Module: Accounts and Leads

Summary

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

  • General Information

  • Account Information

  • Holidays

  • Account Tasks

  • Account Billing

  • Account Notes

  • Account Users

  • Logs

  • Account Logo

  • Account Documents

  • Custom Settings

  • Add New Account

  • Return to Accounts

• Tools

• 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:

General Information

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.

Account Information

• 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.

Holidays

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.

Account Tasks

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.

Account Billing

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.

Account Notes

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.

Account Users

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.

Logs

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.

Account Logo

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.

Account Documents

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!

Tools

The tools button allows you to  filter the account listing by a few  criteria:

• Active

  • 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.