Concord CRM consist of three main resources which are considered to be key to your sales process, as most of the features are similar, we will try to explain in a more general way how to create, delete and update records for such resource.
The docs below are related to the three main resources contacts, companies and deals.
# Create Record
- When logged-in in Concord CRM, from the main menu choose, Contacts, Companies or Deals.
- Depending on the record you want to create from the right side, click e.q. Create Contact.
- Based on the record you are trying to create, fill the form information.
- Click Create.
After the record is created, if the selected owner user is different from the user that created the record, the User Assigned To Contact mail template will be sent to the record owner.
The fields shown in create forms for Contacts, Companies and Deals can be modified in Settings->Fields.
# Update Record
To update a resource record, you will need to do this via the record view, for example, when you are viewing the contacts table, click on any contact name, you will be redirected to the contact view, where you can see all the contact related information, like associated companies, deals, attachments...
The record information fields will be shown on the left side where you can adjust the fields and update the record.
If you don't see all the fields configured to be shown by default (not collapsed), click on the "Show collapsed fields button".
The fields that are shown on the view form are based on the view fields configured for the resource in Settings->Fields.
# Update Log
Whenever a team member updates the resource record information, a log for this record will be created that will provide you all the recor information that is changed by the update.
This will allow you to track each record change and the team member that performed the update.
System and custom fields of type Textarea are not included in the update log.
# Delete Records(s)
There are multiple way to delete a resource record, via table actions, via table delete button and when viewing record using the actions.
Via table actions
When viewing the record table, use the checkbox on the left side to select the records(s) you want to delete and then select e.q. "Delete Contact" action from the right side of the table available actions.
Via table delete button
Hover on the record name when viewing the record table, and click on the delete button.
When viewing contact
When viewing record, use the top actions dropdown and select the e.q. "Delete Contact" action.
At this time, deleting a record is irreversible action, once the record is deleted, you cannot restore the information that was previously stored.
When deleting deal, contact, company, the emails associated with the record won't be deleted from your mailbox.
When you are deleting a record, for example, contact, the associated companies and deals won't be deleted from the contact, Concord CRM will only dissociate from the deleted contact but they will be still available in Concord CRM, if you want the associted companies and deals to be removed, you will need to do this manually. The same is applied when deleting companies and deals too.
# Primary Records
When associating for example, contacts to companies, the first associated contact to the company will be the actual primary contact for this company, Concord CRM will use the primary record for sending emails or workflows, for example, if the company does not have email address added, will look at the associated company contacts to find a automatically populate the "TO" field based on the primary record email address.
The same is applied for the other resources, imagine you create a deal and associate the deal with a contact, the first associated deal contact will be the primary deal contact.
On each contact, company or deal you can add notes for the record you are viewing, the notes are used for personal usage for you and your team members to keep track of important notes for the record.
# Create Note
To create note follow the steps below.
Navigate to record profile, for example, contact.
Click on the Notes tab.
Click Add Note.
Enter the note you want to leave for the record. TIP: Type @ to mention team member
If you need to create follow-up task regarding the note, for example, if you need to perform a specific task regarding the note you are creating, you can do this by checking the Create Follow Up Task option and select the appropriate date as per your needs.
Click Add Note to save the note for the record.
If you selected "Create Follow Up Task" the task will be automatically created with the proper date and associations and will be automatically assigned to the user that created the note.
All notes are visible to the team members that are able to view the record.
Make sure that the team member you are mentioning is actually able to access the record where you are creating the note in order the team member to view the note that he is mentioned.
# Edit and Delete Notes
- Navigate to the record profile.
- Click on the Notes tab.
- Find the note you want to delete or edit.
- On the top right side, click on edit/delete.
A note can be edited or deleted by the user who created it, or by a Super Admin.
Concord CRM has very flexible and useful feature when you want to fully organize your sales process and have clear overview of your data, to associate records to multiple resources. For example, a contact may be associated to many companies and deals.
Imagine you have a deal, this deal may be related to multiple companies or contacts. When you associate the deal to the appropriate contacts and companies, now whenever you visit either the company profile or the contact profile, you will be able to see this deal and have clear overview of everything that is related to the deal.
The same is applied when you visit the deal profile, you will be able to see all contacts and companies related to this deal and communicate directly via the deal profile with all the associated contacts.
- Open the deal profile you want to add associations.
- For example, if you want to associate contact, click on Add Contact button.
- (1) If the contact is already created, use top search field to search for an existing contact.
- (2) If the contact is not yet created, you can create the contact directly from the record profile view and the contact will be automatically associated to the record.
- Click Create or Associate
Note that you can apply the same steps from a contact or company profile.
# Record Tabs Badges
Each resource record like deal, company or contact has it's own tabs based on the data, each tab has a badge next to the name, so you and your sales reps can easily identify the number of actions taken or the actions that needs to be taken for the record when you view the record profile.
Each badge represents a number for the data the record has, find below explanations of what the badge number next to the name shows.
- Activities - Indicates the total number of unfinished activities for this record.
- Emails - Indicates the total number of unread emails for the user.
- Calls - Indicates total number of logged/created calls.
- Notes - Indicates total number of notes created.
- Products (only for deal) - Indicates how many products the deal has.