With the customer record, you are able to add a document against the customer’s file e.g. proof of concession, medical forms for a tour etc. By default, we’ve turned on a number of fields as you can see below, but you have control to change these settings. You can turn on/off certain fields such as a subject line, the ability to add a note, mark notes as private, even the ability to edit a document or delete a document. You are in complete control. You can also make certain fields mandatory or leave them as optional as per your preference.
Activate Subject Input Field?
When adding a document, can the staff member also add a Subject against the document? This might be preferred as a key subject line will make it faster to locate content when conducting a search.
Mandatory: Check the mandatory option if you would like to stop staff bypassing the entering of a subject input field.
Activate Add Note?
When adding a document, do you want the staff member to add a note for a more detailed description about the document outside of a short subject line?
Mandatory: Check the mandatory option if you would like the staff member to always add a note for documents.
Ability to relate a Transaction?
By entering a confirmation number, you can easily relate a transaction to a document entered. For example, if a customer sent through their medical details, and it was in relation to an order such as a tour that required this information be completed before the tour, you can appropriately track this against the customer’s order simply by entering the confirmation number.
File Options
Select the preferred way for documents to be loaded against a customer’s profile. At least one file type must be selected, “as upload” (i.e. upload from your desktop) or “as a link” (simply enter the link to your server). You can also select both options if you wish.
Activate ability to allocate documents to another user/role?
Allows documents to be allocated to another user/role. For example, If I was handling a medical form that needed to be added to a customer’s account, and this form was being processed for another department, they could be allocated to another user/role for correct administrative filing.
Activate ability to mark the document as private?
Can all users mark their documents as private which means only they can see these documents? It could be that specific staff members require this function to deal with important customers of the organisation such as donors. Again, only they will be able to see this note.
Allow ability to edit document?
Can users edit the document/s? Or for data integrity, do documents have to be added again if editing is required? Set according to your organisation’s policy.
Allow ability to delete document?
Can all users delete any documents? Or for data integrity, is another document required to be added with a note explaining why there’s been a change? Set your organisation’s preference according to your policy.
NOTE: See below for the privileges which allow users to view or edit the CRM Setup section of the system, as well as users who can add a call to the CRM system.
- CRM setup allows you to see the menu for all 3 options, notes, documents and tasks (3 sub menus under CRM Setup). Here you can edit the CRM options for all users.
- Customer – CRM (Notes, Documents, Tasks) allows you to add Notes, Documents and Tasks against the customer’s profile. Unless you also have the CRM Setup privilege, this user will not be able to see the CRM Setup menu in their profile.
- CRM Tasks – View All User’s Tasks. This allows you under ‘Users’ to view other users’ activities rather than just your own.