Customising your CRM System

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Notes to accompany the Webinar “Customising your CRM”

With Really Simple Systems CRM you have the ability to customise your system in order for it to better suit your business needs. You can remove and add fields and create new dropdowns in order to create a personalised CRM system for your business. This post will walk you through some of the available options for customising your CRM.

Getting started with Custom Fields

You are now set up with your new CRM system and getting started with you data import. But you realise that some of the data you would like to record in the system doesn’t have a field to add it to. With Really Simple Systems you can easily change and add fields in the system yourself.

Let’s say you want to create an “interest” field for your contacts. You are looking to record what type of sports your contacts are interested in. You can create a new Custom Field in your Contacts grid by going to Settings, System Settings and select Custom Fields, go into the table called Contact. Once in the table you can create your field by giving it a name, in this case, we will call the field Interests, and then tick the Live box next to the field and then save. The field will now appear as a simple text field on all your Contact grids.

N.B. You are able to run reports on all the custom fields you create in the system. For example, if you wanted to run a report on how many of your Contacts are interested in Golf. To find out more about creating reports take a look here.

Creating Dropdown Lists

You may want to create a pre-defined list of customer interests so your users don’t add in any other interests to the field that aren’t relevant. So rather than having a text field you can create a field with a dropdown list option. To give your new field a dropdown list you first need to create one with all of the interests you want to display in it. To do this, go back to Settings and the System Settings tab and select Custom Dropdown Lists. Click on the blue “Create Dropdown” button at the top right-hand side and give it a name. Add in your options in the fields provided and save.

N.B. The dropdown will automatically be sorted in alphabetical order. If you don’t want your options displayed alphabetically you have a sort order field on the left-hand side in the dropdown list where you can determine what order you want to display the options in.

After you have created your Dropdown List it’s time to add it to your custom field. To do this go back to Custom Fields in Settings and in the section LookUp Table, type in the name of the dropdown list you created and save. Your field will now have a dropdown list attached to your field.

But what if some of your customers have more than one interest? If you want to be able to pick several interests for your Contacts you can do this by making the field “Multi-Line”. Going back to Custom Fields in the Settings, System Settings tab and select the Field Type and change it from a text field to a “multi-line” and save.

If you want to remove non-mandatory fields in the system please contact our support team and they will remove them for you.

Advanced Customisation

On all paid for plans, you can set up and search for your Custom Fields in the system. By setting your Custom Fields up as grids in the CRM you can use the search bar to find Accounts with the Custom Field as well as being able to sort your data using the field on the CRM screen. On our Enterprise plan, you also have the ability to create new objects in your CRM. Objects are sections such as Accounts, Contacts and Opportunities that exist in your system. You can access the Objects from the table on the left-hand side of your CRM. With Enterprise you can add new sections to the CRM. For example, if you wanted to create a new Object for Inventory in the system.

If you want to make any of the above changes to the CRM  please contact our Support team.

User Security

In the Professional and Enterprise plans, you can set up User Permission Levels for your CRM users. User Permission Levels limits what access different CRM Users have to the Accounts and Contacts in the system. You can set your Users up so that only some have access to certain Accounts and Contacts. You can read more about User security settings on our Support Hub.

If you are looking to make a specific change not covered in this post or encounter any problems when customising your CRM system please contact our Support team by emailing support@reallysimplesystems.com and they will be happy to assist.

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About the Author

Jessica Kuznia

Jessica Kuznia

Jessica Kuznia is a content writer for Really Simple Systems and a current postgraduate student in Organisational Psychology at the University of Leeds. Her areas of knowledge include data security, CX, business strategy & IT.