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1. mece be mes Show All Records E e pe Show Omitted Only vx Omit Record 3 Company Omit Multiple ORT E a I Modify Last Find memesan 4 Saved Finds gt pum MU Sort Records xs E al prones GO wor Cio 5020 qon EN som i meme RN wr e ore3 CRM Page 15 of 129 Chapter 4 Setup Core3 Preferences There are two types of settings in the Core3 which are global settings and user settings Both settings can be found by selecting the Core gt Preferences from the menu bar at the top Global settings apply to the Core3 as a whole and are not user specific User settings apply to the specific user and must be set up for each user We will explore the options for both setting types in this chapter Please note before you begin working on the Core3 CRM you should set up all Global settings and User settings Global Settings General Tab This tab provides you with the area to specify your specific company information Figure 4 0 Global Settings gt General Tab User Settings cabal etis General Templates Phone Formats SMS Activity Categories Calendar settings Liste Stages Plug ins Modules CompanyName vesc Streets Gy State Zip rico Us country Tex en ase Website rtp fa inira os oe Company wide eles ta tie caves CKMA Plasa vat Pp fan
2. 1 Status Toolbar where you can create new record delete a record perform finds sorts and much more Please see section on Status Toolbar setup for full functionality 2 View projects in detail view or list view by selecting the appropriate icon here in the Status Toolbar 3 Preview the project by selecting this button in the Status Toolbar 4 Stage and More info tabs Additional tabs for information about the selected order Please see Figure 12 1 and 12 2 below 5 Related tabs showing all related Activities Timers and Documents linked to the project record 6 Link a Company or an Individual to a project Once lined select the blue arrow button to conven iently navigate to the contact on the Contacts tab 7 Title Description Category and Priority fields allowing you to enter additional project information Categories are an editable drop down list and unique to each project 19 20 i 22 23 Select the green plus button to add a role to a project and assign a role to a contact The Contact specified must be a contact that exists on the Contacts tab The Role is editable drop down list The Department field is an editable drop down list The stage of the project Stages are explained on the Stages tab in Figure 12 1 Enter the Start Date and End Date for the project The Total Time is auto calculated from the related timers in hours minutes and seconds The C
3. OO tet aepatenoternermcnacen a diy Ane 3 Goes ses M ee ces cesis Mares res im ETE D cores 6 si 1 Status Toolbar where you can create a new record delete a record perform finds sorts and much more Please see section on Status Toolbar setup for full functionality 2 Unique Contact ID number assigned to each company or individual contact record This number is automated and read only 3 Check box indicating if the contact is setup as a Core user If the contact is a Core user then the user will have an account in the Preferences gt User Settings area 4 Picture field for company and individual records To insert a picture simply click on the picture and navigate to the desired picture to insert for that specific contact record 5 Check box indicating if the contact record is a company record Uncheck for individual records 6 Enter Company Name Individual Name Title and Nickname in this area 7 Add delete or promote a phone number Promoting a number means the number is the primary number and will be moved to the top slot in portal The star icon indicates the primary number e 33 of 129 10 19 20 3 22 23 Add delete or promote a web related address such as email address web address etc Promot ing an address means the address is the prima
4. me meg taranan M O sap stone stop mm P m ee m si fis Hes deter Tes Dunes Quieren rm c E J pr en ammen 4 er O Tarte sahe E 28 1 Enter Other Details related to contact such as Department Industry Sales Rep QB Initials read only populated during QuickBooks data exchange Referred By link Birthdate count of days till birthday Spouse and Children 2 The Private field allows you to secure a contact record You can assign a contact record to one or multiple core users in this Private field This makes the contact record visible to only those core us ers specified in the Private field Core user contact records cannot be marked as private 3 Groups area used to manage groups assign contacts to a group and remove contacts from a group Click the Manage button to open a window displaying the list of groups and subscriber count Here you can add and remove groups Click the Add Multiple button to add the found set of records to a group Click the Remove Multiple button to remove the found set of records from a group 4 QuickBooks List ID captured only when using the QuickBooks data exchange feature This is a read only field that is read from QuickBooks 5 Created and Modified Date Time stamp This tracks when a
5. Ee uma REUS e uen Lernens s Ep s ms men DENS px xml nm Cores CO aas G xod 1 Assign and link a contact and billing address to the estimate 2 Title of estimate 3 Assign a shipping address This address can be different than the billing address 4 Date and unique estimate number The number assigned to each estimate record and is an auto mated read only number 5 Status Toolbar where you can create a new record delete a record perform finds sorts and much more Please see section on Status Toolbar setup for full functionality 6 Stages are explained on the Stages tab in Figure 8 1 Class is a way to further identify an estimate Classes are set up in the Preferences Global Settings List Classes tab Sales Reps values come from the contacts with the Sales Rep box checked on the Contacts More Info tab 7 Select the green plus button to add a new line item to the estimate User Manual Core3 CRM Page 42 of 129 10 12 13 14 15 16 17 18 19 Once you have added an item select the blue arrow button to conveniently navigate to the selected item After you have selected an item the description quantity unit price markup total and taxable fields can be edited The markup field can take the value of a dollar amount XXX XX or percentage The
6. mm Push Contact to Address Book Single Rush Contacts to Address Book raund Sel 4 Vew in Outlook Push Conte o Outlook inge Push Contacts ta Outlook Found Se aT Please note that the picture field is supported and will be populated Basing the push on the user s found set in the Core3 allows the user to virtually find any combination of contacts under any criteria for maximum flexibility For example you may want to only push contacts that are marked with a type of lead and located in New York If there is a matching contact found in Apple s Address Book meaning a contact record in Apple s Address Book already exists with the same Core ID during the push process then this contact will be overridden with information in the Core3 even if that contact s data in Apple s Address Book is newer If for any reason you need to clear the Core IDs in the custom field in Apple s Address Book then please the CNTCT AB Contacts Clear Core IDs script which can be found in the Manage Scripts area in FileMaker This is a developer area and requires admin access so please use with caution or contact your developer This script will simply clear the Core IDs for all contacts in Apple s Address Book This script will NOT delete any records in FileMaker Chapter 22 iCal Plug in Integration Overview If using Apple s iCal then you may want to strongly consider using the iCal integration features Integra tion
7. Appointment time Starts 1130 Duration 2 hours Daily Weekly Monthly Yearly Recurrence Pattern Recur every 1 week s on Monday Wednesday Friday saturday Tuesday Thursday Sunday Range of recurrence Starts ROI O No end date S End ater 10 occurrences Otndby 10 6 2011 EI 1 Option to conveniently change the Start time End time and Duration 2 Select the appropriate tab to set a daily weekly monthly or yearly recurrence rule 3 Specify the Recurrence pattern for such as repeating each week on Wednesday as shown above 4 Specify the Range of the recurrence to not have an end date end after a specific number of occur rences or end by a specific date 5 Select the Remove Recurrence button to completely remove the recurrence from the event 6 Select the Cancel button to close the window without saving the changes 7 Select the OK button to close the window and save all changes Groups Mailing Lists and Campaigns Groups is the area where you can manage and create all your mailing lists to be used for mass mail cam paigns among many other uses Figure 14 12 Group Management Li Oiane p anln ewen EST e cmt Per Orders eme Projecte Calendar Activities Timers Documens quiae LOU p ES rentis Nester e 7
8. m pre p operatien Track Meere p D omsten ai Mamme Tetra anem azn chesse tes Se nesne O ten Yeh p san mom 1 Specify the date range of all projects to be viewed The date range is based on the Start Date field found on the Projects Project tab N Select the stages and or categories of all projects to be viewed w Navigate to the List Stage Bar or Category Bar tab to view the projects as a list or bar graph The List tab displays all projects that meet the filter criteria in a list view The Stage Bar tab displays the projects in a bar graph separated in columns by each stage Stages are setup in Core gt Preferences gt Global Settings gt Stages gt Projects tab The Category Bar tab displays the projects in a bar graph separated in columns by each category Categories are setup on the Projects gt Project tab Figure 18 11 Example of Stage Bar for Projects User Manual C Goals Tab The Dashboard Goals tab allows you to set and monitor individual and company goals based on the specified date range Here you can set individual and company goals by year and month Goals will be displayed in bar graphs showing the Actual and Goal Individual goals are calculated from the order totals and order dates for each sales rep Company goals are calculated from all order totals and order dates Figure 18 12 Sample Individ
9. eel ot near ure KEELE i Title of project and unique project number The number assigned to each project record is an auto mated and read only number 2 Created and Modified Date Time stamp This tracks when a project was created and last modified and by whom 3 Filter options allowing you to filter the activities displayed in the related Activities tab 4 Click the blue arrow button to conveniently navigate to the related activity record e 64 of 129 Chapter 13 Calendar Module Overview The Core3 comes complete with a calendar specifically designed to handle individual and group calen dars You can manage calendars for employees meeting rooms equipment and just about anything You can overlap individual or group calendars and show availability or event density The Core3 offers various calendar view to meet all your needs as shown in Figures 13 0 13 1 and 13 2 Figure 13 0 Sample Calendar Month View peii Cots otis sinas Ores iss tems Pres nas Tne Brame September 2010 EUM I III a pue Seer TE SE E iei euer says 1 Change the calendar view to either Month Week or Day view 2 Arrows navigate forward or backwards to the next month week or day depending on the view 3 Nawigate to a specific month or specific year 4 Select the Today icon to navigate to the current day relative to your system clock of your machine 5 Select
10. Chapter Overview Welcome Welcome to the Core3 a multi user cross platform Customer Relationship Management CRM solution The Core3 CRM is a multi user cross platform solution that enables organizations to intuitively manage all their company and individual contacts Not only can you track all correspondence history opportunities and sales but you can also manage projects invoices payments calendars and documents Other fea tures include dashboards reports and integration with Outlook QuickBooks Apple s Address Book iCal and much much more The system is sold fully unlocked and can be 100 customized to fit your specific needs About this Guide The sole purpose if this manual is to provide users with detailed information of how to setup and use the Core3 CRM The User Manual will explain the Core3 features and functionality for each available area and is specifically designed for a Core3 user Key Features The Core3 CRM consists of these main modules areas Contacts Opportunities Estimates Orders Invoices Payments including automated credit card processing Items including basic inventory tracking Projects Activities including Emails Letters Faxes Calls Tasks Notes Events and Project Items Timers Documents Calendar Dashboards and Reports Outlook and QuickBooks integration on Windows Outlook Apple Address Book and iCal integration on Mac Requirements
11. ws jan Eres ms Jol 97 pa ne aaa pem BENT NN TER enims Cu mel 3 xps nl ur ae conten iare ardor mm e qp cries ok eio pon Lo se 5 je Cores 3 ey 1 Status Toolbar where you can create a new record delete record perform finds sorts and much more Please see section on Status Toolbar setup for full functionality 2 View orders in detail view or list view by selecting the appropriate icon here in the Status Toolbar 3 Preview the order by selecting this button in the Status Toolbar 4 Links Stage and More info tabs Additional tabs for information about the selected order Please see Figure 9 1 9 2 and 9 3 below 5 Link a customer to an order and specify the Billing Address Select the blue arrow to navigate to the customer record on the Contacts tab 6 Specify the Shipping Address This address can be different than the Billing Address 7 Enter the Title of the order 8 Enter the date of the order and or the Purchase Order PO number Co RM Page 47 of 129 10 19 20 21 The unique order number The number assigned to each order record is an automated and read only number The stage of the order Stages are explained on the Stages tab in Figure 9 2 Class is a way to further identify an order Classes are set up in the Preferences gt Global Set
12. GSE EET ETETE LONE CNET SITMET ES x e me jen as oo Q i ne 0 o ps s ae ea lO e mn 0 emmy mm ame o D pens m G m ddr gt 1 Status Toolbar where you can create a new record delete record perform finds sorts and much more Please see section on Status Toolbar setup for full functionality 2 View invoice in detail view or list view by selecting the appropriate icon here in the Status Toolbar 3 Preview the invoice by selecting this button in the Status Toolbar 4 Payments Links Stage and More info tabs Additional tabs for information about the selected order Please see Figure 10 1 10 2 10 3 and 10 4 below 5 Link a customer to an invoice and specify the Billing Address Select the blue arrow to navigate to the customer record on the Contacts tab 6 Specify the Shipping Address This address can be different than the Billing Address 7 Enterthe Title of the invoice 8 Enterthe date and or due date of the invoice 9 Enter a Purchase Order PO number here User Manual Core3 CRM 10 20 2 22 23 24 25 26 27 28 29 The unique invoice number The number assigned to each invoice record is an automated and read only number Terms also known as Payment Terms is where you define the terms of payment
13. Page 108 of 129 Import Wizard Pulling from QuickBooks Since typically you will already have data in your QuickBooks file then we will need a starting point As a general rule when you first setup the Core3 you will want to pull all data from your existing QuickBooks file into the Core3 This can be accomplished by navigating to the Core Preferences Global Settings Plug ins FM Books Connector tab and selecting the Import Wizard button You will see the follow ing screen Figure 20 3 This is where you import data directly from QuickBooks It is important to import in order from top to bottom complete part 1 before moving to part 2 etc Upon clicking the Import buttons to the right of each section you will see the results of the import It will tell you how many records it imported when it was last imported and by whom Figure 20 3 Import Wizard Import Data from QuickBooks U5 cull reed EU 254895 nm m Fee ec m m EE import imooreconeaers Te m Sakes Reps Iusto tonne pst aos Linen 9 Import Retest voices TE pen ae BOY ae nefesh HE I Ese m apts ayaa patna isse an Nie Note Please note that the import process only adds and modifies records in FileMaker and only pull ac tive records in Qu
14. RR PR eis Payments Libe Stage Mine fa 9 mo Mi aa NETS Cores 3 1 Title of the invoice and unique invoice number The number assigned to each invoice record is an automated and read only number 2 This Payments tab shows a history of all related payments to the specific invoice Click on the blue arrow to open the specific payment details 3 Click the Payment button to add a payment e 54 of 129 Figure 10 2 Payments Payments sin EEF ene sra j tasers pun vou oe sore NR lia in peur E m sanum ques num T gone emm E ages 1 Customer you received the payment from the amount of the payment the payment method such as credit card type cash check etc and a place to add a memo for the payment 2 The current customer balance This will add all outstanding balances for all invoices for this customer 3 Select the desired invoice s to apply the payment Information related to the invoice are also dis played such as Date Title Invoice QB Inv QuickBooks Invoice captured Original Amount of invoice and remaining Amount Due of invoice 4 Enter the amount from this current payment you are applying to the invoice s selected In the ex ample above we are receiving a payment for 10 000 and applying the entire
15. Overview Outlook Manipulator Plug in Installation and Registration Mail Sending Email Importing Emai Pulling Contacts Pushing Contacts Viewing Contacts Events Pulling Events Pushing Events Viewing Events Tasks Pulling Tasks Pushing Tasks Viewing Tasks CHAPTER 20 QUICKBOOKS PLUG IN INTEGRATION Overview FM Books Connector Installation and Registration First Time Connection to the QuickBooks File Data Transfer Matrix Import Wizard Pulling from QuickBooks Accounts Payment Methods Terms Shipping Methods Customer Messages Items Taxes Classes Contacts Jobs Sales Reps Invoices Payments Push and View Contacts Push and View Items Push and View Invoices Push and View Payments CHAPTER 21 APPLE ADDRESS BOOK PLUG IN INTEGRATION Overview Address Book Manipulator Installation and Registration Push Contacts CHAPTER 22 ICAL PLUG IN INTEGRATION Overview iCal Manipulator Installation and Registration CHAPTER 23 FM CREDIT CARD PLUG IN INTEGRATION Overview FM Credit Card Installation and Registratior FM Credit Card Setup FM Credit Card Processing CHAPTER 24 TROUBLESHOOTING AND SUPPORT Troubleshooting Tips Re open the Current Window Restart FileMaker and Re open the Core Restart Your Computer Additional Support Resources
16. Select this box to send an email campaign This will send separate mail merged emails to each To recipient 4 Select this box to send HTML formatted emails Use of this feature requires the Outlook Manipulator and is currently only supported on the Windows platform using Outlook as your mail application 5 Click the green plus button to add an attachment to the email Since FileMaker supports sending only a single email attachment per email if you would like to send emails with two or more attachments then the Outlook Manipulator a Windows only plug in sold separately is required 6 The body of the email including any merge fields which will be filled out once the email is sent 7 The dosing signature set up in Core Preferences User Settings General tab is displayed here 8 Link a Contact to the email 9 Link a Project to the email 10 Link an Opportunity to the email 1 Select the Print icon to view and print the email s 12 Select the ABC icon to perform a spell check on the body of the email 13 Select the Send button to send the email 14 Once the email has been sent then the date time stamp of when the email was sent appears here 15 Select Delete to permanently delete the letter or Done to finish and close the window Figure 14 3 Add Emails using Simple Tab Link eMails simple Advanced Search i w e Company m E mail infsQabe incom Brett Brubaker
17. Timers Detail View The option to view timers in a detail view can be quite useful if it is desired to browse through a found set of timers or view more information as shown in Figure 15 1 and 15 2 Figure 15 1 Timers in Detail View E i if is 1 o omm c ons z Description is ranma en jeune contact vro E 1 Timer details in detail view displaying the Core User Start End Total Hours and Description fields Please see Figure 15 0 for more details about these fields 2 Links to a related Contact Project or Project Items Figure 15 2 Timers More Info Tab rE EET EE Em A E EH QM m 9 Decken Fd Omiietud crower wwe moms Te t m M esp Vete onset hot Created qd qs Modified By ede tatis pro 1 Description of timer and unique timer number The number assigned to each timer record is an automated and read only number 2 Created and Modified Date Time stamp This tracks when a timer was created and last modified and by whom Page 81 of 129 Chapter 16 Documents Module Overview Documents allow you to create track and manage your documents Here you can safely store and refer ence all documents for a complete document storage and management system
18. link the estimate and opportunity together and will also copy relevant information to the newly cre ated estimate Select the arrow button to conveniently navigate to the linked estimate Selecting the Red X button the right side will unlink the estimate and the opportunity The Orders Invoices Activities and Documents tabs shown here have similar functionality Stages Tab The Stages tab allows you to track the progress or status of an opportunity as shown in Figure 7 1 Figure 7 1 Opportunities Module Stage Tab i p B fal vor STS eee EEE EEN A m p wm D TEES a3 aR EE eem METTUS Im E mr OCE TET Eum EXE EE E 1 Title of opportunity and unique opportunity number The number assigned to each opportunity record is an automated and read only number 2 Select the stage button to assign the opportunity to the stage selected Stages are set up the Prefer ences Global Settings Stages Opportunities tab Stages show up as boxes to bring emphasis on the stage 3 Once stage is selected then the date the opportunity entered the stage and the days opened in the particular stage are tracked here When you click each stage the date is trapped for when the oppor tunity entered each stage The date is locked as to when that stage was clicked This serv
19. oroortunite Estimates Order Invoices rejet Opportunities Stage Sage 1 coccoH eoooe Please note that the stages are different for each module tab You can also reorder the stages using the blue up and down arrows on the right Plug ins Tab This tab is only required if you are using the Address Book Manipulator FM Books Connector FM Credit Card iCal Manipulator or Outlook Manipulator plug ins The settings and functionality of this tab are fur ther explained in subsequent chapters pertaining to the specific plug in use Figure 4 8 Global Settings Plug ins Tab ears c us Generat Template rhone Formats 5 Atty Categories calendar settings tit stapes Pop Motus reps arr one comer P ntc tok rampa Guo Manipulator ac Address Bock Manipulator Books Connector for pe Exchange Manipulator ntsc ening Modules Tab The Global Settings gt Modules tab is not discussed in this User Manual as this tab is for use by develop ers only Please see the accompanying Developer s Guide for the Modules tab functionality or contact your developer User Settings How to Create a New User In order to create a new Core user navigate to the Core gt Preferences gt User Settings and select the New Account button on the lower left hand corner as sho
20. Estimates tab Stages show up as boxes to bring emphasis on the stage 3 Oncea stage is selected then the date the estimate entered the stage and the days opened in the particular stage are tracked here When you click each stage the date is trapped for when the esti mate entered each stage The date is locked as to when that stage was clicked This serves a minia ture audit trail of the stage progression More Info Tab The More Info tab displays additional information about the estimate and leaves you with room for ex pansion to add additional fields and information as shown in Figure 8 3 Figure 8 3 Estimates Module gt More Info Tab CHEER p D 31321 T1 Ma rcm EXER Core G 1 Title of estimate and unique estimate number The number assigned to each estimate record is an automated and read only number 2 Created and Modified Date Time stamp This tracks when the estimate was created and last modified and by whom Chapter 9 Orders Module Overview Orders allow you to create track and manage your orders relating to your company s unique ordering processes Figure 9 0 Orders Module Order Tab BH cl Um rra a o EDERE ol pate TR rnnt z pu amt
21. Figure 16 0 Documents Module gt Document Tab 1 1 Qhaees 5 B at Eg B fom 2 Dashboard Contacts Opportunies Estimates Orders Invoices mems Projerts Calendar Activities Timer 4 M EE EI ens meme 0 verson 1 Status Toolbar where you can create a new record delete record perform finds sorts and much more Please see section on Status Toolbar setup for full functionality 2 View documents in detail view or list view by selecting the appropriate icon here in the Status Tool bar 3 Preview documents by selecting this button in the Status Toolbar 4 More info tab for additional information about the selected order Please see Figure 16 1 below 5 Link a document to a Client Project Opportunity Estimate and or Order Once linked select the blue arrow to navigate to that specific linked record 6 Add a document name to for better organization and reference 7 Click the Insert button to add a file Inserting a file embeds and stores the actual file into the Core3 8 Click the Export button to export the file to a specified location Please note that if the file has already been checked out you will be given a warning before exporting 9 Click the Clear button to remove the inserted file Please note that if the file has already been checked out you will be given a warning before cleari
22. Each main tab has different reports available In order to access the reports available for each main tab you must first navigate to the main tab then select Core Reports as shown in Figure 17 0 All available reports will be listed under the Core Reports menu option In the example in Figure 17 0 the Activities Report is the only available report on the Contacts main tab Figure 17 0 Reports Drop Down List ones Qe wet 00 Currently the following 6 reports are available and can be found in the locations outlined below 1 Contacts gt Core gt Reports gt Activities Report Note The Activities report will display each contact in the found set and display the first 50 activities The report will omit contacts that do not have any activities even if the contact is in your found set 2 Opportunities gt Core gt Reports gt Opportunities by Stage Note The Opportunities Report summarizes by stage then list opportunities within each stage 3 Invoices Core gt Reports gt A R Aging Report Summary 4 Invoices gt Core gt Reports gt A R Aging Report Detail 5 Invoices gt Core gt Reports gt Customer Balance Detail 6 Projects gt Core gt Reports gt Gantt Chart Note We do not support printing this Gantt chart This chart is meant to view projects on the fly This chart will present information based on start and end times within a project s line items Printing In addition to r
23. Quantity Description and Notes All fields are editable except the Type field is predefined and not editable 2 Insert Export or Clear an image associated with an item 3 Related tabs allowing you to see all items connected to an estimate order invoice and Inventory Log The Inventory Log tab tracks basic inventory management such as the Date Time User Adjustment Info Previous Quantity Quantity Adjusted and Final Quantity Kitting grouping and multiple ware house support is not included 4 Status Toolbar where you can create a new record delete a record perform finds sorts and much more Please see section on Status Toolbar setup for full functionality 5 View items in detail view or list view by selecting the appropriate icon here in the Status Toolbar 6 Preview the items record by selecting this button in the Status Toolbar 7 Adjust the inventory quantity in a negative or positive amount and enter adjustment information Aanual Core3 CRM Page 59 of 129 More Info Tab The More Info tab displays additional information about the item and leaves you with room for expansion to add additional fields and information as shown in Figure 11 1 Figure 11 1 Items Module More Info Tab IG ufo n a a amp j Lael em Fon m ee te EEN E a Son oe Sales and Purchase fames ites Ines
24. The Core3 CRM was written in FileMaker Pro therefore each machine must have FileMaker Pro installed FileMaker Pro is the 1 selling database software for Mac or Windows The minimum Mac and Windows machine requirements for running FileMaker Pro 12 can be found here hi www filemaker com products filemak ro 12 spe html If you do not already own a copy of FileMaker Pro then Productive Computing can provide you with a competitive discounted price for the desired number of FileMaker Pro licenses needed Please email your request to sales productivecomputing com Chapter 2 Hosting Options FileMaker offers three options to provide multiple simultaneous access to the Core3 CRM You can either setup internal hosting within your company external hosting with a third party company or use peer to peer sharing Let s discuss all options to find the right fit for you Internal Hosting If you decide to host the Core3 database within your company then you will need to obtain a license for FileMaker Server if you do not currently own one Installing FileMaker Server can be done in as little as 20 minutes and provides 24 7 access anytime to the Core3 You will first need to designate a machine that will run FileMaker Server The minimum Mac and Windows machine requirements for running FileMaker Server 12 can be found here http www filemaker com products filemaker server server 12 specifications html After you install FileMaker Serv
25. User Manual Core3 CRM Page 1 129 Pushing Tasks Using the plug in you have the ability to push tasks from the Core3 CRM into Outlook The intention of this feature is to allow the user to perform a specific find of tasks in the Core3 and have those tasks pushed to Outlook All tasks in the found set will be pushed including tasks that do not belong to the Core user After insertion into Outlook you have great flexibility how you can use those tasks since there are numerous third party tools that allow you to connect Outlook in a variety of ways such as for use on a mobile device This is especially useful for sales oriented users who may not always be at a place to conveniently access the their tasks in the Core3 directly using FileMaker As shown in Figure 19 9 the Push Tasks routine can be found when you are in the Activities tab of the Core3 under the Core menu at the top of the screen by selecting Core gt Outlook Integration Push Tasks Tasks in the Core3 are pushed to the users default Outlook tasks folder Tasks are pushed based on the user s found set in the Core3 This allows the user to virtually find any combination of tasks under any criteria for maximum flexibility For example you may want to only push tasks that have a due date of this week or this month When a task is pushed from the Core3 Outlook a unique Core ID is assigned to the task A custom field in Outlook is set with this unique Core ID If there is a matchi
26. coves confu goat You can lounge Ba Sena preteens Bulletin Type DBF 1 Enter your company information The details entered here will appear in the upper right hand header on letters and faxes 2 Upload your company logo This logo will appear in the upper left hand header on letters and faxes 3 Enter company wide bulletin to appear on the Dashboard You can turn the bulletin off appear as static text or as scrolling text 4 Enter the Contact ID of the record that will appear when first opening the Core3 Templates Tab Create and manage all your templates with merge fields specifically for use with emails letters and faxes Figure 4 1 Global Settings Templates Tab User Settings Global Settings General Templates Phone Formats sms activity Categories Calendar settings Liste stages Plug ins rtedules fos Gua Gra Tite Tee Sample Leter Template Late o Sampla Fax Template 1 Select the green plus button to add a new template New templates default to the letter type and please ensure you select the right type of template when you create a new template 2 Select the blue arrow to view and modify the template 3 Navigate to the Merge Fields tab to add a new merge field This requires knowledge of the field expression and may require assistance from a developer 4 Filters allow you to view specific template types by selecti
27. mail brettdprductivecomputing com hn Smith E mail johosmithQabcinc com ghn smithgpahc inc com ecc brettpproductivecomputing com melinda productivecomputina corn 1 Manually search for a contact using the search box and select the To CC or BCC button to add that email to the selected To CC or BCC field 2 Displays a list of recipients currently set in the To CC and fields 3 Select the Done button once finished e 129 Figure 14 4 Add Emails using Advanced Tab Link eMails Simple Advanced Group Monthly Newsletter 4 contacts in group cts in found set ee ecc Found Set con To smith abe ine com FH inelinda oroducivecompulina com BF info productivecomputing com br ivecomi sally productivecomputing com info abe inc com john smith abe ine com mary tz E 1 Select the desired group and select the To CC or BCC button to add the list of contact emails associ ated with that group to the selected To CC or field Groups are managed on the Contacts gt More Info tab 2 Select the To CC or BCC button to add the found set of contact emails to the selected To CC or BCC field 3 Displays a list of recipients currently set in the To CC and BCC fields 4 Select the Done button once finished RM Page 71 of 125 Faxes Faxes can be created via templates with merge fields o
28. Select the ABC icon to perform a spell check on the body of the call 6 Link a Contact to the call 7 Linka Project to the call 8 Link an Opportunity to the call 9 Select the Follow Up button to create a new task allowing you to easily follow up on the call 10 Select Cancel or Delete button to cancel or permanently delete the call Select the Done button to finish and close the window Events Manage and maintain a complete event correspondence history for each contact and or Core User Figure 14 9 Sample Event ink ie Cr Projets Event Notes Mast uik VP ard planning ped xr Wad Gee ror P caret Dy Y Link 1 Link the event to a Core User s calendar or group calendar 2 Enter the event Name or Subject 3 Categories are set up in Core gt Preferences gt Global Settings gt Activity Categories gt Events tab 4 Enter additional event notes and details 5 Selectthe Start and End date and time of the event 6 Link Contact to the event 7 Link a Project to the event 8 Link an Opportunity to the event 9 Select Delete to permanently delete the task or Done to finish and close the window 1 Read only text displaying the created by and created on event details 1 Select this check box to mark the event as complete 12 Select this box to mark the event as an al
29. as a list or bar graph The List tab displays all estimates that meet the filter criteria in a list view The Stage Bar tab displays the es timates in a bar graph separated in columns by each stage Stages are setup in Core Preferences Global Settings gt Stages gt Estimates tab The Class Bar tab displays the estimates in a bar graph separated in columns by each class Classes are setup on the Estimates Estimate tab Figure 18 5 Example of Stage Bar for Estimates User Manual C Orders Tab Orders are created to record a potential sales Having the ability to view any orders on the Dashboard gt Orders Tab allows you to easily manage and track all orders during the sales process Orders that meet the criteria specified can be viewed in a list stage bar or class bar as shown in Figure 18 6 and 18 7 All filter criteria must be meet exactly in order to display the desired orders Figure 18 6 Orders Tab ee rernm eser peces esa btc Geen En cct Ie lt p eats aves Prees con po son Dine E xe IE E es LIE Qus ary one nian taie EIS mt m pr om EI m gums ferm imn aeternas pum 1 Specify the date range of all orders to be viewed The date range is based on the Date field found on the Orders Order tab 2 Selectthe stages of all orders to be viewed 3 Specify the Sal
30. can be managed from either QuickBooks or the Core3 As dis cussed later in this chapter you have the ability to update items and push new items to QuickBooks In ventory Non Inventory Service and Subtotal type items are supported Figure 20 9 Items Module CET T Beets j d Q B G Leyouci em mete edt Layout Dashboard Contacts Opportunities ima Orders Tooker MERE wits di Timers Documenta Nere RES E tntPree rene r1 pen 5 E reum E C EE TIU on 0 js pue NE PEE ren E mur venir Ta s 5 E LII p pm E pm rs NETTES sm E o Hee pem dn rm dose Meis ame o ions E FS Orne Mein Rant E o Whey Page 112 of 129 Taxes Once you have pulled in your taxes from QuickBooks then they will be listed on the Core Preferences gt Global Settings gt Lists gt Taxes tab Taxes pulled in from QuickBooks are read only and should be man aged in QuickBooks Figure 20 10 Taxes Tab About Tanes Depending on where you do business vou may be required to calet sales tax Add sales tavas for each county district ete F using QuickBooks then manage your Taxes drach in Quickaoole by simply adding them in QuidiDocke ard then puling them in using the Import pen Tar D faut assessment San Thomas County Earthau
31. can create your own custom privilege set by referring to the File Maker built in help or by contacting Productive Computing or a FileMaker developer Please note that the Core3 comes with an adminbackup full access account The user name and pass word for this adminbackup account can be obtained by contacting Productive Computing This account was created as a back door to assist you in the event that you loose your admin account password For additional security you can change the password for the adminbackup account however Productive Computing assumes no liability or responsibility for lost passwords and issues associated with negligent security set up and maintenance Also note that ANY user with admin privileges are always preserved In other words if you have an admin user and change the name of that user then the admin user will stay exactly the same and a new user with a data entry only privilege will be created If you need to edit admin users then please see your FileMaker developer to properly make changes to any admin accounts to all Core3 files General Tab After your new Core user has been created then you can fill all the general user account details as shown in Figure 4 13 Figure 4 13 User Settings gt General Tab 2 user seras ce to ed ate ata accout nana aitua account nane a Melinds Debe O sew Account Utes Account General Email Calendar Tasks A
32. contact originally came from QuickBooks Figure 20 13 Populated Source Field in Contacts tab after QuickBooks Customer Import Jobs Jobs in QuickBooks are supported but with limited ability The Job record is in a sense merged with the parent customer record in FileMaker This means that if the job has a different address phone or email then the job contact information is added to the existing parent contact record The Job ID is stored along with the Customer ID in FileMaker so that invoices and payments pulled in for this job are linked properly to the parent contact record Sales Reps Sales reps are derived from Core3 contacts When sales reps are imported from QuickBooks a new con tact is created in the Core3 auto populating the First Name Middle Name Last Name Sales Rep check box QB Initials QB List ID Created and Modified date time stamps as shown highlighted in Figure 20 14 Since the QB Initials field in the Core3 must match an existing sales rep s initials in QuickBooks then the QB Initials field in the Core3 is a read only field that gets populated during the sales rep import process Figure 20 14 Sales Reps Invoi s Once you have pulled in your invoices from QuickBooks then they will be listed in the Invoices module in the Core3 as shown in Figure 20 15 Invoices can be managed from either QuickBooks or the Core3 As discussed later in this chapter you have the ability to update invoices and push new i
33. in the found set In the example above there are 34 records in the found set out of a total of 306 records 5 Click to show only those records that are not in the current found set Deleting Records in Core3 Each record you wish to delete from the Core3 must be deleted manually using the Delete Record but ton There is no option to delete Core users as this could damage the system Furthermore there is no Delete Found Set option and this was purposely left out as a safety measure Users who are new to FileMaker can easily fall into a one way trap of deleting multiple records for which there is no undo If you are using FileMaker Pro Advanced you should be able to delete in mass safely by utilizing Stan dard FileMaker Menus If you perform a Find for an isolated group of records AND you are sure to ex clude Core users from that set then that found set could be safely deleted from the Core3 Please re member to make a backup of your system prior to deleting records in mass 1 Login to the Core3 as an administrator with full access 2 Navigate to Tools gt Custom Menus gt Standard FileMaker Menus as shown in Figure 3 6 Figure 3 6 Standard FileMaker Menus 3 Next perform a find Include records containing the appropriate field information Then select the New Request and Omit buttons Select the Core User check box to omit Core Users from the found set Refer to the numbered steps below in Figure 3
34. is stored in its own area or table Storing data like this in multiple tables give you great flexibility and expandability whereby you can have a single contact with multiple addresses phone numbers and internet addresses Because of this structure it is not possible to use the traditional FileMaker Import Records script step to import your data unless you are familiar with relationships scripts and the act of importing into multiple related tables Fortunately the Core3 comes with a special Batch Import process that allows you to import your basic data by matching your fields with select fields in the Core3 The Batch Import process will move your data into all the necessary tables and properly link them This basic out of box import process provides you with a starting point however your data may be format ted in a more complex structure not supported by this process Productive Computing can be hired to assist you with your data import process if you need additional assistance Please note that multiple batch imports are not supported with this process and should be done at your own risk We recommend performing the Batch Import prior to using the Core3 as this import should be your starting point If you have additional data files that need to be imported then consolidate these data files into one master file Afterwards you can perform a Batch Import using your single master file This is often the best method for basic users If
35. mark up amount does not appear on the printed estimate The total can also change and the values will calculate backwards to adjust the markup accordingly Optional memo field that does appear on the printed estimate Tax Rates are set up in the Preferences Global Settings List Taxes tab An unlimited number of tax rates can be set up but two separate tax rates are not permitted on one estimate If you need two separate tax rates then you will need to have two estimates Subtotal tax and total values calculated for the entire estimate Select this icon to duplicate the estimate Select this icon to create an order from the estimate All relevant information will be copied over to the new order The estimate and order will also be automatically linked Select this icon to create an invoice from this estimate All relevant information will be copied over to the new invoice The estimate and invoice will also be automatically linked Select this icon to send the estimate as a PDF attached to an email View estimates in detail view or list view by selecting the appropriate icon here in the Status Toolbar Preview the estimate record by selecting this button in the Status Toolbar Links Stage and More info tabs Additional tabs for information about the selected record Please see Figure 8 1 8 2 and 8 3 below Sort column that allows you to move line items up and down Links Tab The Links tab allows you to link and manage es
36. oom nuam such reif hae O mini eins Ean Te ES LN pere prom ea wan San emt fu ht nh Quas mm O mimer oam such Tens ru E one ros amera rer Mat rs exam O rote Conr t cum amp pe Sum 1 Select the blue arrow button to navigate to the specific activity record 2 Select the blue arrow to navigate to the specific contact record s Managing Activities Letters Letters can be created via templates with merge fields or written on the fly Letters are currently limited to 5 pages The page length of letters can always be customized to accommodate more pages if needed Figure 14 1 Sample Letter from Template with Merge Fields Sal tor use wth Lats e sess Lorem ipsu dolor st amet consectetuer adipiscing eli Integer in eit get ibero venenatis molis O NATE ia LANES Lene ie Pelee ae sq farum roe ve oer ar REP ok A Igoe fel erine a kreake ri a E oo y ooo yo Blauer in m ll sut orta Surate derd al Nun els novacav ul sadas Ey 1 Choose letter template from the drop down list and select the Apply button to apply that template 2 The subject and body of the letter including any merge fields which wil
37. specific calendars to display all events for the selected calendars Group calendars are in upper case Calendars are managed in the Core gt Preferences gt Global Settings gt Calendar Settings tab If you select a group then all group members will be selected and vice versa if you unselect a group 6 Select the default house icon to select only the currently logged in user s default calendar Select the All and None buttons to conveniently select all or no calendars 7 Month calendar preview to easily view and change the desired calendar date 8 Add a new event for a specific day by selecting the corresponding number of the day or edit an exist ing event by selecting the event 9 The current day according to your machine clock will be highlighted blue with a red number Figure 13 1 Sample Calendar Week View contacts Opportunities Estimates orders Projects Week of Sep 12 2010 Ainon re oy 1 a Ge B gt 4 ms B gt Timers Documents surdsy so L2 Mond sonis testy Sep 14 seris husda sands Fda SED LT opis E poor LaLa iB Li m ewm mnm 0 nna sa shone 1 m O Pen ln ual pres en inch wh ree pun Vii Pres vc due inch ual Brus sese Te E Ena mno cas Eza amissum Figure 13 2 Sample Calendar Day View Dashboard Contacts ouportunmies Estimates orders woes nems projets R
38. the date the order entered the stage and the days opened in the par ticular stage are tracked here When you click each stage the date is trapped for when the order en tered each stage The date is locked as to when that stage was clicked This serves a miniature audit trail of the stage progression Aanual Core3 CRM Page 50 of 129 More Info Tab The More Info tab displays additional information about the order and leaves you with room for expan sion to add additional fields and information as shown in Figure 9 3 Figure 9 3 Orders Module More Info Tab Li EEO ot Q mm esiste mec Sn ICM eres RR ER B M EEA mr UE TIU TTE rehire Merry as 1 Title of the order and unique order number The number assigned to each order record is an auto mated and read only number 2 Created and Modified Date Time stamp This tracks when the order was created and last modified and by whom 51 of 129 Chapter 10 Invoices Module Overview The Invoice tab allow you to create track and manage your invoices and payments relating to your com pany s unique billing processes Figure 10 0 Invoices Module Invoice Tab Qora lamen ven aS INE Sidi oki ists aes ordo casar ee nem Leke Same Pei j hi
39. the lower corner can assist with arranging fields The most common Arrange By selection is Matching Names or Field Names In order to select the Matching Names option you may need to select the Don t import first record contains field names check box as shown in Figure 5 2 this check box is automatically checked in FileMaker 12 Please choose the import option most appropriate for you Figure 5 2 Import Field Mapping Cure Tata CP Field names Field names from your data file rmm set iore ASH 2 n data 5 After you have appropriately aligned the field names then select the Import button to import your data into the Core3 Fields are one to one For example one work phone and one email for one con tact record Chapter 6 Contacts Module Overview The main Contacts module is where all your company and individual contact information is stored Figure 6 0 below outlines the basic functionality of the Contacts module Figure 6 0 Contacts Module Contacts Tab Io Mg o IN EON E carpan Spc Wires E ett panes Q pneus I WF oos a oom o ea Ex mere O Qd emt
40. will need to create a Clickatell Central account which be created here http www clickatell com After you have created your Clickatell account then next create an 1 ID To do this please log into your Clickatell account navigate to the Manage my Products tab and select the HTTP option Follow the prompts to generate an API ID Lastly enter your Username Password and API Key on the Preferences Global Settings SMS tab as shown in Figure 4 3 Figure 4 3 Global Settings gt SMS Tab Cfekatell Activity Categories Tab All categories can be customized and setup to meet your company s specific needs Categories can be set up for Events Tasks Notes and Project Items as shown on the corresponding tabs in Figure 4 4 If a category is no longer in use then please make the category inactive rather than permanently deleting the category in order to preserve the integrity of the category history for your activities Figure 4 4 Global Settings Activity Categories Tab Calendar Settings Tab Here you will create and manage all individual and group calendars Calendar names must be unique A courtesy individual calendar is automatically created for Core users upon initial setup Calendars are linked to a Core user In other words if you change the Core user name then you must manually change the corresponding individual calendar The Core3 CRM manages users independent of calendars so
41. with Apple s iCal can be extremely powerful as one of the primary goals is to avoid double entry and increase accuracy between FileMaker and Apple s iCal Increasing accuracy and efficiency by avoiding double data entry is what most organizations strive for and is the purpose for creating the iCal integra tion iCal integration requires purchasing installing and registering the iCal Manipulator plug in which is sold separately The plug in is licensed installed and registered on each client machine You do not need to learn how to program in order to use the out of box features discussed in this chapter rather you just simply need to purchase install and register the iCal Manipulator plug in Please read this entire chapter for a detailed description of the exact integration functionality The Core3 has the following out of box iCal integration functionality One way push all Core user events and tasks to a specified calendar in iCal iCal Manipulator Installation and Registration After purchasing your iCal Manipulator license s then follow these installation and registration steps 1 Close FileMaker 2 Download the plug in bundle from our site here www icalmanipulator com 3 Unzip the contents of the bundle Copy and paste the actual plug in into your FileMaker Extensions folder located here Volume Applications FileMaker X Extensions Volume is the name of the mounted volume 4 Open the Core3 CRM and navigate to the Core gt
42. with a screen shown in Figure 20 1 Please select the fourth radio button down to always allow access even if QuickBooks is not running and select the admin user if a drop down list appears with user names Then select the check box below to allow the plug in full access and select the Continue button Figure 20 1 QuickBooks Application Certificate p m Landecapna Garden Sup sert ie Gadde etim nas boon veto Sip cos Cub ipi 206 ilis be tats aru rts cni eap even 4 Select Yes and or Done if prompted to allow and finish the access confirmation Please note that while this screen appears if you should click on FileMaker FileMaker may stop respond ing This is caused when the plug in is waiting for user input from the QuickBooks connection dialog box This isolated situation is due to a FileMaker limitation when a plug in waits for user input from a 3rd party application If this occurs force quit FileMaker and repeat the steps above This is connection and access authentication must be done one time per QuickBooks file In QuickBooks you can always navigate to Edit Preferences Integrated Applications Company Preferences to change the plug in access properties or check to see if the connection has already been established We are now ready to begin exchanging data with Quick
43. you are an advanced user or you work with a developer then you may prefer to use the Batch Import for more advanced data imports All imports outside the standard use are supported under our paid support program If importing data from a third party pro gram such as Outlook Apple Address Book or QuickBooks using one of our plug ins then please see the section regarding the specific plug in integration The Batch Import steps are as follows 1 Start with a clean copy of the Core3 2 Select Batch Import from the Core menu as shown in Figure 5 1 Figure 5 1 Batch Import Scripts Tode Help Export we Peloain Unios Merge Export vcard Print Envelopes Print Labels Integration QuieBooks integration gt Reports 3 Select your data file Any file type that FileMaker supports can be imported A complete list of sup ported file types is listed in FileMaker s help area For a quick reference supported data files are FileMaker Files fmp12 or fp7 Tab Separated Text Files tab or txt Comma Separated Text Files csv or txt Merge Files mer Excel Workbooks xls or xlsx other file types supported by FileMaker found here www filemaker com 4 Match your fields with fields in the Core3 as shown in Figure 5 2 The fields from your data file shown on the left side below should be matched to the fields in the Core3 shown on the right be low The Arrange By option in
44. 7 Figure 3 7 Finding Records and Omitting Core Users cue sory Ir a m er AX ux ome pom mer onus O 4 Once you obtain the found records you wish to delete navigate to Records gt Delete Found Records If you are not using FileMaker Pro Advanced and wish to delete records in mass you must program File Maker Pro in a script that installs the Standard FileMaker Menus set Please remember to make a backup of your system prior to deleting records in mass Duplicating Records in Core3 There is no option to duplicate a record in the Core3 This was removed from the Core custom menus due to the fact that when a record is truly duplicated you would technically want all the related ele ments of that record duplicated as well You could turn on the Standard FileMaker Menus as outlined in Figure 3 6 By doing so Duplicate Re cord would appear under Records as shown in Figure 3 8 However it is not guaranteed that the state of the record would continue to work as expected if duplicated this way Please remember to make backup of the system prior to duplicating records Figure 3 8 Duplicate Record FileMaker Advanced File Edi View Insert Format Scripts Tools Window Help New Record L 1 ees o i a SO 3 wmm Earum Goto Record DEL Refresh Window
45. Books Data Transfer Matrix Although the data exchange with QuickBooks will be explained in further detail the data transfer matrix shown in Figure 20 2 provides a basic overview of the functionality Of course additional functionality can be customized as this is only the out of box functionality This data transfer matrix can also be found directly in the Core3 by navigating to Help Core3 QB Data Transfer Matrix Figure 20 2 FileMaker and QuickBooks Data Transfer Matrix showing what areas can be added modified and deleted from FileMaker to QuickBooks in blue and from QuickBooks to FileMaker in green Core3 QuickBooks Data Transfer Matrix Customer Messages Tax Rates As you can see in Figure 20 2 above Accounts Payment Methods Sales Reps Payment Terms Shipping Methods Customer Messages Tax Rates and Classes can only be pulled from QuickBooks into FileMaker We do not support pushing these items The main reason is that there are several other fields in Quick Books that need to be populated in order to add many of these items In addition these items are typi cally 10 items or less except for Accounts so the argument to have them pushed is not strong Lastly these QuickBooks items are a sensitive area where users should not necessarily have jurisdiction over manipulating them from the Core3 as this is typically an accounting only area for most organizations and should be managed in QuickBooks User Manual C
46. Card integration FM Credit Card integration requires purchasing installing and registering the FM Credit Card plug in which is sold separately and requires that you have a gateway account setup with either PayPal or Authorize net The plug in is licensed in stalled and registered on each client machine You do not need to learn how to program in order to use the out of box features discussed in this chapter rather you just simply need to purchase install and register the FM Credit Card plug in Please read this entire chapter for a detailed description of the exact integration functionality The Core3 has the following out of box FM Credit Card integration functionality Automatically process a credit card payment through your PayPal or Authorize net account FM Credit Card Installation and Registration After purchasing your FM Credit Card license s then follow these installation and registration steps 1 Close FileMaker 2 Download the plug in bundle from our site here www fm creditcard com 3 Unzip the contents of the bundle Copy and paste the actual plug in into your FileMaker Extensions folder located here Volume Applications FileMaker X Extensions Volume is the name of the mounted volume 4 Open the Core3 CRM and navigate to the Core gt Preferences gt Global Settings gt Plug ins gt Register Plug ins tab Enter your license ID which is provided by Productive Computing in the license ID field and select the R
47. Core3 then you will be asked if you would like to void the invoice in Quick Books If an invoice is changed in the Core3 then the Refresh checkbox will be checked indicating that the invoice needs to be refreshed or updated in QuickBooks The Refresh checkbox can be found on the Invoice gt More Info tab When a child QuickBooks record in the Core3 is used on an invoice we will associate that invoice the parent QuickBooks contact when pushing The list item marked as the default in the Core3 will be used on new invoices created when pushing invoices or payments that require a valid list Push and View Payments Once you enter a payment then you will be prompted with a dialog asking if you would like to push the payment to QuickBooks Once the payment has been pushed to QuickBooks then the payment will have text in the lower left hand corner as shown in Figure 20 19 indicating that the payment exists in Quick Books There is also a View in QB button here that will conveniently open the payment in QuickBooks from the Core3 Figure 20 19 QuickBooks Payment Push and View options Payments me ES tees ni ooo bases Ems qas Meu 1l a ae Please note the following when pushing and viewing payments from the Core3 to QuickBooks If the FM Books Connector is present on the machine then each time you Save amp Close the payment you will be prompted to push the payment to Q
48. E Etna cides wee m 10l rema re wer owman wb wernanen 1 Select the Manage button on the Contacts gt More Info tab to open the Group Management window The Group Management window displays all groups and subscriber count Here you can remove and add groups by selecting the red delete button or the green add button 2 Select the Add Multiple button to add the found set of contact records to the group s selected in the pop up window Select the Remove Multiple button to remove the found set of contact records from the group s selected in the pop up window 3 The check box indicates that the group s to which the contact belongs The image above shows that the contact belongs to the Monthly Newsletter and Sales Contacts groups User Manual C Page 79 of 129 Chapter 15 Timers Module Overview Timers provide an area to keep track of Core user s timers allowing you to create track and manage valuable user time spent When the user clicks on the Timers module they are directed to list view The found set is for records created on the current date today for that user If no records are found zero records will be in the found set By default the found records will be sorted by start time Figure 15 0 Timers in List View Tn s Li Sasman e 3 oye inet ENSE E 79 As Listinou
49. EESE Timers oocumens Sep 13 2010 Wek D B gt 090 3 LE LI 2228 a sus B i DOTT a id eer senum Pm ma sata Tus pese ee set men a nnmis et ng e Metin Lie usen satia genas mno nme amissum amas Be ah es User Manual Core3 CRM Page amp 6 of 129 Chapter 14 Activities Module Overview The activities area provides you with an area to track manage and maintain all correspondence history and activities Activities include Letters Emails Faxes Calls Notes Tasks Events and Project Items Figure 14 0 Activities Module in List View Qaem Sl EB B o aya aay we nene mi mm P Tees oest geste o ecd sepes pem E LEE DESDE suns IOS LE LIIS E Hle reg IIS arom vua E Quas bam uem mein o UNE NEN NN NN 5 wept aw jun Tues O iem amem uae O mam umm C owns xem wmm s meme uom ome meebnm O uman uMap sea memes ware mom ied erret O sms jene immo He ea O waeme a es O sm eme ies DIS somm tsm Seek Tener ues IT CTS
50. Preferences gt Global Settings gt Plug ins gt Register Plug ins tab Enter your license ID which is provided by Productive Computing in the license ID field and select the Register button Once successfully registered you should be running in LIVE mode as shown in Figure 22 0 Figure 22 0 iCal Manipulator Registration ir ab sige Template roe Formats sus Cee Calendar Seng at Stayer Paine is tock Connectar Quiche Push to iCal Using the plug in you have the ability to push all your events and tasks to a specified calendar in iCal The intention of this feature is to populate iCal with the Core user s events and tasks After insertion into iCal you have great flexibility in how you can use your calendar since there are numerous third party tools that allow you to connect iCal in a variety of ways such as for use on a mobile device This is espe cially useful for sales oriented users who may not always be at a place to conveniently access their calen dar in the Core3 directly using FileMaker First please check to ensure that you have your preferences setup These settings are user specific and can be setup in the Core gt Preferences gt User Settings gt Calendar Tasks tab as shown in Figure 22 1 below The currently logged in user s default calendar events and default tasks will be populated into the iCal calendar specified Figure 22 1 iCal Setup in Core Preferences U
51. Stages are setup in Core gt Preferences gt Global Settings gt Stages gt Opportunities tab The Category Bar tab displays the opportunities in a bar graph separated in columns by each category Categories are setup on the Op portunities gt Opportunity tab Figure 18 3 Example of Stage Bar for Opportunities age 87 of 129 Estimate Tab Most sales are preceded by estimates The Dashboard Estimates Tab allows you to track and review all estimates that meet the specific criteria The estimates that meet the criteria specified can be viewed in a list stage bar or class bar as shown in Figure 18 4 and 18 5 All filter criteria must be meet exactly in or der to display the desired estimates Figure 18 4 Estimates Tab raa maa amie uirtute oed eds patres seres ds ics es DateRange at seem Te onid TT ET peo 9 Date tati voti r Lar ia Sete ciat O ise s oe meer 1 Specify the date range of all estimates to be viewed The date range is based on the Date field found on the Estimates gt Estimate tab 2 Select the stages of all estimates to be viewed 3 Specify the Sales Rep s You can specify more than one sales rep to view all estimates for all sales reps selected 4 Specify the minimum and maximum values of the desired estimates to be displayed n Navigate to the List Stage Bar or Class Bar tab to view the estimates
52. abeled Type Status and Source Values for all 3 fields are editable via a drop down list Action items allowing you to create new activity for the contact such as a note event task email fax call letter or timer Once created all activities can be found on the Activities tab More info tab provided for additional information about the selected contact record See Figure 6 1 Sort column for sorting contacts in the portal Contact with 1 will appear at the top of the list Related tabs showing all related information linked to the contact record Link contacts to various company or individual records Once contacts have been linked then you can easily navigate between records and associate contacts with various companies and or individuals Select the arrow button to conveniently navigate to the linked contact record Select the red X button to unlink a contact from the current record Obtain driving directions to or from this address in Google Maps Also allows you to obtain map of this exact address A web browser will be opened displaying the directions or map of the location s View Contacts in detail view or list view by selecting the appropriate icon here in the Status Toolbar Preview the contact record by selecting this button in the Status Toolbar More Info Tab The More Info tab displays additional information about the contact as shown in Figure 6 1 Figure 6 1 Contacts Module More Info Tab
53. ake assessment 175 M ue County San Thomas sales tax San Tomas County Qut of state Out of state sale exempt fror sakes tax 3 Es ue Sim Domingo eee Tax San Corning County Tox a e m Ue Classes Once you have pulled in your classes from QuickBooks then they will be listed on the Core Preferences gt Global Settings gt Lists gt Classes tab Classes pulled in from QuickBooks are read only and should be managed in QuickBooks Figure 20 11 Classes Tab se provida you sway la dani your Fusing Gah han manage your in ck lick and hen png em im ing Pv Ino yin Qual besar E no a ue manenance ne u ue jal ne User Manual Core3 CRM Page 113 of 129 Contacts When importing customers from QuickBooks into the Core3 CRM please ensure you navigate to Core gt Preferences gt Global Settings gt Plug ins gt FM Books Connector tab and check or uncheck the Create both Company and Individual records during Customer import option as shown in Figure 20 12 depend ing on your preference Please adjust this setting BEFORE you import your customers from QuickBooks Figure 20 12 FM Books Connector Tab m When this checkbox is selected then both company and individual records are created during the import When this checkbox is not selected then only one record is created for every one record from QB Let s explore both opt
54. all the plug in by copying and pasting the actual plug in into your FileMaker Extensions folder Windows C Program Files FileMaker FileMaker Pro XX Extensions Mac Volume Applications FileMaker Pro XX Extensions Volume is the name of the mounted volume 4 Open the Core3 and navigate to the Core gt Preferences gt Global Settings gt Plug ins gt Register Plug ins tab Enter your License ID which is provided by Productive Computing in the License ID field and select the Register button Once successfully registered you should be running in LIVE mode as shown in Figure 19 0 Figure 19 0 Outlook Manipulator Plug in Registration Sending Email There are 3 main advantages of using the Outlook Manipulator when sending emails from the Core3 CRM These 3 advantages are that you can send HTML formatted emails send emails with multiple at tachments and send email campaigns To enable use of the plug in when sending emails please navigate to the Core Preferences User Settings Email Sending tab and select Plug in as the Method as shown in Figure 19 1 below Please note that these are user settings and are specific to the Core user highlighted in yellow on the left Figure 19 1 Setting up the Method for Sending Email preferences 1 Selectthis button to enable the plug in when sending emails e 94 of 129 2 Specify the attachment options to Embed or Reference If you select the Embed option then
55. amount to Invoice 1001 5 Amount Due represents the total amount due but only for the invoice s CURRENTLY SELECTED 6 The total amount applied This amount changes as you select and deselect invoices using 3 above 7 The In Balance amount is the amount applied or unapplied during the payment process 8 Once the Save amp Close button is selected then everything is validated and posted 9 The Clear button will clear all fields to allow you to start the payment process again 10 The Delete button will delete the payment and close the screen without applying any changes Allows you to automatically process credit cards using the FM Credit Card plug in through PayPal or Authorize net accounts You must have the plug in installed and registered and have a valid PayPal Authorize net account to use If you are using a different credit card processing method then you also have the option to click the Process Credit Card button and manually mark as processed Links Tab The Links tab allows you to link and manage invoices as shown in Figure 10 3 Figure 10 3 Invoices Module Links Tab ED mm a tole ret m PE TEE EE EEE E RN EEE EEE E E EEA bur PM St PP ons FEL 1 Title of invoice and unique invoice number The number assigned to each invoice record is an auto mated and read only number 2 Link an invoice t
56. ange is based on the Date field found on the Invoices Invoice tab 2 Select the stages of all invoices to be viewed 3 Specify the Sales Rep s You can specify more than one sales rep to view all invoices for all sales reps selected 4 Specify the minimum and maximum values of the desired invoices to be displayed 5 Navigate to the List Stage Bar or Class Bar tab to view the invoices as a list or bar graph The List tab displays all invoices that meet the filter criteria in a list view The Stage Bar tab displays the in voices in a bar graph separated in columns by each stage Stages are setup in Core Preferences Global Settings Stages Invoices tab The Class Bar tab displays the invoices in a bar graph sepa rated in columns by each class Classes are setup on the Invoices Invoice tab Figure 18 9 Example of Class Bar for Invoices Projects Tab The Dashboard Projects Tab provides you with easy access to manage and review all projects that fit the specified criteria Projects that meet the criteria specified can be viewed in a list stage bar or cate gory bar as shown in Figure 18 10 and 18 11 All filter criteria must be meet exactly in order to display the desired projects Figure 18 10 Projects Tab Giese tate Orpen Eamtos cds uocis noe aene p sese chiles Due creen Dam Cs Carine DE p E Tna used E Ere Meere cbe nem
57. bas s tonat sns tes ras ro ena kt coed neis Rc peer UNCERT fup ranra ENT Spo ten PA yipeesco nm Lah ia O tans O New ch fie eran ETIN CTIOON A D O etes O mavrak otee mI aes ITEM A neu Medie Tanna wih roh O New verk ose e MI A M onamo 4 Med minna wekasan O soln wh O at otee oa Tarea 1 Status Toolbar where you can create a new record delete a record perform finds sorts and much more Please see section on Status Toolbar setup for full functionality 2 View timers in detail view or list view by selecting the appropriate icon here in the Status Toolbar 3 Preview the timers by selecting this button in the Status Toolbar 4 Specify the Core User for the timer entry Select the blue arrow button to navigate to the specific Core user s contact record 5 Enter the timer Start time down to the second 6 Enter the timer End time down to the second 7 Total hours calculated based off of the Start and End time 8 Description of timer entry which also serves as a audit trail of all work performed during a specific time 9 Linka timer to a specific contact Select the blue arrow button to navigate to the specific contact 10 Link a timer to a specific project Select the blue arrow button to navigate to the specific project 1 Link a timer to a specific project item Project items are drop down list relating to the available pro ject items for the specific project
58. be added Please also note that the Outlook picture field is not yet supported by the Outlook Ma nipulator so the picture field will not be populated The pull process pulls the contacts from the user s default Outlook contacts folder as shown in Figure 19 6 In Figure 19 6 only the contacts in the primary Contacts Outlook folder will be imported All con tacts in any other subsequent folders such as Group A Group B Sales Contacts and Support Con tacts will be ignored Figure 19 6 Default Outlook Contacts Folder 3 Mabor Velnda ELO pam En ass contacte Luce Cotes Deleted items 2 dine a Please also note that records that are deleted in Outlook are NOT deleted in the Core3 during the pull process If you delete an Outlook contact record that has a matching record in Core3 then you will need to delete that Core3 contact record manually Pushing Contacts Using the plug in you have the ability to push a single contact or your found set of contacts from the Core3 to Outlook The intention of this feature is to allow the user to perform specific finds of contacts in the and have those contacts pushed to Outlook After insertion into Outlook you have great flexibility in how you can use those contacts since there are numerous third party tools that allow you to connect Outlook in a variety of ways such as for use on a mobile device This is e
59. ched if the From address matches a contact s email in the Core3 along with at least one recipient To CC BCC If emails are not successfully matched then the emails are still im ported into the Core3 but are put into a holding area This holding area contains all unmatched emails and is not openly visible to the user You can resolve all unmatched emails by simply selecting the Re solve Unmatched Emails option found on the Core Resolve Unmatched Mail as shown in Figure 19 4 Please note that this option is only available from the Acti Figure 19 4 Resolve unmatched email option When the routine to resolve unmatched emails runs all unmatched emails will attempt to be matched If the email cannot be successfully matched in other words the From and one To CC or BCC field are not matched then the emails will remain unmatched and a list of email addresses that could not be matched will be displayed allowing you to add the emails to the appropriate contact records Figure 19 4 1 shows a sample dialog where 2 emails are still unmatched because the account noreply acrobat com email does not exist in the Core3 e 97 of 129 Figure 19 4 1 Sample dialogs that appear after the resolve unmatched email routine runs Contacts Pulling Contacts The intention of pulling your contacts from Outlook into the Core3 is to perform a one time import to gather all contacts from Outlook and populate those contacts in the Core3 After
60. contact was created and last modified and by whom 6 A free form notes field 7 Enter keywords for a contact record that may help with searches and categorizing Merge Duplicates How to Merge Duplicat Creating and importing contacts from several difference sources can lead to unintentional duplicate con tact records This feature makes the task of finding and merging duplicates easier To merge duplicates navigate to the Contacts Tab and select the Core Merge Duplicates from the menu at the top as shown in Figure 6 2 Figure 6 2 Contacts Core Merge Duplicates mm dj A Duplicate Search window will appear as shown in Figure 6 3 Simply select the criteria you want to use to identify duplicates Currently you can search for duplicates based off of the Name Phone Email and Address If searching by name then the First and Last Name must be an exact match for each con tact Figure 6 3 Duplicate Search Window Los n E I a is a B Dan anas As shown in Figure 6 3 once duplicate contacts are found then simply select the name on the left of the desired duplicate to merge and a list of found duplicate contacts will appear in the list on the right Please note that you can only merge two contacts at a time and Core User contacts cannot be merged Select the two duplicate contacts to merge by checking the box to the right of each contact and select the Combine button Then a Merge Duplicat
61. ddress ook manipulator Remember window rotor 7 Scanned signature dosing signature he ard have a day Youre onti n at he aco A 1f you change the account name here then you will be required to re assign the password The ac count name for the admin cannot be changed The account name does not necessarily have to be the same as the user name The account name and password are needed to log into the Core3 Select the Remember Window Position checkbox to preserve each user s window position upon re opening the Core3 Insert a scanned signature to be used in letters Add a closing signature to be used in letters and emails Displays the currently logged in user and privilege set Email Tab Here is where you specify the email options for each user Users can send emails specific to their needs allowing the Core3 to fit each user s preference If using Windows and the Outlook Manipulator then you have the option to import emails from Outlook into the Core3 Please see the Outlook Plug in Integra tion chapter Figure 4 14 User Settings gt Email Tab p rae it 1 Select the Sending tab to specify the method that each user will use to send email Please choose from the following three options FileMaker via mail client Send email through your default email client HTML formatted emails and mul tiple a
62. ditional fields and information as shown in Figure 10 5 Figure 10 5 Invoices Module More Info Tab antenin fi a ios a ts Um Se E EEA EE EA ESE Rf A EA KEE KER E RA TT TT co amm EU e perm Capt us S Cores IPIE 1 Title of invoice and unique invoice number The number assigned to each invoice record is an auto mated and read only number 2 Created and Modified Date Time stamp This tracks when the invoice was created and last modified and by whom 3 List ID QB Ref and Refresh check boxed used only when integrating with QuickBooks using the FM Books Connector The List ID and QB Ref are captured from QuickBooks The Refresh check box indicates that QBs needs to be refreshed Chapter Items Module including Inventory Tracking Overview Items allow you to create track and manage your items including Inventory Non Inventory Service and Subtotal items Figure 11 0 Items Module Item Tab esee Contacts Opportunises orders calendar Uwe once per mw Drask vus EMBook Description plug n for Qudisocka Connector ipte oe males men iy Cores 1 Item related fields such as Name SKU Type Category Unit Price Taxable
63. down list with High Normal and Low options 2 Enter the Start Date and Due Date of the task 3 Categories are set up in Core gt Preferences gt Global Settings gt Activity Categories gt Tasks tab 4 Set the Assigned To field from a drop down list of Core Users 5 Set the Assigned By field from a drop down list of Core Users 6 Set the Reminder Date and Reminder Time 7 Mark the task as Complete 8 Enter the subject and body of the task 9 Link a Contact to the task 10 Link a Project to the task 11 Link an Opportunity to the task 12 Select Delete to permanently delete the task or Done to finish and close the window Calls Calls can be created to track phone call correspondence history Figure 14 8 Sample Call P Call Details fe Melinda DePalma Set inam E 1120 AM Contacts Melinda DePalma a o Sena aR y pum ne 100l dad Browse el 7 1 Enter the From Subject and Body of call The From field is drop down list of all Core users 2 Enter the call Start Time End Time and Date The Duration is an auto calculation based on the times 3 Enter the result of the call Possible drop down list values are Call Attempted Call Completed Call Left Message and Call Received 4 The Created By field is auto populated with the Core user who created the record This field cannot be modified 5
64. e Contacts window will appear as shown in Figure 6 4 allowing you to see the details from each record side by side Figure 6 4 Merge Duplicate Contacts Window The record on the right will merge into the record on the left In other words the record on the left will be kept and the one on the right will be deleted All phones internet and address will be merged Names will be replaced the record on the left will win The company name on the left will also win If you need to swap the records from left to right then select the Swap button on the bottom Once ready to merge duplicates then select the Combine button 1f the records have linked contacts then you will get prompted to copy these linked contacts to the mas ter record or the record on the left This can be very handy when you have two duplicated individual records each with their own set of related contact records The linked contacts from the duplicated re cord on the right side will be moved and related to the master record on the left side This option to copy linked contacts only apples to linked contacts and not other linked records such as a linked order or invoice When merging two records the other linked records such as opportunities estimates orders in voices projects activities timers and documents from both records will always be combined into the master record Chapter 7 Opportunities Module Overview Opportunities allow
65. e Productive Computing Cores User Manual Revised January 2 2013 950 Boardwalk Suite 205 San Marcos CA 92078 760 510 1200 www productivecomputing com Copyright 2013 Productive Computing Inc END USER LICENSE AGREEMENT EULA This software product is protected by copyright laws and international copyright treaties as well as other intellectual property laws and treaties This software product is licensed not sold LICENSE AGREEMENT AND DISCLAIME PLEASE READ ALL TERMS AND CONDITIONS OF THE LICENSE AGREEMENT BEFORE CONTINUING USING OUR SOFTWARE INDI CATES YOUR ACCEPTANCE OF THIS AGREEMENT IF YOU DO NOT AGREE TO THE TERMS AND CONDITIONS YOU MAY NOT IN STALL OR USE THE SOFTWARE PRODUCT PRODUCTIVE COMPUTING INC MAKES NO OTHER WARRANTY EXPRESS OR IMPLIED INCLUDING WITHOUT LIMITATION ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PUR POSE Disclaimer of Damages Productive Computing Inc has made every effort possible to ensure that the Core3 CRM is free of any bugs or errors however in way is the Core3 CRM to be considered error or bug free You assume all responsibility for any damages or lost data that may result from any errors or bugs in the Core3 CRM IN NO EVENT WILL PRODUCTIVE COMPUTING BE LIABLE TO YOU FOR ANY GEN ERAL SPECIAL INDIRECT CONSEQUENTIAL INCIDENTAL OR OTHER DAMAGES ARISING OUT OF THIS LICENSE In no case shall Productive Computing s liability exceed th
66. e are numerous third party tools that allow you to connect Outlook in a variety of ways such as for use on a mobile device This is especially useful for sales oriented users who may not always be at a place to conveniently access the their calendar in the Core3 directly using FileMaker As shown in Figure 19 8 the Push Events routine can be found under the Core menu at the top of the screen by selecting Core Outlook Integration Push Events when you are in the Activities tab of the Core3 Events are pushed based on the user s found set in the Core3 This allows the user to virtually find any combination of events under any criteria for maximum flexibility For example you may want to only push events that occur this week or this month or you may want to push events from 2 calendars such as events from you and your boss s calendar When an event is pushed from the Core3 to Outlook a unique Core ID is assigned to the event A custom field in Outlook is set with this unique Core ID If there is a matching event found in Outlook during the push process meaning the Core3 event and Outlook event have the same Core ID then the Core3 will override the Outlook event with information in the Core3 even if the event data in Outlook is newer In addition matching records that are deleted in the Core3 are NOT deleted in Outlook during the push process If you delete a Core3 event that has a matching record in Outlook you need to delete that Out look ev
67. e purchase price for the software or services Data Loss Backup Responsibility Release of Li It is understood that during the normal course of software usage computer systems can crash remote connections can be discon nected data database systems can be corrupted and data loss can occur It is also understood that the best way to fully or partially recover from such a data loss event is to setup and maintain regular backups of all data database systems As the user of the Core3 CRM you are responsible for setting up and maintaining regular backups of your data database systems Should you experience data loss you shall in no way hold Productive Computing Inc monetarily or otherwise liable for lost data the cost of any data re covery services or for the future losses in revenue the data loss event may cause you We advise that at a minimum you perform daily backups and conduct weekly monitoring of your data backups It is your responsibilty to ensure that the consistency and qual ity of the backups is being maintained throughout the life history of the data database system Trademark Notices FileMaker is a registered trademark of FileMaker Inc registered in the U S and other countries The file folder logo is a trademark of FileMaker Inc Mac and the Mac logo are trademarks of Apple Inc registered in the U S and other countries Microsoft Wi dows and the Windows Vista logo are registered trademarks of the Microsoft Group o
68. ects Colendo Activities timers Documents O O vor a Phones Gov wak ca setae 00 x m meme GO wo cen BO ie pradutvseempuinacon a status Comert Grates Estres d Voces Ties Docments 7 I s es Te E EES Emal er O sy scorer we ayawan red 2 9 i oseni 4 eni 28 Cores Overseas 1 Status ToolBar Used to navigate through found set of records add delete find and sort records plus much much more Please see chapter regarding setting up and using the Status ToolBar 2 Main Modules Specifies the main modules of the Core3 These areas are Dashboard Contacts Op portunities Estimates Orders Invoices Items Projects Calendar Activities Timers and Documents 3 Area Tabs Specifies the individual area within each main module In the example above the Con tacts module has two area tabs which are Contact and More Info 4 Related Tabs Shows related areas and records Serves as a quick link to related records in related areas 5 Action Items Actions you can make in a specific module such as creating a new email or letter etc Initial Batch Import The Core3 is a built using a multi table relational database structure This essentially means that each major piece of data regarding your contact
69. egister button Once successfully registered you should be running in LIVE mode as shown in Figure 23 0 Figure 23 0 FM Credit Card Plug in Registration sl tormata hay tpi uenia Sg vec moet ak tks Cones ir Qi Pros oo FM Credit Card Setup Before you can begin automatically processing credit cards you will need to setup your FM Credit Card preferences in the Core gt Preferences gt Global Settings gt Plug ins gt FMCredit Card tab as shown in Fig ure 23 1 below Figure 23 1 FM Credit Card Tab to Setup Gateway Information User Settings Global Settings General Templates Phone Formats Sms categories Calendar Settings Lists stages Piwo Rege Pugin Oooh Connector r recen Ment Outlook Manipulator for Ma Qu messes 2 Cautnorizenet Payral Tes Buve Gateway If ramones PayPal information Partner Paypal Verdor est User Tate Password Password 1 Select the Gateway you will be using Currently PayPal and Authorize net gateways are supported 2 Select the process mode Test mode will allow you to test your charges with a test gateway ac count Live mode will allow you to process your charges with your gateway in a live environment 3 Enter the gateway access information here These credentials are provided by PayPal or Authorize net FM Credit Card Pr
70. ei 1 Enter the name of item and optional SKU number 2 The List ID Type Sales Purchase Asset Account Expense COGS Account and Income Account are fields typically used only when integrating with QuickBooks 3 Created and Modified Date Time stamp This tracks when a contact was created and last modified and by whom 4 Check box indicating that QuickBooks needs to be refreshed Applicable only if using QuickBooks in tegration Chapter 12 Projects Module Overview Projects allow you to create track and manage your projects relating to your company s unique project management process Figure 12 0 Projects Module Project Tab 9 8 as Lynton fam Yon ee ee p simus cuum rau m ER etre ers Pie mec Poeno i n stot oe EE outing rte mentes O9 pesos qnas rds Desain tanned To ES Erd p Dene Tre t Overview Setup Loan and Ease Saby Schoonower SANMA spen Admin me O nmi Qi Eur ni Se UTE E 100 9 Module Tanna arl 2 Slee ily Schoonover pm 9 3 Ce ara as ae ams s eaer v TREES T ia oo Quer Em um m T 3 CETTE n n e O fa ai LIES E in inom eaten nmr
71. ent record manually Events marked as private in Outlook are completely ignored even if they were original created by way of the push process and have a valid matching Core ID IMPORTANT NOTE The Category field of events are populated in Core3 during the pull however if the Outlook event category does NOT exist in the Core3 or the Outlook event has multiple categories which is not supported in the Core3 then the category field is NOT populated in the Core3 during the pull and is left blank Please consider this when re pushing the event back to Outlook as you could permanently delete the Outlook category Viewing Events In order to conveniently view the corresponding Outlook event assuming you have pushed or pulled the Core3 event to or from Outlook then simply select the View in Outlook option as shown in Figure 19 8 This will open the corresponding Core3 event in Outlook which saves you the hassle of having to locate the event in Outlook Tasks Pullina Tasks Using the plug in you have the ability to pull tasks from Outlook into the Core3 CRM The intention of this feature is to allow a user to pull their task data from Outlook into the Core3 This can be beneficial for people who create or edit tasks via Outlook while away from the Core3 As shown in Figure 19 9 the Pull Tasks routine can be found when you are in the Activities module un der the Core menu at the top of the screen by selecting Core Outlook Integrati
72. eports there are also many other views and printing options available to provide you with options to obtain the desired data print outs Each main tab has the option in the Status Toolbar to view records in detail form view or list view as show in Figure 17 1 Figure 17 1 Preview Options Quz Found Unsorted g Edi x Records Show All New Record Delete Record Fir Layout Contact Form gt View As ori Preview ies Estimates ders Invoices Items 1 Select this icon to view the record s in form view Currently form views are not available for the Cal endar and Activities tab 2 Select this icon to view the record s in list view Currently list views are not available for the Calen dar and Activities tab 3 Once you have selected your view either form view or list view as shown above then select this Preview button to preview the records in the selected view You can then select the Print in the Status Toolbar at the top to print to a desired printer or select the Save as PDF option Envelopes and Labels In addition to printing reports the Core3 also provides you with the option to print labels and envelopes for the found set records Simply navigate to Contacts tab then select the Core menu at the top and se lect Print Envelopes or Print Labels as shown in Figure 17 2 Envelopes work with Envelope 10 for mat and Labels work with Avery 5160 for
73. er then you will need to follow the setup instructions provided by File Maker to properly upload and host your Core3 database files within FileMaker Server Here is a direct link to all supporting FileMaker Server documentation http www filemaker com support product documentation html Uploading your Core3 database files goes beyond the scope of this document Productive Computing can be hired to assist with this setup if needed There are many benefits when you host your own database Primarily internal hosting gives you complete control and responsibility of your solution If you are not ready to take on this responsibility then please explore the external hosting option FileMaker Server has a sleek Admin Console that also offers you the ability to Manage databases remotely Schedule automatic backups Automate administrative tasks Receive email notifications of maintenance activities Publish data to the web using PHP or XSLT Manage users through external authentication via Active Directory Open Directory Secure data transfers with SSL encryption External Hosting If you decide to host the Core3 database files with a third party hosting company then this will alleviate the cost and maintenance required to internally maintain FileMaker Server There are many FileMaker hosting companies available The monthly hosting cost is typically between 20 and 80 depending on the hosting company A simple google search should p
74. er to virtually find any combination of contacts under any criteria for maximum flexibility For example you may want to only push contacts that are marked with a type of lead and located in the city of Nashville If there is a matching contact found in Outlook meaning a contact record in Outlook already exists with the same Core ID during the push process then this contact will be overridden with information in the Core3 even if that contact s data in Outlook is newer Field mapping between Outlook and the Core3 is handled using a logical approach For fields that are more subjective as to how they should be mapped you can specify that mapping directly in the prefer ences area of the Core3 as shown in Figure 19 5 above Matching records that are deleted in FileMaker are NOT deleted in Outlook during the push process If you delete a Core3 contact that has a matching record in Outlook you need to delete that Outlook con tact record manually Viewing Contacts In order to conveniently view the corresponding Outlook contact assuming you have pushed or pulled the Core3 contact to or from Outlook then simply select the View in Outlook option as shown in Figure 19 7 above This will open the corresponding Core3 contact in Outlook which saves you the hassle of having to locate the contact in Outlook Events Pulling Events Using the plug in you have the ability to pull events from Outlook into the Core3 The intention of this feature i
75. ere the last name begins with the letters A through C type in in the last name field 4 To find items greater than or less than a certain value use the and gt signs 5 Omitting records You can omit single or multiple records from the found set by selecting the Omit Record or Omit Multiple from the Record menu bar at the top or from your Status Toolbar For example you may want to omit a single record or multiple records to restrict your found set Alterna tively you may also want to perform a find request and omit certain records based off of a specific criteria For example you want to find all contact records belonging to those not living in Rhode Is land Simply enter find mode click Omit in the status toolbar area enter RI in the state field and then click Perform Find or enter FileMaker finds can be quite detailed and elaborate as you can typically find anything you desire The time will come when you will want to expand and learn more about the secret life of find mode There are many great tutorials available online and we hope this just gets you started with the possibilities TIP The found set of records can be identified in the upper left hand corner of the Status Toolbar as shown in Figure 3 5 Figure 3 5 Records 1 to the next or previous record 2 Type a number to go to a different record 3 Slide forward or backward to go to a different record 4 Displays the total number
76. es Rep s You can specify more than one sales rep to view all orders for all sales reps selected 4 Specify the minimum and maximum values of the desired orders to be displayed 5 Navigate to the List Stage Bar or Class Bar tab to view the orders as a list or bar graph The List tab displays all orders that meet the filter criteria in a list view The Stage Bar tab displays the orders in a bar graph separated in columns by each stage Stages are setup in Core Preferences Global Set tings Stages Orders tab The Class Bar tab displays the orders in a bar graph separated in col umns by each class Classes are setup on the Orders gt Order tab Figure 18 7 Example of Stage Bar for Orders User Manual C 9 of 129 Invoices Tab Use the Dashboard gt Invoices Tab to view all invoices by the specified criteria allowing you to easily manage and track all invoices Invoices that meet the criteria specified can be viewed in a list stage bar or class bar as shown in Figure 18 8 and 18 9 All filter criteria must be meet exactly in order to display the desired invoices Figure 18 8 Invoices Tab ic eoi ar a rsen ee De Range Stays die gei Qo n N o c 1 xm snp S DET Meyer mg zT Er Owe KED sep Shara suem m scm p p 1 Specify the date range of all invoices to be viewed The date r
77. es a minia ture audit trail of the stage progression RM Page 40 of 129 More Info Tab The More Info tab displays additional information about the opportunity and leaves you with room for expansion to add additional fields and information as shown in Figure 7 2 Figure 7 2 Opportunities Module More Info Tab ipn Dias erie a a Layout Fam vente An LER avout estes ovre atc clear Tiere Documents T een me IPS se Sian eee fep GE A ree Cores ues PLI 1 Title of opportunity and unique opportunity number The number assigned to each opportunity record is an automated and read only number 4 Created and Modified Date Time stamp This tracks when the opportunity was created and last modi fied and by whom Page 41 of 129 Chapter 8 Estimates Module Overview Estimates allow you to create track and manage your estimates relating to your company s unique quot ing process Figure 8 0 Estimates Module Estimate Tab Lil E E EE Bei m qp N P gt ans ae ae th 1 sls Gas Het Mum i cu xe qute HE
78. ess to the fax 6 Link a Project to the fax 7 Link an Opportunity to the fax 8 Selectthe Print icon to view and print the fax es 9 Select the ABC icon to perform a spell check on the body of the fax 10 Select Delete to permanently delete the fax or Done to finish and close the window Notes Notes can be created to track various info notes or any other miscellaneous activity records Figure 14 6 Sample Note ieee Ea TO ae a aaa gee n MA ee ai t LII a OT pts 1 Categories are set up in Core gt Preferences gt Global Settings gt Activity Categories gt Notes tab 2 Select the date and time or the note 3 Read only Created By field The Core User name who created the note will be placed in this field 4 Enter the subject and body of the note 5 Select the ABC icon to perform a spell check on the body of the note 6 Link a Contact to the note 7 Link a Project to the note 8 Link an Opportunity to the note 9 Select Delete to permanently delete the fax or Done to finish and close the window Tasks Manage and maintain a complete task correspondence history for each contact and or each Core User Figure 14 7 Sample Task Subject ce Fi ined escenas des dried ra Fare mu vos m e Meine A Am Complete Delete Dove 1 Priority drop
79. f Companies in the U S and other countries All other trademarks are the property of their respective owners Description of Other Rights and Limitations Restrictions You may not reverse engineer decompile modify or disassemble this software product This software product is li censed as a single product Its component parts may not be separated for use You may not sell distribute rent lease or lend this software product to any other party Software Transfer You may permanently transfer of your rights under this EULA as long as you no longer have any copies transfer all ofthis software product components media documentation printed or otherwise and the recipient agrees to all terms of this EULA CHAPTER 1 OVERVIEW CHAPTER 2 HOSTING OPTIONS CHAPTER 3 FILEMAKER PRO BASICS CHAPTER 4 SETUP CORE3 PREFERENCES CHAPTER 5 OVERVIEW AND INITIAL IMPORT CHAPTER 6 CONTACTS MODULE About this Guide Table of Contents Welcome Key Features Requirements Internal Hosting External Hosting Peer to Peer Sharing Using FileMaker Pro Modes Status Toolbar Setup Finding Deleting Records in Core3 Duplicating Records in Core Global Setting General Tab Templates Tab Phone Formats Tab SMS Tab Activity Categories Tab Calendar Settings Tab Lists Tab Stages Tab Plug ins Tab Modules Tat User Settings How to C
80. he red delete button permanently deletes the project line item Please use with caution Select the Duplicate button to duplicate the project and all relevant fields Click the New Note button to create a new note The note will be linked to the project and contact Click the New Event button to create a new event The event will be linked to the project and con tact Click the New Task button to create a new task The task will be linked to the project and contact Click the New Email button to create a new email The email will be linked to the project and contact Click the New Fax button to create a new fax The fax will be linked to the project and contact Click the New Call button to create a new call The call will be linked to the project and contact Click the New Letter button to create a new letter The letter will be linked to the project and contact Stage Tab The Stage tab allows you to track the progress or status of a project as shown in Figure 12 1 Figure 12 1 Projects Module Stage tab 3 E po3 E B amp M eie Gretchen Fd et e sitter Q TT Tm Stage Mee nfo gen umm VU ES Em EET 3 ITE marg nm mme y Mrauk Trainino with Centraler Modus Tanna AM e acies cd tuer wee 300 ad I 1 Ti
81. ickBooks When importing Invoices and Payments you have additional filters such as a date range and invoice s We do not create specific and obvious buttons in any of the main modules for pulling data from QuickBooks into the Core3 rather we place all pulling options in the Import Wizard area further encouraging its use as a one time preference rather than an ongoing routine Invoices and Payments however can be re imported and refreshed as ongoing routines Please read each QuickBooks area in further detail below BEFORE importing your data Accounts Once you have pulled in your accounts from QuickBooks then they will be listed on the Core Prefer ences Global Settings Lists Accounts tab Accounts are read only and should be managed in QuickBooks Figure 20 4 Accounts Tab About Accounts The account records are needed only if you are working with QuickBooks and using the FM Books Connector plug in The account ares here is read only Accounts should be managed in QuickBooks For instance to add new account simply add the account in QuickBooks then pulling them in using the Import Wizard Account Num Account Type Account Name Description 1510 FoxedAsset Trocki Original Purchase Purchase Price of Asset 1520 TruckiAccumulsted Depreciation 200 AccounisPayable Accounts Payable 209 Cmdicwd cuoi Card ao OlberCurreniLibilty Payroll Liabilties 2 OtherCurrentLiabilty Direct Deposit Lisbl
82. ies OtherCurrentLiabilty Sales Tax Payable LongTermtiabilty Bank Loan Recaptalzation Loan 3000 Equity Owner s Equity Equity Owner s Equity Owner s Draw 3020 Equity Owners Equity Owner s Contributions Retained Earnings Equity Opening Bal Equity Income Landscaping Services Design Services Payment Methods Once you have pulled in your payment methods from QuickBooks then they will be listed on the Core Preferences Global Settings Lists Payment Methods tab Payment Methods pulled in from Quick Books are read only and should be managed in QuickBooks Figure 20 5 Payment Methods Tab About Payment Methods Tre way one pays for a tranzacion IF using QuekBacks then manage your Payment Mathads directly in Quick Beaks by Simply adcing then in QuickBcoks and then puling then in using the Wizard Payment method ich E Je check tj de mercan apres a ge a He Nane a ge usn a ge rer a ae cn a He o ge User Manual 110 of 129 Terms Once you have pulled in your terms from QuickBooks then they will be listed on the Core Preferences gt Global Settings gt Lists gt Terms tab Terms pulled in from QuickBooks are read only and should be managed in QuickBooks You may receive a date driven terms error when importing terms If the QuickBooks file does not have any date driven terms then you will receive an error indicating a query
83. in the Core3 then the Refresh QB checkbox will be checked indicating that the item needs to be refreshed or updated in QuickBooks The Refresh QB checkbox can be found on the Items gt More Info tab Push and View Invoices You have the option to push either a single invoice or to push the found set of invoices from the Core3 to QuickBooks Simply navigate to the Invoices module and select QuickBooks Integration gt Push Invoice Single or QuickBooks Integration Push Invoices Found Set from the Core menu at the top as shown in Figure 20 18 In addition you can also select the View in QuickBooks option to conveniently open the invoice in QuickBooks from the Core3 Figure 20 18 QuickBooks Invoice Push and View options m Export Wizard Sd nator ETE pg New Record Delete View in QuickBooks Reports Push Invoice single Push voces Found Set T More Info EE Please note the following when pushing and viewing invoices from the Core3 to QuickBooks Invoices without a List ID in the Core3 will be added as a new invoice in QuickBooks If you push an existing invoice that matches an invoice in QuickBooks identified by the List ID then that invoice will be updated When you delete an invoice in the Core3 then you will be asked if you would like to delete the invoice in QuickBooks Invoices in QuickBooks are never deleted if they have associated payments Also when you void an invoice in the
84. into the Core3 Push and View Contacts You have the option to push either a single contact or to push the found set of records from the Core3 to QuickBooks Simply navigate to the Contacts module and select QuickBooks Integration gt Push Customer Single or QuickBooks Integration Push Customers Found Set from the Core menu at the top as shown in Figure 20 16 In addition you can also select the View in QuickBooks option to conveniently open the customer QuickBooks from the Core3 Figure 20 16 QuickBooks Customer Push and View options pones non n J jo Please note the following when pushing and viewing contacts from the Core3 to QuickBooks Contacts without a QB List ID in the Core3 will be added as a new contact in QuickBooks The exception to this rule is child records as you cannot push individual records that were at one time a child record from an original QuickBooks pull Child records exist if you elect to pull in separate company and indi vidual records as discussed on the Contacts pull area of this document If you are pushing a Core3 company record then the individual added to QuickBooks is the first one listed in the Core3 via the individual s sort number If you push an existing customer that matches a customer in QuickBooks identified by the QB List ID then that customer will be updated When you delete a contact in the Core3 then you will be asked if you wou
85. ions a little bit further to decide which one is right for you If you do not select this checkbox then the QB ID is stored on each record accordingly This is the method I recommend but you can also select the checkbox as described below If you select this checkbox then the QuickBooks ID is included only on the parent or company record If there is no company name in QuickBooks then only one record is created The subsequent individual records created such as the 2nd child individual never have the QuickBooks ID This means that these subsequent individual child records cannot be directly updated from the Core3 to QuickBooks Alterna tively when you update the company or parent record from the Core3 to QuickBooks then the child record name will be updated on the parent record in QuickBooks IMPORTANT NOTE Customers cannot be re imported or refreshed from QuickBooks The feature of importing customers from QuickBooks to FileMaker is intended to be a one time setup feature Re importing customers will completely ignore customers that have been al ready added to the Core3 and only new customers will be added Once a customer is pulled into the Core3 CRM wether they have a QBs ID or not the Source field found on the Contacts module Contact tab is populated with the words QuickBooks Import along with the date timestamp the contact was pulled into Core3 CRM as shown in Figure 20 13 This makes it easy to later identify that the
86. ire chapter for a detailed description of the exact integration functionality The Core3 has the following out of box Address Book integration functionality Pull all contacts from a specified group in your Address Book Push a single contact or a found set of contacts to a specified group in your Address Book Address Book Manipulator Installation and Registration After purchasing your Address Book Manipulator license s then follow these installation and registration steps 1 Close FileMaker 2 Download the plug in bundle from our site here www addressbookmanipulator com 3 Unzip the contents of the bundle Copy and paste the actual plug in into your FileMaker Extensions folder located here Volume Applications FileMaker X Extensions Volume is the name of the mounted volume 4 Open the Core3 CRM and navigate to the Core gt Preferences gt Global Settings gt Plug ins gt Register Plug ins tab Enter your license ID which is provided by Productive Computing in the license ID field and select the Register button Once successfully registered you should be running in LIVE mode as shown in Figure 21 0 Figure 21 0 Address Book Manipulator Registration er Stns abal Saas Ceneral Templates Phan Formats SMS Activity Categories Calendar Settings Listu Stages Pup Modules Regist Pug bcc Connect FM Outook Menipuater Outlook Manaus Address Book Manipulator DENG Rog
87. ister PC irens Do Manlio 30 14 ruled Ts playin ia raring 1n LIVE Pull Contacts The intention of pulling your contacts from Apple s Address Book into the Core3 is to perform a one time import to gather all contacts from Apple s Address Book and populate those contacts in the Core3 After the initial import the Core3 will be used as the master repository for contacts from that point forward and any new or edited contacts will be pushed to Apple s Address Book rather than the other way around This recommendation allows the Core3 to be the anchor by which all contacts are added edited and de leted where they are centralized validated and secure Apple s Address Book on the other hand may have an individual s personal contacts little or no security no validation and not provide a mechanism to enter all the important specifics required by the organization With that said there may be compelling reasons why organizations may want the option to continuously update and modify contacts via Apple s Address Book Use this with caution as there is no conflict resolu tion of any kind It is a one way pull An individual s Address Book contacts will override anything in the Core3 when a matching contact is found even if that contact was last modified in the Core3 Matching contacts are determined by the unique Core ID assigned to each Core contact The Core ID is managed in the Core and populated in a custom Address Book field In order to i
88. l be filled out once the letter is printed 3 Link a Contact address to the letter 4 Link a Project to the letter 5 Link an Opportunity to the letter 6 Select Delete to permanently delete the letter or Done to finish and close the window 7 Select the Print icon to view and print the letter s 8 Select the ABC icon to perform a spell check on the body of the letter Emails can be created via templates with merge fields or written on the fly Figure 14 2 Sample Email from Template with Merge Fields rompre sesphemairergae E E 55933 3 eene Contacts E mlrd ceci F bar cnra Bren sn renim sr lw admin di tage ter enna wl tne H nalis arte ein unr ane le purus ruru auctor meus ren vals c 2 ve dk seq Slr rt in sesu aot lee SERRE Mis as di uu Sas li al E vein e Dale Dese 1 Choose email template from the drop down list and select the Apply button to apply that template 2 Selectthe From To CC or Bcc button to add email addresses accordingly The From field in the Core3 be automatically set to the currently logged in Core user however once the email is in your mail client Outlook Mac Mail etc then the email will be sent based off of your mail client permis sions and settings When setting the To CC or BCC fields please see Figure 14 3 and 14 4 for more details on the Simple and Advanced options
89. l day event Please note that the Start and End date and time will be adjusted accordingly 13 Click the Reminders button to set a pop up reminder for the event Please see Figure 14 9 14 Select the Repeat box to add event recurrences Please see Figure 14 10 15 After you select this Reminders button you will see the Reminders window in Figure 14 9 This win dow allows you to set reminders for each user A pop up reminder in FileMaker for each user selected will appear based off of the reminder time specified Figure 14 10 Event Reminders Window Reminders Select Users to Remind User Select Melinda DePalma Brett Brubaker a Sally Schoonover El Al lone tr 1 Select the Core User s to receive a pop up reminder in FileMaker for this event 2 Buttons to conveniently select All Core Users or None 3 Specify the Reminder Time from a drop down list The drop down list includes minutes hours days and week options 4 Select the Done button when finished to close the Reminders window User Manual Core3 CRM of 129 You can also set the Recurrence options for each event Once you select the Repeat box in the event de tails screen see Figure 14 8 to add event recurrences then you will see the recurrences window as shown in Figure 14 10 Here you can set the repeat options for the event Figure 14 11 Event Recurrences
90. ld like to delete the contact in QuickBooks Contacts in QuickBooks are never deleted if they have associated job records in Quick Books Push and View Items You have the option to push either a single item or to push the found set of items from the Core3 to QuickBooks Simply navigate to the Items module and select QuickBooks Integration Push Item Sin gle or QuickBooks Integration Push Items Found Set from the Core menu at the top as shown in Figure 20 17 In addition you can also select the View in QuickBooks option to conveniently open the item in QuickBooks from the Core3 Figure 20 17 QuickBooks Item Push and View options Scripts Tools Help Preferences Export Wizard Relogin Show BIT RF View in QuickBooks QuickBooks Integration Push Item Single Push Items Found Set Contacts Opportunities Tem More Info Please note the following when pushing and viewing items from the Core3 to QuickBooks Items without a QB List ID in the Core3 will be added as a new item in QuickBooks If you push an existing item that matches an item in QuickBooks identified by the List ID then that item will be updated When you delete an item in the Core3 then you will be asked if you would like to delete the item in QuickBooks In order to push an item in QuickBooks then the Type must be specified and the corresponding Ac counts must also be specified If an item is changed
91. lds is setup properly as shown in Figure 19 5 Figure 19 5 Importing Contacts from Outlook and Field Mapping ier Sang t setis Generi Templates nove Formats ss Atty Categories Calendar Settings Le tos uin Mots Begin er rtt tk Maru ck iir ara loving ply wren ung to Ook Mana pg n comer to Cue p Field mapping between Outlook and the Core3 is handled using a logical approach For fields that are more subjective as to how they should be mapped you can specify that mapping directly in the prefer ences area of the Core3 as shown in Figure 19 5 above The Contact Import routine only pulls from the user s default Outlook contact folder The routine will always pull all Outlook contacts so long as they are not marked as private in Outlook Contacts that are marked as private in Outlook are always completely ignored even if they were original created by way of the push process and have a valid matching Core ID During the pull process the routine will assign a unique Core ID to each contact imported by setting a custom field in Outlook with the unique Core ID When performing subsequent pulls or as discussed later when pushing a contact this allows the Core3 to understand whether to create a new Core3 contact or update an existing contact with data from Outlook Records in Outlook that do not already exist in the Core3 in other words records that do not have a Core ID will
92. ll be done here i e data entry add edit delete sort omit etc Find Mode Search for ANY records that match your criteria known as the found set of records Layout Mode Design and edit layouts Typically used by a developer rather than a user Preview Mode View data before you print Page 10 of 129 Status Toolbar Setup The Status Toolbar plays a vital role in using the Core3 In order to optimize your Core3 experience we recommend customizing your Status Toolbar In order to customize your Status Toolbar please select View gt Customize Status Toolbar from the menu bar at the top as shown in Figure 3 1 or you can right click on the actual Status Toolbar and select the Customize or Customize Toolbar depending on your operating system as shown in Figure 3 2 Figure 3 1 Accessing Status Toolbar from Menu Bar at the Top v Browse Mode Find Mode xF Layout Mode xL Preview Mode xu v View as Form View as List Customize Status Toolbar Formatting Bar Zoom in Addresses wor a Zoom Out cae San Marcos ry United States Phones Q Wor 760 510 1200 si Figure 3 2 Accessing the Status Toolbar by right clicking on a Windows or Mac Machine Windows Status Toolbar LEIE Eku Dm y mm o mu Sen Al St Cem 2 ae Mac Status Toolbar r tL v kon and Text kon Only mm Text Only
93. mats Figure 17 2 Print Envelopes and Print Labels Menu Option User Manual Core3 CRI Page 85 of 12 Chapter 18 Dashboard Module Overview The Dashboard provides quick and easy access for analyzing all vital data and goal management We will look at each tab available in the dashboard to clarify how you can get a comprehensive view of your data Each tab in the Dashboard contain filters After you apply the necessary filters then the desired data can typically be viewed in either a list graph or chart The Dashboard provides the tabs available as shown in Figure 18 0 Figure 18 0 Available Dashboard Areas Tasks Opportunities Estimates Orders Invoices Projects Goals Tasks Tab Here can view and manage tasks for any Core user based on the filters applied Figure 18 1 Tasks Tab E ee TTT T pem i a Dae Ende spoon 3 THES Evae Edt By tags Angele oisi 1 Specify the date range of all tasks to be viewed The date range is based on the task due date field 2 Specify the Core user s You can specify more than one user to view tasks for any user 3 Select specific filters such as Status and Priority to view specific tasks Status filter options are all complete or incomplete Priority filter options are all high normal or low 4 The List tab displays all tasks that meet the filter criteria in a list view You can select the blue arr
94. mport all your contacts from Apple s Address Book to the Core3 navigate to the Core Pref erences gt User Settings gt Address Book Manipulator tab Here you will specify the group name in Ad dress Book that you would like to import all contacts from This group may or may not already exist and is unique to each Core user All contacts from ONLY this specific group will be imported This keeps your Core3 contacts in a separate group in Address Book for simple organization If this group does exist then simply move all contacts to be imported into this group If the group does not exist then please first cre ate the group in Address Book and then move all contacts to be imported into this group Next select the Contact Import button as shown in Figure 21 1 All contacts from this group will be imported into the Core3 and will be assigned a unique Core ID which is populated in a hidden custom field in Apple s Ad dress Book Figure 21 1 Importing Contacts from Address Book her Seine ibs Seti ro rth acme mee ac aint rame Fe seet an rant to est Genera Emaii Calendar Taka Adress Book Manipulator ER Push Contacts Using the plug in you have the ability to push a single contact or your found set of contacts from the Core3 to Apple s Address Book The intention of this feature is to allow the user to perform specific finds of contacts in the Core3 and have those contacts pushed t
95. nd is further discussed in the iCal Manipulator Integration chapter Figure 4 15 User Settings Calendar Tasks Tab Satius Gains Ser nr aft oe aa a aaa rare n Fe comin ie Gera t calendar Tea Addr BS itr Calendar Settings for admin Sun Quem inat arin stern lage ast Address Book Manipulator Tab This tab simply allows you to specify the title of the group to communicate with in Apple s Address Book This tab is further discussed in the Address Book Manipulator Integration chapter Figure 4 16 User Settings Address Book Manipulator Tab User Settings Global Settings alae ap acount o ack fate at Ph aco nan Ph actulaceunt none i rl minm Eines Bruce General mail Calendar Tasks Address Book Manipulator ma et m The folowng sattngs when usina to Addas Bock Nantculstor plug in ta connect ta Adcress Book Kevin Clemons idi g Address Book Group Name Group rere g User Manual C Chapter 5 Overview and Initial Import Overview Most areas in the Core3 have the sections outlined below For clarity each section has been outlined tagged with a numbered star and explained in Figure 5 0 below These sections are important for under standing the basic layout and functionality when working in the Core3 Figure 5 0 Overview of Basic Core3 Sections ems Proj
96. nes This prevents the same email to be im ported more than once into the Core3 Keep in mind that the Core3 will never import the same email twice regardless if the emails are matched to a Core contact or not The first time emails are imported from Outlook into the Core3 a custom field in Outlook is set with a unique Core ID This custom field is not visible to the Outlook user and is set behind the scenes Any emails in your watch folder with a Core ID will not be re imported into the Core3 but rather simply moved to the archive folder This is true even if you delete the email record in Core reset the Core etc If you need to reset the Core IDs for mail items then please place all emails to be reset into the watch folders and run the ACTVT OM Mail Clear Core 105 script as shown in Figure 19 3 1 below Running this script requires administrator rights and can be found in the Manage Scripts area in FileMaker which is a developer area so please use with caution or contact your developer This script will simply clear the Core IDs for all emails in the Outlook watch folders as shown in Figure 19 3 2 This script will NOT delete any records in FileMaker Figure 19 3 1 ACTVT OM Mail Clear Core IDs script Once the emails are imported from Outlook into the Core then the imported emails are parsed into the Core3 and matched up to the corresponding contact based on the From To and CC email addresses An email is considered mat
97. ng please see this link http help filemaker com app answers detail a id 6097 Chapter 3 FileMaker Pro Basics Before we start using your Corea let s first go over some basic functionality of FileMaker Pro Since File Maker is the application on which the Core3 was built it would be wise to first understand some basic FileMaker Pro functionality to allow you to work more efficiently You may also want to come back and reference this chapter after you have the Core3 open Using FileMaker Pro Modes FileMaker Pro has four different modes which are Browse mode Find mode Layout mode and Preview mode Select your mode depending on what work you need to do You can switch modes from the View option at the top from the pop up menu in the lower left corner or by using keyboard shortcuts as shown in Figure 3 0 below Figure 3 0 FileMaker Modes Layout Mode Preview Mode XU neces sa maie over Ty eere Keyboard Shortcuts NE Mac Windows Browse Mode Browse Mode Find Mode End Mode Phones O vor Layout Mode Layout Mode SES ee Preview Mode Preview Mode 3 TR ER wuza an sma Genie ina in Ties ns O meme IE T a Browse Mode Most of your work wi
98. ng and deselecting each template type For example if you wanted to only view fax templates then you would only select the Fax checkbox 5 Select the red delete button to permanently delete a template Phone Formats Tab The phone format tab provides support for international phone formats Enter your country and corre sponding phone format here Figure 4 2 Global Settings gt Phone Formats Tab 1 Select the green plus button to add a new phone format Enter new countries from the editable drop down list rather than manually typing each new entry 2 Enter the phone format and select the default phone format to be used when a country is not as Signed to a contact As shown in Figure 4 2 1 once you specify the country in the address field for each contact on the Con tacts Contact tab then each phone number entered thereafter for that contact will apply the specific phone format Please note that only one country per contact is supported Figure 4 2 1 Example of the Phone Format for the United States Estimates Orders mems Projects Calender activities Timers Document Novena Company lese a ID Company Core er Name Em Tue Nem Phones O wor SMS Tab In order to send an SMS out directly from the Core3 you will need to create a Clickatell account and en ter the Clickatell account settings here First you
99. ng events in the Core3 is not yet supported by the Outlook Manipulator for Mac During the event pull process the routine will assign unique Core ID to each event imported and will set the Core ID to a custom field in Outlook When performing subsequent pulls as discussed later when pushing events this allows the Core3 to either create a new event or update an existing event with data from Outlook Records in Outlook that do not already exist in the Core3 or records that do not have a Core ID will be added The assignee field will never populate unless the record pulled is a new record new record record without a Core ID In that case the assignee field of new records will populate with the default calendar assigned to the currently logged in Core user Please also note that records that are deleted in Outlook are NOT deleted in the Core3 during the pull process If you delete an Outlook event record that has a matching record in Core3 then you will need to manually delete that event record in the Core3 Pushing Events Alternatively you can also push events from the Core3 into Outlook The intention of this feature is to allow the user to perform specific finds of events in the Core3 and have those events pushed to Out look events in the found set will be pushed including events that do not belong to the user s default calendar After insertion into Outlook you have great flexibility in how you can use those events since ther
100. ng task found in Outlook during the push process meaning the Core task and Outlook task have the same Core ID FileMaker will override this task with information in the Core3 even if the task data in Outlook is newer In addition matching records that are deleted in the Core3 are NOT deleted in Outlook during the push process If you delete a Core3 task that has a matching record in Outlook you need to delete that Out look task record manually Tasks marked as private in Outlook are completely ignored even if they were original created by way of the push process and have a valid matching Core ID IMPORTANT NOTE The Category field of tasks are populated in Core3 during the pull how ever if the Outlook task category does NOT exists in the Core3 or the Outlook task has mul tiple categories which is not supported in the Core3 then the category field is NOT popu lated in the Core3 during the pull and is left blank Please consider this when re pushing the task back to Outlook as you could permanently delete the Outlook category Viewing Tasks In order to conveniently view the corresponding Outlook task assuming you have pushed or pulled the Core3 task to or from Outlook then simply select the View in Outlook option as shown in Figure 19 9 This will open the corresponding Core3 task in Outlook which saves you the hassle of having to locate the task in Outlook Chapter 20 QuickBooks Plug in Integration Overview If using QuickB
101. ng the file 10 Click the View button for a quick view of the file Since the file is embedded in the Core3 any changes you make to the file being viewed will not be saved 1 This area simply displays the inserted file 12 Add a description to better describe what document had been inserted 13 Categorize the document This field is an editable drop down list Additional fields such as Document Type Reference Number Version Physical Location Author Pages and Keywords are also editable fields The Filename is not an editable field as the Filename is an automated field displaying the ac tual inserted file name 14 The lock icon indicates if the file has been checked out If the file has been checked out then the Core user and the date timestamp are indicated as a tracking method to know who has the file and when the file was check out Figure 16 1 Documents Module More Info Tab Qoare Revan a E GEE E OS 3 enne vo int 1 Title of document and unique document number The number assigned to each document record is an automated and read only number 2 Created and Modified Date Time stamp This tracks when a document was created and last modified and by whom Chapter 17 Reports and Printing Overview Reports and various print options are available throughout the Core3 This section will discuss these dif ferent options and explain how to access them Reports
102. nvoice Indicates if this invoice is to be printed or emailed Select the Taxable checkbox and appropriate tax rate to apply to the invoice Can only apply one tax rate per invoice Tax rates are set up in the Preferences gt Global Settings gt Lists gt Taxes tab Subtotal Tax and Totals are calculated based on line item amounts and if items are taxed Payments Applied and Balance Due are calculated based in the amount of payments applied to the invoice Select the duplicate icon to duplicate an invoice The invoice ID will not be duplicated as this is a unique number The List ID and Ref on the More Info tab will also be cleared When an invoice is voided all quantities are set to zero on the invoice and VOID is added in the Memo field All voided item quantities are added back to the items inventory Select the Send as E mail button to turn the invoice into a PDF and email to the desired recipient Select the Payment button to enter a payment Please see Figure 10 1 and 10 2 for further details Sort column that allows you to move line items up and down Payments Tab Payments allow you to create and manage all payments received The only way to access payments is through the Invoices Payments tab as shown in Figure 10 1 or through the Contacts Invoices Payments tab Figure 10 1 Invoices Module Payments Tab Lil Ea Q Rf mu sole an Layout Invoke Form wens EJE fe Eliae
103. nvoices to Quick Books Alternatively you can also refresh and re import invoices from QuickBooks into the Core3 Figure 20 15 Invoices Tab iz 2 a E ES contacts wertuntes estates rers TITTEN nen eras catenae nantes mes ovement 2 loss ES 5 E Oise les nor e a em 3 oes ens _ _ E om loss E E oi aes T F1 ides Please note the following about pulling invoices We do all pulling via the import wizard Only invoices marked as active will be pulled into the Core3 Subsequent pulls will refresh any matching Core3 invoices with the invoice in QuickBooks New invoices will be added to the Core3 Invoices that do not have a matching customer in the Core3 will be ignored and not imported Grouped invoice line items or kits in QuickBooks are ignored as these line items are not supported Payments Once you have pulled in your payments from QuickBooks then they will be listed on the Invoices Pay ments tab for the specific invoices Payments that do not have a matching customer and invoice in the Core3 will be ignored and not imported Payments can be managed from either QuickBooks or the Core3 As discussed later in this chapter you have the ability to update payments and push new payments to QuickBooks Alternatively you can also refresh and re import payments from QuickBooks
104. o der ne m inge pnt asa Here is a brief overview of each list item Accounts Accounts are read only and apply only if integrating with QuickBooks Payment Methods Enter the forms of payments you accept Generally you would list various credit payments as well as check or cash Terms Define the terms of payment on the invoice such as Due on receipt Net 15 or Net 30 Shipping Methods Define the forms of shipment you have and or the shipping companies you use Customer Messages Enter a customer message to appear on the lower left hand corner of invoices Taxes Define your tax rates for each state county district etc It may be required to collect sales tax depending on where you do business Classes Define classes as a way to further classify your transactions RM Page 21 of 129 Stages Tab All stages can be customized and setup by you to meet your company s specific needs Stages can be set up for Opportunities Estimates Orders Invoices and Projects as shown on the corresponding tabs in Figure 4 7 Please ensure that you have setup your stages BEFORE you begin creating new re cords The stages specified here are applied to new record at the time the new record is created Figure 4 7 Global Settings gt Stages Tab User Settings Global Settings General Templates Phone Formats SMS Activity Categories Calendar Settings Lists Stages Plugins Modules
105. o Apple s Address Book After insertion into Apple s Address Book you have great flexibility in how you can use those contacts since there are numerous third party tools that allow you to connect Apple s Address Book in a variety of ways such as for use on mobile device This is especially useful for sales oriented users who may not always be at a place to conveniently access the organization s list of contacts in the Core3 directly using FileMaker New contacts will be added and existing records will be updated ONLY in the group specified in the Core gt Preferences gt User Settings gt Address Book Manipulator tab If this group does not exist then the group will be created in Apple s Address Book On subsequent pushes records that were previously pushed to Apple s Address Book will be updated and new records will be added We set a custom field in Apple s Address Book to keep track of a unique Core ID to allow for this functionality Simply navigate to the Contacts module and perform a find for the contacts you want to push to Apple s Address Book Next select Core Push Contact to Address Book Single or Found Set as shown in Figure 21 2 and either the single contact or all contacts in your found set will be pushed to your specified group in Apple s Ad dress Book Figure 21 2 Address Book Contacts Push Menu ii Mew Inset Fomat Records MEIT Scrinis Too Hela E e I Gut Mer Ee import Merge Duplicates Broom vcard
106. o an opportunity estimate and or order here Once an invoice has been linked then select the arrow to conveniently navigate to that specific opportunity estimate or order 56 of 129 Stage Tab The Stage tab allows you to track the progress or status of an invoice as shown in Figure 10 4 Figure 10 4 Invoices Module Stage Tab Lid E E humea a Tum E nis Lavo rure ron 2 mue DIET pratis rte nes non dee nah socis TOO 1 Title of invoice and unique invoice number The number assigned to each invoice record is an auto mated and read only number 2 Selectthe stage button to assign the invoice to the stage selected Stages are set up the Preferences gt Global Settings gt Stages gt Invoice tab Stages show up as boxes to bring emphasis on the stage 3 Oncea stage is selected then the date the invoice entered the stage and the days opened in the par ticular stage are tracked here When you click each stage the date is trapped for when the invoice entered each stage The date is locked as to when that stage was clicked This serves a miniature audit trail of the stage progression Page 57 of 129 More Info Tab The More Info tab displays additional information about the invoice and leaves you with room for expan sion to add ad
107. ocessing Now you are ready to automatically process credit cards Once you enter your payment and change the payment method to a credit card type then you will be prompted to enter the credit card number expira tion date and select the Process Credit Card button as shown in Figure 23 2 Figure 23 2 Process Credit Cards in the Payments Tab Next you will receive a dialog asking you if you would like to manually mark credit card as processed or process credit card through gateway and please select the second option as shown in Figure 23 3 Figure 23 3 Process Credit Card Through Gateway Select Transaction Type p SEET en pori Once your payment has been processed then the payment status will be updated to Processed and will be marked with a date time stamp of when the payment was processed as shown in Figure 23 4 If for any reason an error occurs during the credit card processing you will receive an error dialog with a de tailed description of the error Figure 23 4 Payment Status of Processed Transaction Payments User Manual Core3 CRM Chapter 24 Troubleshooting and Support Troubleshooting Tips There may be situations where the Core3 FileMaker Pro or your computer experience a disruption in normal operation If Core3 does not appear to be functioning normally especially if you are performing an operation that has previously succeeded then you can try the following step
108. of the invoice Terms are set up in the Preferences Global Settings Lists Terms tab Enter the Ship Date here Ship Via or Shipping Method is where you define the shipping form or shipping company to be used Shipping Methods are set up in the Preferences Global Settings Lists Shipping Methods tab Enter tracking number Select the globe icon to navigate to the shipping provider s website in a web window to track the shipment status This feature currently works with Fed Ex UPS DHL and USPS The Stage of the invoice Stages are explained on the Stages tab in Figure 10 4 Class is a way to further identify an invoice Classes are set up in the Preferences Global Settings gt Lists gt Classes tab Sales Reps values come from the Contacts gt More Info tab that have the Sales Rep box checked Click the green plus button to add a new line item to the invoice The inventory for each item in the Core3 is subtracted by the quantity reflected on these line items Once you have added an item select the blue arrow button to conveniently navigate to the selected item After you have selected an item then the date description class quantity unit price amount and taxable fields can be populated and edited Only items with the Taxable check box checked will have tax applied to them Customer Messages that will appear on the printed invoice Optional Memo field that does appear on printed i
109. omplete is a weighted calculation field based off of each project line item s Start Date End Date and Done values The Start Date End Date and Done values for each line item must have a value in order for the Complete value to be calculated as the Complete field is used to track the percentage complete for the entire project Select the green plus button to add a new project line item to the project The project line items have Order Name Description Assigned To Start End Category Done and a Time columns available The Order column allows you to sort the project line items Project line items with 1 will appear at the top of the list and so forth The Name and Description columns allow you to assign further details to the project line items The Assigned To column provides you with a pre populated drop down list to choose from a list of contacts flagged as Core Users on the Contacts tab The Start and End dates are dates editable by the user The Category column provides you with a drop down list of categories created on the Preferences gt Global Settings gt Activity Categories gt Project Items tab Done al lows you to track a specific percentage for each project line item The Time column allows you to create view and display timers against a project line item Select the blue arrow button to conveniently navigate to all related timer entries Select the green plus button to add a timer to a project line item T
110. on Pull Tasks Figure 19 9 View Pull and Push Outlook Task Options FCER Ven uet Fo co s Toe o i ras fegn T Resolve Unmatched Mat D Projects calendar OoteErd Tine Push Everts The routine pulls all tasks from the user s default Outlook tasks that are not as marked as private Tasks that are marked as private in Outlook are completely ignored The routine does not pull any tasks that are recurring During the pull process the routine will assign a unique Core ID to each task imported and sets the Core ID to a custom field in Outlook When performing subsequent pulls or as discussed later when pushing tasks this allows the Core3 to understand whether to create a new task or update an existing task with data from Outlook Records in Outlook that do not already exist in the Core3 or in other words records that do not have a Core ID will be added The assignee field will never populate unless the record pulled is a new record new record record without a Core ID In that case the assignee field of new records will populate with the default user s task assigned to the currently logged in Core user Please also note that records that are deleted in Outlook are NOT deleted in the Core3 during the pull process If you delete an Outlook event record that has a matching record in Core3 then you will need to delete that task record manually in the Core3
111. ooks for Windows then you may want to strongly consider using the QuickBooks integra tion features Integration with QuickBooks can be extremely powerful as one of the primary goals is to avoid double entry and increase accuracy between FileMaker and QuickBooks Increasing accuracy and efficiency by avoiding double data entry is what most organizations strive for and is the purpose for cre ating the QuickBooks integration QuickBooks integration requires purchasing installing and registering of the FM Books Connector plug in which is sold separately The plug in is licensed installed and registered each client machine You do not need to learn how to program in order to use the out of box fea tures discussed in this chapter rather you just simply need to purchase install and register the FM Books Connector and read the usage instructions below Out of the box the Core3 communicates with the following QuickBooks areas Customers Invoices Payments Items Accounts Payment Methods Sales Reps Payment Terms Shipping Methods Customer Messages Tax Rates and Classes Please read this entire chapter for a detailed description of the exact out of box functionality pertaining to each QuickBooks area FM Books Connector Installation and Registration After purchasing your FM Books Connector license s then follow these installation and registration steps 1 Close FileMaker 2 Download the plug in bundle from our site here www fmb
112. ooksconnector com 3 Unzip the contents of the bundle Copy and paste the actual plug in into your FileMaker Extensions folder located here C Program Files FileMaker FileMaker Pro XX Extensions 4 Open the Core3 and navigate to the Core gt Preferences gt Global Settings gt Plug ins gt Register Plug ins tab Enter your license ID which is provided by Productive Computing in the license ID field and select the Register button Once successfully registered you should be running in LIVE mode as shown in Figure 20 0 Figure 20 0 FM Books Connector Registration Verses cna srt First Time Connection to the QuickBooks File After you have installed and registered the plug in you will then need to install the QBXMLRP2 and MSXML installers that are found in the plug in bundle Simply click the two installers and run them on your machine Next we are ready to make an initial connection to the QuickBooks file This connection only needs to be made one time per QuickBooks file and can be made by following these steps 1 Open your QuickBooks file in single user mode as the ADMIN After you successfully make this first time connection then you can re open the QuickBooks file in multi user mode as any desired Quick Books user 2 Navigate to the Core gt Preferences gt Global Settings gt Plug ins gt FM Books Connector tab and se lect the Initial QuickBooks Connection button 3 QuickBooks will then be flashing
113. ow next to each task to open the specific task Co e 86 of 129 Opportunities Tab Using opportunities in your business allows you to run reports and view estimated revenue flows based pending new sales The Dashboard gt Opportunities tab allows you to view opportunities based on the criteria specified The opportunities that meet the specific criteria can be viewed in a list stage bar or category bar as shown in Figure 18 2 and 18 3 All filter criteria must be meet exactly in order to display the desired opportunities Figure 18 2 Opportunities Tab cones nas Estimates Orders Mems Projects candor Acier mers once wapeiua B EXT em n 1 Specify the date range of all opportunities to be viewed The date range is based on the Date field found on the Opportunities gt Opportunity tab 2 Select the stages and or categories of all opportunities to be viewed 3 Specify the Sales Rep s You can specify more than one sales rep to view all opportunities for all sales reps selected 4 Specify the minimum and maximum values of the desired opportunities to be displayed 5 Navigate to the List Stage Bar or Category Bar tab to view the opportunities as a list or bar graph The List tab displays all opportunities that meet the filter criteria in a list view The Stage Bar tab dis plays the opportunities in a bar graph separated in columns by each stage
114. r written on the fly Faxes are currently limited to 1 page as these faxes serve more as cover pages which typically do not exceed 1 page The page length of faxes can always be customized to accommodate more pages if needed Figure 14 5 Faxes E Loren in E adiing di regine a venons lis Feller suc os qu femenina aie ice lb tenga neh se inue Sed ai Frein ri a UU ao elc vest bae sich cstv eror hota cr ligne ema dec fs ep to a sng Nome teen poer lun Func uso sekna de role ccm a ete Sed sual rdum fe Teper we db For edie iur tor ellen Donec rura c d wee eco Phal are necs nula ats ed c sain E bare endrrert er Prey une ears de Em cre fce ame ere que geese que eos Elena btt mors mrs sereen sh donc ran etti open rece fuga ge ahs nary crear nd AN I leche ode patter sapera Gurt itz cl une non ord ich Porti odis D t Emp Fos epe E Fre Jan smith FOR a 1 Selecta fax template from the drop down list and select the Apply button to apply that template 2 Select the date and number of pages to appear on the top of the fax 3 Set the From field from a drop down list of Core Users 4 The subject and body of the fax including any merge fields which will be filled out once the fax is printed 5 Link a Contact addr
115. re successfully imported then the emails in Outlook will be moved to this archive folder in Outlook 3 Specify the attachment options to Embed or Reference If you select the Embed option then the email attachments will be stored directly in the Core3 for safe keeping and future reference If you select the Reference option then all email attachments will be stored in the location specified We recommend embedding attachments as improper use of storing attachments as a reference can be dangerous Please note this user defined Attachment Setting is the same for sending and importing emails Please note on that if using the Reference option then file paths take the full FileMaker file path ref erence such as file directoryName filewin driveletter directoryName filewin computerName shareName DirectoryName filemac directoryName or filemac volumeName directoryName etc Please see FileMaker s help for further assistance After you have set up your folders then select the Import Mail option from the Core gt Outlook Integra tion gt Import Mail menu when you are in the Activities module Please note that this option is only avail able from the Activities module as shown in Figure 19 3 Figure 19 3 Import Mail option found only in the Activities module The Import Mail routine will import emails that do not already have an unique Core ID Unique Core IDs are assigned to a custom field in Outlook behind the sce
116. reate a New User General Tab Email Tab Calendar Tasks Tab Address Book Manipulator Tab Overview Initial Batch Import Overview More Info Tab Merge Duplicates How to Merge Duplicates CHAPTER 7 OPPORTUNITIES MODULE Overview Stages Tab More Info Tab CHAPTER 8 ESTIMATES MODULE Overview Links Tab Stage Tab More Info Tab CHAPTER 9 ORDERS MODULE Overview Links Tab Stage Tab More Info Tab CHAPTER 10 INVOICES MODUL Overview Links Tab Stage Tab More Info Tab CHAPTER 11 ITEMS MODULE INCLUDING INVENTORY TRACKING Overview More Info Tab CHAPTER 12 PROJECTS MODULE Overview Stage Tab More Info Tab CHAPTER 13 CALENDAR MODULI Overview CHAPTER 14 ACTIVITIES MODULE Overview Managing Activities Letters Emails Faxes Notes Tasks Calls Events Groups Mailing Lists and Campaigns CHAPTER 15 TIMERS MODULE Overview lanual Timers Detail View CHAPTER 16 DOCUMENTS MODULE Overview CHAPTER 17 REPORTS AND PRINTING Overview Reports Printing Envelopes and Labels CHAPTER 18 DASHBOARD MODULE Overview Tasks Tab Opportunities Tab Estimate Tab Orders Tab Invoices Tab Projects Tab Goals Tab CHAPTER 19 OUTLOOK INTEGRATION
117. request did not find a matching object in QuickBooks in the area of Date Driven Terms There are two types of payment terms in QuickBooks Standard and Date Driven Date driven terms are typically not used in QuickBooks and this error message can be closed and ignored Figure 20 6 Terms Tab onnunn eoooccoo Shipping Methods Once you have pulled in your shipping methods from QuickBooks then they will be listed on the Core Preferences Global Settings Lists Shipping Methods tab Shipping methods pulled in from Quick Books are read only and should be managed in QuickBooks Figure 20 7 Shipping Methods Tab Abt Sio td tes fer fin heb Customer Messages Once you have pulled in your customer messages from QuickBooks then they will be listed on the Core Preferences Global Settings Lists Customer Messages tab Customer messages pulled in from QuickBooks are read only and should be managed in QuickBooks Figure 20 8 Customer Messages Tab Mee Colmar Erbe cler mesa opea on an ka Puig n ania Your Cisterner Messages cect in then m QulBooks ard ending min bg e pat car Customer Message fal work compete Its been 2 pleasure woikirg with you blesse remit to above address Thank vou for your business Items Once you have pulled in your items from QuickBooks then they will be listed in the Items module in the Core3 as shown in Figure 20 9 Items
118. review the training videos on our site at www productivecomputing com video as these videos visually explore the Core3 features If you need additional support please contact Productive Computing Inc via the avenues listed below Forum www productivecomputing com forum Email support productivecomputing com Phone 760 510 1200
119. rovide you with various FileMaker hosting compa nies or please contact us for our preferred hosting vendors Your hosting company will provide you with the credentials to open your files remotely as shown in Figure 2 0 below The primary benefit of hosting your Core3 files with a hosting company is that you are not responsible for maintaining FileMaker Server This can also be viewed as a disadvantage as you do not have complete control of the FileMaker Server This really depends on your IT infrastructure and preference Figure 2 0 Open Remote File Cu Open Remote File View Local Hosts Hosts Available Files Filter Q Add to Favorite Hosts Add to Favorites Network File fmnet some IP Address Core3 Example fmnet hostiPAddress fileName Coren Cancel Peer to Peer Sharing The third option is peer to peer sharing which we do not recommend or support in a multi user environ ment Since FileMaker does have this option we find it appropriate to mention this option should you de cide to choose this sharing option Peer to peer sharing means that you have opened the Core3 within FileMaker Pro on a host computer You then run FileMaker Pro on additional computers and log into the Core3 using Open Remote on the additional computers All computers must be on the same network and the Core3 must always be open on the host computer For further information on peer to peer shari
120. ry address and will be moved to the top slot in portal The star icon indicates the primary address Add delete or promote a physical address Promoting an address means the address is the primary address and will be moved to the top slot in portal The star icon indicates the primary address Copy this contact information to the computer clipboard to paste it into another application Dial a phone number by selecting the phone icon or send an SMS by selecting the cell phone icon The dial a number feature is only supported on Windows The SMS feature is supported on both Win dows and Mac platforms using a Clickatell account In order to use the SMS feature you will need to create a Clickatell Central account which can be created from here http www clickatell com central user client step1_new php prod_id2 After you have created your Clickatell account then next create an API ID To do this log into your Clickatell account navigate to the Manage my Products tab and select the HTTP option Follow the prompts to generate an API ID Enter your Username Password and API Key on the Preferences gt Global Settings gt SMS tab Select the email icon to send an email to this address or select the arrow to open a new browser window to be routed to the specific web address The email will be sent out based off of your user email settings specified in the Preferences gt User Settings gt Email tab Free form fields currently l
121. s to allow a user to pull their calendar data from Outlook into the Core3 This can be beneficial for people who create or edit appointments via Outlook while away from the Core3 Before pulling events the Core User must have a default calendar set up and specified in the Core3 The user must specify a single Core3 calendar where they will store their Outlook events The default calendar is assigned to each user on the Core gt Preferences gt User Settings gt Calendar Tasks tab of the Core3 Once you assigned a default calendar to the specific Core user then this user can now pull events As shown in Figure 19 8 the Pull Events routine can be found under the Core menu at the top of the screen by selecting Core gt Outlook Integration gt Pull Events when you are in the Activities module Figure 19 8 View Pull and Push Outlook Event Options Dasha Coats pacto This routine pulls events from the user s default Outlook calendar via a specific dynamic date range The date range rule is to pull all non private events that have been created 30 days from the current date through 2 years into the future Events that are marked as private in Outlook are completely ignored The routine includes recurring events and any exceptions to a recurring event series With recurring events if any part of the recurring range falls within the range specified above the entire event comes in including all recursions Please note that handling recurri
122. s to resolve the problem Re open the Current Window 1 Ifthe window in which the problem occurred is other than the main window then close that window and re open it There may occasions when the window has not refreshed properly and is not display ing the up to date data If the problem persists or you cannot close the window then continue with the following procedures Restart FileMaker and Re open the Core3 1 Close Core3 and FileMaker completely 2 Re open Core3 the way you normally do on your computer and login normally This will automatically re start the FileMaker Pro application If the problem persists or you cannot re open Core3 then try the next procedure Restart Your Computer 1 Close all applications and restart your computer 2 Re open Core3 the way you normally do on your computer and login normally This will automatically re start the FileMaker Pro application If the problem persists and Core3 is not operating normally then please contact us If we can determine that you have encountered a bug in the program then you will not be charged for the technical support contact We are interested in maintaining the highest possible quality and reliability for Core3 and there fore we encourage you to let us know when you encounter unexplained problems Additional Support Resources There are several other resources available for additional information about the Core3 CRM It would be very beneficial to
123. ser Settings Calendar Tasks Tab Preferences ee Senge iba aroun el an n nane tel ai ae Pater Sora Su earl Ecc Simply navigate to the Calendar module and push the Push Calendar to iCal menu option as shown Figure 22 2 below This will create a new iCal calendar with the iCal title you have specified in the prefer ences setup and will populate with the Core user s default calendar events and tasks specified in the preferences setup Figure 22 2 iCal Push Menu Preferences Relogin Push Calendar to iCal mes 1 p P Please note that this is a ONE WAY purge and push Each time you push to iCal the iCal calendar is com pletely deleted and re populated with the user s Core3 events and tasks Please also note that currently recurrences are NOT supported A bidirectional data exchange and support for recurring events are avail able by customization requests under our paid support services Chapter 23 FM Credit Card Plug in Integration Overview If processing credit cards then you may want to strongly consider using the FM Credit Card integration features Credit card integration allows you to automate credit card processing with the click of a button This ensures accuracy and eliminates the need for double entry which is what most organizations strive for and is the purpose for creating the FM Credit
124. specially useful for sales oriented users who may not always be at a place to conveniently access the organization s list of contacts in the Core3 directly using FileMaker New contacts will be added and existing records will be updated On subsequent pushes records that were previously pushed to Outlook will be updated and new records will be added We set a custom field in Outlook to keep track of a unique Core ID to allow for this functionality Simply navigate to the Con tacts module and perform a find for the contacts you want to push to Outlook then select Core gt Out look Integration Push Contacts as shown in Figure 19 7 and either the single contact or all contacts in your found set will be pushed to your user s default Outlook contacts folder Figure 19 7 Outlook Integration menu options relating to contacts cs scs d Pes tet ad m mm etch pat NeroeCuniates q EEN E Pah Cartan See Push cartes Found set Title seris menu Please note that Core3 contacts are always pushed to the users default Outlook contacts folder and that contacts marked as private in Outlook are completely ignored even if they have a valid matching Core ID Please also note that the Outlook picture field is not yet supported by the Outlook Manipulator so the picture field will not be populated Basing the push on the user s found set in the Core3 allows the us
125. that calendars can be created for others who may not already be a user For example calendars may be cre ated for meeting rooms delivery trucks or people outside the organization who are not necessarily Core3 users Group calendars can also be created Group calendars will be automatically changed to upper case You can apply specific individual calendars to a group calendar by selecting the group calendar and selecting all associated individual calendars as shown in Figure 4 5 Figure 4 5 Global Settings Calendar Settings Tab User settings Global Settinas A Templates Phone Formals SMS Activity Categories Calendar settings Lists Stages Plugins Modules Individual and Group Calendars Page 20 of 125 Lists Tab The Lists tab is where you will maintain and manage various lists for the entire system List items are Accounts Payment Methods Terms Shipping Methods Customer Messages Taxes and Classes If using QuickBooks and the FM Books Connector then you should manage and maintain all lists in QuickBooks rather than the Core3 CRM Figure 4 6 Global Settings gt Lists Tab User Settings Global settings General Templates Phone Formats SMS Activity Categories Calendar Setting Lietz Stager Plugins Modules Aere Terma Omer temys Tam Cane waa nare anod pa minses For rera to adh a ox aeurt rp tha ec
126. the email attachments will be stored directly in the Core3 for safe keeping and future reference If you select the Reference option then all email attachments will be stored in the location specified We recommend embedding attachments rather than storing attachments as a reference and cannot be held liable for improper use of referencing attachments Please note this user defined Attachment Setting is the same when sending and importing emails Once the Core User has set the method to Plug in for sending email then emails can be sent using the Outlook Manipulator by composing the email and pushing the Send button All emails sent from the Core3 using the Outlook Manipulator plug in technique will be marked with a unique Core ID in a custom field in Outlook This ensures that the email does not get pulled back into the Core3 on the import proc ess as explained below Please note that modifying the From field in composing a new email is only supported when the Send Method is set as FileMaker via SMTP or Plug in To enable use of the plug in when sending emails please navigate to Core Preferences User Settings Email Sending tab and select Plug in as shown in Figure 19 1 Although the From field in the Core3 is set to the currently logged in Core user the email in Outlook will be sent based off of your Outlook permissions and settings Importing Email Using the Outlook Manipulator you can import emails from Ou
127. the initial import the Core3 will be used as the master repository for contacts from that point forward and any new or edited contacts will be pushed to Outlook rather than the other way around This recommendation allows the Core3 to be the anchor by which all contacts are added edited and deleted where they are centralized validated and secure Outlook on the other hand may have an individual s personal contacts little or no security no validation and not provide a mechanism to enter all the important specifics required by the organization With that said there may be compelling reasons why organizations may want the option to continuously update and modify contacts via Outlook Use this with caution as there is no conflict resolution of any kind It is a one way pull An individual s Outlook contacts will override anything in the Core3 when matching contact is found even if that contact was last modified in the Core3 Matching contacts are de termined by the unique Core ID assigned to each Core contact The Core ID is managed in the Core and populated in a custom Outlook field In order to import all your contacts from Outlook to the Core3 navigate to the Core gt Preferences gt Global Settings Plug ins Outlook Manipulator and select the Contact Import button All contacts from your user s contacts folder will be imported Before you import your contacts please confirm that the Contact field mapping for Phone Address and Internet fie
128. this lst Use the column headers and the drag controls to reorder the Ist Active Account Type Privilege Set Description 0 Admin FileMaker Full Access E AdminBackup FileMaker Full Access Sally Schoonover FileMaker Data Entry Only E a User Manual Core3 CRM Once you create a new account then a new contact record is also created and the Core User check box is checked for this contact as shown in Figure 4 12 This means that you will have a contact record for each Core user A unique calendar is also created for each Core user as a courtesy This calendar is not offi cially linked to the Core user account meaning that if you change the Core user name then you must also manually update the corresponding individual calendar Figure 4 12 Core User Check Box company Cm addresses PY eka EM Phones Internet O Tye O Link Contat i Jara Tra EH You can also create a new Core user by reversing the steps and creating a new contact record then checking the Core User box as shown in Figure 4 12 This way will also provide you with the prompt to enter the account name and password This way follows the same guidelines as previously outlined in this chapter The Core3 comes programmed with the Data Entry Only Full Access and Read Only privilege sets If you need to setup additional security you
129. timates as shown in Figure 8 1 Figure 8 1 Estimates Module Links Tab p E Larsu Esinste For BET gem a a ee ttt t mes jas ea e es aa a EXE pr L3 ET Wate mme 1 Title of estimate and unique estimate number The number assigned to each estimate record is an automated and read only number 2 Link an estimate to an opportunity here Once an estimate has been linked then select the blue ar row to conveniently navigate to that specific opportunity 3 Related tabs allowing you to see the revision history and related orders of an estimate Aanual Core3 CRM Page 129 Stage Tab The Stage tab allows you to track the progress or status of an estimate as shown in Figure 8 2 Figure 8 2 Estimates Module Stage Tab i 2 p S A EE E i cet Rd I larout manan E ume al EAR stege He fo mela re jop E denm m m oe Lun Core G miris 1 Title of estimate and unique estimate number The number assigned to each estimate record and is an automated read only number 2 Select the stage button to assign the estimate to the stage selected Stages are set up the Prefer ences Global Settings Stages
130. ting the Out look integration Outlook integration requires purchasing installing and registering the Outlook Manipula tor plug in which is sold separately The plug in is licensed installed and registered on each client ma chine You do not need to learn how to program in order to use the out of box features discussed in this chapter rather you just simply need to purchase install and register the Outlook Manipulator plug in Please read this entire chapter for detailed description of the exact functionality pertaining to each Out look area The Core3 has the following out of box Outlook integration functionality Send HTML formatted emails with multiple attachments and suppress the Outlook security dialog Send an email campaign as a separate mail merged message to each recipient rather than one message to all Ability to import emails with attachments from Outlook into the Core3 allowing you to have a complete correspondence history of all emails sent and received across the entire organization Push and pull Contacts Events and Tasks to and from Outlook and the Core3 Outlook Manipulator Plug in Installation and Registration After purchasing your Outlook Manipulator license s then follow these installation and registration steps 1 Close FileMaker 2 Download the plug in bundle from our site Windows www OutlookManipulator com Mac www OutlookManipulatorForMac com 3 Unzip the contents of the bundle Inst
131. tings gt Lists gt Classes tab Sales Reps values come from the contacts that have the Sales Rep box checked on the Contacts More Info tab Click the green plus button to add a new line item to the order Once you have added an item select the blue arrow button to conveniently navigate to the selected item After you have selected an item the description quantity unit price amount and taxable fields can be edited Only items with the Taxable checkbox checked will have tax applied to them Select the Taxable checkbox and appropriate tax rate to apply to the order Can only apply one tax Tate per order Tax rates are set up in the Preferences Global Settings Lists Taxes tab Optional memo field that does appear on printed order Subtotal Tax and Totals calculated based on line item amounts and if items are taxed Select the duplicate icon to duplicate an order The order ID will not be duplicated as this is a unique number Select the Create Invoice button to turn this order into an invoice The order and invoice will become linked on the Links tab Select the Send as E mail button to turn the order into a PDF and email to the desired recipient Sort column that allows you to move line items up and down Links Tab The Links tab allows you to link and manage orders as shown in Figure 9 1 Figure 9 1 Orders Module gt Links Tab 1 Ti
132. tle of order and unique order number The number assigned to each order record is an automated and read only number 2 Link an order to an opportunity or estimate here Once an order has been linked then select the blue arrow to conveniently navigate to that specific opportunity or estimate 3 Related tabs allowing you to see the related invoices Select the arrow button to navigate to the re lated invoice Page 49 of 129 T st Gearon Bf 3 Bt i8 cl Layout Coder um gt IEE e e kes Title LA Hugen Develamant mn on gem mw A C TM eR ZES US Cores Rr cue Stage Tab The Stages tab allows you to track the progress or status of an order as shown in Figure 9 2 Figure 9 2 Orders Module gt Stage Tab a Eg 3 een p Deets fer esie 3 CETT os r i potes Cotas rtis EEN ares i cua ntes mes Jose Ge is os ors elm ol sx Ll 7 seem 1 Title of order and unique order number The number assigned to each order record is an automated and read only number 2 Select the stage button to assign the order to the stage selected Stages are set up the Preferences gt Global Settings gt Stages gt Orders tab Stages show up as boxes to bring emphasis on the stage 3 Once a stage is selected then
133. tle of project and unique project number The number assigned to each project record is an auto mated and read only number 2 Selectthe stage button to assign the project to the stage selected Stages are set up the Preferences Global Settings Stages Projects tab Stages show up as boxes to bring emphasis on the stage 3 Once a stage is selected then the date the project entered the stage and the days opened in the particular stage are tracked here When you click each stage the date is trapped for when the project entered each stage The date is locked as to when that stage was clicked This serves a miniature audit trail of the stage progression 4 Click the green plus button to add a new Timer The new time will be related or linked to the pro ject 5 Click on the blue arrow button to conveniently navigate to the related record More Info Tab The More Info tab displays additional information about the project and leaves you with room for expan sion to add additional fields and information as shown in Figure 12 2 Figure 12 2 Projects Module More Info Tab H o E Eg EE aut Pract J wem he mem m qe Fidei Sine OE A je Cem Cr pee Spa me ee edet mm Core o usan C esu o
134. tlook into the Core3 This feature allows a user to pull their emails from selected folders in Outlook into the Core3 This can be beneficial for people who want to associate a given email with a Core3 contact It also allows multiple emails to be centralized under a single contact in the Core3 even though that email came from one or more individual s Outlook clients Using this feature will allow you to find a contact in the Core3 and have a complete correspon dence history of all emails sent and received across the entire organization To enable use of the plug in to import emails please navigate to the Core Preferences User Settings Email Importing tab and specify the Source and Archive folders as shown in Figure 19 2 below Please note that these are user settings and are specific to the Core user highlighted in yellow on the left The folders specified here must also exist in Outlook When specifying these folders in the Core3 a indicates a subfolder in Outlook so please do not use in your Outlook folder names Figure 19 2 Setting up the import email preferences Outlook Folder List 1 Specify the Source Folders in Outlook Typically you will have two source folders for incoming and outgoing emails All emails in these Outlook source folders will be imported in to the Core3 2 Specify the Archive Folders in Outlook Typically you will have two archive folders for incoming and outgoing emails After emails a
135. ttachments are not supported using this method FileMaker via SMTP Send email directly through an SMTP server No email client is needed but you must enter your SMTP settings HTML formatted emails and multiple attachments are not supported us ing this method Plug in Option that uses the Outlook Manipulator to send email Please see the Outlook Plug in Integra tion chapter for additional available functionality such as sending HTML formatted emails with multiple attachments 2 Select the Importing tab to specify the Outlook watch folders to import mail from This requires the Outlook Manipulator and the functionality is explained in the Outlook Plug in Integration chapter 3 Option to embed outgoing and incoming attachments directly into the Core3 for safe keeping or option to store all attachments as a reference We recommend using the embed method 4 Select the Test Settings button to send a test email to ensure that your settings are functioning Calendar Tasks Tab This tab simply allows you to specify your user calendar and task preferences Please note that the De fault Calendar and Default User for Tasks specified are extremely important when pushing and pulling events and tasks using the Outlook Manipulator or iCal Manipulator as discussed in the Outlook Plug in Integration and iCal Manipulator Integration chapters The iCal Title field specifies the title of your cal endar in iCal a
136. ual Goals graph CEDE cesis oppa saine e ne eir ik mati elc HR bis as Pense cream com emer Ve ca chenge the anagem kind ples eite Gre bn First you will need to specify an individual goal amount or company goal amount for each month as shown in Figure 18 13 Figure 18 13 Individual and Company Goals Setup Tab rs rena ss Tue rr sensu pua pom eene tomes oo emcee eme neges tnn mr pmi pov diria cuc ke TEE 11 1 aT oF EC 9 eon E mu em 9 EI 5 9 E sums E 5 sumas 9 EES sums ri ooo 3 sums e E E nor 9 E a mms s mms D mms s mms E 1 Select the green add button to add an individual or company goal Each goal should specify the year month and goal amount Individuals goals can be assigned to any contact that is a Sales Rep User Manual C Chapter 19 Outlook Integration Overview If using Outlook as your mail client then you may want to strongly consider using the Outlook integration features Integration with Outlook can be extremely powerful as one of the primary goals is to avoid dou ble entry and increase accuracy between FileMaker and Outlook Increasing accuracy and efficiency by avoiding double data entry is what most organizations strive for and is the purpose for crea
137. uickBooks When you delete a payment in the Core3 then you will be asked if you would like to delete the pay ment in QuickBooks Payments that are saved but NOT pushed to QuickBooks will prompt the user to push to QuickBooks on subsequent changes to the payment If no changes are made to the payment the user won t be prompted to push to QuickBooks If a payment is posted to an account or deposited in QuickBooks then you cannot modify the pay ment in QuickBooks from the Core3 Chapter 21 Apple Address Book Plug in Integration Overview If using Apple s Address Book then you may want to strongly consider using the Address Book integra tion features Integration with Apple s Address Book can be extremely powerful as one of the primary goals is to avoid double entry and increase accuracy between FileMaker and Apple s Address Book In creasing accuracy and efficiency by avoiding double data entry is what most organizations strive for and is the purpose for creating the Address Book integration Address Book integration requires purchasing installing and registering the Address Book Manipulator plug in which is sold separately The plug in is licensed installed and registered on each client machine You do not need to learn how to program in order to use the out of box features discussed in this chapter rather you just simply need to purchase install and register the Address Book Manipulator plug in Please read this ent
138. ure 3 2 above After you become more acquainted with all the functionalities of FileMaker Pro then you may add or remove more items from your Status Toolbar based on your work flow and preferences As outlined above in Figure 3 0 above there are various ways to enter into find mode Once in find mode you can find based off of ANY search criteria The result of this find is known as the found set of records This makes FileMaker s find mode a useful and powerful tool There are many finds available and we would like to show you some of them For a complete list please reference FileMaker s help menu or visit www filemaker com 1 For searching text fields FileMaker looks for any word that begins with or matches the word entered For example a find on the name Chris would also find the name Christopher For searching exact text use an equals sign followed by the text Example Chris would only return those with the name Chris it would not return Christopher For searching text fields if you enter more than one word FileMaker finds both words in any order 2 Search for all records that have an empty field by entering an equals sign in the appropriate field This is one of my favorites especially for clean up 3 To specify a range type in three periods Example to find all records created between 12 1 2012 and 12 15 2012 type in 12 1 2012 12 15 2012 in the creation date field In addition to find all records wh
139. wm Use Small Size A Remove dl This will open up the customize window to provide you with various options to add a command to your Status Toolbar Although the Status Toolbar and the customize window look a little bit different on a Win dows and Mac machine the functionality of just dragging what you want from the customize window User Manual Core3 CRM Page 11 of 129 onto the Status Toolbar or what you do not want off the Status Toolbar is similar on both platforms The customize window on both platforms is shown in Figure 3 3 and in Figure 3 4 Figure 3 3 Customize Window on a Windows Machine tela Cover To adda ta a tobar select a category ard draa the rnani t bs dalog bac te tcl Coen Commands Ceteri pem 0707 d Delete Record 3r Figure 3 4 Customize Window a Mac Machine trag your favorite teme into the toolbar i 4 n I S 0 dod a see cass Toa Cum Cum The Status Toolbar on both platforms allows you to add remove and re arrange the items based on your needs and also adjust the icon and text size You may want to explore the various items in the Status Toolbar in order to work more productively and have a pleasurable Core3 experience TIP When starting out we recommend at least having the Record Total Show All New Record Delete Record Find and Sort items on the Status Toolbar as shown in Fig
140. wn in Figure 4 9 Figure 4 9 use sees v Cte Genera ema Calendar 7 Tasks address count Names hin losing Sinatur mue ca EHE es oa secti Then enter the user account name password and password confirmation as shown in Figure 4 10 Figure 4 10 Input new user s name and password Confirm User Manual After creating a new account the Core3 automatically creates a new FileMaker account in the Core3 and Core3 Documents file Each new account is created with the built in FileMaker Data Entry Only privilege set except the admin account created at start up which has Full Access as shown in Figure 4 11 Figure 4 11 Accounts Privilege Sets Extended Privileges File Access Use this panel to manage the accounts that are used to open this file Authentication occurs in the order that the accounts appear in this lst Use the column headers and the drag controls to reorder the Ist Active Account Type Privilege Set Description Guest FieMaker Read Only Access Admin FileMaker Foll Access AdminBackup Filemaker Full Access Saly Schoonover FileMaker Data Entry Only Accounts Pivlege Sets Extended Pivieges Fle Access Use this panel to manage the accounts that are used to open this fle Authentication occurs in the order that the accounts appear in
141. y 7 Associate a company and or individual to an opportunity Please note that you are given the flexibility to assign a different company and individual to an opportunity Quick references to the individual s phone and internet information These values are read only and are pulled from the individual s contact record Additional fields such as Category Department Sales Rep and Priority Available Sales Reps values come from the contacts with the Sales Rep box checked on the Contacts More Info tab Free form description field to elaborate more about the opportunity Opportunity Date Estimate Close Date and Actual Close Date are all editable fields The Opportunity Date here is used in the Dashboard Please see Dashboard section for further clarification The Stage field is explained on the Stages tab in Figure 7 1 The Days Open field is not related to stages but rather just a count of the number of days since the opportunity was created based on the Created date on the Opportunities More Info tab Probability and Value fields used to measure the opportunity s worth The Weighed field is calculated based on the Probability and Value field Action items allowing you to create a new activity for the opportunity such as a note event task and Email Once created all activities can be found on the Activities tab Select the green plus button to make a new estimate based off of the current opportunity This will
142. you to create track and manage your opportunity related data unique to your com pany s lead tracking process Figure 7 0 Opportunities Module Opportunity Tab O o c p tas fy ps md c r DIETS poseen ses vend Si fy metn Category os Sales Rep Estimate oseDate arano Company ae company Actual ose Dale vert avans O esa A EK HE e f Lane p EOS MM n esas me ies entes Me Weisel 3 Odes E E E mg uw m Caton noe e mien Cores i i 6 usa 1 Status Toolbar where you can create a new record delete a record perform finds sorts and much more Please see section on Status Toolbar setup for full functionality 2 View opportunities in detail view or list view by selecting the appropriate icon in the Status Toolbar 3 Preview the opportunity record by selecting this button in the Status Toolbar 4 Stage and More info tabs Additional tabs for information about the selected record Please see Fig ures 7 1 and 7 2 5 Related tabs showing all related information linked to the opportunity record 6 Title of opportunity and unique opportunity number The unique number assigned to each opportunity record This number is automated and read onl

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