Learn tips and tricks to manage your dashboard and optimize your workflows in the new ResultsCRM 17.4, in this 20-minute Free Training Thursday webinar.
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Hello everyone and welcome to today's free training Thursday. I have Sam Saab with me here today and he will be taking us through managing the dashboard. In the all new results CRM. I will turn it over to Sam and ... Sam take it away.
Sounds great, thank you so much Amanda appreciate it. Thank you everyone for being on the call today, so what we're uh working from currently version 17.4.1 so let me cancel the screen here. So notice ... so you pretty much have already been notified, 17.4.1 was released actually yesterday, Wednesday the 25th. So, it's going to be available for download, it will also be available on APC. It... no major features in there but the dashboard specifically has a little bit of a different work flow than before. And we're going to see all of that today. So, when you log in to the system one of the new abilities or functions for new would be the dashboard. So right now I'm opening up the dashboard based on the design of the screens I already have in there.
So, first let me review with you is the overall idea behind the dashboard. The dashboard is geared toward showing you numbers and then presentation of images of the data that matters to you. So typically it could be your API's, it could be performance indicators, it could be specific counts of a certain thing. And you have different graphs to represent them, and you can represent different graph designs or types to represent data in, based on what's most applicable and you also have accessibility to all the data in all your modules in this design.
So let's go ahead and look at some examples of that right now. If you look at the three top screens within the dashboard, you'll see this is an example of a pie graph and you'll also have the bar graph and you'll also have the line graph. Typically, depending on what you're presenting, one might be more applicable or more appropriate verses the others. The other thing to note is that we did not take away the home page. The home page is also the ideal way of also seeing the API's. It's typically more applicable to things that are looking for exception, for example, we might put a name search or a filter that is based on, show me anything that is more than three days past due. Or, show me projects that are due in the next seven days. Or show me things that are more than seven days past due. So the idea there is you are able to look for those kind of challenges or exceptions, you're hoping that the counts on those would be zero, but if it's not zero, you double click all the ones you want records for in that packet.
The dashboard is more visual and more of an ability of drilling in and seeing the information itself. Now, in addition to the ability for seeing that data, you are also able to manipulate pie graphs, by further engaging and filtering in or out the data within the graphs. So in this case, I have built a graph that shows, using the pie graph design or type of graph, that you show the contact type summary within my database. If I put my cursor on any of those item, I'll be able to see that in this case there are ten records or in this case customers active, and if I go here there are 38 active vendors. So there's representation of the graph but then you can see the details behind the graph.
Now I can also come in and say, I don't want to see employee data in here. So you'll notice, it's warranted as not existent and this removes it from the graph. You'll see elsewhere we remove vendors, and so that those 38 record vendors slice went away from the pie graph. Or if I want to remove prospects. So at this stage, what I'm left with are three entries for customers: I have customers inactive commercial, and we have active residential and commercial accounts. And so you end up with three portions to the pie graph and if you highlight then then you still have ten active commercial, twelve residential, and the majority here are the inactive commercial accounts. So the ability to create a single graph and dynamically remove information from it or recreate a different one, so if this one was going to be on my analysis of my prospects list, I removed all the other lists and now I'm down to two leads and five active prospects. So effectively you can build a single graph, and be able to reuse it in different ways because you're able to filter out or remove items that are not needed.
The other things that we've done with the graph is the ease of use of the designs themselves. So as you design and lay out the information that matters to you, you simply click and drag on the graph itself and place it where it's most applicable or most useful. In addition to that, in any of those graphs that you build, you're able to what we call parse them, minimize them and move them out of the way. I don't use the contact by source author but I like that graph, so I'm able to minimize it but when I see it I simply click on it, and now I'm seeing the analysis of all of my contacts based on the source, the marketing source. And from there of course because it's a pie graph I'm able to engage further, eliminate and move your items that are not applicable. I can re collapse it or collapse it again when I'm done with it.
What about territory, I can do contacts by territory. This time it's a bar graph and I bring it in and collapse it when I don't need to use it. The other thing that's important to note in your system is that you're able to now, when you're looking at a graph, is to click on this button, this icon up here, and go to an edit mode off the graph itself. You'll notice we give you visual representation of the graph. Let's say for the context in Virginia I right now have them categorized by contact type. But what if I want to change that to contact source? So now the information, still the same contacts in Virginia, same contact records, but now I'm seeing information about the source and where we met them, so many came in through the web, so many referrals, so many networked to us through the chamber of commerce, so the ability to go through and graph and edit it on the fly is extremely helpful. You simply click on the icon, we'll go ahead and do that.
Now what if I like the contacts in Virginia, and I think I want to keep that source one all the time. So here's where we're going to be able to do. I'm able to go and modify, you see the area here on top of the graph where we're seeing it live, we can modify that to further explain what we're doing. Contacts in Virginia by source. And then I'm going to save my changes. So I like this graph, I'm going to keep it and edit it on the fly but I want to keep the one for Virginia contacts based on type. So what you do in case like this is you click on the button instead of editing it, because you want to keep the sources, I want to edit it, you want to make a copy. When you make a copy we give you a brand new graph right there. And then with your instance of the sources still preserved now you can edit this, or the new one, whichever is easier, and change that to type, and then change the heading to reflect type.
So let's review what we just did. And I'm going to move this to the same level so it's obvious what we're doing. This one is contacts in Virginia still, so the number of records, the total number of records is the same but here we're showing it by source and these are the various sources within the area, and now these are the same list of records but now we're looking and analyzing the types that they are in, so these are employee, vendor, prospect data within the record itself. So ability to edit on the fly, ability to create a copy of something you like and further modify it are all part of the ease of use of what you can do with the system itself.
The next thing to share with you is that that dashboards are per user, they're not company-wide. So each user, when you start the first time you log in under your new user ID, you're going to see a blank dashboard. And you're able to create a new graph at that time and you're able to create new graphs at any time. Let's go ahead and create a new graph together. You're able to go here to this section called "New Graph" and this is the change that we've done in 17.4.1 versus 17.4.0. The functionality is the same, you don't lose any functionality just we lay out the information differently so we have you pick out the graph type up front instead of later. Previously we started you with the name search so you choose the data. Or what we're saying is you decide on the kind of graph you want to have. So say you go with a pie graph. Your typical choices are pie, bar, and line. We're going to go with a pie graph.
Next is what kind of data do you want to analyze. So let's go to contacts and we're going to click on "All Contacts" in this case, so nothing is being filtered out. Now on the data shelf, this field, by the way, will differ based on what kind of data is selected. Remember we can report on anything, this is contact-level data. But you might want to report on your invoices. You might want to report on your quotations, your sales orders. So anything that you need is available to you to report on. It's just a matter of what you want to see and what type of data it is. So the available fields here in the drop down are going to differ from table to table based on what kind of [inaudible 00:10:48] from data to source. Based on what you're trying to display on the screen.
So the range here can also be more specific, in this case this is the date that's added, what if you wanted to do analysis on the contact records that were added in the last 30 days or the last 60 days or 90 days or six months? So there the ability there is that instead of having to go and build a name search for each of them you're able to just choose the range. Here I'm going to say nothing is filtered out. And your final choice is what do you want on the data. Let's say in this case I want to do it by assigned to, that means who are the entities within the team responsible, if there are any. In this case you'll notice the significant number of contact records in this case don't have an assigned to. And this will be okay, it's just what the data will represent.
So now that we have the graph created, I forgot to mention. When you're also creating the graph you can also change the heading up here. By default we'll take the name search information and put it there. It's typically pretty descriptive as to what you're looking for. It might be lists of contacts in the Mid-Atlantic territory, as an example. Whatever you've selected in the system it'll have. And so you'll notice right now we have the names of the people who are assigned. And to remove the entities that I don't want to see. So I'm going to eliminate the non- ... you know, the records that don't have an assigned to and then proceed to have the information displayed for the remaining ... assigned to the remaining users within the system that been assigned those contacts. So then you'll have Frank, have Kathy, Mary, Dmitri, Robert, etc.
By the way, if you have questions, please submit them within the questions area that is available to you in the go to webinar control panel and Amanda and I can pick them up from there for you.
The other thing I'm going to go ahead and show you is I'm going to go in and add one more graph but I'm going to use a totally different data. Let's jump in and show a bar and let's jump in and go to invoice level data. So I'm going to go to all my invoices and the invoices we can work with the dates that are available, in this case either invoice, printed, or shipped, I'm going to go with invoiced, so maybe I want to only do analysis on the invoices created in the last 90 days, the last 60 days, or whatever is specific to you, so you'll notice, you'll minimize the need to create name searches and have those drop downs help you focus in on what you want to see.
Let's say you want to organize those by sales rep for this one, because typically that's how invoice tracking is done. So it's based on the sales reps. And then we're going to go in, let's start with number of records, we'll just keep it that. All invoices, with counts of invoices, that means we're counting how many invoices do we have for each of those entities. Let's minimize the other ones, we're not looking at so we can focus on the ones that we want and we'll move this up here.
Okay, so in this case you see quite a few invoices of that sample data so we have a lot that don't ... these were imported from QuickBooks and did not have a sales rep on them. And the other ones that have a sales rep are basically a minimal number of records, 13 here, 8, 8, 8 and 7. So that's one approach, we're just counting records, right, so the other approach we can have is you can go in and edit and say now I want you to give me the invoice amounts.
In this case because you chose a dollar amount the system says, what do you want? Do you want the total of the invoice or you want an average or minimum, maximum, we're going to go with the total of the invoice. So now you'll notice all of the sudden, and we click on save. You can change the heading, "All Invoices With Totals" an an example, right, because it's a more accurate representation. And now you'll notice that you have, effectively, Mike has $57,000 worth of invoices, there's about 109 that's not assigned to anybody, and $50,000 plus from Mary, et cetera. So the bottom line that is, that the graph itself is now presenting currency or dollar amounts for those invoices and the graphs look significantly different than when we were dealing with accounts because accounts was just one to one, how many of those records, how many of those invoices had a sales rep or did not have a sales rep.
Let's go ahead and do one more graph, and in this case we'll bring in one other data type. The one we see a lot of graphs reporting on is the payment. So if we scroll down to the payments coming in, these are all the payments, so what is it you want to report on, paid and we're going to keep it for all time but you could have limited down to a year, three months, whatever you need to. And now you're going to group by the type of payments and then it will start with number of records. "Amount of Payment Records" as an example, right, so I changed the approach and the wording. And now we'll minimize this and we'll put that up here.
So in the amounts of payment records, this is the number of payments that were paid by check, Visa, et cetera right? So what I can do now, I can reverse that, edit it to say, I want the amount. And I'm going to go with the total amount. So how much money came in instead of how many records do we have, how many payment records before we were looking at. Now, we're looking at how much of the dollar amount this came in, $70,000 of payments was by check versus cash was $6,600 and the other one was $4,000 for Visa, et cetera. So you're able to then recognize that your graph representation is based on any type of data representation that is more suitable and then what you're able to do from there is further report on any type of data in the result system and then based on that data you're able to sub categorize the information in total then supplement as you see fit.
Great, well thank you, let's see. Thank you very much for your time today, I hope this has been helpful, if you have not received 17.4.1 again it's just on the dashboard, it doesn't make a major change there other than the order by which those fields are listed. So feel free to request that directly from support if you're on APC and most of you are. There just ... you can schedule and request that through the APC on the contact, the support page on our website, you can schedule a request through APC to get your result system updated to 17.4.1. Alright, well thank you very much for your time, have a great afternoon. Thank you, Amanda.