4,401
edits
Changes
no edit summary
==Overview==
[[External]] organisations are the organisations involved with your business such as customers, prospects, suppliers and partners. These organisations are referred to as “Accounts” within [[SmartSimple]], though you can change this term.
Each [[External|external]] account uses the same basic information as an [[Internal|internal]] organisation, such as the business name, address, and phone numbers, plus any [[Custom Field|custom fields]] that you define specifically for external organisations.
For each account, you store related contacts and, as with [[Internal|internal]] people, you can enable these external people to access [[SmartSimple]] and log into the system.
You can give any external accounts permission to share any of the following [[SmartSimple]] Items:
* Calendars.
* Discussion Groups.
* [[Smart Folder|SmartFolders]].
* [[SmartSimple]] Application programs.
* Contacts can be used as resources in the Project and Job Costing [[Application|application]].
==Referencing External Organisations to Specific Applications==
Some [[SmartSimple]] applications, such as [[Sales Tracking]], and the E-mail Broadcast provide specific features for managing [[External|external]] organisations.
You should consider subscribing to some of these programs if you need specific account or customer management features.
If you plan to use [[Sales Tracking]], then you may wish to use '''Leads''' to initially track organisations, rather than setting up an account for each lead.
See the SmartSimple Quick Start guide for [[Sales Tracking]] to see how this works.
<u>'''External Accounts and Roles'''</u>
You should always create specific [[User|user]] roles for external contacts since doing this will enable you to create [[Custom Field|custom fields]] specific to each type of contact, and if you allow your contacts to log in then the role will control the [[Menu|menu]] items visible to those contacts.
==Creating an External Organisation==
Wherever you wish to create a new [[External|external]] organisation the same technique is used.
1. Click the '''Organisation''', '''External Contacts''' [[Menu|menu]].
[[Image:Account1.png]]
The '''Account Organisational Structure''' is displayed – currently no accounts have been established.
Do not click the root organisation link when adding new [[External|external]] organisations, because the created organisation will be created as an internal organisation – instead always use the '''New Account''' tab.
2. Click the '''New Account''' tab.
The '''New Account – Quick Entry for Duplication Check''' is displayed.
[[Image:Account2.png]]
3. Enter the following details:
[[Image:Account3.png]]
4. Click the '''Submit''' button.
No potential duplicates are located so the '''New Account''' window is displayed.
5. Complete the '''details'''.
[[Image:Account4.png]]
6. Click the '''Save''' button.
The record is saved and the account [[Menu|menu]] is displayed.
[[Image:Account5.png]]
==Account Fields==
The standard fields that you can set for an account are:
[[Image:Account.png]]
==Additional Account Information==
You can also manage the following information/setting for an account.
* '''Notes''' – display any notes that have been added to the account. You should only use these notes for background information. Notes related to activities can be added to the individual activity.
[[Image:Accont6.png]]
* '''Settings Menu''' – [[Applications]] –subscribes [[SmartSimple]] application programs to this account.
* '''Settings Menu''' – Contact Signup– creates a web sign up page for contacts from this account to register.
* '''Settings Menu''' – Company Signup– creates a web sign up page for other companies to register.
* '''View Menu''' – Organisation Chart – You can create an organisation chart for any [[Internal|internal]] or [[External|external]] set of accounts.
* '''View Menu''' – Pin Board – displays the account specific pin board.
[[Category:System Management]]
[[External]] organisations are the organisations involved with your business such as customers, prospects, suppliers and partners. These organisations are referred to as “Accounts” within [[SmartSimple]], though you can change this term.
Each [[External|external]] account uses the same basic information as an [[Internal|internal]] organisation, such as the business name, address, and phone numbers, plus any [[Custom Field|custom fields]] that you define specifically for external organisations.
For each account, you store related contacts and, as with [[Internal|internal]] people, you can enable these external people to access [[SmartSimple]] and log into the system.
You can give any external accounts permission to share any of the following [[SmartSimple]] Items:
* Calendars.
* Discussion Groups.
* [[Smart Folder|SmartFolders]].
* [[SmartSimple]] Application programs.
* Contacts can be used as resources in the Project and Job Costing [[Application|application]].
==Referencing External Organisations to Specific Applications==
Some [[SmartSimple]] applications, such as [[Sales Tracking]], and the E-mail Broadcast provide specific features for managing [[External|external]] organisations.
You should consider subscribing to some of these programs if you need specific account or customer management features.
If you plan to use [[Sales Tracking]], then you may wish to use '''Leads''' to initially track organisations, rather than setting up an account for each lead.
See the SmartSimple Quick Start guide for [[Sales Tracking]] to see how this works.
<u>'''External Accounts and Roles'''</u>
You should always create specific [[User|user]] roles for external contacts since doing this will enable you to create [[Custom Field|custom fields]] specific to each type of contact, and if you allow your contacts to log in then the role will control the [[Menu|menu]] items visible to those contacts.
==Creating an External Organisation==
Wherever you wish to create a new [[External|external]] organisation the same technique is used.
1. Click the '''Organisation''', '''External Contacts''' [[Menu|menu]].
[[Image:Account1.png]]
The '''Account Organisational Structure''' is displayed – currently no accounts have been established.
Do not click the root organisation link when adding new [[External|external]] organisations, because the created organisation will be created as an internal organisation – instead always use the '''New Account''' tab.
2. Click the '''New Account''' tab.
The '''New Account – Quick Entry for Duplication Check''' is displayed.
[[Image:Account2.png]]
3. Enter the following details:
[[Image:Account3.png]]
4. Click the '''Submit''' button.
No potential duplicates are located so the '''New Account''' window is displayed.
5. Complete the '''details'''.
[[Image:Account4.png]]
6. Click the '''Save''' button.
The record is saved and the account [[Menu|menu]] is displayed.
[[Image:Account5.png]]
==Account Fields==
The standard fields that you can set for an account are:
[[Image:Account.png]]
==Additional Account Information==
You can also manage the following information/setting for an account.
* '''Notes''' – display any notes that have been added to the account. You should only use these notes for background information. Notes related to activities can be added to the individual activity.
[[Image:Accont6.png]]
* '''Settings Menu''' – [[Applications]] –subscribes [[SmartSimple]] application programs to this account.
* '''Settings Menu''' – Contact Signup– creates a web sign up page for contacts from this account to register.
* '''Settings Menu''' – Company Signup– creates a web sign up page for other companies to register.
* '''View Menu''' – Organisation Chart – You can create an organisation chart for any [[Internal|internal]] or [[External|external]] set of accounts.
* '''View Menu''' – Pin Board – displays the account specific pin board.
[[Category:System Management]]
