Revolutionize Your Business with Contact Database Software

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unmuted hello everyone this is Baron from Ric speaking I hope everyone can hear me fine if you haven't connected to audio I'll just copy paste this message again and we'll begin shortly let's see if a couple of late late minute um people last minute people are joining and if you have any questions during this webinar just hover on the screen and there should be a chat bubble in the middle uh top middle of your screen and you can click that and ask anything you want uh if you think it's interrupting me that's still fine I mean I'll see your questions and try getting back to you later all right let's start um all right so in this webinar I will be talking about how to create a context sheet and how we um like to do custom Custer relationships uh with these contacts so a lot of times uh I I've been asked very basic questions during this webinar but um if you have basic or Advanced questions just uh don't hesitate to ask so during this um we'll go through the steps of creating a contact sheet and then creating um a subtable in that contact sheet to view what what we um have done to contact this person so far and through that we will also create another sheet that shows all um all contact records with each contact so that's one type of linking that we're going to show you I mean um if you have a specific linking type we may have time after the webinar so uh stick around until then all right I'm going to start by creating a very simple contact sheet on here so I have a tab right now it's empty and I just named it CRM but it can be anything you want and I'll name my new sheet contacts and create it so this will take me to the design mode of my form page what I'm going to essentially do here is create uh fields that will be filled while you're filling the form um so whenever you create a new sheet it will take you here so you can either drag and drop New Field types from here I prefer to type if you type it directly on an EMP empty cell it will create a new field for example I'll start by contact name and contact last name and you can drag the the Border a little bit to make your Fields a little wider and what else I need is the address of this contact and the phone number of this contact so you may might have noticed that whenever I type something new this the right side of this field which is where my field value is going to go uh for these two it changed automatically to address so the field type for the address field is an address so as you can see there are a bunch of field tipes that you can use uh the most common are free text where you can write anything and selection where you can have a drop- down list of your options uh which you can um add new options in and the numeric field is also very popular when you're trying to do calculations you can add formulas but right now we're using address and the phone number is going to be a phone field which can be formatted to uh your local phone format so I'm going to pick this for North America it's going to format ingly uh whatever number I type so you won't be really worried about discrepancies in your data in that sense um um that's probably all I need for now so I'll just save this form design and when I exit the design mode from here it will take me to an empty form so since I don't really have any contacts I going to add a new one by clicking this create new record button and we'll add a new contact called John do and his address can be anything and I'll just add a phone number and save it so you can see that my formatting is applied here even though I just typed a bunch of numbers so it looks neater basically so this is a contact record that is saved in my contact sheet right now and my contact sheet has one record of John Doe so as you can see I clicked that little arrow on the left that took me to the listing page the listing page is a page where uh it lists your records in that sheet and right now I only have one record and as you can see it's kind of like a spreadsheet uh in the sense of viewing and the first row is our headers of our fields that we just put on the form and the rows are going to be um populated as you add new entries so if I added a newer entry James Smith uh put a new address for James and I added his phone number uh that's one digit to much much right yeah okay save and you can see that this is James's record and I'll go back to the listing page and it will show me my two records under the sheet James and John all right so far so good right if you have any questions so far just don't hesitate to click on the chat bubble when you hover on that screen and it should be somewhere here around your screen uh there's where you can ask anything that comes to your mind I'll just copy paste this to the users who have just joined about the audio and let's continue all right so um it's a good idea to actually have a contact ID number for these people because there can be more than one James Smith or more than one John Doe uh another good uh way to keep these um records separately is having an email uh maybe for a person which works fine because a email is unique for one person some people tell me that um when they contact businesses they have the general business email address and they want to have a bunch of contacts under that uh for that uh it's probably better if you have uh contacts separated with numbers with a unique number for each contact but for now we're going through the basics so I'm not really going to do that but when designing you should think of what is unique for each entry that you do all right um with that warning I'll continue on by saying that I I want to contact this John Doe person but each time I contact him I would like to keep a record of it so there are a few ways to do that in ragic the easiest is going to be adding all his records um that has kept uh contacting this John do under his own sheet um to do that we can click change design and I'm going to add a contact reference ID or maybe a contact record might be easier to understand that and this can be automatically generated because it's going to be a number that I don't really want to um want to type in every time oh someone cannot connect to the sound I'll just copy paste this last message here as have issues with the audio okay so I want um Ric to assign me a contact record number because I don't really want to have to do that each time and um from these formatting the autogenerate field will generate a number basically in sequence um so it will take this formatting that you have here a great as of nice of nice of you to join um so for my contact record for this one contact I wanted to have the date actually and it will basically um add the date and the month and the number in sequence ing to when this person was contacted so you can change this formatting or wrate your own this is pretty customizable but I'm going to choose this U ready made format for now and just for set it and forget it basically and contact record um you you may have noticed that from the field header I just click directly next to where the field value would have been and I'm going to ignore that and I'm going to type [Music] um D um type which I wanted to be a selection field so a selection field is where you can assign those drop- down options that you can select while filling that form and I will be adding some contact types like phone email and meeting uh visited office and that's about it and you can add more choices as you go in the future by changing the design again and basically I want the contact record details um or notes and that's about it um for what I wanted I'll just save this and see what changed in our form so for John Do's records when we exited the design after saving John Do's record um I can just add directly uh saying that he received call um wants quote as a contact record detail and let's say that he we emailed him sent email with quote and that's basically um what we need to to um remember what we had um talked with John about right so as you can see the auto generate generated uh this year and the month and a number in sequence for each of my contact records which is fine uh for this month some people like to uh have an hour stamp uh if you're in the tech industry for example you might need an hour stamp it's if it's something time sensitive but basically it depends on what you want to customize all right so let's say that we also have some contact records with James Smith our other contact so I'll click on his record and you can see that when I changed the design of War form it's going to be applied to each each form on your sheet basically it's on your um it's designed in your sheet of context here so whenever you change the design you can make sure uh be sure that it's applied to all of your records and you can um just start adding things to that record say now let's say we also had another email sent quote and I'm saving this so as you can see the contact record continues from the sequence that I uh had left with the other contact which is fine for me and so we do have a bunch of Records basically uh contacting our separate contacts if you want to search for something in the subtable through all your contacts you can do so from the left side bar so you can see that uh the listing page doesn't display uh the contact record subtable that I made in that form because well basically the listing page is supposed to be a summary of your records and since you can have more than one record in the subtable of the contact records I can't really display I can't really pick what to display on the listing page because there can be more than one but on the left you can see that the subtable fields are also there so if you want to filter for for example emails that you had exchanged with all your contacts it will display all the contacts you had an email um email conversation with and you can filter that um further by uh putting a create date like um today which is also going to show both of my um sorry let me clear that so the create date is supposed to be from 9th to for example 11th and the contact record type was an email and if I search for that it will still display my two contacts because these two contacts both have an email in those dates um if I had only a meeting filter that would only show I think one of my contacts that I have a meeting in the subtable over here in their record so that's how you filter within one sheet but that might get a little bit too complicated but because I still want to see all the contact records under um under each contact and somewhere else so to do that I'm going to go do a linking type where I'm going to create a new sheet with a subtable that will show all contact records for all my contacts so we can do that through change design over here so you know that this is a subtable already uh for my contact records through sheet linking tools I'm going to pick new sheet from subtable so it's basically um going to generate a new sheet that will collect all these subtable entries for all of my contacts and create new form okay and as you can see it's automatically um picking up all the contact UM record details here um what I want probably is my contact's last name as well so you can just add it from the design mode of the form page through sheet linking tools again and that will show where my contacts are from in here so I can just link the contact last name directly by dragging and dropping uh save close this and exit so this sheet is going to show all the contact records from that um contact sheet under that subtable which is better for filtering or seeing them all in one listing page which is sometimes easier for you to find data any questions so far all right no all right moving on usually when you have your uh when you start uh creating these types of sheets you will notice that there are a few more linking methods like the one I just did to generate this contact record sheet um another popular one is the link and load so let's say that I wanted to create a quote sheet for uh my business that I had here um that I need to send to these people uh to do that um let me just create a new sheet for my products under a sales tab so this is going to be just very Bare Bones because um it's only for display purposes here all right so my product sheet probably only needs the product SKU which is going to also be the product ID and product uh the unique ID that separates the product and I'll have a product name also the price um unit price and it's fine if this is free text um the unit price is um automatically changed into a money field which is what I wanted uh you can always change the field type if what radic puts there is not right all right let's exit and the product SKU might be this and let's say I'm in a shampoo business so silky hair shampoo and let's say it's $12 per shampoo bottle and I'll save that and another product just like so so curly hair shampoo and let's say that's uh 14 $1 and let's save that okay so this is a very simple product sheet that I just did and if you have a lot of products obviously you can import all the prices and the names and from this I'm going to create a quote sheet under sales which is where I will show you how to do the most popular linking and ragic right I know this is a little bit outside the contact records um type of thing but bear with me a little bit so quote ID can be generated by ragic so let's say that this is the this is showing the year on number year month on number but I still want a q prefix here to specify that it's a quote so it will generate Q 2016 05 and one for the first one and then I'll just oh um I'll need two Fields so the linking type I'm talking about is link and load where I will select one customer to load all their details and the CRM the contact so I'll pick the name here but as I said uh earlier in this webinar it's best if you still have a contact ID that identifies your contacts from one another because there might be one more than one John Smith uh and one more than one John Doe and if it's John Doe number one John Doe number two you can't really identify which one is which so it's best to have a contact ID for these people or you can identify them by their email you can identify them by their loyalty number if you have something like that right now I'm linking the name but that This Is A Dangerous Method so I would usually use an ID for that but for this purpose I'm just going to link the name so when I'm going to select the name these the rest of these fields here with a last name address and phone number they're all going to be populated um from the contact sheet and let's select the sales sheet which I will quote for so here I'm going to select the product SKU number and it will load the product name and unit price in a subtable I want this in a subtable because basically it's going to um a customer can order more than one product right so I want to quote more than one products at one in one quote form so that's what I'm going to do with this linking uh let's exit and save this design uh what what else I want to add here is I want to be able to calculate the total of this quote so here is since a customer might want to quote for more than one product in different quantities I want the quantity field in my subtable and a subtable subtotal field in my subtable as well so the quantity times the unit price is going to be my subtotal for each product and I'll add the product here um product subtotal here uh a formula which will be calculated by Ric automatically whenever I add a new line item here so what I need is again unit price times quantity and in Ric in formulas we always refer to the field headers so it's going to be C8 for the unit price times d8 for the quantity and I'll save this so the subtotal has that um subtotal and the total of the quote I'll just write quote total and make it a money field it's basically going to add up all the all the line items subtotals so it can just point to the sum of E8 which is the subtotal field but I'm just going to write E8 because since it's in a subtable you don't really have to write sum for totals so for summing I'm just going to write E8 and that will give me anything I need all right so moving on um what I need to do when creating a quote for a contact which is John do for example who wanted a quote for the shampoo's uh silky hair that he's ordering ordering tenob and curly hair shampoo that he's ordering five of that's my total quote price so you can add basically more Fields if they're having a volume discount you can calculate that and put it in the total and send this quote to John Doe in the sress if he had an email address too on the contact record sheet I can also choose to email it directly to that email uh by setting up some email the entry Fields within ragic uh which is also a good option if you do that but let's assume that this person is doing all their um quot quotations um through mailing and that's how you do link and load you just select any of the entries or you can type SKU sorry I meant to single click so if you type start typing in a field that is supposed to link from another sheet it will show you what options you have when you start taping so that's also an option while um creating a new sub creating a new um well linked field so I'll just cancel that and the point of showing this all was to display all quotes that John Doe had under his own record so how do I do that uh since I already used link and load for joh do so I'll show you again what I did I linked his contact record with link and load over here so it's going to be possible to add all the quotes under John's um name under his record by simply simply because I did that link and load so if we go back to the context sheet sorry sometimes this um webinar program I'm using is following a little bit slower than I am so if I'm going too fast just let me know all right for so um so for John Doe if I click change design over here in his form page and click sheet linking tools simply because I did the lincol load on that site I should be able to use show references from existing sheets because um we already referred to this contact on the other sheet I'm going to show all quotes that he had um had placed with us so so I'm clicking on quotes here under sales and what I need is to drag and drop this subtable to the bottom um maybe more space down here so we don't need his information because we already have it on the contact sheet but we need the quote ID and total and I'll just insert this information and save it and exit so this will automatically grab all the quotes he had placed with us and display them under here and if I hover on the ID here it will display that one quote on the right side with this Flyin and that's basically most of the linking types you will use in Ric um there's also another one that basically copies your sheet and displays all the records in separate ways if you need to um which can be used for multiple purposes but this reference subtable is really useful uh when you want to display um all information that was on another sheet that you linked um to when contact in this example and that's basically it and that's all the material I have for this webinar do you have any any questions so far if you do please hover on your screen and find the chatable on the Middle top top middle and let me know if you have any it can be very vastly unrelated to the webinar which is fine we do have some time or if you do have any questions related to the presentation then you can ask uh what if I wanted to add this and that for example anyone no questions all right if nobody has any questions um we can end the webinar but if you do have any questions or you're unsure how to build your application in ragic we can always uh point you to the right direction and it's all right if you describe your um business for example and we can always [Music] um have a look at what you did so far or what you're trying to do and help you out by pointing you in the right direction so you can email support r.com I'll write that again support r.com and we will basically get back to you as soon as possible when you write an email all right thank you all for joining it was a pleasure and if you do have any questions uh you can find me at support r.com uh directly too but my direct email is baron.com there you are um if you need to ask me any questions I will be putting a recording of This webinar so if you want to refer back to it at a later time um I'll upload it tomorrow morning EST time and you can have a look again if you need to all right have a great um Tuesday have a great Tuesday everyone and thank you for joining bye