Quick Setup – Emails

How email sync works

When you create a contact, with email address, its past conversations are automatically synced in CompanyHub. Pulling emails might take few seconds. All its future conversations will also be automatically synced, even if you send / receive email outside CompanyHub.

How to add email account

CompanyHub supports most of the email providers – Google, Office 365, Exchange & others. Because most email providers use IMAP and we support IMAP.

 

To add email account, go to Settings Sync Email & Calendar. When adding email account, choose the email provider. If it’s not Google, Exchange, Office 365, use Other. Just follow the steps and your email account will be added and we will start syncing the emails of last 6 months.

 

For ‘Other’ email providers, enter the email address and password of the email (not of CompanyHub account). We will try to automatically detect the email settings. If we are not able to detect, enter the settings that you use in Outlook.

 

If you use 2 step authentication (Password + OTP), (what to enter as password?) If you are using Two-Factor authentication for email (Password + OTP), create and enter App Password instead of the actual password of your email account.

 

Steps to create app password:

 

Office 365Zoho Mail

 

Add Google Account Add Exchange Account Add Office 365 / Other Email Account

Multiple email accounts

Just like you added the first email account, you can follow a similar process to add additional accounts. When sending mail, you will be able to choose which account to use when sending the mail.

 

Note: First add the email that you want to use as default email.

Set signature
Email Templates

You can create email templates and save time!

 

They can be arranged in folders and folders can be private (default) or public.

Sending automated emails

Send automated emails to clients.

Send automated emails to clients

 

Send automated emails to team members.

Send automated emails to team members
Abhishek A Agrawal
August 2, 2019

Quick Setup – Customize

Fields

You can track all the information you need with custom fields. Like Industry, Renewal Date, Source, Income, Products etc.

 

You can create various kind of fields like Text, Amount, Number, Date, Select options, Total, Formula, Associate another record etc.

 

These fields become available almost everywhere – Filters, Forms, Reports, Profile Permissions etc. You can also control who can see / edit which fields by customizing profile permissions.

Learn More: Customize Fields

Columns

You can easily change the columns.

Learn More: Filters

Filters

You can easily filter records based on any field like sales person, country, next followup date etc. You can also save these filters.

Learn More: Filters

Abhishek A Agrawal

Quick Setup – Import

How to import
  1. Select what types of records (table) you want to import. You can select upto 3 tables at a time (like if you have contacts, companies, deals in a single CSV file). If you select multiple tables, their records will be automatically associated

  2. Select the file and upload will start

  3. You will see tabs for each selected table. You can map the columns for each, one by one.

  4. Map the fields with the columns. All required fields (marked with *) must be mapped.

Note: For fields where you select value(s) from list of values, like Deal Stage, values in file must be exactly same as those shown in CompanyHub. Otherwise those records will not be imported.

Create new fields from import wizard

If you can’t find a matching field for a column you want to import, you can create and map that field from import wizard itself. But some field types can’t be created from import wizard.

Import failed? How to fix and update

Import of a record fails if any field contains invalid value or a required field was blank. After import you get a mail with a link to a file containing failed records, along with reason for failure of each record. You can download the file of failed records, fix the errors, and upload the new file again.

 

Fixing the errors

 

* Required field missing

 

If a required field was missing, enter value for that field. If you don’t know the value, you could set it to some default value like ‘Unknown’ / 0 etc depending on type of field.

 

Invalid value: Based on the type of field, make sure the value follows below rules

  • Pick one option (like Deal stage) – Value should exactly match one of the options.
  • Pick multiple options – Values should be comma separated, enclosed in double quotes. Example “Option A, Option B”. Quotes should also be there, unless there is single value (option) chosen.
  • Date / Date & Time – Import allows lots of formats. It’s detects the format from values and converts to standard format. But all values of a column should be in same date format. Else it won’t find format and all will fail.
  • Yes / No – Value should be true / false
  • Number – Can be upto 9 digits long. Only digits and decimal are allowed.
  • Amount – Currency symbol / any character is NOT allowed. Only digits, decimal and maximum 9 digits.
  • Single line text – Max 255 characters
  • Multi line text – Max 64000 characters
Abhishek A Agrawal

Quick Setup – Data Visibility

Assigning leads to salesperson

Assigning Leads to Salespeople: Every record has a field ‘Assigned To’ which indicates to which salesperson that contact (or any other record) is assigned. By default it is assigned to the user who creates / imports the record. To assign the record to another salesperson, just select the salesperson in this field.

 

If the field is not visible in form and you want to show it, you can go to Customize and drag it from Hidden Section at bottom to any other section.

assign-to-field
Controlling visibility of records

If the visibility of Contacts / Companies / Deals is set to public (default is public), all records are visible to all. You can change the setting to hierarchy based. In that case, the record will be visible to salesperson, his manager, manager’s manager and so on.

control-visibility

Learn More: Data Access Control

Profiles

Data visibility is primarily managed using profiles. Every user has a profile. User’s profile decides what type of records and which fields are visible to the user. Hierarchy of profiles decides who can see whose records.

 

Hierarchy of profiles : It is set using ‘Reports to’ field of Profile. So if the visibility is not public and a salesperson creates a record, the record will be visible to the salesperson, his manager, manager’s manager and so on.

 

By default, User reports to Manager and Manager reports to CEO.

hierarchy-of-profiles

If you want to have your own visibility rules like based on Product, Country, Industry etc., that is also possible. Contact support and they will help.

Abhishek A Agrawal