About Journalizing

With ChannelCRM you can save any kind of documents in a way that associates the document with the company, contact, project or activity to which they logically belong. For instance under an activity named "hand over proposal" the actual proposal document is stored and visible as a word document or pdf or email. But if you open the window with the contact person that participated in the activity you will also find the document in the document folder of this contact. If you look in the company window for the company that the contact is working for (the company that you gave the proposal) you will find the document there aswell.

When looking for the proposal a couple of months later the upward inheritance will probably help you a lot.

Journalization happens automatically. The ChannelCRM system will make sure that your sent and recieved e-mails are copied (with attachments) and journalized under the company and contact they belong. If you create the documents from within the system the documents will automatically be journalized where you create them. If you have documents outside the CRM system you may simply drag and drop the onto the document folder of the entity they belong to.

Hyacint is not happy that documents are automatically journalized: "I have placed all my emails in my own system. have a folder for each company, this works for me"

Well, it is fine that Hyacint is trying to control her own communication, she is making a standalone isolated mine CRM system for herself. But what about her manager and colleagues? How do they get access to the emails? What about other types of documents? How will you easily get an overview of all proposals?

Kent Fast is fine with journalization "If have ever tried to look for a proposal that your customer is referring to, without being able to find it, then you don't ever want to be in that situation." Kent appreciates that all communication between his company and his key accounts is neatly organized under the company -regardless of who communicated and when.

From most places in the ChanelCRM system you are able to create documents (Office or Outlook). Creating a document from within the CRM systems is done by pressing the "Create New Document" button, choose document type and maybe also a template. For instance from the activity window for a meeting you may use a template for an email with a standrd meeting confirmation. Then the meeting confirmation is automatically filled in with customer, information and information about time and place, and you only have to fill in the specifics of he meeting like agenda, purpose etc.

When creating the document from inside ChannelCRM it is automatically journalized under the item that you created it.

I de fleste tilfælde kan det betale sig at oprette dokumenterne automatisk fra ChannelCRM, blandt andet fordi du derved kan flette kontakt- og anden information ind og dermed spare tid.

Fra tid til anden vil der dog være dokumenter af anden oprindelse, som du vil have glæde af at lægge ind under kontakter, firmaer, projekter, aktiviteter eller andet. Det kunne f.eks. være at lægge en kontrakt fra juridisk afdeling ind under kontrakten i ChannelCRM. Eller at lægge et scannet brev ind under kontaktpersonen, som sendte brevet til dig.

I disse situationer gælder at alle dokumenter blot kan drag-droppes ind på dokumentlister. Hvis du drag-dropper ind på dokumentlisten i faneblad under en kontakt, så vil dokumentet i kopi blive lagt på den udpegede fil-server og der vil blive oprettet et link i dokumentlisten. Fuldstændigt som hvis dokumentet var oprettet af ChannelCRM.

Denne drag-drop mulighed virker fra Windows Stifinder, fra skrivebordet og fra Outlooks lister over e-mails. F.eks. din indbakke.

Normal er det en fordel at det er dokumentet i kopi, der journaliseres. Det betyder nemlig at du uden problemer kan slette originalen eller i det mindste ikke behøver at bekymre dig om backup mv. af originalen. Det betyder også at dine kolleger kan se dokumentet, uden at de skal have adgang til din PC.

Hvis du alligevel - fra tid til anden - vil nøjes med at journalisere links til dokumenter, så kan det også lade sig gøre. Så skal du bare lade kontrol-tasten være nedtrykket mens du drag-dropper.

Nogle kunder udtrykker bekymring over det store pladsforbrug ved kopieringen af dokumenter. Vores svar er her at det normalt vil fylde mindre plads at have én version liggende på en fælles server end den ofte forekommende situation, hvor samme dokument ligger på flere brugeres pc’ere. Og under alle omstændigheder er lagringsmedier blevet så billige at man kan have megen korrespondance liggende for en krone.

De helt store gevinster er dog at du kan have reel sikkerhed mod datatab (det er nemt at lave backup på en server), at dokumenterne (inklusive e-mails) bliver tilgængelige for flere og at dokumenterne gemmes logisk i den sammenhæng de er anvendt. Uden at du skal opbygge mærkelige folderstrukturer for kunderne.