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Contact Management

Bulk Adding Activities

Tactile CRM allows you to easily add ‘bulk’ items to records. Here we look at how to bulk add an activity against multiple opportunities

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Bulk adding activities to Opportunities, Organisations and People is easy. Simply:

  1. Select the records you want the activity to be added against
  2. Choose ‘Add Activity’ from the dropdown that appears at the top
  3. Fill out the details of the activity
  4. Press Save

The activity will then be automatically saved against all the records.

Managing Multiple Contacts On Opportunities

Tactile CRM allows you to easily record multiple contacts against a single opportunity. This can be useful when you are working on an opportunity with a number of different people to try and win a deal.

Adding an additional contact

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Adding a new contact against an opportunity is easy:

  1. Click the add link to open the ‘New Related Contact’ window
  2. Fill out the Role/Relationship (examples might be ‘Budget Holder’ or ‘Decision Make’, but you can choose what you want)
  3. Choose if you want to add a person or organisation and then start typing their name to find them in Tactile CRM
  4. Press ‘Save’ and the contact will be added

Deleting a contact

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Deleting a contact is easy, simple hover over the contact you want to delete and press the ‘Delete’ link.

Controlling Access to Contacts

Tactile CRM has a simple permissions system for controlling access to the contacts in your account. But to understand how the permissions system works, you must first understand how the different types of record are related to each other. Organisations, People, Opportunities and Activities are the four basic types of record, and the following diagram expresses the relationships between them:

Record types further down the stack pictured above may belong to any combination of types above them. For example, you can specify that an Opportunity relates to a particular Person and Organisation, or just a particular Person. An Activity could relate to an Opportunity, a Person, and Organisation, all three, etc.

If you would like to control access (that is, who can look at a record and who can edit it) to your data in Tactile CRM, you will need to make use of the permissions system present on Organisations. By default, when you create a new record in Tactile CRM it will be visible by all users in your account, and editable by the same:

Let’s say you have a small team of sales staff, whom you’ve given access to Tactile CRM, but you wouldn’t want to give permission to change any of your contact data. To implement such a restriction, you can use the ‘Access Permissions’ controls present on the New/Edit Organisation forms:

To restrict who has permission to edit this Organisation, you would either select the ‘Just Me’ option from ‘Read & Write Access’, or the ‘Select Users…’ option, then choose appropriately. Similarly, by removing a User’s ‘Read Access’, they will no longer be able to view the record. Bear in mind when selecting permissions that a User with write access will be given read access also.

Organisations are the only record type you can specify permissions for in Tactile CRM, but all items related to an Organisation will inherit its permissions.

Tactile CRM has a couple of features for making the editing of permission settings easier. The first is the ‘Change Access Permissions’ control, present when selecting multiple records from an index page:

This will allow you to change the permissions for a large number of Organisations at once.

The other feature is the ‘Default Permissions’ set of controls, found on the ‘User Permissions’ section of the admin panel. Using this page, you can choose what the default permission settings are for each User in your account, and whether they are fixed or not. User with fixed permissions cannot change them.

This can be useful for keeping two groups of users separate from each other. For example, you may have multiple teams responsible for inputting contact data into Tactile CRM, but you would like to keep each group’s data separate. By setting up the default permissions so that each group’s default read permissions do not allow the other group access, all Organisations and related records will be shown only to their respective groups.

Linking Contacts

Tactile CRM provides several ways to express relationships between your Organisations, People, Opportunities, and Activities. In some of the input forms in Tactile CRM, you may notice some fields have the text ‘Type to find’ in them:

These fields are for linking two things in Tactile CRM together. There are three ways they can be used.

The first, is when you are wanting to link to an existing record in Tactile CRM. For example, if you want to add a new Person to an existing Organisation, you can search for the Organisation by typing its name:

If any results are found, they will be displayed in a list under the input, with any you have recently viewed at the top of the list:

Clicking on any of these results will select it, and the field will change to show your selection. If you wish to cancel the selection, click on the ‘Clear’ link:

The second way is when you wish to create a new record when the form is submitted. For example, you are adding a new Person, and want to specify the Organisation they belong to, but neither are present in your system yet. Simply type the full name of the object, and by choosing not to select from any matching results, the text ‘New’ appears next to the field:

Submitting the form in this state means that a new Organisation with the name ‘Tasty Sandwiches’ will be created, and the new Person will be linked to them.

The third way to use these fields is when you want to create a new record, but wish to specify more than just the name. When the ‘New’ indicator is displayed, by clicking on the plus sign next to it you can launch a window where you can add more information:

When the popup form is submitted, the field is populated as if you had chosen from a search result; the new Organisation is already saved.

How to capture web leads directly into Tactile CRM

Tactile CRM has a built in tool for you to easily add a web form to your website so you can capture leads and customer data directly into Tactile CRM. Check out the 30 second video below on how to set it up, or scroll down to see more information:

Setting Up A Web Form

Setting up a web form in Tactile CRM is easy. Login as an admin user, visit the admin section and chose the ‘Configure Tactile CRM Web Form’.

You’ll need to choose which values you want to capture and make sure you tick the ‘Enable Web Form’ box to turn this feature on.

Web Form Setup

Click save and copy the code Tactile CRM gives you into your website and start collecting leads from your website. Check out our website to see a web form in action

How do I do a ‘mail merge’?

Tactile CRM doesn’t have a built in ‘mail merge’ system, instead it provides the ability to export contact data (organisations and people) so that you can use it in other applications, such as [Open]Office to perform mail merges, or mass emails with your current mail tools.

How do I import my Outlook address book?

You’ll first need to export the contacts from Outlook and then you’ll be able to import them into Tactile CRM:

  1. Open Outlook
  2. Choose “Import and Export” from the File menu
  3. Wait for the wizard to open, select “Export to a file” and click “Next”
  4. Choose “Comma Separated Values (Windows)” and click “Next”
  5. Choose the Contacts folder you would like to export and click “Next”
  6. Choose a filename and where you would like to save the file (for instance, “tactile_import.csv” on your Desktop), then click “Next”
  7. Confirm what you are exporting: make sure the checkbox next to “Export…” is checked and click “Finish”

How do I export my contact data?

Exporting Organisations & People is easy. Simply click on the tab for one, and there is an export as CSV link on the right hand side. Tactile CRM will then export the data and email it you.

It doesn’t stop there though. If you want to restrict the export by Tags or Town, you can do that too, you’ll even get a list of Tags separated by “|” in the export file.

Can I import vCards?

Yes! Simply export your contact details as a vCard, for example in Mac Address Book:

  • Select the contacts you want to export
  • Click ‘File’ -> ‘Export’ -> ‘Export vCard…’
  • Choose a filename and where you would like to save the file (for instance, “tactile_import” on your Desktop), then click “Next”
  • Then click on ‘Import contacts into Tactile’ in either the contact or leads module and follow the instructions there.

Can I import my contacts for Google/GMail?

Yes! Simple click on ‘Import contacts into Tactile CRM’ from either the Organisations or People tabs and follow the instructions there. You will be asked to confirm access to your Google account by Tactile CRM, then enter your username and we will take care of the rest.

Can I set more than one phone number or email address for a contact?

Yes, but (to keep things simple) we ask that you do this after you’ve created the record for the contact.

Once you’ve clicked ‘Save’, you’ll be shown all the details you’ve entered and the ‘Contact Information’ (Phone, Fax, Mobile, Email, etc.) are shown in a list near the top-right of the page. Any you entered while creating the contact will be shown here – they’re assumed to be the ‘Main’ method, but this is just a label that you can change.

You can edit any of the existing contact methods or add new ones by clicking on the ‘Update’ link. A pop up window will appear:

Adding Extra Contact Information

To add a new Contact Method, click the ‘Add another Contact Method’ link, enter the details in the boxes that appear and click save.

How do I set the default country when adding an address?

When you add an address to your organisation record in the ‘Organisations’ module the country you choose there is used as the default for when you add new addresses elsewhere in the system.