![Cordium| 11
Create a contact withno account
Step 1
Clickthe [+Create] andselect‘Contact’
Step 2
Enter as muchdetail asyou can inthe fieldsgiven andclick‘Save’
+ = Businessrecommendedfield
* = Mandatory field](https://image.slidesharecdn.com/5bf90b4b-64b9-4e7f-9edb-7e7d6ec6c559-160210144454/85/Super-User-Guide-CRM-2015-12-320.jpg)
Super User Guide CRM 2015
- 1. Super User guide | November 2015 CORDIUM DYNAMICS SUPER USER GUIDE
- 2. Cordium| 1 What is Dynamics? MicrosoftDynamicsisa CustomerRelationship Management(“CRM”) software package developedbyMicrosoft. Out of the box,the product focuses mainlyonSales,Marketing,andService(helpdesk) sectors.Cordiumprimarily usesDynamics as a central pointof reference forall Cordiumemployeesinrelationtoclientsandadditionallyusesit for businessdevelopment,salesandmarketingprocesses togetherwithmanagingrecruitment andtraining prospects. MicrosoftDynamicsCRM can be accessed eitherbyusinga Browserorby a clientplug-intoMicrosoftOutlook. The role of a Super User Cordiumcreatedthe role of a SuperUser to have one central personaggregatingteamandclientinformation ona regularbasis.MicrosoftDynamicsCRMis pricedon a per-monthper-userlicensemodule and Cordiumcurrently have twoof those levels, BasicandProfessional,withdifferentaccessesandcostspermonth foreach. The role of the SuperUser isto create andmaintain clientinformation centrally. All clientinformationwill be the responsibilityof the accountowner;the accountowneristhe businessleadof the teamwho maintainsthe relationshipwiththe cliente.g.the main Consultant/Associate Consultantisconnectedto the account, the ownerof the account is the individual whoitisfeltbythe businesshasthe strongestrelationship withthe clientandtherefore ‘owns’the relationship.There will alwaysbe one Ownerandthatcouldbe someone in any part of the businessforservicesprovidedbyanypartof the business. Image below shows all information from teams to pass to super user.
- 3. Cordium| 2 Super User responsibilities The SuperUser has the following responsibilities: Update and maintain all relevantclientdetails e.g. contacts,connections,products,primarycontact(s), relationshiptype,type of firm,Prudential category,etc. Regular(atleastmonthly) communication withyourteam toensure the accuracy of client Keepinfrequentcontactwiththe CRMManager for feedbackandquestions The Super User represents all Dynamics data! All consultants are required to pass on any amendments to their Super User. Super users Compliance Managing consultant Super user DominicWilliams > AlexiosBostantzoglou BoobyJohal StephenHolt > Maria Krokida PhilipNaughton AmyHeys > Joao Ferreira JonathanWilson > JohannaHedlof Tax and FRR Partner Super user Matthew Crisp > Anne Healy-McAdam > HarrietJames John Davison > Super Users will bereviewed at leastannually and,where appropriate,the rolewill be passed to a new AssociateConsultant Level 1. Mirabella,trainingand other departments will havetheir own process of maintainingclientdata.
- 4. Cordium| 3 Super User responsibilities The highlightedareaswithinanaccountremainthe responsibilityof the Accountownerorthe connectedconsultant. Top of Account screen Middle of Accounts screen Bottom of Accounts screen
- 5. Cordium| 4 To highlightthose responsibilities: UK office US Office Account Name Mandatory Account Name Mandatory Primary Contact Mandatory Primary Contact Mandatory Address Mandatory Address Mandatory Phone Business recommended Phone Business recommended Website Business recommended Website Business recommended Primary Cordium Office Mandatory Primary Cordium Office Mandatory Types of Firm Business recommended Types of Firm Business recommended Relationship Type Mandatory Relationship Type Mandatory Owner Mandatory Owner Mandatory Contacts Mandatory Contacts Mandatory Opportunities Created by Sales Opportunities Created by Sales Active Connections Mandatory Active Connections Mandatory Products Mandatory Products Mandatory AUM Business recommended AUM Business recommended AUM Date Business recommended AUM Date Business recommended FCA Application Status Business recommended US Registration Status Business recommended FCA FRN Business recommended IARD Link Business recommended FCA Link Business recommended Authorised Since Business recommended Year End Date Business recommended Prudential Category Business recommended FCA Permissions Business recommended
- 6. Cordium| 5 If a clientterminatesthe protocol forthe accountinformationisasfollows: Relationship Type Change from‘Client’ to‘FormerClient’ Owner Change fromcurrent businessleadtoSaleslead(tobe able totargetinfuture) e.g. SarahDonnelly Connections Remove all connections,butplace anactivitynote onhistorical interactionswithinCordium Create a remindertoask yourteamon a monthlybasis forany clientamendments. If a contact has leftthe company DO NOT delete them, trytoidentifywhere theyhave movedtoandattach themto that account.If an account doesn’texistforwhere theyhave moved(oryoudon’tknow) just remove the email addressandthe parentaccountfromthe contact detailsscreen.
- 7. Cordium| 6 Accessing Microsoft Dynamics 2015 MicrosoftDynamics2015 can onlybe accessedviathe Cordiumnetwork.Outside the mainofficesinUK/US,youwill needtoconnectto the Cordiumnetworkvia VPN (see ITdepartment). Dynamicsisaccessible onall browsers andthe connectiondetailsare outlinedbelow: Internet Explorer,GoogleChrome,etc. URL: https://cordium.crm.dynamics.com/ enteremail addresse.g. firstname.surname@cordium.com No passwordrequired Firefox https://cordium.crm.dynamics.com/ enteremail addresse.g. firstname.surname@cordium.com No passwordrequired Newwindow enternewemail addresse.g.initial.surname@cordium.com Your Windowspassword(whatyouuse toenterintoyourPC daily)
- 8. Cordium| 7 Navigating around Dynamics 2015 MicrosoftDynamics2013 isdividedintospecificareas,calledentities Sales– Givesyouthe optionto viewAccounts,ContactsandOpportunities Marketing– Views,Accounts,Contacts,marketinglistsandEmail marketingoptions Settings – Mainlyadminandpersonal setupoptions Workplace – Reportsand Dashboards Help Each entityisthenbrokendownintospecificareasthatallow accesstospecificentityinformation For example, Salesisbrokendowninto: My Work o Dashboards o What’sNew o Activities Customers o Accounts o Contacts Sales o Leads o Opportunities
- 9. Cordium| 8 Searching WhensearchinginDynamics, use the global searchfieldlocatedinthe toprightcornerof the screen.The resultsare thendisplayedbelow.
- 10. Cordium| 9 Creating an Account Step 1 To create a newaccount,inthe account entityselect +Create andselect‘Account’ Step 2 Enter as muchdetail asyou can inthe fieldsgivenandclick‘Save’ + = Businessrecommendedfield * = Mandatory field Step 3 You may needtoopenthe newlysavedrecordinorderto continue fillinginspecific fieldsthatwill be useful for reports. Fieldsmarkedwith a red asterisk * All fieldswitha* are mandatoryfieldsandthe recordcannot be savedunlessdatahasbeenenteredintoatleastall these fields. Fieldswitha blue cross + All fieldswitha+ are businessrecommendedfields,itisrecommendedtofill thisinformationintothe systemif you knowit.
- 11. Cordium| 10 Creating a contact It isbestpractice toadd contacts underthe account, sotry to selectthe account firstandadd the new contact under that entityfirst,if thataccount doesnotexist,addthe account detailsfirst Create a contact within account Step 1 Withthe selectedaccountopen,select‘addnewcontact’ Step 2 Enter as muchdetail aspossible andselect‘Save’ + = Businessrecommendedfield * = Mandatory field
- 12. Cordium| 11 Create a contact withno account Step 1 Clickthe [+Create] andselect‘Contact’ Step 2 Enter as muchdetail asyou can inthe fieldsgiven andclick‘Save’ + = Businessrecommendedfield * = Mandatory field
- 13. Cordium| 12 Data Cleansing There may be timeswhenthere are duplicate accountsand/orcontacts.It’sbestpractice to helpkeepthe dataas cleanas possible bymergingduplicate accounts. Merging accounts Step 1 Selectthe accountsto merge (youcan onlydotwo at a time)! Step 2 Clickthe ‘Merge’buttoninthe ribbon Step 3 Selectthe informationof the masterrecordaccordinglythatyouneedtokeepandclick‘OK’ You will thengeta message statingthatthe recordshave beenmergedandthe subrecord deactivated.
- 14. Cordium| 13 Adding Cordium employees to an account (Connections) It isveryimportantto connectindividualsthatworkwiththe client/prospect/targetthe stepsbelow showhowto connectyourself oranotherCordiumemployeetoanaccount and theirrole. How to add yourself and role to an account connection Step 1 Withinthe account,scroll to the ‘Active Connections’subgridandselectthe gridiconinthe top right corner Step 2 Clickthe ‘Connect’buttonandinthe ‘Name field’selectthe magnifyingglassicon Step 3 Scroll to the bottomof the listandselectthe ‘Lookfor more records’hyperlink Step 4 In the ‘Lookfor’ field,scroll downandselect‘User’andsearchfor yourname,all connectionswithinCordiumneed to have the icon
- 15. Cordium| 14 Step 5 Selectyourname or the name of the Cordium employee andclick‘Add’ Step 6 In the ‘Role’fieldyouwill needtoselectyourresponsibilityor‘role’forthisAccount,e.g.Consultant Save and Close It’s imperative to connect yourself or any other Cordium employee to any/all accounts that you/they have responsibility for at any level and to include the appropriate individual as the Owner!
- 16. Cordium| 15 Type of Firm It ispossible foranaccount to have manyareas that theyspecialise;here youcanaddthe differentspecialties Step 1 Withinthe account,scroll to the ‘Typesof Firm’sub gridand selectthe ‘+’ icon inthe top rightcorner Step 2 Selectandadd the typesof firm Any questions or if you require further help please contact: Barry Stokes Marketing and CRMManager DD: 020 3141 9651 Ext. 9651 barry.stokes@cordium.com
- 17. Cordium| 16 Glossary of terms AccountOwner– the personwithoverall responsibilityof the account,if the account has manyproductsthat covers variousbusinessdepartmentsthe agreedownerwill be definedonhistorical and/oragreementbetweenthem Connections –A Cordiummemberof staff thatis‘connected’insome waytothe accounte.g.Applicationconsultant, Managing consultant,Tax partner, etc.