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Using Predictive Dialer with Web Contact Manager

by Admin 2. February 2011 13:06

OfficeClip Contact Manager can now be used with Predictive Dialers. Steve Pavent CEO of Bluepayment.com has integrated such a dialer with his OfficeClip Contact Manager Suite. 

"The beauty of this system is that you do not need to have any expensive equipments to set it up. All it needs is a broadband connection and a usb headset", says Steve Pavent. Integrating with the predictive dialer is saving at least 50% compared to the conventional dialer he was using with OfficeClip before. The workflow of this dialer is shown below:

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OfficeClip Tips

Use MS Office(R) to create your Campaign and send it via e-mail

by vasantha 17. January 2011 20:08

Some of our customers requested us to provide an enhancement to the OfficeClip Contact Manager so that they are able to create campaigns using the Microsoft Word® and be able to send them using the html email supported in OfficeClip.

One way is to do this is to create a Word campaign and then export it to html. This creates a few issues:

  1. The html created by the word document is not clean and can cause problems in many email clients
  2. The images are stored in a different folder and so they cannot be sent via email resulting all the graphics to be replaced by placeholders
  3. Most of the email clients switches off external files (for privacy reasons) unless it is from trusted source.

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OfficeClip Tips

Social Networking changes in OfficeClip

by SK Dutta 12. January 2011 17:23

With 2011 we have add two more ways for our users can communicate with us better. The first one is to capture your Ideas and Feedback in a better way and the second an OfficeClip Facebook Page to keep in touch with our customers who already has facebook account.

The new OfficeClip Feedback system allows users to:

  • Enter ideas and feedback
  • Vote on existing ideas and feedback
  • Keep track of the status of feedback. OfficeClip developer would monitor this forum and post statuses on each feedback
Every month we are giving away a $50 amazon.com gift certificate to the most useful and popular feedback on the feedback forum.

The OfficeClip Facebook page will let you keep track of all the changes that are going on with OfficeClip products and services.

In addition to this we have OfficeClip Blog site, Tweeter feed, LinkedIn Page and Support Forums. Join us in these forums to get more information about OfficeClip.

Photo courtesy hanspoldoja

 

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OfficeClip Tips

Use Tags to loosely organize Contacts in OfficeClip

by vasantha 19. November 2010 14:32

TagsTo organize contacts, accounts, opportunities etc. in OfficeClip Contact Manager you can use user-defined fields. This can be used when you are setting a single property to a field, say, you want to specify that an Account has a yearly Contract. However, it is not easy to represent something whenever there is a one to many relationship exists. for example, say we want to say that an Account is a reseller and a partner, whereas another account is an end user and a reseller. 

Tags can help in this situation as it allows you to put as many tags you need for any entity you like. For example, in OfficeClip Contact Manager, you can create a tag called Customer Type, and set three values under it.

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OfficeClip Tips

Send Invoices to your Customers using OfficeClip

by SK Dutta 27. October 2010 13:16

OfficeClip now has a new application for invoicing customers. There is no need to export or synchronize your accounting system information with OfficeClip. You can directly invoice customers from within OfficeClip.

This feature will be useful for our service oriented users who does their Contact Management, Account Management or Web Timesheet using OfficeClip. It is available as an add-on to OfficeClip Web TimeSheet and Contact Management module.

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OfficeClip Tips

Share Project information with your customer

by SK Dutta 5. October 2010 21:10

OfficeClip Extranet allows you to share your project information with your customers and service providers. For example, suppose you want to share timesheet summary with your customer so that they can, at any time, see how much time is spent on various tasks. You will need to follow the steps below:

  1. Create a Timesheet Report that you want to share and save the report
  2. Create an Extranet customer login
  3. Create a Share for the report that you creted and give access only to your customer
  4. Send the automatically generated email to the customer

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OfficeClip Tips

Issue Tracker: How to Capture Customer Cases via Email

by Admin 19. June 2010 14:53

Web Issue Tracker allows you to publish an email address so that your customers and prospects can report issues to the tracker via email. The following features are available:

  • Email Attachments are converted to documents in the issue tracker and linked with the issue.
  • The subject line of the email is imported to the Title of the issue of the body of the email is imported to the description of the issue.
  • Defaults can be set for the issues created from the email.
  • The scan rate of the POP account can be controlled.

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OfficeClip Products | OfficeClip Tips

Tip: Customize your Header and Footer

by vasantha 28. April 2010 20:49

We have made the customization of the Login screen and footer easier. You can now use the HTML editor to insert any arbitrary html (for example your website header) in OfficeClip. In order to do this, login as site administrator and go to Manage Site Information, there you will see options for managing site header and site login.

Using the Login Screen Setup the following features can be customized:

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OfficeClip Tips

Duplicate Management in the Contact Manager

by vasantha 5. April 2010 11:21

Starting with release 8.2.3, we have implemented a duplicate management system to weed out duplicate contacts present in the OfficeClip Contact Manager. Currently there are two places where duplicates are managed:

  1. OfficeClip administrators are able to detect existing duplicate contacts and merge or remove them.
  2. While importing contacts, duplicates can be ignored at input.

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OfficeClip Tips

How to create a public knowledge base using OfficeClip

by vasantha 2. March 2010 15:21

Have you wondered how you can create a knowledge base using the Web Issue Tracker in OfficeClip? Creating a knowledge base can save you valuable support time by allowing your customers to handle simpler issues themselves without repeatedly answering the same questions. Using the OfficeClip Bug and Issue Tracker you can create a new binder for the knowledge base and then make the binder available to your users at your website.
 
One of the advantages of creating a knowledge base using OfficeClip is that you can make both a public as well as secured knowledge base. The public knowledge base can be kept on your website for anyone to browse. The secured knowledge base can be provided to your customers and partners so that they can use it from a password protected area.

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OfficeClip Tips

Share OfficeClip with your Customers without creating an account

by Admin 15. February 2010 15:18

You may want to share a document with your partner or a timesheet report with your customer but without giving them the OfficeClip login. 
 
OfficeClip Extranet can be used in two modes:

Public Sharing
 
Public Sharing allows you to share information by giving your customers a link. They can then click on the link and get the information. This is useful when you want to share many documents or show a calendar on your website. If, for example, you want to share a document with a partner, you can select the document and the extranet application will then give you a link to be sent to your customer, which when clicked will show the document to your partner.
 
 

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OfficeClip Products | OfficeClip Tips

Strategies for Managing Remote Offices Efficiently

by SK Dutta 25. January 2010 14:58

Managing data in a remote office is often complex and challenging. Some tasks can be completed independently, but others require consolidation. Potential issues include the following:

  • How are your employees billing their time?
  • How are projects being implemented?
  • Are problems communicated effectively between branch offices?
  • Are internal issues and customer issues tracked efficiently?
  • Are resources having special knowledge being used effectively by various organizations?
  • Are these organizations securing all data?
  • Are processes that can be tracked centrally (e.g., contacting leads via phone) be done more efficiently?

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OfficeClip Tips | Small Business Tips

Two inexpensive ways to do Backup, File Replication and Synchronization

by SK Dutta 8. December 2009 11:32

Backup Disk

If you do a Google search on Backup, File Replication or Synchronization software you will see hundreds and thousands of hits. I want to share with you two tools we have been using effectively for sometime that a small business can use for little or no cost.

  • SyncBack - Allows you to sync your files from your computer to an ftp site. This is essentially a nice ftp backup utility with lots of options.
  • DeltaCopy - It can synchronize large files very quickly by sending differences between the files in small compressed chunks.

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Developer Resources | OfficeClip Tips

DCAA compliance requirements for Timesheet

by Admin 5. October 2009 13:10

All Employees (and consultants) of Government Contractors must comply with the DCAA (Defense Contract Audit Agency) regulations and Federal Accounting Regulations (FAR). Failure to comply with such rules may result in penalties and lose government contracts.

DCAA requirements are about implementing procedures for timekeeping (and accounting) in the organization to ensure prevention of fraudulent billing to the government. Note that this means that the submitted timesheets become legal documents of the company.

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OfficeClip Tips | Other

Web Timesheet can now track time for all applications

by Admin 21. September 2009 14:09

Many of you have requested a feature which would allow time spent on fixing issues, tasks or speaking with the contacts can be imported into OfficeClip Timesheet so that these time could be billed to the clients. Because OfficeClip customers have varying needs, this created some implementation challenges:

  1. What if the user does not use the OfficeClip Timesheet? In this case we are providing additional configurable reports.
  2. You want to export only some work items to the OfficeClip Timesheet. We have created a wizard interface that will allow users to pick and choose what is imported.
  3. Also, OfficeClip Timesheet should be flexible enough so that free form editing is available after the information in imported to the timesheet.

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OfficeClip News | OfficeClip Products | OfficeClip Tips

Creating Relationships in OfficeClip Contact Manager

by Admin 3. June 2009 08:06

Relationships exist in various forms in the real world and any software, including OfficeClip Contact Manager, could not possibly think of and fulfill all the possible relationships while implementing the system. To fill this gap the Web Contact Manager provides the ability to create arbitary relationships between various entities in OfficeClip. For example:

  • For Real Estate transactions, a Broker can be a relationship between two Contacts
  • An Account can be a Partner of another Account

Relationships are shown as the "children" of the object (for example Contacts, Accounts etc.) to which it is attached. A relationship is always created between two objects and OfficeClip shows this relationship as a "child" of both these objects.

To create a new relationship, go to the object that you want to create the relationship with and click on the Relationship link (on the object detail screen). For other tips on using the OfficeClip software and the Contact Manager in your business, check out our forum.

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OfficeClip Tips | OfficeClip Products

New Feature: Mileage calculation

by Admin 19. May 2009 09:05

We had many requests for this feature and so we have implemented the mileage calculation module within OfficeClip's Expense Report.

To use it the administrator must first set the mileage rate from the Expense Report > Profile screen and create a expense type called mileage.

Whenever a user fills up an expense report and selects the expense type mileage, the number of miles entered will automatically be multiplied by the mileage rate.

Mileage Calculation for Web Expense Report

Mileage Calculation for Web Expense Report

We are confident that this new feature will help OfficeClip users to better track the expenses for their projects. Inadvertent errors will be significantly reduced and the automatic calculation will save time from entering the mileage rates manually.

To see other new features and enhancements for OfficeClip 8.1.1, check out our blog article that describes them in detail!

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OfficeClip Tips | OfficeClip News | OfficeClip Products

How to allow users to access OfficeClip from home

by Admin 10. May 2009 18:05

Many OfficeClip administrators (who have installed version of OfficeClip) have asked us how they can allow people to access the software from home (or anywhere outside their office). This article will discuss various ways of doing this.

OfficeClip works with the Internet Information Server (IIS), so it is a matter of making the machine with the IIS available outside your organization.

If your organization has a VPN connection

If your company already has a vpn connection, then you can use it to access OfficeClip.

If you are using DSL/Cable Internet connection

  1. Make sure you have a firewall rule on the OfficeClip machine that states that TCP/IP Port 80 is accessible outside your organization.
  2. Log in to your Dsl/Cable router and go to the port forwarding option.
  3. Open port 80 (TCP/IP) and forward all traffic to the IP address of the OfficeClip Server.

If you do not have Static IP Address

Get a free dynamic dns service. There are many free provider out there. We have tested it with a service called no-ip.com. This service allows you to use a real name (instead of the dynamic ip address) to connect to the OfficeClip server from outside your organization.

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OfficeClip Tips | Developer Resources

How to create a help desk using the OfficeClip Web Issue Tracker

by Admin 15. March 2009 15:03

OfficeClip Issue Tracker can be used in various ways. This articles shows how to use it as an IT help desk.

  1. Setup a Binder: Binders are containers that holds issues. You can create different of binders for different things. For example, one binder can hold Internal Software bugs and another binder can hold customer issues. More detail on how to set up a binder is available here.
  2. Configure fields: Each binders can be configured in terms of their fields and list values. After you setup the binder, you will be taken to a screen from where you can rename existing fields, add user-defined fields or select which fields should be shown on the opening screen.
  3. Setup appropriate Rules: OfficeClip Issue Tracker can be configured to notify users under various circumstances, for example, a rule can be created to email the issue to the person it is Assigned To. Also Escalation Rules can be created to take an action if an issue is not addressed for a specific amount of time. More details can be found here.
  4. Setup a drop-in mailbox: A drop-in mailbox is an email address that can be used by your customers to report issues via email. In order to use this feature, you will need to setup a POP account at your service provider. OfficeClip Issue Tracker will periodically go and check for mails in this mailbox. If found, any mails (along with attachments) will be captured and entered into the appropriate binder. More details on how to setup this feature is explained here.
  5. Create a web page for your users to report issues: Sometimes it is easier to have a web page from where your users can report issues. OfficeClip Extranet can be used to create an issue capture form. Extranet module will provide you with a URL that you can link to your website. Details on how to set this up is written here.
  6. Provide a secured page for your customers to manage issues: OfficeClip Extranet also provides flexibility to create secured extranet user accounts (these are different from your normal user accounts) that you can give to your customers. Using this account they will be able to enter issues, add notes to an issue and also change the status of an issue. See here  for more information.

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Small Business Tips | OfficeClip Tips | OfficeClip Products

Telecommuting: Planning it Right

by Admin 17. February 2009 12:02

Although gasoline prices have fallen drastically in the last few, the economy has gotten far worse. Those still employed are looking for any way possible to save money and are putting in more and more hours at work. Now, with online software like OfficeClip, workers can log in from any computer with an internet connection and manage their contacts and issues, and submit their timesheets. This means telecommuting has never been easier or more efficient.

 

Benefits and Risks


IBM estimates that teleworking can help improve worker productivity by about 20%, while reducing stress, cutting commute time and giving workers a better work/life balance. This is great news for employers and employees alike. While this seems like a good way to make workplace improvements in the current economy, a workable solution must address remote access needs of teleworkers and handle the security risks this can bring. It is important to realize that without proper security in place, an organization's sensitive information can be exposed to outsiders.

Additionally, there are risks of viruses which can be transferred from an infected device to other computers on your network and of hackers who could effectively destroy much or all of your important data and information.

None of this has to be a reason to abandon telecommuting.  There are solutions out there, such as SonicWALL, which delivers real-time security that can fit into the most demanding network infrastructures. Solutions like these ensure that employees can telecommute without risking any company information or exposing the networks to viruses or hackers.

Tell us how you are using telecommuting in your company by leaving us a comment.

 

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