Module Settings

Commence On-Demand allows you to administer personalized settings for each of the system modules. This includes the ability to modify custom views, default views, custom fields, and terms. The steps for setting up default views, custom views, and custom fields will be the same throughout each of the modules.

Note: The primary detail forms in various modules have room for 4 custom fields and there is a related view “Custom Fields” which can hold as many more as you need. Best practice is to put the most important fields at the top of the list so they appear on the primary detail form.

Setting up Default Views

Commence On-Demand allows you to administer the default views for any module in the system, selecting which fields will be displayed when a user accesses that module. These default views can be overridden by the individual user to suit their personal needs.

Use the following steps to set up default views:

1. From the Tab, select Administration.
2. Then select Module Settings from the administration listing.
3. Select the module for which you'd like to set the default view.
4. Select Default Views from the module settings listing.
5. Select the view you wish to be the default in that module.
6. Select the Save button to save the default view, then Save & Close to return to the Modular Settings.

Setting up Custom Views

Commence On-Demand allows you to administer custom views for any module in the system, selecting which fields will be displayed when a user accesses that module. Custom views allow you to adapt the modules to the specialized needs of your company.

Use the following steps to set up custom views:

1. From the Tab, select Administration.
2. Then select Module Settings from the administration listing.
3. Select the module for which you'd like to set a custom view.
4. Select Custom Views from the module settings listing.
5. Select the default view to modify from the listing by clicking on the specific View Name.
6. Select fields to appear in the module from the available drop down lists.
7. Add, remove or re-order any fields in the module.
8. Select the Save and New button to save and assign an additional custom view.
9. Select the Save and Close button to save the custom view.

Administering Custom Fields

Commence On-Demand allows you to determine and maintain custom fields for your specific company needs that are not addressed by the default fields in Commence On-Demand. You can add, delete or duplicate custom fields for any module within Commence On-Demand.

Use the following steps to set up custom fields:

1. From the Tab, select Administration.
2. Then select Module Settings from the administration listing.
3. Select the module for which you'd like to add custom fields.
4. Select Custom Fields from the module settings listing.
5. Select the New button.
6. Enter the field name.
7. Select the module to which the field will be added. The default is the module to which you are currently adding fields.
8. Select the record type from the drop down list, for example, Account or Contact.
9. Select whether the field text, a list, or a connection.
10. Select the Save and Close button if you are finished adding fields or
11. Select the Save & New button to save and add additional fields.

Field Types:

• Text – allows free-form text to be entered
• List – Create a selection list
• Connection – Create one-to-one or one-to-many links between other records (i.e., “Buys From:”; “Sells To:”) to track relationships between companies within your database. “List” field “Connection” field – highlight item and click pencil to View

Modifying Drop-down Boxes The Sales, Marketing, Support, and Accounting modules within Commence On-Demand have several drop-down boxes that enable the end user to select from pre-defined values. The values shown in the drop-down boxes may be modified to meet the specific requirements of your business. The same process is used for modifying custom fields that are “Lists”. Shown below are the Source and industry fields located on the right side of the Account detail form. These fields can be edited in Administration, Module Settings, Accounts, Source/Industry as shown below. Add and remove values, modify the display order and Save.

Accounts

• Accounts

Commence On-Demand allows you to pre-define the values for the various fields highlighted on the prior page, giving you a personalized list that suits the specific needs of your company. Use the following steps to set up sources: (repeat same for Industry, Address Type, and Products

Calendar

• Calendar

Custom fields for the Calendar detail form can be managed within Module Settings: Activities.To synchronize with Outlook or your handheld devices, ask Commence for the Mobile Link add-on.

Activities

• Activities

Setting up Resources: Commence On-Demand allows you to customize the list of resources, for example, conference room, projector or white board, that can be selected during the scheduling of meetings or activities.

Documents

• Documents

Custom Views can be created and modified for all applications including documents. See section, Setting Up Custom Views for the steps required.

Sales

• Sales

The Sales module is populated from Opportunities created under a specific account or adding a new record within the Sales module and connecting the appropriate account. The Sales module allows you to set Default Views that users will see when then view the sales module. Each user may custom tailor this to their needs. With custom views the Admin can mange the custom views available in the Sales Module. Custom fields can be created of modified for the Opportunity page or the related Quote page. Select the appropriate Record Type when setting up custom fields. Sources can be created, edited, or deleted for sales opportunities. Type and Stage fields can be created, edited, or deleted for Opportunities and Quotations here as well.

Marketing

• Marketing

Setting up Available Literature Commence On-Demand allows you to customize the list of literature items that can be used to fulfill a literature request for marketing purpose. Use the following steps to customize the literature request items.

Projects

• Projects

Setting up Project Status-Commence On-Demand allows you to customize project status, for example, (open or closed), that can be selected during the recording of project information. Use the following steps to customize the status field.

Support

• Support

Setting up the Support Inbox (Premium Email feature)- You can designate one or more email accounts to be a Support Inbox. This is the email address to which your customers send their support inquiries. Each new email sent to a support inbox email account is assigned a Ticket ID. Any subsequent email messages that reference a Ticket ID are recorded as threads in the ticket resolution process.

Accounting

• Accounting

The Accounting module is designed to store limited accounting information for sales reps and other CRM users who typically do not have access to the corporate accounting system. Commence On-Demand enables the tracking of order history, invoice history, payments, expenses, purchases orders, items, inventory and vendors. Integration of Commence On-Demand with disparate accounting systems is provided by Commence Corporation’s professional services staff on a fee-for-service basis. Administration of this application is only required for companies looking to integrate to their back end systems.

Template Management

• Template Management

Commence On-Demand gives you the capability to develop and manage templates that suit your company needs. The following template types can be developed and maintained:

• Print Templates
• E-Mail Templates
• Sales Proposal Templates
• Support Ticket Templates.

System Tools

• System Tools

The System tools function provides you with the ability to import data from disparate sources and perform territory realignment.

Personal E-mail and other Preferences

• Personal E-mail and other Preferences

To begin Setting up your personal preferences and E-mail, start by clicking under the sidebar. This will bring you General>User Profile.

From the User Profile, fill out all address information. Then fill in all Contact Method information including phone, fax, cell, and E-mail address. You will then fill in a User name, password, then confirm the password and select Save.

Customizing the Home Page

• Customizing the Home Page

Upon login each user is presented with a Home Page or digital dashboard. The digital dashboard can be easily customized. You can first control the refresh rate of the page so that your information updates based on how frequently new information is being added to the system. The refresh rate can be controlled down to the second if desired. The available portlets can be selected or deselected according to exactly what you want to view on your digital dashboard. Once your profile has been established, you can edit to finalize setup with your server or delete your E-mail Account if need be. Email Account Details sets up your mail account with your mail server. You can also create a text Signature to include when sending out E-mail from Commence On-Demand.