Wizard Systems

Check out how easy it is to import data into Workbooks - Webinar 28th June

Join our upcoming training webinar on Wednesday 28th June at 10am UK time to learn the ins and outs of importing data into Workbooks CRM, the leading customer relationship management application. This interactive session is specifically designed for CRM resellers like you, aiming to enhance your expertise and streamline your clients' data migration processes.

During this short but comprehensive webinar, our expert trainers will guide you through the step-by-step process of importing data into Workbooks CRM. You'll gain hands-on experience and valuable insights into the best practices, tips, and tricks for efficient data importation. Whether you're a seasoned professional or new to the CRM industry, this webinar is tailored to cater to your needs.

Key topics covered in the webinar include:

- Overview of the data import feature in Workbooks CRM: Understand the capabilities and flexibility of the application's data import functionality.

- Preparing data for import: Learn how to structure and format data files to ensure smooth and accurate data migration.

- Mapping fields and data validation: Explore how to map fields between your source data and Workbooks CRM, and ensure data integrity through validation techniques.

- Importing data: Walk through the actual process of importing data into Workbooks CRM, including selecting import options and handling potential challenges.

- Troubleshooting and error handling: Discover common issues that may arise during the data import process and learn how to troubleshoot and resolve them effectively.

- Best practices for data import: Gain valuable tips and best practices for optimizing the data import process, improving efficiency, and minimizing errors.

By the end of this training webinar, you'll have a solid understanding of how to import data into Workbooks CRM, empowering you to assist your clients in migrating their valuable data seamlessly. Don't miss this opportunity to enhance your CRM reselling capabilities and provide exceptional service to your customers.

Register now to secure your spot and unlock the power of Workbooks CRM's data import feature. We look forward to having you join us for this informative and practical session!

Register HERE

Coming soon - NEW Release Sage CRM 2023 - Late May 2023 - AI comes to CRM!

Due out soon is a new release of Sage CRM featuring some AI features!

The changes in Sage 2023 R1 include extension of the Email and Contact Import feature, completing the refreshment of the main user interface and a new artificial intelligence feature called ‘Company Narrative’.

Using deterministic AI, this new feature offers summary insights.
• Automatically analyzing sales, service, and communication data in one place.
• Providing short & easy-to understand information for users.

The narrative tab is more memorable, persuasive, and engaging than data alone. It summarizes intelligence without having to look across records, converting data into information.

Extending the contact & email import feature. Users can now select contacts and emails they wish to import such that:
• They can be imported case & custom entities.
• Lists can be filtered to see where an email has been saved.

Customize your login screen.
• Administrators can now position custom logos as well as change the background of the entire login screen, its top, middle, or lower areas.

Downloading, editing, and re-uploading documents, spreadsheets, and other files.
• Users can now download files, open and make changes to it, and then upload the edited file back to Sage CRM.

Controlling uploads of file types for better security.
• System administrators can configure an “allow list” to restrict the file types that users can upload.
• If a file name extension is missing from the list, the upload of the file is blocked.

For more information on Sage CRM or Sage CRM Upgrades, please contact Wizard Systems

Workbooks Webinar - How to export data from Workbooks CRM

Our next free webinar on Workbooks is Thursday 20th August at 10am UK time.  We'll be covering how you can export data from Workbooks CRM.  This webinar is ideal for Workbooks administrators or anyone wanting to export data from Workbooks.  We will be running a live demo of the concepts and you can ask your questions with our Q & A session.

Please register first at:

https://attendee.gotowebinar.com/rt/3570921705155065103

Can't make it live?  No problem.  Register anyway and we will send you a link to the recording!

Workbooks CRM Case Study - Forum of Private Business - How Workbooks got rid of the Frankenstein Monster! Implemented by Wizard Systems

The Forum of Private Business is a not-for-profit organisation offering support to companies – most of which employ fewer than 50 employees – about many aspects of running a business, from employment law, HR and health and safety, to finance, legal, compliance, marketing and sales.

Until 2017, the Forum relied on a cobbled-together CRM solution based on an old, unsupported version of Microsoft Dynamics, which included an integrated Sage 200 Enterprise Resource Planning (ERP) system.

Over the years, the old CRM system was modified numerous times to make it fit the Forum’s requirements – but those modifications were undocumented, which eventually made the whole system unmanageable and impossible to update. The lack of documentation made support and training increasingly problematic too.

Read more about the Workbooks system installed by Wizard Systems helped get rid of the 'Frankenstein Monster'.........

Download Forum of Private Business Case Study - Workbooks

Workbooks Users no longer have to wait for a developer to build an integration....

There is no need to keep waiting for developers to build the integrations you wish for.

Workbooks can communicate with Zapier (www.zapier.com), a tool that makes it possible to connect the apps you use and get more out of your data, thus allowing you to automate tasks between online apps. This will allow you to be able to use complementary apps side by side in the way you want.

How does it work?

Zapier is a web automation tool where you can build Zaps that can automate specific parts of your business. A Zap is a blueprint of a predefined task that you want to run over and over again. Zaps work by using 'Triggers' and 'Actions', allowing you to tell Zapier 'When this happens in this app, do that in another app'.

•The Zapier Triggers are controlled by Triggers and Webhooks within Workbooks. The 'Workbooks Trigger' listens for any change in Workbooks that meets a specific criteria, and uses a Webhook to send the relevant information to the 'Zapier Trigger'.
•The Zapier Actions collect the information sent from another app and use the Workbooks API to carry out the necessary steps within Workbooks.

Supported by over 500 applications, it is possible to mix and match Triggers and Actions to automate tasks that previously had to be carried out manually. This can aid in speeding up workflows and increasing efficiency and productivity.

Requirements

Zaps are very lightweight and easy to set up, so there are only two things needed to start creating your very own;

1. An active Workbooks account

2. A Zapier account

What Zap Templates are available?

We currently have the following Zap Templates available. We recommend that you read our Settings up Zaps page to find documentation for each of these, and to learn how to set up Zaps with Workbooks. Alternatively clicking 'Use this Zap' below will take you to Zapier's website to start creating the Zap.

• Add new Facebook Lead Ad leads as new people in Workbooks CRM
• Create Google Drive folders for new cases on Workbooks CRM
• Copy new posted invoices from Workbooks CRM to Xero
• Create new Sales Leads in Workbooks CRM from Wufoo Form Entries
• Create new Basecamp Projects when new cases are raised in Workbooks CRM

Now you can link Workbooks to many other popular Cloud Applications with the new 'Zapier' integration!

Workbooks can now communicate with Zapier, a tool that makes it possible to connect the apps you use and get more out of your data thus allowing you to automate tasks between online apps. This will allow you to be able to use complementary apps side by side in the way you want.

How does it work?
Zapier is a web automation tool where you can build ‘Zaps’ that can automate specific parts of your business. A Zap is a blueprint of a predefined task that you want to run over and over again. Zaps work by using Triggers and Actions, allowing you to tell Zapier “When ‘this’ happens in this app, do ‘that’ in another app”. In this example ‘this’ is the Trigger and ‘that’ is the Action.

Supported by over 500 applications it is possible to mix and match Triggers and Actions to automate a lot that previously has had to be carried out manually. This can aid in speeding up workflows and increasing efficiency and productivity. You could integrate Workbooks to popular applications like Google, Xero, and Quickbooks.

Requirements
Zaps are very lightweight and easy to set up so there are only two things needed to start creating your very own;

1. An active Workbooks account

2. A Zapier account

...If you need any help with your integration, please contact Wizard Systems for more information.

 

New - Synchronise your Gmail and Google Apps with your CRM

Launching in July 2015, Riva now has the capability of integrating your Gmail and Google Apps to your favourite CRM like GoldMine and Sage.

Gmail Integration

Riva synchronizes appointments, contacts, email, opportunities, cases, quotes and other CRM objects directly between Gmail and your CRM. Here you see an email that has been processed and synchronized from Gmail to CRM because it has the “Processing Complete” label assigned to it.

Synchronise Contacts and Leads

Riva seamlessly syncs CRM contacts and leads automatically and identifies them with a CRM label to to keep CRM contacts separated from your personal contacts. Contacts and leads can be synchronized in both directions.

Synchronise your Google Calendar with CRM

You can choose to sync your calendars to/from your default Google calendar or to a separate CRM-labeled calendar.

Display data as email on mobile devices

Riva can be configured to display CRM opportunities, cases, quotes, projects, and custom objects so they appear in the related Folders in Gmail. Because they are created as emails that contain the CRM information, this information can be viewed on all Gmail clients including mobile devices. Using Riva’s single-click Connect Bar, users can open the specific records in CRM in View or Edit mode.

For more information on Riva and how it integrates to GoldMine, Sage and other leading CRMs, please contact Wizard Systems.

 

Extended Expression Editor with Inaport 7.3 - Advanced Import tool for CRM applications

Inaport 7.3 (the advanced import tool for CRM applications like Sage CRM and GoldMine) gives you the ability to extend the expression editor by adding your own functions. These functions become available at any point where you can write an expression in Inaport. Some ways this has been used:

• call out to an external web service to get current pricing for commodity products being imported into CRM
• implement specialized parsing of a sales order line
• call out to external database to do conditional updates.

Implementing new functions is straightforward. You create a DLL in any .NET compatible language, and drop it into the Inaport install directory. Inaport will find the DLL on start up and make the functions in it visible in the Expression Editor.

For more information on the latest version of Inaport, please contact Wizard Systems.

Top tips for data migration and importing data into a CRM system

Wizard Systems have been involved with setting up new CRM solutions for 20 years and have a wealth of experience in migrating different types of data into CRM systems. Here are our top 10 tips of areas to consider when carrying out your own database import project.

1. Format of the data. The most common format we come across at Wizard Systems for data migrations is Excel, so you have to check your CRM system can import directly from Excel or whether the data needs to be converted to some other format before import. Check to see if there is one file containing all data to be imported or whether it’s split over multiple files, e.g. one for the Company names and one for the People. If your data is in Excel, check for blank rows and that columns have the same format of data (i.e. if you had a City column, that column just contains Cities and no data from other columns has ‘slipped’ in). If your data is in ‘CSV’ (Comma Separated Variable) format, you may need to remove commas from the data you’re importing as they could corrupt your import.

2. How will you use the data once it’s in your CRM system? For example, are you going to send some marketing communications to them, have someone from sales call them, etc…

3. How up to date is the data? Nothing’s worse than taking the trouble to import your data, only to find out the companies don’t exist, people have left, or email addresses are out of date. When was the data last verified or updated by anyone? Does it have a ‘last update’ field for example?

4. Check for duplicates: You might assume that the data you are importing is fairly clean and does not contain duplicates, but do you have some of those records already in your CRM database, and if yes, how are you going to handle those duplicates – Most good CRM systems have a way of checking for duplicate records on import.

5. How will you import? Does your CRM system have an import facility or do you have to rely on a 3rd party tool / utility to do the job for you, which could add to the time and expense of the project.

6. Does your CRM system have the correct structure for the data to be imported? E.g. If the data to be imported has a turnover field for the Company, do you have a Turnover Field in your CRM database already? If yes, and there’s data in that Field already, is the format identical to existing records? You might be storing Turnover as a ‘number’ field, but maybe the data you are getting stores Turnover as text or a range.

7. Does your CRM system have the capacity for storing the extra records? Check that you don’t have any upper limits on number of records and that it will not impact on the performance of the system having extra data.

8. Security: Will all Users of the CRM system have access to this data or do some Fields / Records need to be hidden or made ‘read-only’ to some users?

9. Is this a one off migration or will you be subscribing to updates of the data? If you’re going to receive regular updates to your data, you will need to check that you’re tracking and importing a ‘Unique Record identifier” or a Field that contains a unique number for that record against which you can match & append future updates.

10. Ownership: Do you own the data, or if you start using it in your CRM system, is a 3rd party out there likely to launch a legal action against you? Ensure you abide by local data protection legislation and observe any ‘opt in or opt out’ flags for mailings or telephone calls

 

If you have a database import project you would like assistance with, please contact us at Wizard Systems.

 

The financial impact of having poor quality data in your #CRM system

Poor data quality has far-reaching effects and consequences for companies, wasting millions of pounds every year. Poor data management not only impacts on profit margins, but can also damage an organisation's brand, and increase its exposure to fraud and data protection penalties. According to a global data management study by PricewaterhouseCoopers, 75% of companies surveyed admitted that defective data impacted them financially.

Our Data Cleansing Service can help you with:

• Address Cleaning - Tidy up partial addresses. Add in missing postcodes or incorrect postcode
• Append extra Business Information -

  - SIC 
  - Telephone/ FAX
  - Number of Employees head office flag
  - Year established & Turnover
  - Credit Status & Rating

• Suppression screening - In the event of a person no longer being at an address, you can use suppression files like National Change of Address (NCOA) or Gone Away Suppression (GAS) to flag this. 
• Mortality and Bereavement screening - to prevent brand damage, embarrassing situations and waste.
• Telephone and Mail Preference Services screening - We check your records against the 6 million plus subscribers who object to receiving tele-sales calls or unsolicited mail.
• Telephone number verification and appending - If you are involved in tele-marketing, the service offers you an affordable way to verify telephone numbers or append telephone numbers to addresses.
• Consumer names profiling - We offer the base file of UK adults from the Electoral Roll for cleaning and verification of your targets.
• Deduplication - Identifies duplicates within your database, helping you to avoid the waste of multiple mailings.

Contact Wizard systems for a quote.