new user

*adds basic information

-last name,
-phone number,
-username
- password.
Home Manage your Calendar, Tasks and Opportunities
People Add or look up a Person, add a note or send an email
Companies Add or lookup a Company
Affiliate Add or lookup an Affiliate
Opportunities Add or lookup and Opportunity
Orders Add or lookup an order
Service Calls Contact information, service tickets
Reports Access to various reports such as Sales, Marketing and
Administrative
Setup Access profile settings, templates, forms, products, etc.
*My Profile
-change password
- update phone numbers
- e-mail
- addresses
- control preferences.
*change password
-must contain 7 character
-contain letters and numbers
-contain at least 1 upper case letter
* Adding an Email account
[Link] the menu bar, click Setup.
2. Click My Profile.
3. Click on the Mail Accounts tab.
4. Click the Add New POP Account. Button.
5. Enter the following information:
-Name: (probably your first name)
-Username: (your actual email address)
-Password: (enter the password to your email ac
count)
-Host: pop: (this is your incoming email se
rver)
-Port: (enter Port info)
-Leave Messages: (No Delete is most common)
6. Click Save.
*Side Bar
-tools- Email, Calendar, Files, Tasks
- Recently Viewed List of the recently viewed People, Companie
s and unities
-My Favorites Create quick links to common searches
or websites
*Adding a Favorite Link
(Customize the links under the Side Bar to easily access an external web
site.)
1. Click on the Side Bar.
2. Click the Manage hyperlink next to My Favorites.
3. Click on the Add New Link button.
4. Enter the following data:
- Website URL: (The URL of the site)
-Name: (Name of the link)
-Open in: (New Window is suggested if you
link to an external site)
 - Create Link For: (Decide which users to
share the link with)
[Link] Save.
6. Test the link.
(add a file to the system using the Side bar)
-Click on the Side Bar.
-Click on Files.
- Browse to a file on your computer and click Attach.
- That file will now be accessible from Side Bar >
My Files section of the system.
*Searching for People
Use the Search Bar to find a Person
-Type the first two letters of the first and last
name in the Search Bar.
- Click the Go button.
- View the [Link] jo dr in the Search Bar a
nd click Go.
-View the [Link] *(space) d in the Searc
h Bar and click Go.
-View the Results pane.
*Add a Person
[Link] the People tab on the Menu Bar.
2. Select Add a Person. . .
3. Enter the following information:
?? First Name
?? Last Name
?? Company Keyboard Exercise
?? Job Title
?? Contact Type
?? Leadsource:
?? Street Address
?? City
?? State
?? Postal Code
?? Phone 1
[Link] the Save button to view the record.
5. Click the Tag tab, and select the appropriate tag in
the dropdown.
[Link] Add to view the new Tag.
Tasks Scheduled and completed tasks, e-mail history
Follow-Up Sequences Assigned workflow or processes
Opportunities Potential sales possibilities
Orders Successful and failed order transactions
Service Calls Customer service tickets
File Box Attached files such as agreements, contracts, and pictures
*Update a record
example
1. Search m mi in the Search Bar.
2. View Michael s record.
3. Enter the following information:
?? Job Title
?? Mobile Phone
?? Website
4. Click the Save button to save your changes to the General
tab.
5. Click the Additional Info tab and make the following
changes:
6. Click Cancel to remain on the Additional Info tab.
 7. Click Save to save your changes.
8. Now click the Contact Notes tab, and add the following commen
t:
?? Contact Notes:
9. Click the Save button.
10. Return to the Additional Info tab then to the General tab.
*Linked Contacts
example:Link John Drake to Michael Minkus as his attorney.
1. Find a person in the system.
2. Click the Linked Contacts tab.
3. Click Search.
4. Click Use This Person to link to the record.
5. Choose or add the Type of Link.
6. Click the Save Link button.
*Add a Company
1. From the menu bar, choose Companies > Add a Company.
2. Enter the following information:
?? Company Name
?? Phone
?? Website
4. View the new Company record.
5. Click the Contacts, Tag and Other tabs.
*Converting Contacts to Companies
1. Find a person in the system
2. From the Select an Action drop down on the contact
record, select the Convert to Company option.
3. Note that the Company name has changed to a hyperlin
k. Click the hyperlink to view the Company record.
4. Click the Contact tab to view the record under the company.
5. Click the Add Company Contact button to assign
another contact.
6. Enter the following information:
?? First Name
?? Last Name
?? Job Title:
7. Click the Save and View Company button to view House of
Fitness.
*Create a new Company
1. Click Companies > Add A Company on the menu bar.
2. Enter the following information:
?? Company
?? Phone
?? Street 1
?? City
?? State
?? Zip
3. Click the Save and Add a Person to this Company button.
4. Enter the following information:
?? First Name
?? Last Name
?? Job Title
?? Contact Type
?? Leadsource
?? OwnerID
5. Click the Save and View Company button.
*Join Contacts and Companies
1. Click the Add Company Contact button on the Contacts
tab.
2. Enter the following information:
?? First Name
 ?? First Name
3. Click the Save and View Person button.
4. Click the Search button to link the company.
5. Click Save to view the record.
*View the Pipeline
1. From the menu bar, choose Setup > Misc. Settings.
2. Click on the Sales Settings hyperlink and the Sales
Pipeline tab.
3. View the Order and Target # Days for all Stages.
4. Click Edit to modify the Follow Up stage.
5. Change the Target # of Days to 5.
6. Click Update.
*View all Opportunities.
1. Click the Opportunity tab on the Menu bar.
2. Choose Find Opportunities from the drop down..
3. View the columns displayed in the list.
4. Type in the name of the opportunity
5. Select the Opportunity in the Fulfillment stage (ID #1).
6. View the Product Interests and Projected Revenue.
7. Click the Tasks tab to view past communication and upcoming
tasks for Susan.
8. Click the Follow-Up Sequences tab to view the 2008 Drip
Campaign that Susan is a part of.
9. Click the Sales History tab to view the Stage History and
Status History for the opportunity.
*View Orders
1. Click the Orders tab.
2. Click the most recent order to view the detail.
3. View the Order Items and Payments sections.
4. Click the Preview Invoice button at the bottom of the
window to view the Invoice Report.
5. Close the Invoice window.
6. Click the Back button to return to Susan s Contact record.
*Create an opportunity from a Contact Record
1. Find a person in the system
2. Click the Opportunities tab and the Add Opportunity button.
3. Enter the following information:
?? Lead Source
?? Stage
?? Status
?? Next Action Date
?? Next Action Notes
4. Click Save to view the Opportunity and add more informat
ion. Add products to the new Opportunity.
5. Click the Product drop down and choose a product.
6. Click the Add button, and click OK to view the product.
7. Enter 1000 in the Projected Revenue Low field.
8. Click Save to save your changes.
*Place an Order
If the Person does have an Opportunity:
From the primary Opportunity screen, click the Create Order button
Click the Orders tab and choose Add Order
If the Person does not have an Opportunity:
Click the Orders tab on the Menu bar and select Add an Order
Click the Orders tab from the Person s detail screen, and choose A
dd order
Manually place an order
1. Find a person in the system
2. View their Product Interests and click the Create Order button j
ust above the tabbed area.
3. Include the Products originally indicated on the Opportunity.
4. Set the Stage and the Status.
5. Enter 100 in the Percent Chance to indicate the sale is complete
.
Now enter credit card information for Elsie.
6. Click the Add button to add Credit Card 1 details.
7. Enter the following information:
?? Card Type:
?? Card Number
?? Expiration Month
?? Expiration Year
8. Click Save to view the Opportunity and add more information.
9. Click Submit to complete the order.
10. View the credit card information and Order created on the Orde
rs tab.
Add a payment to the order.
11. Click the Order hyperlink and view the failed Payment Plan.
12. Click Add Payment in the Payments section.
13. Make a manual payment by selecting Cash from the drop down.
14. Click Save and view the $0 Balance.
15. Return to the Contact record and set the Contact Type.
16. Click Save.
*View Pending Tasks
1. Navigate to Susan s Contact record.
2. Click the Tasks tab if necessary.
3. Note the Pending Task section contains future schedule
d activities and activities that have yet to be completed.
4. The Notes section includes all completed Tasks,
Appointments, and Opportunity Actions.
*Create a Task
1. Find a person in the system
2. Click the Tasks tab if necessary.
3. Click the Add Task button.
4. Enter the following information:
?? Description
?? Notes
?? Action Type
5. Click Save.
6. View the Call in the Pending Task section.
*Set Appointments
1. Go to User Home.
2. Click on the Go to a different day hyperlink.
3. Click on next Friday.
4. Click the 6:00 section in the calendar and select Add new Appo
intment.
5. Enter the following information:
?? Description: Dinner with Mom
?? Notes: Meet Mom at 6 p.m. Call her before - restaura
nt TBD.
?? Appt End: 8:00 p.m.
?? Reminder Time: 4 hours
6. Click Save.
7. View the Calendar.
*Recurring Tasks
Create a quarterly call to follow up with new customer Kate Bullard.
1. Navigate to Kate s Contact record.
2. Click the Tasks tab if necessary.
3. Click the Add Task button.
4. Enter the following information:
 ?? Description
?? Notes
?? Action Type
?? Start Date
5. Click the Recurring tab at the top of the Task window.
6. Choose Monthly.
7. Set the Task to recur on the first Friday of every 3 month(s)
.
8. View the End By date.
9. Click Save.
10. View the Tasks tab. Note that the activities start from your sel
ected start date.
11. Click the Quarterly Follow Up hyperlink for the Q4 follow up activi
ty.
12. Choose Open Occurrence to change only the one task.
13. Select a new Due Date one week later.
*Opportunity Actions
1. Find an opportunity in the system.
2. In the Stage and Status area, click the Complete button.
3. In the New Next Action window, enter the following information:
?? Next Action Date: (Pick 3 weeks from today)
?? Next Action Notes
4. Click Save.
5. View the Notes section on the Tasks tab.
*Send an email from the contact record
1. Find a person in the system
2. Click the envelope to generate an e-mail.
3. Type the following Subject
4. Enter the following message:
5. Click Send.
6. View the Recent E-Mail History on theTasks tab.
*Testing an email template
1. Click People on the Menu bar and select Add a Person.
2. Add yourself as a Person.
3. Enter a valid e-mail address.
4. Click Save.
*Opt-In Templates
1. From the menu bar, choose Setup > Templates.
2. Click Edit to view the Custom Double Opt-In Template.
3. Click the Back button to return to the list.
4. Click the Add a Template drop down and select E-Mail.
5. Enter the following information:
?? E-mail Type
?? Subject
?? Body
6. Leave an additional return in the Body of the template.
7. Click the Open Merge Window button.
8. Click the Misc. tab.
9. Click Insert to insert the Default Opt-In link.
10. Click the X to close the window.
11. View the new Opt-In link code.
12. Click the Save button.
The body of the e-mail needs to be copied and pasted to
create the HTML version of the e-mail.
13. Highlight all text in the Body of the e-mail, and type
CTRL+C or click the Copy button.
14. Click the Switch button to go to HTML.
15. Highlight the existing text if necessary in the Body.
16. Type CTRL+V to paste the contents of the clipboard over the highlig
hted data.
 17. Click Save.
*Use a template to send an email
1. Return to your Person record.
2. Click the envelope next to your e-mail address.
3. On the menu bar, click the Template button.
4. Select the New Customer Opt-In template.
5. Click Send.
6. View the e-mail in your account if possible.
7. Click the Opt-In link from your e-mail, and return to Infusion
soft.
8. Refresh to see the Opt-In status change.
*Create a letter template
1. From the menu bar, choose Setup > Templates.
2. Click the Add a Template drop down and select Letter.
3. Enter the following information:
?? Title
?? Public/Private
?? Merge Type
4. Click in the Template Body.
5. Type the following:
?? Dear (enter) (enter)
?? Your account is currently past due. Please remit pa
yment to the following address:
(enter) (enter) (enter)
6. Move the cursor to the first line (after Dear), and click the Open
Merge Window button.
7. Add the First Name field.
8. Click below the first sentence, and add the following
fields from the Your Company s Information section:
?? Company
?? Company Street Address1
?? Company Street Address2
?? City, State Postal Code
9. Click back in the Template Body, and type the following:
?? If you have any questions, please don t hesitate to contact us at (s
pace).
10. Add the merge field for your company s phone number before the perio
d.
11. Make sure that you spell check all of your templates. Click th
e Spell Check button.
12. Leave the Needs Labels value set to No.
13. Set the Assigned User .
14. Enter the following information:
?? Notify Subject (this is the subject line of the
email that is sent to the user letting them know they have a job
waiting)
?? Notify Body
15. Save the template.
(Test the template out against your Contact record.)
16. Navigate to your Contact record.
17. From the Select an Action dropdown, select Print a Letter.
18. Choose the appropriate letter template, and click the Process!
button.
19. Choose Open to view the Letter in Microsoft Word.
20. Save the document as a .doc to My Documents. (By default, documen
ts will save as an HTM file.)
21. Close Word to return to the application.
Save the document to the File Box tab under your Contact record f
or future reference.
22. Click the File Box tab.
 23. Browse to your file in My Documents.
24. Click Attach.
*Create a tag category
1. From the menu bar, choose Setup > Misc Settings.
2. Click the Person and Company Settings in the left navigation area.
3. Click the Tag Categories tab.
4. Click the Add Tag Category button.
5. Enter the following information:
?? Category Name
?? Category Description
6. Save the Tag Category.
*Create tags
1. From the menu bar, choose Setup > Tags.
2. Click the Add a Tag button.
3. Enter the following information:
?? Tag Name
?? Category
?? Description
4. Click Save and Save and Search to return to the list of
Tags.
5. Add the next Tag:
?? Tag Name
?? Category
?? Description
6. Click Save and Search to view the Tags.
*Applying tags to people
1. On the menu bar, choose People > Find People.
2. If necessary, click Reset Filters to clear any remaining
criteria from the search.
3. Click the General tab.
4. Choose Contact Type
5. Click Search.
6. View the returned data.
7. While viewing the list, click the Actions drop down.
8. Choose Add/Remove Tag.
9. Choose Add to in the drop down.
10. Select the appropriate tag and category from the Tag
list.
11. Click Save to save the action.
12. Click the Process Action button to add the tag to the contacts
.
13. To view the tagged contacts, return to the Find People Search.
14. Click Start Over to clear any saved criteria.
15. Click the Misc Criteria tab, and choose the appropriate tag from
the Tag list.
16. Click the Search button to view the list.
*Saving a list
First perform the Search.
1. Go to the Find People Search screen.
2. If necessary, click the Reset Filters to clear any previous search
criteria.
3. Click the General tab.
4. Choose Contact Type
5. Click the Address tab.
6. Set Billing State
7. Click Search.
Now save the search and create a shortcut to link to it from your User Bar.
8. Click the Save link.
9. Enter the Search Name
10. Leave the filter set to your user account
 11. Click the Save button.
12. After the screen refreshes, click the Options dropdown and cho
ose Add to
Favorites.
13. Enter Lists* in the Category field.
15. Click Save.
16. Test the link from the Side Bar.
17. Note the option to View Another List in the top right
corner.
*Exporting a list
1. If necessary, click the AZ Prospects link under lists.
2. While viewing the list, click the Actions drop down.
3. Choose Export..
Select only the fields you wish to export. Be sure the following fields remain
selected at a minimum:
?? ID
?? First Name
?? Last Name
5. Choose Delivery Method View in browser/download.
6. Click Process.
7. Click OK to the message.
8. Choose Open to open Excel when prompted.
9. View the Contacts.
10. Close Excel when finished.
Call Log Summary
1. From the menu bar, choose Reports > View All Reports.
2. From the left navigation area, click Sales Reports.
3. Select the Call Log Summary report.
4. Enter the first and last days of the previous month.
5. Click the Search button.
6. View the report.
View the contacts that have reached Double Opt-In status.
7. From the menu bar, choose Reports > View All Reports.
8. From the left navigation area, click Marketing Reports.
9. Select the Email Status Search report.
10. Choose Email Status: Double Opt-In.
11. Click Search.
Change the layout of the report
12. Choose the Edit Criteria/Columns hyperlink.
13. Click the Columns tab.
14. Click the X to remove the Opt Status column.
15. Find the OptType field in the Available Fields list, and click th
e double arrow button.
16. In the Sort By drop down, choose Last Name.
17. Click OK to view your changes.
18. Save the search
Add Ticket Types for Billing issues so customers can further classify their supp
ort incidents.
1. If necessary, choose Setup > Misc Settings.
2. Click the Help Desk Settings hyperlink in the left navigation area.
3. Click the Ticket Types tab.
4. Click the Add new Types with Subtypes button.
5. View the current structure.
6. Add the following Type and Subtypes:
?? Type
?? Subtypes
?? Subtypes
?? Subtypes
7. Click the Add button to view your changes.
Creating Ticket Categories
1. From the menu, choose Setup > Misc Settings.
2. Click the Help Desk Settings hyperlink in the left navigation area.
3. Click the General tab.
4. Find and click the Ticket Categories hyperlink.
5. Click OK to the message to continue to the Category Structure.
6. Click the Add hyperlink at the Base level.
7. In the Sub-Category field type: Product, and click the Add butt
on.
8. Click the Add at the Base level and add the following Sub-Cate
gories:
?? Shipping
?? Billing
9. Continue to add the next level of categories and complete
the configuration as instructed by your trainer.
Create a service ticket
1. Find a person in the system
2. Select the Service Calls tab, and click the New Ticket button.
3. Enter the following information in the Ticket Updates:
?? Move Notes
?? Notify
4. Enter the following information in the Ticket Information section:
?? Ticket Title
?? Ticket Application
?? Ticket Category
?? Ticket Type
?? Summary
5. Enter both the ETA and Follow Up Date as today.
6. Click the Create Issue button.
7. Change the Stage and click Save.
8. View the History tab.
Manage a Service Ticket
1. Find a person in the system
2. In the detail area, click the Additional Info tab to view the User
name and Password fields.
3. In the tabbed area, click the Service Calls tab.
4. Click the Ticket ID hyperlink to view the details.
5. Note who the service ticket is assigned to
6. Add the following:
?? Ticket Application
?? Ticket Category
?? Stage
7. Click Save.
Help Desk Reports
View a list of all tickets and when they were last updated.
1. From the menu bar, select Help Desk > Help Desk Reports > Ticket
Last Updated.
2. Click the Search button to return all Tickets.
3. View the Report.
Add an Affiliate Program
1. From the menu bar, select Setup > Affiliate Programs.
2. Click the Add an Affiliate Program button.
3. Enter the following information:
?? Name
?? Notes
?? Priority
4. Click the Save button.
5. Click the Edit hyperlink to add Default Commissions.
6. Enter the following information:
?? Lead $
 ?? Sale %
7. Click Save.
Configure Affiliate Settings
1. From the menu bar, choose Setup > Misc Settings.
2. Enter the following values:
?? Skip notifications on orders: Yes
?? How to choose Affiliate: First referring
?? Use affiliate referral history: Yes
?? Use IP address: Yes
?? Affiliate # Levels: 2
?? Payout Type (Lead/Sale): (check both options)
Q U I C K T I P
?? These fields can be set to
yes to activate for future use.
?? Payout Type (Amount/Percent): (check both options)
?? Use Pay if Unused: Yes
3. Save your settings