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How to use CRM Filters in OfficeClip

by SK Dutta 29. January 2015 22:01
With Release 10.3 we introduced advanced filters in OfficeClip Contact Manager and CRM. I have heard from customers on creating a write up on how to use the advanced filter features for contacts and accounts. 

CRM data is often more useful when filtered! OfficeClip CRM filters are powerful in that they can express many complex conditions. This article teaches you how to use the filter efficiently.

How to Customize OfficeClip CRM fields

by SK Dutta 16. January 2015 22:01


Every business has different needs when when it comes to tracking contacts, customers, opportunities, campaigns, etc. OfficeClip Contact Manager and CRM allows you to customize these entities in various ways. Following are few of the screen customizations available:


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Bringing better collaboration to international teams

by SK Dutta 13. January 2015 14:01

Today most Fortune 500 companies have offices in other countries like China and India. Small businesses can compete by using virtual teams to complete development projects. The challenge is how to manage projects where all team members are not in the same geographical location.

According to i4cp’s productivity blog, even though the use of geographically dispersed teams doing complex work has increased, they require proper structures and knowledge sharing to make them work effectively. Show the infographics on the above web page here.

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Creating Good Business Goals and Strategies for 2015

by SK Dutta 4. January 2015 16:01
Many small business owners create goals for their company every year. A few owners think this process is a waste of time and decide things as they come.

When creating goals, it is important to make them specific and to evaluate your progress. For example, when creating sales goals make them specific in terms of sales numbers (say increasing from $600,000 to $1M), then look at creating specific action steps to achieve these goals. Finally, every month- and quarter-end review the goals and the results. The article How to develop your 2015 Business Goals provides a clear explanation of the process.

Once you have determined your goals, you will need to create a good strategy to implement the action steps. Now, how do you create a good strategy, or what is a bad strategy? Most often this is understood in hindsight when we look back at what did not work.


Photo Courtesy edonahue Creative Commons Attribution

How to use tags effectively in Contact Manager

by SK Dutta 29. December 2014 12:12
In any CRM, Tags allows free form categorization of contacts, customers and other entities. Usually contacts are often categorized using lists with fixed values. These are sometimes restrictive because they do not allow normal users to easily change an existing value. Also, in most places users cannot select more than one values per field.

Tags by definition is free form and users can easily add or remove them. Entities using tags can be easily searched and categorized.

OfficeClip contact manager implements hierarchical tags. This means that entities can be categorized in two levels. For example, you may want to create a higher level tag called insurance. You can then tag one contact, say John, Provides Life Insurance services and lived in Florida and another contact Mary, provides Auto Insurance service and lived in Georgia.

Contact: John
Tag: Services > Life Insurance
         Lived In > Florida

Contact: Mary
Tag: Services > Auto Insurance
         Lived In > Georgia

So you can search based on the services provided or where the contact lived in.

This video shows how OfficeClip Contact Manager implements hierarchical tags.




How to design of new filters in OfficeClip

by Admin 30. October 2014 16:10
Finding the right contacts from a list of, say 10,000 contacts, is time consuming. Filters are sometimes difficult for understand and use.  

Consider the following:

You want to send newsletters to all non-customers in the state of Georgia and Florida whose birthday is in this month.

In OfficeClip, you can create such a filter intuitively. The completed filter will look like:
We worked hard to provide you a filter that is simple to understand and yet powerful to represent most of the conditions.

See a video on how to use the new filter:



OfficeClip Release 10.3

by SK Dutta 18. October 2014 21:10

Welcome to the major release of OfficeClip. In this release we have made many enhancements and closed numerous issues. Some important enhancements are shown below:

See full release notes here

Site Wide Enhancements

Many New Skins

We have added many skins so that you can change the look and feel of your OfficeClip applications.

Click here to see a 30 secs video

Enhanced Email Templates

All email templates have been redesigned:

  • Icon shows the type of email
  • There is a link to directly go to the OfficeClip application

Better Help Files

Help files now has images to explain the concept better. Also, you can export and print help files as pdf and chm documents.

Drag-and-Drop Support For Files

Now you can drag-and-drop documents from your file manager. Also, if the document is of type image (png, gif, jpg), you can expand it to see the details.

Click here to see a 30 secs video

Introduction of Notebooks

If you are already using Notes in OfficeClip, you can appreciate separating your notes using notebooks.

Contact Manager / CRM Enhancements

CRM Filter Redesigned

The filter now allows OR and AND condition. We have also made it easier to understand.

Click here to see a short video

New Permission For CRM Fields

Role-based permission is provided to every CRM field:

  1. Read: Allows read access to the field
  2. Add new: Allows entering new values the field from the New screen
  3. Edit: Allows changing the current values of the field

Emails Linked With CRM Records

When you see the contact or account details, you will also be able to see all the emails that anyone from your organization has exchanged with them.

A campanion email application is also provided to collect emails in the background so that no user intervention is needed.

Click here to see a 30 secs video

More Templates For Campaign Application

Templates allows you to select and customize the look and feel of your emails. We have also added a opt-out link so that your subscriber can opt out from emails.

TimeSheet / HRM Enhancements

New Time Off Application

The Time Off application has been redesigned:

  • Calendar shows the team time offs
  • Various Time Off accrual rules are implemented
  • Approvals of Time Offs

New Invoice Template

A new professional invoice template is included in this release.

Issue Tracker Enhancements

Help Desk Functionality Added

Issue Tracker can now be used as help desk. Your customers can report issues in three ways:

  1. Via email
  2. You can design a web form and put on your site
  3. Customers can call in and report issue

Customers can also keep track of issue and add notes

See full release notes here

How to use Duplicati to take OfficeClip backup on the cloud

by SK Dutta 8. August 2014 19:08

Image by -JvL- from Flickr Creative Commons

Duplicati is an open source, powerful backup software on the cloud. It can take backups to various storage clouds like Google drive, Amazon S3, Microsoft OneDrive, ftp etc. It supports full and incremental backup.

OfficeClip develops free basic and enterprise edition of the Contact Manager (CRM), project management and support ticket software suite that can be installed on private clouds like amazon Ec2. This article will show how to backup OfficeClip sql database, documents and code files using Duplicati and amazon s3 cloud.

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OfficeClip Products Now Offered on AWS Marketplace

by SK Dutta 15. July 2014 15:07
Starting today the OfficeClip suite, consisting of the Customer Relationship Manager (CRM) and HR Management module, will be available on Amazon Web Services (AWS) in AWS Marketplace with hourly and yearly subscriptions.

OfficeClip Suite provides small businesses with the ability to manage customers, employees, and projects with one suite of applications. The software solution provided by OfficeClip under one platform includes Contact Manager, DCAA compliant Timesheet, Expense Management, and Project Tracking and Issue Tracking system. OfficeClip customers enjoy an integrated software experience and can avoid having to acquire and manage multiple products to run their business.

"The AWS Cloud is a secure, scalable, and cost effective platform for our customers. In addition to our SaaS and local installation solution AWS can provide our customers with the benefits of preinstalled software and having full control of their own data." says SK Dutta, President of OfficeClip LLC.

“We are excited to have OfficeClip offer their software with annual subscriptions on AWS Marketplace.  Many customers want the flexibility to purchase software in a way that allows them to forecast expenses ahead of time,” said Barry Russell, Head of Business Development for AWS Marketplace, Amazon Web Services, Inc. “Annual subscriptions on AWS Marketplace enable customers to do that.  With the OfficeClip suite available in both hourly and annual pricing, customers can quickly expand or launch new initiatives without large up-front costs, while taking advantage of material savings for steady-state, long-term workloads.”

OfficeClip will be available in AWS Marketplace in two editions. The basic edition will be free for all AWS Marketplace users, and the enterprise edition can be purchased hourly, or yearly at a significant discount. AWS infrastructure charges apply.

How to manually import outlook contacts in OfficeClip

by SK Dutta 2. July 2014 16:07
OfficeClip Contact Manager / CRM has a dedicated Outlook add-in to sync with outlook contacts. This add-in is provided in the enterprise edition of OfficeClip free of cost. The basic edition users can export contacts from outlook and import in OfficeClip. This video explains how to do this:


How can you manage multiple companies using OfficeClip

by SK Dutta 16. June 2014 17:06
In OfficeClip you can setup each of your companies as organization. Each organization is a separate entity and has it's own information (like contacts, accounts, invoices, timesheet, expenses, users etc.)

When you setup an OfficeClip account, you are effectively setting up multiple copies of OfficeClip, each independent of the other.

The access privilege of various information in organization is simple. You have access to the organization if you are a member of the organization. If an user belongs to multiple organization, he/she can switch between them and have access to the data.

You can use this feature to manage information between multiple divisions which are located in different geographic regions or are completely independent.




OfficeClip Release 10.2.16

by Admin 12. May 2014 16:05
We are pleased to let you know that a new version of OfficeClip (10.2.16) has been released. This release fixes many bugs, some which are:
  • In some cases entering alphanumeric characters in the custom numeric field triggers an error (IK0435)
  • Cannot use track time in chrome browser (SD0429)
  • There is no way to recover the archived timeoff request (KP0667)
  • Basic edition users are unable to set mileage (MO0513)
  • In some cases emails through OfficeClip is not getting sent (JC0648)
  • Manual Sync of QuickBooks is not filtering service items correctly (SD0428)
  • In some cases export csv for accounts is giving error (RK0622)
Detailed release notes are available at http://officeclip.com/web/releasenotes.html

Please note that the hosted version users are automatically upgraded. If you are using the installed version, you can download from http://officeclip.com/web/download.html

How to use customer Pre-Qualification script in OfficeClip

by SK Dutta 6. May 2014 12:05
During customer pre-qualification stage your representative needs to use consistent scripts. In OfficeClip you can create templates that can be used multiple times to record the pre-qualification conversations.

In OfficeClip you can create the script once and store it in the library, you can then use it for the pre-qualification of all your contacts.




Share timesheet and project information with your customers

by SK Dutta 18. April 2014 16:04
Your company may work on various projects and track time and expenses for them using software like OfficeClip. Today I am going to show you how to give limited access to your customers so that they can track information related to their own projects.

This process includes a few steps:
  1. While creating a report, click on the Filter tab and set the filter to a particular customer or project. You may also use the filter to restrict the number of employees that works in the project.
  2. Now click on the Filter Permission tab and only check mark those fields that you want to allow your customers to change.
  3. Once the report is created, create a secured share for this report for your customer.
That's it! now your customer can access this report in a restricted fashion and will be able to view his/her own project information. The video below shows how to set this up.


How to set Contact Manager permission

by SK Dutta 14. March 2014 22:03
OfficeClip Contact Manager has ability to set privileges and access permission using rules. 

To run your business effectively you may require different permissions for different users types. For example, one company may require everybody in their organization to be able to modify all contacts but not be able to delete them. While another organization may require contacts cannot be seen until it is assigned to the user. OfficeClip's rule based permission takes care of many of these scenarios.

Recently we have received a few requests to explain the details of the access permission of OfficeClip Contact Manager. I have created a video which attempts to explain some of it.


Note: For clarity watch in full-screen mode


Did this video help? please ask your questions or provide comments below.


How to create a staging server for OfficeClip

by SK Dutta 7. March 2014 12:03
Staging servers are needed when you do not want to put a new release directly into the production environment. You may want to make sure if some new feature needs some training, or your team may feel comfortable testing the new release before putting it in production.

This article provides a step-by-step walk-through of creating a staging server. It also explains how you can use a pre-configured amazon ec2 instance as staging server.



How to use Amazon Ec2 Free-Tier with OfficeClip

by Narsimha 21. February 2014 08:41

Note: If you are using OfficeClip from AWS Marketplace, you *DO NOT* need to follow the instructions given below. Your initial password of the created instance is abcd1234@ which must be changed before using the software.


Amazon provides a free-tier for its EC2 (Elastic Cloud) on their smallest server (called micro-instance) for one year as long as you are within their limits of access (for limits see http://aws.amazon.com/ec2/pricing/). In most cases you will not have to pay for it in the first year. After the first year you will pay around $15 to $20 per month if you prepay for one or three years. Please visit http://aws.amazon.com/free and the amazon AWS site at http://aws.amazon.com to get more details.

We have created an Amazon Machine for you with OfficeClip already installed. The basic version of OfficeClip is free for 10 users. So essentially you can run OfficeClip dedicated server free for one year.

Let's see how this compares with installing OfficeClip at your own machine:

  • Pros: You have a dedicated machine but do not have the hassle of software installation and maintenence
  • Pros: OfficeClip is pre-installed for you, so all you have to do is start the machine
  • Pros: Amazon currently provides a free-tier for one year
  • Pros: You can dynamically scale processing power, memory and disk space while keeping the information intact.
  • Cons: Amazon Free Tier Micro Instance is a small machine and OfficeClip may run slow. We have tested it ourselves. While most operations are fast, sometimes you may have to wait for a few seconds delay.
  • Cons: Amazon charges for the bandwidth, so you have to be careful. If your machine is compromised by some spyware, it can run up your bills quite a bit. Amazon has alarms to guard against it but most people do not set those.
  • Cons: It is more expensive to host your machine at amazon compared to hosting it on premise if you do not consider human labor cost of installation and maintenence.

Installation Steps

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What is new in OfficeClip 10.2

by SK Dutta 31. January 2014 12:50

For the past few months we have been working hard in making OfficeClip more usable to our users. In the new release 10.2.1 we have fixed numerous bugs and created many enhancements. Most of these enhancements below are created based on your idea and your support request:

Contact Manager and CRM

  1. New Custom field types:

    • Parent Child Fields - This will allow users to create a custom field that will depend on another field. For example, if you have a field called country and another related field called state, when you change a country to say United States, the state field will only show the US states.

    • Calculated fields - You can add a formula to a field that is dependent on another field. For example, you might want to see how long an opportunity is open. So, you can create a field called "days open" which can be computed as "today's date - opportunity created date".

    • Multi select list - In this release we have added a multi-select list where you can select more than one list items. For example, you might want to keep track of your contact's hobbies. You can create a field called Hobby that has more than one values like Drama and Swimming.


    These enhancements are available to the Basic (Free) and Enterprise versions of OfficeClip.

  2. On Screen Rules: When entering new contacts, it is sometimes necessary to do dynamic validation check or pre-populate some fields based on another field. These can now be done using the On-Screen rules in CRM Admin.


    This enhancements is available to the Basic (Free) Version of OfficeClip users and well as Enterprise users.

  3. Related data count: When seeing related data in various tabs, it is hard to see if something new has come up or if there is any data inside the tab without clicking on the Tab. We added a status on each tab that shows the number of items and if there is anything new in these tabs.



  4. Daily Call List Enhancement: The daily call list now shows multiple day call list grouped by date. This makes it easier to all past (and future) unattended calls.



  5. Campaign Templates: OfficeClip campaigns provides ability to create and send campaigns using your own SMTP account without having to pay a third party for sending emails. In this release we provide you with many email templates. You can select any of these templates to create your own professional campaigns.

Timesheet and Expenses

We have done numerous bug fixes in the timesheet module. We have also made it more efficient.

Issue Tracker

The most important enhancement we made in the Issue Tracker this time is the ability to use it as a Ticket Tracking software. Your customers will be able to send you support ticket via your website, email or telephone call in. They will then be able to exchange notes and keep track of status using a portal.

 


Video help throughout OfficeClip

No wonder our customers are perfectly satisfied with 30% of OfficeClip features. Each of our screens have loads of time saving features. But understanding it, even by reading the help files, is daunting. So we have started putting a lot of small quick start videos on many pages. Lets us know if you like it! these videos can be switched off from Settings > Site Settings > Options

 

 

Full Release Notes

To see all the OfficeClip Release notes click here

What we are doing next

Our 2014 roadmap is based on what feedback we received in 2013. You, with your input, can steer our development effort to a new direction.

Watch our blog for new announcements regarding out 2014 roadmap

Add a new idea or vote for the one you like @ http://idea.officeclip.com     

 

 

How to create a Calendar Proxy in OfficeClip

by SK Dutta 2. December 2013 15:57

I have gotten a few requests on how to make appointments on behalf of someone else in OfficeClip Calendar. Here is a quick video:

 

Internet Explorer 11 issue with OfficeClip now fixed

by Admin 23. November 2013 15:07

Microsoft Internet Explorer is now bundled with Windows 8.1. It can also be downloaded from the Microsoft website. Microsoft has changed how this new browser is recognized by the program. This had broken some of our checks that we usually do at the beginning to see if the browser is compliant.

We have now release a new version of OfficeClip 10.1.38. If you are using the online version of OfficeClip, it is automatically upgraded for you. If you have installed it on your server, please upgrade to his version of OfficeClip. It is available at http://www.officeclip.com/web/download.html

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