Step 4: How to use your CRM

Now that you’ve gone through your settings checklist and gotten everything squared away, let’s cover the basics of using the system. 

In this article we'll be covering:

  • What you see on your dashboard
  • How to create records, contacts, etc
  • Keeping track of what you’re doing with potential or current customers
  • How to easily find what you are looking for
  • Storing the right data on your records
  • How to group your records together so you can easily plan your day
  • Organizing your sales or business process

 

Your dashboard

When you log into ProsperWorks, the first screen you see is your dashboard. Think of it as your control panel for your information.  

From here you can see the following information:

  • Suggestions on which contacts to add to ProsperWorks
  • Your calendar events for the day
  • Your forecasted sales and forecasted pipeline
  • Opportunities you are following
  • Your upcoming tasks
  • Contacts you’ve had conversations with recently

This is a great place to start your day from and make your plan of attack!

 

 

Creating records

With any CRM, you’re going to need to enter your data!  So how can you create Leads, People, Companies, etc?

You have the ability to create records from anywhere you can access ProsperWorks; our web application (www.prosperworks.com), our Gmail Extension, or our Mobile App.

The easiest way to create a record is by using our Gmail Extension to quickly add any contact you’ve emailed with into the system with a few clicks:


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You can also create a record by looking for our global “create” icon. Below we list where it is found in each product view:

Web application




Gmail extension



 

Mobile application




Example:  You met Taylor at a conference and they gave you their business card.  Later, you log into ProsperWorks and enter their contact info as a Lead:



 

Keeping track of your Activity

One benefit of using a CRM is being able to see what you’ve done in the past.  Did you send someone an email, or did you give them a call?  ProsperWorks allows you to do this by logging your Activity.  Activity are things like emails (which sync into the system automatically), phone calls, and meetings.

For emails, your activity will sync automatically into the system, but for things like phone calls and meetings, simply add the activity type and any notes you have by clicking on the arrow next to the Log Note option of your feed:


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Example:  When you entered Taylor’s info, you also wanted your team to be able to see that you had met with them. You logged a Meeting activity on their record with the notes about your meeting:




Searching for records

ProsperWorks has great search functionality to help you find exactly what you’re looking for.  Our global search lets you search across Companies, People, Opportunities, Projects, Tasks, Leads, and Custom Fields from one spot.



 

Search will show suggested results as you type and allow you to expand and see all results.  Suggested results will be grouped by entity type (Companies, People, Opportunities, Projects, Tasks, Leads) and will display 5 of each entity type.

You can view "all results" by clicking Enter on your keyboard, or by clicking the first result, which says "view all results".

You are not able to search for the following:

  • Date Fields
  • Priority
  • Custom Checkboxes
  • Currency Custom Fields
  • Percentage Custom Fields
  • Numerical Custom Fields

You can learn more about search in our Knowledge Base article here!

Capturing the right data

One of the core values of a CRM is its ability to store important information.  While each record type comes with default fields such as Email, Name, Value, etc, you may need to store more beyond that.  To do this, your administrator can create Custom Fields for your account to capture information that ProsperWorks doesn’t have out of the box (ex. Product Purchased, Time Zone, etc).

Tags are another way to store information that may not work for Custom Fields.  Think of a tag like an actual sales tag on a product.  Something that you attach to a record that helps you identify it.  For example, you could tag a group of leads with “SalesCon17” if you met each one at a specific sales conference.  This would allow you to remember exactly where you met them, without having to create a Custom Field.  

While we always suggest trying to use Custom Fields first, Tags can be useful when fields don’t make sense.

Example:  If you want to remember where you met Taylor from, you could tag their Person record with the name of the conference you met them at.

 

Organizing your records

The more records you have stored inside of ProsperWorks, the more important it will be that you are able to organize them into a format that make them accessible!

Custom filters are the key to being able to do this.  To find your filters, look for the icon below when you are viewing a list of records:



You can filter by each record type (People, Companies, etc), and you can filter for any field, except for text or URL fields.

For example, if you want to only view People records that are marked as Potential Customers, you can click on your filter, choose Contact Type, and mark Potential Customer.

 



This will bring up a list of those types of People records.  You can then save this filter if you want to refer back to it later.

This allows you to create a number of different saved views that you access whenever you need.  It’s a great way to stay organized and on top of the records you need to follow up with!

 

Organizing your sales or business process

A Pipeline is the area in ProsperWorks your Opportunities are organized into. It represents the process or steps you use to move those Opportunities towards completion. We use the term “Stages” for those steps. Organizing your Opportunities into a Pipeline allows you to see where each one sits and is helpful in prioritizing which deals you should focus on.

Example:  “Whenever you identify someone as a fit for business, you try to set up an initial exploration call, then have a demo, and finally have a negotiation call.  These 3 Stages or steps make up your sales Pipeline.  When you identified that Taylor is a potential customer, you create an Opportunity titled “Name - 5 units of business magic”.

Shortcuts

Lastly, we've made it easy for you to quickly navigate ProsperWorks with our handy hotkey shortcuts!

You can access these by clicking on the '?' icon in the upper right hand of ProsperWorks, or by entering 'Shift + K' when you are logged in

 

You've made it to the end of the guide! Go forth and prosper!

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Now that you've finished getting your account set up, we recommend you explore our Knowledge Base which offers more in advanced guides, How-To's, troubleshooting, and other helpful content that the most successful ProsperWorks users rely on!

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