Now that you have data in the system, take a look at each of your apps (we will use the default names here, but these may vary depending on the names you have assigned). This article will cover the following items:
- Create Save views
- Manage Records (Contacts, Accounts, Opportunities or any custom App)
- Related Lists
- Share Activity
You can customize your FreeAgent CRM experience with the different views available for all your apps. The best thing about views in Cypress is that you can save them, share them, bookmark them, and change them at will. In this section we will cover:
- General actions in all views
- Changing views
- Rolodex View
- List View
- Board View
- Pivot Table
General actions in all views
In all the views you can apply filters, create Saved views (or update them) and create some general actions such as create new records or export your data to a CSV. Let's review them in detail.
Filters allow you to specify a given attribute for your records to be displayed on the view. You can apply as many filters as you need in order to create your perfect view.
To use filters, just click each desired field to display the options to filter by. The data will update in real-time and you will have some useful labels to know what filters were applied.
Once you have created a perfect view for your app the best thing to do is to save it to create a View that you will be able to access any time. This will save you a bunch of time, as it will automatically apply all your filters and special configurations once you go back to that view. You also have the option to 'Save changes' to an existing save view and direct access to 'manage your views'.
The general actions include the option to create a new record and to export your information to a CSV. The contacts app includes another action called 'Suggested contacts' that will enable you to create a new contact in FreeAgent CRM from those that you have email communication.
Create a new record
This action allows you to create a single record in the selected app. Once you click on it, you will be able to fill in all the information relevant to the record. Please note that each setup is different, so you might not have all the fields shown in the picture below.
Export a CSV
This will generate a CSV file with a limit of 5000 records per download. This great feature will remember your current configuration and only export the data shown in the view.
This action is only available for the 'Contacts' app. It will show you a list of contacts that have email communication with you. In order to show you this list, we scan your email and present you with the available contacts. There you can select to add them to FreeAgent CRM or just ignore them.
To switch between your views, just click the View dropdown to display the available options and select the one you need. It is so fast and easy that you can flawlessly change from one chart view to the next.
The Board View is an all-inclusive record list, because you have access to all the information of that record in a beautiful yet powerful view. You can perform actions like edit, create next steps, add/read notes, make phone calls, send emails, review the specifics other apps associated.
It is incredibly easy to move from one contact to the next, just use the 'down arrow' key or click on the other record. Something equally impressive is the records list Card. This card can be fully customized to show the data that is relevant to your business and even decide to show the footprints for the Next Steps or not. The Card configuration is limited to the administrator of your team.
The List View comprises your data into a simple table, which makes it great to perform bulk actions such as edit or delete. It is completely customizable, giving you the option to add and remove columns from this view as you desire. If you save it as a View, you will be able to go back to those list configuration settings anytime. Additionally, you can create a perfect view for you and if you choose to export your data, it will export those columns only: great for reports!
List View Configuration
To customize this view, click the 'gear' icon next to the 'Save View' button. Select the columns you want to see and uncheck the box for those you don't need. Additionally, you can reorganize them by dragging and dropping them in the right order.
The Board View is really popular thanks to two features: drag&drop the cards to the different statuses, stages, etc... and for the 'pivot by' configuration, which enables you to switch the pivot from one field to the other, depending on what you are working on. This view also includes a counter that can be used to provide you the total records of a single column or its sum, which is especially useful in the sales process.
Board View Configuration
To customize this view, click the 'gear' icon next to the 'Save View' button. Select the columns you want to see and uncheck the box for those you don't need. Additionally, you can reorganize them by dragging and dropping them in the right order.
Charts were first introduced as part of the available list options in Cypress. They are powerful data-visualization tools, as they render your data into beautiful charts. There are four types available: Bar, Pie, Donut, and Funnel.
Each chart has its own value according to what you are looking for, however, they can all be customized following the same steps.
Chart views configuration
To customize all charts, click the 'gear' icon next to the 'Save View' button. Select the columns you want to see and uncheck the box for those you don't need. Additionally, you can reorganize them by dragging and dropping them in the right order. You can also change the field used to pivot by in all charts. Change from status to owner, to anything that you need, and the graph will update in seconds.
Create Saved Views
Saved Views will help you get the information you need faster. You can keep your favorite filters as 'Saved Views' so that you don’t have to apply filters to your data every time. 'Saved Views' can be created for any app within FreeAgent CRM including custom ones.
There is an infinite amount of Save Views you can create to access your information faster, depending on the filters you apply to your information. It is important to mention that not all fields are filterable, so keep that in mind when you create new ones. You can learn more about Custom fields in the following tutorial:
In this section we will cover the following topics:
- Access Level needed to manage Saved Views
- Create a New Saved View
- Update an existing Saved View
- Delete Saved Views
- Share a Saved View with your team
- Find your Saved Views
- Star your Saved Views
- Bookmark your Saved Views
Access Level needed to manage Saved Views
'Manage Saved views' is available under Personal Settings which means that it is available to all users. Please keep in mind that the list you will see here includes your saved views and those of your team members. Deleting any saved view here will remove it for everyone in your team.
Create a New Saved View
This is the option you want to go for if you have just configured your view and want to keep it. This means that if you have applied filters, rearranged the order and width of the columns in the list view, or have applied any special view configuration, you will be able to save it all by creating a Save view.
Update an existing Saved View
You can update your existing Saved views by adding more filters, changing the configuration and even by adding some sorting options. If you decide to update it and you want to keep this new version, you can save your changes. This is a great option to keep your Saved views up-to-date, without having to create multiple new ones.
Just make your changes and click the 'Save changes' option.
Delete Saved Views
In case you want to delete a Save view you can do so from the Manage views configuration page available under Personal Settings. You can also use the menu search function and start typing 'Manage Views' to get there faster. There all you have to do is select the 'Save view' and click the 'delete' button. Please keep in mind that the views on this list include also those that belong to your team members.
Share a Saved View with your team
Sharing your saved views is super easy. When you first create one or decide to save the changes to an existing one, you just need to mark the 'Share with Team' checkbox and save your changes. All your team members will have access to the saved view and thanks to their unique URLs, you will be able to copy and paste the URL and send it to your entire team for them to see.
Find your Saved Views
You can get to your Saved views using the search function in the menu. Just start typing your Saved view name and the menu will display all that match the word(s) you searched for. Then simply click on the Saved view you are interested and there you have it!
Please note that only the saved views you created and those that were 'Shared with Team' will appear under the search results.
Star your Saved Views
If you want to add that Saved View to your navigation under the menu, all you have to do is star it by clicking in the 'star' icon right next to the Saved view's name.
Bookmark your Saved Views
You can also bookmark pages you want to get to quickly in your browser and navigate right to them thanks to their unique URLs.
There are different options to add new records to your apps in FreeAgent CRM, as well as to edit and delete them. We understand for 'Record' a single entry or element in your apps, if we take a look at the Contacts app as an example, Katelyn Abel is considered one record.
In this tutorial, we will cover the following topics:
- Navigate to the app
- Create a single record in any app
- Create multiple records (Import CSV File)
- Edit a single record
- Bulk edit records
- Delete a record
- Bulk delete records
Navigate to the app
First, you need to use the menu in order to get to the app for which you want to create the record. You can use the search function or click on the app name and select one of the views.
Create a single record in any app
To create a new contact, account, opportunity or a record in a custom app, click on the three dots icon available in the top right corner to display the available options. There click on 'Create New Contact/Account/Opportunity'. You can also click the 'Create X' option available under the desired app on the main menu.
Please note that the fields that have the '*' symbol right next to them are mandatory fields, which means that they are required in order to create the record. There are, as well, some fields that have system validation to ensure that all data added belongs to the field type. Keeping this in mind, fill in the form and once you are done, click 'Save' to create the record.
You will be redirected to the record's detail page. This way you can start interacting with your new contact, account, opportunity or record of a different app right away.
Create multiple records (Import CSV File)
Adding information to any of your apps in FreeAgent CRM is fast and easy when importing through a CSV file. The process to follow is exactly the same regardless of the app you want to upload the information to, and if there are any errors in the file, like for example an email address that is missing the '@' sign, the system will let you know. There are a few steps with importing a CSV file:
Import a CSV file to FreeAgent CRM
Open the menu and click on the search box to start typing ‘Forms’. You can also scroll down the menu, click on the desired app to display the options and then click on ‘Form Sections’.
Each of the apps has its own Import data section. To get started, open the menu and click the search box to start typing 'import'. You can also click on the desired app to display the available options and then click on 'Import X'. There click on the Import button located in the top right corner.
If you don't have this option available on your menu it means that you don't have the required permissions for this feature. Contact your team administrator for further information.
A new window will pop-up with all the details necessary to import a CSV file. Here you can download a template, which you can fill out with your information to simplify the import process.
Please note that you do not have to fill out every field, but it is important to keep the column names the same as those of the fields in FreeAgent CRM and make sure that there are no empty rows on your file. It is also recommended to delete any columns that you are not going to need from your file. Another useful thing to review is that there are no empty spaces after the column names and that there is a single value for each cell.
Once you have your CSV file ready you can either use the Drag and Drop functionality or select 'click here' to choose the file from your computer. The name of the file you selected will show in the light blue box. Verify that you selected the right file and click the 'Next' button.
As soon as you click next, you will get to the import mapping screen.
This screen is where you are going to be able to select the columns in your file that corresponds to a given field in FreeAgent CRM. By default, the system will match the names of the fields with those of the columns in your file, but if there are some that it can not match, it will mark them in red.
You can select one of your existing fields in FreeAgent CRM to map that column by clicking on the dropdown.
Do not import
Another option is to decide not to import that particular column by selecting the 'Do not Import' option.
You will need to confirm this process before importing your file.
If the field doesn't exist, but you do want to add the information to FreeAgent CRM you have the option to create it. Simply select the row that contains that column and click the 'Add Field' button.
In this window just enter the name of your new field and select its type. If you want to learn more about the available field types we recommend that you visit this tutorial. Once you are done, click the Save button.
Your new field will be created and available for you to select it in the Field Mapping screen.
Once you are done with the mapping of the columns click 'Save' to start the import process.
The process can take a few minutes to complete depending on the size of the file, the process will continue even if you move to another page.
Import Process Status
You can verify the status of your import in the details. There are 3 possible statuses: 'Processing', 'Completed' and 'Failed'.
'Processing' means that the import is still in progress. You can move to other sections of FreeAgent CRM and come back later to check the status.
Failed means that there are some errors with your file. You can see the exact number of errors under the 'Errors' column. Please note that if the import fails, the data won't be added to the system.
If you click on the number of errors a window with the details will appear, showing the row within the file (1) that contains the error, what the column name is (2), the current value the cell holds (3) and why it is considered an error (4). Please note that there could be more that one error per row.
The most common error is 'Invalid Format', as shown in the above image. In the first row, we can see that the email has a comma instead of a dot before 'com'. The second row for the cell phone includes two phone numbers in the same cell. It is considered an error since the system expects one value per row.
Another frequent error is 'The value does not exist'. This one means that you are trying to add information to a Reference field or to a Choice list, but that value is not part of FreeAgent. For the Choice list, you can either select the 'Allow ad-hoc' creation box to allow any value to be created during the import or add the missing value manually. In the case of a Reference field, since they create a relationship to another app, you need to add that record to the app first, so that it exists in the system, before being able to import it.
If the file is uploaded correctly, the status will change to 'Completed'. It will also display how many new records were created.
Well done! If the status shows as 'Completed' it means that you have successfully imported your data to FreeAgent CRM. You can follow this exact same process each time you have a file with new data to import to the system, always making sure that you click on the 'Import data' option of the right app.
The process to update information that you have already uploaded to FreeAgent is different, as it requires that you export a CSV file from the right app in order to get the ID column. This ID is system generated and is used for identifying the records that you are looking to update. This process will be described in a separate tutorial.
Edit a single record
To get started, go to the desired app and click on the record you want to edit. You will notice the 'Edit' button right at the bottom of the information section when you hover over it.
On the 'Edit' window, you will be able to change all the information related to your record, including the owner. Once you are done with the changes click 'Save'.
Bulk edit records
To bulk edit or update your records, first, go to the desired app and select 'List View' from the available views.
Then select the records you want to edit by clicking on the square to the left of the record's name (1) or click on the top-square select the first 50 Records (2). There will be an indicator of the total of records you have selected (3). Below it you have the option to click 'Select all X records' if you are looking to edit them all.
Now here is where the magic happens. You can enter the information you need on any of the available fields, which will be highlighted in blue once you make changes to them. You can change the information of any field as well as adding information for your custom fields. It is possible to change multiple fields at the same time. Keep in mind that these changes will be applied to all the records you selected, therefore you should avoid changes to fields that don't have the same value on all of them.
When you are done editing your records, click the 'Save' button. You will see a 'Success Message' and right after the 'List view' will be updated and will show the new information for your records. The update of the 'List View' could take a few seconds, depending on the total of records and the amount of information to update.
Delete a record
To get started, go to the Deals app and click on the Deal you want to delete. You will notice the 'Delete Deal' button right at the bottom of the information section when you hover over it.
Once you click on it, you will be prompted to confirm the process. Once you click on the 'Delete' button the Deal will be deleted from FreeAgent CRM. This action cannot be undone.
Note: Only the selected Deal will be deleted, the Lead and/or Accounts associated will not be deleted.
Bulk delete records
It is possible to delete multiple records at once. You can select up to 50 records to delete at the same time, or select them all if necessary. To do so, go to the desired app and select 'List View' from the available views.
Then select the records you want to delete by clicking on the square to the left of the record's name or click on the top-square select the first 50 Records. There will be an indicator of the total of records you have selected. Below it you have the option to click 'Select all X records' if you are looking to delete them all. This isn't recommended as it is not possible to undo the delete operation.
The 'Delete' button will be enabled as soon as you start selecting records. Once you have selected the ones you need to remove, click the 'Delete' button.
You will be prompt to confirm this process by clicking on the 'Delete' button on the confirmation box, as it cannot be undone.
You can upload files to all the Apps, where the Activity Timeline is available, to keep all your information in one single place and manage your resources better.
The admitted formats for files include pdf, csv, zip, Microsoft Office suite, Apple iWork. For Images, the supported formats are jpg, png, gif. The file size can be up to 10MB.
You can upload any file of the admitted formats mentioned above to your Apps. To do so, click on the desired app in the menu and select the record for which you want to upload a file. On the Activity timeline, you will see the attachment icon (paper clip) on the lower right corner. Click on it.
This will open your computer file manager. Browse your files and select the one you want to upload and click 'Open'. Wait a few seconds for the upload process to conclude. As soon as it is done, a Success message will appear on the top right corner and the attachment will be visible in the activity section.
We always talk about how customer relationships matter, but in your CRM, data relationships should matter too! Related lists are based on the reference fields, and they allow you to see and create content for a particular entity in the system, but not just that!
We know that your business is unique, so some related list items are more important to you than others and naturally, you want to see those first. With Related list, you can not only decide the order of items that matter to you the most but also decide if you want them to show there at all!
One of the things that make FreeAgent CRM so visually pleasing to use is the ability to not see a bunch of stuff that doesn’t matter to you.
Creating data relationships in FreeAgent CRM is super easy. When a relationship is created, FreeAgent includes a Preview Card in a Related List that provides quick context into the related record.
Related Lists can be configured by the team owner or those with team level access and the changes will be available account-wide. For Related Lists you can:
Rename Related Lists
First, you need to use the menu, then click under System Settings and the App Setup to display the available options. There click the app for which you want to update your Related Lists. You can use the search function to search for the App's name to get to the App setup section as well. Then click 'Related Lists' located at the top of the screen.
There you will see a list that includes a Related List for each 'Reference field' that you have created within the 'Fields configuration' menu. This field as its name implies, makes a reference to an existing element within FreeAgent CRM, in order words, it creates a relationship between the main entity (app) and the field.
In this window, you can rename the Related list by entering a new value in the Name and Singular Name fields. Here you can also create some logic to map fields so that their information will auto-populate when you create a new element.
The way the field mapping works is really simple. You basically identify those fields that exist between 2 Apps and create a relationship between them, so that the system automatically adds the value for them. You can map as many fields as you need.
Order Related Lists
Changing the order of your Related lists is quite easy. Just click the 'Reorder' button. If you would like to reorder related list that have been deactivated, you will need to activate it first. To do this, click the 'show deactivated' checkbox, activate it and then click the 'Reorder' button.
This will bring up a window with all the Active Related List elements. Here you can drag&drop the elements in the desired order, as shown in the gif below.
The new order of your Related Lists will be available in the Rolodex view as well as the detail view of your records.
Deactivate Related Lists
If you created a Reference field but you don't need to use the Related list, you can deactivate it by selecting it in the Related list configuration of the desired app. Then just click the 'Deactivate' button
It will be necessary that you confirm this process before your Related list becomes inactive by clicking on the 'Deactivate' button in the confirmation dialog box.
To know if a Related list has been deactivated, check the 'Active' column. 'No' means that the column is currently not active. In order to show all the deactivated Related list, you will need to enable the 'show deactivated' checkbox.
You can always revert this by selecting the Related list and clicking on the 'Activate' button. Make sure you are showing the deactivated ones.
It will be necessary that you confirm this process before your Related list becomes active by clicking on the 'Activate' button in the confirmation dialog box.
The Activity Sharing feature will allow you to easily share information available on the activity timeline between records located on different apps.
Activity sharing is available for all apps that include the 'Activity Timeline'. To start sharing activities, go to the desired app, in the 'Activity' section, hover over any of the 'Activities' with your mouse to show the available options. The share icon is the middle one with an arrow.
Click on it and the sharing options will appear. Here you can select between all your existing Apps to share your activity.
Then you need to either select one of the suggested entries or you can start typing to find the specific element to share the activity.
Once you click on share, the activity will be available on the target element. Right below the team member's name, there will be a legend that indicates that the activity was shared and will include its origin, which you can click on to go to it.