Welcome to this demonstration of xRM4Accounting,
powered by Microsoft Dynamics CRM 2011. The way we present this great new system is
by way of scenarios. We might think of this in terms of a “day in the life of one of
our accountants”. I like to call it “CRM in just 10 minutes per day” or even better
“CRM that updates itself” – the power of productivity!
Imagine today that we have another day full of meetings – starting with an internal
team meeting followed by a meeting with the Board of a major client.
To prepare for the internal meeting we need a “snapshot” of progress with our Business
Development pipeline – developing new clients across different practice areas.
Immediately we fire up the xRM4Accounting to see our Charts and Dashboards view.
This is accessed within Workplace currently but as we create your specific Charts and
Dashboards we will move them to the firm’s own custom menu. From the Dashboard we can
view the records used to generate the chart, enlarge the chart, filter by Company/Client
and much much more. To create our own Dashboards is also very easy.
From within the view we can also see all the Activities that our team has been involved
with over the last few days – Tasks, Emails, Phone Calls, Letters, Faxes and Appointments.
To record an Activity of our own we just click the New Activity button from the top left
hand side of the screen and select Appointment. The red asterisks indicate required fields
that must be completed before you can save the record. I will enter a test appointment
here and associate it with a Company record. When we install the CRM software for Outlook
the Activity records we enter will be automatically synced between CRM and Outlook and vice versa.
When creating Activity records it is important to understand the difference between Open
and Closed (or Completed) records. Open activities are ones that are still pending. Closed activities
are those that have completed, like a meeting we have already attended.
To mark a record as Complete, click the Mark Complete button.
Companies Ahead of our major client meeting we want
to check the status of our CRM Company record. Companies are the organizations that we do
business with – Clients, Referrers, Experts etc.
To view or edit a Company: In the Navigation Pane, click xRM4Accounting
and then click Client Organizations. What we can see here are client records typically
linked to Outlook and our practice management system. We can click on any of the column
headings to sort. We can also select from different Views – both System and Personal.
To search for an existing record, type a few characters of the Company Name
and press Enter or click Start Search. We
can also navigate using the letters at the bottom of the screen. If we type in “T”,
CRM will display just those records that begin “T”. We can also use the asterisk * as
a “wildcard” for partial searches eg. “*trevi”. We can now open the record we
want to view by clicking. When we open the Company record we will see
the record is divided into Tabs that we can navigate from the top left hand side. There
are also related folders we can access for details of Branches, Meetings, Subsidiaries,
Contacts and Opportunities that we are currently working on.
The top of the Company Information Form captures some self-explanatory information – some
of which must be entered to be able to save the record.
In the middle of the screen is an exciting xRM integration called InsideView. This aggregates
various news sources, social media and networks for “real-time” updates on Company changes
including People, Buzz and more. We can also navigate within the left side window to access
information about New Offerings, Acquisitions, Partnerships and more.
To access Company context-sensitive Branch, Meeting, Subsidiary, Contacts and Opportunities
we just click the applicable folders in the navigation pane. From there we can edit or
add new records. Clicking Meetings Held shows recent meetings held. Audit History records
any changes to our data, who made them and when.
Contacts Before our client Board meeting we also want
to review the Contacts we are meeting with. Contacts are the people that work in the organisations
that we do business with. To view or edit a Contact all we do is click
on the applicable link. You will see the record is like the Company
record divided into Tabs that we can navigate from the top left hand side. There are also
related folders we can access for More Addresses, Activities and Connections (very useful for
performing potential conflict checks). The top of the Contact Information Form captures
some self-explanatory information – some of which must be entered for you to be able
to save the record. In the middle of the screen is the contact
part of the InsideView CRM integration – pulled from LinkedIn, Twitter and Facebook. Clicking
the Search LinkedIn link takes me to details where I can connect if appropriate.
To access Contact context-sensitive Address, Activity and Connections information click
the applicable folder in the navigation pane. From there you can edit or add new records.
So this part has been about viewing or editing existing Contact records. To add a new one
we recommend that you navigate to the Company record first, check the available list of
Contacts and create the new Contact within the context of the related Company. As mentioned
previously, adding new records in this way will default some values from the associated
parent record – for example you will see certain phone and address details already
One last item we want to check before our important Board meeting is our deal pipeline
with the client. Opportunities represent a potential new assignment to a company client.
To view or edit an Opportunity just click on the opportunities folder. What you can
see here are opportunities associated with the client. You can now open the record you
want to edit by clicking. You will see the Opportunity record is like
the Company and Contact records divided into Tabs that we can navigate from the top left
hand side – Client Fit, Selection Criteria, Deal Information and so on. There are also
related folders we can access for Activities, Relationship Map, Pitch Materials and Adversaries.
The top of the Opportunity Information Form captures some self-explanatory information
– some of which must be entered for you to be able to save the record. We just click
on the drop down pick lists or lookups to select.
In the middle of the screen is Forecast Information used in deal pipeline reporting.
To access Opportunity context-sensitive Activity and Relationship information click the applicable
folder in the navigation pane. From there you can edit or add new records.
So this part has been about viewing or editing existing Opportunity records. To add a new
one we recommend that you navigate to the Company record first, check the available
list of Opportunities and create the new Opportunity within the context of the related Company.
As mentioned previously, adding new records in this way will default some values from
the associated parent record – for example you will see the Company/Client already populated.
Reports When we want to analyse data or view a report
in xRM, there are several ways to view the relevant data:
• You can run a default report. Just click Run Report at the top of the screen and select.
• You can also create your own report/s using the Report Wizard.
• Finally, you can export anything you see in a data grid to Excel – just click the
Export to Excel button. The Outlook Client
So this has been about accessing XRM through the Web client. Stay tuned for future videos
as we review XRM for Outlook, on the iPhone and iPad.