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Our next GoldMine 101 event on Thursday 28th November (at 2pm UK time), we'll be demonstrating a really simple automated process to create in your GoldMine system to ensure that all new enquiries are followed up.
This event is aimed at existing GoldMine CRM users.
PLEASE REGISTER HERE FOR THIS EVENT
Here's the low down on the 7.4 release of Workbooks which consolidates on the 'Green' theme UI and also enhanced Project functionality:
For those of you who manage projects, whether delivering to your customers or managing your internal tasks, we have built a new Projects Module. The Projects functionality is split into ‘Simple’ and ‘Advanced’.
The Simple Projects functionality was released earlier in the year, and some of you will have already been using it for Task and Team Management – this functionality is included in our Pro Licences. We have improved this functionality in the following areas:
Our Advanced Projects Module is becoming available in this Release. This Module builds on top of the ‘simple’ projects functionality, and includes:
Most of you use some sort of automation to help with workflow and to reduce manual effort. You can now control if Process Failure Notifications are sent to a User Group, not just a single user, allowing you to have a backup if someone is on annual leave. You can also control if the notifications should send on every failure, not just when the process is disabled, allowing you to catch issues sooner.
You can now control which email account is used to send your Scheduled Emails from. You can choose from an Email Account that is set up in your account and shared with you, or leave it with the current behaviour of sending from the owner of the Scheduled Email.
The owner of the Scheduled Email is still important – Scheduled Emails will fail to send if the owner user is disabled, and it cannot generate the attached reports if the owner does not have access to them.
To help ensure you’ve selected the correct column when building the Details View of a report (particularly if fields have similar names), you’ll see that the field description is displayed.
You can now configure your login screen, for example, choosing your own background or adding your company logo, plus remove the authentication options that aren’t available for your account. To do so, System Admins can go to Start > Configuration > Customisation > Sign In. For more details, see our Knowledge Base.
NOTE: The customised login screen will only show if Users login via your specific Workbooks domain, e.g. customdomain.workbooks.com/login, and not if they navigate to the login page from the Workbooks website. Therefore, encourage users to bookmark your specific login url.
For more information on Workbooks CRM, support or training, contact Wizard Systems.
Workbooks CRM offers a robust system for managing user access and permissions through User Groups and Capabilities. This feature is essential for organizations looking to maintain security and streamline their CRM operations.
Want to know more about how Workbooks can easily control User Access? Attend our free webinar on Wednesday 27th November at 2pm UK time.
User Groups in Workbooks CRM serve as a way to organize users with similar roles or responsibilities. By assigning users to specific groups, administrators can efficiently manage access rights and permissions across the system. Benefits of User Groups:
Capabilities define the specific actions and access levels that users can have within the CRM system. These are typically assigned to User Groups rather than individual users, making it easier to manage permissions at scale. Key aspects of Capabilities:
When creating new Workbooks Users, administrators should follow a structured approach to assign appropriate User Groups and Capabilities:
To maximize the effectiveness of User Groups and Capabilities in Workbooks CRM:
By carefully configuring User Groups and Capabilities, organizations can ensure that their Workbooks CRM system remains secure, efficient, and tailored to their specific needs. This approach not only enhances data protection but also improves improves the time taken to setup new users.
Here is some further information on the differences between Simple and Advanced Projects in Workbooks CRM (please check with Wizard Systems about the licencing and pricing of these 2 levels of Project Management in Workbooks):
Simple Projects in Workbooks CRM offer a straightforward way to manage tasks within a project. This functionality allows you to:
This level of project management is suitable for teams or individuals who need a basic structure to track their work without the need for in-depth budget management or time tracking.
Advanced Projects expand on the capabilities of Simple Projects by introducing features crucial for managing projects with financial implications and for monitoring team productivity. The key additions in Advanced Projects include:
The Advanced Projects module is designed for project managers, users who need to track their time, and finance personnel involved in project billing. It is particularly beneficial for businesses that bill clients based on time spent on projects or need detailed insights into project costs and team performance.
Workbooks CRM offers different licence options that include either Simple or Advanced Projects. The choice of licence depends on the specific needs of your business and the roles of your users. For pricing, please contact Wizard Systems.
As we approach 2025, businesses are increasingly relying on Customer Relationship Management (CRM) systems to drive growth and improve customer experiences. However, to truly leverage the power of CRM, it's crucial to measure its return on investment (ROI) accurately. This article explores the key CRM metrics that will be essential for business success in 2025.
One of the most direct indicators of a CRM system's effectiveness is the improvement in conversion rates. In 2025, businesses will focus on how their CRM helps turn potential leads into actual customers. A higher conversion rate signifies not only a more efficient sales process but also indicates that the leads being generated are of high quality and relevance.To compute and compare:
As marketing budgets come under increased scrutiny, the cost per lead will be a critical metric in 2025. An effective CRM should help reduce this cost by improving targeting and streamlining lead generation processes.
This metric will be crucial in 2025 for assessing the quality of leads and the effectiveness of your sales process. To calculate:
In the fast-paced business environment of 2025, reducing the time it takes to close deals will be more important than ever. CRM systems should help shorten the sales cycle by providing sales teams with better insights and automating routine tasks.
Measuring how CRM impacts individual sales rep performance will be crucial. This can be calculated by comparing the number of deals closed (or revenue generated) against active working hours.
In 2025, retaining customers will be as important as acquiring new ones. CRM systems should help improve customer retention by providing better customer service and personalised experiences.To calculate:
CRM systems should help increase the total revenue expected from a customer throughout their relationship with the business. In 2025, businesses will focus on using CRM data to identify opportunities for upselling and cross-selling.
By 2025, CRM systems will increasingly use AI to predict customer behaviour and sales outcomes. Metrics around the accuracy of these predictions and their impact on business decisions will become crucial.
As businesses adopt omnichannel strategies, CRM systems will need to track customer interactions across multiple touchpoints. Metrics that measure the effectiveness of these integrated experiences will be vital.
With increasing focus on data privacy, metrics that measure compliance with regulations like GDPR and CCPA will be essential in 2025. These could include measures of data accuracy, consent management efficiency, and response times to data subject requests.
As we move towards 2025, measuring CRM ROI will become more sophisticated and integral to business success. By focusing on these key metrics, businesses can ensure they're getting the most value from their CRM investments, driving growth, and improving customer relationships in an increasingly competitive landscape.Remember, the true power of a CRM lies not just in collecting data, but in how that data is used to make informed decisions and drive business strategies. Regular analysis of these metrics will help businesses stay agile and responsive to changing market conditions and customer needs.
The Web-to-Lead feature in Workbooks CRM enables automatic capture of lead information submitted through web forms on your website. This eliminates the need for manual data entry, saving time and reducing the risk of human error. When a visitor fills out a form on your website, their information is instantly transferred into Workbooks CRM as a new lead record.
How many potential leads slip through the cracks when website enquiries land in various email inboxes or spreadsheets? Manual data entry is not only time-consuming but prone to errors and delays. This is where Workbooks' Web-to-Lead feature becomes a game-changer.
Web-to-Lead automatically captures enquiries from your website forms and creates new leads within your Workbooks CRM system. This means:
Join us for an exclusive webinar: "Maximising Lead Capture with Workbooks Web-to-Lead"
Date: 20th November Time: 2pm GMT Duration: 20 minutes
In this webinar, Wizard Systems UK Ltd's CRM experts will:
Don't miss this opportunity to optimise your lead capture process.
Wizard Systems UK Ltd is a certified Workbooks CRM partner, helping organisations maximise their CRM investment through expert implementation and support.
Wizard Systems are pleased to announce release of the latest version of QuoteWerks. Please contact Wizard Systems on how to access this new release. Here's the full list of new features and fixes:
| New Features - Build 4 | |
| 1. HaloPSA integration! The integration with HaloPSA includes the ability to search for clients, Users, create/update Opportunities, create/update Quotes and upload quote attachments to HaloPSA. DataLink is supported for Clients, Users, Opportunities, Quotes, LineItems, and incldues the ability to retrieve the aggregate Sales Tax Rate from HaloPSA. The HaloPSA Product Database is available as a Product Data Source. You can attach files to the HaloPSA Opportunity from the PDF Preview window, the Links tab, and the Print window. There is a button on the SoldTo/ShipTo tab to display the SoldToContact, ShipToContact, or BillToContact in HaloPSA, a link on the Links tab that you can click to view the HaloPSA Opportunity in HaloPSA, also there is a link on the tab to view the HaloPSA Quote in HaloPSA. Additionally, emails sent from QuoteWerks are logged in the HaloPSA Opportunity Progress tab. The Corporate Edition of QuoteWerks is required to integrate with HaloPSA. [Service Release: 4.10] |
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| 2. GoldMine 2024.3 is now supported! [Service Release: 4.10] |
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| 3. For QuoteValet users, the QuoteValet Setup window in QuoteWerks Desktop is now web-based and shared with QuoteWerks Web. This provides for a modern web interface with improvements, especially for setting up the QuoteValet Notifications. [Service Release: 4.10] |
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| 4. For QuoteValet users, it is now possible to enable and configure DKIM for automated emails sent out from the QuoteValet notification service. Enabling this option will help to ensure proper email delivery when QuoteValet notifications are configured to originate from your company's domain name. [Service Release: 4.10] |
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| 5. For Zoho CRM users, you can now create Deals for an Account that does not have any contacts. [Service Release: 4.10] |
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| 6. For SQL users, especially Aspire Hosted DB customers, after making changes to users, or groups, or User Preferences on the User Maintenance window, or after changes to the QuoteValet Setup window, the speed of the synchronizing process with QuoteValet is massively improved. [Service Release: 4.10] |
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| 7. For SQL users, especially Aspire Hosted DB customers, massive speed increase when clicking on the OK button on the User Preferences window, either from Tools->My Preferences or from the User Maintenance window. [Service Release: 4.10] |
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| 8. For SQL users, especially Aspire Hosted DB customers, massive speed increase when clicking on the OK button on the Tools->Options window. Also when clicking OK on the Real-time Setup window. [Service Release: 4.10] |
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| 9. For Hubspot CRM users, the files api was updated to version 3. [Service Release: 4.10] |
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| 10. For Hubspot CRM users, data integrity changes were made for the upcoming Hubspot changes taking place January 6, 2025. [Service Release: 4.10] |
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| 11. For QuoteWerks built-in Contact Database users, added the Address1 column on the Contacts tab of the Edit Company window. [Service Release: 4.10] |
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| 12. For DataLink users, when creating a new DataLink Mapping, after selecting the action, the current CRM will now be automatically selected by default. [Service Release: 4.10] |
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| 13. GoldMine 2024.4 is now supported! [Service Release: 4.12] |
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| 14. For HaloPSA users, you can now select the ticket type on the Opportunity window. [Service Release: 4.14] |
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| 15. For HaloPSA users, you can now select a default ticket type on the HaloPSA Settings window. [Service Release: 4.14] |
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| Misc Features - Build 4 | |
| 1. Maximizer CRM Live (Web) integration has been removed from QuoteWerks Desktop. [Service Release: 4.10] |
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| 2. Added more logging to the Build 4 QWContacts to CRMCompanies data conversion process. [Service Release: 4.10] |
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| Fixes - Build 4 | |
| 1. For QuoteWerks built-in Contact Database users, when setting up a DataLink the PriceProfile and AccountRep fields were incorrectly displayed as being Company fields when in fact they are Contact fields. [Service Release: 4.10] |
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| 2. For QuickBooks Online Users with the Global version of QuickBooks Online, if shipping was taxable in QuoteWerks when sending a document to QuickBooks, an error would be returned "Business Validation Error: Select a tax code for the shipping line." and the document would not be created in QuickBooks Online. [Service Release: 4.10] |
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| 3. For Zoho CRM users, creating a Deal with a contact without an account would cause an invalid query formed error. [Service Release: 4.10] |
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| 4. For Act for Web! users, creating an opportunity would cause an Object Reference Error if the "Opportunity Competitors" datatype was changed in the Act for Web! settings. [Service Release: 4.10] |
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| 5. For Autotask users, having a custom field on the Autotask Services and performing a Product Lookup search would cause an Object doesn't support this property or method error message. [Service Release: 4.10] |
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| 6. For Product Content Subscribers, using TD SYNNEX Europe, the "TD SYNNEX" distributor pricing option was not appearing in the Etilize Panel. [Service Release: 4.10] |
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| 7. For UPS users, the production url was not being used for retrieving the shipping rates. [Service Release: 4.10] |
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| 8. When changing the value, and pressing enter in a the unit cost cell on the Document Items grid, and you were on the last row of the grid, and the Item Cost Assistant was configured to display, would receive an error about a modal window. [Service Release: 4.10] |
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| 9. For QuoteWerks Built-in Contact Database users, when clicking on the Contact Search Button and moving the "P" / Primary Contact designator column on the lookup to the first position, closing the search window, and searching again, will receive a Run Time Error '35604' - "The first column in a ListLiewControl must be left aligned." QuoteWerks then terminates. [Service Release: 4.10] |
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| 10. For QuoteValet users, when the logged in user is uploading a quote that has a different Sales Rep than the logged in user to QuoteValet would receive error "Error in GetUserDoubleVar, Array user 'XXXXX' does not match user 'YYYYY' requested!" [Service Release: 4.10] |
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| 11. For QuoteWerks Built-in Contact Database users, when cloning a contact on the Edit Company window, the list of contacts would not be refreshed to show the newly cloned contact. [Service Release: 4.10] |
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| 12. For API users, using the DocFunctions.SetDocumentHeaderValue method to set "LocalTaxRate" or "GSTTaxRate" was not recalculating the tax. [Service Release: 4.10] |
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| 13. QuoteValet Activity Email Notifications were setup with CC and BCC entries but the notifications were not being sent. [Service Release: 4.10] |
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| 14. When dbl-clicking on a Bundle in the Bundles window to add the bundle to the quote, if the Bundle contained items from external sources like ConnectWise the Bundle Items display was still loading when the dbl-click was received causing QuoteWerks to terminate. [Service Release: 4.10] |
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| 15. When clicking on a Bundle in the Bundles window, the list of Bundle Items was getting loaded twice. [Service Release: 4.10] |
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| 16. When creating a new Bundle or Configuration would receive an error about ""You can only Edit one bundle/configuration at a time". [Service Release: 4.10] |
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| 17. When clicking on the File->Print menu, and there was no Tenant Account Number would receive error "Error in InitializeOrUseCloudSettings. This requires an Aspire Tenant Account and Password" [Service Release: 4.12] |
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| 18. For QuickBooks Online Integration subscribers, when exporting an item to a QuickBooks Online Document where the mapping for Description and Purchasing Description were the same field, the Purchasing Description would be blank. [Service Release: 4.12] |
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| 19. For QuickBooks Online Integration subscribers, Document Header macros for CustomerText01 - CustomText28 would return empty values. [Service Release: 4.12] |
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| 20. For HaloPSA users, when doing a Contact Lookup search certain Clients or Users could return an error. [Service Release: 4.12] |
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| 21. For HaloPSA users, the Team value was not being set when creating an Opportunity. [Service Release: 4.12] |
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| 22. For HaloPSA users, some users with HaloPSA On-Premise would receive a HaloPSA failed authentication message after entering their credentials and clicking Test Connection on the HaloPSA Setup window. [Service Release: 4.12] |
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| 23. For HaloPSA users, if the QuoteWerks Logged in User setting was set for the Default Record Owner, the QuoteWerks logged in user was not correctly mapping the HaloPSA user. [Service Release: 4.14] |
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| 24. For HaloPSA users, DataLink fields are now sorted alphabetically with custom fields added at the bottom. [Service Release: 4.14] |
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| 25. For HaloPSA users, DataLink fields are now sorted alphabetically with custom fields added at the bottom. [Service Release: 4.14] |
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| 26. For HaloPSA users, the Macro Tester feature found under Contacts -> Macro Tester is now working. [Service Release: 4.14] |
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| 27. For HaloPSA users, DataLink fields were updated for Clients to include the current list of available fields from the HaloPSA Api. [Service Release: 4.14] |
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| 28. For HaloPSA users, Quotes were not able to be created due to a HaloPSA API issue. [Service Release: 4.14] |
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| 29. For HaloPSA users, date fields Quotes were not able to be created due to a HaloPSA API issue. [Service Release: 4.14] |
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| 30. For HaloPSA users, when saving a Quote a second time, if your Windows PC date is set to dd/mm/yyyy, the date is being shown in the format as mm/dd/yyyy. [Service Release: 4.14] |
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| 31. For MS CRM users, if the QuoteWerks Logged in User setting was set for the Default Record Owner, the QuoteWerks logged in user was not correctly mapping the MS CRM user. [Service Release: 4.14] |
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| 32. For Hubspot CRM users, if the QuoteWerks Logged in User setting was set for the Default Record Owner, the QuoteWerks logged in user was not correctly mapping the Hubspot CRM user. [Service Release: 4.14] |
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| 33. For HaloPSA users, some users were receiving a security protocol is not supported error message when selecting HaloPSA from the Contact Manager Setup window. [Service Release: 4.14] | |
We've all experienced that sinking feeling after accidentally deleting an important record in a CRM system. Workbooks CRM understands this common mishap and offers a robust Undelete feature as a safety net, allowing you to recover deleted records and maintain data integrity.
On our next online event we'll explore this feature and how it can save you from data loss disasters. Aimed at Workbooks CRM users, please join us on Wednesday 6th November at 2pm GMT and we will go through this unique feature of CRM.
When you hit the delete button in Workbooks CRM, the record isn't gone forever – at least, not right away. Instead of being permanently erased, the record enters a "soft-deleted" state, moving to a dedicated area called "Deleted Items". Think of it as a safety net that catches your data before it falls into the abyss of permanent deletion. This grace period lasts for 30 days, giving you ample time to recover the record. After 30 days or a database cleanup, the record is permanently deleted ("hard deleted") and cannot be recovered.
To recover a deleted record, navigate to Start > Deleted Items in the main menu. This section functions like a digital lost and found, allowing you to sift through various deleted record types. To make finding your lost data easier, you can filter records by type. For example, you can choose to view only deleted People, Organisations, Activities, or even Transaction Documents.
Once you've located the record you need, restoring it is straightforward:
Remember that records can only be restored one at a time. Bulk restoration is not currently supported.
Access to the Deleted Items area isn't a free-for-all. Workbooks CRM uses a capability-based system to control who can view and restore deleted records. Your system administrator can grant specific users the necessary permissions to access this sensitive area, ensuring data security and preventing unauthorised access.
There are three categories of capabilities related to deleted items:
This granular approach allows administrators to tailor access to deleted items based on user roles and responsibilities, ensuring that only authorised individuals can restore deleted data. For instance, a sales manager might have permission to restore deleted Opportunities but not deleted Financial records.
While the Undelete feature is a powerful tool, it's important to be aware of potential issues that might arise during the restoration process:
The Workbooks CRM Undelete feature is a valuable tool for data recovery, but understanding its nuances is key to using it effectively. Being aware of the time limit for recovery and the potential for broken links will help you make the most of this feature.
For more information on Workbooks CRM or Workbooks CRM Support, contact Wizard Systems!
Since Covid, we're noticing many more of our GoldMine CRM users wanting to put GoldMine and other office software in the cloud. The most popular route if to rent space on our secure servers as a 'hosted desktop' service. What's the benefits then compared to running GoldMine on your own server/s?
Cost efficiency stands out as a primary advantage. Running your own server infrastructure requires substantial capital investment in hardware, regular maintenance, and eventual replacement costs. With a hosted desktop solution, these capital expenses transform into predictable monthly operational costs. You'll also save on electricity and cooling expenses, as the infrastructure is maintained off-site by your provider.
Reliability and uptime receive a major boost with hosted solutions. Our professional datacentres offer redundant power supplies, multiple internet connections, and sophisticated backup systems that most small to medium-sized businesses simply cannot match. Your applications remain available even during local power outages or internet disruptions, and disaster recovery becomes significantly more robust.
Security is another crucial benefit. Hosted desktop providers implement enterprise-grade security measures, including constant monitoring, regular security updates, and sophisticated encryption protocols. Your data receives professional protection that would be costly and complex to implement in-house. It's all in the UK and a level of security that small business could not afford on their own.
The accessibility advantages cannot be overstated. Your applications become available from anywhere with an internet connection, enabling genuine workplace flexibility. Whether you're at home, in the office, or travelling, you'll have the same consistent experience accessing your applications and data. This proves invaluable for organisations with remote workers, working from home or multiple office locations.
Management becomes significantly simpler. Instead of your IT team/company juggling server maintenance, updates, and technical issues, these responsibilities shift to the hosting provider. We handle the complex backend work, allowing your team to focus on core business activities rather than infrastructure management.
Scalability becomes seamless with hosted solutions. Need to add new users or increase resources? It's usually just a matter of adjusting your subscription. There's no need to worry about future hardware requirements or complex upgrade projects - your hosted environment grows with your business needs.
The shift to hosted desktops represents a modern approach to running traditional applications, combining the reliability of established software with the flexibility of cloud-based solutions. And it's not expensive! Contact Wizard Systems for a quote today!