Admin Beginner Guide

Customizing Company Manager Tabs Step by Step

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Just like tracking customer information, tracking company information is useful yet what information is needed is different for each business. 
Step One: Navigate to the Companies menu

Step Two: Select which tab you wish to customize (from the left sidebar) and select the Edit button

Note: The first information field in the drop-down menu is the name of the

Step Four: Select another tab from the drop-down menu (within the page) and press the Edit button

Step Five: Create a Label Name and choose a Field Type

Note: You can hide undesired information fields by unclicking the visibility box when editing it

Step Six: Press the Save button

Customizing the Contact Tab Step by Step

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Tracking customer information is useful for a wide variety of reasons, but not every company may need to track the same kinds of information as others. Track whatever information is important to your company by customizing the additional contact information tab.

Step One: Navigate to the Contacts menu

Step Two: Use the Contacts Field drop-down menu at the top of the page to select which information field you wish to edit

Note: The first field in the drop-down menu is the tab display name, not an actual data field

Step Three: With the desired field selected press the Edit button to make a customization

Step Four: Enter the Field Name and select a Field Type

Note: If you don’t want to use all the possible information fields you can hide them using the visibility box

Step Five: Press the Save button

Creating Product and Service Groups Step by Step

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Product and service groups, just like they sound, are lists of various tangible and intangible items your business offers for a certain price. Being able to track them is crucial to keeping track of what has been purchased by a customer and forecasting what will be in the near future.

Step One: Navigate to the Product/Service Groups menu

Step Two: Select the Add Button to create a new group

Step Three: Enter the Group Name and Description and click the Save button

Step Four: To add items to the newly created group select the Add Item button

Step Five: Fill in the required data fields and any other desired information you wish to include

Step Six: Click the Save button

Editing a Template Step by Step

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Templates refer to the window that opens when you click on a record within the opportunity manager. Opportunities (or whatever phrase your business uses) are one of the primary features of Prophet and the data they track is what will help you better understand your sales pipeline and enhance your forecasting capabilities. Make sure to spend time tailoring your templates to fit what data each department should be tracking and what they are using the data for.

Step One: Navigate to the Templates menu

Step Two: Select which template you would like to edit and press the Edit button

Step Three: Select the edit button of the tab or data field within a tab that you wish to customize

Note: Editing the data fields in the product and services tab will effect product and service groups (see video)

Creating a Template Step by Step 

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Templates refer to the window that opens when you click on a record within the opportunity manager. Opportunities (or whatever label your business uses) are one of the primary features of Prophet and the data they track is what will help you better understand your sales pipeline and enhance your forecasting capabilities. Make sure to spend time tailoring your templates to fit what data each department should be tracking and what they are using the data for.

Step One: Navigate to the Templates menu

Step Two: Use the Add button to create a new template

Step Three: Fill in the template name, display name and select a blank or pre-existing template form

Note: The template name should correlate to the department that will be using it and the display name should describe what they are tracking

Step Four: Press the Save button

Note: You can use the Edit and Delete buttons to perform the corresponding actions

Creating and editing Departments Step by Step

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Departments are crucial to tracking and separating different types of data within your organization. Heres a quick tutorial on how to make and edit them.

Step One: Navigate to the Departments menu

Step Two: Use the Add button to create a new department

Step Three: Fill in the departments’ name, a brief description, and select which opportunity template you wish to use

Step Four: Click the Save button

Note: You can edit and delete departments using the corresponding buttons

Adjusting User Hierarchy Step by Step

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The user hierarchy determines who can view and edit certain data within your companies records. The organization is imperative to maintaining a healthy CRM system so be careful when you are adjusting user hierarchy.

Step One: Navigate to the User Management menu

Step Two: Select the Edit button next to the User whose hierarchy ranking you wish to adjust

Step Three: Open the Select Manager drop-down menu and adjust who the user is below in the chain of command

Step Four: Click Save

Step Five: You can view and edit the User Hierarchy in the User Hierarchy menu as well

Searching Current Users Step by Step

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Searching through all current users is useful for large businesses that have a large number of licenses. Doing so allows you to quickly locate a specific account and make any desired changes to its accessibility and status.

Step One: Navigate to the Search Users menu

Step Two: Enter in the users first name, last name or email address and press the Search button

Step Three: Select the desired user from the search results and perform any desired action

Deleting a User Step by Step

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There are two key things to note before deleting a user:

#1: If you do not reassign the records assigned to the user prior to deleting them then all the records will not be visible to other users and have to be reassigned one by one by the admin. In short, they will no longer be kept in an organized list.

#2: Deleting a user does not cancel the license and you will continue to be billed for the said license until the contract expires or you contact Prophet CRM directly.

Step One: Navigate to the User Management menu

Step Two: Select the Delete button next to the user who you want to delete from the system

Step Three: Click the Yes button to confirm you want to delete the user