Team-Logic CRM™ Setup Guide - Team Logic Help System

Team-Logic CRM > Setup Guide

Team-Logic CRM™ Setup Guide

Note: To complete this setup you must have "Administrator" privileges.

Table of Contents

Complete Initial setup

It is important you complete the initial setup guide we have created. Look for "Team-Logic CRM Considerations" at the bottom of each step to make sure you get the most out of the guide.

Start by clicking here, you can return when you are done.

What are Project Types? A Use Case

Project types are the first item to set up in Team-Logic CRM. They define the workflow your organization uses to get things done.It is best described in a use case. Only you can define these types, as only you knows how your organization works.

We know about web design (and use Team-Logic CRM), we will outline the work flow of a web design project.

Project is created from a sales lead.

Project Type: Sales - New
Default Tasks Created: Initially Contact Client
Groups with Access: Sales, Management

Next Step

Client contacted and is interested in a product. Let's assume it is to design a custom web site.

Project Type: Sales - Meeting Pending
Default Tasks Created: Schedule Sales Meeting
Pre-meeting follow-up
Groups with Access: Sales, Management

Next Step

Met with client and defined their needs, now write a proposal. Note the groups with access have changed, the programming or web design team may need to access the project to help the salesman make an accurate quote.

Project Type: Sales - Writing Proposal
Default Tasks Created: Write Proposal
Groups with Access: Sales, Management, Programming, Web Design

Next Step

We have delivered the proposal, we await the client to accept.

Project Type: Sales - Proposal Delivered
Default Tasks Created: Proposal Follow-up
Groups with Access: Sales, Management, Programming, Web Design

Next Step

The client has accepted the proposal. We now pass the project off to our web design team.

Project Type: Web Dev - Phase 1 Design
Default Tasks Created: Internal Handoff Meeting
Project Research
Client Kickoff Meeting
Design Website Concept
Client Signoff on Design Concept
Groups with Access: Sales, Management, Programming, Web Design

Next Step

The client is happy with the design concept and signs off, we now actually build the web site and input content.

Project Type: Web Dev - Phase 2 Build
Default Tasks Created: Content Meeting With Client
Create Site Instance
Site Slicing
Content Entry
Groups with Access: Sales, Management, Programming, Web Design

Next Step

Almost all content is in the site and it is almost the finished product. We now need to test the site to make sure it is complete.

Project Type: Web Dev - Phase 3 Internal Testing
Default Tasks Created: Contract Check
Spell Check
SEO Check
Browser Check
Groups with Access: Sales, Management, Programming, Web Design

Next Step

We are now ready to launch the site! We have a task list to make sure the launch goes smoothly

Project Type: Web Dev - Phase 4 Launch
Default Tasks Created: Schedule Training
Client Training Meeting
Launch Site
Billing Setup
Groups with Access: Sales, Management, Programming, Web Design

Next Step

The site is launched but we can't just close the project. There is aftercare to make sure the site is a success.

Project Type: Web Dev - Phase 5 Post-Launch
Default Tasks Created: Send Thank You Card
Schedule Follow-Up Dates
Groups with Access: Sales, Management, Programming, Web Design

 

As you can see, there is a lot of flexibility to match your workflow. This progression of project types could change based on what the product purchased was. It is important to note project types DO NOT have to be this involved, for example we could put the first 4 steps above in a simple project type named "Sales".

 

Set up Project Types

If using the automatic signup system, your installation may be pre-configured with project types based on industry. We will assume there are no pre-configured project types. You can follow similar steps to modify existing project types.

Add your first project type:

  1. Click on "Admin" and then "Project Types" under the "Project Management" section
  2. Add a new project type name, for example "Sales - New". Select an icon from the dropdown. The description is optional, it is simply to define what the project type is used for.
     Add Project Type
  3. Once added, you can add attributes to the project type, outlined below.
  4. Group Permissions - Staff members that are members of groups selected below will automatically be able to see and contribute to a project of this type. Note that group permissions are not required, you can rely exclusively on per-staff permissions set in each individual project. This choice depends on the security desired. Group permissions are an easy way to set access in a trusted environment because they define permissions for large sets of staff.

    Example: "All members of our IT Department should see 'IT R&D' projects to collaborate ideas".

     Group Permissions

    Note: Projects inheret these group permissions when they are created or the type is changed. The group permissions can then be changed per-project. This means changing group permissions for a project type after the project is created will not automatically change existing projects.
  5. Default Tasks - Certain project tasks often need to be done every time a project is created, this is where default tasks come in. These tasks will be inserted into a project whenever a project of this type is created or an existing project is changed to this type.

    Example: "Every time a project changes to 'Sales - Writing Proposal' we want a task to remind the salesman to make a follow-up call."

     Add Default Task

     

    Note: When changing project types, the user will have the ability to opt not to add default tasks.
  6. Pre-defined Notes - Usually, you will send clients similar emails at various stages of a project. Pre-defined notes can automatically fill in those new emails, to be sent to clients or internally.

    Example: "Whenever we get a new sales inquiry we want a standard email response to get important information from the client"

     Add Predefined Notedefault note screen

     
  7. You can repeat this process for all project types. Dont forget to sort them on the main project type administrator.
     Sort Project Types
     

Project Types FAQ

Set up Project Custom Fields

Custom fields allow you to customize the system to your workflow and needs. Click here to learn about project custom fields.

What are Ticket Types?

Ticket types are similar to project types, but much more basic. They simply identify the nature of the work ticket. Clients submitting tickets through the portal will be able to choose from the list of these types.

Example: "Website Design Updates"

Set up Ticket Types

  1. Click on "Admin" and then "Ticket Admin" under the "Project Management" section.
  2. Add any Ticket types needed in the space shown below
     
  3. Don' forget to sort your ticket types.
     

Ticket Types FAQ

Set up Ticket Custom Fields

Custom fields allow you to customize the system to your workflow and needs.  Click here to learn about ticket custom fields.