In the Customer Relationship Management (CRM) module, you can keep track of the XTRF-related communication with clients and vendors and check the attached mailboxes.

Communication and Planning tab

In this tab, you can plan, create and manage CRM-related activities such as e-mails, calls, events, etc. By default, you will see the My Tasks for the Coming Week view. However, you can select another view or create a new one by clicking on the View drop-down list.

• To open an activity, click on its line in the list. To open it in edit mode, click the icon in the last column.

• Click the Import or Export buttons to add new activities from other sources or export the existing ones. To learn more about those actions, see the Data import and export article.

•  If you select a checkbox in the left column, the Delete button will appear on top of the list. Click it to erase the selected activity.

Create new activities

To add a new CRM activity, click the corresponding button on top of the activity list.

Send an e-mail

1. Click the New E-mail button. You will be directed to the New E-mail page.
   

   

2. Provide a Subject.

3. Select one or several Recipients.

   1. With the drop-down menu, select the category of recipients: TO, CC, and BCC.
      Note: There will be as many messages as there are main recipients. They will not see one another's addresses.

   2. Start typing the address in the text field to open the drop-down list of the matching e-mails.
      OR
      Click the icon to open the Search for Addresses pop-up window, where you can filter and select the recipients. Check the selected boxes and click the Add Selected button at the bottom of the window.
      

      

      
      OR
      Click the icon to open the Mailing List drop-down menu where you can add, load, update or delete mailing lists. To add a mailing list, you should add the desired recipients to the letter first.

4. (Optional) Select the E-mail Theme from the drop-down menu. To learn more about creating and editing themes, see the Templates - Document Templates - Themes article.

5. In the Message section, enter the letter content using the provided formatting options.

6. (Optional) In the Attachment section, click the Add files… button to attach files to the e-mail.

7. (Optional) Check the Request for Confirmation box to get notifications about your mail being received.

8. (Optional) Click the Test button to preview the e-mail.

9. (Optional) Click the Save as Template button to create a new e-mail template based on the current e-mail. The new template's name will be the same as your e-mail subject.

10. Click the Send button.

Send an e-mail from a template

1. Click the New E-mail from Template button. You will be directed to the CRM New E-mail - Select Template page with a list of available templates.
   

   

2. Click on the desired template. You will be directed to the New E-mail page.

3. Provide the necessary changes in the template as described in the Send an e-mail section of this article.

4. Click the Send button.

Add a CRM activity (Memo, Call, Task, or Event)

To add a new CRM activity, click one of the following buttons at the top of the page: New Memo, Log a Call, Plan Task, or Plan Event.

You will be directed to the Add CRM page, which is similar for all activities except for a few fields.

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1. Set the activity-related dates:

   • for a Memo - the date and time of the event or activity that led to the memo's creation

   • for a Call - the date and time of the call

   • for a Task - the date and time when the task is to be done

   • for an Event - the starting and ending dates and times

2. Provide a Name or a Subject.

3. Provide a Description.

4. Select the Person Responsible.

5. (Optional) Select a Category. This field will be active only if you have custom categories created for CRM activities. To learn more about categories, see the Configure system values - Categories article.

6. (Optional) Set the Priority - Normal, High, or Low.

7. Select the Status - Requires action, In progress, Completed, or Cancelled.

8. (Optional) For a Call - click the icon in the Follow-up section to create a call-related task.
   For a Task and Event - in the Notification section, select Home Portal users that should receive a notification about the task. Decide on the notification type (an e-mail or a pop-up), select the time when users are to receive these notifications, and click the Add button.
   

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9. (Optional) Add the associations for this memo so you can take shortcuts to related projects, jobs, client and vendor profiles, etc. Click one of the buttons in the Add Association for section. An Associations pop-up window with a list of entities appears. Click on the entity in question to add it to the Association section and select a contact person (if applicable).

10. Click the Save button.

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You can use the Task activity for distributing tasks between team members, as you can select the person responsible for certain tasks among all XTRF uses.

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Mailboxes tab

This tab can be used as an e-mail client for the mailboxes synchronized with XTRF Home Portal.

Here you can:

• Navigate through your mailboxes and subfolders in the structure column on the left.

• Search through e-mails using the filters.

• Create new e-mails by clicking the Add button on top of the e-mails list.

• Check the e-mail content in the Selected message section at the bottom of the page.

• Check and edit the e-mail associations.

Associations with clients are created automatically based on addresses from the e-mails. To change them or add new ones, click the icon in the Edit column. An Associations pop-up window appears, where you can switch between Projects, Tasks, Jobs, Quotes, Clients, and Client invoices and add them by clicking on the selected entity.

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To learn how to add a mailbox to the Home Portal, see the Personal Settings - Mailboxes article. To learn about other e-mail settings, see the Configure e-mail settings article.