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After we have defined all the information for our new layout, we can save it, and we see a new AR Smart List Tab has been added to help us collect our receivables.
Several of the fields on each line are linked to more detailed information about that specific field. To the left of each item in the list view is a selection box. These boxes may be set individually, or they may be set by this control at the top left of the list view, to include all the items on a page, or in the entire module. Once you have selected some items, you can use this button here to perform an action on the selected items.
You can export a CSV file containing the data from these items, delete these items, or prepare a PDF from these items. Also to the left of each list item is an Info icon — just hover on the icon to see a pop-up with more information about that item, without having to click through to the Detail view.
And notice this Star that indicates a Favourite item. A filter at the top allows you to focus on just your Favourites. To the right of each item will be shown links to their social network accounts.
These let you quickly do some research on your clients. At the top right of the list is a set of navigation controls.
Here you can go to the next or previous page of the list, or back to the first page of the list. As well you can click here, and temporarily change the default page length, and choose to start the list from a specified record. Once you have selected some items, either individually or by the pageful, or however, you can scroll down to this Mass Update panel below the list, and update one or more values for all of the selected records. As well, you can change the Team assignments of the selected records, using this control which is always the last field in the Mass Update panel.
In this presentation you will learn how to use the detail views of information held in your 1CRM system. First we will select a module from the 1CRM menu system — here we will use the Accounts module. You do that by just clicking on the name of the item — the system will then take you to the detail view for that item. Some of the most important things to notice on the detail view are: The Edit button, which takes you to the Edit view where you can edit the item.
The Settings icon — which lets you edit the layout of the Detail view. You can add new fields, and remove, rename or rearrange existing fields. The Social network icons — which lead to the relevant pages for this account.
Also notice the micro-icons on many of the fields, which help identify the type of field, be it a phone number, web site address, or email address. Lastly notice the sub-panels on each detail view, containing items of information that are related to the account which is the focus of this detail view. See how each sub-panel can be collapsed, and also notice the icon used to zoom into a sub-panel as a full screen, allowing you to page forward and backward through the related items.
If you are an Admin, you can also edit the columns and sort order of data shown in the subpanel using this icon. Admins can also organize how detail view data is presented across multiple tabs, such as the General and Sales Information tabs shown here.
When we edit an item from its detail view, notice again the emphasis on field micro-icons to clarify field types, and some of the useful field input techniques that make it easier to select data values for each field. Detail views in 1CRM use a number of different types of fields: Dropdown lists, Multi-select lists, Date and time fields, Lookup fields and Toggle fields, in addition to all the normal text, currency and numeric fields. Dropdown fields look like this Type field on Accounts.
On the detail view, it is shown much like a text field. But when editing a record just click on the field to see a dropdown list of options.
Simply choose a value, and the list goes away and the dropdown field value is updated. Multi-select fields are like a more advanced dropdown field — they have a list of options, but they let you choose more than one. On the detail view, they show all the options currently selected — like the Category field shown here, on a Contact record. When you edit the record you see the multi-select field a little differently.
When you click on it to edit it you see a dropdown list with all available options, and a control to select if you want to add or remove values. You use it like this — note that you can hold down the Shift key while clicking on options, to add or remove multiple values quickly. Notice the list of values above changing as you add or subtract values. Toggle fields are pretty simply — just click on them to turn them on or off. Off shows the toggle to the left, On shows it to the right.
Date and time fields are found on items that appear on your Calendar — such as Calls, Meetings and Tasks. But when you click on them they expand out into a Calendar widget like this.
The calendar month widget offers arrows to go to the previous or next month or year.
Then simply click on a date to select it, and move to setting the time. If the date is already correct when you start editing, just click on the clock icon to skip to setting the time right away. Or use the Remove icon to clear the field value entirely. Just click the checkmark when you have the right time set.
You can also just edit the time manually by editing it in the field at the top. Lookup fields are one of the most powerful features in 1CRM — they are used to link records together across different modules. Your system admin can even add custom lookup fields to add new Links that make sense for how your business works.
These fields operate like this Assigned To field on an Account. Notice the micro-icon at the front, showing the kind of item linked from this field — in this case a 1CRM user to whom this Account is assigned. Click on the field to reveal a list of recently used items — in this case Users.
To create a quote, you can either open the drop down menu under the Order Management header and click on the Plus sign next to Quotes, or you can simply click on Create Quote in the sidebar. To begin creating a quote, enter the Quote Subject, and then the Account it relates to- which in turn sets the Bill To and Ship To addresses, the default currency, the default terms, tax info, and a few other values, based on settings from that Account record.
Then, select a Contact at that Account. Each Quote consists of one or more product Groups, and each product Group can have one or more products in it. Each Group has a name, and a stage. For each Group, one or more Discounts may be selected from those defined in the Discounts module, and as well a shipping charge which may be taxable or not.
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Begin by entering a Group name and then set the Group Type to Products, Support or Services the default is Products, which is the option you will most commonly want. This type of Group is primarily used to add Products from the Product Catalog.
This type of group is useful for quoting the prices of annual support for items in the Product Catalog. This option is useful for quoting services that are priced by the hour. Make sure you define Booking Categories that cover all the types of services you deliver to clients. Next, set the pricing model for the Group to Editable Prices, Profit Margin, Markup over Cost, Discount from List, or Same as List they may not all be available to you, depending on what Quotes pricing options the Administrator has allowed you — have a look at these four important check boxes on your My Account page.
Now you can add line items to your Quote, within the first Group you have established. Your choices are as follows: 1- The most common action is to add a Product, which you can do in a few different ways.
Then, you can simply type in the beginning of a product name, in which case a drop down list shows possible options. This brings up a Product Catalog dialog box for you to look up an item and search by name, category, type, or part number.
You can select a product by clicking on its name — this will close the dialog box and add that product to the Quote. This product is only added to the current Quote, and is not added to the Product Catalog.
A Select Product dialog box now lets you check boxes for multiple products, and then click on the Add Selected button. A comment line can be useful to add to any quote to add clarifying information for the client. Much the same is true when a Supported Assembly is added to a Support type Group within a Quote, but additional indented lines are added to show the components of the Assembly.
Do you need to add discounts?
The line items on a quote may be discounted by using Group-level discounts. But sometimes, this is not convenient, if you have several individual items that need different discounts applied to them, and you do not want to put each in its own Group. For this reason, 1CRM also supports line item-level discounts.
Depending on the Quote-related permissions set for the current User, you have a range of line item-level discount options available to you. To learn more about utilizing exchange rates, tax rates and tax codes, please consult the User Guide, as found on 1crm.
Lastly, there are two PDF output options that may be set for a Quote. The Details option omits the line item prices, and the — None — option omits the component item information entirely from the PDF. When you have added a few line items to your first Quote, and perhaps defined multiple item Groups of differing types, and set various tax rates and shipping charges, you can then save your Quote by clicking on the Save button available at the top or bottom of the Quote Edit view.
One option supports US standard size 10 window envelopes, for example. These latter controls enable you to create more of a proposal-type PDF, by enclosing your Quote with standard proposal text. A Quote PDF may have specific notes added to it via the notes field, but may also have standard terms and conditions added to it by defining them in the Admin — Company Information panel. As well the Quote PDF features a signature block for acceptance of the quote.
Now, you can choose to either generate and view the PDF or to generate the PDF and immediately compose an email with the PDF as an attachment and the recipient email address set to that of the Contact on the Quote. When the time is right, you can also click on the Convert button to convert this quote into a sales order, invoice, supported product or opportunity.
Depending on the sort of business process you wish to implement at your company, Quotes can be required to have approvals before they can be printed or emailed.
In the main panel for the Account, you should also set the Currency plus the checkbox if the Account is Tax Exempt.
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By setting these values when you first define the Account, in future when you prepare Quotes or Invoices for this Account, the defaults are automatically set — preventing errors and saving you time. You have now learned how to create a quote and generate a PDF. To begin, there is a client stage before Leads, known as Targets also often known as Prospects.
Enterprise Edition Has the same functionality as the Professional Edition but without limits. This version is to be used when multiple divisions should be accessing CRM from one platform.
Each deployment should have at least one server license and one CAL. CAL is also known as a user license. This model is useful in environments such as Call Centers. Users that do not have to have write permissions can be assigned Read Only licenses.
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These licenses are cheaper because they do not allow any write operations on the records. If later a user should be able to perform a write operation, a step-up license can be bought to upgrade the Read-Only license to a Full Client Access License.
External Connector licenses are only valid when bought for a Professional or Enterprise edition. You can add an Action by clicking the Add Action button. This will cause the Action Line to appear.
You can specify an unlimited amount of actions for each workflow process. This is the module type of the record you are looking to create. Once selected you can add fields or relationships to this record using the Add Field and Add Relationship buttons. When Adding fields the first drop down in the line will populate with all the fields from that module. The second drop down allows you to specify how the value for that field is going to be derived.
For most cases the options are as follows: Value — This will allow you to input the value directly using the same field type as the field selected. Field — This will make the field the same value as a field found in the Workflow Module.
Date — Only selectable if the field is a date field. Selecting the 'Assigned-To' field also gives you more options. As well as by value and field you can assign a user by: Round Robin — This will select each user in turn.
Least Busy — This will select you with the least amount of records assigned to you for that module. Random — This will select a random user. For each of the above options you can choose if you want you to be selected from all users or users from a specific role. If you have the SecuritySuite module installed you can additionally choose if you want you to be selected from all users from a particular Security Group or all users from a particular security group with a particular role.
When adding relationships you must select the related module from the drop down list then select the record that the new record should be related to. You must selected the related module using the arrow button — The auto completion on the text field is not currently developed. Modify Record This provides the same functionality as 'Create Record' but instead of creating a new record you are modifying the record which met the conditions of the workflow process.
With this action you can modify any field found within the record or you can add a relationship to another record. This is completed in the same way as 'Create Record' except you are not required to specify the Record Type.
Send Email The 'Send Email' action allows users to create workflow processes which will send an email based on an template to individuals. The Email will be sent from the System Email Account. It is not possible to send from Emails specified in the User Profile, because Workflows sometimes run from a Scheduler job, without any user being logged on. Using this action there are four different types of recipient. Email — This will send an email to a specific email address. You must specify the email address and the email template.
Record Email — This will send an email to the primary email address specified on the record which actioned the workflow process. This can only be used if the record has an email field such as Accounts and Contacts. For this option you only need to specify the template. User — This will send the email to a specified Users email address. You must specify the recipient user and the template of the email. Related Field — This will send an email to the primary email address specified on a related modules record.
In this case you must specify the related module From a drop down list and the email template. Calculated Fields If you select 'Calculate Fields' from the Action dropdown the Calculate Fields user interface will be loaded after a second and looks like the picture below.
There is a separate page with detailed documentation of the many possibilities of Calculated Fields in Workflows. Process Audit Advanced OpenWorkflow allows users to audit your processes. This lists all the workflow processes which have been actioned including details on the record which actioned the flow, its status and the date it was created.
You can view this information at a higher level by clicking the 'View Process Audit' button within the module action bar. This will show all the processes that have run for all the Workflow records. Examples Customers to Target List This tutorial will show you how to create a workflow process to add accounts who are customers to a Target-List when the record is created or modified. Set Up Start by navigating to the Workflow module and clicking 'Create Workflow' from the the action bar.The new applications include Clarify Customer Portal, which stores customer information and lets customers communicate with a company via methods such as E-mail and online chat.
To add a new dashlet to your dashboard simply click on this Settings control for the dashboard, and then choose the Edit Layout option from the dropdown list. Related Field — This will send an email to the primary email address specified on a related modules record. It offers quick access to your calendar and email.
Note that this also works for Leads as well. Need to make a call? Listed on the screen displayed will be a mix of all available Project tasks and service Cases to which you may book. Do you need to add discounts? Your choices are as follows: 1- The most common action is to add a Product, which you can do in a few different ways. These fields operate like this Assigned To field on an Account.
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