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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.




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.

More...




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.




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.



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:

 

New OfficeClip Release 10.1.37

by SK Dutta 5. November 2013 18:11

This release comes after a long time with many enhancements and bug fixes. I am listing a few of them here:

  1. Enhancement: It is now possible to make copies of Reports
  2. Enhancement: In timesheet comments box (and in CRM) when typing any characters, the remaining characters are now shown
  3. Bug Fix: When we open the daily call list page yellow screen error is coming(Divide by zero encountered error)
  4. Bug Fix: From homepage, if we click on the edit note, yellow screen is coming
  5. Bug Fix : Issue Id IK0191 of 10.x Release (Title : New Extranet user creation is sending Organization New User email instead of extranet email)
  6. Bug Fix: Issue Id NR0197 of 10.x Release Announcement is not getting saved for Free users)
  7. Bug Fix : Issue Id NR0192 of 10.x Release (Extranet - Login credentials are not working when sent via email)
  8. Bug Fix : Issue Id NR0198 of 10.x Release (Some wrong Subscription notifications are going from officeclip.com)
  9. Bug Fix : Issue Id NR0164 of 10.x Release ( Select a user (Who is in current org only) in timesheet proxy >> and change organization which is also proxy elabled >> then Yellow Screen is coming)
  10. Bug Fix : Issue Id NR0102 of 10.x Release (TimeOff emails are not going from dot com)
  11. Bug Fix : Issue Id NR0174 of 10.x Release (Account >> Admin >> Rules >>  Access Rules >> after creating rule if we run the rule, it is not updating the existing accounts)

Photo thanks to Flickr (Globalism Pictures) creative commons attribution

Use notes to share your ideas in OfficeClip

by SK Dutta 17. October 2013 15:29

You can use OfficeClip to share your ideas and notes with your colleagues. In OfficeClip Desktop, click on the Notes application from the left application bar. A list of notes are shown. From here you will be able to create new notes or share them with your team.

Each note can be created using the html editor provided and then can be made private or sharable with the organization.

Notes, in OfficeClip, can be used to keep track of variety of things. For example, we use it to keep track of our weekly status and plans. You can also use it to store project notes.

 

How to Sync with Outlook

by SK Dutta 3. October 2013 16:06

We are pleased to announce the new Outlook Addin (version 1.7.12)  for OfficeClip. The current add-in supports Outlook version 2007, 2010 and 2013.

The add-in syncs your OfficeClip Contacts (with all associated notes), tasks and events with Outlook.

Here is a short video on how to install it and how it works!

 

Outlook Addin for OfficeClip

How to use Accruals in Timesheet

by SK Dutta 27. August 2013 16:48

According to Wikipedia, the definition of accrual is: Accrual of something is, in finance, the adding together of interest or different investments over a period of time. In OfficeClip Time-off module, accruals can keep track of various time-offs your employees use and save as per company policy.

 

Your employees may belong to various accrual groups. This means your senior employees may be able to acquire more time-off than your new hires. There are also various types of time-off and accruals such as jury duty, family emergency, sabbaticals etc.

Whenever an employee requests time-off, the system calculates the amount remaining and gives warning to the employee if he/she has used up all the hours in a particular category. Each employee can be set with an accrual policy and the system calculates the amount of time remaining in hours.

 

Employees can also check their own time-off when requesting them.

 

Time-Off module is a part of the OfficeClip Web Timesheet. The Time-off module is available at no cost with the Timekeeping software. Let me know if you have questions.

Bulk Tagging of Contacts

by SK Dutta 9. July 2013 15:11

Tagging multiple contacts together is one of the features that has been requested for a while. We have finally gotten around implementing it in release 10.1.22. 

In OfficeClip you can use multiple levels of tags to loosely categorize entities. Filtering and reporting on the tags is possible.

 

To see a video of how bulk tagging in OfficeClip works, please click below:

 

OfficeClip 10.1.18 - Release and enhancements

by SK Dutta 3. June 2013 16:32

We have some interesting enhancements and ideas for you in this newsletter:

  1. Modified Google sync algorithm and notification

    You will now need to sign on to authenticate yourself to Google account using OAuth 2.0. This is currently the preferred way to access Google API.

    OfficeClip Google sync will allow you to do bi-directional sync of contacts, events and notes. See the following video on how it is done:Google Sync for Contacts in OfficeClip CRM

  2. Changes in the Settings screen

    The settings screen used show as popup before and we had a few complaints from you about the difficulty in handling popups. So we changed to normal tabbed interface. Here how it looks.

  3. Bug Fixes
    • Invoice payment processing, when processing checks gives an error
    • Time-off accrual details does not show correct accruals
    • User import/export now includes custom fields

Note: If you are using the installed version, you can download it from here. Hosted version of OfficeClip is automatically upgraded.

Create your own ticketing system

OfficeClip separates itself from other vendor solutions by providing you a more complete system to manage employees and customers. You no longer have to acquire multiple systems and integrate with your workflow.

Today we will show you an interesting way to use the OfficeClip issue tracker to create a ticketing system to manage your customer and internal tickets. See this article to learn how it is done: Create trouble ticketing system using the issue tracker

Give a feedback, get amazon certificate

We realized it is time to track our feedback in a better way. I have a list of hundreds of your ideas and need a way to decide which ones should be implemented first.

So we started using a third party ticketing system (till we can write our own :)). This will allow you to track your own feedback. It is here:

This month (june 2013) we plan to give four amazon.com certificate of $50 for four interesting feedback or ideas. You need to be a customer to participate in this.

Create trouble ticketing system using the issue tracker

by SK Dutta 22. April 2013 18:42

Issue tracker is a part of the OfficeClip suite and provides capabilities for recording, tracking and acting on issues. This article will describe how to use the OfficeClip issue tracker and extranet to create a trouble ticketing system for your internal users and customers.

More...

Book Summary: Good Strategy Bad Strategy

by SK Dutta 28. March 2013 09:14

There are lots of business strategy books in the market. I recently read the book Good Strategy Bad Strategy by Richard Rumelt and was impressed with the research and insight that went into this!

This book seems to be little different from other strategy books that I read and it is clearly action oriented!

I know it is sometimes boring to read reviews, so I created summary points into a few powerpoint type slides.

https://docs.google.com/presentation/d/1E7-b4m2QTKstCYfX0RjU3vl-E1-WRWdOpjFQwd-zQpA/edit?usp=sharing

Let me know how you liked it!

 

 

 

SK Dutta

 

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