How to Create a Custom CRM Solution

Capturing leads and closing deals is crucial when it comes to a growth of a company. This applies to SMEs to large organizations. In order to evaluate growth, we require the proper tools to help us achieve these targets. CRM is one of those tools.

But there are a dozen of CRMs out on the web and it becomes a challenge to choose the perfect fit. Its like going to a clothing store and choosing a ready-made fit. Although it might look good, it may not well meet your overall fit. But what if you are able to customize your fit and make it look great.

This is what Buzzflow does. You are given the pleasure of customizing your CRM to however you like until it meets your overall requirements. However the first thing you have to do is signup to Buzzflow.

once you signup, the first interface you will be directed to is your dashboard. Your dashboard can be customizable according to the reports which you configure. We will go into reports further into this article once the fundamental functions have been configured.

On the top left corner is the menu (icon with 3 horizontal lines). Once expanded you will be able to access various features of the system.

In order to configure your CRM workflow, you will need to create and customize your pipeline according to your CRM process. To do that go to manage pipelines.

Once you’re inside your pipeline management interface, you will notice various tabs. Each tab has a significance that will further compliment your CRM workflow.

Pipeline

As you will have noticed, a pipeline template with name Sales has already been created. You can choose to rename the pipeline by clicking on the Rename pipeline icon

If you wish to create a new pipeline, click on the Add New Pipeline button. Once created a pipeline will be displayed with the name Sales

You will notice some action icons in front of your pipeline. You can perform various customizations within these actions

Pipeline accessibility

This gives you the option of defining which user(s) has access to your pipeline and pipeline reports. In order to define the users for pipeline accessibility;

  1. Click on the Pipeline Permissions icon
  2. By default, the accessibility is given to all. If you wish you can remove All option and individually enter the user email address(s) and press enter
  3. Click Save or Update

In order to define the users for pipeline reports accessibility;

  1. Click on the Pipeline Permissions icon
  2. Click on the Reports tab
  3. By default, the accessibility is given to all. If you wish you can remove All option and individually enter the user email address(s) and press enter
  4. Click Save or Update

Rename pipeline – If you wish to rename your pipeline, click on the Rename Pipeline icon and press Enter

Delete Pipeline – If you wish to delete your pipeline, click on the Delete Pipeline icon and click OK on the confirmation

Copy Email

There can be instances where you will receive certain deals through emails. Scrolling through your email individually and creating a Deal for each email can be an inconvenience.

As an alternative, you can copy the email ID being generated for the pipeline created and forward your deal email to the generated email ID. This would automatically create a Deal card within the pipeline in addition to the original email being tagged as well.

Set Deal State Remarks

You could pre-define standard remarks for each of the deal states. So next time when you mark a deal as either Won/Lost/Abandon/Reopen you will be prompted to select a remark in order for the state to be labelled on the deal.

In addition, you can enable and make certain fields as mandatory to be filled when the relevant state has been selected

  1. Click on Set Deal State Remarks icon
  2. Select the intended deal state
  3. Define your remarks individually and press Enter (eg. if Lost state tab is selected, you will enter High Price, Inconvenience etc.)
  4. If you wish certain field(s) to be visible and mandatory Enable the two action buttons in front of the field
  5. Click Save or Update

Sequential Deal Movement Check Box

Sequential deal moment helps you to identify the progress of deals within stages. This needs to be enabled, if you wish to track your deal progresses through reports.

However, if disabled, each stage will be acting as deal buckets, and the progress will not be tracked within the reports

In order to enable/disable, simply click on the Sequential Deal Movement icon

Set Default Folder

You can configure default folder(s) that you wish to be automatically created whenever a deal is created.

  1. Click on Set Default Folder icon
  2. Enable deal folder creation for user
  3. Individually mention the folder name and press Enter
  4. Click Save or Update

Stage Permissions

Stage permission will give you better control on defining what permission each user/team on deals for each stage. In order set stage permissions; (in order to set stage permissions, you first have to define your stages. Refer the stages title to know on how to add stages)

  1. Click on the Stage Permissions icon
  2. Enable the stage level permission for your desired stage
  3. Enter the user email or team and click Enter
  4. Define the permission for that user/team
  5. Click Save

Stage Level Mandatory Fields

You can define mandatory fields for each stage, whether it might be when a deal is moving into the stage or before it moves out of a stage. In order to define mandatory fields;

  1. Click on stage level mandatory fields
  2. Enable mandatory fields for the desired stage
  3. Select the required fields within the Stage in or Stage out phase
  4. Click Save

Default Assignee

You can set default assignee if you are using the Copy Email option. This automatically assigns the designated user once a deal has been created through the Copy Email option.

Pipeline Currency

You can assign different currency types if you are using different pipelines that track values in separate currencies

Stages

The stages will define your CRM workflow process. You can start adding your stages by first selecting your pipeline from the dropdown above.

Once you have selected your pipeline type in your stages and press enter in order to add stages.

After you have completed adding your stages you can perform various customization for each stage from the action buttons seen in front of each stage.

Stage Rename

If you wish to rename a stage,

  1. Click on the Rename stage icon,
  2. Rename your stage and press Enter

Stage Delete

If a stage a no longer required click on the Delete stage icon and confirm the prompted message

Move Stage

You are able to sort a stage to a different position by press and holding the Move stage icon and dragging the stage to the relevant position

Deal ‘No-progress’ Escalation Alert

The no progress escalation alert will come in handy if you wish to find out which deals has not progressed from one stage to the other. In order to do that you can set a number of days of which a deal can stay idle under each stage by clicking on the Deal ‘no progress’ escalation alert icon and defining the number of days.

Dormant Deals

Dormant deals will highlight any deals that have not been attended for a set number of days/hours/minutes. In order to define dormant deals for each stage;

  1. click on the dormant deals icon, enable the dormant deals function and set the number of days/hours/minutes.
  2. Click Save.

Auto Archive

Having a stack of deals under a stage can be very confusing. Hence enabling the auto archive function will come in handy. In order configure auto archiving

  1. Click on the Auto archival deals icon
  2. Enable the Auto archival function
  3. Define the number of days you would give for the deal to be automatically archived once under the relevant stage.

Stage followers

When you a build a team of users in your CRM workflow, it will be proactive to know when certain deals have moved in or out of a particular stage. Enabling Stage Followers will give you the option of being notified when a deal(s) have moved in/out of a stage you have set to follow. In order to enable stage following;

  1. Click on the Stage Followers icon
  2. Select which movement you would like to follow for that stage (stage in/stage out)
  3. Type of the emails of the users (or even yourself) who would want to be notified
  4. Click Save

Custom Fields

The custom fields tab gives you the option of defining what information you would like to capture from your leads. In order to create custom fields;

  1. Select the pipeline/people/company
  2. Click on Add New Field button
  3. Enter a name of the field
  4. Select the field type*
  5. Click Save

*when selecting the field type as dropdown, multiple choice or dynamic list you will have to mention the items related to the field as well (eg. If your product field is a dropdown, multiple choice or dynamic list, you will also have to mention the product types as well)

*auto increment field types are used if you wish to automatically generate sequential numeric values every time a record is created. In order to create an auto increment field; mention the prefix and the starting value

*action button is linked to moving the record to a stage being created. In order to create an action button, select the color of the button, button position and select the stage

Once you have created your fields you will notice various action icons in front of the field

Show hide field – You can enable or disable the visibility of a field by clicking on the show/hide field button

Rename field – Option to rename an existing field

Configure field – this gives you the option of updating existing dropdown, dynamic, multiple choice and auto incremental fields

Delete field – Remove fields which are no longer needed

Move field – You are able to sort the position of a field by dragging the move field icon

Duplicates allowed/disallowed – enable or disable duplicate detection of values within certain fields. In case if duplicates are disallowed, a duplicate detection message will be displayed if you attempt to enter the same value again within the field

Field groups

Field groups allows you to sort your fields under categories. This will be useful if you have a large set of fields and sometimes scrolling to find a particular field becomes inconvenient. In order to group fields;

  1. Enable field groups
  2. Click Add New Group
  3. Enter a group name
  4. Select if you want this grouping to be applied to the pipeline or contact custom fields
  5. Click Add

The group will be created. Then you would have to your required fields under that group. In order to define the fields;

  1. Click on the plus icon
  2. Drag the desired fields from the lift the to bottom of the field group

The action icons in from of the field group are;

Edit group name – change the name of the field group

Move up/move down – Sort the position of the field group

Remove – Delete the field group if it is no longer needed

*Ungrouped fields will fall under the default field group named as Ungrouped fields

Card Summary

The card summary shows the 4 most important fields of your choice in from the deal card. In order to select which field you would like to display;

  1. Click on the Edit field icon
  2. Select the desired field

New Deal

The new deal tab gives you the option of configuring the New deal pop up page (this is the first page you will fill when creating a new deal). There are a number of options that can be configured such as defining which fields you would want to see initially, which sections to be shown and also changing the default new deal label name as well

  1. In order to change the new deal label name;
    1. Delete the current name and mention a desired name
  2. For selecting which sections to be displayed or hidden from the new deal box
    1. Click on the action button beside the relevant section

Displaying custom fields within the New Deal box

  1. Enable the first action button in from of the relevant field
  2. To make the field mandatory, enable the second action button

 

Deal Flags

Deal flags are a combination of various labels which helps you filter and identify deals much easier.

In order to set deal flags;

  1. Enter a flag name
  2. Select the color of your flag

In addition, you can rename, sort and delete your flag as well.

Your Pipeline

Once you have done the necessary configurations, you can start entering your leads in your pipeline. Your pipeline will look something to similar to the image below

 

Creating a new Deal

Creating a new lead is very straightforward.

  1. Click on the New Deal button
  2. Enter the relevant details
  3. Click Create or Create and Open

Supposedly if you have defined certain mandatory fields for the New Deal, and you do not fill those fields, the system will not let create the deal by indicating you have to fill the mandatory fields.

In the scenario below, the work contact was taken as a mandatory field for the deal creation.

Inside the deal card you will notice various tabs.

Fields – This is where your configured custom fields will be shown

Notes – In addition to the information captured on fields, you can add notes whether it might include pictures or just text

Message – This gives you the option to collaborate with other team members on this deal

Activities – Create activities to remind you on the tasks that are important for the deal, whether it might be a call or meeting

Files – Upload files which are relevant to the deal for better accessibility. You could also create folder to make it more organized

Emails – Tag emails which are relevant to the deal. This will make it easier to refer instead of searching through your inbox.

  1. Click on the Copy email icon
  2. Go to the relevant email and forward the email to the copied email ID

Logs – A history of the deal will be logged in to the deal log since the deal was initially created

In order to move a deal from one stage to another, simply drag the deal and place it under the relevant stage.

Other ways of moving the deal will be by right clicking on the deal and selecting the stage or selecting the stage within the Fields tab

Once the sale is closed, you can mark the deal as Won, Lost or Abandon;

  1. Right click on the deal
  2. Hover over mark as and select a deal state

 

Search deals through filtering

You can search a particular deal(s) by entering the relevant filters.

  1. Click on the Search Pipeline icon
  2. Enter your filter(s)
  3. Click Search

Reports

Your reports can be customized to however you desire. There are three type of reports;

General reports – Basic reports that capture data based on the filtering provided

Progress reports – Reports that identify deals that have progressed on a given period

Progress for stage reports – Reports that identify deals that have progressed to a specific stage on a given period

In addition, you can generate reports based on activities as well as People and Companies.

If you are generating similar reports on a consistent period, you can save those reports as templates.