Wizard Systems

Sage CRM 2024 R2 Upgrade Briefing

Sage CRM 2024 R2 is about to be released in the UK.  Here is some key information.

UI & UX Improvements

• Over 30 customer cases resolved
• Introduction of Sage CRM Ally (beta), an embedded AI chatbot for user help
• New mail merge example templates
• Minor calendar enhancements
• Mobile interface improvements, including brand and customer enhancements

Administration and Integration Enhancements

• Mailchimp integration improvements:
  • Changed field syncing to allow no upper limit
  • Improved field matching for easier syncing of new fields Added support for workflow in Quotes and Orders
• Decluttered Documents and Reports configuration admin screen
• Removed deprecated features
• Improved field labeling and fields for website, email, and IP addresses
• Enhanced documentation for Exchange Integration

Development Improvements

• Extensive fixes for vulnerabilities
• New Database Field Reference Document (to be published)
• RESTful API enhancements, including support for new Query Parameters and Operators

Other Notable Changes

• Ability to view more folders in Exchange Online and change the number of listed folders
• Increased maximum field length
• Refreshed brand and corrected names for mobile themes
• Updated user assistance and eLearning materials

Supported Software Changes

• Web browsers: Google Chrome, Microsoft Edge, and Apple Safari (Mac only) are supported. Mozilla Firefox is no longer supported.
• Operating systems: Windows Server 2019 and 2022 are supported. Windows Server 2016 is no longer supported.
• Database servers: Microsoft SQL Server 2019 and 2022 are supported. Microsoft SQL Server 2017 is no longer supported.

These updates aim to improve user experience, enhance productivity, and boost security while providing better integration capabilities and development tools for Sage CRM users and administrators

Supported Upgrade Paths:

Direct upgrades to Sage CRM 2024 R2 are supported from the following versions:

• Sage CRM 2024 R1
• Sage CRM 2023 R2
• Sage CRM 2023 R1
• Sage CRM 2022 R2
• Sage CRM 2022 R1

Upgrading from Older Versions:

Users on older versions must follow a multi-step upgrade path. For example:

Example Upgrade Path for Version 7.1 Users:

1. Upgrade to version 7.2 (SP1 or SP2).
2. Upgrade to version 7.3 SP3.
3. Upgrade to Sage CRM 2018 R3.
4. Upgrade to Sage CRM 2021 R2.
5. Upgrade to Sage CRM 2024 R1.
6. Finally, upgrade to Sage CRM 2024 R2.

Important Considerations:

• Refer to the Sage CRM website for the version support lifecycle: https://help.sagecrm.com/support/support-lifecycle/
• For integrations with Sage accounting solutions or third-party applications, consult relevant documentation to ensure compatibility.

"Ensure you are upgrading from one of these listed versions, as other upgrade paths are neither tested nor supported."

Recommendation:

Begin planning your upgrade to Sage CRM 2024 R2 consult with Wizard Systems!

Boost Your Sales Efficiency with QuoteWerks and Workbooks CRM Integration

In the fast-paced world of sales, efficiency and accuracy are paramount. Imagine a seamless integration between your quoting software and CRM system that enhances your workflow, reduces errors, and saves time. Enter the QuoteWerks and Workbooks CRM integration, a powerful tool designed to streamline your sales process from quote generation to closing deals.  This solution from Wizard Systems if:

1. You use Workbooks and need a more sophisticated quote solution
2. You use QuoteWerks and are looking for a new CRM system, but don't want to stop using QuoteWerks

 

Streamline Your Sales Process

The integration between QuoteWerks and Workbooks CRM allows you to populate critical information such as "Sold to," "Ship to," and "Bill to" details from a Workbooks Opportunity into QuoteWerks. This ensures that all necessary data is readily available when creating new quotes in QuoteWerks. Once a quote is initiated, these details are automatically populated, reducing manual entry and the risk of errors.

Efficient Quote Management

Managing quotes becomes a breeze with this integration. You can amend quotes as needed within QuoteWerks, and any changes are exported to a CSV file on a set schedule. This file is then uploaded to an SFTP server, where Workbooks checks for updates and processes new files. This automated process creates new opportunities and quotes, ensuring that your sales team always works with the most up-to-date information.

Seamless Updates and Revisions

Keeping your data current is crucial for maintaining accuracy in your sales process. With the QuoteWerks and Workbooks integration, you can update "Sold to," "Ship to," and "Bill to" information directly from the quotation record in Workbooks. Simply make the necessary changes and select "Run Process > Update Quote" to ensure that all revisions are recorded and reflected in the opportunity. This feature guarantees that your opportunity replicates the values from the most recent quote, providing consistency across your sales documents.

Key Features and Benefits

• Automated Data Transfer: The integration automates the transfer of basic quote details back into Workbooks on a schedule, minimizing manual data entry and potential errors.
• Real-Time Access: Open QuoteWerks quotes directly from the opportunity or quote record in Workbooks, allowing for quick access and updates.
• Currency and Field Support: Currently, the integration supports only the base currency (GBP) and populates specific fields such as Docno, Docname, Docdate, and more in Workbooks.
• System Requirements: To leverage this integration, you need the QuoteWerks Corporate Edition on SQL, an SFTP server setup, and the SFTP Plug-in enabled within Workbooks.

Frequently Asked Questions

• Can the integration work with QuoteWerks Standard Edition? Unfortunately, the Standard Edition does not support the required commands for this integration.
• Which Workbooks license is needed? The integration is compatible with the basic Workbooks CRM license.
• What documents are transferred to Workbooks? Currently, only Quotation documents are copied.
• Is contact information viewable in QuoteWerks? Not directly. Contact details must be populated by raising the quote from Workbooks.

Overcoming Common Challenges

One common concern is the delay between creating or updating a quote in QuoteWerks and seeing these changes in Workbooks. This delay depends on how frequently your SFTP client collects and uploads files and how often Workbooks checks for updates. While Workbooks can be set to check every minute, a five-minute interval is recommended for optimal performance. Setting up the SFTP server is another consideration. While Wizard Systems cannot set up the server, your IT team can configure it using Windows Operating System features or other providers. Ensure that Workbooks has access by configuring your firewall and router settings.

Conclusion

The integration between QuoteWerks and Workbooks CRM is a game-changer for sales teams looking to enhance their efficiency and accuracy. By automating data transfer and ensuring seamless updates, this integration allows your team to focus on what matters most: closing deals and driving revenue. Embrace the power of automation and elevate your sales process with QuoteWerks and Workbooks CRM from Wizard Systems today.

Tailoring QuoteWerks to Your Industry: Maximising Efficiency and Relevance - Event 24/7

In today's competitive business landscape, having a sales quote solution that truly understands your industry can make all the difference. QuoteWerks, a versatile quoting software from Wizard Systems, offers robust customisation options that allow businesses across various sectors to streamline their quoting process. But how can you ensure you're making the most of these features for your specific industry?

Join us for an upcoming webinar on Wednesday 24th July at 2pm UK time, where we'll delve into the art of customising QuoteWerks to suit your unique business needs. Whether you're in IT, manufacturing, construction, professional services, or healthcare, this session will provide invaluable insights into optimising your quoting workflow.

During this 30-minute webinar, we'll cover:

1. Template Customisation: Learn how to create industry-specific quote templates that speak directly to your clients' needs. We'll show you how to incorporate relevant fields, sections, and industry-specific terms and conditions that will set your quotes apart.

2. Product Database Optimisation: Discover techniques for structuring your product catalogues in a way that makes sense for your industry. We'll explore setting up industry-specific pricing models and incorporating variable options and configurations.

3. Industry-Specific Integrations: Find out how to connect QuoteWerks with industry-standard software and specialised tools, enhancing your overall workflow and eliminating data silos.

4. Workflow Customisation: We'll demonstrate how to set up approval processes and quote-to-order stages that align with your industry's best practices, as well as how to automate industry-specific follow-ups.

 

By the end of this webinar, you'll have a clear understanding of how to tailor QuoteWerks to your industry's unique requirements, helping you to improve efficiency, relevance, and ultimately, your bottom line.

Don't miss this opportunity to transform your quoting process and gain a competitive edge in your industry. Register now to secure your spot!

 

We look forward to seeing you there and helping you unlock the full potential of QuoteWerks for your industry!

Sage CRM 2014.1 now out!

Wizard Systems are pleased to announce availability of the latest version of Sage CRM for upgrade, 2024.1

What’s New?

• A new way of tracking and managing information - introducing tags to help classify data. Tags that support the creation of groups or reports and much more.
• Text field formatting – allowing simpler visibility of key information through text emphasis.
• Changes to how all users can view and sort their information
• 64-bit architecture – improving performance and enhancing scalability

Contact Wizard Systems to find out how you can access this upgrade

Top 5 Bad Habits in Workbooks CRM: Are You Guilty?

Top 5 Bad Habits in Workbooks CRM: Are You Guilty?

In the world of CRM, old habits die hard. Even with a powerful, intuitive system like Workbooks CRM at your fingertips, it's easy to fall into practices that undermine its effectiveness. Let's explore the top five bad habits we frequently see and how to break them for better CRM usage.

And attend our live webinar on Wednesday 5th June at 2pm UK time to see all of this in more detail and talk with our CRM experts.  Register here

 

1. Using Notes Tab as an Activity Dumping Ground

The Sin: You've just finished a call with a client. Instead of properly logging it, you hastily jot down some points in the Notes tab. It's quick, but is it smart?

Why It's Bad: Notes are unformatted, making them difficult to search, categorize, and report on. They become a tangled web of information, making it challenging to extract meaningful insights.

The Redemption: Use the Activities section! It provides structured fields for calls, meetings, and more. This organization allows for easy tracking, scheduling, and reporting, giving you a clear view of your client interactions.

2. The Never-Ending Activity

The Sin: A meeting gets rescheduled, then rescheduled again. Instead of marking it as unsuccessful and creating a new entry, you keep modifying the same activity.

Why It's Bad: This practice erases your activity's history. You lose track of when an activity was originally planned versus when it actually occurred. This skews your time management metrics and client engagement analysis.

The Redemption: Always complete unsuccessful activities as they are. Then, create a new activity for the rescheduled event. This maintains an accurate timeline, helping you understand client responsiveness and your scheduling efficiency.

3. Ignoring the "Left Company" Feature

The Sin: Your key contact at ABC Corp has moved on. You know this but simply leave their details untouched in your CRM.

Why It's Bad: Outdated information leads to wasted efforts. You might be sending proposals or scheduling calls with someone who's no longer there, missing opportunities with their successor.

The Redemption: Workbooks CRM offers a elegant solution with its "Left Company" feature. Use it! It neatly archives the contact's history while prompting you to update their new details or identify their replacement, ensuring seamless relationship continuity.

4. Email Over Quotes Feature

The Sin: You've worked hard on a sales proposal. Instead of using Workbooks' quote feature, you summarize it in an email body.

Why It's Bad: Emails get buried. They lack the structure to showcase your offer's full value. Without a proper quote record, you miss out on tracking quote versions, approval stages, and integrating it with your sales opportunity pipeline.

The Redemption: Always use the Quotes feature. It provides a professional template, tracks modifications, and links directly to your sales opportunities. This not only impresses clients but also gives you rich analytics on quote performance and sales pipeline health.

5. Small-Time Thinking with Email Campaigns

The Sin: You're sending a product update to 50 clients. You turn to Workbooks' simple mailing tool because, well, it's right there.

Why It's Bad: While handy for one-offs, the internal tool lacks the power for true email marketing. You miss out on design options, A/B testing, detailed analytics, and automation that drive engagement.

The Redemption: Integrate with email marketing giants like Mailchimp or GatorMail. These Workbooks CRM integrations let you harness advanced features—beautiful templates, segmentation, behavioural triggers—while keeping your CRM data in sync. Even for smaller sends, this elevates your professionalism and insights.

Break Free from Bad Habits

Workbooks CRM is a powerful ally in your business growth. By shedding these bad habits, you unlock its full potential:

1. Use Activities, not Notes, for structured data
2. Complete and recreate activities for accurate timelines
3. Leverage the "Left Company" feature for up-to-date contacts
4. Employ Quotes for professional, trackable proposals
5. Choose integrated email tools for marketing prowess

Remember, a CRM is only as good as how you use it. Break these habits, and watch Workbooks CRM transform your business operations from good to great.

Stay Ahead of the Game with Freshsales Email Notifications

In the fast-paced world of sales, every opportunity is crucial. Missing a vital lead or failing to follow up on a promising prospect can cost you dearly. That's why utilising the power of email notifications from your Customer Relationship Management (CRM) system is a game-changer. Freshsales, a leading CRM solution, offers a robust set of email notification features that can keep you informed and engaged with your sales pipeline, ensuring you never miss a trick.

1. Never Let a Lead Slip Through the Cracks
With Freshsales' email notifications, you'll receive real-time alerts whenever a new lead is captured through your website, social media, or any other source. This instantaneous notification allows you to respond promptly, increasing your chances of engaging with the lead while their interest is still hot.

2. Stay in the Loop About Critical Updates
Whether it's a change in a deal stage, a task due date, or a note added by a team member, Freshsales' email notifications keep you informed. By staying up-to-date about these critical updates, you can prioritise your actions and respond accordingly, ensuring seamless collaboration and timely follow-ups.

3. Automate Reminders for Follow-ups
Forgetting to follow up on a promising lead or an ongoing deal can be detrimental to your sales success. Freshsales' email notifications can be configured to send you reminders for upcoming tasks, appointments, or any other follow-up actions you need to take. This automated system acts as your personal assistant, ensuring you never drop the ball on important opportunities.

4. Customise Notifications to Suit Your Needs
One size doesn't fit all when it comes to email notifications. Freshsales allows you to customise your notification settings based on your preferences and workflow. You can choose to receive notifications for specific events, filter them by priority, or even set up rules to ensure you only receive the most relevant updates.

5. Access Notifications on the Move
In today's mobile-driven world, being tied to your desk is no longer a necessity. Freshsales' email notifications can be delivered directly to your mobile device, allowing you to stay informed and take action regardless of your location. This level of accessibility ensures that you can seise opportunities as they arise, even when you're on the go.

By leveraging the power of Freshsales' email notifications, you can streamline your sales processes, enhance your responsiveness, and ultimately, close more deals. Staying informed and engaged with your sales pipeline has never been easier. Embrace this powerful feature and watch your sales performance soar to new heights.

Membership Organisations and Associations Face Unique Challenges That Require Specialised Software Solutions

As not-for-profit organisations that rely on membership fees and engagement to thrive, associations and membership bodies have unique operational requirements compared to typical businesses. Effectively tracking member data, automating membership renewals, managing events, facilitating collaboration between members, and providing value to retain members over time are critical to the success of these organisations.

However, many associations and societies still utilise basic tools like spreadsheets or outdated databases to manage key organisational activities. This leads to time-consuming manual processes, limited visibility into member data and engagement, and operational silos. Many find it difficult to deliver personalised services to members or gather data-driven insights using traditional software tools.

This is where a purpose-built association management software like Workbooks CRM comes in. With dedicated membership management, portal, and automation capabilities, Workbooks CRM streamlines critical association tasks to create more member value and organisational efficiency.

Built-In Membership Management for Complete Lifecycle Control

Workbooks CRM provides integrated membership management tools that allow associations to easily track contacts and create member profiles that include enrolment status, membership type and level, renewal dates, payment info, event attendance, and more.

Robust member segmentation, groups, and portal capabilities make it simple to manage members by category, send targeted communications, and provide exclusive access to premium content. Members can also access and update their profiles via self-service portals.

Automated membership renewals triggered based on pre-set rules ensure renewals are processed on time without manual intervention. Integrations with payment gateways enable smooth, secure membership payments.

With Workbooks, membership staff gain complete control and visibility over the entire member lifecycle in one place.

Drive Engagement Through Online Communities & Collaboration

Member engagement is key for associations to deliver value and retain members over the long term. Workbooks facilitates community building and collaboration through:

- Online member portals with dedicated access to resources, content, discussion forums, and more based on membership type and group. This fosters an ongoing community experience.

- Collaborative tools like shared calendars, tasks, project wikis enable committees and special interest groups to work together more effectively.

- Surveys and polls provide instant member feedback to inform programs and services.

Data-Driven Insights for Targeted Communications & Personalisation

Using CRM data and analytics, Workbooks provides intelligent insights that help associations better understand overall membership health, trends, demographics, engagement metrics, event performance, and more. Staff can leverage these insights to optimise communications and personalise services.

For example, engagement scoring tracks individual member engagement so high-value members can be rewarded while inactive ones reactivated. Campaign automation tools combine data points like membership type, location, past event attendance etc. to send targeted, relevant communications driving better engagement.

Integrations Extend Functionality for Complete Association Management

Workbooks CRM integrates seamlessly with everyday business applications like Office 365, G Suite, Outlook, Quickbooks, Zapier, PowerBI, and 300+ other critical systems. This means associations can manage events, finances, email marketing, accounting, and more without leaving Workbooks.

As an all-in-one association management software, Workbooks provides the tools and visibility needed to improve member satisfaction, organisational efficiency, and long term viability. The system scales to support associations of all types and sizes. With Workbooks, membership organisations can focus less on manual processes and more on serving their members.

Connecting the Dots: Understanding Party Relationships in Workbooks CRM - Event 21/2

As your business grows, you likely interact with a complex network of contacts across different companies and organisations. Keeping track of these connections in your CRM can be challenging. This is where the Party Relationships feature comes in handy!

Join us for our next event on Wednesday 21st Feb at 11am UK time and we'll walk you through this feature. 

Please register in advance by clicking here.

Party Relationships allow you to link contacts and accounts together, clearly defining their connection. This gives you a holistic view of a contact by showing you all the different companies and people they are associated with.

For example, you can link:

- Multiple contacts at the same company
- A contact to multiple accounts they are associated with
- Parent companies with subsidiary companies
- Sales reps with their managers

Defining these relationships makes it easy to see the big picture. When viewing a contact or account record, you can instantly access all related parties right from there.

Some key relationship types include:

- Subsidiary – associate a parent company with its subsidiary
- Customer – connect customer contacts with their organisation
- Supplier – define supply-chain connections
- Partner – link strategic business partners
- Manager – relate managers with their direct reports

With clear and defined party relationships, you gain invaluable context that ensures more personalised and productive customer interactions. This insight helps you understand the full scope of your customer ecosystem so you can deliver targeted, relevant messaging to contacts based on their role and association with other accounts.

As your business partnerships expand, party relationships will become invaluable in providing a clear, interconnected view of these complex networks in your CRM. Defining these connections early helps you build upon them over time as your organisation grows.

Give it a try and connect the dots between your different contacts and companies in Workbooks CRM today with party relationships! Let us know how it helps your business.

Workbooks CRM 7.2 will be rolled out this weekend 20th Jan 2024

We are pleased to announce an update to Workbooks this weekend.

PLEASE NOTE: The Workbooks service will be intermittently unavailable between 06:00 and 10:00 UK time on Saturday 20th January 2024. If you log in on Saturday morning, you may see a message informing you that your database is being upgraded. Your database should be available for use within approximately 30 minutes of receiving the message

Key updates include:

• • Adding a "My Activities" calendar view
  • Allowing landing page views in the Springboard
  • New sales forecasting fields in Opportunities
  • A kanban view for Opportunities
  • A beta "Snapshot Reporting" feature

There are also some other minor updates mentioned like changes to database export limits and where to find targets.

Modern Theme no more:

In our first step towards creating a newly–themed Workbooks, we are first removing the old theme. You will now all use the ‘Clean’ theme, and ‘Modern’ will no longer be available.  You can still go to your Preferences to change how your taskbar and background look.  Keep an eye on future communications for details of the new theme we are building.  You might also spot that the Clean theme has changed slightly, with section headers changing from a grey to a white background, and shortcuts changing to white.

My Activities:

Last release, we created a new View called ‘My Activities’, which uses our editable Calendar View to show you the Activities you have going on this week. We have added this as a tab to your Springboard. If you haven’t started using a Springboard yet, click here for information.  Springboards should be your go-to for all the areas you need to access in a day, so including the ‘My Activities’ tab will now make it even easier to plan your days.  Remember, you can amend the display order or turn off the tabs shown in your Springboard by clicking on the cog in the top right and then navigating to ‘Items’.

Views in the Springboard

We have extended the options for the tabs you can have on your Springboard. Previously, you could only add Dashboards, but now you can add Landing Page Views. Just like the ‘My Activities’ View that we have done for you, you could add an ‘All Open Opportunities’ View or ‘My Open Cases’ View. This can help you reduce the number of windows you need to pin or open on login.  TOP TIP: The Springboard will keep the View in the format you have it saved as, including the filters and whether you are displaying it as Cards or Kanban, so remember to save your Views in the mode you use frequently! See our Knowledge Base page about customising Views.  You still get all the same options to amend filters or adjust columns from within your Springboard.  To add a View to your Springboard, navigate to the View, click on the ‘View’ button in the top right, and choose ‘Add to Springboard’. You can find more details about your Springboard and how to customise it on our Knowledge Base.

Opportunities - New Forecast Fields

We recognise that a frequent requirement of a Sales Team is to see the weighted value of their pipeline, so we have built in a couple of new fields to help you achieve this. The first is the ‘Sales Forecast Status’ field, which by default will contain the values ‘Commit’, ‘Possible’ and ‘Upside’. This field provides an alternative to the way of forecasting using the Opportunity Stage, as we know that early-stage Opportunities can sometimes already be a known win, and alternately, late-stage Opportunities might still have a low possibility of winning.

This ‘Sales Forecast Status’ can set the ‘Probability’ field. This is important for the next new field, “Weighted Value”, which will automatically calculate the Opportunity Net Value multiplied by the Probability, meaning it no longer needs to be calculated in reports. You can display the ‘Weighted Value’ field in grids, in the new Kanban view (see below), and in reports.

You’ll need to enable the new fields, and decide whether you want the Probability to continue to be set using the Opportunity Stage, or change it to use the new Sales Forecast Status field. Some migration may be needed in the databases that have the older ‘Forecast Status’ field in use at the moment. See our Knowledge Base for more information.

Kanban View

The Kanban View we created for Activities is now also available on Opportunities. This means you can see your Opportunities by Stage, Assigned To, Close Period or any other Opportunity picklists. We’ve also enhanced it further to allow you to see Totals for each grouping, helping to give you an overview of your pipeline.

Some other small changes

Reports now have the option to be exported, and can then be imported back into another database, making deployment of things from UAT to Live easier. Please note, all custom fields used in the exported report must also exist in the destination database, with the same field names.
If you use Targets, you’ll note these no longer show in the Start menu. However, they do still live within Reporting. Instead of Start > Reporting > Targets, you’ll now navigate to Start > Reporting, and then pick the ‘All Targets’ View from the Report Landing Page.  Database Exports are now restricted to 20GB. If you need to export a database larger than this, please contact the Support Team.

CRM Gets a Brain: AI and Predictive Capabilities Emerge

Customer relationship management (CRM) software has become a vital tool for sales, marketing, and customer service teams. While CRM platforms have evolved from basic contact managers to robust suites, the core functionality has remained relatively static. However, major underlying innovations are rapidly revolutionizing what CRM solutions can accomplish.

Advanced artificial intelligence (AI), predictive analytics, and hyper-personalization capabilities are transforming CRM systems from reactive databases into intelligent assistants. Instead of simply recording interactions, this new breed of living, breathing CRMs can optimize processes, uncover insights, learn from data, and deliver tailor-made experiences.

AI Ushers in the Age of Intelligent CRM

Integrating AI tools like machine learning, natural language processing, and conversational agents makes CRM platforms smarter and more useful. Chatbots create interactive customer experiences while collecting valuable data to inform future interactions. Voice assistants help salespeople rapidly capture notes, update records, schedule meetings, and surface recommendations using natural language.

CRM systems equipped with machine learning techniques uncover deeper insights from customer data. By scrutinizing historical communication, purchases, and activity, predictive analytics models identify risks, project outcomes, and reveal key trends. Rather than relying on manual reporting, smart CRMs flag high-priority alerts, uncover revenue opportunities, and automate data-fuelled decisions.

Hyper-Personalization Drives Custom Experiences

Collecting extensive customer data, behaviours, and feedback in integrated CRM profiles also fuels hyper-personalization. With a 360-degree view of customers and AI to connect the dots, CRMs can now tailor content, product recommendations, risk analysis, communication channels and schedules to match individual preferences. Customers get the right message through the right medium at the optimal time.

While CRM software provides a critical centralized database, integrating cutting-edge capabilities propels these tools to an entirely new level. The CRM revolution powered by AI, analytics, and personalization enables sales, marketing and customer service teams to be more efficient, informed and responsive. And customers enjoy highly customized experiences tuned to their needs, leading to satisfaction, loyalty and trust. The future of CRM is here – and it’s smarter than ever before.