Within your Preferences page in the Setting menu, you can update your profile, which includes your profile picture, name, and the language for FreeAgent CRM. Here you can also configure your Email Visibility setting and your Web Conferencing Information.
Edition Qualifier: This feature is available in all FreeAgent Editions.
User Permissions: No special permissions are required to use this feature.
In this tutorial we will cover the following topics:
- Navigate to Preferences
- Email Visibility
- Web Conferencing Information
Navigate to Preferences
Open the menu and go to 'Settings' to display the available options, then click 'Preferences'. You can also use the search function to get there faster, just start typing 'Preferences'.
The fields will include the information provided when your account was first created. You can upload a profile picture and update your first name and last name, just keep in mind that both are required. Just click in the field you want to update and make the changes. Here you can also change the Language of FreeAgent CRM between English and Spanish.
To upload a profile picture click on the square. If you already added a profile picture, click 'Replace' to change it. If you don't want to use a profile picture anymore, click 'Remove'.
Select between English or Spanish for your language options. Don't forget to save your section.
By default, the email visibility configuration is 'Public' however you have the option to set it to 'Private'. If set to 'Public' everyone in your organization will be able to see the emails you send and receive in FreeAgent CRM. If you change the setting to 'Private' then the emails you send and receive from that point forward will only be visible to you.
Click the 'Save' button located in the top right corner once you have selected your email visibility preference. A success message will appear in the top right corner indicating that the change was saved correctly.
Public/Private Emails in the Activity Timeline
It is possible to change the visibility configuration for individual emails you have sent and/or received within FreeAgent CRM. All you have to do go to the Activity timeline of your contacts app, select the desired contact, hover over the email you want to make public/private.
There you will see a lock icon that will indicate if the email is public or private. Public emails will show the 'open lock' icon when you hover over them and the email icon will appear as normal. Private emails will have the 'closed lock' icon when you hover over them and will display a small 'lock' icon. To change the visibility of the email, just click on the 'lock' icon.
If the 'Email Tracking' configuration is enabled for your organization when the email was sent, it will be tracked in the Email Analytics, however, the information shown in the list for that email is going to be limited. It will basically record the activity and will show if the email was opener or not, but the 'Body' of the email will appear empty as it is 'Private' information.
Web Conferencing Information
It is possible to include your Web Conferencing information in FreeAgent CRM. This will help you create online meetings with your contacts a lot faster, as you can indicate whether or not you want to use this information when creating Next Steps of type Meeting.
You have the option to add the URL for your personal meeting room. The URL will vary based on the service you use for Web Conferencing, just make sure that the URL is complete.
Optionally you can add a generic message that will be sent out to the invitees of all your meetings.
You can use all the elements of the HTML editor to create beautiful invitations to your meetings. Once you are done with the details of the Web Conferencing, click the 'Save' button located in the top right corner of this page.
It is important to mention that these changes are at the 'user' level, which means that any team member can add their own meeting information to their profile.
To edit the information there, simply replace the previous data and click the 'Save' button once you are done.
Use Web Conferencing When Creating a Meeting
To use the information you added to your Web Conferencing setting, you will need to create a Next Step type Meeting.
In the Meeting creation window, you have the option to add a location for your Meeting. You could enter an address if you are meeting your customer in a specific place. However, if you are meeting over the internet you can add the URL of the meeting room you intend to use. You can also click 'Use Web Conferencing Room location' to use the one you saved in your Settings.
If you use the one you already saved, the location section will include the URL you saved in your Settings and you will notice that under Notes, the message you saved will be there too.