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Quick overview of Contact Manager Edition

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Overview

Introduction to Contact Manager Edition
Now that you have Contact Manager Edition, you’re probably wondering what to do first. In this section, we’ll give you a brief overview of Contact Manager Edition so you know what’s included in the application and can get familiar with the setup.

What’s the value of Contact Manager Edition?
With Contact Manager Edition, you can now easily track all your contacts along with all of your interactions. So you know the last time you spoke to someone, what each of you said, and can see all the information you’ve sent them, such as documents and emails. You can even set reminders for follow-up tasks.  All this helps you get more done, faster.

Getting Started tab

The Getting Started tab is the first tab you see when starting your trial. In the main section of the Getting Started tab you’ll find five tutorials, offered in text and video format, to help you quickly get up and running with Salesforce CRM. The tutorials cover everything from how to import your contacts to how to customize Salesforce CRM for your business.

Home tab

The Home tab gives you a quick overview of your schedule and your to-do list. Use this page to make sure you’re on top of your tasks and ready for all of your meetings.  The tab has two main sections:

  • My Tasks section – This section provides an overview of all the tasks that are assigned to you, including calls and emails. Change the view with the dropdown menu on the right to see tasks with different due dates. Click ”New” to add a task to the list.
  • Calendar section – This section shows all your upcoming events and meetings. Click on a day on the calendar on the right side of the page to see that day’s schedule, or change the view to see a week or month at a time. Click ”New Event” to add a meeting.

Accounts tab

The Accounts tab helps you easily keep track of your business accounts. The main Accounts page shows recently viewed accounts and has quick links to reports and tools at the bottom.

  • View dropdown list – Use this to quickly see filtered lists of accounts. You can even create new views specific to what you want to see. Once in the view, you can sort the given accounts by Name, Billing State/Province, Phone, and more, to easily find what you’re looking for.
  • Recent Accounts section – This section shows the accounts you’ve viewed recently, so you have quick access to the ones that are most important. Click ”New” to add a new account.
  • Reports section – This section contains links to pre-built reports you can run on your accounts. Click a report to quickly see all your active accounts, neglected accounts, an account history report, and more.
  • Tools section – This section contains links to different tools you might find helpful in managing your accounts, including importing accounts and contacts, mass deleting accounts, merging accounts, and more.

Contacts tab

The Contacts tab is where you can find and view all your contacts. The main Contacts page shows recently viewed contacts and has quick links at the bottom of the page to reports and tools that help you easily manage and find your contacts.

  • View dropdown list – Use this to quickly see filtered lists of contacts. You can even create new views specific to what you want to see. Once in the view, you can sort the given contacts by Name, Account Name, Title, and other information, to easily find what you’re looking for.
  • Recent Contacts section – This section shows you the contacts you’ve viewed recently, so you have quick access to the ones that are most important. Click ”New” to add a new contact.
  • Reports section – This section contains links to pre-built reports you can run on your contacts. Click a report to quickly see all your partner accounts, a contact history report, and more.
  • Tools section – This section contains links to different tools you might find helpful in managing your contacts, including importing accounts and contacts, mass deleting contacts, and more.

Reports tab

The Reports tab is where you can view pre-built reports or build custom reports.  For example, one pre-built report shows all the Contacts you haven’t contacted in the last 2 months.

  • Search – At the top of the screen is a Search bar to help you quickly find specific reports.
  • All Reports section – This section is where you can view all the reports available to you, including pre-built reports and custom reports you build yourself.
  • Recent Reports section – This section contains all the reports you’ve recently viewed.
  • Create New Custom Report button – Click on this button to launch a wizard that helps you build custom reports.

All Tabs tab

The All Tabs tab is the tab with an arrow in it. Click on this tab to see all the tabs that are available to show at the top of your screen. Once you’ve clicked on the All Tabs tab, click the Customize My Tabs button to add or remove tabs from your Salesforce CRM.

Our other editions include too many features and tabs to put them all at the top of the screen, so this tab helps you create the best layout for your business.

Setup

The Setup link is in the top right of the Salesforce CRM application. Click on this link to change settings such as the look and feel of the application.  When you click the Setup link, you’ll be taken to the Setup page. The main part of the page contains links to specific items you can create or change.  The left-hand side of the page has different areas you can customize:

  • Personal Setup – In this section, you can change your personal information in Salesforce CRM (e.g., your name and email address) and also where you can change your personal settings for Salesforce CRM  (e.g., integrate Salesforce CRM with your Outlook email).
  • App Setup – In this section, you can customize many aspects of Salesforce CRM, including the look and feel. You can change the way pages are laid out in the application, create new data fields to track information specific to your business, and turn on navigation features like collapsible sections, inline editing, and hover lists.
  • Administration Setup – In this section, you can manage settings that affect how Salesforce CRM works for all of your users. This section is where you can add new users, enter your company’s fiscal year, set security controls, and turn on extra applications like Google Apps.

Help

The Help link is in the top right of your application. Click on the link if you’re looking for help on specific topics.

Logout

The Logout link is in the top right of your application. Click on the link when you're done using Salesforce CRM.

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Overview of Salesforce CRM terminology

Overview

Salesforce CRM terminology
Salesforce CRM uses lots of specific terms to describe what certain things are in the application. We recognize that some of them may be unfamiliar to new users, so we’ve created this brief overview to help get you up to speed.

Salesforce CRM terminology

  • Account – Accounts in Salesforce CRM are how we refer to companies your contacts belong to. Accounts help you keep track of all the employees working at each company and all your interactions (e.g., emails, phone calls, meetings) with the different people at the company.
  • Activities – Activities is the term Salesforce CRM uses to describe any type of interaction you have with an account or contact. Activities include tasks, such as emails or phone calls, and events, which include business meetings, lunches, and any type of calendar event.
  • App – An app is a group of tabs that work as a unit to provide functionality. You can customize the standard apps provided by salesforce.com to match the way you work, or you can build on-demand apps by grouping standard and custom tabs into new custom apps.
  • (Custom) tab – Tabs are how Salesforce CRM groups related information together to make it easier for you to quickly find what you need. Some common tabs you’ll see include the Getting Started tab and tabs for your Contacts, Accounts, and Reports. If you look at the Contacts tab, you’ll find all your contacts as well as different views that will help you quickly sort through your contacts to find the specific ones you want. You can also find related reports and tools that will help you with your contacts. Custom tabs are tabs you create for your specific business needs.
  • (Custom) object – Objects let you track and store specific types of data. For example, there is a contact object that tracks all the information (fields) related to contacts so that they can be searched easily. Custom objects are objects you create to track specific types of information for your business. For instance, if you are in healthcare, you might want to create a custom object to track your company’s patents.
  • Field – Fields is the term Salesforce CRM uses for how to track specific pieces of information. For example, all the information for each contact is broken up into different fields to make it easier for you to run reports and sort information. So there is a field for the contact’s first name, another for the last name, one for the address, one for the state the contact lives in, one for the phone number and so on.
  • Hovers – Hovers are small windows that pop up when your cursor passes over certain links . They are a quick way to view information.
  • Hover Related Lists – Hover Related Lists are windows that pop up when your cursor passes over links to related lists at the top of contact and account pages. They help you quickly log emails, phone calls, meetings, and other events or interactions in Salesforce CRM.
  • Profiles – Profiles define a user’s permission to perform different functions within Salesforce CRM. In other words, a profile dictates what a user can and cannot do in the application, including what information the user can see, add, or edit.
  • Related Lists – Related Lists are lists that display information related to the record you’re currently viewing. They appear on the lower portion of the page, below the record details.  For example, if you were viewing an Account, all of the Contacts that work at that company would be displayed in the Contacts related list.
  • Tasks – Tasks let you store interactions you have with a contact or account, like sending an email or making a phone call.

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How do I add or deactivate users?

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Overview

What does adding or deactivating a user mean?
Adding users is how you get new users up and running in Salesforce CRM.  Deactivating users is how you stop old users from accessing your Salesforce CRM account when they leave your company.  When you deactivate a user, you are free to use the same user license to create a new user.

In Salesforce CRM, instead of deleting users from the system, you can deactivate a user’s login. That way, he or she can no longer use the application but your company can still access all the information that user had in the system.

Why is adding or deactivating users important?
Adding or deactivating users lets you control who has access to the information in Salesforce CRM.

Add a user

To add a user, go to the Manage Users section of your Setup:

  1. Click on the Setup link in the upper right-hand corner of your application.
  2. Click on the Manage Users link on the left-hand side of your screen under Administration Setup.
  3. Click on the Users link to see all your company’s users.
    NOTE: From now on, this series of steps will be written as Setup—›Administration Setup —›Manage Users —›Users. You’ll see this writing a lot because it’s a quick way for us to tell you what to click on.
  4. Click on the New User button.
  5. Fill out the required information (denoted by red lines) – You’ll notice as you start to fill in the required spaces that Salesforce CRM will automatically fill in some information for you.
    • Profile – For the profile you’ll have two options:
      • Standard User – This profile lets the user create and edit information in Salesforce CRM, but not change the setup of the application.
      • System Administrator – This profile lets the user configure and customize Salesforce CRM in addition to creating and editing information in the application.
  6. Click checkbox to “Generate new password and notify user immediately.” Salesforce CRM will automatically email the new user.
  7. Click Save and you’re done.

Deactivate user

In Salesforce CRM, although you cannot completely delete a user from the system, you can deactivate a user’s login so he or she can no longer use the service.
To deactivate a user, click on Setup—›Administration Setup—›Manage Users—›Users to get to the list of user names.

  1. Click Edit next to the name of the user you wish to deactivate.
  2. Uncheck the Active box on the right hand side under Profile.
  3. Click OK on the warning message. This message is a reminder that even though you’re deactivating this user, you’ll still have access to his or her records so you can see what that user has done and transfer the records to another user.
  4. Click Save and you’re done.
  5. Double-check that the user has been deactivated by making sure the Active checkbox next to his or her name is not checked.

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How do I import my contacts from Gmail?

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Overview

What does importing contacts mean?
Importing contacts is how you can mass-load your contacts into Salesforce CRM.

Why is importing your contacts important?
Importing contacts helps get all your contacts into your Salesforce CRM application in minutes so you can spend your time growing your business instead of entering phone numbers and email addresses.

Export your contacts from Gmail

  1. Log in to your Gmail account.
  2. Click Contacts on the left side of the page under your Inbox and Trash links.
  3. Click Export on the right side of the page.
  4. Choose the Contact list to export.
  5. Choose “Outlook’s CSV format (for importing into Outlook or other applications)”
  6. Click Export.
  7. Click Save to Disk and then click OK. If a window pops up, you should save the file to your desktop.

NOTE: If you want to import contacts from multiple users, follow the additional steps below. If you are only importing contacts for one user, proceed to the next section.

  1. Repeat Steps 1–7 to export the contacts for all users whose contacts you want to import into Salesforce CRM.
  2. Merge all files into a single CSV file using Excel or a similar application.
  3. Review your data for accuracy.
  4. Add a column titled Record Owner and add the user’s Salesforce CRM username to this field in the format jsmith@acme.com or Joe Smith. This step ensures that each user’s data is correctly owned by the user in Salesforce CRM.
    NOTE: All users named in the CSV file must be created in Salesforce CRM before importing.
  5. Save file and proceed to the next section.

Import your contacts to Salesforce CRM

  1. Log in to Salesforce CRM.
  2. Click the Contacts tab.
  3. Click the Import My Accounts & Contacts link in the Tools section.
  4. Click Start the Import Wizard.
  5. Select Other Data Source from the radial dial and then click Next.
  6. Click the Browse or Choose File button to select the file to upload and then click Next.
  7. Click Next again. On the off-chance your data does not import correctly, this is where you can manually map each of the fields in your file to Salesforce CRM.
  8. Keep clicking Next until you reach the end of the mapping process, then click Import Now!
  9. Click Finish when done.
  10. Click the Contacts tab to check your work. You can see the contacts that have just been imported.

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How do I import my contacts from Outlook?

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Overview

What does importing contacts mean?
Importing contacts is how you can mass-load your contacts into Salesforce CRM.

Why is importing your contacts important?
Importing contacts helps get all your contacts into your Salesforce CRM application in minutes so you can spend your time growing your business instead of entering phone numbers and email addresses.

Export your contacts from Outlook

This tutorial will walk you through how to export your contacts from Outlook and import them into Salesforce CRM.

  1. Launch Outlook.
  2. Select File menu and then the Import and Export… menu option.
  3. Choose Export to a file and click Next.
  4. Choose Comma Separate Values (Windows) and click Next.
    NOTE: If you have Outlook 2000, you may be required to install the export component for this step.
  5. Select the Contacts folder and click Next. You can select a different contacts folder if you have contacts stored in multiple folders.
  6. Choose filename for the exported data and click Next.
  7. Check Custom Field mapping. If you have any fields in Salesforce CRM that you want contact information mapped into (e.g., you track the number of years each contact has been at a company), you can do so by clicking Map Custom Fields and then following the instructions.
  8. Click Finish.

NOTE: If you want to import contacts from multiple users, follow the additional steps below. If you are only importing contacts for one user, proceed to the next section.

  1. Repeat Steps 1–8 to export the contacts for all users whose contacts you want to import into Salesforce CRM.
  2. Merge all files into a single CSV file using Excel or a similar application.
  3. Review your data for accuracy.
  4. Add a column titled Record Owner and add the user’s Salesforce CRM username to this field in the format jsmith@acme.com or Joe Smith. This step ensures that each user’s data is correctly owned by that user in Salesforce CRM.
    NOTE: All users named in the CSV file must be created in Salesforce CRM before importing.
  5. Save file and proceed to the next section.

Import your contacts to Salesforce CRM

  1. Log in to Salesforce CRM.
  2. Click the Contacts tab.
  3. Click the Import My Accounts & Contacts link in the Tools section.
  4. Click Start the Import Wizard.
  5. Select Microsoft Outlook from the radial dial and then click Next.
  6. Click the Browse or Choose File button to select the file to upload and then click Next.
  7. Click Next again. On the off-chance your data does not import correctly, this is where you can manually map each of the fields in your file to Salesforce CRM.
  8. Keep clicking Next until you reach the end of the mapping process, then click Import Now!
  9. Click Finish when done.
  10. Click the Contacts tab to check your work. You can see the contacts that have just been imported.

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How do I import my contacts from ACT!?

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Overview

What does importing contacts mean?
Importing contacts is how you can mass-load your contacts into Salesforce CRM.

Why is importing your contacts important?
Importing contacts helps get all your contacts into your Salesforce CRM application in minutes so you can spend your time growing your business instead of entering phone numbers and email addresses.

Exporting contacts from ACT!

NOTE: This tutorial was created using ACT! by Sage 2009, version 11.0. If you have a different version of ACT! your process for exporting contacts may be slightly different. View your ACT! help notes if you have questions.

  1. Launch ACT! and open your database.
  2. Select the File menu and click Export to open the Export Wizard.
  3. Click Next to get to the Specify Destination step.
  4. Select Text Delimited file type.
  5. Choose Filename and location for exported data.
  6. Select Comma Separated Values (*.csv) in the ”Files of type” dropdown menu and click Open.
  7. Click Next.
  8. Select Contact Records as the type of records you want to export.
  9. Select All records and click Next.
  10. Select Comma for field separator character.
  11. Select the checkbox for Yes, export field names and click Next.
  12. Leave the export field order list alone and click Next.
  13. Click Finish.
    NOTE: ACT! does not actually export the data as a .csv so you have to re-open the file and resave it as a .csv file.
    • Open the file you saved.
    • Select the File menu and click Save As…
    • Change “Save as type” to CSV (Comma delimited) (*.csv) and click Save.
    • Click Yes to replace the existing file.
    • Click Yes to change the form.

NOTE: If you want to import contacts from multiple users, follow the additional steps below. If you are only importing contacts for one user, proceed to the next section.

  1. Repeat Steps 1–8 to export the contacts for all users whose contacts you want to import into Salesforce CRM.
  2. Merge all files into a single CSV file using Excel or a similar application.
  3. Review your data for accuracy.
  4. Add a column titled Record Owner and add the user’s Salesforce CRM username to this field in the format jsmith@acme.com or Joe Smith. This step ensures that each user’s data is correctly owned by that user in Salesforce CRM.
  5. NOTE: All users named in the CSV file must be created in Salesforce CRM before importing.
  6. Save file and proceed to the next section.

Import your contacts into Salesforce CRM

  1. Log in to Salesforce CRM.
  2. Click the Contacts tab.
  3. Click the Import My Accounts & Contacts link in the Tools section.
  4. Click Start the Import Wizard.
  5. Select ACT! from the radial dial and then click Next.
  6. Click the Browse or Choose File button to select the file to upload and then click Open.
  7. Click Import Now! to import your data.
  8. Click Finish when done.
  9. Click the Contacts tab and click Go! to check your work. You can see the contacts that have just been imported.

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How do I set up reminders?

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Overview

What are reminders?
Reminders alert you of your current and overdue tasks and meetings. Whenever you log in to your Salesforce CRM, a checklist of reminders will pop up. Click on any task or meeting and you’ll be taken to a page where you can edit and update that information.

Why are reminders important?
Reminders help you track what you have to do so you can easily stay on top of your tasks and meetings.

Setting up reminders

You can set up reminders from your Home tab or from a Contact contact and Account account records. We’ll walk through how to set up a task reminder from the Home tab.

  1. Click on the Home tab.
  2. Click New in the My Tasks section.
  3. Enter Assigned To information to assign task this to someone else in your organization.
  4. Enter the Subject so that you know what the task is about.
  5. Select a Due Date.
  6. Select the Status of the task.
  7. Select the Priority so that you know whether this is an important task.
  8. Specify the Date and Time at which you want to be reminded of this task.
  9. Click Save when you’re done filling out the information on the page.
  10. When you sign in to your Salesforce CRM, a list will automatically open with all of your reminders.

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