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Video Transcription

Hello everyone and welcome to today's Free Training Friday. My name is Kalei White. I'm a marketer here at AbacusNext, and today we have Sam Saab. He is the Founder and Executive Vice President of Product for Results at AbacusNext. Today we'll be going over essential training for new users. So, if you're new to the product, we're happy that you're here. You'll learn a lot. This will be part one of this series, and the next Free Training Friday will be part two. This will be about a 30 minute webinar, with the last ten minutes open for question and answer. Please feel free to submit your questions in the question portion of the GoTo Webinar control panel, and we will get to those. Last, but not least, this will be recorded. Don't worry about taking too many notes. We will send you a recording later on. Without further ado, I'll let Sam take it over. Hey, Sam!

Hey, Kalei. Thank you so much for the intro. I thank everyone for being on the call today. Let's go ahead and get started. We're gonna be doing essential training for new users. What I'm going to do is I'm going to minimize the screen, presentation screen, and we're going to switch into the Results product. The Results product I'm gonna be demonstrating from is the shipping version of Results 17.1, and so what we're gonna do here is we're just going to be logging in. From an essential perspective, of course, when you're starting as a new user, the most important thing for you is to be able to log into the system securely and properly.

Your administrator of the Results system, during the onboarding or afterwards, would have created for you a User ID and would have allowed the system to establish a password for you. You will set your own password. So, basically what's going to happen, let's say the administrator set you up and I'm going to be user Mary. So, they basically said, okay, you're going to log in as user Mary within the system. That's what you will put in as the User ID. You will also choose your own password, whatever that's gonna end up being. Passwords have to be eight characters or longer, alphanumeric are fine, and then when you type in your password, the system will allow you in. The first time you are coming to the system, by the way, once you've chosen the password that you want to use, you'll be asked one time to confirm the password that you just entered. The idea there is for the system to make sure that while you were typing your password, and setting your password the first time, there wasn't any typo there.

We're gonna click 'okay' at this point, and now we're in the system, set up, ready to go. First, let me walk you through a couple of things. I'm going to be covering five main areas with you today during this initial essential part of working with Results. The first item we're going to talk about other than logging in, of course, is the navigation. What does that mean? Just to talk to you regarding how the menus are structured and where the different key items are for you within the Results system. As far as navigation is concerned, you always start from the home menu. We're going to talk in a few minutes about the configuration, where you are able to customize your system's experience that you will have by having the system open different screens that you might want to or not open any screens at all. That's totally under your control.

The main thing about the navigation is this menu that's sitting on the top of the screen. This mirrors and works off the Office product menuing system called the Banded Menu. You have a band of information based on the home pages where you start with. It has a number of options for you. The second most useful one that you will use would be the help menu. If you click then on the help menu, you will have another band that has different options within the help menu. As you work with different business areas, they're basically segmented out based on the department you're in or the kind of work that you want to do. If you want to manage contact information, you will go to the contacts area. If you want to work with the calendar and manage your to do list and activities, you will work from the calendar. Sales and marketing, etc.

Different business areas can go to the different menu options where there are the available actions to the things that matter to you within that department. The other thing that's going to be available to you from a navigation perspective is this special button, the start menu kind of equivalence from a Microsoft design. If you click on this button on the top left corner of your screen, that gives you immediate access to every single module. A module means a specific data area, so invoicing is an area available to you if you're authorized to access invoicing. The ability to work with the calendar. The ability to work with contact records. These are the entities, the customers, the vendors, the prospects, the suppliers, the employee records that are in the system, we call them contacts activities. This is a quick way for you to get to any piece of data directly, and the final thing to get your attention around the navigation is the ability to add any type of records directly from this single location.

Let's say you want to add a contact to the system. One approach would have been to say, okay, I'm gonna go and work with contacts and I'll add a new contact record by clicking this 'add' button. A shortcut to that would be just start from this same main menu, or this button up there, and you simply say, I want to add a contact. This will get you directly there without having to navigate the menu system, if you don't need to do so by directly getting to the piece of action that you want to take. The other thing that's going to be important for you to be aware of is on the home menu, there's a number of things that we have introduced to make things simple for you as a user. The first main entry here is the home page, and the home page is basically a summary of the things that matter to you based on your job function and the kind of things you track.

If you, for example, are logging in as Mary, Mary is an office manager. She would have responsibility across many things. She wants to know how many customers there are, how many prospects, how many vendors, what are the projects being worked on, what are the sales opportunities being worked on, are there any open activities and tickets that have not been addressed or need to be followed up with? All that data becomes available to her immediately if she can see the account, and go in directly to the data that she wants to see in further details. Let's say on the other hand that you're logging in as Mike. Mike is in sales, or client services. In this case, Mike wants to have a totally different focus point. For him the KPI, key performance indicators, that are captured within the home page for him is his specific to do list, and is one of the contacts assigned to him he's working with as one of the ability to work with a territory that he is part of.

The data is going to mirror what's important to the entity, and therefore automatically show that information. The other area within the menu that's important to you is this 'my Results items.' Since the system knows who you are, and you're able to then go and say, I want to see my contacts, then any contacts that have been assigned to you or you're designated as a sales rep on... So, your notice goes through columns up here assigned to you in sales rep. If Mary is assigned to any of those accounts in either responsibility, then those are the, in this case, seven contacts that are important to her. These are her contacts to work with and follow up with. Let's say she wants to see her to do list. This should be the to do list assigned to her. In this case, there are 13 items on Mary's plate that needs to be engaged and completed, and then once she's done with them, she can mark them as completed, take her notes and move on to the next item on her list.

Let's say if she wants to see her calendar, clicking on 'my calendar' automatically shows Mary's activities. Mary can restructure, and I'll show you in the configuration how you can do that. How many minutes to show in each segment of the calendar, as well as the ability to see things on a weekly basis, monthly basis. Everything within the calendar becomes accessible based on the things that are assigned to her. The other thing to be aware of on the navigation is the help menu. Results has a lot of things online available to you for immediate access, so if under help, you click on the user manual, you're gonna basically see the user manual itself open up as a PDF document, and from there you're able to page through and have a table of contents, and see whatever you need to look at. All the chapters, by the way, will have screenshots already included in there, so it makes it easier for you to reference and look for the data, and understand what the documentation is like for example.

Also, a more effective way of learning the system is to go to the online videos. These are available to you as part of your software at no additional charge 24/7. So what you do is once you click on the online videos, you can maximize this page, and you'll see a lot of videos. We have a description right next to them, a summary description of what that video is, and from there, you can click on the video of interest and then skip through it or work through it based on what you'd like to know in there. The other thing to be aware of within the system itself, on the help menu, is you're able to go to say, contact results. This allows you direct access to the main menu of the Results systems, and from here you can go to various areas that have information that's very helpful. If you go to the blog, you'll see a lot of this training video, for example, will end up on our blog page along with other videos from the other products that AbacusNext has.

We make them all available to you through that blog. You'll also have a knowledge base, whitepaper, whatever it is that you would like to learn more about, you'll be able to engage. The knowledge base is extremely helpful. It is similar to the documentation that I showed you a few minutes ago, except that in it, embedded within it, is also videos on other content that's gonna be accessible to you. So, as a new user, this is a critical area where you can get a lot of help, and a lot of additional information. Not just feel like you've been thrown into a system and you're gonna need to figure it out on your way. These are the things that are available to you from within the help menu. Alright, the next key item to cover within the essentials is the configuration of the system. So, what does that mean? That means you can tell the system exactly what you want to see every time you start up.

As you saw, I had the home page. I could have gone to the calendar, and ask for my calendar. I could have asked for my to do list, but these are all extra steps and extra clicks I'm making every single time. What you're able to do when you go to the configuration options, which is available to you here from the home menu. There's the word configuration, that's the segment you're in and the button is called 'options.' You click on that and now you are able to configure the settings within your system. The main couple of things that I wanted to emphasize for you or show you that are most commonly engaged or checked, on the first page you're able to decide what you want to see automatically. Let's say you want to see the calendar each time you come in. Let's say you want to see your to do list each time, or maybe the contacts list is more important to you.

Whatever it is that you want to see, in this case, three things you want to automatically be loaded and happen every time you start Results. The next time you come in, that's what the system will show you. The other thing that is not set by default, but I just want to make sure you're aware of it, is this feature up here you see in the left hand side where it says 'allow multiple data entry screens to be opened at the same time.' By default, we don't check that because if you're not expecting the system to allow you to open up multiple screens for multiple modules, for example, you're able to open up the contacts record without having to close it, you can now open up a project record and see them side by side. Then open up another project record and compare the two projects side by side. I would recommend if you're comfortable with computers, yeah, I would recommend that you would engage that option and just check that box.

On the general area, there are two buttons on the top of the screen here that are browser-based and they will automatically take you to whatever you designate as the two sides that are most favored for you. Let's say you don't want to use Google, you want to use a different search engine. You can put that in here, just paste the URL. Let's say you want to go to your own company's website instead of the Results website, and by updating those two links up here, the two URLs for you, so you don't have to ... You're not affecting or impacting any other user. This is what's important to you. Then, basically, when you come in here later on and click on this button up here, that will open up a browser with a search, and if you click on the other button, the way it's programmed right now it's going to go to the Results software. But you can put in, again, whatever you would like in there.

It's just a convenient and quick way for you to open up the two browsers that are most common, or the most often used by you. The other area that we see a lot of focus on from a configuration perspective is the contacts list. Under the contacts, the two most popular things to engage is deciding which type of form. Results has three contact designs. Three forms that are designed. There's the notes one that looks very much like an Outlook, so you'll have the name and address information and phone numbers on the top of the screen, but only the notes field at the bottom. You have something called Basics, which is on the six tabs at the bottom with different information on them, and you have the kitchen sink, a profile. The profile is every single piece of information we have on the account will be on the profile record and that's the one by default will be shown to you unless you override that to something else.

The other thing that's important to note up here is to decide (and this should be done by all company employees the same way), if you want to automatically sort and organize your accounts by company name. This is because most of the clients you deal with are commercial accounts, then you can do it that way. If your accounts you work with are mostly residential accounts, then this might be a better selection for you. The third area that's commonly adjusted is the calendar. You tell the system what is your starting time at your company, so that the system knows ... Let's say you start at 7:00 or 7:30. You're able to have your calendar start from that point. You don't have to keep scrolling it up and down to line things up. You also let it know how often ... What kind of a size of increments would you like to see on the calendar every time you open it up. You can always override it after it's opened, but this is the default behavior when it actually gets opened the first time.

The other and final one is the email settings. Here you'll tell the system whether you're using Outlook or not. If you're not using Outlook, you just uncheck that and the system will use whatever email system that your Windows operating system is using.

Okay, so that's the configuration. The third item that I'm gonna be covering with you today is the data management centers. We have an example of a data management center up here, but I'm also going to open up more of those. If I'm working from my home page and I'm logged in as Mary, in this case, and if I want to see that we have 67 clients and I want to see those clients' records, I can double-click on this or say, open data center. Double-clicking will do the same as clicking on 'open data center.' What is a data center? If you look on the top wording up here, on the top left corner, this is the data management center. They all work the same. They're very much like an Excel system with an Excel grid, but they differ from the what's in them. As many of you might already know, when you're using Excel, once you learn how to use Excel, it doesn't really matter what kind of a spreadsheet you have open. Results has used the same approach and the same methodology that you have very common things in the data management center by the design.

So, it looks very much like an Excel kind of a functionality, pretty standard, and then from there you will decide what kind of a data do you want to work with, and then the options that are available to you within the ability to search for that data and the ability for you to sort and group that data all becomes of what you can do in the data management center. The other thing that you're able to notice right away is that let's say you also want to open up invoices and take a look at the invoices. I'm gonna go to the financial side. I'm gonna click on manage. Now, I'm managing invoices. You'll notice that the data management center itself now says invoice data management center, but the functionality, it looks identical. There's a pop up search for standard fields, there's an advanced search for the advanced search with a dropdown to select the search that you have created and want to reuse. You also have the ability directly to work with all those options up here.

When you're on the contact data and looking at that data management center, the things were identical over there in allowing you to see the information that relates the contacts versus seeing the information relates to invoices.

Alright. I'm gonna walk you around the data management center and manage the expectations of what you can do with the data management center. I'm also gonna be, since this is all about the essentials, I'm gonna at least show you what a contact record looks like and we're gonna add one together, right? How do I go in there and add a contact? By the way, in Results typically we find that a lot of people start using Results because they updated Outlook and they updated their QuickBooks files, so it's not always ... This is not a data entry system. This is a management of information system, so you can manage the relationships effectively and stay on top of the information that they have. But still, I'm gonna walk you through seeing a contact record, as well as add in a contact record.

First, let's talk about data management centers in general and some of the guidelines around using them. First, the data management center is structured per user. What does that really mean? That means that these are the set number of fields that we're gonna show up here, and what you are able to do as a user is you're able to come in and look at the data within the form itself, and you can scroll to the right side to see the additional fields. Now, based on how you do things, let's say email information is important to you. Notice how there's an email here, but you have to scroll to it to get to it, quite a bit back and forth between the systems. As an example, as a user, you can customize that field liking based on the way you want to see your data.

You're gonna take that email in a column. I'm going to click on it. Notice how it changed to orange and while I'm clicking on it, I'm going to drag my mouse to the left side of the screen and the screen will start scrolling to accommodate the fact that you're pushing that column to the left side. Now, let's say the way I would like to see my data, I would like to see the email right after the company. I want the company information next to the first name, last name, and the email right after it. The job title is less important. The full name is less important. If you do it this way, and let's say you want to accommodate this to be wider, what you can do is you can put your cursor between two columns. Notice how the screen will, the icon will change to a plus sign. When you double-click, it will widen itself enough to accommodate the maximum what you see of the email message.

Now, as a user, the system will remember that for you until the next time you come in. If I close the contact information and now go back and open up the contacts DMC, notice how it's memorized not only the width of the email, but also the location of the email column that I want. The thing that I just did right now does not impact or affect any other user of the system. This is [inaudible 00:23:54] as part of your preferences under your User ID only. When you log in under those User ID that you're currently using, the system will automatically restore and implement that design of your data management center. The other thing to know about data management center is every single column is searchable, so notice how you have an open area where you can click your mouse click in there and let's say I'm gonna go and look for anyone with a last name starting with the letter S.

What I'm able to do there is I'm able to type the letter S here and notice how the last name will all be automatically ... The list of records will jump down to the number of records found, in this case 18, and those 18 records that have an S starting in the beginning are gonna get listed. That's called Dynamic Search, that means it will show you exactly how your records are found, and final, while I'm there I go over to the right side and I want to be looking for a column that has the state field, so maybe I want to be specific, but I'm only looking for entities in the state of Virginia. By typing those two letter within the state itself in the search area, the system is now down from 18 to 7 records because these are the only records that actually accommodate what we're looking for and that's part of the quest of the information that I have up here. Show me the records that have both of those two or more criteria applied.

If I want to see any piece of data right now. I want to look at this record, I'm able to double-click on that record and it'll open up to the design that we had selected. By default, in this case I have selected Basics. So, this is the Basics design with eight tabs at the bottom, but I could have chosen another design of information to show on the screen. The other thing you can do with the data management center in addition to searching by the top of the column is to actually search by the fields in the far left hand side. Standard search will show you the most common fields for that data management center, so of course, it'll look different based on opening a contact data management center versus the standard search or in invoices, right? The invoices one is gonna have field specific to invoices. The final thing is the advanced search.

Advanced search allows you to instead of you having to learn how to do and/or queries, which are complex queries and searches, the system can let you have a person do those for you in the office and then store those. Then, you can just use them. So, if I want to get my hands on seeing all the client data, I can select that from the drop-down and all those records will come back [inaudible 00:26:39]. The final thing I promised to show you is how to add a record. I'll go to the top of the screen and say, I want to add a contact record. Screen opens up as a blind screen. Let's say this is gonna be a John Smith is the name of the entity. We're going to put that in the full name. You're also able to put in the company ABC Corp, let's say, and you push the Cap button. You can go to the address and type in the address, 123 Main Street.

Now, in Results we have the USPS, the official United States Postal Service as zip code. So, if you go directly to the zip field and you type a zip code and click tab, notice how it found that 20171 in Herndon, Virginia, automatically filled that for you. The only other thing you have to do is the contact tab. You got to designate why was John Smith added? Who is he to the company? What does that mean? Well, he's gonna be a prospect. We're gonna be working with him to potentially get his business, so we're gonna call him a prospect. I fill out that type from the Options and then hit save. And, oh, okay. Well, the Results has a built-in duplicate checking, so it found that oh, by the way, we have another John Smith in the system. This is the information on the other John Smith that's already in the system. Do you want to save this new one that you're adding or do you want to just realize that there is an existing one and we gave you the account number so you can work with him? I'm gonna say, yes, proceed.

I'm gonna save it anyway even though, potentially, there's others with the same name but we're gonna say they're different. So, I save that record. Alright, we're done with the Essentials Part One.

Thank you everybody so much for joining us for the Free Training Friday. I'm afraid we don't have any time today for question and answer, but if you want us to answer your questions, please email us at

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