Practical knowledge for Swiss SMEs
Setup & customisation
Guides for “Setup & customisation” in : step by step, with the place in the menu, the steps and the limits.
Setup & customisation
Setup
Sales settings
Sales | base › Settings › Sales settings
Controls the switches (follow-up, first contact, emergency stop, social planner), auto-resolution per classification, the follow-up template, reply templates and mailboxes. The pipeline with its stages, loss reasons and sources is shown for viewing. Follow-ups go to the contact person’s usable, unblocked address (primary address first), otherwise to the company’s – as for the first contact.
Step by step
- Under “Switches”, turn a switch on or off and give the reason; critical switches ask for confirmation.
- Under “Auto-resolution per classification”, set which technical cases may be resolved without approval.
- Adjust the “Follow-up template” (intervals, quality check, first-contact caps) and “Save as new version”.
- Create or edit reply templates and, under “Mailboxes”, enter the mailboxes to be fetched.
- Use “Run follow-up now” to start the run by hand.
- In the follow-up template, set the target number of ready drafts and the look-ahead window in days. The run fills the reserve with suitable follow-up drafts, earliest due first.
- Under Settings › Mailbox, “Archive replies” and “Appointment watch” can be switched on (both are off). They only take effect once the owner of a mailbox has agreed under “My mailboxes”.
Workflows
Sales | base › Settings › Sales settings › Workflows
A workflow waits for an event and then runs steps – for example “60 days before contract end, create a task and prepare a mail”. Triggers are a stage, a new lead, a tag, or a date in a custom field.
Step by step
- Choose “New workflow”, set name and trigger (for “contract end in X days”, create a custom date field on the deal and enter its key here).
- If needed set conditions (stage, tag, Hot, value, origin) and create the steps: wait, task, tag, stage, mail.
- Mails are drafts for approval. They only go out without individual approval if the mail step is set to “Send” and the workflow’s option is ticked.
- Turn the workflow on: it applies to cases from now on, existing stock is not caught up. Errors and status per workflow are in the list.
Inbound address <code>@salesbase.ch
Sales | base › Settings › Sales settings › Inbox and replies › Inbound address
Your own address for Sales | base. Forward your sales mailbox to it or put it in CC/BCC: incoming mails are classified, linked to the contact and deal, stop follow-ups, and unknown enquirers become a lead with source “E-mail”.
Step by step
- Open the address under Settings › Mail addresses if it is missing.
- In Sales › Settings › Mailbox turn on “Accept forwarded mails and mails in CC” and save.
- Set the person responsible for background runs – they collect the mails.
- In your mail program forward the sales mailbox to the address, or put it in CC/BCC when needed.
Custom pages
Sales | base › Management › More › Custom pages; managed under Settings › Sales settings › More › Custom pages
Custom work pages show saved views, key figures, notes and quick links at a glance. Administrators put them together from building blocks and decide whether they apply to everyone or to selected sales teams.
Step by step
- Open “Custom pages” and choose a page.
- Click an entry in a list or “Show all …” for the whole saved view.
- For key figures, clicking the value opens the matching list: “Open deals” and “Open pipeline value” the open deals of all pipelines, “Hot deals” the open hot deals, “New leads” the new leads.
- To manage: Settings › Custom pages, choose name and visibility, add blocks and order them with the arrows, “Save page”.
Custom objects & fields
Custom objects
Sales | base › Settings › Sales settings › More › Custom objects
Manages your own object types such as sites, projects or contracts. Each type has its own fields and list; objects can be linked to deals, leads and contacts.
Step by step
- Use “New object type” to enter key, singular and plural name and save.
- Use “Fields” to set up the type’s own fields.
- Open the type’s objects via its name in the list and create new ones.
Custom fields
Sales | base › Settings › Sales settings › More › Custom fields
Creates additional fields for deals, leads, contacts and custom objects: text, number, amount, date, choice, yes/no, contact, person or formula. Per stage you define required and important fields, protect confidential fields and arrange the view.
Step by step
- Choose the object kind at the top (deal, lead, contact or a custom object type).
- Use “New field” to set name, key and data type; for choice fields enter the options.
- For a formula insert fields as {key} and check it with “Evaluate test”.
- For deals choose a pipeline and tick “Required” or “Important” per stage.
- Under “Layout” create sections, assign fields and order them; then “Save layout”.
Custom object list
Sales | base › Sales › More › Name of the object type (e.g. “Locations”)
Shows all objects of a custom type within your sales view, with title search. New objects can be created here.
Step by step
- Search by title with the search field.
- Under “New object” enter a title and choose “Create”; the object opens afterwards.
- Open an object via its title.
Custom object
Sales | base › Sales › More › Name of the object type › Object
Shows a custom object with its fields and relationships to deals, leads, contacts and other objects.
Step by step
- In “Custom fields” click “Edit”, enter values and save.
- Under “Relationships” choose the kind of linked item, search by name, pick a result and choose “Link”.
- Change the title at the top or delete the object; if relationships exist, first tick “Also remove relationships”.
The next step starts with a conversation.