History Notes Filter and Search

September 26, 2024

The History Notes section allows you to review interactions and changes associated with a contact. This feature includes filtering and searching tools to help you navigate through the contact’s history effectively.

Filter by Types

  • What is it?
    • The filter option allows you to choose specific types of history entries to display (e.g., Notes, Contact Info changes, Assignments).
  • User-Centric Setting
    • The filter is user-specific. This means that once you set a filter, it will persist across other contact profiles you view until you change it. You don’t have to reset your filter preference for each contact, saving time during navigation.
  • How to Use It
    • Click the “Choose Types” dropdown menu and select the types of history entries you’d like to display. The system will automatically filter the results according to your selection.

Search by Title

  • What is it?
    • The search feature enables you to quickly find specific history entries by searching their titles. Currently, only titles are searchable in this field.
  • Search is Contact-Specific
    • The search tool applies only to the currently viewed contact. The results displayed will be limited to this contact’s history.
  • How to Use It
    • Simply enter your search term in the “Search note…” box located to the right of the filter menu. Once you’ve entered your term, click the blue “Search” button to display the relevant results. Only titles matching your search will appear.

Additional Information

  • Interaction Entries: Each entry is timestamped and tagged with the type of change or interaction (e.g., a note being added or contact information being updated).
  • Automatic Display: When you open a contact’s history, all entries will be displayed in chronological order unless you apply a filter or search.

This combination of filtering and searching makes it easy to find important details in a contact’s history, whether you’re tracking changes or reviewing past notes.

Notes / Log-a-Call Templates

July 16, 2024

Feature Overview:

The Notes / Log-a-Call Templates feature in ClientTether CRM allows users to create and manage templates for repetitive communications. This functionality is designed to streamline the process of capturing and documenting interactions within a contact’s record, ensuring consistency and efficiency.

Accessing Notes / Log-a-Call Templates:

  1. Navigate to Action Plans / Template:
    • From the main navigation menu at the top, mouse over the “Action Plans (Template)” item.
    • In the dropdown menu, scroll down to the “Templates” section and select the desired Template “Notes/Logs”.
  2. Viewing and Managing Templates:
    • The “Notes/Logs Templates” page displays a list of existing templates.
    • You can view the names of the templates and perform actions such as editing or deleting them.
    • To add a new template, click on the “+ Add New” button.

Creating or Editing a Notes Template:

  1. Initiate Template Creation or Editing:
    • Click on the “+ Add New” button to create a new template.
    • To edit an existing template, click on the edit icon next to the template name.
  2. Template Editor:
    • In the “Edit Notes/Logs Template” dialog, enter a name for the template in the “Name” field.
    • Use the rich text editor to format the template content. The editor supports various text formatting options such as font size, bold, italics, lists, and more.
    • Example of a template structure for a “Bug Report Outline”:
      • Report Header:
        • Title: A brief, descriptive title that summarizes the issue.
        • Reported By: Names of the persons reporting the bug. Include Account Name and CSM Name.
        • Date Reported: When the bug was first noticed and reported (YYYY-MM-DD).
        • Priority and Severity: Define the urgency and impact of the bug (Low, Medium, High).
      • Environment and Configuration:
        • Browser Name and Version: The version of the software where the bug was found.
        • Operating System: OS details including the version.
  3. Save or Delete Template:
    • After entering the template content, click on the “Save Template” button to save your changes.
    • To delete the template, click on the “Delete Template” button.

Using Notes Templates in Contact Records:

  1. Accessing Contact Records:
    • Go to the “Contact” tab in the main navigation menu and select a contact from the list.
    • Click on the Contact’s Name to open the Contact Profile.
  2. Applying a Template:
    • In the contact’s record, navigate to the “Whiteboard” section.
    • Select the “Add Note” or “Log-a-Call” option.
    • Click on the “Choose a template” dropdown menu and select the desired template.
  3. Appending Template Content:
    • The content of the selected template will be appended to the editor field.
    • You can further customize the content as needed before saving it to the contact’s record.

By utilizing the Notes / Log-a-Call Templates feature, users can ensure that their communications are standardized, comprehensive, and efficient, thereby enhancing the overall productivity and consistency of their CRM interactions.

Filtering Contact Lists

July 16, 2024

Overview

ClientTether CRM provides robust filtering options to help users manage and organize their contact lists effectively. This guide will walk you through the steps to apply filters to your contact lists, enhancing your ability to find specific contacts based on various criteria.

Accessing the Filter Options

  1. Navigate to the Contact List Page
    • Log in to your ClientTether account.
    • Click on the Contacts menu to navigate to your contact list.
  2. Open the Filter Panel
    • Locate the filter icon near the top right of the page (as shown in Image 2).
    • Click on the filter icon to open the filtering options.

Applying Filters

Once the filter panel is open, you will see various filtering options (as shown in Images 1 and 3). You can apply one or multiple filters based on the following criteria:

  1. Action Plan
    • Select an action plan from the dropdown menu to filter contacts associated with a specific action plan.
  2. State
    • Choose the desired state to filter contacts based on their location.
  3. Sales Cycle
    • Filter contacts by selecting a specific stage in the sales cycle.
  4. Previous Accounts
    • Select a previous account to filter contacts linked to that account.
  5. Lead Source
    • Use the dropdown menu to choose a lead source. This allows you to filter contacts based on how they were sourced (e.g., Facebook, Home Advisor, etc.).
  6. Assigned User
    • Select an assigned user to filter contacts managed by a specific team member.
  7. Tags
    • Enter tags to filter contacts associated with specific tags.
  8. Saved Filters
    • Choose from your saved filters to quickly apply pre-defined filter settings.
  9. Find Duplicates
    • Use this option to identify and filter duplicate contacts based on selected criteria.

    Saving and Applying Filters

    1. Save Filter
      • After setting your desired filters, click on the Save Filter button to save the current filter settings for future use.
    2. Clear All Settings
      • To reset all filter settings, click the Clear All Settings button.
    3. Apply Filter
      • Click on the Apply Filter button to apply the selected filters to your contact list.

    Example

    Step-by-Step Example of Applying a Lead Source Filter

    1. Open the Filter Panel
      • Click on the filter icon near the top right of the contact list page.
    2. Select Lead Source
      • In the filter panel, locate the Lead Source dropdown menu.
      • Click on the dropdown menu and select a lead source (e.g., Facebook).
    3. Apply the Filter
      • Click on the Apply Filter button to view the contacts filtered by the selected lead source.

    Filter By Lead Source (unassigned)

    Choosing No Lead Source Selected will show leads that do not have any lead source assigned and leads that have a lead source that belongs to another account.

    4o

    Contact Relationships (linking)

    July 16, 2024

    ClientTether: Contact Relationships or Linking: Users can effortlessly connect various contacts to other contact, creating a unified and comprehensive view of relationships and networks within their CRM. This enhancement simplifies managing and visualizing intricate connections, ensuring that all relevant information is at your fingertips.

    How to Access and Use the Linked Contacts Feature in ClientTether

    The Linked Contacts feature in ClientTether allows users to create and manage custom relationships between various contacts. This guide will walk you through accessing and utilizing this feature effectively.

    Accessing the Linked Contacts Feature

    1. Navigate to any Contact List:
      • There are many contact lists in ClientTether from the Dashboard, Pipeline or the Contact List from “Contacts” tab at the top menu.
    2. Open a Contact’s Profile:
      • Click on the name of the contact you wish to link with another contact. This action will open the Contact Profile, displaying various tabs such as Contact Info, Whiteboard, History Notes, Text, Email, Event, and more.

    Using the Linked Contacts Feature

    1. Locate the Linked Contacts Section:
      • Scroll down within the Contact Profile to find the “Link Contacts” section at the bottom of the page.
    2. Create a Custom Relationship:
      • In the “Link Contacts” section, click on the “Select Relation” dropdown menu to see the available relationship types (e.g., Parent to, Referred, Owns, Child of, Referred By, Is Owned by).
    3. Search for a Contact to Link:
      • In the search bar next to the relationship dropdown, start typing the name of the contact you wish to link. The type-ahead feature will display matching contacts for quick selection.
    4. Select and Save the Linked Contact:
      • Once you find the desired contact, click on their name to select them.
      • Click the “Save” button to establish the relationship. The linked contact will now appear in the “Linked To” or “Linked By” field, depending on the type of relationship created.

    Managing Linked Contacts

    • To follow the linked contact, click on the Contact’s name to open its Profile.
    • To delete a linked contact, click the trash icon next to the linked contact entry.

    By following these steps, you can effectively utilize the Linked Contacts feature in ClientTether to create, manage, and visualize the relationships within your contact network, enhancing your overall CRM experience.

    Creating Custom Linked Types in ClientTether

    The Linked Types feature in ClientTether allows users to create custom relationships between contacts, tailoring the CRM to match their unique business needs. Follow these steps to create and manage custom linked types.

    Accessing the Linked Types Feature

    1. Navigate to Settings:
      • From the ClientTether main menu, mouse over the Hello item in the top right, then click on “Settings”.
    2. Open Contact Profile Settings:
      • In the Settings menu, select “Contact Profile.” This will open the Contact Profile Settings page.
    3. Go to Linked Types:
      • Click on the “Linked Types” tab within the Contact Profile Settings page.

    Creating a Custom Linked Type

    1. Enter Parent and Child Labels:
      • In the Linked Types section, you will see two input fields labeled “Parent Label” and “Child Label.”
      • Enter the desired relationship type in the “Parent Label” field (e.g., “Parent to”).
      • Enter the corresponding relationship type in the “Child Label” field (e.g., “Child of”).
    2. Save the Custom Relationship:
      • Once you have entered the parent and child labels, click the green “Save” button to create the custom linked type.
      • If you need to cancel the operation, click the orange “Cancel” button.

    Managing Existing Linked Types

    1. View Custom Linked Types:
      • After saving, the custom linked types will appear in a list format below the input fields. Each entry will display the parent and child labels along with options to edit or delete the relationship.
    2. Edit a Linked Type:
      • To edit an existing linked type, click the pencil icon next to the relationship entry. Update the labels as needed and save the changes.
    3. Delete a Linked Type:
      • To delete a linked type, click the trash icon next to the relationship entry. Confirm the deletion if prompted.

    By following these steps, you can effectively create and manage custom linked types in ClientTether, enhancing your contact management capabilities and tailoring the CRM to your specific business requirements.

    Release Notes Jan 2024

    January 4, 2024
    1. Bulk Change to a Sales Cycle now updates Milestones
    2. Action Plan Step – Change Contact Type
      1. also requires Sales Cycle Setting
      2. can’t be blank
    3. Contact Profile – Quarantine Email now shows a reason
    4. Duplicate lead Accepted now launches Action Plan
    5. Duplicate leads created from simple lead form has been stopped
    6. Improvements to Username or Password Reset
    7. SMTP Settings UX improvement
    8. Searchable list of Accounts (in more places)
    9. Searchable list of attachments
    10. Contact List Search improvements
    11. Calendars – 2 way sync with new External Calendar Sync
    12. Franchise Estimate Count Report
      1. Emailed properly
      2. Links to raw data
    13. User Settings
      1. password changed immediately effects access
      2. archived user immediately effects access
      3. Archived User removed from New Lead Email
    14. Lead Routing – Duplicate Check for Multi-level Accounts to Subaccounts by Round Robin
    15. Notifications –
      1. Archive search to include contact name
      2. View Assigned User in right side panel
    16. Proposal
      1. Bid Type Multiplier
      2. Clear Signature now generates a History Note
      3. Show more of the Field Header for longer fields
      4. Block Editor – Cover Page, About Me, Terms and Conditions – Limited Release
    17. Thumbtack Integration to accept Appointments
    18. Templates for Notes / Log-a-Call
    19. Contact Profile
      1. Quarantine Email – now shows a reason
      2. Opportunity Count shows above the field

    ClientTether Mobile App

    August 30, 2023

    The ClientTether Mobile App is designed for Users in the field, with a focus on Contacts, Proposals and Notifications. All Settings and Design modes are reserved for the desktop version.
    You must already have an account with ClientTether to take advantage of this app as the same Username and Password are used for accessing both the Mobile and Desktop versions.

    The App is free to use for account holders to extend your access to the ClientTether CRM.

    The v1 App does NOT support Dark Mode.

    Get the ClientTerther App from the Google Play Store. After Installing, you will find an App icon like this one.

    This is an App, please do not expect it to have all the power of the desktop version. This App is focused on Contacts, Proposals and Notifications.

    The Login screen is the same form as found on the desktop version.

    Whenever the App is loading data, you might see this splash screen.

    Contact List

    The Contact List is the default landing page in the ClientTether Mobile app. Each Contact is shown as its own card with some of the same visual details as shown on the desktop. Contacts are loaded ten (10) at a time. When you scroll to the bottom of the first set of ten name swipe up again to load the next ten Contacts.

    Dots in the top left corner
    Red: indicates this contact is in the New Lead Sales Cycle.
    Yellow: indicates there was a contact reminder that has been missed. This color will over-ride red.
    Green: indicated there is a contact reminder for today. This color will over-ride both yellow and red.

    Stars in the left margin
    Filled Stars: indicates this contact is a main contact.
    Unfilled Stars: indicates this contact is attached to some other main contact.

    Red Yellow Green Dots
    Filled or Unfilled Star

    Map Pin Icon
    If the contact has an address that can be mapped, an interactive Map Pin will appear with the Contact Card. You can click on that icon to view the address on a Google Map.

    Map Icon

    Phone Icon
    The phone icon is interactive and will initiate the same Click-to-Call process as the desktop application where the system will call the User and ask for confirmation to call.

    Click-to-Call

    Filter
    The system shows there are 92 leads in this account. Even though your full contact list might have many lead, the system will only load 10 contacts at a time. Use the Filter to narrow down the list to the Contacts you really want to work with.

    Filter

    Sort
    When working with a list of Contacts you might need to sort them. Use the Sort Icon to select from several sorting options.

    Sort

    Search
    Any long list can be narrowed down by a simple Search. Click on the search Icon to open the Search input field.

    Search

    Reset
    Use the Reset Icon to remove any previously set Filter, Sort or Search

    Reset Filters, Sort, and Search

    Contacts Name
    Similar to the full application, the Contact’s Name is interactive and will open the Contact Profile.

    Contact Name

    Contact Profile

    The Contact Profile is the main hub to interact with the Contact’s information. This will open as a popup above your Contact Profile. Thus you will have to click on the X in the top right to Close this popup when you are finished. The most often actions take in Contact Prorils are: Whiteboard, Text, Email and Events

    Whiteboard
    The Whiteboard allows you to enter shareable quick notes about the contact acquired via conversation or observation. These notes are shared with other User in your account.
    NOTICE: After typing Whiteboard Notes, you must click the “Save Whiteboard” button.

    History Notes

    History Notes
    The system auto-logs most everything you do as History Notes. For example, if you sent a text or email, the system will put a date and time stamped copy in History Notes. This save you time by not having to write a History Note that you sent an email.

    The History Notes section is where you can review the of communication and automation that has occurred with each Contact.

    Text
    ClientTether allows you to send text messages through the system thereby sending the message from the ClientTether number instead of your personal mobile number. Returned text messages will be shared with you in this same location for each Contact.

    Email
    The mobile app allows you to send emails to contacts using the email setting entered in the desktop application Settings. You will either let our email server send them or enter your own SMTP settings.

    Events
    There are three types of events that can be set in ClientTether: Automated Call, Contact Reminder and Next Appointment.

    User the Event Type dropdown to choose which of the three you would like to set. With that selection made fill out the rest of the custom form to create the event.

    Proposals

    Proposals are the next most common activity in the field with the App. Click on the Proposal expansion bar in the Contact Profile to open this section. Again this is an App, please do not expect it to have everything the desktop version has.

    Create or Open a Proposal

    In the Contact Profile there is a proposal section, which will show Existing Proposals and allow you to Add (create) a new one. When you have opened a Proposal it will show the Worksheet.

    A proposal’s organization is built around Bid Types, Categories, and Line Items. Choose the dropdown at position 1 to select a Bid Type.

    Choose the dropdown at position 2 to scroll through the combined menu list of Categories and Line Items. In the example below, Category WTC-DFWF includes Line Items: Walls, Trim and Ceiling.

    After selecting the Line Item – Ceiling, the rest of the input fields will be displayed according to the design. Repeat the process of adding Line Items to complete the Proposal

    Calendar

    Calendar is an option at the bottom of the mobile app. This will open a Month calendar. YOu can click on any day in the month to show an agenda view for the day. Click on any Agenda item to see the details.

    Notifications

    Notifications is a big part of this app and is found in the bottom right of the screen. All notifications that the User has set up see will be shown here. Notifications tell you what is going on with your Contacts.

    After viewing or handling a Notification, you can swipe right to begin the archive process. You will have to then click on the Red Archive button that appears.

    Block Incoming Calls and Texts

    July 13, 2023

    Sometimes you just need to block calls from a specific number. There is an easy access switch on the Contact Profile that allows you to do just that. It also pseudo blocks text messages.

    When that switch is turned on (image show off), the phone number associated with that contact is blocked from calling your ClientTether phone number. You can flip the switch either direction and any time.

    While the Blocked Switch is turned off, incoming text messages will be captured and stored with the Contact’s Profile, but it will not generate incoming Notifications. We call this pseudo blocked.

    Multiple Users in one Contact Profile

    July 13, 2023

    Contact Profile header color will change if multiple Users are in the same one.
    Notifications associated with an open Contact Profile will also change color.

    In the image example above, the gray header color is normal and the yellow-ish color is the warning that two or more Users have opened the same Contact Profile.

    Notifications on Contact Profile

    June 29, 2023

    Accessing Notifications for a specific Contact is easy with the Notification Icon found on the Contact Profile. Please watch this short video

    CompanyCam Integration

    June 28, 2023

    Unlock the power of visual engagement with our seamless integration between CompanyCam and ClientTether! This innovative partnership transforms your contact engagement by allowing you to effortlessly sync and showcase CompanyCam photos directly within ClientTether’s Contact Profiles and Proposals. Elevate your proposals from good to great by embedding critical visual documentation right where you need it, ensuring that every proposal is both informative and visually compelling.

    With our integration, you solve the problem of disjointed communication and improve your project’s narrative, making it easy for clients to see the true scope and quality of your work.

    Setting up is a breeze—our step-by-step guide will have you enhancing your ClientTether workflow in no time. Experience a new level of professionalism and efficiency as you manage projects and impress clients with a complete, polished look that stands out in today’s competitive market. Dive into this integration and make the most out of your client engagements and proposals today!

    Setup

    This integration is an Add-On feature and must be activated before the integration tab will be visible. Please visit the Add-On support page to learn how to activate Add-Ons.
    Note: You will need to create an Access Token in CompanyCam to complete this activation.

    After CompanyCam integration has been activated, a new Settings Tab will become visible. Click on that new tab to continue with the setup process.
    There are two fields in the setup.

    1. CompanyCam Access Token: this is a token that you create inside of your CompanyCam account. A link is provided to the documentation from CompanyCam on how to create your Access Token. Please contact them if you have questions on this procedure. Once you have created the Access Token simple copy and paste that value into the first field.

    2. Project Naming convention: This is an optional field that can be used to auto-generate Project Names if you choose to create a new project from within ClientTether. Use ClientTether Tokens from the dropdown list to the right or type in some text. For example: if I wanted projects that start in ClientTether to be named with the initials of CT_ and then the address of the property where the work would be done and finally followed by today’s date; then in the Project Naming convention field you would enter:
    CT_{{client.address}}_{{tokens.today}}. Remember the tokens will come from the Token dropdown menu t the right. When you select the token by name, the value is copied to the clipboard so that all you have to do is paste into the naming convention field.

    Using CompanyCam in ClientTether

    After the setup is complete, there are two location where the CompanyCam icon will appear:
    1. in the Contact Profile
    2. in Proposals on the Overview tab
    Each location is independent of each other. Below is a video showing this two locations and how to use them. We assume that you already have a CompanyCam account and know how to use it.