Support

1.Introduction #

This is the product guide for BuzzFlow which is an online Customer Relationship Management, Project Management and Helpdesk software used by thousands of businesses world wide.

Visual pipelining is key in BuzzFlow, it helps you to very easily and visually track your opportunities, projects, support tickets or any other pipeline items.

To experience BuzzFlow (to sign-in or sign-up) visit http://app.buzzflow.io.

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1.1.What is BuzzFlow #

BuzzFlow is an intuitive, powerful, yet affordable Online Customer Relationship Management, Project Management and Helpdesk software used by thousands of businesees world wide.

BuzzFlow supports multiple pipelines. Therefore, it comes with certain other pipeline templates which you can use to automate your other business processes such as,

  • To-do Lists
  • Debt Collection
  • Recruitment
  • Procurement
  • Event Planning
  • Petty Cash

BuzzFlow is available in many interfaces.

  • Web (http://app.buzzflow.io)
  • Chrome extension for Gmail – Let’s you access your opportunities and other pipelines within Gmail inbox
  • Mobile App: An android app is available and IOS app is to be released soon

BuzzFlow is a Software-as-a-Service (SaaS), hence, a business will never have to worry about certain maintenance and operational matters such as redundancy, scalability, back-ups etc. as these are all managed centrally by the Buzz team.

Thus, it is ideal for any small to meidium businesses that require automating their business processes efficiently and effectively at a fraction of a cost as opposed to what they spend right now!

Yes No

1.2.Pipelines in BuzzFlow #

You can have more than one pipeline even for sales. For example, your direct customers could be in one pipeline and re-sellers or partner management could be on another.

Pipeline consist of a set of stages which are predefined but can be changed as per your business requirements. Pipelines are created not only for sales tracking but also to automate other business processes such as projects tracking, help desk automation, order tracking, recruitment and many more.

multiple_pipelines5

Pipelines presented in different Views

Each pipeline is unique, therefore BuzzFlow gives your 3 different ways to visualize your pipelines,

  1. Pipeline View
    Stages are stacked horizontally and the pipeline items (called cards) are arranged under each stage.

    BuzzFlow Pipeline View

    BuzzFlow Pipeline View

  2. List View
    Pipeline items shown in a table. Each raw represents a pipeline item (such as an opportunity). Ideal for an IT Asset Manager pipeline, where each row is an Asset and a stage is an Asset category.

    BuzzFlow List View

    BuzzFlow List View

    .

  3. Board View
    This is intuitive and becoming very popular in BuzzFlow community. You can even change the background image of the board by right clicking on a card.

    BuzzFlow Board View

    BuzzFlow Board View

 Stages or Categories

Every Pipeline has stages. You can rename, remove or add new stages to pipelines.

pipeline_stages

Custom Fields

Fields can be added/removed or hidden/shown based on the App. There are different types of custom fields available. Click here to learn more about custom fields.

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1.3.Pipeline Items (Deals) #

This is an ‘Opportunity’ in the opportunities pipeline or a ‘Ticket’ in the help desk pipeline.

a pipeline item consists of following,

  • Static and custom fields such as assignee, budget, team, etc
  • Rich notes and comments for collaboration
  • Tasks
  • Embedded Emails
  • Files
  • Links
  • Reminders
BuzzFlow Dossier Full View

BuzzFlow Dossier Full View

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2.Setting up BuzzFlow #

Setting up BuzzFlow is simple & easy Visit our web site, http://www.buzzflow.io to register. BuzzFlow comes up with a Web App, Chrome extension for Gmail and a mobile app.

BuzzFlow Web App

Access all the Apps and administration functions by logging in to https://app.buzzflow.io from a Chrome browser. Chrome is the recommended browser for BuzzFlow at the moment.

BuzzFlow Gmail App as a Chrome Extension for Gmail

This is an extension to the web app to tag emails(capture live emails) to existing or new dossiers. Add it to your chrome browser from here.

 Mobile App

Get the BuzzFlow for Android Mobile from the Android Play Store.
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2.1.Sign Up Process #

Registration for BuzzFlow is done via the https://app.buzzflow.io interface. You need a Google account to sign-up. Anyone with a personal or Google for Work account can sign up with BuzzFlow.

 

When you are signing up for the first time on behalf of your organization a new BuzzFlow Instance is created. For example, if your email address is, ‘somename@somecompany.com’, the BuzzFlow instance name would be, ‘somecompany’. If there’s already an Instance with the name ‘somecompay’, BuzzFlow will assign a name like ‘somecompany_ab’ for your instance.

Please note that, one person (email address) can be present only in one BuzzFlow instance.

 

Go to https://app.buzzflow.io and click on

Once the link has been clicked, you will be directed to the following page.

The sign up process will give you two options

  1. Sign up with Google as a single single sign on option
  2. Sign up with another email address

Sign up with Google

  • If chosen to sign up with Google, click the Sign up with Google button
  • Enter your gmail account address and password
  • Click Allow for the intended permissions that will be granted

Regular Sign up

  • Enter a valid email address
  • Enter the desired password (It is recommended a strong password containing letters, number and symbols are included)
  • Click Sign up

A link will be sent your email address asking you to verify your email

  • Click on the link or copy the link and paste it on the browser URL tab
  • Re-enter your password
  • Click Activate

Sign up by Invitation

Once the admin adds you to the system, an email invitation will be sent to the email address the admin had initially added.

  • Click on the Click here link or copy the link (right click – copy hyperlink) and paste it on the URL tab
  • Enter the desired password (It is recommended a strong password containing letters, number and symbols are included)
  • Click Activate
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2.2.Inviting Others #

Go to, Main menu > Member Configuration

menu-members_configs

Type the user email address and press enter.

invite

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2.3.User Management #

Member configurations section allows following user management functions,

1. Send invitations (INVITES tab)

2. Remove members (MEMBERS tab)

3. Assign admins (MEMBERS tab)

4. Manage teams (TEAMS tab)

to access these functions, go to, Main menu > Member Configuration,

BuzzFlow - Member Configurations

BuzzFlow – Member Configurations

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2.4.Deleting Instance #

Deleting a BuzzFlow instance is not normally recommended. However, when you are running a trial or testing the BuzzFlow you may want to delete your BuzzFlow instance. Deleting instance will make all the information permanently removed from our systems and your data, accounts and other information will be irrecoverable.

To do so, simply click on “Delete instance” option available at the bottom of the ‘Configurations’ page. Note that ‘Instance Deletion’ is an admin only functionality

delete_instance

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3.Pipeline Manager #

BuzzFlow Pipelines represent different business processes of your organization. From a sales Opportunities to customer service Help desk, depending on your business needs you can create different pipelines using the ‘Pipeline Manager’.

Pipelines can only be configured by the admin. ‘Manage Pipelines’ option is located in the Main menu.

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3.1.Add/Remove Pipelines #

You can add, remove or rename a pipeline here.

BuzzFlow manage-pipelines

 

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3.2.Customize Pipeline Stages #

You can change the workflow of a pipeline by adding, removing or changing the order of stages.

app_manager_stages

Moving Stages Up & Down

Click on the icon and it will give you a menu with stage names. Click on a menu item to move the selected stage to a decided place.

Note: To delete a stage, it has to be empty in the pipeline. Please make sure that stage is empty in the ‘Archive’ also

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3.3.Custom Fields #

Following field types are available,

1. Text – Any text value. Single line of text.

Using Text Field

Using Text Field

2. Multi-line Text – Similar to normal text field with the ability to text in multiple lines

3. Number – Numerical value. Commas put to separate 1000s. Ex. 1,000,000

4. Date – Selection of a date

5. Drop-down – to select data from a list of values

Use of Drop-down Field

Use of Drop-down Field

Note: Press enter after adding each and every item to the drop down list value text area.

6. Auto-Increment field – This is used to generate automatic numbering. You can set the prefix and the starting number.

ex. CRM-00056, HLP-B00980

If an ‘Auto-Increment’ field is used in the Help desk, it will be used as the ‘Ticket Id’. Putting the Ticket Id in the subject line of an email will make that email tagged to that particular Help desk ticket.

app_manager_fields

 

Moving Fields Up & Down

Click on the icon and it will give you a menu with field names. Click on a menu item to move the selected field to a desired place.

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3.3.1.Searchable Custom Fields #

What is a ‘searchable custom field’?

If a field is searchable, that means you could search/filter deals using the values of that field in a pipeline. You can also use that field to filter information in dashboard or reports section of your BuzzFlow CRM.

If a custom field is not searchable, then that field will not be listed in the search menu in the pipeline search window or filter menu in the dashboard or reports section. But you can use that field to store values in a deal and use them to view or print together with other deal information.

  • We have made 40 searchable fields available for you, while you can add 120 more non-searchable fields to the pipeline.

How to set a custom field searchable?

Check the ‘searchable field’ option when you are adding a new field as shown below.

buzzflow searchable_field

Note: Once a searchable custom field is created, you cannot make it unsearchable by editing the field.If you want to free up a searchable field, you will have to completely remove the field from the pipeline.

I Have Filled Up My 40 Searchable Fields, I Want to Add More. What Are My Options?

At your general subscription level, you are allowed a maximum of 200 fields and out of that 40 are searchable. If you want to add another searchable field when the 40 is already filled, you will have to free up an existing searchable field by removing an existing searchable field. This removal requires removal of the entire field with the data.

 

Alternatively, you can contact our support team at support@buzzflow.io to discuss an increase in the 40 number of searchable custom fields for your instance of BuzzFlow.

 

 

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3.3.4.Summary Card in Pipelines #

This is the summary card shown in the pipeline view. Select four most important fields to show in the card.

card_summary

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3.3.5.Sending Notifications for Date Fields #

This is applicable for any ‘Date’ field available or added to your pipeline. You can send distinctive notifications either Email or SMS to different persons or teams through this method. Follow these steps to enable notifications.

1. Go to Custom Fields section.

Go to, “Main Menu > Manage Pipelines” and then go to ‘Custom Fields’ section

 

2. As shown below, you should now see a stricken out clock against each field which is of type ‘Date’.

buzzflow_custom_fields_with_clock

 

3. Click on the clock icon to open up the ‘Notification Settings’.

buzzflow_notifications_dialog_box

You need to set the following settings

 

i. When do you want to receive the notification.

 

ii. Who are the recipients of the notification. Recipients can be one or many of the following,

 

(a) One or many persons selected under the ‘Contact(s)’ section of the opportunity. (Their relevant Email address or the Mobile number will be used). Select ‘Contact(s)’ as below.

buzzflow_notify_contacts

 

(b) All the teams and individuals listed under ‘Accessible To’ of the opportunity. Select ‘Accessible To’ as shown below.

 

(c) ‘Assignee’ of the opportunity. Select ‘Assignee’ from the list.

 

(d) Value of any other field in the same opportunity. For example, if you have a field called ‘Email Address’ (of type text) in the opportunity, you may select that. To send SMS, it has to be a valid mobile/telephone number.

 

(e) One or more of BuzzFlow teams or members. Select any number of users or teams from the list.

 

4. You can set a personalized message for the notification. This message will get appended to the Email or SMS.

 

5. You may also want to test and see how your notification message looks like. In that case, as per in step 3, you can set yourself in the notifications list and first test it yourself before putting the actual recipients.

 

6. ‘Notification Frequency’ has 3 settings.

 

i. Every Month – A notification will be sent every month for the set date(ignoring the year).

 

ii. Every Year – A notification will be sent every year for the set date and month.

 

iii. One Time – Notification will be sent only once for the set date.

 

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3.3.6.Weekly Digest #

What is Weekly Digest?

This is an email sent out by BuzzFlow with selection of information from dashboard and pipeline for the recent month. It contains important high-level information that helps you to understand,

  • Sales progress (ex. How many or the value of New Leads, Wins etc)
  • Individuals team members’ contribution to your current pipeline
  • Recent deals that were to be closed
  • Deals to be closed in the near future

How to configure Weekly Digest?

Weekly Digest is sent out for each pipeline. Therefore, configuring of the weekly pipeline happens in the ‘Manage Pipelines’ section.

1. Go to Manage Pipelines section

2. Click on the ‘Pipeline Permission’ icon as shown below

buzzflow-pipeline-permissions

3. Go to ‘Weekly Digest’ tab in the resulting window and configure it as per your requirement. Below is shown as an example,

buzzflow-weekly_digest_config

buzzflow-weekly_digest_config

4. You can specify one or many names and/or one or more users as report recipients.

Benefits

  • Weekly progress pushed to your inbox
  • Decide who will receive the progress update
  • You decide when to receive it
  • Creates positive competition among the team as team performance information is pushed with the weekly digest
  • Receiving weekly digest on Friday prepares you for the Monday morning sales meeting
  • Managers receiving updates automatically means, team will have to make the maximum use of CRM

 

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4.Activities #

Activities helps you organize and prioritize your tasks. Much like Google Calendar, you are able to create different activities, from calls to events and also set collaborators. Once an activity has been created, the system will store that activity and remind you prior to the deadline.

When you access the Activity page, all your activities for the week will be shown within the Calendar view by default.

 

You are able to filter out specific activities based on the below parameters;

  1. Call / Meeting / Task / Event
  2. Assigned by me / Assigned to me
  3. Completed / Incompleted / Both
  4. Planned / Overdue / Today / Tomorrow / This Week / Next Week

There are two options in viewing your Activities

  1. Calendar View (default)
  2. List View

When creating an Activity, click the New Activity button

 

 

Inside the New Activity popup, you are able to enter the;

  1. Activity Name
  2. Type of activity
  3. The assignee to the activity (your email will be entered by default, which can be removed if assigning someone else)
  4. Due date
  5. Time (when the due date and time is set, a reminder will be sent at the specified date and time)
  6. Duration of the activity
  7. Repeat activity
  8. Additional notes

In the Related to field, you are able to specify to which deal this activity is being related by;

  1. Specifying the Pipeline
  2. Specifying the Deal name

or

  1. Mentioning a company and/or contact person

You are also able to mark the activity as completed if it is an activity that has already been completed by ticking Mark as done.

 

Once an activity has been created, it will be listed in the specified date. Any changes which need to be made for the activity can be done by clicking on the activity.

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5.Managing the content of a pipeline item (Deal) #

Pipeline item such as an opportunity, support ticket or a project stores and keeps track of many information fields such as, Custom fields, Rich notes and Comments.

following marked diagram shows how such information is arranged in an opportunity viewed in full page.

BuzzFlow Dossier

As shown above, a dossier can comprise of many information,

  • Customizable fields: Text, multi-line text, number, drop-down, dynamic-drop-down, date, contact. organization, auto increment, are some of the fields available for you.
  • Comments: There’s a comments thread for every Dossier. Any member of the ‘Team’ can collaborate with the comments. Once a comment is made, an email notification is sent to the ‘Team’. Comments can be responded by others in the Team. . The size of a comment can span up to 499 characters. There is an option below the comment box which you can tick in order to notify the other team members about a new comment.
  • Notes: There’s a story behind an every deal or a project. It’s important to note down details of meetings, calls and other related information. The ‘Notes editor’ of BuzzFlow helps you to build this knowledge base around an opportunity support ticket or a project.
  • Tasks: Tasks can be used to delegate/assign work to the others. Tasks are created inside opportunities. When creating a task, there is an ‘Assignee’ and a ‘Due Date’. Though tasks are created inside dossiers, you can view all the tasks assigned to you and assigned by you
  • Files: lets you add files (local and from Google drive). These files are shared with the team members.
  • Emails: Live email conversations that are tagged from inbox are shown here. By clicking on an email, you can open the active email conversation.
Yes No

5.1.Deletion of Pipeline Items #

Who can and cannot delete Pipeline items can be configured in the ‘Configurations’ page.

dossier_deletion

As shown above, Admin can decide whether to allow anyone to delete or only Admins can delete pipeline items. Once deleted, they end up in Trash.

Trash operations can only be done by the administrators.

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5.2.Tasks #

Tasks can be used to delegate/assign work to the others.

  • Tasks are created inside pipeline items such as opportunities.
  • When creating a task, there is an ‘Assignee’ and a ‘Due Date’
  • Tasks option in the main menu gives you the chance to view all the tasks you are involved with
  • Tasks can be assigned to any of the following,
    • A team member
    • A Team
    • An Outsider (mention the email as the assignee)
  • When a Task is assigned to an outsider, a mail is sent out. Task owner can still track the Task from the Task window
  • Tasks can be edited and target completion date can be changed (by the Task owner only)
  • Tasks can be followed-up by the person who created the task. This sends a follow-up mail to the assignee

How to create a TASK?

Go to the relevant opportunity and click on the ‘Add New Task’ button as below.

add_new_task

Yes No

5.3.Files #

Currently BuzzFlow supports storing files in 2 locations.

1. BuzzFlow Storage
2. Google Drive

Google drive is the default storage for users signed up using Gmail. For the others, files get stored in the BuzzFlow storage. Storing files in BuzzFlow storage is subjected to the storage quota your package has.

  • If your team consists of only Gmail users then you can use respective Google drives to upload and store files. In this scenario, a file gets uploaded to user’s Google drive and gets shared with the rest of the team members
    (Files uploaded this way won’t be accessible to non-Gmail users)
  • If a team consists of non-Gmail users then best option is to use the BuzzFlow as the default file storage.

Change the file storing options here.

Mainmenu > Configuraitons 

file_store_options

Yes No

5.4.Find(Filter) Dossiers #

This helps you to locate the opportunities, tickets or projects by entering different field values. Go to the required pipeline and click on the ‘Filter’ icon to search for items that matches with your requirement.

filter_pipeline

Yes No

5.5.Reminders #

Reminders are for Pipeline items such as opportunities. You can get your self reminded via an Email about a deadline, call or any activity related to a particular pipeline item. Reminders are personal, they are only received by the person who sets the reminder.

reminder

Yes No

5.6.Linking items in pipelines #

  • This enables you to link 2 items in pipelines such as two opportuities
  • It create a two-way link
  • You can create many-to-many links
  • Linking is possible between,
    • 2 items in the same pipeline
    • 2 items in different pipelines
  • The person who creates the link should have access to both the items in the same of different pipelines

Concept

BuzzFlow Pipeline Links

Here’s how you can link

  • Click on the button at the bottom right corner as shown below

Linking in BuzzFlow Pipelines

  • Then select the desired,
    • other pipeline and
    • the opportunity (or pipeline item)
  • Once linked, it will be shown under the ‘Links’ section as shown above in the screen shot
  • View this video for more information
Yes No

6.BuzzFlow Inside Gmail #

BuzzFlow gmail app allows you to tag emails to dossiers and view the BuzzFlow information from the inbox.

Yes No

6.1.Installing the Chrome Extension #

Click here to add the BuzzFlow extension to your chrome browser.

You need to be a registered user of BuzzFlow to use the BuzzFlow extension from your inbox. Please make sure, you use the same gmail address which was provided for the registration at BuzzFlow Web App.

Yes No

6.2.Tagging Emails #

  • You need the BuzzFlow chrome extension installed in your chrome browser to tag an email
  • BuzzFlow email tagging establishes a link between your inbox email conversation and the pipeline item such as opportunity
  • Email is never moved out of the inbox or changed
  • Once an email is tagged, others who have access to that opportunity or support ticket can also access that email
  • You can remove a tagged email from the opportunity. This just removes the link and original email will not be affected
  • A brief note can be added to a tagged email

(Here’s the link to the video in Youtube)

 

Once an email is tagged, you can view the preview of the email inside BuzzFlow without opening the actual email. However, if you want to open in the inbox, just click on the ‘Open in Gmail’ button in the preview window. If you are in the conversation mode of Gmail, you then will be able to view the whole email thread in this way.

Yes No

6.3.If email tagging fails #

Check the following if the gmail tagging fails,

1. Try refreshing the inbox and then tagging again. If that doesn’t work, then,

2. make sure you have set your inbox to default mode

default_inbox_mode

note: Our team will soon be working on the other Inbox types and will soon be supporting those

If you are in the ‘default inbox’ mode and,

3. to tag the email, if you are right clicking on the mail inbox and selecting ‘Add to BuzzFlow’ option, try opening up the mail and clicking on the BuzzFlow icon to tag.

ie, If the following fails,

add_to_buzz_from_inbox

Open the email and click on the BuzzFlow icon to tag the mail as shown below,

add_to_buzz_from_opened_email

4. If you are trying to add a mail from a list of mail search results, you may not be able to right click on the mail and tag. The best way to tag such a mail is open and use the BuzzFlow icon at the top right corner to tag.

However, make sure, you are not in the split view when you are tagging

no_split_view

Yes No

6.4.Access Pipelines from Gmail #

Click on the BuzzFlow icon found at the top right corner of your inbox. You need the BuzzFlow extension installed to see this icon in your inbox.

extension

Yes No

7.Contacts #

The contacts option helps you manage your customer details more efficiently inside deals

In order to add a new contact in a deal, select the relevant deal and click the blue icon next to Contact and;

  1. Type the Contact Name
  2. Select Add to People

 

If a similar contact has been already stored within BuzzFlow a suggestions drop down will be shown.

Once Add to People has been clicked, you will be directed to the Contact Information page. In there you are able to add;

  1. Company name
  2. Title
  3. Email
  4. Phone
  5. Birthday
  6. Address
  7. Country
  8. Zip Code

The Related tab (next to Contact Information) will show other related deals the Contact has been a part of

Yes No

7.1.People and Companies #

BuzzFlow Company & People

BuzzFlow Company & People

  • Anyone can add a company or a person
  • Persons are part of the Companies
  • Companies are assigned to one or many teams
  • You can add any number of Companies or Persons
Contact Field Type
  • A custom field type ‘Contacts’ is available
  • You can add the ‘Contacts’ field to a pipeline item fields
  • ‘Contact’ field fetches the contacts from your contacts store
Yes No

8.Email/Pipeline Automation #

BuzzFlow is tightly integrated with Email. With each new mail coming to your gmail inbox, you can tell BuzzFlow to create a new pipeline item (such as a support ticket, opportunity  or marketing lead) based on a simple rule you define.
  • A new mail coming to any of the member inboxes can trigger an ‘Automation Rule’
    • It’s very important to note that rules can only be created for member emails. Such email address should have a valid gmail with an inbox and a member of BuzzFlow. Aliases or virtual email addresses will not work.
  • Go to ‘Main Menu > Email/Pipeline Automation’ menu item to create rules

dossier_automation1

Conditions for New Emails

One of the following conditions can be set when a new email comes to an inbox with an active rule.

  • Subject: Matches the ‘Subject’ of the email with the content you enter partially or fully
  • From: Matches the ‘From’ of the email with the content you enter partially or fully
  • To: Matches the ‘To’ of the email with the content you enter partially or fully

A partial match sets the condition to TRUE.

dossier_automation3

 Creating the Item in Pipeline

Once the above conditions are met,

  • a new item (a lead, support ticket, etc) is created in the pipeline specified
  • optionally, you can make it accessible to a specific team (not enabling this option will set the team as ‘default’)
  • optionally, you can make it assigned to a member from your team (not using this option will set it unassigned)

Notes:

  • rule name needs to be unique
  • It may take few minutes to create a dossier for a matched rule
  • You can create any number of non-overlapping rules per member email address
  • You can create any number of rules per app
Yes No

9.Manage Your Data #

9.1.Import #

You can import records from other CRMs or excel sheets to BuzzFlow.

Following are prerequisites,

1. Records should be in the CSV format
2. First row should contain the names of the fields as below,
importing_csv_field_names
Please note that quotes around field names is not mandatory.

3.  CRM Pipeline stages needs to be created identically in BuzzFlow, otherwise, records with non-matching stages will get saved in the first stage of BuzzFlow app. For example, you may have the following stages in your old CRM pipeline,

stages_in_streak

 














If BuzzFlow Dossier Import process does not find a matching stage, that dossier will get saved under the first stage, where you can change it to the right stage later.

4. If there’s a field for ‘Assignee’ or ‘Assigned To’ in the source CSV file(of the old CRM) and the values contain an email address, you can either import that into the ‘Assignee’ field or a text field in BuzzFlow. However, if you are importing it in to the ‘Assignee’ field of BuzzFlow, all the persons(email addresses) who are ‘Assignees’ should be members of BuzzFlow. Therefore, it’s a prerequisite that you create all such member prior to the import.

If BuzzFlow cannot not find an Assignee during the import process, that record is still imported, however, Assignee field will not be populated for that particular record.
You need to create identical stages in BuzzFlow

Steps for Importing a CSV to BuzzFlow Dossiers

1. Export the records to a CSV file from your old CRM

2. Prepare your BuzzFlow App(s) and CSV file(s) as per the prerequisites mentioned above

3. Make sure no two columns in the CSV file has the same field name

4. Go to Main menu > Import (under ‘Manage data’ section) and follow the on screen steps

Following are some tips for matching fields from CSV to BuzzFlow fields,

  • If Assignee is not found in BuzzFlow (not a member), that record will still get transferred and saved as a dossier but Assignee field will be empty
  • If you try to import a non-Date field from CSV to a Date field in BuzzFlow, importation process may fail
  • Importing a record with a Stage which is not found in BuzzFlow app cause the record to be saved in the first stage of the workflow (provided the above check box is checked)
  • Dossier import supports Contact fields too. You can match them with a ‘Contact’ field in BuzzFlow. However, if there are no matching contacts found, import process will create such Contacts in BuzzFlow Contacts under ‘default’ organization
  • You can import date values from CSV to ‘Created Date’ field. This helps you to keep the history of dossiers in tact.
 *If you come across issues with the above process please drop a mail to support@buzzflow.io so that we can help you with the process.
Yes No

9.2.Export #

Go to, Main menu > Export, to export your data to CSV (to open in a spread sheet tool like Excel).

Following information can be exported,

  • Dossiers
  • Users
  • Teams
  • Stages
  • Apps

buzzflow export

You can use this exported data to generate further reports about your BuzzFlow data.

Yes No

9.3.Deleted Data (Trash) #

Trash is accessible from the main menu. Only Admin can operate on trash. Admin can,

  • permanently delete dossiers or
  • restore dossiers back to the original location
Yes No

10.Reports & Dashboards #

You can get your sales data analyzed via 2 methods in BuzzFlow,

  1. Dashboard
  2. Reports.

Dashboard gives you a way to visually analyze your data while reports give you insight into both visual, tabular and more detail data.

Yes No

10.1.Reports #

In this section we will discuss about Reports.

 

Yes No

10.1.1.Reports Introduction #

You can go to reports via the main menu.

BuzzFlow Reports

 

Reports page gives you access to reports of different pipelines you have. Select the pipeline as shown below first and then click on the ‘New Reports’ button to open the report config page.

BuzzFlow Reports

Yes No

10.1.2.Generating a Report #

Use a combination of the field parameters from your deal fields to generate the type of report you want.

buzzflow report-filter

Following are some examples of Reports you can generate

  1. Pipeline Progress over a period
  2. Won/Lost Deals
  3. Sales Pipeline for a person/Team
  4. Sales Forecast
  5. Reports generated using a combination of fields
Yes No

10.1.2.1.Pipeline Progress Over a Period #

This reports shows the progress of new deals in different stages over a period of time. An example would be, how many new leads were created and out of that how many proposals were sent out and how many deals were won.

BuzzFlow Reports

Click on the ‘Select Date Range’ to pick a period. The drop down option for the range gives many preset values such as shown below.

buzzflow report-range

BuzzFlow saved reports are dynamic. If you select a range such as ‘Last Month’, it shows the progress of the deals for last month and when you save the report, the report will always show the progress for ‘Last Month’ irrespective of the date/month you check the report.

Yes No

10.1.2.2.Won/Lost Deals #

Select the ‘Closed Won’ and ‘Closed Lost’ stages (or the stages that matches your pipeline) to give you the report on won/lost deals. Additionally, if required, you can specify the ‘Deal Closing Date’ as shown in the below screenshot.

BuzzFlow Reports

If required, you can specify additional parameters to narrow down the report to a particular product, category or a team too.

Yes No

10.1.2.3.Sales Pipeline for a person/Team #

As shown below, select one or few of team members to get the report.

buzzflow report-assignee

It’s the ‘Assignee’ field you should be looking at.

Yes No

10.1.2.4.Sales Forecast #

In a deal, ‘Closing Date’ means the forecast closing date for a deal. BuzzFlow uses this information to identify the deals which are to be closed during a particular period.

As shown below, specify the period which you want to get the forecast and system will find the deals which have their closing dates matching that and generates the report.

buzzflow report-forecast

Yes No

10.1.2.5.Using a Combination of Fields #

As shown in the previous examples, you can use a combination of parameters to generate the reports you want.

Yes No

10.1.2.3.Saving, Printing and Downloading Reports #

As shown below, click on the icons at the top right corner of the report to save, print or download them as CSV (open in excel).

Additionally, you can click on the table below the chart to go into the details of each and every column.

buzzflow report

Yes No

10.1.2.4.Access Permissions to Reports/Dashboard #

Go to ‘Manage Pipelines’ section and click on the ‘People’ icon as shown below to decide who has the permission to access reports and dashboard.

buzzflow report-access permissions

Yes No

11.BuzzFlow Developer API for Website Integration #

11.1.API Introduction #

This is a guide for you to implement the BuzzFlow API v0.2. This is a RESTful API. It uses a JSON format for output. BuzzFlow API is is stateless, which means  all requests are validated against an API token. The API token can be obtained manually from the BuzzFlow app’s configurations section. This version of the API only implements the function necessary for creating deals.

Yes No

11.2.API Request Format #

BuzzFlow API uses a simple naming convention with the following format,
https://app.buzzflow.io/buzzflow/api/v0.2/<object>/<optional:action>?api_token=<access_token>&<optional:params>

Supported object types arepipelines/pipeline/deal

Supported action types are: list-fields/new

API token(api_token) must be provided as part of the query string for all requests. API token can be obtained from the configuration page of your BuzzFlow app.

We recommend using JSON body format when performing API requests where necessary.

Yes No

11.3.API Response Format #

Each response sent from the API contains a ‘success’ parameter which is of boolean type, indicating whether the request was carried out or not. Upon success being false, an optional ‘error’ parameter (string) may be given. In case of success being true, the response is always contained within a ‘data’ parameter, and an additional metadata may be carried inside an ‘additional_data’ parameter. 

Yes No

11.4.Create a Deal #

POST /create deal

Adds a new deal. Note that <field_id_X> are the list of fields of the deal. You can optionally use none, one or many fields as necessary. To determine which fields exists, fetch the list of fields with

the https://app.buzzflow.io/buzzflow/api/v1/pipeline/list-fields query.

Use

https://app.buzzflow.io/buzzflow/api/v1/pipelines?api_token=

to get the list of pipelines and pipeline IDs.

URL:

https://app.buzzflow.io/buzzflow/api/v1/deal/new

BODY:

{

   “Api_token“: <access_token>,
   “pipeline_id“: <pipeline_id>,
   “stage_id“: <stage_id>,
   “deal_name“: <new deal name>,
   <field_id_1>: <field_value>,
   <field_id_2>: <field_value>,
   <field_id_3>: <field_value>,…

}

Response:

On error

{

success: false,
error : <error message>

}

On Success

{

success“: true,


data“: {

       “deal_id“: <deal_id>,
       “deal_name“: <deal_name>,
       “pipeline_id“: <pipeline_id>,
       “stage_id“: <stage_id>
},

Additional_data : <additional data If exists>

}

Yes No

11.5.Get Pipelines #

GET /pipelines

Returns data about all pipelines

URL:

https://app.buzzflow.io/buzzflow/api/v1/pipelines?api_token=<access_token>

Response:

On error

{

success: false,

error : <error message>

}

On Success

{

success: true,

data : {

“pipelines” : [

“pipeline_id”: <pipeilne_id>,

“pipeline_name”: <pipeilne_name>,

“pipeline_stages”: [

{

“stage_id”: <stage_id>,

“stage_name”: <stage_name>,

},…

]

, …

]

},

Additional_data : <additional data If exists>

}

Yes No

11.6.Get Pipeline Fields #

GET /pipeline fields

Returns data about all fields a deal can have.

URL:

https://app.buzzflow.io/buzzflow/api/v1/pipeline/list-fields?api_token=<access_token>&pipeline_id=<pipeline_id>

 

Response:

On error

{

success: false,

error : <error message>

}

On Success

{

success: true,

data : {

“pipeline_fields” :[

{

“field_id” : <field_id>,

“field_name” : <field_name>,

“field_type” : <field_type>,

“field_values” : [

<value1>,<value2>, ..

]

},…

]

},

Additional_data : <additional data If exists>

}

Yes No

11.7.Pipeline Specific Fields #

POST /pipeline specific fields

Get’s a specific list of fields for a pipeline.

URL:

https://app.buzzflow.io/buzzflow/api/v1/pipeline/fields

 

BODY:

{

   “api_token“: <access_token>,
   “pipeline_id“: <pipeline_id>,
   “pipeline_fields“: [

       <field_id_1>,
       <field_id_2>, …
  ]
}

 

Response:

On error

{

success: false,

error : <error message>

}

On Success

{

success: true,

data : {

“pipeline_fields” :[

{

“field_id” : <field_id>,

“field_name” : <field_name>,

“field_type” : <field_type>,

“field_values” : [

<value1>,<value2>, ..

]

},…

]

},

Additional_data : <additional data If exists>

}

 

Yes No

12.Connecting Facebook Lead Ads to BuzzFlow #

Lead ads are a type of ad that allows you to run lead generation campaigns on Facebook. Unlike other ad types, lead ads include a contact form that lets people show their interest in a product or service by filling out the form with their details and allowing a business to follow up with them.

On your lead ads contact form, you can request email addresses or contact information from people who click on your ad. You can even ask people custom questions.

You can customize the questions in your lead ad form so that it’s tailored to your business. Connecting your lead ads to BuzzFlow CRM can help you receive your leads faster and take real-time action on new leads

Yes No

12.1.Lead Ad Form #

It is assumed that you already have an Ad Form configured in facebook ready to be connected to BuzzFlow CRM.

Following is a sample ad.

buzzflow facebook lead form integration

Yes No

12.2.Connecting BuzzFlow to Your Facebook #

Go to Main Menu >> Configurations and go to the bottom of the configurations page. Look for the following section.

BuzzFlow facebook lead form integration

Click on the ‘Connect Facebook’ button.

Enter your facebook credentials in the resulting window. This is a page of Facebook and your credentials are directly verified by Facebook.

BuzzFlow facebook lead form integration

Once the sign-in is completed, if you have multiple pages in your account, BuzzFlow will ask you to select a page to proceed. (as shown below).

BuzzFlow facebook lead form integration

Click on the Facebook page name where your lead campaigns are run.

Yes No

12.3.Map Facebook form to BuzzFlow #

This is where you connect the lead from with the BuzzFlow pipeline to receive the leads.

BuzzFlow facebook lead form integration

Continue to edit the form by mapping the fields from Facebook lead form to BuzzFlow pipeline fields.

BuzzFlow facebook lead form integration

BuzzFlow fields should be similar in type to receive the information from Facebook. For example, number field in BuzzFlow is not able to receive a text information from Facebook lead form.

 

Yes No

12.4.How to Test the Integration? #

Visit your ‘Lead Ads Testing Tool’(https://developers.facebook.com/tools/lead-ads-testing/) page in facebook. Following is a sample.

BuzzFlow facebook lead form integration

On the preview ad, click on the right information and submit. Once submitted, and if everything is configured correctly BuzzFlow should receive the lead and the right person will get notified.

Yes No