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CRM For WHMCS

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(→‎Basic Configuration)
(→‎Configuration and Management)
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=Configuration and Management=
 
=Configuration and Management=
 
{|
 
{|
−
|style="padding: 10px 0px 30px 15px;"|'''CRM For WHMCS is a module which allows you to quickly display clients' details across the WHMCS.
+
|style="padding: 10px 0px 30px 15px;"|'''CRM For WHMCS is a module which allows you and your staff to manage relations with your clients and possible clients in one place.
−
Additionally, you can easily configure access to the clients' information depending on the admin role.
+
 
|}
 
|}
 
==Settings==
 
==Settings==
 
{|
 
{|
−
|style="padding: 10px 0px 15px 15px;"|Due to wide variety of possible configurations, we starts the '' 'Management' '' section with '' 'Settings' '' sub-section to explain them to you.<br />
+
|style="padding: 10px 0px 15px 15px;"|Due to wide variety of possible configurations, we starts '' 'Management' '' section with '' 'Settings' '' sub-section to show them to you.<br />
 
In '' 'Settings' '' page of the module you can check current module status, enable major features and define follow-ups settings.
 
In '' 'Settings' '' page of the module you can check current module status, enable major features and define follow-ups settings.
 
|}
 
|}
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*Cron job setup
 
*Cron job setup
 
*Amount of CRM email templates
 
*Amount of CRM email templates
−
*Chmod of storage folder used by the module
+
*Storage folder used by the module
 
'''General Settings''' enables you to decide whether to enable potentials, quotations and admin assignment across the CRM.
 
'''General Settings''' enables you to decide whether to enable potentials, quotations and admin assignment across the CRM.
 
|}
 
|}
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|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 15px 15px;"|'''Follow-ups Settings''' allows you to define follow-up types (used to sort follow-up in the Lead/Potential page) and email templates used for admin notifications.<br />
+
|style="padding: 0px 0px 15px 15px;"|'''Follow-ups Settings''' allows you to define follow-up types (used to sort follow-up in the Lead and Potential pages) and default email templates used for admin notifications.<br />
−
You can set up admin notification email templates upon creation of a new follow-up, edition of a follow-up and sending follow-up to the client.<br />
+
You can set up admin notification email templates for follow-up creation, edition of a follow-up and follow-up send date.<br />
−
'''Note: You can define which notifications should be send upon a creation of a follow-up.''
+
'''Note: You can define which notifications should be send during creation of a follow-up.''
 
|}
 
|}
 
{|
 
{|
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===API===
 
===API===
 
{|
 
{|
−
|style="padding: 10px 0px 15px 15px;"|Our module allows you to connect with it and command various operation through API.<br />
+
|style="padding: 10px 0px 15px 15px;"|Our module allows you to connect with it through API to command various operations.<br />
−
All available commands are listed in the '' 'API' '' page which can be accessed in '' 'Settings' '' → '' 'API'.''
+
All available commands are listed in '' 'API' '' page which can be accessed in '' 'Settings' '' → '' 'API'.''
 
|}
 
|}
 
{|
 
{|
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===Custom Fields===
 
===Custom Fields===
 
{|
 
{|
−
|style="padding: 10px 0px 20px 15px;"|'' 'Custom Fields' '' enables you to define custom fields for Lead and Potential, and define whether they are required or not.<br />
+
|style="padding: 10px 0px 15px 15px;"|'' 'Custom Fields' '' enables you to define custom fields for Lead and Potential, and define whether they are required or not.<br />
−
Additionally, you can manage existing fields and change their order through using buttons in the '' 'Actions' '' column.<br />
+
Additionally, you can manage existing fields and change their order through using buttons in '' 'Actions' '' column.<br />
 
To add a new field, press '' 'Add New Field' ''.
 
To add a new field, press '' 'Add New Field' ''.
 
|}
 
|}
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|}
 
|}
 
{|
 
{|
−
|style="padding: 10px 0px 20px 15px;"|Each field regardless of its type has its name, description, visibility in Lead and Potentials details, and obviously its type.<br />
+
|style="padding: 0px 0px 15px 15px;"|Each field regardless of its type has its name, description, visibility in Lead and Potentials details, and obviously its type.<br />
 
Additionally, depending on the chosen type there are additional options available:
 
Additionally, depending on the chosen type there are additional options available:
 
*text - '' 'Required For Lead' '', '' 'Required For Potentials' '', '' 'Validation Regex' '' and '' 'Validation Error'.''
 
*text - '' 'Required For Lead' '', '' 'Required For Potentials' '', '' 'Validation Regex' '' and '' 'Validation Error'.''
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===Field Views===
 
===Field Views===
 
{|
 
{|
−
|style="padding: 10px 0px 20px 15px;"|'' 'Field Views' '' allows you to define default order and visibility of fields in the main pages of Leads and Potentials.<br />
+
|style="padding: 10px 0px 15px 15px;"|'' 'Field Views' '' allows you to define default order and visibility of fields in the main pages of Leads and Potentials.<br />
 
To change order, drag & drop field to desired position.<br />
 
To change order, drag & drop field to desired position.<br />
 
To show/hide the field, mark/unmark checkbox next to it.<br />
 
To show/hide the field, mark/unmark checkbox next to it.<br />
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===Email Templates===
 
===Email Templates===
 
{|
 
{|
−
|style="padding: 10px 0px 15px 15px;"|Here you can view list of a previously created templates and edit each of them.<br />
+
|style="padding: 10px 0px 15px 15px;"|Here you can view list of a previously created CRM email templates and edit each of them.<br />
 
Additionally, you are able to create a new CRM email template, which afterwards can be used for follow-ups.<br />
 
Additionally, you are able to create a new CRM email template, which afterwards can be used for follow-ups.<br />
 
To start creation of a new template, fill in its name and press '' 'Create Email Template' ''.
 
To start creation of a new template, fill in its name and press '' 'Create Email Template' ''.
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|style="padding: 10px 0px 15px 15px;"|Our module enables you to export and import your Leads and Potentials.<br />
 
|style="padding: 10px 0px 15px 15px;"|Our module enables you to export and import your Leads and Potentials.<br />
 
This way you can migrate them between two WHMCS systems and made a backup of your Leads, Potential and contacts stored in archive.<br />
 
This way you can migrate them between two WHMCS systems and made a backup of your Leads, Potential and contacts stored in archive.<br />
−
Under '' 'Available Fields' '' section you can find parameters used by imported/exported files, they depend on fields added in your CRM instance.
+
Under '' 'Available Fields' '' section you can find parameters used by imported/exported files, they depend on custom fields added in your CRM instance.
 
|}
 
|}
 
{|
 
{|
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|}
 
|}
 
{|
 
{|
−
|style="padding: 10px 0px 15px 15px;"|In order to export contacts, press '' 'Download As CSV' '' under '' 'Export' '' section.
+
|style="padding: 0px 0px 20px 15px;"|In order to export contacts, press '' 'Download As CSV' '' under '' 'Export' '' section.
 
|}
 
|}
 
{|
 
{|
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|}
 
|}
 
{|
 
{|
−
|style="padding: 10px 0px 15px 15px;"|'' 'Import' '' section contains last uploaded import file as well as possibility to upload a new one.<br />
+
|style="padding: 0px 0px 15px 15px;"|'' 'Import' '' section contains last uploaded import file as well as possibility to upload a new one.<br />
−
Imported file will not affect contacts for as long as you press '' 'Import' ''. Contact from the imported file will be added to your Leads and Potentials.
+
Imported file will not affect contacts for as long as you press '' 'Import' '' button. Contact from the imported file will be added to your Leads and Potentials.
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_15.png]]
+
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_15.png]]
 
|}
 
|}
 
==Dashboard==
 
==Dashboard==
 
{|
 
{|
−
|style="padding: 10px 0px 15px 15px;"|In '' 'Dashboard' '' you can see overall information such as scheduled follow-ups, latest Leads and Potentials and graphs concerning Leads and Potentials.<br />
+
|style="padding: 10px 0px 15px 15px;"|In '' 'Dashboard' '' you can see overall information such as scheduled follow-ups, recently added Leads and Potentials and graphs concerning Leads and Potentials.<br />
−
Among the graphs, can be distinguished graphs such as amount of Leads and Potentials per status, new contacts per admin, per month and per day.<br />
+
Among the graphs, can be distinguished graphs such as amount of Leads and Potentials per status, new contacts per admin, per month and per day.
 
|}
 
|}
 
{|
 
{|
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|style="padding: 10px 0px 15px 15px;"|Your contacts can be stored in the Leads, or divided between Leads and Potentials.<br />
 
|style="padding: 10px 0px 15px 15px;"|Your contacts can be stored in the Leads, or divided between Leads and Potentials.<br />
 
Both pages contains the same features, Potentials can be enabled/disabled in the module settings and was introduced to allow separation of more important contacts.<br />
 
Both pages contains the same features, Potentials can be enabled/disabled in the module settings and was introduced to allow separation of more important contacts.<br />
−
The only diference between them is fact, that you can create new contacts only in the lead page.<br />
 
 
As you can see on the following screen, here you can find the list of your contacts.
 
As you can see on the following screen, here you can find the list of your contacts.
 
|}
 
|}
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{|
 
{|
 
|style="padding: 0px 0px 15px 15px;"|To make your life easier, we have also implemented search filters, press '' 'Show Filters' '' to display them.<br />
 
|style="padding: 0px 0px 15px 15px;"|To make your life easier, we have also implemented search filters, press '' 'Show Filters' '' to display them.<br />
−
Next, fill in the details of a contact, displayed clients will be updated in the process.
+
Next, fill in the details of a contact, displayed contacts will be updated in the process.
 
|}
 
|}
 
{|
 
{|
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|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 15px;"|As you can see, fields are divided into two sections depending on whether they are required or optional.<br />
+
|style="padding: 0px 0px 15px 15px;"|As you can see, fields are divided into two sections depending on whether they are required or optional.<br />
 
Additionally, any custom field visible for lead will be displayed here.<br />
 
Additionally, any custom field visible for lead will be displayed here.<br />
 
Fill out the form and press '' 'Add Lead' '' to add the contact to list.
 
Fill out the form and press '' 'Add Lead' '' to add the contact to list.
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_15.png]]
+
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_15.png]]
 
|}
 
|}
 
===Manage Contacts===
 
===Manage Contacts===
 
{|
 
{|
−
|style="padding: 10px 0px 20px 15px;"|In '' 'Actions' '' column you can find various useful operation which can be performed on a contact.<br />
+
|style="padding: 10px 0px 15px 15px;"|In '' 'Actions' '' column you can find various useful operation which can be performed on a contact.<br />
 
As you can see, in '' 'Other' '' dropdown menu actions such as '' 'Convert To Potential' '','' 'Call Out' '' and '' 'Remove' '' can be found.<br />
 
As you can see, in '' 'Other' '' dropdown menu actions such as '' 'Convert To Potential' '','' 'Call Out' '' and '' 'Remove' '' can be found.<br />
 
'' 'Note: '' 'Call Out' '' functionality requires you to have [http://www.modulesgarden.com/products/whmcs/asterisk_voip_center/features Asterisk VoIP Center For WHMCS] installed and configured properly.''
 
'' 'Note: '' 'Call Out' '' functionality requires you to have [http://www.modulesgarden.com/products/whmcs/asterisk_voip_center/features Asterisk VoIP Center For WHMCS] installed and configured properly.''
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|}
 
|}
 
{|
 
{|
−
|style="padding: 10px 0px 20px 15px;"|Now, let's proceed to the contact itself.<br />
+
|style="padding: 0px 0px 15px 15px;"|Now, let's proceed to the contact itself.<br />
 
Press '' 'Details' '' to continue.
 
Press '' 'Details' '' to continue.
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_15.png]]
+
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_15.png]]
 
|}
 
|}
 
====Base Details====
 
====Base Details====
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|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 15px;"|If option is enabled in the module settings, admin can be assigned to a contact.<br />
+
|style="padding: 0px 0px 15px 15px;"|If option is enabled in the module settings, admin can be assigned to a contact.<br />
 
Press '' 'Assign' '', choose admin from a dropdown menu and press '' 'Save' '' to do so.
 
Press '' 'Assign' '', choose admin from a dropdown menu and press '' 'Save' '' to do so.
 
|}
 
|}
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|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 15px;"|To edit fields in the '' 'Main Details' '' press '' 'Edit' '' as shown below.<br />
+
|style="padding: 0px 0px 15px 15px;"|To edit fields in '' 'Main Details' '' press '' 'Edit' '' button as shown below.<br />
 
After you make wanted changes, press '' 'Save' ''.
 
After you make wanted changes, press '' 'Save' ''.
 
|}
 
|}
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|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 15px;"|Module also allows assignment of a client account to the contact.<r />
+
|style="padding: 0px 0px 15px 15px;"|Module also allows assignment of a client account to the contact.<r />
 
This can be done in two ways, by creating a new client from a contact or by assigning existing client to a contact.
 
This can be done in two ways, by creating a new client from a contact or by assigning existing client to a contact.
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_15.png]]
+
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_15.png]]
 
|}
 
|}
 
====Follow-ups====
 
====Follow-ups====
 
{|
 
{|
−
|style="padding: 10px 0px 20px 15px;"|Follow ups are emails scheduled to be send to the contacts using email templates prepared earlier.<br />
+
|style="padding: 10px 0px 15px 15px;"|Follow-ups allows you to send email templates to contacts and staff members, and create ToDo entries.<br />
 
Any follow-up can be removed or rescheduled using buttons in the '' 'Actions' '' column.<br />
 
Any follow-up can be removed or rescheduled using buttons in the '' 'Actions' '' column.<br />
 
You can search for the desired follow-up using search box and sorting by one of the columns.
 
You can search for the desired follow-up using search box and sorting by one of the columns.
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|}
 
|}
 
{|
 
{|
−
|style="padding: 10px 0px 20px 15px;"|To add a new follow-up, press '' 'Create Follow-up' ''.
+
|style="padding: 0px 0px 20px 15px;"|To add a new follow-up, press '' 'Create Follow-up' ''.
 
|}
 
|}
 
{|
 
{|
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|}
 
|}
 
{|
 
{|
−
|style="padding: 10px 0px 20px 15px;"|Start by filling the main options out.<br />
+
|style="padding: 0px 0px 15px 15px;"|Start by filling the main options out.<br />
 
Here you can define:
 
Here you can define:
 
*Date - (required) time when the notifications will be sent.
 
*Date - (required) time when the notifications will be sent.
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|}
 
|}
 
{|
 
{|
−
|style="padding: 10px 0px 20px 15px;"|The last step is defining notification, we will discuss each of them below.
+
|style="padding: 0px 0px 15px 15px;"|The last step is defining notification, we will discuss each of them below.
 
*'''Notify Client''' - email will be sent to the contact upon follow-up date.
 
*'''Notify Client''' - email will be sent to the contact upon follow-up date.
 
**'' 'Email Template' '' - email template used for email sent to the client.
 
**'' 'Email Template' '' - email template used for email sent to the client.
−
**'' 'BBC' '' - admin whose email will be injected into the email sent to the client.
+
**'' 'CC' '' - admin whose email will be injected into the email sent to the client.
 
**'' 'Reply To' '' - admin whose email will be used as email reply to field.
 
**'' 'Reply To' '' - admin whose email will be used as email reply to field.
 
*'''Notify Sales Admin''' - an email will be send to the admins specified when the follow-up date comes.
 
*'''Notify Sales Admin''' - an email will be send to the admins specified when the follow-up date comes.
−
**'' 'Email Templat' ''e -  CRM email template used for notification send to the admins.
+
**'' 'Email Template' '' -  CRM email template used for notification send to the admins.
 
**'' 'Admin To Notify' '' - this field enables you to add multiple administrators to whom sales admin notification will be sent.
 
**'' 'Admin To Notify' '' - this field enables you to add multiple administrators to whom sales admin notification will be sent.
 
*'''Notify On The Creation''' - notification about creation of this follow-up will be sent to selected administrators.
 
*'''Notify On The Creation''' - notification about creation of this follow-up will be sent to selected administrators.
−
**'' 'Admin To Notify' '' - this field allows you do choose admins who will be notified about creation of this follow-up.
+
**'' 'Admin To Notify' '' - this field allows you do choose admins who will be notified about creation of the follow-up.
 
Press '' 'Create Follow-up' '' to save the follow-up.<br />
 
Press '' 'Create Follow-up' '' to save the follow-up.<br />
−
'''Important:''' Remember, after creation of a follow-up you wont be able to modify any setting of it except its date.
+
'''Important:''' Remember, after creation of a follow-up you will not be able to modify any setting of it except its date.
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_15.png]]
+
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_15.png]]
 
|}
 
|}
  
 
====Notes====
 
====Notes====
 
{|
 
{|
−
|style="padding: 10px 0px 20px 15px;"|'' 'Notes' '' enables you to make and manage notes about the contact.<br />
+
|style="padding: 10px 0px 15px 15px;"|'' 'Notes' '' enables you to make and manage notes about the contact.<br />
−
You can see adding a note on the following screen.
+
On the following screen you can see adding example note.
 
|}
 
|}
 
{|
 
{|
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|}
 
|}
 
{|
 
{|
−
|style="padding: 10px 0px 20px 15px;"|Any existing note can be modified and removed.
+
|style="padding: 0px 0px 20px 15px;"|Any existing note can be modified and removed as presented below.
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_15.png]]
+
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_15.png]]
 
|}
 
|}
  
 
====Quotes====
 
====Quotes====
 
{|
 
{|
−
|style="padding: 10px 0px 20px 15px;"|Quotes can be created for any CRM contact.<br />
+
|style="padding: 10px 0px 15px 15px;"|Quotes can be created for any CRM contact.<br />
 
As you can see on the screen below, in the '' 'Quotes' '' section of the contact page, brief information about quotes assigned to the contact is displayed.<br />
 
As you can see on the screen below, in the '' 'Quotes' '' section of the contact page, brief information about quotes assigned to the contact is displayed.<br />
−
Additionally, you can edit any of those quotes through using button in '' 'Actions' '' column.
+
Additionally, you can edit any of those quotes through using buttons in '' 'Actions' '' column.
 
|}
 
|}
 
{|
 
{|
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|}
 
|}
 
{|
 
{|
−
|style="padding: 10px 0px 20px 15px;"|You can also create a quote for the contact straight from the CRM, press '' 'Create Quote' '' as shown on the following screen.
+
|style="padding: 0px 0px 20px 15px;"|You can also create a new quote for the contact, press '' 'Create Quote' '' as shown on the following screen.
 
|}
 
|}
 
{|
 
{|
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|}
 
|}
 
{|
 
{|
−
|style="padding: 10px 0px 20px 15px;"|Now, create a quote for your the contact.<br />
+
|style="padding: 0px 0px 15px 15px;"|Now, create a quote for your contact.<br />
 
You can do it in two ways, if a client is assigned to the contact, he will be automatically linked to the quote.<br />
 
You can do it in two ways, if a client is assigned to the contact, he will be automatically linked to the quote.<br />
−
Otherwise, module will ask you to fill in a new client account from to complete quote.<br />
+
Otherwise, module will ask you to fill in a new client account details from to complete quote.<br />
−
In the second scenario, client account wont be created in the process, unless you use '' 'Convert to Invoice' '' functionality.<br />
+
In the second scenario, client account will not be created in the process, unless you use '' 'Convert to Invoice' '' functionality.<br />
 
'''Important:''' For extended functionality related to quotes we recommend our [http://www.modulesgarden.com/products/whmcs/quotes_automation/features Quotes Automation For WHMCS].<br />
 
'''Important:''' For extended functionality related to quotes we recommend our [http://www.modulesgarden.com/products/whmcs/quotes_automation/features Quotes Automation For WHMCS].<br />
 
It extend quotes with functionalities like adding products to the quote, automatically provision them and allow the quote to be accepted from the client area .
 
It extend quotes with functionalities like adding products to the quote, automatically provision them and allow the quote to be accepted from the client area .
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_15.png]]
+
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_15.png]]
 
|}
 
|}
  
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|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_15.png]]
+
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_15.png]]
 
|}
 
|}
  
 
====Logs====
 
====Logs====
 
{|
 
{|
−
|style="padding: 10px 0px 20px 15px;"|To view latest actions performed on the contact, go to '' 'Logs' '' tab.<br />
+
|style="padding: 10px 0px 15px 15px;"|To view latest actions performed on the contact, go to '' 'Logs' '' tab.<br />
 
As you can see, it contains all details you would want to find in the logs.<br />
 
As you can see, it contains all details you would want to find in the logs.<br />
 
In order to view full log for selected contact, press '' 'Show All Logs' ''.
 
In order to view full log for selected contact, press '' 'Show All Logs' ''.
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|}
 
|}
 
{|
 
{|
−
|style="padding: 10px 0px 20px 15px;"|'' 'Logs' '' page beyond displaying all the logs concerning the contact, contains searchbox.<br />
+
|style="padding: 0px 0px 15px 15px;"|'' 'Logs' '' page beyond displaying all the logs concerning the contact, contains searchbox.<br />
−
By using the the search you can find logs of actions performed by specific administrators, at desired time or concerning desired actions.<br />
+
By using the the search you can find logs of actions performed by specific administrators, at desired time and concerning desired actions.<br />
 
On the following screen we was searching logs of records made at 25th November 2014 at 2PM, to do so, we have used brackets made of '"' signs.
 
On the following screen we was searching logs of records made at 25th November 2014 at 2PM, to do so, we have used brackets made of '"' signs.
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_15.png]]
+
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_15.png]]
 
|}
 
|}
  
 
==Tickets==
 
==Tickets==
 
{|
 
{|
−
|style="padding: 10px 0px 20px 15px;"|Our module offers additional integration in your WHMCS support tickets system.<br />
+
|style="padding: 10px 0px 15px 15px;"|Our module offers additional integration in your WHMCS support tickets system.<br />
 
As you can see on the screen below, your support operators can convert tickets directly into the Lead and upgrade it into the Potential.<br />
 
As you can see on the screen below, your support operators can convert tickets directly into the Lead and upgrade it into the Potential.<br />
 
This way you can track relations with your valuable clients.
 
This way you can track relations with your valuable clients.
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|}
 
|}
 
{|
 
{|
−
|style="padding: 10px 0px 20px 15px;"|Any ticket of such client will be displayed with contact name, status and assigned staff member.<br />
+
|style="padding: 0px 0px 15px 15px;"|Any ticket of such client will be displayed with contact name, status and assigned staff member.<br />
 
Additionally, after pressing '' 'Lead Details' ''/'' 'Potential Details' '' extended information about the contact will be displayed in a popup.
 
Additionally, after pressing '' 'Lead Details' ''/'' 'Potential Details' '' extended information about the contact will be displayed in a popup.
 
|}
 
|}
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|}
 
|}
 
{|
 
{|
−
|style="padding: 10px 0px 20px 15px;"|Your staff will be also able to quickly move to the contact profiler in the CRM For WHMCS by pressing '' 'Show Lead' ''/'' 'Show Potential' ''.
+
|style="padding: 0px 0px 20px 15px;"|Your staff will be also able to quickly move to the contact profiler in the CRM For WHMCS by pressing '' 'Show Lead' ''/'' 'Show Potential' ''.
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_15.png]]
+
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_15.png]]
 
|}
 
|}
  
 
==Asterisk VoIP Center For WHMCS Integration==
 
==Asterisk VoIP Center For WHMCS Integration==
 
{|
 
{|
−
|style="padding: 10px 0px 20px 15px;"|Integration with [http://www.modulesgarden.com/products/whmcs/asterisk_voip_center/features Asterisk VoIP Center For WHMCS] extends your possibilities with ability to originate calls to your CRM contacts.<br />
+
|style="padding: 10px 0px 15px 15px;"|Integration with [http://www.modulesgarden.com/products/whmcs/asterisk_voip_center/features Asterisk VoIP Center For WHMCS] extends your possibilities with ability to originate calls to your CRM contacts.<br />
−
As soon as you install the module, to originate a call, press '' 'Call Out' ''.<br />
+
As soon as you install the module, you can originate a call by pressing '' 'Call Out' '' button.<br />
 
If everything is set up correctly, you should see something similar to the screen below.
 
If everything is set up correctly, you should see something similar to the screen below.
 
|}
 
|}
 
{|
 
{|
−
|style="padding: 0px 0px 20px 25px;"|[[File:CRM_15.png]]
+
|style="padding: 0px 0px 30px 25px;"|[[File:CRM_15.png]]
 
|}
 
|}
  

Revision as of 11:14, 26 November 2014

Contents

About CRM For WHMCS

CRM For WHMCS is a module
  • Addon Module Features:
✔
✔
✔
  • General Info:
✔ Multi-Language Support
✔ Supports WHMCS V5 and Later

Installation

This tutorial will show you how to successfully install and configure CRM For WHMCS.

We will guide you step by step through the whole installation and configuration process.

Installation

1. Log in to your client area and download CRM For WHMCS.
File:CRM 1.png
2. Upload and extract the module into the main WHMCS directory.

Files in your WHMCS directory should look like on the following screen.

File:CRM 2.png
3. When you install CRM for the first time you have to rename 'license_RENAME.php' file.

File is located in 'modules/addons/mgCRM/license_RENAME.php' . Rename it from 'license_RENAME.php' to 'license.php' .

CRM 3.png
4. In order to configure your license key, you have to edit the previously renamed 'license.php' file .

Enter your license key between quotation marks as presented on the following screen. You can find your license key in your client area → 'My Products' .

CRM 4.png
5. Additionally, set up 'uploads' folder as writable.

Folder is located in 'your_whmcs/modules/addons/mgCRM/' .

File:CRM 5.png

Activate The Addon

6. Now you have to activate the module in your WHMCS system.

Log in to your WHMCS admin area. Go to 'Setup' → 'Addon Modules' . Afterwards, find 'CRM' and press 'Activate' button.

File:CRM 6.png
7. In the next step you need to permit access to this module.

To do so, click on 'Configure' button, tick 'Full Administrator' and press 'Save Changes' .

File:CRM 7.png

Basic Configuration

8. Now, you have to set up a cron job. The cron job can be found in CRM addon → 'Settings' → 'Cron'.

We advice to set up the cron as often as you wish to send email notifications.
Recommended interval is 5 minutes.

File:CRM 8.png
9. You have just successfully installed CRM For WHMCS!

You can access your module in 'Addons' → 'CRM' .

File:CRM 9.png

Configuration and Management

CRM For WHMCS is a module which allows you and your staff to manage relations with your clients and possible clients in one place.

Settings

Due to wide variety of possible configurations, we starts 'Management' section with 'Settings' sub-section to show them to you.

In 'Settings' page of the module you can check current module status, enable major features and define follow-ups settings.

File:CRM 10.png
Under Module Status you can find current status of:
  • Integration with Asterisk VoIP Center For WHMCS
  • Cron job setup
  • Amount of CRM email templates
  • Storage folder used by the module

General Settings enables you to decide whether to enable potentials, quotations and admin assignment across the CRM.

File:CRM 11.png
Follow-ups Settings allows you to define follow-up types (used to sort follow-up in the Lead and Potential pages) and default email templates used for admin notifications.

You can set up admin notification email templates for follow-up creation, edition of a follow-up and follow-up send date.
'Note: You can define which notifications should be send during creation of a follow-up.

File:CRM 12.png

API

Our module allows you to connect with it through API to command various operations.

All available commands are listed in 'API' page which can be accessed in 'Settings' → 'API'.

File:CRM 13.png

Cron

In 'Cron' page you can find all the information about the cron such as its path, last run date and interval between cron runs.
File:CRM 14.png

Custom Fields

'Custom Fields' enables you to define custom fields for Lead and Potential, and define whether they are required or not.

Additionally, you can manage existing fields and change their order through using buttons in 'Actions' column.
To add a new field, press 'Add New Field' .

File:CRM 15.png
Each field regardless of its type has its name, description, visibility in Lead and Potentials details, and obviously its type.

Additionally, depending on the chosen type there are additional options available:

  • text - 'Required For Lead' , 'Required For Potentials' , 'Validation Regex' and 'Validation Error'.
  • textarea - 'Required For Lead' , 'Required For Potentials' , 'Validation Regex' and 'Validation Error'.
  • dropdown - 'Field Options' .
  • checkbox - this field type has no additional options.
File:CRM 16.png

Field Views

'Field Views' allows you to define default order and visibility of fields in the main pages of Leads and Potentials.

To change order, drag & drop field to desired position.
To show/hide the field, mark/unmark checkbox next to it.
Press 'Save' to store the settings.

File:CRM 15.png

Email Templates

Here you can view list of a previously created CRM email templates and edit each of them.

Additionally, you are able to create a new CRM email template, which afterwards can be used for follow-ups.
To start creation of a new template, fill in its name and press 'Create Email Template' .

File:CRM 15.png
As you can see, you was moved to a default WHMCS email templates creation form.

Save the template when you complete it.

File:CRM 15.png
CRM email templates can be also viewed, edited and removed as any other custom email template

Simply, proceed to 'Setup' → 'Email Templates' , they are stored under 'CRM Messages' section.

File:CRM 15.png

Impor/Export

Our module enables you to export and import your Leads and Potentials.

This way you can migrate them between two WHMCS systems and made a backup of your Leads, Potential and contacts stored in archive.
Under 'Available Fields' section you can find parameters used by imported/exported files, they depend on custom fields added in your CRM instance.

File:CRM 15.png
In order to export contacts, press 'Download As CSV' under 'Export' section.
File:CRM 15.png
'Import' section contains last uploaded import file as well as possibility to upload a new one.

Imported file will not affect contacts for as long as you press 'Import' button. Contact from the imported file will be added to your Leads and Potentials.

File:CRM 15.png

Dashboard

In 'Dashboard' you can see overall information such as scheduled follow-ups, recently added Leads and Potentials and graphs concerning Leads and Potentials.

Among the graphs, can be distinguished graphs such as amount of Leads and Potentials per status, new contacts per admin, per month and per day.

File:CRM 15.png
From the 'Dashboard' you can quickly reschedule any follow-up or even remove them completely.
File:CRM 15.png
Additionally, for graphs of new contacts per year and per month you can view different time periods.

To do so, simply choose desired time period and press refresh button as shown below.

File:CRM 15.png

Leads/Potentials

Your contacts can be stored in the Leads, or divided between Leads and Potentials.

Both pages contains the same features, Potentials can be enabled/disabled in the module settings and was introduced to allow separation of more important contacts.
As you can see on the following screen, here you can find the list of your contacts.

File:CRM 15.png
The list of contact is fully modifiable, to show/hide columns, simply press 'Change columns' and mark/unmark checkbox next to desired column.

To restore default settings, press 'Revert to original visibility' .

File:CRM 15.png
Additionally, you can change column sequence, simply drag & drop column to desired location.

Default settings can be restored by pressing 'Revert to original visibility' in 'Change columns' dropdown menu.

File:CRM 15.png
To make your life easier, we have also implemented search filters, press 'Show Filters' to display them.

Next, fill in the details of a contact, displayed contacts will be updated in the process.

File:CRM 15.png

Create Contact

To add a new contact, press 'Create Lead' as shown on the following screen.
File:CRM 15.png
As you can see, fields are divided into two sections depending on whether they are required or optional.

Additionally, any custom field visible for lead will be displayed here.
Fill out the form and press 'Add Lead' to add the contact to list.

File:CRM 15.png

Manage Contacts

In 'Actions' column you can find various useful operation which can be performed on a contact.

As you can see, in 'Other' dropdown menu actions such as 'Convert To Potential' , 'Call Out' and 'Remove' can be found.
'Note: 'Call Out' functionality requires you to have Asterisk VoIP Center For WHMCS installed and configured properly.

File:CRM 15.png
Now, let's proceed to the contact itself.

Press 'Details' to continue.

File:CRM 15.png

Base Details

In the area marked on the following screen, you can find contact name, status, ticket from which he was created and base details of a contact.
File:CRM 15.png
Contact's name and status can be changed by pressing pencil icon next to each of them, altering the name/status and pressing 'Update Name' / 'Update Status' button.
File:CRM 15.png
If option is enabled in the module settings, admin can be assigned to a contact.

Press 'Assign' , choose admin from a dropdown menu and press 'Save' to do so.

File:CRM 15.png
To edit fields in 'Main Details' press 'Edit' button as shown below.

After you make wanted changes, press 'Save' .

File:CRM 15.png
Module also allows assignment of a client account to the contact.<r />

This can be done in two ways, by creating a new client from a contact or by assigning existing client to a contact.

File:CRM 15.png

Follow-ups

Follow-ups allows you to send email templates to contacts and staff members, and create ToDo entries.

Any follow-up can be removed or rescheduled using buttons in the 'Actions' column.
You can search for the desired follow-up using search box and sorting by one of the columns.

File:CRM 15.png
To add a new follow-up, press 'Create Follow-up' .
File:CRM 15.png
Start by filling the main options out.

Here you can define:

  • Date - (required) time when the notifications will be sent.
  • Description - (required) short description of a follow-up, it will be afterwards visible in the follow-up list.
  • Sales Admin - admin for whom ToDo entry will be assigned.
  • Add To Admin ToDo List - add ToDo entry for the notification with the ToDo entry due date equal to follow-up 'Date' .
  • Follow-up Type - allows you to define the type of a follow-up for easier determination of its purpose.
File:CRM 15.png
The last step is defining notification, we will discuss each of them below.
  • Notify Client - email will be sent to the contact upon follow-up date.
    • 'Email Template' - email template used for email sent to the client.
    • 'CC' - admin whose email will be injected into the email sent to the client.
    • 'Reply To' - admin whose email will be used as email reply to field.
  • Notify Sales Admin - an email will be send to the admins specified when the follow-up date comes.
    • 'Email Template' - CRM email template used for notification send to the admins.
    • 'Admin To Notify' - this field enables you to add multiple administrators to whom sales admin notification will be sent.
  • Notify On The Creation - notification about creation of this follow-up will be sent to selected administrators.
    • 'Admin To Notify' - this field allows you do choose admins who will be notified about creation of the follow-up.

Press 'Create Follow-up' to save the follow-up.
Important: Remember, after creation of a follow-up you will not be able to modify any setting of it except its date.

File:CRM 15.png

Notes

'Notes' enables you to make and manage notes about the contact.

On the following screen you can see adding example note.

File:CRM 15.png
Any existing note can be modified and removed as presented below.
File:CRM 15.png

Quotes

Quotes can be created for any CRM contact.

As you can see on the screen below, in the 'Quotes' section of the contact page, brief information about quotes assigned to the contact is displayed.
Additionally, you can edit any of those quotes through using buttons in 'Actions' column.

File:CRM 15.png
You can also create a new quote for the contact, press 'Create Quote' as shown on the following screen.
File:CRM 15.png
Now, create a quote for your contact.

You can do it in two ways, if a client is assigned to the contact, he will be automatically linked to the quote.
Otherwise, module will ask you to fill in a new client account details from to complete quote.
In the second scenario, client account will not be created in the process, unless you use 'Convert to Invoice' functionality.
Important: For extended functionality related to quotes we recommend our Quotes Automation For WHMCS.
It extend quotes with functionalities like adding products to the quote, automatically provision them and allow the quote to be accepted from the client area .

File:CRM 15.png

Files

'Files' tab allows you to upload and manage files related to your contact.

To upload a new file, press 'Select File' , uploading will start as soon as you choose the file to upload.

File:CRM 15.png
Any uploaded file can be downloaded from the CRM by pressing its name.

It can be also removed by clicking on 'Delete' button as shown on the following screen.

File:CRM 15.png

Logs

To view latest actions performed on the contact, go to 'Logs' tab.

As you can see, it contains all details you would want to find in the logs.
In order to view full log for selected contact, press 'Show All Logs' .

File:CRM 15.png
'Logs' page beyond displaying all the logs concerning the contact, contains searchbox.

By using the the search you can find logs of actions performed by specific administrators, at desired time and concerning desired actions.
On the following screen we was searching logs of records made at 25th November 2014 at 2PM, to do so, we have used brackets made of '"' signs.

File:CRM 15.png

Tickets

Our module offers additional integration in your WHMCS support tickets system.

As you can see on the screen below, your support operators can convert tickets directly into the Lead and upgrade it into the Potential.
This way you can track relations with your valuable clients.

File:CRM 15.png
Any ticket of such client will be displayed with contact name, status and assigned staff member.

Additionally, after pressing 'Lead Details' / 'Potential Details' extended information about the contact will be displayed in a popup.

File:CRM 15.png
Your staff will be also able to quickly move to the contact profiler in the CRM For WHMCS by pressing 'Show Lead' / 'Show Potential' .
File:CRM 15.png

Asterisk VoIP Center For WHMCS Integration

Integration with Asterisk VoIP Center For WHMCS extends your possibilities with ability to originate calls to your CRM contacts.

As soon as you install the module, you can originate a call by pressing 'Call Out' button.
If everything is set up correctly, you should see something similar to the screen below.

File:CRM 15.png

Workflow

File:CRM 15.png

Tips

Common Problems

1. When you have problems with connection, check whether your SELinux or firewall does not block ports.
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