Backend Tasks & CRM Difference between Tasks / CRM Tasks Tasks are hidden after saving.  Under certain circumstances (setting in the backend) they can also be performed more frequently. Each completed task results in its own data record CRM CRM can be created for Customers, Contacts, New customers, etc. The data is not hidden after saving, i.e. the previous values are still displayed and can be changed / supplemented. A CRM creates a data record that is continuously maintained. Create Tasks Summary Jobs and CRM queries consist of several parts, which are explained below and are the same in both cases. You add another level by right-clicking on the previous level. Level Explanation General Information 1 This is the head and the name of the job. In addition, a customer list defines which customer this job is assigned to and in which period the job is visible. Create is Mandatory! 2 This is a page within the job. Especially complex jobs can be divided into several pages to maintain clarity. At least one page is Mandatory! 3 This is the question level. Here you specify what the employee has to do and how the information should be queried. Options include single choice, multiple choice, input fields, etc. 4 This is the reply level. The reply level is not always available, but only for questions of the type "Single Choice", "Multiple Choice" or "Dropdown". The reply level contains the available reply options. Only possible for certain questions, e.g. DropDown or SingleChoice 5 (not shown here) Below level 4, you can insert another level (page) by right-clicking. This page is only displayed if the employee has previously selected the reply from level 4. This allows you to ask further questions based on a reply selection. Level 1 - Creating a Job 1. Name Assign a meaningful name; ideally, the Sales rep. can already tell from the name what they need to do. 2. Priority Priorities can be set for jobs. This is not necessary in the CRM area, as the data record is always available. Priority General Information Usage Colour code in Client Priority A High turnover chance in customer campaigns. Must definitely be presented. red Priority B Standard jobs orange Priority C Additional jobs none Priority Z This job MUST be closed at the next visit. Without completion of the job, no Visit conclusion is possible! Only for truly critical cases, e.g. product recall. dark red 3. Validity period  If desired, set a period for which the job or CRM should be available. If no restriction of validity is wanted, the fields can be left empty.  In the jobs area, these become mandatory fields if you want to make the job Reusable. Validation The until date must be later than the start date 4. Status Status General Information In progress The job is still being created; no data can be collected via the Client yet, as it does not appear there yet Released The job has been activated for data collection on the Client Completed The job has been completed; the data can be further evaluated in the backend but can no longer be edited in the Client Deleted The job is deleted and no longer available for any evaluations in the backend 5. ID For evaluation of data in the backend, each job needs an ID. Please observe the restrictions: no umlauts may be used and the ID must begin with a letter. 6. Reply storage (jobs only) If you have customers assigned to multiple Employees, you can use this selection to control whether all Employees should perform the job or only one. Customer-based – activated: Everyone receives the job with the same data status. Customer-based – deactivated: each Employee works on their own data status In the CRM area, this is called "Non-business" and only the Employee who handled this customer can see and modify the data record if the box is checked. 7. Customer list Select via the Dropdown list for which Customers the job should be made available. If it concerns only certain Customers, create an appropriate Customer list beforehand. 8. Reusable (jobs only) Employees can perform the job multiple times for a Customer. A separate data record is created for each activation of the job. Reusable jobs require a validity period (see point 3) 9. Generate reports To have the option to perform an evaluation of the data in the backend, the checkbox must be ticked and an ID must be provided (see point 5). 10. Visiting frequency (jobs only) With this tick box, you can specify for Reusable jobs whether they should be processed according to the Customer's visiting frequency.  11. Weekly rhythm (jobs only) If the visiting frequency is not suitable for the job, a different value can be entered here. 12. Report file If you have licensed the Reporting module, you can upload a reporting file here. Level 2 – Creating the Page Template By default, the display for the Tasks and in the CRM type is in the order of the questions from top to bottom. Depending on the type of data to be documented, however, a different view is sensible, for example a tabular view if the field service is to document the opening hours for each day of week. You can further personalise the design with the page template. To do this, click on the corresponding page and scroll to the template input: As you can see here, a table was created in the template. Horizontally, the days of week from Monday to Friday are displayed. Vertically, the opening hours for Morning and Afternoon, each from and until. In the respective columns, the IDs of the respective questions are enclosed in curly brackets. You can either enter these manually or use the selection option provided by the template editor. Click on the black arrow in the icon circled on the right. Then the selection of all questions opens. The input fields are all relatively wide by default. This can also be edited using the template editor. To do this, highlight a complete ID in the editor (including the curly brackets). At the bottom area, you have a field "Classname". If you choose e.g. "small" here, the input field will be displayed significantly narrower. General Information 1: the page can only be formatted once the questions from the next step have been created. General Information 2: if something is entered into the page template, all fields must be applied manually, otherwise they will not be displayed in the client. Level 3 – Creating a Question Using the Free Text Example At least one question must be created on each page; otherwise, the pages will not be displayed Questions are created by right-clicking on the page: 1. Type: Question Type Behaviour Single Choice Only one answer option can be selected at a time. Multiple Choice Multiple answer options can be selected Free text Free text without line breaks. The number of characters can be set arbitrarily Confirmation A field that can be ticked Number Whole number Date HTMLInfo Required to start JAVA Script commands Time Dropdown list Several answer options are displayed, but only one can be selected Decimal Decimal number Signature Provides a field for a signature Picture Pictures can be taken with the Camera or loaded from the gallery E-Mail Checks whether the e-mail complies with valid rules, i.e. contains an @ and a domain ending URL Validity of the address is checked based on the domain ending Telephone Telephone numbers must contain a / (slash) Text area Free text where line breaks can be made or, for example, smileys can be inserted on the tablet Text info Used as pure display text Promotion Here you can execute an action via JavaScript programming Hidden This field can be used, for example, to compare previous values hiddenly. Requires Java programming General Information: Single Choice, Multiple Choice, Dropdown list require answer options. 2. Assign the Title of the question 3. For Free text, you can influence the number of characters to be entered 4. For Free text, you have the option to insert a regex expression for validation, e.g. \d+ allows only numbers 5. Tick Mandatory if an answer is required for the question. Without an answer, the job cannot be left. 6. Here you can Allow additional texts 7. The ID must be assigned mandatorily so that the job can be evaluated, see also point 9 from chapter Level 1. Level 4 - Create Reply Option Special features for question types SingleChoice, DropDown or Multichoice Now the reply options for the question must be created Right-click on the previously created question, select new reply option: Text: Mandatory field. Here you enter what the reply can be Allow additional texts: here you can allow further information for the reply ID: optional, but should be filled in so that an Evaluation can take place Simple reply: Reply with Addendum Level 5 - Subpage in Pages It is possible to add further branching for SingleChoice / MultiChoice and Dropdown lists depending on the Replies. Advanced example with nested subpages. We ask about 4 Colours and want to extend each Reply with justifications. Step 1 After creating a new Page, we create the Question for it: Step 2 Within the Question, we create the Reply options: Step 3 We create further subpages for the individual Reply options. Result when creating a subpage for each Colour: Step 4 The Result in the client: Jobs / Copy CRM 1. Save / Create a copy You can copy a Job or a CRM with the button "Save / Create a copy" in the same Type. That means a query in the Customers Type will also be copied into the Customers Type. The new name will be "Copy of ...". A new ID must be created for the copy so that it can be evaluated. 2. Save to clipboard If you want to copy the Job from Customers to, for example, Contact in the CRM Type, use the button "Save to clipboard". You can use the same in the Jobs Type if you want to transfer a Job, for example, from your test system to your live system. Open the source Job and select the button "Save to clipboard" 1. Click into the text field and copy the entire string from the text field using the right mouse button or Ctrl+C 2. Close the window and switch to your target Type. 3. There select the button "Paste from clipboard". 4. Click into the text field and paste the text from the clipboard with Ctrl+V or right mouse button. 5. The Job will be created with the Import button. No ID needs to be created because it is copied along. However, you have the option to change the ID, also the name of the Job or other amendments can be made as usual. Customer Satisfaction First, create a job or contact/customer CRM definition. Pay attention to the status and the assigned customer list.  Then switch to the Tasks - Customer Satisfaction type. Enter the link to the success page (Mandatory) Enter the link to the cancellation page (Mandatory) Enter the Privacy policy text (HTML formatting is possible) Note that the Privacy policy must be confirmed beforehand, otherwise the survey cannot be answered. Use the "Next" button to proceed to the definition. Enter the source (Tasks or CRM Customer/Contact are possible sources) The definition is the job you created for the survey Assign an employee to the survey Export the data to obtain an Excel list In the list, you will get all customers to be considered for the job, with an encrypted link. Send this link to your customers (by e-mail or other means). You can evaluate customer satisfaction in the client under the respective customers in the Tasks/CRM or in the backend under Evaluation - CRM. Editing already completed tasks afterwards Once a job is completed in the DeDeSales Client, there is no longer any possibility to edit it there. However, it occasionally happens that the user has made errors during input that prevent automatic evaluation of the job or distort the data. For this purpose, it is possible to edit jobs in the DeDeSales Web Backend, even if they are already completed. Step 1 In the DeDeSales Web Backend, select the customer for whom you want to edit the job. Step 2 After the Customer masterdata screen has loaded, select the Type "Tasks" on the left and then select the corresponding job you want to edit. Step 3 Select the "Replies" tab and click on the pencil to edit the reply. Step 4 Edit the reply. FAQ CRM and Tasks Question: I do not see my page, my question or my reply in the Client: Reply: No page, question or reply created Question: I cannot evaluate my job via the Backend Reply: No ID stored in the job and the questions Question: Do I have to wait for the Total import every time to get a new or changed job on the Client? Reply: No, a simple Data Transfer in the Client is sufficient. Mass maintenance of Jobs / CRM via the Backend To be able to edit/update multiple records simultaneously, mass maintenance is used. Prerequisite: All Questions and possible Replies (e.g. in Dropdown lists) must have an ID. If there is no ID, this will be shown as a General Information in the mass maintenance and mass maintenance cannot be performed. The reason is that the IDs name the database fields. Without a database field, the values cannot be saved. Evaluation - CRM - Select Job or CRM Click in the left Selection which query / CRM you want to Edit. 1. Then select the button: Export Change data in Excel as desired. 2. If necessary, Delete all previously created Replies with the tick, e.g. if you have deleted entire Lines in Excel. If you only want to update existing records, you do not need to set the tick. 3. After you have made your Amendments in Excel, select them for Import using the button "Add file". 4. Import the adjusted data with the button "Import". General Information: Columns can be added in Excel to perform Evaluations or to adjust values based on a new column using a formula. The added columns must be removed again before Import, otherwise no values will be imported. The mass import will be aborted - if there are columns without a header - if there are duplicate columns - if the column headers exist that are not present in the Job Corresponding Error messages will be displayed in a pop-up window, e.g.