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Starting CRM activities via the contact master data

  • Updated

Master data > Contacts > Open customer > CRM tab

Apart from displaying the customers or suppliers full CRM history, you can also start CRM activities in the CRM tab.

You can carry out the following CRM activities here:

Creating customer letters

To create customer letters:

  1. In the Kategorie list on the left hand side click on the cross icon next to the category Letters. The letters entry form is displayed. The customer contact data is automatically filled with the customer master data. The current user is automatically entered into the Editor field. The current date is automatically entered into the Date field. All these fields can be edited manually.

  2. Select the customer project in the Project field.

  3. Enter keywords into the Tags field. These keywords can be used later on to search for specific communications. Examples: Special offer, Follow-up, etc.

  4. Enter the Subject and your text in the relevant fields. The Subject field is obligatory. The customer letter cannot be printed without a subject.

  5. Select a Printer for your letter.

  6. Before you print your letter, you can create a print preview by clicking Preview printing. This way you can check your text and formatting before the final print.

  7. Click the Printer icon next to the Printer field to print your letter or click the PDF icon to create your letters in PDF format.

The letter you created is listed in the CRM tab.

Sending emails to the customer

To send emails to the customer:

  1. In the Kategorie list on the left hand side click on the cross icon next to the category Emails. The email entry form is displayed. The fields From and At are automatically filled with the email address of the sender and the recipient.

  2. If you want to forward the e-mail as copy or blind copy to other people, e.g. to other colleagues who are involved, enter the corresponding email addresses in the CC (copy) or BCC (blind copy) field.

  3. Select the customer project in the Project field.

  4. Enter the Subject and your text in the relevant fields. The Subject field is obligatory. An email cannot be sent without a subject.

  5. Click Datei auswählen (select file) if you want to add an attachment. The default selection window of your operating system is displayed. Select the required file(s). The selected file(s) are displayed in the Attachments field.

  6. Before you print your letter, you can create a print preview by clicking Preview printing. This way you can check your text and formatting before the final print.

  7. Click Send to send your email or Save to save your email for later rework.

The email you created is listed in the CRM tab.

Note

You can use variables in your emails. Examples:

  • Salutation: {ANSCHREIBEN} {TITEL} {NAME}

  • Cus

  • Phone: {TELEFON}

  • Fax number: {TELEFAX}

  • Mobile number: {MOBIL}

  • Email: {EMAIL}

  • Web: {INTERNETSEITE}

  • Department: {ABTEILUNG}

  • Subdepartment: {UNTERABTEILUNG}

  • Address addition {ADRESSZUSATZ}

  • Street/House No.: {STRASSE} {HAUSNUMMER}

  • ZIP/Town: {PLZ} {ORT}

  • State: {BUNDESSTAAT}

  • Country: {LAND}

  • Address free fields 1-n: {FREIFELD1}, {FREIFELD2}, …,{FREIFELDn}

Creating telephone notes

To create a telephone note after a phone conversation with a customer:

  1. In the Kategorie list on the left hand side click on the cross icon next to the category Phone calls. The entry form is displayed. The fields Date, Time, and Editor are filled automatically.

  2. Select the customer project in the Project field.

  3. Enter the name of the person you had the phone conversation with in the field Contact Person.

  4. Enter keywords in the Tags field. These keywords can be used later on to search for a specific communication. Examples: Follow-up, Callback, etc.

  5. Enter the Subject and your text in the relevant fields.

  6. Click Preview Printing if you want to see a preview of your phone notes.

  7. Click Save to save your phone note. Click Save/close to save your phone note and close the form.

The phone note you created is listed in the CRM tab.

Creating notes

To create a note:

  1. In the Kategorie list on the left hand side click on the cross icon next to the category Notes. The note entry form is displayed. The fields Date, Time, and Editor are filled automatically. If required, you can change these fields.

  2. Select the customer project in the Project field.

  3. Enter keywords in the field Tags. These keywords can be used later on to search for a specific note. Examples: special requests, questions, special terms, etc.

  4. Enter the Subject and your text in the relevant fields.

  5. Click Preview Printing if you want to see a preview of your note.

  6. Click Save to save your note. Click Save/close to save your note and close the form.

The note you created is listed in the CRM tab.

Creating Follow-ups

To create a follow-up:

  1. In the Kategorie list on the left hand side click on the cross icon next to the category Follow-Up. The follow-up entry form is displayed. The field Created on is filled automatically and cannot be changed. The field Editor is filled automatically but can be changed manually, if required.

  2. Select the relevant person in the field Contact person.

Note

You can only select a contact person which has been defined in the Contact person tab. The contact person entered in the Details tab in your contact master data is not displayed.

  1. Select the customer project in the Project field.

  2. Define the potential sales volume in euros in the Volume field and enter a success estimation in percent in the Opportunity field (if relevant).

  3. Select the relevant stage in the Stage field. You can find more information on how to create stages in the Sales Funnel article.

  4. Select the time and date for a follow-up in the fields Reminder date and Time.

  5. Select the employee who is to carry out the follow-up in the Employee field. By default the current editor is shown here. You can change this entry.

  6. Activate the Prio check box, if this follow-up is to be prioritized. By activating this check box the follow-up will be marked red in the list/pipeline.

  7. Activate the Completed check box, if this follow-up is to be marked as completed. This field is usually relevant at a later stage.

  8. Click Preview Printing if you want to see a preview of your follow-up.

  9. Click Save to save your follow-up. Click Save/close to save your follow-up and close the form.

The follow-up you created is listed in the CRM tab.

You can find more information on follow-ups in the Follow-Up article.

Creating events/appointments

To create an event/appointment:

  1. In the Kategorie list on the left hand side click on the cross icon next to the category Events. The event entry form is displayed. The fields Date, Time, Date to, Time to and Created by are filled automatically.

  2. Change the time and date fields to reflect the planned event.

  3. Activate the Full-time check box if the event is an all day event.

  4. Activate the Public check box if the event should be visible in the calendar for all employees.

  5. If required, change the editor in the Created by field.

  6. Select the relevant person in the Contact person field.

Note

You can only select a contact person which has been defined in the Contact person tab. The contact person entered in the Details tab in your contact master data is not displayed.

  1. Select the customer project in the Project field.

  2. Select the person responsible in the Responsible person field.

  3. Enter the Subject (e.g. Subject matter of meeting) and your text (explanations, further information, etc.) in the relevant fields.

  4. Click Preview Printing if you want to see a preview of your event/appointment.

  5. Click Save to save your event/appointment. Click Save/close to save your event/appointment and close the form.

The appointment you created is listed in the CRM tab.

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