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Hello everyone! Thank you for coming to today's webinar.
Some the topics we're going to be covering today for you are going to be:
* Configuring Calendar Delegations to allow others to view or view and schedule on your
behalf. * Changing your calendar preferences
* Demonstrating how to view someone else's calendar
* How to schedule an activity for someone else on their calendar and add a document
reminder * Add Recurring events and additional attendees
* Duplicating activities * Connecting an activity to a pending sales
Opportunity * and Using and configuring the Group Calendar
The first thing we have up for you today is preparing the Calendar Delegations
You will want to determine who you would like to have access to your Commence calendar.
Once you have figured that out you go to:
Preferences > (and then) Calendar > (and then) Delegations
Here you will see a listing of all the Commence users that you have so you can designate permissions
as you see fit. So what we're going to do is we're going to add Chrissy
to View & schedule and the remaining users to view only.
This will need to be done by each user or if your administrator has everyone's passwords
they can do it for them as well.
To save time we have configured the other users the same way so that we can move onto
the next topic.
Click Save and we can move on...
Next topic we're going to cover is changing your calendar display
Since we are already in the calendar preferences, let's also change how our calendar is displayed
when we use our calendar.
We will go to General and we have the choice to select from Daily, Weekly, Monthly or Yearly.
So I'm gonna go ahead and select monthly and save. And if I go back to my calendar view
up top here I can see now that I'm at a monthly view.
Next up, we're going to show you how to view an activity on someone else's calendar.
Now that we've configured our delegations, let's view upcoming events for a particular
person. So what we're going to do is use the dropdown
menu on our calendar here and we're going to go ahead and once again select Chrissy
so we can see her activities. So now the screen will flash and you will see Chrissy's calendar.
You can go around and see what activity she has schedule on what particular day. And if
you scroll over her activities there's also some bubble help there to give you a snapshot
of what's going on.
Next up, we're also going to show you how to schedule an activity on someone else calendar.
Since we have been configured to view and schedule on Chrissy's behalf, let's schedule
a call back for her and we can also set a reminder for her as well.
So if I go here to the calendar and click Schedule it's going to open my activity record
for me. Up in the top left hand corner I have a drop
down where I can select an Appointment, a Call, or a To Do. Since we're doing a call
back for Chrissy I'll select call.
The Title is going to be user generated so you can type in whatever you want in this
box. In this case we will select "call back".
I can also specify a particular Account that this activity is related to. So if I click
the Lookup button here and select the top account "Abbott".
So check them off, click select.
Next I can also select a particular Contact if I want to do that as well.
So again I'll hit the Lookup and then I'll select "Jim" here.
So what's left to do is schedule a date and time for this.
So if I hit the calendar button here I can select a particular date that I'd like Chrissy
to make this callback.
And a particular time by clicking on the clock over here (select).
I can set a call priority if I want to (Low, Medium, or High)
The Call Type is going to be (if I hit the drop down) it's going to be "Outgoing".
And obviously the Status is going to be "Pending" since I want her to make this call in the
future.
Down below there is also a spot to add Notes regarding this activity.
So if I need to remind her of something or if there is any pertinent information pertaining
to this activity I can type it in the box here.
And as we mentioned we're also going to show you how to add an alert.
This will give a pop-up reminder in the Commence system.
So if I check the "Remind Me" button, now I can schedule once again a date and time
that I I'd like Chrissy to be reminded of this activity. So I've done so and I'm going
to go ahead and select Save & Close. And now I have scheduled the activity for Chrissy.
There's also another way to schedule an activity for someone if you don't have your calendar
delegations setup yet. You can simply change the Record Owner within the activity.
So what I'm going to do here is open the sample activity and I can go down to the Owner field
here. If I click the Lookup button it will give me a listing of all the users that I
have inside Commence. So I can select any one that I want to and follow the same process
of picking your time, date, and call type. Hit save & close and that's it.
Next, we're going to setup a Recurring event with additional attendees and attach a document
to that as well.
Some companies like to schedule meetings, weekly or biweekly, that require specific
employees to attend. By using the Recurring and Attendees option you can schedule this
activity for the other team members and have it appear on their calendar.
So once again I'm in my Calendar module and I'm going to use my Schedule button here.
Again, the drop down in top left hand corner is the fist step. So I will select an "Appointment"
and I will title it. You can type in whatever is pertinent to your company here. So I'll
just do "Company Meeting"
Again, the Account and Contact in this case are going to be irrelevant since this is an
internal meeting. So what i'm going to do next is go up to the gray bar up top here
and I'm going to set when I want the Recurrence to happen.
So I click Recurrence here. I'm going to pick the Start Date, so we'll set it for today.
And i'm going to space this out so I'll schedule
a year's worth of meetings. Next, I'm going to select my Frequency. So
we are going to make this a Weekly meeting. and I'm going to make it occur every 1 week
on Tuesdays.
Next up, I'm going to go ahead and select who I want to come to this recurring meeting.
So if I click on Attendees I see once again my list of users.
So I can select multiple users or a couple of users and
they will be invited to this particular meeting. So now I have them selected by clicking the
Add button.
and I can go ahead and attach my document... So if I click on Attachments here
Users that have our document module can also use this document capability.
If you don't have the Document library and this is a feature that is useful or intriguing
to you please feel free to contact Commence Sales, and the sales team will be happy to
give you more information.
So if I want to attach a file here I will click my Lookup and it will give me some options.
So we have a nice attachment here all set and ready to go.
So I check it off, click Select and then I'm going to click the Attach button.
And if I go ahead down here and click Save & close, now I've scheduled a recurring meeting
with multiple attendees invited which will appear on their calendars.
And I've also added a document that they'll all have access to.
So if you wanted to add a Meeting Agenda, that's typically what will end up in that
document portion.
Alright, next up we have adding a duplicate activity.
So oftentimes you'll find that many users will have to perform the same activity over
and over again. So Commence has a shortcut for you. That way
you don't have to retype and click a bunch of stuff. So I'm going to head over to my
Activities module up here at the top and then I'm going to select an activity I'd like to
duplicate. So if I use the checkbox here I select the activity, if you'll notice the
Duplicate button that my mouse is on right now, if I go ahead and click that it's going
to open up a duplicate activity and if you'll notice all the information is already filled
out for me. It's an appointment, it has a title, it has the account already specified.
So all I really need to do is change the date and the time if I want to. The date obviously
you'll want to change, the time you can leave as is if you want. I'll go ahead and make
those selections and if I click Save & Close it has duplicated that activity for me and
saved me a bunch of typing and clicking.
Next up, we are going to connect an activity to a pending sales Opportunity. Once again
this is for users that have our Sales module. So you can schedule an activity attached to
an opportunity such as send a proposal or follow up on proposal.
You must first want to make sure you have a sales opportunity in the system. So we have
some sample ones here. So I'm going to go ahead and open up the "JP Morgan renewal"
sales opportunity.
And this is the opportunity screen. If I want to schedule a call back or a call regarding
this particular opportunity, I'm going to head down to the Related Info section of my
opportunity.
On the drop-down right now it's defaulted to Pending Activities, so I'll leave it there.
Go ahead and click New Activity. So as you can see once again you have your
drop down up top to schedule an Appointment, a Call, a To Do. We'll just leave it defaulted.
The title is user generated. So you can type in whatever you see fit here. (e.g. "follow
up on proposal") The Account is already filled out for me.
I can specify a contact if I want to. And right next to the Related Type... well
I'm going to go ahead and click on Contact here.
Right next to the Related Type you can see it's related to a sales Opportunity.
and the Related Field is the Opportunity Title. So now I know this activity is related to
this specific sales opportunity.
All I really need to do from here is again pick a time and a date.
And if I click Save & Close I will have now created an activity underneath the sales opportunity.
Once again it's for if you know you have a sales opportunity you're working on, and you
want to schedule a callback regarding it to hopefully call that particular client and
close that sales opportunity. It'll make the information really granular and specific for
you.
Alright, next up we're going to show you how to use the Group Calendar.
This is the last portion of the seminar and this is for users that have once again the
Group Calendar feature enabled. So I'm going to go ahead and click on my Calendar module
here. And you'll notice the drop down menu
where I can view my individual users calendar and at the very bottom is the Global Calendar which is
going to tally all your users up into one comprehensive calendar.
and again if I scroll over any of these particular calendar items bubble help will appear and
it will tell me who the Owner of the activity is, and some other pertinent details.
This is going to conclude our webinar for the day on Activities, Activity Management,
and Calendaring. If anybody has any questions please feel free to send an email to Websupport@commence.com
again that's websupport@commence.com and we will be happy to answer them for you.
Please also be on the lookout for future emails regarding upcoming webinars.
Thank you and have a great day.