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Configure your Collabox

Configure your Collabox to be ready to work

Here are the main steps to configure your Collabox according to the modules or functions to which you are subscribed.

super-utilisateur

Super users

By Configure your Collabox, Tips and tricks, Types of users

Some of our customers have unique requirements when it comes to the functionality of their Collabox. These sometimes work for several companies and require special access rights in accounts that do not belong to them. This is how the super user function was born.

This name designates a few users (such as management consultants or outsourcing sales managers) who have access to several companies. They can therefore log in as another user without having their login information. It’s practically magic!

The super user finds in his left sidebar a special clickable link, similar to a master key.

In our example, Coralie is a super user. So, when you click on her super user access link, you can see the three accounts that she can visit with her privileges. Let’s say she wants to connect to Bastien’s account. All she has to do is click on “Connection” in the right column.

su2

Coralie is automatically transported to Bastien’s Collabox account. She then enjoys the same privileges as Bastien. She must therefore be careful since it is easy to make the wrong account and thus make changes in her colleague’s Collabox.

If you are interested in this feature, contact us to discuss it !

Opportunity statuses

By Configure your Collabox, Contacts, Your CRM

Opportunity statuses are linked to your customer records. These opportunities will complement the qualifications to help you better manage your sales activities by showing you where to find the ripest fruit.

There are 3 main actions:

1. Create your opportunity status

2. Assign opportunity statuses to customers

3. Edit an opportunity status.

Create your opportunity statuses

You will be able to use the basic statuses that we have created for you, but we have also given you the possibility to create your own opportunity statuses so that they better fit your business. To use this new functionality, you will have to start by determining the number of statuses required, their respective names and the percentages to close (chances of obtaining the contract) that will be associated with them. To determine the opportunity statuses that you will use in your Collabox, click on the module Contacts .

‘opens in a new window) In the left menu, select Opportunity statuses .

To use the basic statuses, click on Add basic opportunity statuses , then on Okay .

The following statuses will appear on your page:

To create your own statutes, click on the menu Add an opportunity status. This will create your first status, or a new one, if applicable.
Note: If you have never created a status, you will come across a blank page with the menu at the top.

You just have to fill in the free fields and click on Record. Your first opportunity status is created! Repeat the previous step, followed by this one, to complete your status creation.
Note: The % to close that you determine in this section will correspond to a default value used in the Projections report sale to weight the sums of the contracts in tender. For example, if you made a bid of $ 25,000 to a client for whom you estimate the percentage of close at 75 %, the weighted income in the report will be $ 18,750.

Sales projections report

Here’s a look at one of those reports we mentioned earlier. It is presented to you with graphics, but also with the data written in tabular form.

One of the statuses no longer suits you? No problem! You can deactivate it at any time by selecting said status, then clicking on Deactivate.

Assign opportunity statuses to customers

Knowing how to create opportunity statuses is good, but you also have to use them! After having completed the creation of the statuses, you must go to your customer files to assign an opportunity status to each person.

In the module Contacts , click on Contacts list , then on the name of the person you are interested in.

You will enter this person’s file and automatically arrive in the tab Info . The first box on this tab includes the qualifications and the opportunities .
In the red box that you see, you can: indicate the title of the opportunity in the empty field; choose the opportunity status with the drop-down menu located just below; and select a submission.

Then you need to add a follow-up date , as you can see in the following red box. You will see, in the fields under the follow-up date, an estimate of what the customer is reporting to you based on the percentage granted to their opportunity status. This is also what is found in the Sales projections report .

Edit an opportunity status

When you want to change a customer’s opportunity status, you have two choices. You can make the change from the opportunities table, with its “drag and drop” formula, or go directly back to the client file.

To access the table, go to the tab Opportunity table .

You will see this table appear, offering you an overview of the progress of the files. You will see all of your customers based on their opportunity statuses. The table is sorted by date or by amount, depending on the option you choose. Each column corresponds to a status. It includes customers who share this same status, as well as a total of the weighted sums in the last row of the table.

To change the opportunity status of a customer, select the check box corresponding to the customer using your mouse. Hold down the left click while dragging the box to below the new status, then drop it to its new location. The new status will be saved in the table and in the customer file, and the color of the rectangle will automatically change.

Mes préférences

How to change password

By Configure your Collabox, Password and username, Tips and tricks

We present in this article three ways to change your Collabox password.

  1. My preferences
  2. Configuration by an administrator
  3. Link on the home page

1. My preferences

This procedure allows you to change your password.

Once connected to your Collabox, click on the tab My preferences , located in the left menu.

Tab My preferences under the module Preferences

Then go to the tab Change your password .


Page My preferences, tab Info

Enter your new password and click on Record .

Tab Change your password

2. Configuration by an administrator

It is the administrator who can follow this procedure in order to change the password of a person on the team.

Click on the icon Configuration .

Icon C onfiguration , top menu

In the left menu, click on the tab Employees .

Left menu

You will fall on the page List of employees . Click on the employee whose password you want to change.

Page List of employees

You will have access to the file of the employee in question. Fill in the fields New Password and Confirmation (in this second field, you must rewrite the new password). Then, click on the button Record at the bottom of the page.

Page Update an employee

3. Link on the home page

On the page www.collabox.com , click on the link Forgot your password , which you see in the following red box:

Collabox home page

You will be taken to the password recovery page. You can enter either your username or your email. This will allow us to email you to change your password. Then click on To send .

Password recovery page

Open message from service@collabox.com in your inbox (make sure we are not in your spam emails) and click on the link. You will be redirected to a new page with a form to change your password. Enter your new password and click on To send .

Page with the form to change password

The following message will appear if your password is correctly changed: Modified password confirmation message

Custom forms

By Configuration, Configure your Collabox, Forms

Filling out the form for a new supplier or a purchase order, for example, can be a bit cumbersome, especially when the forms have fields that are not used by your organization. . With Collabox, you can customize your forms so that you only see the sections that are useful to you. Your employees will no longer wonder about the information needed to enter, and your pages will be faster to consult by removing the superfluous. How does it materialize in Collabox?

In the left menu of Collabox, go to the tab Preferences . Select Organization.
Note: Usually, only administrators have access to this configuration.

Left menu, tab Preferences

Go to the tab Custom Forms .

Page update of the organization, tab Info

Choose a form to customize with the drop-down menu that will appear on the tab page Custom Forms . You can modify the following four: agenda, purchase order, suppliers, projects.

Take the example of the supplier form.
The boxes to the right of the form are used to determine which sections will be visible on your personalized form. Check the box so that the corresponding section appears in your form, uncheck it so that it disappears. In the sections framed in red, the very first box allows you to remove the entire section.
Note: The form will be personalized for the whole team, not just for you.

Supplier Form
Page Organization update , tab Custom Forms

You have probably noticed that there is a pictogram representing people to the left of the box. When you click on it, the names of your employees appear with checkboxes for each of them. This section allows you to choose the employees for whom you want to customize the form by checking or unchecking their names. By default, all boxes are checked.

Checkboxes for each employee
Personalized supplier form

When your personalization is complete, don’t forget to click on the button Save , at the end of the page. Your form will now be adapted to your needs!

Example of custom form
Page Adding a supplier

You can proceed in the same way to customize the other forms. It’s very simple! If you want to add fields inside the forms, see the text on custom fields .

My shortcuts

By Configuration, Configure your Collabox, Shortcuts

Have you ever noticed the section My shortcuts in the left menu of your Collabox? We created it so that you can customize it however you want and add the shortcuts that are useful to you. Want to give it a try?

Click on My shortcuts under the tab Preferences from the left menu.

Left menu in Collabox

Check the items you want to appear in your shortcuts, then click Record.
To remove items from your shortcuts, simply uncheck them in this same list.

Page My shortcuts

You will immediately see the elements that you have added in your shortcuts to the left menu.
Note: This menu of your shortcuts remains visible at all times on all Collabox pages.

Page My shortcuts after updating the shortcuts

When you click on one of the shortcuts, you are taken directly to the correct page. If we take the example of the production calendar, the shortcut link will take you precisely to your calendar which displays the project deadlines.

Example of production schedule

This way, you will have 1-click access to the modules you use the most! When we talk about saving time, that makes quite a difference!

Choose the language of your Collabox

By Configuration, Configure your Collabox, Language, Preferences

The Collabox software was originally designed in French, but we have also translated it into English so that you can use it in the language of your choice. Each of your employees can select the language that suits them.
To change the language, nothing could be simpler! Go to the section Preferences , in the vertical menu of Collabox.

Collabox vertical menu, Preferences section

You will arrive in your preferences under the tab Info . Choose the language which you prefer to use using the drop-down menu and click on Record .

Page My preferences , tab Info

We are constantly updating the software in both languages to provide you with the best possible service. The vocabulary can even be adapted for a particular business, on demand. Do not hesitate to discuss it with us!

Families (categories)

By Configuration, Configure your Collabox, Families

In our software, you can use color codes called families (or categories) to help you find your way around your projects, appointments and tasks. It’s up to you to determine which color matches what.

To do this, go to your calendar.

Collabox horizontal menu

Click on Categories (Families) in the left menu.

Collabox vertical menu

You will arrive on the page Configuration of calendar categories (Families). Category colors are determined by default. However, if you want to change them, you can click on the white boxes under the section Color . Next, name the categories and then determine if these are billable hours or not. Push the button Record at the bottom of the page to finalize the changes.

Note: The box Non-billable is mainly used to view, in the tab Listing of the calendar, the total of the hours billed and those that are not billed.

Page Configuring calendar categories (Families)

Your families, once created, will be found in the following three forms: projects, appointments and tasks. If, for example, you create a project and assign it the category In progress , green in color, your project will be displayed in green in the calendar. The same goes for appointments and tasks.

Project form

The project will appear in your calendar as follows:

Calendar of projects

With families, you will find more quickly what you are looking for and better visualize your different occupations. They will become a particularly pleasant tool to use.

Configure your Collabox – Basic actions

By Configure your Collabox, Tips and tricks

Configure your Collabox – Basic actions

This section shows you the first steps to configure your Collabox.

Remember, if you have any questions along the way, we’re here!

Put the Collabox in your colors and logo

Choose your shortcuts

  • To be effective, you can indicate all shortcuts that you will use regularly.
  • They will always be located on the left at the top of your menu, so it’s quick, no more searching!


Enter information about your company

  • Indicate general information in the – tab INFO- of the Organization (it’s you!) —- in the menu (down) —-
  • This information will be used later to make your quotes (service offer), your invoicing.


Enter a customer and a contact

  • For Collabox, a customer is a company and a contact is the person that you know in this business.
  • This sheet is your main key to doing all your customer follow-ups in terms of sales, tasks, projects, quotes and accounting operations.


Familiarize yourself with the Timesheet

  • client-project-tasks
  • time spent on the task = beginning end
  • disbursements (restaurant, parking, mileage) – if necessary
  • take a picture with your cell phone, your restaurant receipt or your parking coupon and insert it in the “SUPPORTING DOCUMENT” field


Discover the calendar

In this calendar there are appointments and tasks, according to the desired display

  • The display of families allows you to select or deselect types of tasks or appointments in order to have a better overview
  • You see the red frame ? This is the display information that you can select to your liking / appointment only or tasks only
  • If you work in a team, you can display the calendars of your colleagues (according to the already pre-established accesses). No more … endless emails to schedule a meeting!

New theme: Collabox 2020

By New arrivals, Themes

We have a new theme for your Collabox.

Redesigned icons and different color themes that are easier to use.

Here is a model based on blue. But you can be creative. Are you black and white or burst colors? It’s your turn!

Here’s how to make your Collabox look like you.

1- In your left menu, at the bottom, click on “My preferences”.

 

2- In the -DISPLAY- tab select the theme: Collabox 2020

3- Subsequently in the tab – COLORS – START – choose the basic colors and then click on – BUILD MY COLORS .

4- You can adjust the colors of the different sections of the Collabox, according to your taste.

Followmail

By Configure your Collabox, Contacts, Followmail, Tips and tricks, Your CRM

Do you have a nice list of contacts you want to reach with a newsletter? Go no further because Collabox is your most practical tool with Followmail! It includes an email editor as well as a distribution list wizard that will look for your contacts directly in its database. No more multiple lists and software, Collabox is all-in-one!

To access the Followmail function, you must first click on “Contacts” in the navigation menu at the top of the page.

Before sending your communication, the first step is to create a distribution list. This list will include all the recipients of your message. These must absolutely be part of your Collabox contacts.

How to create a distribution list?

To create a new distribution list, click on “Distribution list” in the left sidebar menu.

Then click on “Add distribution list”.

Find a name for your list and then click on the “Add Contacts” tab.

You will then see a list of all the contacts associated with you. Select the ones you want to add to the distribution list and click “save”.

Once the distribution list has been created, you must prepare the content of your communication. To do this, click on “Messages” in the left sidebar.

Here you will find all the messages you have written. To create a new one, click on “Add message”.

This is where we let the imagination run wild. Followmail includes a free message editor. Once the message is composed, don’t forget to save. * From experience, we suggest that you write your messages in a text editor like Word. You will only have to copy and paste your message and adjust the layout. Tell yourself that it takes less time to proceed in this way than to start all over *.

Title


No problem ! Followmail is able to accept HTML files. So, the beautiful presentations made by your programmer can be integrated easily. At the bottom of the editor, you have a “Create message from HTML file” section. Select your file and save it. You can also preview it before if you want.

No programmer and no talent? We like Litmus as an online resource which offers newsletter templates that you can modify. However, you must have minimal knowledge of HTML to be able to modify them to your specifications. No knowledge? Codecademy is a tool which can teach you the basics quite quickly in programming.

Now that your message and your distribution list are complete, we can now plan the sending. To get there, click on “Shipments” in the left sidebar. You will be automatically redirected to the page containing all the shipments you have made. To create a new one, click on “Add shipment”.

Find a title for your sending, choose the sending date and the message to send. Finally, select the name of the distribution list you want from the list at the bottom. Finally, click on “Save”.

Once the message is sent, in the right column you will see the mention “Sent” as status.