Comidor Accounts refers to objects related to your business such as customers, vendors, partners, and competitors. Comidor Accounts enables a 360-degree approach for managing all of these entities and enables any business to gain competitive advantage. Comidor offers the option to categorize your Accounts and manage them more efficiently, send group internal notifications and external emails and email a form (e.g. questionnaire) to conduct surveys quickly and efficiently.
Note that Accounts are also accessible via Contacts. New Accounts can be added from Packages > Sales Automation > Accounts on the main menu on the left or the quick add feature on the right side of the screen (only basic information can be added via the quick add option).
Create an Account
- To access Accounts go to Packages > Sales Automation > Accounts
- Click at the top of the screen on the + Icon to open the Create Account form.
- Complete the Basic Info.
- Add the Name and a code for the Account
- Select Important if, for example, it is a key account
- Select a Category – select a previously added category from the drop-down list or add a new Category
- Select the Size of the Account (Very small, Small, Medium, Large, Very Large) based, for example, on the number of employees
- Select the Sector (Public, Private or Other)
- If the Account you are about to add is a division of a larger functional group, you can add the Headquarters Account (e.g. holding company)
- If the Account being added is a company of a larger division, you can add the Division name
- Select the Persona of the account
- If the Account / Company has a logo you can upload it
- Create an account folder – ticking the checkbox creates a public folder in the DMS for documents related to the account
- Continue by adding the Contact Info and Address.
- Add contact telephone numbers e.g. Work Phone, Personal Cell phone, Fax.
- Add a Corporate website, if available
- Add email addresses (EMail, Alternative Email 1, Alternative Email 2, Alternative Email 3)
- Complete Country and Location details (Address, Town/City, Post Code).
- Shipping and Billing Address details can be added. If different, fill in details or tick Same as address and the information will be populated automatically
- Select Account type by ticking the appropriate checkbox (Customer, Vendor, Partner, Competitor). Add the state for each Account type (Potential, Active, Inactive, Lost, Was) and then as an example match the customer with a specific Product or Service you sell
- Add Accounting preferences – Vat Reg No, VAT Code and Preferred Currency
- Add details for Social Media accounts such as corporate Skype name, LinkedIn, Facebook, YouTube, and Twitter
- Choose the Account’s ownership. Select the manager of the department and responsible users that communicate most with this Account. In practice, these users will have access to any communication made (by company Email) with that Account. If these are fields left blank, the system will use the Account creator’s name
- Add a description for this Account
- Select the desired Save option (refer to Quick Reference Guide)
After the account is created contact is created and linked with the Account automatically.
Edit an Account
- To access Accounts, go to Packages > Sales Automation >Accounts
- Click on the Account you want to edit
- Click on the Pencil Icon to view and edit the details
- Edit the information you wish (learn more about all fields in Create an Account section)
- Select the desired Save option (refer to Quick Reference Guide)
View and Manage an Account
- In order to access Accounts, go to Packages > Sales Automation >Accounts
- Click on the Account you want to view
- On the Summary you can view the details
- Click on Branches in the left panel to see all branches of an account or click on New to Create a new Account which is a Branch of the account that is open
- Click on Form Answers in the left panel to see all survey forms responses or complete a new response in a survey that has been created and is related with the Account
- Select the survey, the editor from the users’ drop-down menu and the access rights of the response i.e. private, public, internal
- Select the desired Save option (refer to Quick Reference Guide)
- View previously added Projects, Tasks, Contacts or Processes by clicking on the options on the sidebar. Click on New to Create a new Project, a new Task, a new Contact or a new Process. The Account will be automatically connected with the option you select
- If a user has access to the Accounting module, all Income and Expenses that have been added and approved for the Account will be viewable. Click on Accounting in the left side panel
- Click on Contacts in the left side panel to view existing contacts or create new contacts that are associated with the Account
- Click the Comment Icon to add a note or comment about a specific Account. Users that have access to that Account will receive a Note-Notification when the note is added. Add a comment using plain text or open the enriched HTML Editor (Open editor). Users can click on refresh to see new comments; click on show more or show less to see the required number of comments
10. Click on Tags to add a Tag to the Account and also set the access e.g. private, group, internal or public. Previously added tags can be managed here
Adding tags to Accounts will assist in the grouping, filtering and searching for Accounts. Saved filters and tags of grouped Contacts will help with sending group emails to them
- Click on Links to add a new Link between this Account and any other Comidor object e.g. a Project, an Event, etc
- Change View and Change Rights on an Account by clicking on the Actions Icon
- Selecting the Rights tab, you can choose to give access to a group that you are a member of or select multiple groups and/or users from Allow options on the left side of the pop-up box. You can restrict specific users of groups from viewing this Account
- Click on the Actions Icon when in an Account to perform extra actions, such as:
- Delete – to delete the Account. A pop-up confirmation box appears
- Link – to add a new Link between this Account and any other Comidor entity e.g. a Project, an Event, etc.
- Notify – to send a Notes-Notification to specific Comidor groups, Comidor users or external recipients via email (provided that you have already connected your email in the system).
- Send an Email – the mailbox will open and a new email form (provided that you have already connected your email in the system). Click on the Account’s Email in the Account’s Summary view
- Click on Email a Survey to send an existing survey to the Account’s email (the user will need to have access to use this feature)
- Select the Sender Email Address from the email addresses in the account
- Select the previously created Survey from the list
- Supervisor, Editor, Admin 2 are automatically taken from the Survey-Process
- Add the subject of the Email
- Load a specific Email Template from your mailbox or add your message in the HTML Editor
- Click on Send to send the Email with the survey
Manage a group of Accounts
- In order to access Accounts, go to Packages > Sales Automation >Accounts
- Select the Accounts’ check boxes you want to manage
N.B. when you are performing actions on accounts, pay attention to any filters or searches that have been applied.
- Select one of the options:
- New email: a new email form opens with each of the selected Accounts’ email addresses in the recipient field
- Link with: to add a new Link between these Accounts and any other Comidor entity e.g. a Project, an Event, etc
- Delete: to delete the selected Accounts. A pop-up confirmation box appears
- Email a Survey: send an existing survey to each of the Accounts’ emails (you will need to have access to perform this action)
- Select the Sender Email Address from the emails you have connected to your account
- Add Sender Name
- Select the Survey from the list
- Supervisor, Editor, Admin 2 are automatically taken from the Survey-Process
- Add the Subject of the Email
- Load a specific <Email Template> from your Mailbox or add your message in the <HTML Editor>
- Click on send to send the email with the survey
- Rights: Access Rights of Accounts can be adjusted. Selecting the View Rights tab, you can choose to give access to a group that you are a member of or select multiple groups and /or users from Allow options on the left side of the pop-up box. You can restrict specific users of groups from viewing these Accounts.
- Change Category: Change Account Category by selecting another one or adding a new one
- Tag: add tags to selected Accounts. Tags can be specified as a private, group, or internal. Adding tags in Accounts will assist in the grouping, filtering, and finding them. Saved filters and tags of grouped Accounts will help in sending group emails
View a group of Accounts
- To access Accounts, go to Packages > Sales Automation >Accounts
- Select the View you wish to see the Accounts in.
N.B. when you are performing actions on accounts, pay attention to any filters or searches that have been applied.
- Select Print the current view from the Actions button – another tab will open with the print preview. Then, follow your browser’s printing procedure to print
- Select to Export in a *.xls file
- Click on reports on the top right of the page. You will be redirected to Account Reports and a new tab will open in the Active Units Bar
In Account Reports, you can view previously created Reports, such as Account Overview, Account per Category, or Accounts per Country. You can then apply multiple filters depending on the selected Report and view the results in a Content or Graph view. You can also Print or Export the results.