CategoryFulfillments

How to Use OrangeCRM’s New Visual Editor to Improve Customer Fulfillments

As we discussed last week, OrangeCRM has a new functionality that allows you to add an unlimited number of custom fields on customer records. But what good would that data be if you couldn’t use it?

In order to give our clients the ability to include an infinite number of fields in fulfillments, we have released a new fulfillment house style layout called Visual Editor. Unlike the existing Generic Delimited layout that most of you are familiar with – which only allows a maximum of 50 fields – the Visual Editor gives you the flexibility to include as many fields as you’d like!

The Visual Editor is easy to use. Start by selecting the Fulfillment House Style, then go to the Builder tab. The default Field Layout that automatically appears is the Visual Editor.

Visual Editor - Builder Tab

Use the drop down menus to select the Character Set, Encapsulation and Delimiter options that are required for this fulfillment. Fields added to the Detail Rows section will automatically be inserted with the selections you have made.

If the fulfillment requires a Header Row, be sure to set that option to Enable before adding any fields from the Chooser drop down list.

Visual Editor - Options

Now use the Chooser menu to select a field and click the Add Field button. Repeat this process for each field you wish to add.

Custom Field - Fulfillment Builder Tab

Each time a new field is added to the fulfillment, the field tag will be inserted in the next available space in the Detail Rows section. If the Header Row is enabled, the field description will be inserted in the Header Row section.

Visual Editor - Header & Detail Rows

Tip: Most of the field labels in the Chooser menu are pretty self-explanatory. However, you can enable the Header Row to temporarily view the field descriptions as you add each field. If the fulfillment needs to have no header row, you can simply delete everything in the Header Row section and set the Header Row back to Disable after you have finished adding all of the fields.

To assist you even further, we have created a cheat sheet that provides a more detailed description of each field tag, including each field’s location in the CRM (Example: Address tab of customer record).

Click the following link to download the OrangeCRM Field Tags & Descriptions for Fulfillments PDF.

The Header Row, Detail Rows and Footer Row sections are all fully editable, which gives you the flexibility to type, copy, paste and delete as needed. This makes it quick and easy to add constant fields, as well as make corrections and updates.

For more information, please visit our online help guide at help.orangecrm.com.

Exciting New Feature Now Available in OrangeCRM

Realizing that each business has its own unique needs, we continuously strive to enhance the flexibility and customization that we provide in OrangeCRM. To that end, we release quarterly updates of the OrangeCRM software, which include new features and enhancements that are designed to enrich its functionality.

The latest version of OrangeCRM came with an exciting upgrade – there is no longer any limit to the number of custom fields that can be added to customer records! Not only are you able to record all of the order data you could possibly need, but you will also be able to use that data in customer fulfillments.

There are two methods that can be used to create an infinite number of custom fields: the OrangeSOAP order entry module and the OrangeCRM API. This means whether your orders are manually entered, or your orders are posted to the CRM directly from your website or shopping cart, you will be able to take advantage of this new enhancement.

For instructions on how to use the API to add and update custom fields on customer records, please see page 23 of the OrangeCRM API Specification PDF v3.73.

To create custom fields in the OrangeSOAP order entry module, follow the steps listed below.

Step 1: Add Custom Fields to an Offer

In the Customer tab of the offer, click the Add Custom Field Template button.

Custom Field - Offer Customer Tab

A box will pop up where you will enter the details for the custom field.

Custom Field - Add New Pop-Up

  • Field Label is where you enter the custom name you want to assign to this field. This is the field name that will appear on the order form and on the customer record.
  • Field Tag is auto-populated by the CRM and should be left alone. This is what will allow you to include the custom field in a fulfillment.
  • Field Type can be text, date, numeric or currency. Choose the appropriate option from the drop down menu.
  • Field Required is where you dictate whether this custom field is optional or required. If a required field is left blank, the order will not be allowed to be processed.

When you are done, click the Add Custom Field Template button. You should now see the newly created field listed at the bottom of the Customer Tab, in the Offer.

Custom Field - Offer Customer Tab2

Repeat the above steps for any additional custom fields that are needed on this offer.

Note: Custom Field Templates are used only when you need to record specific order details for which there is not already an existing field on the order form. Before creating a new custom field, please be sure to check all tabs in the order form to make sure that field doesn’t already exist (Example: Date of Birth is a default field that appears in Tab #1 of the order form for all offers). Duplicate fields will cause conflicts within the CRM, which will result in errors.

Step 2: Use the Clone Offer Feature

If you need to create multiple offers that require the same set of custom fields, use the Clone Offer feature as a time-saving shortcut. This eliminates the need to repeatedly add the same custom fields one-by-one on each offer.

Simply open an existing Offer and click on the Offer Menu, located in the upper left corner. Then select the Clone Offer option.

Clone Offer in Offer Menu

A box will pop up where you will enter the name of the new offer and select what you want to be cloned from the existing offer.

Clone Offer Pop-Up

Note: The Clone Offer feature is limited to the Program level. This means that you can’t clone an offer from one program to another program. You can only clone offers within the same program.

Step 3: Train Agents to Fill In Custom Fields on the Order Form

An Offer’s custom fields will appear in tab #4 of the order form.

Custom Field - Order Form Tab 4

If a required field is left blank, the order will not be allowed to be processed. A pop up message will direct the agent to fill in the required field(s).

Custom fields and their values will automatically be transferred from the order form to the customer record.

How to Find and Update Custom Fields on a Customer Record

Regardless of their source – either API or OrangeSOAP – all custom fields and their values can be found in the Details tab of the customer record, where they can be referenced and edited as needed.

Custom Field - Customer Details Tab

Use Custom Fields in Customer Fulfillments

If you wish to use any of your custom fields in customer fulfillments, simply go to the fulfillment Builder tab and use the Visual Editor layout to select a custom field tag from the drop down list. Then click the Add Field button.

Custom Field - Fulfillment Builder Tab

We are confident that this new functionality will enable you to provide your customers with even more personalized, targeted content in your interactions with them.

If you need further assistance, please visit our online help guide at help.orangecrm.com.

How Can OrangeCRM Help Improve Efficiency in Order Fulfillment?

OrangeCRM v5.20 comes with a new feature designed to make the order fulfillment process more efficient by providing a way for your distribution center to sort fulfillment files based on specific customer data. Fulfillments can now be grouped together with the use of a Box ID, which is automatically generated based on the criteria you have defined.

There are numerous data points on which you may choose to base your Box IDs. Here are just a few examples of how Box IDs can be used:

  • A Box ID can be generated for each unique shipping address so that multiple items going to the same address can easily be combined into one package.
  • A Box ID can be generated for each package type to facilitate efficient coordination of various packaging materials.
  • A Box ID can be generated based on any of the custom fields used on the customer record.
  • Box IDs can even be used in conjunction with dimensional shipping software, grouping all items that go in a single box so that the size of the box needed can be calculated.

To enable the use of Box IDs, simply go to the Fulfillment Setup Tab and enable Combine Packaging. Then select the customer data field you wish to generate a Box ID for.

Fulfillment Combine Packaging

Finally, go to the Builder tab and add the Box ID field to your fulfillment file.

Fulfillment File Builder - Box ID

A 32 digit hash will be generated in the Box ID field, which will act as a reference number that traces back to the customer data assigned to it.

The CRM will update imported tracking numbers on fulfillments using either the Request GUID, Customer GUID or Box ID value. This means fulfillment response files may use the Box ID in place of the Request GUID or Customer GUID.

If you have any questions, please feel free to contact support at (770) 227-0036 Ext 1.

 

How Can You Improve Email Marketing Initiatives with Multilingual Emails?

Does your OrangeCRM database contain customers or leads who speak a foreign language? Statistics show that multilingual consumers experience more intense emotions to marketing messages delivered to them in their native language (marketing research at the Rotterdam School of Management).

Don’t worry, there’s no need create a separate email fulfillment for each language you want to market to. OrangeCRM supports multilingual emails using ISO 639-3 code, which allows you to include all of the desired languages in one email fulfillment. OrangeCRM generated emails automatically search for a language assignment on the customer record and match that to the correct translation of the email message.

Multilingual email marketing can help you connect to foreign language markets and increase sales. If you need assistance setting up a multilingual email fulfillment in OrangeCRM, give us a call at (770) 227-0036 Ext 1.

Did You Know OrangeCRM Now Provides Packing Slips For Fulfillments?

Does your shipping department need a solution for generating packing slips? OrangeCRM has the answer! A new option has been added to the Summary of Fulfillments report that will allow you to print packing slips from the batch detail view. This post will cover how to access and print packing slips, how to define what is populated on the packing slip and how to grant user access to the print packing slip feature.

To access packing slips, go to the Summary of Fulfillments report and drill in until you get to the batch detail view (shown below).

Print Packing Slip Link

Then, simply click on the Print link and a new PDF document will open containing the packing slips for that fulfillment batch. The PDF can then be printed and saved. A sample of what the packing slip looks like, along with definitions of the fields on the packing slip is pictured below.

Packing Slip Field Definitions

To make it easier to match each packing slip to the correct fulfillment, the last 10 digits of the Fulfillment GUID are automatically populated on the packing slip. To get the full benefit of this, we recommend that you setup your fulfillments to also include the last 10 digits of the Fulfillment GUID. For Generic Delimited Build File fulfillments, the field name is Request GUID – 10. For XML Build File and Web Site Post fulfillments, the field name is %REQID-10%.

You define what is populated in the quantity Ordered/Shipped, Item Number and Item Description via the “Pkg” fields on a Billing Plan or a Fulfillment.

Bill Plan Pkg Fields for Packing Slips

Fulfillment Pkg Fields for Packing Slips

To grant user access to the print packing slip feature, the following two security roles are required: MenuCustomer & BankAccess. If you need access to the packing slips, please contact your OrangeCRM administrator.

For assistance please feel free to contact our support desk at (770) 227-0036 Ext 1.

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