*Ext Projects tab
CRM Extensions Option Descriptions
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CRM Options Overview for “Extensions Projects” Options on this tab control all of the settings on all of the pages of the following Extensions forms: Each option has a “tool tip” that contains a brief description of option’s settings and usage. This tool tip is displayed at the top of the Options window when the Option’s row is clicked in the “Value(s)” column. Additional Options information for Administrator’s and CRM system implementers is contained in the section below for each option. Click any item in the list below to go to the information for that option.
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Quick Links to the section of options for each Extensions form |
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Extension Forms tab
General tab
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Projects tab
Financial tab
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List of Options on ‘Extensions Projects’ tab |
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Opportunity Options(back to Options overview) |
Project Options(back to Options overview) |
| Description: | This option is used to set a few of the labels on the Opportunity form. Select the option that best describes what you sell. |
| Default Value: | Products |
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| Description: | Opportunity names (displayed in the "Subject" field of the Opportunity item) should usually be forced to be unique (Yes for this option). Having Opportunity names unique should avoid confusion and mistakes due to incorrectly referencing the wrong Opportunity with the same name. Unless you have a unique situation where you need identical Opportunity names for the same contact then this setting should be "Yes" (force Unique Opportunity names). |
| Default Value: | 1 |
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| Description: | The basic CRM product uses the Outlook Categories field to track which products/services are being sold to the customer. If Yes, this option will cause the Categories field of the new Opportunity to be set to the value of the Categories field in the Contact. If No, the Opportunity Categories field not automatically be set. The user has the option on the Opportunity form ("Forecast" mini-tab) to set specific CRM Categories with the selector button provided... or ... to use the "Products" mini-tab to select specific Products/Services in any of the 7 droplists provided. These multiple ways to specify the Products/Services for an Opportunity are intended to facilitate the easiest method to match your usage of CRM. |
| Default Value: | 0 |
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| Description: | The basic CRM product uses the Outlook Categories field to track which products/services are being sold to the customer. The Products/Services list actually displays the Categories field (for compatibility with the rest of CRM). If this option is set to 'Yes' then, when the user adds additional products/services to this field (Categories) by clicking the selector button then, the added product/service will be added to the list of Products on the 'Product Detail' mini-tab. If this option is no, then the user must add the new product to the 'Product Detail' tab manually if desired. |
| Default Value: | 1 |
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| Description: | Same as the above option (Op Add Categories To Products) except the reverse. If this option is set to 'Yes' then, when the user adds additional products/services to the 'Product Detail' tab then, the added product/service will be added to the 'Product/Services' field (really Categories) on the 'Forecast' mini-tab. If this option is no, then the user must add the new product to the 'Forecast' tab manually if desired. |
| Default Value: | 1 |
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| Description: | If 'Yes', then when the user changes the 'Sales Stage' value the corresponding 'Probability' value will be set automatically. If 'No', then the user must set the 'Probability' value manually. If 'Yes, Locked' then the changes to 'Sales Stage' value will automatically change the corresponding 'Probability' value and the Probability field will be locked so the user can not directly change the Probability field (only through changing the 'Sales Stage'. |
| Default Value: | Yes, Locked |
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| Description: | If 'Yes', then when the user changes the 'Status' value to 'Won' ('Loss') the Probability will be set to 100% (0%). If 'No', then the user must set the 'Probability' value manually. |
| Default Value: | 1 |
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| Description: | The 'Forecast' check box on the Opportunity Info tab is available to indicate that an individual Opportunity is to be included in your Forecast numbers. This Forecast checkbox may be manaully checked --OR-- you may use this option to automatically check the Forecast checkbox for you when the 'Probability' value is greater than or equal to the value you set for this option. A value of "-1" (minus one) turns off this autoset functionality. If you want this autoset functionality on, then specify a value between 0 and 1. Example: If you set this value to .5 then 'Forecast' will be checked for you anytime the 'Probability' value is greater than or equal to .5 |
| Default Value: | -1 |
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| Description: | This option sets the number of significant digits (numbers to the right of the decimal point) for the Qty, Total Qty,and Projected Units field on the "Opportunity Info" tab. For product sales, this is usually set to zero (0), however for services you may want to display partial hours, in which case this number is usually one (1) or two(2). |
| Default Value: | 0 |
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| Description: | This option is intended to assist in recording accurate data for your Opportunities when the Opportunity Status is set to the value of this option (typically "Won"). A blank value turns this option OFF. To turn this option on this value must be one of your "Op Status" values. When the "Status" is set to this value then the user will be prompted to verify the "Close Amount", "Close Date", "Revenue Date" and "History" comments. The existing values for this fields are provided as defaults in the prompt dialog that is displayed. When this option is active and the Status is set to "Lost" the user will also be prompted for the 'Status Reason'. |
| Default Value: | Won |
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| Description: | The Opportunity form is based on the Outlook Task form which provides some additional built-in functionality for managing your Opportunities. When a Task's Status is marked as "Complete" it displays in the folder with "lined-out" text which is very useful for indicating which Opportunities no longer require your attention. When the Opportunity Status is set to any of the values in this option (default="Closed; Lost") then the Status field of the underlying Task form will be set to "Complete". You may specify in this option any of the values in the "Op Status" list. Separate each entry with a Comma and a Space (ex "Closed; Lost"). |
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| Description: | The Opportunity form is based on the Outlook Task form which provides some additional built-in functionality for managing your Opportunities. This option determines which Opportunity field sets the underlying Task "Due Date" field. This if very useful with Task type folder views that show items past due/late in red. Suggested values: Close Date or possibly more useful is Next Action Date so that you will have indication that the Next Action Date for the Opportunity has passed. If you don't want the underlying Task Due Date set then leave this option blank. |
| Default Value: | Close Date |
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| Description: | Field labels for most of the fields on the CRM Opportunity form ("Opportunity Info" tab). If this list is blank(empty) the default field labels will be used that were shipped with the Opportunity form. There are a total of 23 labels and to make any label changes all 23 labels must be specified here. To hide a field, just specify a blank name (but the check box must still be checked. For your reference the 23 default labels in order are: Opportunity | Sales Stage | Status | Status Reason | Close Amount | Close Date | Revenue Date | Owner/Priority | Partner | Lead Source | Opportunity History | Forecast Information | Forecast Date | Projected Units/$ | Probability/Adjusted | Revenue Calculation Notes | Forecast | Sales Visit | Weekly To Do | Send Info | Demo | Action Plan | Opportunity Description, Notes and Attachments |
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| Description: | Droplist contents for the 'Sales Stage' droplist on the CRM Opportunity form. Enter the Stages that you use for your Sales Cycle. Input is locked to this list. |
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| Description: | This list is used as a 'paired list' with the "Sales Cycle Stage" droplist entries. Format to use for these entries is 10% not .1, 100% not 1. When the option "Op Set Probability By Sales Stage" is "Yes" then, when the "Sales Stage" value is changed the corresponding value in this Probability list is used to auto-set the Probability field (ie. when the 4th item in the Sales Cycle Stage list is selected then the 4th item in this list is used to set the Probability field.). Note: These values are NOT displayed in the Probability droplist, these are only used to match with the corresponding Sales Cycle Stage value. |
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| Description: | Droplist contents for the 'Probability' droplist on the CRM Opportunity form. Format to use for these entries is 10% not .1, 100% not 1. Input is only locked to this list when the "Op Set Probability By Sales Stage" value is set to "Yes, Locked". |
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| Description: | Droplist contents for the 'Status' droplist on the CRM Opportunity form. Enter the Status values you use for your Opportunities. Input is locked to this list. |
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| Description: | Droplist contents for the 'Status Reason' droplist on the CRM Opportunity form. Provide here the typical set of reasons for all of your "Op Status" values. The user may select one of these values here to minimize typing and standardize your data gathered or they may type in a unique value of their own. Input is not locked to this list. |
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| Description: | 'Revenue Date' is used to record the date the Revenue from this sale (Opportunity) is to be received (Accounting and Mgt. like this date!). The 'Revenue Date' is usually not the same as the 'Close Date' for the Opportunity, but is typically a standard offset of days. The number entered here is the number of days (offset) to add (subtract if negative) to the 'Forecast Date' or the 'Close Date'. If the 'Close Date' is 'None' or not set, then the offset is from the 'Forecast Date'. If a 'Close Date' has been entered then the 'Revenue Date' is always offset from the 'Close Date'. Enter a value of 'No' to turn off the auto-setting of the 'Revenue Date'. Default day increment is calendar days. If "WeekDays" is desired then add the word " WeekDays" separated by a space (ex. 10 WeekDays). |
| Default Value: | 10 WeekDays |
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| Description: | Droplist contents for the 'Owner' droplist on the CRM Opportunity form. If this set of droplist values is left blank then the 'Owner' droplist is populated with the names found on the 'Operation' tab, 'Workgroup Members List'. The value entered into this 'Owner' field will set the "Owner" field of the underlying Task form that the Opportunity form is built upon. Input is not locked to this list. |
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| Description: | Droplist contents for the 'Priority' droplist on the CRM Opportunity form. If left blank the 'Priority' droplist will be populated with Outlook defaults of "High; Normal; Low" corresponding to the possible values for the Outlook Task Priority field. If these default values are in your list (your list may be expanded to include others) and if the user selects either "High", "Normal" or "Low" then the Priority field for the underlying Task form that the Opportunity form is build on will also be set to that same value. Input is locked to this list. |
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| Description: | Default value for the 'Priority' field on the CRM Opportunity form. This value must exist in the 'Op Priority' list. New Opportunity forms will have the 'Op Priority' field set to this value when the form is first created. |
| Default Value: | Normal |
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| Description: | Droplist contents for the 'Partner' droplist on the CRM Opportunity form. The user may select one of these values here to minimize typing and standardize your data gathered or they may type in a unique value of their own. Input is not locked to this list. |
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| Description: | Droplist contents for the 'Lead Source' droplist on the CRM Opportunity form. Used to record the source of the lead for this Opportunity. The user may select one of these values here to minimize typing and standardize your data gathered or they may type in a unique value of their own. Input is not locked to this list. |
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| Description: | Droplist contents for the 'Product' droplist on the CRM Opportunity form. Use this droplist to provide a list of the set of Products (and/or Services) that you "sell" to your "customers". Input is not locked to this list for all of the 7 Product droplists (Users may type in a unique Product/Service). If you require locking the list please contact Support_AT_swdittmar.com for consulting assistance, this is a quick and easy change). Percentages for discounts and things like software annual maintenance are also supported (see "Op Product Unit Price" option for details) |
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| Description: | Droplist contents for the 'Unit Price' droplist on the CRM Opportunity form. This list is not displayed on the Opportunity form but is used as a paired list with "Op Product". When a "Product" is selected the corresponding "Op Product Unit Price" value is automatically entered into the "Unit Price" field on the Opportunity form. This is to provide easy and accurate input of standard Product pricing for each of your Products/Services. If a Percent (%) is used then special processing occurs as follows: the corresponding 'Unit Price' field is disabled and the % value is placed in the Qty field, then a % value is calculated for the sum of the previous product totals (all lines above the % line). Both + and - percentages are supported. Negitive percentage entries are especially useful for standard discounts. |
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| Description: | Droplist contents for the Opportunity 'Strategy Notes' droplist located on the 'Strategy Notes' mini-tab on the Opportunity form. This function will allow the user to record a note for each of these droplist values. This is a good way to capture specific notes for the different aspects of your sales strategy/process. These are notes that are specific to the opportunity and are not intended to replace typical time stamped Journal notes). |
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| Description: | Droplist contents for the 'Action Plan' droplist on the CRM Opportunity form. This droplist (together with the "Op Action Plan Text" option below provides the functionality to assign a standardized "Action Plan" to each of your Opportunities. If your Opportunities are compex and/or unique then having an identified and documented plan to "win" the Opportunity will increase the successful close rate and increase resulting revenue. Users may select from this standard list that you provide or may enter a unique plan directly into the "Action Plan" text field. |
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| Description: | Droplist contents for the 'Action Plan Text' droplist on the CRM Opportunity form. This list is paired with the "Op Action Plan" list (just like the "External Functions" lists). When the user selects an "Action Plan" from your list the corresponding entry on this list is entered into the "Action Plan" field on the Opportunity form. Any CRM and custom field may be used in this text as well {{Field Name}} so you may dynamically customize your "Action Plan" text with any field value on the associated Opportunity, Contact ({{Contact.FieldName}}) and/or Company ({{Company.FieldName}}) forms. Use " " in your text to indicate a new line. |
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| Description: | If Yes, an entry will be added to the 'Opportunity History' field every time the 'Sales Stage' or 'Status' fields are changed. Each History entry will contain the data of the change, who made the change, the field that changed, the new field value and any notes the user would like to add (this allows user's to add additional 'History' entries if desired). If 'Yes', the user is prompted for the History record. If 'Yes, Locked', the 'Opportunity History' field will not be directly editable by the user. If 'No', the user is not prompted for input and the 'Opportunity History' field is left open for manual recording of the History for the Opportunity. |
| Default Value: | Yes |
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| Description: | Droplist contents for the 'Subject' droplist on the CRM Opportunity form. This is a nice way to provide standardized ‘Subjects’ for some of your Opportunity items to support easier reference to this data in the future. For example you may have standard process steps that need independent Opportunities, put the process step names into this list so the user won’t have to remember the exact phrase. Typical CRM field substitutions are supported ex. {{Contact.Full Name}}. |
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| Description: | Sets the default selection for where the Insert Text function on the Opportunity form inserts the text. 'Notes' will insert the text string at the beginning of the Opportunity Notes field. ‘Clipboard’ will be place the text (with field substitutions) into the users clipboard so that they may paste the text into any Windows application. Field substitutions (i.e. {{Field Name}}) are performed on the string before being inserted. |
| Default Value: | Notes |
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| Description: | Droplist contents for the 'Insert Text' droplist on the CRM Opportunity form. These are the user friendly names for the 'Insert Text Strings'. The number of Op Insert Text Names must be equal to the number of Op Insert Text Strings (the first matches with the first, 2nd with 2nd, etc.) |
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| Description: | Text strings that are paired with the corresponding ‘Op Insert Text Names’. Any valid CRM field '{{Field Name}}' is supported in these strings. To reference the 'Parent' of the Opportunity item, prefix the field name with 'Parent.' (ex. {{Parent.Subject}}, may also use {{Contact.Business Telephone Number}} or {{Company.Business Address}}). Use to indicate a new line. |
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| Description: | Sets the 'Copy Notes' default value for the Custom Actions function on the Opportunity form. If Yes, then a copy of the Opportunity notes from current Opportunity item will be copied to the notes of the new item being created (Journal, Task, Appointment, Opportunity, Project). This setting can be overridden by the 'Custom Action' control tags ('Copy Notes', 'No Notes', 'Blank') for a specific 'Custom Action'. |
| Default Value: | 1 |
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| Description: | Same functionality as the 'Contact External Functions' except specific to the CRM Opportunity form. External Functions allow dynamic linking and launching of processes external to CRM system (internal web, external web and other organizational processes via ASP pages, etc). Any valid CRM field name (enclosed in {{Field Name}}) maybe used in the associated 'External Functions Links' strings to build dynamic context sensitive URLs to access your processes and webpages. These values here will be displayed in the External Functions droplist on the CRM Extensions Opportunity form. Leave this value blank to use the ‘Contact External Functions’ values in this droplist. |
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| Description: | Same functionality as the 'Contact External Functions Links' except specific to the CRM Company form. Droplist of URL strings that correspond on a one-to-one basis with the 'Contact External Functions' droplist values. When the user selects a ‘Op External Function’ droplist item and then clicks the ‘Go’ button, then the corresponding ‘Op External Functions Links’ string is retrieved, then processed for CRM field substitutions and then executed as a URL in the MS Internet Explorer brower (launching web pages, ASP pages, open Word/Excel documents, text files, etc.). |
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| Description: | Droplist contents for the 'Next Action' droplist on the CRM Opportunity form. If this list is blank(empty) the 'Next Action' droplist on the Opportunity form will be loaded with the Contact 'Next Action' droplist values. Users may type in their own Next Action, this list just provides a standard or often used set to choose from. |
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| Description: | Droplist contents for the 'Next Action Date' droplist on the CRM Opportunity form. If this list is blank(empty) the 'Next Action Date' droplist on the Opportunity form will be loaded with the Contact 'Next Action Date' droplist values. Users may type in their own ‘Next Action Dates’, this list just provides a standard or often used set to choose from. Outlook is very smart in interpreting these strings (validate the values you would like to use by typing the value into any date field on standard Outlook Contact form). |
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| Description: | Default value for the checkbox that controls if the 'Next Action' and 'Next Action Date' fields on the CRM Contact are updated when the 'Update' button is clicked. The user may override this value with the check boxes provided on the Opportunity form. |
| Default Value: | 1 |
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| Description: | Specify your desired minitab names on the 'CRM Functions' tab of the CRM Opportunity form (to hide one of the minitabs set the name to blank). 4 values are required, blank values hide the corresponding tab. |
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| Description: | Field label for the 'Opportunity Type' field (just above 'Modified By'). You may use this field to further classify or categorize your Opportunity items and may 'Group' the Opportunity folder by the 'Opportunity Type' field to view your Opportunity items by these classifications. This field is tied to the multi selectable field on the second minitab (by default labeled 'Opportunity Type'). |
| Default Value: | Opportunity Type |
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| Description: | Droplist contents for the 'Opportunity Type' droplist on the CRM Opportunity form. If this list is blank(empty) the 'Contact Type' droplist values from the CRM Contact form will be used. Users will not be able to type in unique values into this field (values will be locked to this list). |
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| Description: | Field labels for the custom fields on the CRM Opportunity form (3rd minitab on the 'CRM Functions' tab). If this list is blank(empty) the Custom Field labels from the Contact form will be used. |
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| Description: | Droplist contents for the 'Custom Field1' droplist on the CRM Opportunity form. If this list is blank(empty) the Custom Field1 droplist values from the Contact form will be used. Users will be able to type in unique values into this field (values are not locked to this list). Field Type: Text |
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| Description: | Droplist contents for the 'Custom Field2' droplist on the CRM Opportunity form. If this list is blank(empty) the Custom Field2 droplist values from the Contact form will be used. Users will be able to type in unique values into this field (values are not locked to this list). Field Type: Text |
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| Description: | Droplist contents for the 'Custom Field3' droplist on the CRM Opportunity form. If this list is blank(empty) the Custom Field3 droplist values from the Contact form will be used. Users will be able to type in unique values into this field (values are not locked to this list). Field Type: Text |
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| Description: | Droplist contents for the 'Custom Field4' droplist on the CRM Opportunity form. If this list is blank(empty) the Custom Field4 droplist values from the Contact form will be used. Users will be able to type in unique values into this field (values are not locked to this list). Field Type: Date (These values may be specific dates or text strings that can be interpreted by Outlook as a date like ‘Next Action Date’ droplist values). |
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| Description: | Droplist contents for the 'Custom Field5' droplist on the CRM Opportunity form. If this list is blank(empty) the Custom Field5 droplist values from the Contact form will be used. Users will be able to type in unique values into this field (values are not locked to this list). Field Type: Date (These values may be specific dates or text strings that can be interpreted by Outlook as a date like ‘Next Action Date’ droplist values). |
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| Description: | Droplist contents for the 'Custom Field6' droplist on the CRM Opportunity form. If this list is blank(empty) the Custom Field6 droplist values from the Contact form will be used. Users will be able to type in unique values into this field (values are not locked to this list). Field Type: Currency (Windows local formatting is used). |
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| Description: | Droplist contents for the 'Custom Field7' droplist on the CRM Opportunity form. If this list is blank(empty) the Custom Field7 droplist values from the Contact form will be used. Users will be able to type in unique values into this field (values are not locked to this list). Field Type: Currency (Windows local formatting is used). |
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| Description: | Default value for Custom Field8 on the CRM Opportunity form (used only to set the initial value for this field when each of these forms is created). Field Type: Yes/No (Boolean). |
| Default Value: | 0 |
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| Description: | Default value for Custom Field9 on the CRM Opportunity form (used only to set the initial value for this field when each of these forms is created). Field Type: Yes/No (Boolean). |
| Default Value: | 0 |
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| Description: | Droplist contents for the 'Custom Notes' droplist (fourth mini-tab) on the CRM Opportunity form. This function will allow the user to type in a unique note for each of these droplist values. This is a very nice way to capture notes that are specific to your business environment and usage of the CRM Extensions forms. If this list is blank(empty) the ‘Contact Custom Notes’ droplist values will be loaded into this droplist on the Op form. |
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| Description: | Background color value for the Opportunity form ‘CRM Functions’ title banner. The purpose for this color banner is to help users quickly have a visual distinction between the Extensions Opportunity and Journal forms (both are very similar for ease of use). If no value is given then the Outlook default is used. Color value formats must be in the vbScript 'hex' format of (&&H009de3a6), don't use the parens. These Color values are most easily obtained by editing an Outlook form, right click on the background and select 'Advanced Properties'. Then experiment with different custom colors for the 'Backcolor' property. The hex value will be displayed for your custom color, use it here. |
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| Description: | Project names (displayed in the "Subject" field of the Project item) should usually be forced to be unique (Yes for this option). Having Project names unique should avoid confusion and mistakes due to incorrectly referencing the wrong Project with the same name. Unless you have a unique situation where you need identical Project names for the same contact then this setting should be "Yes" (force Unique Project names). |
| Default Value: | 1 |
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| Description: | The Project form has the functionality to collect actual projects costs that are recorded in "Billable" Journal items. When this option is 'Yes', then, when the user saves a Billable Journal item they will be prompted to select the Project that the Billable activity is to be applied to. If the Contact that the Journal item is for has only one 'Billable' Project then that Project is used without prompting the user. "Labor" and "Non-Labor" costs from the Billable Journal items are summarized on the "Actual $" mini-tab of the Project form. 'No' turns off this function. |
| Default Value: | 1 |
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| Description: | If 'Project Track Billable Activities' = Yes, then, this option specifies which Projects will be displayed for the user to select the Billable Activity (Journal) to be applied to. If all of your projects are associated/linked to a Contact then select "Display Projects for Contact" so that the user will only have Projects for the specific Contact to select from. "Display Projects for Company" will display all Projects for the Company w/Track Activities checked. If no Projects are found (for Contact / Company options) then selecting the option without "only" will prompt the user to open up the filter and search for Projects again. If you always want to be able to select any of your Projects with "Track Activities" on (checked) then select "Display All Projects with Track Activities checked". You may also specify a unique "Restrict" type filter with field substitution ({{FieldName}}). |
| Default Value: | Display Projects for Contact |
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| Description: | The basic CRM Project form uses the Outlook Categories field to Project Categories. If Yes, this option will cause the Categories field of the new Project to be set to the value of the Categories field in the Contact. If No, the Project Categories field not automatically set. The user has the option on the Project form ("Project" mini-tab) to set specific CRM Categories with the selector button provided. |
| Default Value: | 0 |
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| Description: | If 'Yes', then when the user changes the 'Project Stage' value the corresponding '% Complete' value will be set automatically. If 'No', then the user must set the '% Complete' value manually. |
| Default Value: | Yes, Locked |
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| Description: | Specify valid ‘Project Status’ entry(s) for this option, then when the user changes the 'Project Status' value to one of the value(s) of this option then the ‘% Complete’ field will be set to 100%. If blank, then the ‘% Complete’ value is not modified when the ‘Project Status’ field changes. |
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| Description: | This option sets the number of significant digits (numbers to the right of the decimal point) for the Projected Hours, % Complete, Hours Remaining, Staffing and M-Days Remaining fields on the "Project" mini-tab. |
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| Description: | This option is intended to assist in recording accurate data for your Projects when the Project Status is set to the value of this option (typically "Complete"). A blank value turns this option OFF. To turn this option on this value must be one of your "Project Status" values. When the "Status" is set to this value then the user will be prompted to verify the "Close Amount", "Close Date" and "Revenue Date" values. The existing values for this fields are provided as defaults in the prompt dialog that is displayed. When this option is active and the Status is set to "Cancelled", "On-Hold" or "Deferred" the user will also be prompted for the 'Status Reason'. |
| Default Value: | Complete |
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| Description: | The Project form is based on the Outlook Task form which provides some additional built-in functionality for managing your Projects. When a Task's Status is marked as "Complete" it displays in the folder with "lined-out" text which is very useful for indicating which Projects no longer require your attention. When the Project Status is set to any of the value(s) specified in this option (default="Complete; Closed") then the Status field of the underlying Task form will be set to "Complete". You may specify in this option any of the values in the "Project Status" list. Separate each entry with a Comma and a Space (ex "Completed; Closed"). |
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| Description: | Field labels for most of the fields on the CRM Project form ("Project Info" tab). If this list is blank(empty) the default field labels will be used that were shipped with the Project form. There are a total of 21 labels and to make any label changes all 21 labels must be specified here. To hide a field, just specify a blank name (but the check box must still be checked. For your reference the 21 default labels in order are: Project | Project Stage | Project Status | Status Reason | Close Amount | Close Date | Revenue Date | Owner/Priority | Project | Lead Source | Project History | Category | Start Date | Due Date | Projected Hours/$ | % Complete/Hours | Staffing/M-Days Left | Ext.Completion Date | Last Status Date | Action Plan | Project Description, Notes and Attachments |
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| Description: | Droplist contents for the 'Project Stage' droplist on the CRM Project form. Enter the Stages that you use for your Project Life Cycle. Input is locked to this list. |
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| Description: | This list is used as a 'paired list' with the "Project Stage" droplist entries. Format to use for these entries is 10% not .1, 100% not 1. When the option " Project Set Pct Complete By Stage " is "Yes", then, when the "Project Stage" value is changed the corresponding value in this list is used to auto-set the ‘% Complete’ field (ie. when the 4th item in the Project Stage list is selected then the 4th item in this list is used to set the ‘% Complete’ field.). Note: These values are NOT displayed in the ‘% Complete’ droplist, these are only used to match with the corresponding 'Project Stage' value. |
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| Description: | Droplist contents for the 'Probability' droplist on the CRM Project form. Format to use for these entries is 10% not .1, 100% not 1. Input is only locked to this list when the "Project Set Pct Complete By Stage" value is set to "Yes, Locked". |
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| Description: | Droplist contents for the 'Project Status' droplist on the CRM Project form. Enter the Project Status values you use for your Projects. Input is locked to this list. |
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| Description: | Droplist contents for the 'Status Reason' droplist on the CRM Project form. Provide here the typical set of reasons for all of your "Project Status" values. The user may select one of these values here to minimize typing and standardize your data gathered or they may type in a unique value of their own. Input is not locked to this list. |
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| Description: | 'Revenue Date' is used to record the date the Revenue from this sale (Project) is to be received (Accounting and Mgt. like this date!). The 'Revenue Date' is usually not the same as the 'Close Date' for the Project, but is typically a standard offset of days. The number entered here is the number of days (offset) to add (subtract if negative) to the 'Due Date' or the 'Close Date'. If the 'Close Date' is 'None' or not set, then the offset is from the 'Due Date'. If a 'Close Date' has been entered then the 'Revenue Date' is always offset from the 'Close Date'. Enter a value of 'No' to turn off the auto-setting of the 'Revenue Date'. Default day increment is calendar days. If "WeekDays" is desired then add the word " WeekDays" separated by a space (ex. 10 WeekDays). |
| Default Value: | 10 WeekDays |
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| Description: | Droplist contents for the 'Owner' droplist on the CRM Project form. If this set of droplist values is left blank then the 'Owner' droplist is populated with the names found on the 'Operation' tab, 'Workgroup Members List'. The value entered into this 'Owner' field will set the "Owner" field of the Task form that the Project form is built on. Input is not locked to this list. |
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| Description: | Droplist contents for the 'Priority' droplist on the CRM Project form. If left blank the 'Priority' droplist will be populated with Outlook defaults of "High; Normal; Low" corresponding to the possible values for the Outlook Task Priority field. If these default values are in your list (your list may be expanded to include others) and if the user selects either "High", "Normal" or "Low" then the Priority field for the underlying Task form that the Project form is build on will also be set to that same value. Input is locked to this list. |
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| Description: | Default value for the 'Priority' field on the CRM Project form. This value must exist in the 'Project Priority' list. New Project forms will have the 'Project Priority' field set to this value when the form is first created. |
| Default Value: | Normal |
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| Description: | Droplist contents for the 'Partner' droplist on the CRM Project form. The user may select one of these values here to minimize typing and standardize your data gathered or they may type in a unique value of their own. Input is not locked to this list. |
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| Description: | Droplist contents for the 'Lead Source' droplist on the CRM Project form. Used to record the source of the lead for this Project. The user may select one of these values here to minimize typing and standardize your data gathered or they may type in a unique value of their own. Input is not locked to this list. |
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| Description: | Droplist contents for the Project 'Notes' droplist located on the 'Notes' mini-tab on the Project form. This function will allow the user to record a note for each of these droplist values. This is a good way to capture specific notes for the different aspects of your sales strategy for the specific Project. These are notes that are specific to the Project and are not intended to replace typical time stamped Journal notes). |
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| Description: | Droplist contents for the 'Action Plan' droplist on the CRM Project form. This droplist (together with the "Project Action Plan Text" option below provides the functionality to assign a standardized "Action Plan" to each of your Projects. If your Projects are complex and/or unique then having an identified and documented plan to complete Project will decrease rework, out of sequence work, etc. Users my select from this standard list that you provide or may enter a unique plan directly into the "Action Plan" text field. |
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| Description: | Droplist contents for the 'Action Plan Text' droplist on the CRM Project form. This list is paired with the "Project Action Plan" list (just like the "External Functions" lists). When the user selects an "Action Plan" from your list the corresponding entry on this list is entered into the "Action Plan" field on the Project form. Any CRM and custom field may be used in this text as well {{Field Name}} so you may dynamically customize your "Action Plan" text with any field value on the associated Project, Contact ({{Contact.FieldName}}) and/or Company ({{Company.FieldName}}) forms. Use " " in your text to indicate a new line. |
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| Description: | If Yes, an entry will be added to the 'Project History' field every time the 'Project Stage' or 'Project Status' fields are changed. Each History entry will contain the date of the change, who made the change, the field that changed and the new field value (this allows user's to add additional 'History' entries if desired). If 'Yes' then user will be prompted for the History log entry. If 'Yes, Locked', the 'Project History' field will not be directly editable by the user. If 'No', the 'Project History' field is left open for manual recording of the History for the Project. |
| Default Value: | Yes, Locked |
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| Description: | Droplist contents for the 'Subject' droplist on the CRM Project form (displayed as the 'Project' field on the "Project Info" tab. This is a nice way to provide standardized ‘Subjects’ for some of your Project items to support easier reference to this data in the future. All CRM field substitutions are supported ex. {{Contact.FullName}}. |
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| Description: | Sets the default selection for where the Insert Text function on the Project form inserts the text. 'Notes' will insert the text string (with field substitutions) at the beginning of the Project form Notes field. ‘Clipboard’ will be place the text (with field substitutions) into the users clipboard so that they may paste the text into any Windows application. Field substitutions (i.e. {{Field Name}}) are performed on the string before being inserted. |
| Default Value: | Notes |
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| Description: | Droplist contents for the 'Insert Text' droplist on the CRM Project form. These are the user friendly names for the 'Insert Text Strings'. The number of 'Project Insert Text Names' must be equal to the number of 'Project Insert Text Strings' (the first matches with the first, 2nd with 2nd, etc.) |
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| Description: | Text strings that are paired with the corresponding ‘Project Insert Text Names’. Any valid CRM field '{{Field Name}}' is supported in these strings. To reference the 'Parent' of the Project item, prefix the field name with 'Parent.' (ex. {{Parent.Subject}}, may also use {{Contact.Business Telephone Number}} or {{Company.Business Address}}). Use to indicate a new line. |
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| Description: | Sets the 'Copy Notes' default value for the Custom Actions function on the Project form. If Yes, then a copy of the Project notes from current Project item will be copied to the notes of the new item being created (Journal, Task, Appointment, Project or Opportunity). This setting can be overridden by the 'Custom Action' control tags ('Copy Notes', 'No Notes', 'Blank') for a specific 'Custom Action'. |
| Default Value: | 1 |
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| Description: | Same functionality as the 'Contact External Functions' except specific to the CRM Project form. External Functions allow dynamic linking and launching of processes external to CRM system (internal web, external web and other organizational processes via ASP pages, etc). Any valid CRM field name (enclosed in {{Field Name}}) maybe used in the associated 'External Functions Links' strings to build dynamic context sensitive URLs to access your processes and webpages. These values here will be displayed in the External Functions droplist on the CRM Extensions Project form. Leave this value blank to use the ‘Contact External Functions’ values in this droplist. |
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| Description: | Same functionality as the 'Contact External Functions Links' except specific to the CRM Project form. Droplist of URL strings that correspond on a one-to-one basis with the 'Contact External Functions' droplist values. When the user selects a ‘Project External Functions’ droplist item and then clicks the ‘Go’ button, then the corresponding ‘Project External Functions Links’ string is retrieved, then processed for CRM field substitutions and then executed as a URL in the MS Internet Explorer brower (launching web pages, ASP pages, open Word/Excel documents, text files, etc.). |
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| Description: | Droplist contents for the 'Next Action' droplist on the CRM Project form. If this list is blank(empty) the 'Next Action' droplist on the Project form will be loaded with the Contact 'Next Action' droplist values. Users may type in their own Next Action, this list just provides a standard or often used set to choose from. |
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| Description: | Droplist contents for the 'Next Action Date' droplist on the CRM Project form. If this list is blank(empty) the 'Next Action Date' droplist on the Project form will be loaded with the Contact 'Next Action Date' droplist values. Users may type in their own ‘Next Action Dates’, this list just provides a standard or often used set to choose from. Outlook is very smart in interpreting these strings (validate the values you would like to use by typing the value into any date field on standard Outlook Contact form). |
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| Description: | Default value for the checkbox that controls if the 'Next Action' and 'Next Action Date' fields on the CRM Contact are updated when the 'Update' button is clicked (located on the CRM Functions tab). The user my override this value on the Project form. |
| Default Value: | 1 |
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| Description: | Specify your desired minitab names on the 'CRM Functions' tab of the CRM Project form (to hide one of the minitabs set the name to blank). 4 values are required, blank values hide the corresponding tab. |
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| Description: | Field label for the 'Project Type' field (just above 'Modified By'). You may use this field to further classify or categorize your Project items and may 'Group' the Project folder by the 'Project Type' field to view your Project items by these classifications. This field is tied to the multi selectable field on the second minitab (by default labeled 'Project Type'). |
| Default Value: | Project Type |
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| Description: | Droplist contents for the 'Project Type' droplist on the CRM Project form. If this list is blank(empty) the 'Contact Type' droplist values from the CRM Contact form will be used. Users will not be able to type in unique values into this field (values will be locked to this list). |
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| Description: | Field labels for the custom fields on the CRM Project form (3rd minitab on the 'CRM Functions' tab). If this list is blank(empty) the Custom Field labels from the Contact form will be used. |
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| Description: | Droplist contents for the 'Custom Field1' droplist on the CRM Project form. If this list is blank(empty) the Custom Field1 droplist values from the Contact form will be used. Users will be able to type in unique values into this field (values are not locked to this list). Field Type: Text |
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| Description: | Droplist contents for the 'Custom Field2' droplist on the CRM Project form. If this list is blank(empty) the Custom Field2 droplist values from the Contact form will be used. Users will be able to type in unique values into this field (values are not locked to this list). Field Type: Text |
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| Description: | Droplist contents for the 'Custom Field3' droplist on the CRM Project form. If this list is blank(empty) the Custom Field3 droplist values from the Contact form will be used. Users will be able to type in unique values into this field (values are not locked to this list). Field Type: Text |
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| Description: | Droplist contents for the 'Custom Field4' droplist on the CRM Project form. If this list is blank(empty) the Custom Field4 droplist values from the Contact form will be used. Users will be able to type in unique values into this field (values are not locked to this list). Field Type: Date (These values may be specific dates or text strings that can be interpreted by Outlook as a date like ‘Next Action Date’ droplist values). |
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| Description: | Droplist contents for the 'Custom Field5' droplist on the CRM Project form. If this list is blank(empty) the Custom Field5 droplist values from the Contact form will be used. Users will be able to type in unique values into this field (values are not locked to this list). Field Type: Date (These values may be specific dates or text strings that can be interpreted by Outlook as a date like ‘Next Action Date’ droplist values). |
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| Description: | Droplist contents for the 'Custom Field6' droplist on the CRM Project form. If this list is blank(empty) the Custom Field6 droplist values from the Contact form will be used. Users will be able to type in unique values into this field (values are not locked to this list). Field Type: Currency (Windows local formatting is used). |
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| Description: | Droplist contents for the 'Custom Field7' droplist on the CRM Project form. If this list is blank(empty) the Custom Field7 droplist values from the Contact form will be used. Users will be able to type in unique values into this field (values are not locked to this list). Field Type: Currency (Windows local formatting is used). |
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| Description: | Default value for Custom Field8 on the CRM Project form (used only to set the initial value for this field when each of these forms is created). Field Type: Yes/No (Boolean). |
| Default Value: | 0 |
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| Description: | Default value for Custom Field9 on the CRM Project form (used only to set the initial value for this field when each of these forms is created). Field Type: Yes/No (Boolean). |
| Default Value: | 0 |
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| Description: | Droplist contents for the 'Custom Notes' droplist (fourth mini-tab) on the CRM Project form. This function will allow the user to type in a unique note for each of these droplist values. This is a very nice want to capture notes that are specific to your business environment and usage of the CRM Extensions forms. If this list is blank(empty) the ‘Contact Custom Notes’ droplist values will be loaded into this droplist on the Project form. |
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| Description: | Background color value for the Project form ‘CRM Functions’ title banner. The purpose for this color banner is to help users quickly have a visual distinction between the Extensions Project and Journal forms (both are very similar for ease of use). If no value is given then the Outlook default is used. Color value formats must be in the vbScript 'hex' format of (&&H009de3a6), don't use the parens. These Color values are most easily obtained by editing an Outlook form, right click on the background and select 'Advanced Properties'. Then experiment with different custom colors for the 'Backcolor' property. The hex value will be displayed for your custom color, use it here. |
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