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Overview
How to create new records in the CRM, and edit existing records with new/updated data. Use Case(s) A CRM Record is a collection of data from related fields from within the same object. The most common example of a record is a single Contact. This contact record contains various fields, housing specific data pertaining to that contact. However, CRM Records are not limited to just Contacts. Often, you may need to create Activities, Notes, Event Opportunities … the list goes on! |
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Accessing the Tool
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To access your CRM, sign in to your member website as an Administrator. Then, hover over the Admin toolbar in the top, left-hand corner of the page. The CRM link should appear in either the Communication or Content Management section, sometimes titled CRM & Data Warehouse.
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- Enable User Sorting: Enables users to change the sort order in this View manually by clicking on the column header. Checked by default.
- Multi Column Sorting: Enables users to sort this View by multiple columns.
- Default Sort: Configures the sort order that will be applied to the records within this View by default when it first loads. More details on this below.
- Default Sort Always Applied: When checked, the default sort order will always apply. Any user sorting (if enabled) will only take place after the default sort. In many cases, this prevents user sorting entirely, so it is recommended not to select this option unless you want to prevent user sorting.
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A: Only Object Administrators have access to edit settings within an Object. If you are receiving this message, your account may not be set as an Object Administrator. Please note that CRM pricing is based on a per admin user basis, so adding additional Object Administrator accounts may incur additional fees. Contact your Account Manager to discuss this further.
Best Practices
- Adding/Editing Fields: Be as descriptive as possible with field titles to make data entry easier in the future. Typically, if a piece of data can be described using multiple fields instead of just one, it should be, to allow for more granular reporting. For example, instead of one address field, we have 5 - Street Address 1, Street Address 2, City, State, Zip Code.
- Adding/Editing Views: Keep the filters in Views simple - leave the more advanced filtering options for queries/reports. Try to design your Views to display large chunks of similar records, separated out by basic identifying features, such as Status, or Contact Type, etc.
- Adding/Editing Layouts: Generally, it is easier for users to use a Layout that has more Sections, as opposed to those that have fewer Sections. Use Sections liberally to group like fields together. For example, have a “Prospect Information” Section containing basic identifying and demographic information about a Contact, a Section for Addresses, one for Opportunity information, and another for Spouse/Family information.
Downloadable Guide
Creating Editing CRM Fields Views and Layouts - Guide