Accounts and Leads
This module allows you to add accounts to your website. The uses of accounts are many and varied. On a fundamental level they are used to describe and set privileges for a group of of people. I’ll cover everything about the accounts module in further detail as outlined below:
Adding a new account
Add New Account
Return to Accounts
Search and Sort
Adding A New Account
To start off you have to click on this button:. Once the page is loaded then you should see something like this:
Before all of the tabs there’s a series of fields. Let’s go over those.
Account Code - The account code simplifies account access. If you type in the account code it automatically associates it with the right file.
Account Name - The account name is the unabbreviated version of the account code.
Primary Url - The account Url is the URL that your website promotes the most. Most sites have some alternative URLs for convenience. The URL that you have in your marketing or that you list online on your Facebook would be the primary URL. Alternatively if you know that one particular version of your URL has significantly more traffic then you could set that as your primary URL too.
Owner - The owner could be an account or another group. It refers to the company that the account is under.
Support Team - The support team usually consists of JM2 employee names. We would typically be helping you out on these account. Later on I’ll discuss the Account Tasks which can be added to a list that the Support team will see and them promptly help you with.
Lead / Lead Gauge - The Lead or Lead Gauge drop down box is used to determine if the account is a lead. An account could be a lead. A lead is a business that is likely to want to buy your product. Knowing what is a lead and what is an account is useful for people that do sales. When you view a sales person is looking through the list on the main account page they probably want to know who has already bought their product. Otherwise their wasting time. Then once the salesperson talks with the lead they can gauge how likely they are to buy the product. These are just examples though. It can be used in many ways.
Active - If this checkbox isn’t checked then the account won’t work. This could essentially be thought of as a draft button. Where when it is checked it is published and when it is unchecked it’s in draft.
Is Lead - This determines whether the information in the Lead Gauge dropdown list will be processed.
Is Parent - Parent refers to something called Parent Child relationships. This relationship is such that all that the parent has so does the child. There can be a child of a child as well. What in this case are the children inheriting from the parents?
Not for Profit - This box can be checked if your business is not for profit.
Portal Access - This allows one to simultaneously deny access to the portal. The portal is how an individual goes from the site that all users see to the content management system (CMS) that allow you to change content or view information not available on the public site.
Tax Exempt / Tax Exempt code - If you are tax exempt then you will check this box. There’s also a field that appears near this checkbox that is unnamed. This is where you enter your tax exempt code.
Parent Account - If there is an account that is a parent to the account being edited then one would select that here.
Account Type - This simply categorizes the account by what purpose it has.
Customer Since - This is the date that a lead became a customer.
Business Start Date - When did the business start?
Lead Source - Who told you about the lead?
Service Level Agreement - This is a check box that determines if there is a service level agreement or not.
Additional Notes - This is used to describe the account.
Account Address Information
The fields in this tab are pretty intuitive as far as what they mean and how one should fill them out. There’s just a few that may confuse you. Let’s go over those.
Account Number - This refers to a code that’s used at login in order to see that account’s information.
Marketing Do Not (Email)/(Mail) - These check boxes determine whether things should or shouldn’t be mailed or emailed to the account in question.
This tab allows you to set what holidays that the account celebrates. You could make a custom holiday just for your company. To start you just have to click on this button:. You’ll then see something like this:
The “Add New Account Holiday” button takes you to the same form so you can make another holiday for the same account. The “Return To Account” button takes you back to the account that you’re making the holiday for. The “Return to Accounts” button takes you to the homepage of the Accounts modules where all currently created accounts are listed.
This allows you to add a new task to the account. These tasks are to be completed by this account. When you click on the add new account you should see something like this:
This whole form is very similar to the tasks module. Here’s a link here to the KB article about it if you want to know more information.
Let’s start by clicking on this button:.Account billing allows you to describe how something is to be billed. Most of the fields to fill in are self explanatory. Let’s go over the ones that aren’t.
Category - This basically just describes very generally the service that’s being billed.
Active - This determines if the billing is currently taking place.
Is Protected - This give encryption to the billing information in the database.
The account notes allow you to document all types of things. If it is a simple note about a meeting. You can just fill out the first 3 fields. If you are taking notes on an estimate on how much something will cost then you can use the first 4 fields. Like I said there are many ways that one can use this.
From here you can add new users to an account. To add an existing user simply go to the users module and edit the specific users account account value. For more detail on how to do this go to the Users KB article here.
The purpose of logs is to keep track of all actions of the users in a particular group. You can view each action that occurs within the JM2 system about the specified account from here.
This is an image meant to represent your group. To select an image click on the select button. A file selection box will show up and you must navigate and select the image that you think is most fitting for the account.
This allows you to make many users have access to the same documents. Say you have a group of EMTs and they need to have access to a certain form. You could make the EMT group have access to the form by default. Being able to allow groups of people to have access the the same file is far more efficient than doing it for each user. With accounts you don’t have to do things individually!
The tools button allows you to filter the account listing by a few criteria:
Show Actives - This will filter the results to only those that are active.
Show Inactives - This will do the opposite.
Show All - This will show the accounts regardless if they are Active or Inactive.
Show Only My Accounts - This will only show accounts that you are the owner of.
Show Leads - This will only show the accounts that are marked as a lead. This includes any of the gauge states as well.
Geocode Addresses - This will allow you to see the accounts that have Geo Codes
Export to Excel - This exports the current list of accounts into an excel spreadsheet.
Note: You may have noticed that the Leads module is very similar to the Accounts module. The only difference really is that by default the Leads module has the show leads tool checked.
Search and Sort
When you click on the Accounts or Leads module or go back to the Accounts or Leads list from creating a new Account or Lead you should see something like this:
The use of these types of searches are covered extensively in the Search and Sort KB article here.