6.3.6. Using Related Information

This section will describe how to use the various related information that are associated with the Accounts application.

We can see information like Activities, Tasks, Events, Issues, Emails, and Campaigns etc. on the Account Summary Screen as well.

6.3.6.1. Notes

In Accounts, click on the icon of an account and click Notes.

In this section, we can see the notes which are already created.

To create new notes, click on New Note.

To see more details of how to create a new note, click here.

6.3.6.2. Activities

Activities consist of Tasks and Events.

Tasks

To create a New Task:

  1. In Accounts, click on the icon of an account to add new tasks.

  2. Click Activities > New Task.

  1. Fill in the necessary details like the subject for a task, status, duration dates, ownership of a task, etc., and click Create.

  2. Once the task is created, you can also Update, Delete, Cancel and Track Time for the given task.

Events

Events help us to create and manage appointments.

To create a New Event:

  1. In Accounts, click on the icon of an account to add a new event.

  2. Click Activities > New Event.

  1. Enter the details like Event event type, name, and the start and end time of the event. You can also add attendees (attendees can be from your own organization or the external users), and you can set reminders, select the time zone, etc.

  2. After finishing, click Save.

When you click on Activities, you will be able to see the Events as well as the Tasks entered.

6.3.6.3. Documents

Relevant Documents can be attached to an account, allowing for important information to be easily accessed from one place.

In Accounts, click on the icon of an account and click Documents to upload files, create shortcut or create web link.

This feature allows three kinds of documents to be attached to the Accounts.

6.3.6.3.1. Upload File

These files can be uploaded from the local disk and will stay with the Account. These files are removed when the account is deleted.

  • To Upload a file, Click Upload File.

  • You can drag and drop a file from your windows explorer application or you can click the Select button and choose the file from the desired location.

  • You can upload more than one file; click the Select button and click Upload.

6.3.6.3.2. New Shortcut

This allows a link to be created from the OfficeClip Document Management application and helps keep common documents for all accounts in one place. For example, you may want to send a fill-in form to each of your accounts.

To create a Shortcut, click New Shortcut.

  1. All the folders and files from the OfficeClip Document Manager will be shown.

  2. Select a file or a folder and click Create Shortcut.

  3. A new shortcut will appear on the document widget.

6.3.6.3.3. Web Documents

Web documents are URL links to the documents in the web. Relevant web links can be stored with the accounts.

  1. To create a Web Link, click New Web Document.

  1. Copy and paste a public URL here. This could be from Dropbox, Evernote, Google Drive or any other public document.

  2. Give a name to the document and click Create Web Link.

  3. The document will show up in the document widget

6.3.6.4. Contacts

In Accounts, click on the icon of an account and click Contacts.

The Accounts related object enables you to see any contacts associated with the account.

To create a new contact:

  1. Click New Contact.

  2. You can enter all the details in the New Contacts screen.

  3. In the field Company Name there is an icon. After you click this icon, a pop-up window appears. You can select an existing Company Name or enter a new company name from this screen.

  4. Click Save after entering the details.

To select an existing contact and link it with this account select Add Existing Contact.

In the Actions column, you can also view, edit and unlink contacts from a particular account.

6.3.6.5. Opportunities

In Accounts, click on the icon of an account and click Opportunities.

We can see the list of opportunities linked with the account.

To create a new opportunity:

  1. Click New Opportunity.

  2. Fill in the details like Opportunity Information, Revenue Information, Other Information etc.

  3. After finishing, click Save.

6.3.6.6. Invoices

In Accounts, click on the icon of an account and click Invoices.

In this section, you will find the list of invoices related to that particular account. Invoices are of two types: Recurring and Non-Recurring invoices.

You can also view, edit and see the invoice history in the Actions column.

Next to the New Button there are two icons; the first one allows Export Accounts to CSV format and the second one allows Printing the account.