Notation System

Overview

The notation system is the heart of the CRM. It allows you to keep track of your interactions with contacts and members, but goes beyond that, allowing you to add notes to almost every feature of the program (such as products or invoices). This allows your employees to stay coordinated when working with features throughout the program.

Labels

Every note can be assigned a "Label". A label is a way of classifying a note based on what it relates to.

Some labels have special purposes, such as the "To Do" label, which adds the note to an employee's to do list.

To create custom labels, go to "Contacts > Note Labels". Each custom label can have a name and a color assigned to it. This helps you quickly differentiate between different types of notes. A note label appears as follows once rendered:

Creating a Note

Your can create a note from almost any feature of the program (members, contacts, products, etc.). To create a note, load the slider for the feature and click on the green icon in the "Notes" tab (see "Managing Notes", item number 1).

The note creation popup looks like this:

  1. Subject of the Note: This is the contact or member to whom this note concerns.
  2. Creation Date: Date the note was posted.
  3. Deadline: When the actions found in the note's body need to be completed by. Please see "Managing Notes" below for details.
  4. Note Label: This classifies the note a specific type of note.
  5. Accessibility: This controls who can see the note, and also if the note is directed towards one employee in particular.
  6. Next Action Date: If checked, posting the note will also extend the contact's "Next Action" date, as per the account's contact frequency.
  7. Title: Title of the note. Should be used as a very basic overview of the note's content.
  8. Note Body: This is the actual note content.
  9. Attachments Tab: Clicking this tab allows you to upload files and documents that will be "attached" to the note and assigned to the users.

Delegating Tasks

If you are an administrator and wish to delegate tasks or otherwise "assign" a note to an employee, when you are creating the note, under "Note Accessibility" select "Specific Employee". The "Employee" field will appear. Select the employee to whom you wish to delegate this task. The note will now appear on that employee's calendar, and depending on whether you selected a deadline, or the "To Do/Appointment" label, list of appointments and/or to do list.

Managing Notes

  1. Add Note: Click the tab to load a list of notes for this user. Click the green icon to also quickly add a note for this user.
  2. Mark Complete: The checkmark icon allows you to mark any note with a deadline as "Complete". The "X" icon deletes a note.
  3. Label: Rendered note label.
  4. Value: Note value and total value based on the sum of all note values combined. Note that the "Value" column is not standard in note tables, so you may need to click the "Gear" icon to add it to the table.
  5. Note Status: A green background represents a completed note, while a orange background represents an overdue note.

Deadline

By establishing a deadline, you are telling Zenbership that something needs to get done by a specific date. With this in mind, Zenbership will add the item into the "Deadlines" section of the homepage and the control panel.

Appointments

Any note marked with "Label = Appointment" will be considered an appointment. The "Deadline" controls when the appointment is.

To Do

Notes marked as "To Do" have the special distinction of appearing within an employee's personal to do list. This list can be accessed from the sub-navigation on the homepage, or from the employee's management menu in the top right corner of the control panel.

Unlike deadlines, To Do items may not have a due date, meaning that they may or may not appear on an employee's list of deadlines.

Value

Value is a reference tool that is used to assign a monetary value to a note. For example, if you are quoting a project worth $35,000, you could set the value of the note to "35000". The program will then add up the value of all notes associated with a member or contact and provide you with a "Total Value" (item 4 above) for the user.

Note that this is strictly for reference. This value is unrelated to the "Expected Value" of a contact and does not factor into any statistics or reports.

Marking Completion

For any note with a deadline, you can mark the note as "Complete" by clicking on the "Mark Complete" icon (item 2 above), or by loading the note and clicking on the "Mark Complete" button in the top right corner of the note's popup.

Printing Notes

A printer-friendly version of every note is available by loading the note and then clicking on the "Print" icon in the top right corner of the note's popup.

Note Streams

Accounts have the unique ability to create a "stream" of notes posted to every contact and member assigned to that account. You can access this stream by loading an account's slider and clicking on "Note Stream".

Homepage Deadlines

Any note with a deadline within the next seven days will appear on the homepage of the employee who owns the note under the "Deadlines Within 7 Days" section.

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Published on 2013/07/11.
Last updated on 2013/09/21.

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