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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.


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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

More...


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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:

 

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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.

 

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OfficeClip Tips

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.

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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:

 

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How OfficeClip uses OfficeClip

by imran 10. June 2013 09:16

 

OfficeClip is one of the very few applications in the market that provides a one stop solution for customer and employee management. The OfficeClip team uses this software for prospect management, accounts management, timesheets, expenses, and issue tracking every day. This article shows how each component of OfficeClip is used by us in our everyday business.

 


Task Manager

When a new task is allocated to a member of our group the manager creates the task and then assigns it to multiple people who are supposed to work on it. The assignees get an email notifying him/her of the task. During the lifetime of the task the time spent is tracked within the task using the track time button. Later these times are imported into the OfficeClip timesheet application.

 




Contacts and Customers

In OfficeClip we store all of our prospect and customer information in our CRM. Using the contact manager's webform module we have created a form and connected it to our registration page. When someone fills inthis form on our website it creates a contact record in OfficeClip. We then track all of the events and tasks for the contact.



Campaigns and Drip Marketing

To send automated emails to our prospects at regular intervals. OfficeClip schedules a phone appointment, and then sends a few emails to the contact at varying frequencies. This is done automatically using the drip marketing module in OfficeClip.

 

 

For example: As soon as a prospect registers in OfficeClip we want to send an email to the prospect, thanking him/her for registering on our website. If the prospect does not reply within a week then we may want to send a reminder with additional information. After 30 days if the prospect has not sign up with OfficeClip we will send another reminder to the prospect to remind him/her again to consider using OfficeClip.

Invoices

The invoices application allows processing of all customer invoices, and this feature is integrated with the timesheet and expenses software. This allows ease of client billing. When the invoice is sent it provides an email link to the recipient that leads to a portal from where he/she can view the invoice, pay for the invoice, or dispute the invoice as desired. Within OfficeClip we generate an invoice whenever a customer pays for the hosting fee from our website.


Issue Tracker

Every organization needs to track issues for their employees, products, or customers at times. OfficeClip Issue tracker is a one stop solution that can cater to the needs of each of these entities while still keeping them separate.

Within OfficeClip all our bugs are tracked internally using our issue tracking system. To keep the internal and customer issues separate we have assigned separate binders for them. A binder is a combination of similar issues that can be searched, sorted, and filtered.

Issues are color coded to make sure that any open issues are not missed. We also use various filters to take a close look at the subset of issues,for example issues that are open and critical or those that have already been resolved.


Capturing customer issues using webforms

Customer issues are reported using web forms, and they are directly entered into the issue tracker. We have designated an email address so that whenever an issue is reported via a web form or email it shows up in the designated folder. This also sends a tracking ticket to the person who reported the issue so that the problem can be tracked during the life cycle of the issue.  

Creating a complete help desk

A help desk requires two way communication between customers and  an agent. The notes feature in OfficeClip allows two way communication. When the customer reports an issue; he/she is sent a tracking ticket link. Clicking on this links takes the customer to a personal portal from where the status of all the issues are shown. See How to create trouble ticketing system using OfficeClip

Timesheet, Time offs & Expenses


 The OfficeClip HRM module can track both project and employee time, expenses, and vacation time and other paid time off. 

Everyone who works in OfficeClip creates timesheets, which are sent to QuickBooks periodically using our QuickBooks interface after they have been approved. OfficeClip supports interfacing with QuickBooks, Peachtree, ADP, etc...


The OfficeClip Time Off application tracks vacations, PTO or Paid Time Off, and accruals. The time off status is automatically shown in the OfficeClip calendar, to make sure that all members of the team can see each person's vacation schedule..

Other Modules

There are other modules in OfficeClip that we use on regular basis as well. We use calendar to store meetings and events, and shared documents are stored in the document sharing module. We also use the announcements feature for team announcements.

 

 

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OfficeClip Tips | Other | Small Business Tips

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.

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Cloud Security: more than credit report of celebrities?

by SK Dutta 13. March 2013 17:05

 

By now you must have heard that someone has hacked (or fooled) the credit reporting agencies and published the credit report of celebrities like Aston Kucher, Vice President Joe Biden, Michelle Obama etc. on a website. This news came up late yesterday and even though the FBI is after the perpetrator(s), the website is still up and online... (as of 4PM Mar 13, 2013). We see many cloud providers touts the security of their cloud with 24 hours gated entry and other bells and whistles. Does it matter anymore if there are so many holes that hackers can get information from even the most protected sites like white house, CIA, credit reporting companies etc. and post them on internet?

This reminds me of few questions we get from our customers to help them decide whether they should use our cloud version or the installed version of the software. So here is my take on what you should consider while deciding on whether to rent your application on cloud or keep it in-house.

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CRM Workflow and Drip Marketing...

by SK Dutta 21. February 2013 13:11

OfficeClip version 10.1 includes a CRM workflow module that was requested by our customers.

Drip marketing allows pre-created messages to be sent to prospects and customers at regular intervals. OfficeCip Workflow adds the ability to create appointments, tasks, send campaigns and enter into daily call list.

Let us know how this new feature is working out for you

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How can you restrict your users to see Accounts for a particular state?

by SK Dutta 15. January 2013 16:53

Today I got a query from a customer who is in a business where you they have users or agents in multiple states and he wants to make sure that they work on their own accounts. Here is how to do this in OfficeClip CRM

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Create your holiday address labels in OfficeClip

by SK Dutta 13. December 2012 17:54

There are few ways to create address labels in OfficeClip

  1. Export the contacts from Contact Manager in the csv format and then use the Avery Label Creator program (free) to create the labels. How to Video: http://youtu.be/lEN4O8dSz7c
  2. Export the contacts as in previous step and then use Mail Merge inside Word.
  3. Download the OfficeClip Word Addin and create the label within Microsoft Word merging the document
  4. If you have a DYMO LabelWriter printer, you can now directly print labels from OfficeClip. Go to Contact Details and from the Tools menu (top right) select the Dymo LabelWriter option.

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OfficeClip Tips

How to short circuit the officeclip login page

by Admin 30. July 2012 14:44

Some of our users have asked us to create a way so that they can put the officeclip login page on their website. Due to security reasons, so far we have restricted people to login from the OfficeClip website.

We have now added a small program (starting version 9.3.10) that will do the following:

1. Allow administrators to add login html code snippet to their website and submit directly to OfficeClip

2. Automatically send the login and password information using http form post to enter into OfficeClip

Please note that use of https or an interanet implementation of OfficeClip is suggested while using these modes:

Use the following html input fields:

  • shortLogin: contains the login email address
  • shortPassword: contains the user password
  • Http post these information to http://<your-officeclip-application>/ShortCircuit.aspx (if you are using hosted version, it will be https://officeclip.com/ShortCircuit.aspx
If everything goes alright, it will log you in to OfficeClip, if not you will get a message saying Login Incorrect.

 

 

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How to Track Relationships in CRM

by imran 29. October 2011 14:52

In most CRM you can relate Contacts with other entities like Accounts or Opportunities. What if you wanted to relate a contact with another instance of contact? Why this is important? 

These kinds of relationships can come handy in many business situations where you need to keep track of relationships. Suppose you are a real estate agent and you want to track a buyer (Contact), his agent(Contact), the broker(An Account) and the sale(an opportunity).

 

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Data security when working with a partner organization

by SK Dutta 2. September 2011 07:57

 

Yesterday one of our customers wanted to know how he can invite the employees of a new outsourcing company (he is working with) to OfficeClip but keep them from seeing internal information of the company. 

Sometimes people have to go extra mile to hide their information. For example, if you want to give access to somebody to your personal computer, you may want to make sure that they do not have access to folders or files on the hard drive.

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Use SMS alerts with OfficeClip

by SK Dutta 11. May 2011 06:43

Do you need to notify your team members that the meeting which is going to start in 30 minutes is rescheduled?

When there is a need to notify people urgently, group SMS (or mobile text messages) is a useful tool. OfficeClip alerts supports quick text messages (SMS) in addition to emails. Sometimes, when people are on to go, mobile phones are useful for communicating various information like:

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Link Opportunities with Contacts in the Web Contact Manager

by vasantha 4. April 2011 17:40

 

Today a customer called and he wanted to link up contacts with opportunities. Although in the traditional sense opportunities are linked with accounts, in OfficeClip, there are a few ways you can create opportunities for contacts.

First let us see how the term opportunities is used in different contexts. Opportunities are usually tracked for customers in terms of their probablity of closure, who is closing them etc.

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Creating labels using Contact Manager

by SK Dutta 28. February 2011 18:56

Many users have asked about a simple way to create Avery labels using the OfficeClip. Web Contact Manager allows you to create labels in few easy steps. You will need to export the contact address from OfficeClip and then use the tool from the Avery website to create the label in Microsoft Word. The steps are given below:

  1. Export appropriate contacts from the OfficeClip Contact Manager as CSV file
  2. Download the Avery wizard for Microsoft Office from the Avery website
  3. Merge your contact data with the Avery Wizard
  4. Print the label, peel and put in envelope

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OfficeClip Tips

Create Campaigns and Newsletter using the Contact Manager

by vasantha 15. February 2011 22:45

In the past we have received many questions about how to use the Campaign feature of OfficeClip and I thought that this blog, along with the video, will give a good idea. In short the campaign manager can do a few things:

  • Send Html or text emails to some or all your contacts
  • Ability to send campaigns made using Microsoft Word via the campaign manager (as html email)
  • Use mailmerge to merge contact information with the print campaigns made with Microsoft Word.

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How to manage duplicates in the Contact Manager

by SK Dutta 8. February 2011 02:00

OfficeClip Web Contact Manager allows administrators to manage duplicate entries. Duplicates can occur when data is entered or imported from various sources. The most likely reason for duplication is when data is imported without preprocessing and cleaning. OfficeClip presents all the duplicate sets to the user in an organized format allowing them to Skip, Merge and Delete duplicate entries.

This article explains various ways duplicates can be found in your contact files and how they can be resolved. Note that the users without administrative privileges will not have access to this feature.

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