shows the company name.
    By clicking on the name you get to the company details.
  • Address Shows the company address.
  • Users Shows the number of assigned users.
  • Notes Shows the number of notes.
    By clicking on this number you get to the notes.
  • Action By clicking the icon you can select between different actions:
    • View opens the company profile
    • Edit opens the editing mode for this company
    • Notes shows the company notes
    • Delete for deleting the company
Mass operations
You can use mass operations, to make some changes to several companies simultaneously. Please activate the checkboxes for corresponding companies in the table, then select a mass operation:
  • Copy to category Click on Submit and select the desired category. If a company is already assigned to some categories, they will also be kept.
  • Move to category Click on Submit and select the desired category. If a company is already assigned to some categories, they will not be kept.
  • Remove from category Click on Submit to remove all category assignments.
  • Add to campaign Click on Submit and select the desired campaign from the list.
  • Rollup Combine the users of two companies. Click on Submit and select a new company. Select the checkbox Delete selected companies after rollup if you mant the original company to be deleted after the rollup.
  • Export Export the users from the selected companies to a .csv-file.
  • Approve Click on Submit and confirm the approval of selected companies.
  • Delete Delete the selected companies. Click on Submit and confirm the erasing procedure.
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2. Notes & Actions

Account actions are actions you can assign to an employee so he achieves an action in a certain company, e.g. a phone call.
Note: To add a new action please select a company, then click on Notes & Actions > Add.
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Marketing & CRM > Companies.
  3. In the navigation on the left, below Companies, click Notes & Actions.
  4. To select a particular note / action, you have different filter functions:
         Type, select a display mode: just notes, or notes, only actions and actions.
         Type 2 to select a note-/action type: notice, call, callback, etc.
         Full text search
The search results are displayed in the table:
  • The colored point shows the status of the note/action, green = Done, red = Open.
    By clicking the point you can change the status.
  • Details Displays the details of the note / action: Company name, contact person, content and any files added
  • Created by Shows the creator of the note/action.
  • Creation Date Shows when the entry has been created
  • Action By clicking the Action button you can Delete, Edit or Re-Open the corresponding note/action.
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3. Statistic

  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Marketing & CRM > Companies.
  3. In the navigation on the left, below Companies, click Statistic.
Diverse statistics for companies are displayed.

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4. Settings

  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Marketing & CRM > Companies.
  3. In the navigation on the left, below Companies, click Settings.
  4. Company directory:

    • Activate the checkbox Guest-Access to give guests access rights to company profiles.
    • Activate the checkbox Visitors to allow assigned company users to see all visitors in the own company profile.
    • Choose in the area Featured companies with the link Select Icon an icon which symbolozes priority 1.
      Note: To give priority 1 to a company to emphasize it, please go to Marekting & CRM > Companies > Select Company/Action/Edit and change the priority there.
    • Enter in the field Selected companies the IDs of the companies which should be displayed in the overview in the box Top Companies and which are then emphasized as well.
    • Select from the selection box Widget Content which details should appear as a widget in the company profile under the tab Overview.
      Note: If you enhanced the available company details you need to save them first before they are selectable in the selection box.

  5. Company details - Activity / Translations:

    Select the details, which should be available in the company profile:
    Products, Infomaterial, References, Partner, Locations, Exhibitions, Contact, News, (custom) Page 9, (custom) Page 10. You can also select an alternative name for each area. Please just enter them into the corresponding text fields on the right.


  6. Company Membership
    • Enable company mode for memberships, if you want to use an advanced membership mode for companies.
      In this case a company director buys a membership and all assigned users get the same membership and associated permissions.
    • Enable advanced membership options, to use specific membership settings.
    • Select Default premium membership for companies from the checkbox.
    • Enter in the field Users the number of users, that can be assigned to the company. Leave blank for unlimited.
    • Enter in the field Groups the number of groups, that can be created by the company. Leave blank for unlimited.
    • Select in the area Invoice your preferable parameters:
      • Choose an Invoice Creator from the box.
      • Specify the invoice item to be charged from additional users for the selected membership.
      • Specify the invoice item to be charged for additional group credits

  7. Click the button Save when ready.
  8. If required change in the area Switch language selection to the language to add further translations.
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5. Roll-Up

With the company roll-up you can easily merge companies.
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Marketing & CRM > Companies.
  3. Click on Roll-Up in the navigation below Companies.
  4. Select one or several companies as source in the "Selected companies" autocomplete field.
  5. Select which objects should be transferred over to the target company.

  6. Note: Note that values that only exist once for each company (like master & billing data) are overwritten and can only be selected from one source.
  1. Either select an existing target company, or type in a new company name in the "Target" autocomplete field.
  2. Click on "Next" and compare the data of the target company before and after the roll-up.
  3. Click on "Roll-Up" in order to finalize the merge.

  4. Note: Please note that the source companies that are selected to be merged will be deleted irreversably after the merge.

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6. Opportunities

With opportunities you can calculate your sales opportunities per company and per month.
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Marketing & CRM > Companies.
  3. In the navigation on the left, below Companies, click Opportunities.
All entered opportunities are listed in a table, with corresponding parameters chosen:
Account name, Potential, Factor, Value, Target month, Status, Next step.
By clicking on the Actions button you can view the corresponding company (Show company), Edit or Delete an opportunity.

Tab Add
Note: To create a new opportunity you have to choose a company first.
  1. In the navigation on the left, below the company name, click Opportunity.
  2. Click the tab Add.
  3. Enter in the field Name a name of the project (opportunity).
  4. Under Client select a corresponding client. If the company is not registered yet, you may add it.
  5. Choose a Category and a Next step.
  6. From the selection box Factor choose a factor of the probability.
  7. Choose your Company and the Owner of the opportunity.
  8. Choose a Color to mark the opportunity.
  9. Add some Notes if required.
  10. Under Values enter amounts for targent months of the opportunity
  11. Select a Currency for the opportunity.
  12. Click the button Save when ready.
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7. Opportunity Settings

  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Marketing & CRM > Companies.
  3. In the navigation on the left, below Companies, click Opportunity Settings.
  4. Enter in the first field Next Step options, which can be selected in the area Next Step when adding an opportunity.
  5. Enter in the second field Categories options, which can be selected in the area Categories when adding an oppotunity.
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8. Company profile

  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Marketing & CRM > Companies.
  3. With the help of the filter functions choose the desired company, q.v. 1. Overview.
  4. Click the name of the company.
  5. Click the Actions button to get into the editing mode or to leave a business card.

8.1 Overview

Here you will find the general information of the company. The standard view contains following areas:
  • Contact persons The employees with the role Contact person are shown.
  • In the area Notes you see existing notes. To add a new one:

    • Enter text in the text field
    • Select from the selection box the note type
    • If required activate the checkbox Create action. Choose from the first selection box the recipient of the action, enter the action in the text field behind, e.g. call and select the date
    • Click the button Save.
  • News Company news are displayed.
  • Contents This widget is a link to company contents (see alsoCompany Profile > Contents).
  • Master data This widget is a link to company master data (see also Company Profile > Data > Master Data).
  • Billing data This widget is a link to company billing data (see also Company Profile > Data > Billing Data)
  • Groups This widget is a link to the network Groups applicaion.
  • Additional information Company additional details are displayed.
The widgtes in this tab can be customized under Tools & Administration > Design & Layout > Canvas Pages > Account profile.

8.2 Contacts

Here you can find all employees of the company, check visitors and business cards. If available, VPM Messages and VPM Users can be found here as well.
  • Employees All employees of the company are listed here.
    If you want to edit some employee details:
    • Select the employee
    • Click on the Action button and choose what you would like to do:
      • Remove from account The user will not be assigned to this company any more.
      • Edit user details.
      • Edit employee status.
      • Send contact request.
    If you want to add a new employee:
    • Click on the Add
    • In the field User enter the 3 first letters of the user last name, and select the user from the list.
  • Businesscard Here you can see all company business cards listed:
    • Name shows the name of the business card sender.
    • Comment shows the comment left by the business card sender
    • Under Actions you can delete the business card.
  • Visitors All users who visied the company profile are listed. If you want to leave a note for some visitor, please click on Action > Add note.
  • VPM Messages All received VPM messages are listed. If you want to add one, type it in and send.
  • VPM Users All current visitors of the company profile are shown.
The widgtes in this tab can be customized under Tools & Administration > Design & Layout > Canvas Pages > Relation.

8.3 Contents

Here you can edit company contents. Following types are listed by default:
Products, Infomaterial, References, Partner, Locations, Exhibitions, Contact, News.
If you want to add some content:
  • Click on Add.
  • Under Page select the type of the detail.
  • Enter a Title of the detail.
  • Edit the Content area.
  • Attach a file if required.
  • Click the button Save when ready.
If you want to edit some content:
  • Select the item you want to edit
  • Click on Action > Edit
The types listed in this canvas page can be customized under Marketing & CRM > Companies > Settings > Company details - Activity / Translations.

Widget Ustream Object
  • Add Here you can add your Ustream account.
Widget Groups
  • Here you find the network groups that have been assigned to the company.

8.4 Categories

Here you will find all company categories listed.
The design of this area and the category lists can be edited under Tools & Administration > Categories > Templates > Template to categorize companies.

8.5 Data

Here you will find the company address and configuration settings. All entries can de edited directly in the widget. Just click on Save when ready.
  • Tab Master data
    • Address data Here you can see the company address and the company description.
    • Configuration Here you can configure invoice and payment settings for the company:
      • Currency Select the currency for the company invoices.
      • Internal Select the company type: is it your internal company or your client.
      • Invoice schedule Choose a schedule for company invoices.
      • Invoice terms Enter company invoice terms.
      • Language Choose the company language.
      • Bypass automated payment Mark this option, if you want the payment process to be performed automatically.
      • Tax Mark this option, if you want to activate taxes for this company.
      • Priority Choose a priority for the company.
    • Register Here you can define the company registration settings:
      • Show in directory Choose Yes if you want the company to be shown in the company list.
      • Assigned contacts Choose a limit of assigned contacts.
      • Limit Company details Choose Yes if you want to limit the number of company details.
      • Make profile visitors visible Choose Yes if you want company profile visitors to be displayed.
      • Show logo on lists Choose Yes if you want the company logo to be displayed in the company list.
      • Show company in extended company search results Choose Yes if you want the company to be shown in advanced search results.
      • Only users with these email address suffixes may register If registered employees should have a certain email address suffix, please enter it here.
      • Only users from this country may register If registered employees should come from a certain country, please select it here.
  • Tab Billing data
    • Billing address Here you can find the company billing address.
    • Payment information Here you can find company payment data.
    • Shipping address Here you can find the company shipping address.
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8.6 Media Pool

Here you can find the company´s media pool.
  • Add files
    • Here you can add files from your computer or, if configured, add Google Docs.
  • Actions
      Edit
    • Here you can edit the currently selected object.
      Files
    • Here you can view files that have been assigned to the currently selected folder.
      Preview
    • Here you can preview the contents of the folder and choose between different layouts.
      Statistic
    • Here you can find the statistic for the currently selected folder.
      Delete
    • Here you can delete the currently selected folder.
      Add Subfolder
    • Here you add a subfolder for the currently selected folder.
      Add folder
    • Here you add folder to the company´s media pool.
  • Folders
    • Here you can see the folders of the company´s media pool.
    • You can add, rename, delete, cut and insert folders and subfolders in the mouse over edit.
  • Files
    • Here you can see the the files assigned to the currently selected folder.
    • You can filter the files by type and keywords, choose display from different view modes and carry out mass operations to move or delete files.
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8.7 Trade Show

Here you can find an overview over currently assigned trade shows, webcasts and booths, if available.
Booths can be added, edited and viewed.

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8.8 Add

  1. On the navigation on the left, click Companies > Overview > Add.
  2. Enter all important data in the fields.
  3. Click the button Save when ready.
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8.9 Delete

There are two ways to delete a company:
  1. Individually
    • Under Portal manager > Marketing & CRM > Companies select a company you want to delete
    • Click the Actions button and select Delete.
  2. Via mass operation
    • Under Portal manager > Marketing & CRM > Companies mark the checkboxes of companies you want to delete
    • Under Mass operation select Delete and click on Submit.
    • Confirm the deletion
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