Records & Actions

Updated till version 1.1.9

Relations

Relate deals together

There may be existing deals that relate to the one you are working on, and their details can help add more context.

• Once you add a relation, it will appear in the Related Deals section.
• The Related Deals section is visible on both the original deal and the related deal.
• Clicking on the related deal will open the deal in a new tab on your browser for easier viewing.

To relate tickets together:

1. Open a lead/ opportunity.
2. Under the Related Deals section, click the plus icon .
3. From the Deal dropdown menu, select the deal to be linked.
4. Click Add.

Perform actions on a related deal

1. Open a lead/ opportunity.

2. Under the Related Deals section, click the kebab menu icon next to the linked deal to perform the following actions on it:

   • Edit in overlay
   • Clone
   • Add a new activity
   • Copy a link

Attachments

Add an attachment to a lead/ opportunity record

1. Open a lead/ opportunity record.

2. Scroll down to the Attachments section and click the plus icon .

   • You can also add an attachment when you create a new lead/ opportunity.

3. You can also click the plis icon in the upper right corner of the Attachments section.

4. Select a required file/ image from your computer.

Edit attached files

1. Open a lead/ opportunity record.
2. Click the pencil icon in the upper right corner of the Attachments section. You will be redirected to the "Edit attached files" page.
3. You can change the name of the attached file/ files or add a description.
4. Click Save.

Download attachments in a lead/ opportunity record

There are 2 ways to download attachments.

Way 1. From the "Lead/ Opportunity Details" page.

1. Open a lead/ opportunity record.
2. Under the Attachments section, hover the pointer over a file/ image you want to download and click the download icon .
3. (Optional) You can download all of the attachments at once. Click the download icon in the upper right corner of the Attachments section.

Way 2. From the "Edit attached files" page.

1. Open a lead/ opportunity record.
2. Click the pencil icon in the upper right corner of the Attachments section. You will be redirected to the "Edit attached files" page.
3. Click the download icon next to a required file.
4. (Optional) You can download all of the attachments at once. Click the Download all files button.

Delete attachments in a lead/ opportunity record

The deletion process is non-reversible and hence must be exercised with caution.

There are 2 ways to delete attachments in a lead/ opportunity record.

Way 1. From the "Lead/ Opportunity Details" page.

1. Open a lead/ opportunity record.
2. Under the Attachments section, hover the pointer over a file/ image you want to delete and click the trash bin icon .

Way 2. From the "Edit attached files" page.

1. Open a lead/ opportunity record.
2. Click the pencil icon in the upper right corner of the Attachments section. You will be redirected to the "Edit attached files" page.
3. Click the trash bin icon next to a required file.
4. (Optional) You can delete all of the attachments at once. Click the Delete all files button.

Bulk actions

Bulk edit leads/opportunities

You can act on multiple lead records in one go.

You can change only one attribute in all the selected lead/ opportunity records (such as Status, Lead Class, or Priority) or multiple attributes at once (such as Status and Lead Class together).

1. From the top navigation menu, click Leads/Opportunities.
2. Check the box next to the lead/ opportunity records you want to edit.
3. Select the pencil icon on the top menu that appears.
4. A new form will open where you can bulk update most of the same properties as an individual lead/ opportunity record, including lead/ opportunity class, priority, status, and more.
5. Click Apply.

Bulk delete leads/ opportunities

You can select multiple lead/ opportunity records and delete them at the same time.

1. From the top navigation menu, click Leads/Opportunities.
2. Check the box next to the lead/ opportunity records you want to delete.
3. Select the trash bin icon on the top menu that appears.
4. When prompted, click Yes to confirm that you want to delete the records.

Notes

Notes can range from simple text updates to let users know what is happening on the lead/ opportunity, to images, tables, and more.

Create a note

1. Open a lead/ opportunity.
2. Navigate to the Notes tab.
3. Click the plus icon.
4. In the Add a Note box, type your note.
5. Click Send.

Mention a user

If you need someone to know about a note, you can mention them in it. Type @ followed by their name, then choose the right person from the list. The person you mention will be notified about your note and can quickly jump to the lead/ opportunity record to see what is happening.

Edit a note

There are 2 ways to edit a note.

Way 1. Under the "Notes" section.

1. Open a lead/ opportunity.
2. Navigate to the Notes tab.
3. Click the kebab menu icon next to the note you want to edit.
4. Select Edit from the dropdown menu.
5. Make your changes.
6. Click Save.

Way 2. Under the "History" section.

1. Open a lead/ opportunity.
2. Below the "Lead/ Opportunity Summary" section, navigate to the Notes tab.
3. Click the pencil icon next to the note you want to edit.
4. Make your changes.
5. Click Save.

Quote a note

If you want to respond to a specific note rather than just leave a new note directly at the bottom of a lead/ opportunity record, you can create a note thread for this purpose.

1. Open a lead/ opportunity.
2. Navigate to the Notes tab.
3. Click the kebab menu icon next to the note you want to edit.
4. Select Edit from the dropdown menu.
5. Click the quotation mark above the box where you type your note.
6. Click into the text box at the bottom of this note thread and start creating your response.
7. Click Send.

Delete a note

1. Open a lead/ opportunity.
2. Navigate to the Notes tab.
3. Click the kebab menu icon next to the note you want to delete.
4. Select Delete from the dropdown menu.
5. When prompted, click Ok to confirm that you want to delete the note.

Entities

Create an entity

1. Open a lead/ opportunity.
2. Navigate to the Entities tab.
3. Click the plus icon.

4. Fill in all required fields and any other fields that you want:

   • In the Name field, type the name of the entity.
   • Select an entity type.
   • In the URL field, enter the link.
   • In the Description field, enter any other details about an entity.

5. Under the Attachments section, click the plus icon and select a required file/ image from your computer.

6. Click Save.

View entity details

1. Open a lead/ opportunity.
2. Navigate to the Entities tab.
3. Click the kebab menu icon next to the entity you want to view.
4. Select View from the dropdown menu.

Edit an entity

1. Open a lead/ opportunity.
2. Navigate to the Entities tab.
3. Click the kebab menu icon next to the entity you want to edit.
4. Select Edit from the dropdown menu.
5. Make your changes.
6. Click Save.

Delete an entity

1. Open a lead/ opportunity.
2. Navigate to the Entities tab.
3. Click the kebab menu icon next to the entity you want to delete.
4. Select Delete from the dropdown menu.
5. When prompted, click Ok to confirm that you want to delete the entity.

Roles

Roles are assigned to staff members to have access to VNCcrm.

Add a user to VNCcrm

You can add new or existing users to VNCcrm through VNCproject. Then, assign the roles to give users access to VNCcrm (Decision Maker, Project Manager, Technical Lead, and so on).

1. Open VNCproject.
2. Navigate to Project > Projects.
3. Click the down arrow icon next to All projects and select CRM.
4. Under the Description section, click Settings.
5. You can also click the kebab menu icon in the upper right corner and then select Settings from the dropdown menu.
6. On the top, select the Members chip.
7. Click the New member button.
8. Check the box next to a required user.
9. Under the Roles section, assign a role to a user you want to add to VNCcrm.
10. Click Add.

Add a CRM-Watcher role

You can add a user/ group to a watcher list for a particular CRM item — opportunity or lead. To do this, you will need to be an administrator so you can access the project settings.

• Watcher can see the respective lead/ opportunities in read-only mode.
• The list of watchers is displayed in the lead/ opportunity sidebar while navigating to the "Watchers" tab.

You can add a CRM-watcher role by going to the "Project Settings" page.

1. Open VNCproject.
2. From the "Project Settings" page (navigate to the Project > Settings), select the Members chip.
3. Click the New member button.
4. In the "New member" popup that opens, search for a user or group you want to assign the watcher role.
5. Under the "Roles" section, check the box next to the CRM-Watcher.
6. Click Add.

Now you can add a watcher to a lead or opportunity while creating/ editing it.

Create a role

1. Navigate to Configurations > Roles.
2. Click the + New Role button.
3. In the Name field, type the name of the role.
4. Click Save.

Edit a role

1. Navigate to Configurations > Roles.
2. Click the kebab menu icon next to the role you want to edit.
3. Select Edit from the dropdown menu.
4. Make your changes.
5. Click Save.

Delete a role

1. Navigate to Configurations > Roles.
2. Click the kebab menu icon next to the role you want to delete.
3. Select Delete from the dropdown menu.
4. When prompted, click Ok to confirm that you want to delete the entity.