Infowise lead management system solution user guide
- 1. 7/19/2013 | Page 1 out of 7 1920 Yonge Street, Suite 200 Toronto, ON, M4S 3E2, Canada http://www.infowisesolutions.com Phone: +1.416.572.7755 Fax: +1.416.572.7501 E-mail: info@infowisesolutions.com Infowise Lead Management System SharePoint Site Template User Guide
- 2. 7/19/2013 | Page 2 out of 7 1920 Yonge Street, Suite 200 Toronto, ON, M4S 3E2, Canada http://www.infowisesolutions.com Phone: +1.416.572.7755 Fax: +1.416.572.7501 E-mail: info@infowisesolutions.com Contents Introduction ..................................................................................................................................................3 Disclaimer......................................................................................................................................................3 Installation and Configuration ......................................................................................................................3 Trial and Registration....................................................................................................................................4 Using the Site ................................................................................................................................................4 Managing Companies and Leads ..............................................................................................................4 Managing Documents...............................................................................................................................5 Managing Campaigns................................................................................................................................5 Managing Newsletters..............................................................................................................................6
- 3. 7/19/2013 | Page 3 out of 7 1920 Yonge Street, Suite 200 Toronto, ON, M4S 3E2, Canada http://www.infowisesolutions.com Phone: +1.416.572.7755 Fax: +1.416.572.7501 E-mail: info@infowisesolutions.com Introduction Lead Management System is a SharePoint site template that allows you to enter, track, manage and evaluate potential sales leads. The site template uses a combination of built-in SharePoint capabilities, extended through the use of a set of Infowise components. The template allows you: Create, nurture and track sales leads. Manage events Create and manage sales campaigns. Create and distribute newsletters. Manage press releases, testimonials and other marketing materials The site template requires WSS 3.0 (free edition of SharePoint 2007) or SharePoint Foundation 4.0/5.0 (free edition of SharePoint 2010/2013). The SharePoint Server 2007/2010/2013 is fully supported, but not required. The site template only supports US English language pack. Disclaimer The site template is provided “as-is”, without any warranties, explicit or implied. You may use it free of charge, provided that you own valid software licenses for the Infowise components used within the site. You may modify the site or sites created from the template in any way to better suit your specific needs. You may transfer or sell the modified template to any 3rd party after receiving a written authorization from Infowise. The 3rd party must be informed that the included Infowise products must be properly licensed for the template to operate. In no case shall Infowise be liable from any loss or damage resulting from using the site template. Installation and Configuration The site template is downloaded as a self-installing, self-configuring package. It will automatically install or upgrade all the required Infowise components. All Infowise components are farm solutions. Log on to one of the servers in the farm. Because the timer jobs will be set to run from the server where the installation took place, it is advisable to install from the application server. You should log on with farm administrator account that also has read/write access to the configuration and content databases. Run the installer. If User Access Control is enabled on the server, right-click the installation package and select Run as Administrator. Follow the wizard’s instructions. You will be prompted to select a site under which the new site is to be created. Optionally change the title and the URL of the new site
- 4. 7/19/2013 | Page 4 out of 7 1920 Yonge Street, Suite 200 Toronto, ON, M4S 3E2, Canada http://www.infowisesolutions.com Phone: +1.416.572.7755 Fax: +1.416.572.7501 E-mail: info@infowisesolutions.com Allow the wizard to finish and click the site link on the last page of the wizard. That will open the site in your default browser. If required, you can set unique permissions for the site, create SharePoint groups and grant specific permissions to those groups. For instance, you might want to only allow certain users access to create/modify projects. Trial and Registration Installing the site template in a fresh farm starts a 30-day trial period for the utilized Infowise components beginning from the installation date. If you already have Infowise components installed in the farm, each individual component might be either in trial, registered or expired, depending on your installation and purchase history. Installing the site template does not revoke existing licenses nor restart the trial period for any of the products. Contact Infowise if one of the products is expired and a trial extension key will be issued. 10 days after installing the site template you will start seeing a reminder regarding your trial expiration (unless all the products have already been registered). Do not attempt to remove the web part from the page - that will not prevent the trial period from ending and will make it more difficult for you to register the products once you purchase a license. When you are ready to purchase, there are two main options you can choose from: 1. Website license – allows you to use the components only within the site created from the site template. Although the most affordable, this option does not allow you to use any of the components in other sites, site collections or web applications. The products will appear to be expired when attempting to use them outside the site. Only one license is required per farm, regardless of the number of servers. 2. Server license (with or without Annual Support) – allows you to use the components throughout the farm, in sites based on our site template or any other sites, created by you. Each web frontend server requires a license; a free license might be required for application servers as well. To register, follow the instruction receive together with your license key. Using the Site The site uses regular SharePoint lists to store and manage data. No external data storage or custom interface is implemented. This allows you to easily modify the way the site functions, using just your browser. Managing Companies and Leads Leads are individuals associated with a company, there can be multiple leads in each company or just one.
- 5. 7/19/2013 | Page 5 out of 7 1920 Yonge Street, Suite 200 Toronto, ON, M4S 3E2, Canada http://www.infowisesolutions.com Phone: +1.416.572.7755 Fax: +1.416.572.7501 E-mail: info@infowisesolutions.com The Companies list manages company data. It contains the following columns: Title – name of the company Industry – lookup to list of industries, you can add new values when needed Leads – references to company’s leads. Use this column to assign new leads to the company Events – reference to events involving the company. Any event, created for the company and/or one of its leads, will appear here Annual Revenue – estimated (or actual) annual revenue of the company # of Empl – number of employees in the company Account Mgr – account manager assigned to the company Leads list is based on SharePoint’s Contacts list and contains the following additional columns: Company – lookup to companies Industry – lookup to industries Source – choice of channels through which the leads has been obtained Source Event – if Source was an event, lookup to the event Product Line – lookup to product line the lead is interested in Account Mgr – account manager assigned to the lead OK Email – can be emailed marketing materials OK Call – can be phoned Campaign – automatic email campaign the lead is assigned to Newsletter – can receive newsletters Level – lead interest level Value – estimated sales value Probability – percentage of sale materialization probability Status – current state of sales process Events – reference to events involving the lead Closed – date the lead is closed Managing Documents The template contains 3 document libraries to store and manage marketing materials: Press Releases – store press releases Testimonials – store customer testimonials Marketing Materials – store general marketing materials Managing Campaigns Campaigns are sets of predefined email messages sent out automatically according to preconfigured intervals. The messages are configured as timer-based notifications managed and sent by Smart Alert Pro. The notification are sent according to the value of one of the date columns (e.g. Created) after a specific interval (Created + 1 week, Created + 1 month). Each email can have different subject and body.
- 6. 7/19/2013 | Page 6 out of 7 1920 Yonge Street, Suite 200 Toronto, ON, M4S 3E2, Canada http://www.infowisesolutions.com Phone: +1.416.572.7755 Fax: +1.416.572.7501 E-mail: info@infowisesolutions.com Each lead can belong to one of the campaigns and receive a series of promotional emails. You can design this email through Smart Alert Pro or using the simplified interface, implemented as a web part on the homepage of the site. Figure 1 - Campaign Generator You can create an unlimited number of campaigns, each containing an unlimited number of messages. Both Subject and Body fields can contain list column placeholders that will be replaced with the actual values. These are values of the actual lead receiving the message. Copy the columns from the right-hand side box. Refer to Smart Alert Pro user guide for more details on how to set up alerts and notifications. Managing Newsletters You can set up a newsletter to be delivered to your customers. You can even set up several different newsletters and send each to a different group of customers. Newsletters are automatically generated based on HTML template (you can design your own using any web authoring tool) and a set of articles, which are basically SharePoint list items. Each time a newsletter is sent, it will locate the articles not previously included in any newsletters, generate the
- 7. 7/19/2013 | Page 7 out of 7 1920 Yonge Street, Suite 200 Toronto, ON, M4S 3E2, Canada http://www.infowisesolutions.com Phone: +1.416.572.7755 Fax: +1.416.572.7501 E-mail: info@infowisesolutions.com message by combining the template with the article data and then sent it to each individual recipient. You can then track who and when viewed the newsletter and how many times (you need to extend your SharePoint farm to Internet/Extranet zone and allow access through your firewall first). Refer to Infowise Newsletter user guide for more details on how to set up your newsletters.