Data View & Manage Records
Visualise the data the way you needed
Last updated
Visualise the data the way you needed
Last updated
The ability to effectively manage and view records is a crucial component of Picky Assist's Modular CRM. Businesses and their users need to access and administer records stored in different modules of the CRM according to their specific requirements at various stages. Recognizing the importance of this task, the Picky Assist research team has devoted thousands of hours to refining this process to be more streamlined, precise, and user-friendly.
We offer 3 types of views for managing records – Table View, Kanban View & 360 Degree View. Each of these views is fully customizable and shareable, tailored to suit every unique business scenario.
Table View: Allows for a comprehensive look at your records in a traditional, organized manner.
Kanban View: Perfect for visualizing workflows and processes, making it easier to track the progress of each record.
360 Degree View : Get a unified view of all related records in a single view with Picky Assist's advanced, configurable 360-Degree View.
The Table View is the default representation within the CRM. It displays all the records in a structured tabular format similar to a spreadsheet. This view offers a clean, organized perspective of your data, allowing you to easily sort, filter, and analyze your records at a glance.
Ideal for those accustomed to traditional data management systems, Table View offers familiarity and ease of use, making it a fundamental part of the CRM experience.
The ability to create multiple views is an essential feature, providing businesses and users the flexibility to customize and control the data display according to various scenarios. For instance, you could create a filter to show records that were created 'today', 'this week', or 'this month'. Multiple filter conditions can be combined to refine the view further, thus enabling you to visualize your data exactly the way you need it.
Moreover, to facilitate swift decision-making, you have the flexibility to reorder the data field (column) or hide certain data views in a particular view based on what data you need to see at different stages.
This level of customization makes data analysis more efficient, intuitive, and effective, turning your CRM into a powerful tool for insightful business decision-making.
By default, the system provides a "Default View" which displays all the fields in the module. This view follows the order established in the module builder and doesn't apply any filters. Therefore, all data within the module is visible in this view. The data is sorted based on the date it was created, meaning newer data entries will be shown at the top of the list.
Click on the "Default View" drop-down and it shows you all the created views where you can quickly click to change the view
To create a new view click on "Create New View" and a popup appears on the screen where you can build your own view
First, give a name to the view
In this view, you have the freedom to choose the columns or data fields that are most relevant to your needs. You can select multiple data fields and conveniently adjust their order simply by dragging and dropping them into the desired sequence. When the view is rendered, the system will display the data fields in the precise order you've arranged here.
This customizable approach ensures that you always have immediate access to the information that's most important to you.
The conditions feature is truly where the magic happens. It offers you a dynamic and flexible way to filter and streamline your data based on your specific requirements. For instance, if you're a manager who wants to see all the leads generated this week that haven't yet moved into the qualifying stage, you can use this feature to do so. By combining multiple "AND" conditions, you can fine-tune your data filter to provide the precise view you need. This gives you power over your data and helps ensure you can make the most informed decisions based on accurate, real-time information.
Sharing Feature: The sharing feature gives you control over who has access to the views you've created. By default, the views you create are private and won't be shared with other users. However, if you wish to share a specific view, you can do so by selecting the "Share the View with All Users" option. Once this is enabled, all users with access to the module can see and apply the view.
For added control, the "Lock View" feature prevents shared views from being edited by other users. They can apply the view to see records based on the set conditions, but they won't be able to alter the view parameters. This ensures that the views you carefully design and share remain consistent and accurate for everyone.
Now click on "Save" to create the View and apply it and enjoy your new view
The flexibility to switch views in a single click is one of the significant advantages of our CRM system. To switch the view, simply click on the desired view. If you find yourself frequently using certain views, you can 'Star' them, bringing them to the top of the list for easy access.
In situations where there is a large number of views, you can streamline the process by using the search functionality. Just type in the name of the view, and it will be instantly brought up.
Additionally, you can explore the "Shared View" section to find and utilize views shared by others. This combination of customizable views and easy navigation significantly enhances your data management efficiency and speed.
To delete a view, simply select the desired view you wish to remove and scroll down to find the 'Delete' option as illustrated below. Please be aware that you can only delete views that you have created. Any view created by others or system-generated views will not have this option. This feature ensures that important shared or system views are safeguarded from inadvertent deletion, enhancing the robustness of your data management system.
At Picky Assist, we understand that time is of the essence, so we've devised two convenient ways to edit records – Quick Edit and Detail Edit.
Quick Edit: With this method, you can make changes to a specific data field instantly. Simply click on the field you wish to alter, input your changes, and click the green tick to save the edit. This functionality allows you to quickly amend data without opening the detailed view of the record, saving you considerable time if you only need to edit a specific field in a record.
Detail Edit: If you need to modify multiple data fields in a record, the Detail Edit feature comes in handy. It opens the entire record in an editable format on a side popup, allowing you to view and edit all the data fields in one go. Once you've made your changes, just click 'Update' to save the record with the new data.
This dual approach to editing provides a seamless and efficient way to manage and modify your data as per your needs.
Our system ensures complete transparency and traceability by keeping a record of all changes made to each data field. This change log or timeline allows you to easily track who changed what data and when. To view the timeline, we offer two options:
Field-specific Timeline: To see the timeline for a specific data field, hover over the field and click on the log icon, as shown below. This way, you can quickly access the history of changes made to that particular field.
Complete Timeline: If you need to view the complete change history of a record, you can do so from the detailed view. Simply open the record and click on the "Timeline" button as shown below. This will provide a comprehensive timeline, displaying all the modifications made to the record over time.
These features enable accountability and provide a thorough audit trail, ensuring every alteration is documented for future reference.
There may be instances when you need to create a new record that is almost identical to an existing one, with just a few changes. Instead of starting from scratch and manually entering all the data into a new form, you can save time by using our 'Duplicate Record' feature.
This function allows you to clone an existing record, thereby pre-filling all the fields with the existing data. You can then easily modify the one or two fields that need to be changed while keeping the rest of the data intact.
To duplicate a record, simply open the detailed record view and click on the 'Duplicate' icon as shown below. This streamlined process not only saves you time but also minimizes the chance of manual data entry errors.
At times, it may become necessary to delete a record in a module. This can easily be done from the detailed view of the record. Simply click the 'Delete' button as shown below. It's important to remember that this action will completely remove the record from the current module.
However, we understand that mistakes can happen. That's why we've created a safety net for you. Even after deletion, the record will remain available in the 'Recycle Bin' for the next 30 days. This provides you with an ample window to restore the record should you realize that the deletion was done in error. We aim to give you peace of mind and control over your data while ensuring that accidental deletions don't lead to permanent loss of important information.
In the course of managing large amounts of data, there may be instances where you need to make updates or deletions across numerous records simultaneously. For example, you may want to filter out data where there has been no activity in the last year and reassign those customers to an experienced user to reengage them.
In such scenarios, the mass action feature comes in handy. It allows you to select multiple records and perform the desired action in a single go. This capability not only saves you time but also ensures accuracy in your operations.
To mass update the records, first, select one or many records as shown below then click on the "Mass Update" button
Mass Update Limits
Please note that if your mass action involves more than 2000 records, the process will be queued and might take some time to complete. This is to ensure the integrity and performance of the system, while still allowing you to effectively manage your records at scale.
Our aim with this feature is to empower you to efficiently manage large data sets, leaving you more time to focus on the strategic aspects of your business.
Picky Assist Modular CRM recognizes that while tailored views are essential for business operations, there are instances when you need to quickly adjust the presentation of your data on-the-fly. With our easy-to-use sorting feature, you can immediately sort your data in a specific view in either ascending or descending order. Simply click on the column title as shown below, and select your preferred sorting option.
Beyond sorting, we also understand the need for quick access to key statistics related to your records. With our Quick Stats feature, you can effortlessly view a summary of your data such as the number of records, total value of records, sum total and average of a specific field (if it's a number field). This real-time view of your key metrics empowers you to make swift and informed decisions, optimizing your business operations.
Picky Assist Modular CRM is thus designed not just to store and manage your data, but to make it work for you - turning raw data into actionable insights.
Picky Assist Modular CRM is designed to give you maximum flexibility in data presentation, understanding that the one-size-fits-all approach is not always ideal when it comes to data visualization.
Our system automatically assigns a width to each column based on the data length. However, if the data is extensive, the auto-generated width might not display all the information on a single screen. To enhance your viewing experience and facilitate the comprehension of full texts within one screen, we have provided the ability to easily adjust the width of each column.
To modify the width, simply hover over the edge of the column header until you see a double-sided arrow. Click and drag to increase or decrease the column width as per your preference, as shown below.
This feature ensures that your data presentation aligns with your specific needs, enhancing readability and overall data management.
In instances where you have multiline data types in the fields, such as an address, you might want to view all the data in one glance. By default, our system assigns a reasonable row height to accommodate maximum rows in a view. However, if the data is extensive and requires more vertical space, you can adjust the row height using our "Extend Text" feature.
This feature increases the height of the row, making it possible for you to easily view lengthy texts in a single view. To activate this feature, click on the settings icon located on the left side of the screen and select the "Extend Text" option, as shown below.
Please note, that this functionality is applicable only if your field data type is set to multiline. If the data type is set to single line text, this feature will not be effective. This is because single line text types do not require additional vertical space for viewing, hence, the need to adjust row height would be unnecessary.
This capability ensures that your data visualization is tailored to your specific needs, improving readability and overall data comprehension.
To manage the complexity of viewing a large number of fields, Picky Assist CRM provides you with the option to temporarily hide columns. This feature serves to create a more streamlined and uncluttered view for an improved user experience.
Two methods are available for this:
Direct Column Hiding: You can hide each column individually by clicking on the 'hide' option available adjacent to each one.
Manage Column: For a more comprehensive approach, navigate to 'Settings', then 'Manage Column'. This allows you to search and hide multiple columns simultaneously.
Keep in mind that these settings are temporary and will reset once you refresh the page or view. This ensures your original view remains intact while offering the flexibility to declutter as needed.
Temporary filters are a highly effective tool for achieving a quick, situational refinement of your data within your current view. For instance, you might wish to promptly filter customers who have missed a meeting in the last 45 days from your current dataset.
This feature, as its name suggests, offers a temporary solution for a unique filtering need without altering your preset view filters. It's important to note that temporary filters will reset when you reload the view or refresh the page, ensuring your original settings remain undisturbed while offering you the versatility to manipulate the data as per your instantaneous requirements.
The Picky Assist CRM provides powerful search capabilities, allowing for comprehensive full-text search within a module. You can swiftly locate specific values by simply entering them in the search field. We offer two types of searches: 'Search in Current View' and 'Search in Entire Module'.
'Search in Current View' is the default mode, which confines the search to the data fields visible in your current view. On the other hand, 'Search in Entire Module' offers a more extensive search operation, scanning through all the fields in the module irrespective of your current view settings.
However, it's important to note that the search results will be displayed according to your current view settings. This means that if the keyword matches a value in a data field that's not enabled in the current view, you may not see the keyword in the search result.
This feature empowers you with flexibility and precision, ensuring that you can easily find the data you're looking for.
The Kanban view is a popular choice among businesses and users due to its intuitive stage-by-stage record display, which significantly enhances visibility and productivity.
Picky Assist's Kanban view is among the most advanced in the CRM industry. It provides complete control over data visibility in each board, meaning you have the capability to design a layout for each board status. This enables you to obtain the most relevant information you need at different stages.
For instance, consider an example of a health insurance company with five stages to approve or reject a claim. At each stage, different data values are crucial. In the 'New Claim Received' stage, your priority may be to view admission details and hospital information. When the claim reaches the 'Field Visit' stage, the summary of the field visit becomes important. In the subsequent 'Claim Approval' stage, you need to view the claim amount and sum insured.
With Picky Assist's Kanban view, you can easily prioritize and adjust your view to suit the requirements of each stage. This flexibility and adaptability empower you to multitask effectively and make informed decisions in a fraction of the time.
To set up a Kanban view, your module must have multiple select fields such as Tags, Options, Multi-Select, Radio Button, Drop Down, etc. This variety enables you to create a versatile and comprehensive overview that suits your specific needs. Notably, Picky Assist allows you to create multiple Kanban views if required, each with different conditions. This means you can have specialized views for different business scenarios, enhancing your operational efficiency and decision-making process.
To create a simple Kanban view, click on the "List" icon as shown below Once there, toggle the view to "Kanban View". If there's no Kanban view set up earlier, a popup will appear, prompting you to configure it according to your requirements. Here's an explanation of the available features and how they can benefit your workflow:
Give a unique name to your view for easy identification later.
Here, the system will display all the fields that are capable of generating a Kanban view. Please note, for this feature to be functional, your module should include multi-select or picky list fields such as Tags, Options, Drop Down, Radio Button, or Multi Select. You need to select the field that aligns best with your requirements for the Kanban view.
This shows all the available options for the selected field that will be generated as a list/board in the Kanban view. For instance, if you have five stages, all stages will be listed here. You can decide which lists you need to consider for this view, and you can select and adjust the order by dragging. The system will generate the view as per the order you've configured here.
This setting allows you to control what kind of data statistics you want to appear at the top of each column or list in your Kanban view. We offer options like 'Average of', 'Sum of', and 'Count Of'. The choice depends on the type of data you're dealing with in each field. For instance, if you're working with numerical data fields, you can select 'Average of' or 'Sum of'. On the other hand, 'Count of' is applicable to any data fields.
Let's say you are dealing with a field titled 'Deal Value', representing the value of each deal in your business pipeline. If you want to quickly get a sense of the total value of all deals in each stage, you can use 'Sum of' condition on the 'Deal Value' field. This will show the combined value of all deals at the heading of each list, allowing you to monitor the monetary weightage at each stage at a glance.
Additionally, we offer the flexibility to customize these heading values by appending extra information. For example, you could append 'Total' to the field name 'Deal Value' to get 'Deal Value - Total', which clearly indicates that the displayed figure represents the total deal value at that stage. Here, 'Total' is the added information and 'Deal Value' is the original field name.
Each card in a list features a heading, and you have the freedom to select which field should be represented in that heading. This allows you to quickly identify the information each card represents at a glance, without needing to delve into its details.
For instance, if you're working with client deals, you might choose fields like 'Company Name', 'Deal Amount', or 'Contact Name' to serve as your card headings. This way, you can easily discern key information about each deal directly from the Kanban view, improving your efficiency in managing your workflow. This feature allows for a flexible and tailored user experience, catering to the unique needs of your business operations.
Each card in the kanban view also contains a footer, known as the Action Bar. This bar can display two types of useful information.
The first is "Show Days Since the Record in this Status," which helps you understand the duration a specific process has remained in its current status. This can be particularly useful for keeping track of Service Level Agreements (SLAs) and ensuring that your workflows are running smoothly and efficiently.
The second option available for display in the Action Bar is the "Record Owner" details. If enabled, this feature will show the name or details of the individual who owns or is responsible for that specific record. This can aid in quickly identifying the right point of contact for a particular task or process without needing to search or ask around.
This way, the Action Bar acts as a quick reference tool, providing essential insights directly on the card, contributing to your team's productivity and effectiveness.
This feature lets you customize the color of the list headings. There are three options available:
Random: This is the default selection. When chosen, the system will automatically assign a random color to each list heading, creating a diverse and vibrant view.
Single: If you prefer a uniform look, you can select this option. It lets you choose a single color for all the list headings. Click on the "Single Color" tab and select your desired color.
Customise: This option provides you with the greatest flexibility. If you want to assign specific colors to each list, select this option. Click on "Customise," and then pick a color for each list separately.
By personalizing the color of your headings, you can visually distinguish between different lists or stages, improving the readability and user experience of your Kanban board.
This feature allows you to choose which fields should be displayed in the Kanban view. You can select multiple fields based on their relevance to the view or your preference. This selection isn't just limited to choosing the fields; you can also arrange them according to your needs. Just select a field and drag it to adjust its position in the view. By customizing what information is displayed and how it is ordered, you can tailor the Kanban view to best suit your workflow and data requirements.
Here, you have three layout options to choose from based on your preference and the nature of your data. These layouts dictate the arrangement of the field name and its corresponding value inside each card.
Side by Side: In this layout, the field name is placed on the left side, while its value is displayed on the right. This is particularly useful when your data length is short and concise.
Top & Bottom: In this layout, the field name is placed on top and its value is shown right below it. This format might be beneficial when the data consists of larger text chunks, as it allows for easy reading.
Value-Only: In this third layout, only the data values are displayed on the card. The field name isn't directly visible; however, it can be seen as a tooltip when you hover your mouse over the data value. This layout provides a cleaner look but might require some familiarity with the data as the field names aren't immediately visible.
Remember, the choice of layout should depend on the type and length of your data as well as your personal or team's preference for data visualization.
This unique feature of Picky Assist's Kanban view allows you to configure quick stats for each list. By clicking on 'Quick Stats', the system will instantaneously calculate and display the relevant statistics based on your chosen fields.
The type of stats you can select varies depending on the field type. For instance, if you have a currency field for 'Deal Amount', you can include this field in the Quick Stats Settings. This instructs the system to calculate and display various statistics such as the total number of deals (Total Deal Count), the combined value of all deals (Total Sum of the Deals), and the average value of the deals (Average Value of the Deal).
By adding multiple field statistics with various conditions, you can generate statistics that are most relevant to your business during each stage. This flexibility allows you to tailor the view to precisely meet your needs and provide you with insightful, real-time data at a glance.
This is where you can decide the sorting order of data in each list. You can choose the data field you want the system to prioritize and instruct it to sort the data in either an Ascending or Descending manner.
For example, if you want your deals to be listed from highest to lowest value, select the 'Deal Value' field and set the sort order to 'Descending'. Conversely, if you wish to see the deals from the oldest to the most recent, select the 'Date' field and set the sort order to 'Ascending'.
Remember, your selection here determines the initial presentation of data in each list, providing a user-friendly and efficient way to review your information.
In contrast to the Simple Kanban view which applies the same customization to all lists and cards, the Advanced Kanban view offers more flexibility. With Advanced Kanban, you can customize each list and card layout individually within the same view, allowing for more detailed and granular visualization of your tasks or processes.
For instance, consider an example of a health insurance company with five stages to approve or reject a claim. At each stage, different data values are crucial. In the 'New Claim Received' stage, your priority may be to view admission details and hospital information. When the claim reaches the 'Field Visit' stage, the summary of the field visit becomes important. In the subsequent 'Claim Approval' stage, you need to view the claim amount and sum insured.
The steps for setting up an Advanced Kanban view are similar to those of a Simple Kanban view with added customization at each stage. Let's break it down:
To utilize the Advanced Settings in the Kanban view, follow the steps below:
Navigate to the list of your Kanban views and click on the "Edit" button corresponding to the Kanban view you wish to modify.
In the popup that appears, locate the "Advanced Settings" button situated at the bottom and click on it.
Another popup will emerge, presenting you with options to customize each stage of your Kanban field as per your requirements.
In this Advanced Settings mode, you have the flexibility to define different layouts, sorting mechanisms, fields, headings, colors, and so forth for each stage. This customization process is similar to what you've done earlier, but the Advanced Settings offer a higher degree of personalization, allowing you to tailor your Kanban view to exactly match your needs.
Software Development Workflow: For a software development team using Agile methodologies, stages like 'Backlog', 'In Development', 'Testing', 'Code Review' and 'Deployment' could be there. In the 'Backlog' stage, user stories and priority could be the focus, while in 'In Development', details about the developer and the estimated completion time might be more relevant. 'Code Review' might require insights into the reviewer and the issues found, and 'Deployment' could require details about the version number and deployment date.
Recruitment Process: In a company's HR department, stages might include 'Application Received', 'Phone Screen', 'First Interview', 'Second Interview', and 'Offer Made'. In the 'Application Received' stage, the candidate's resume and job applied for would be crucial, while in the 'First Interview', interview feedback would become relevant. By the 'Offer Made' stage, details about the proposed salary and start date would be important.
Project Management: A project manager might have stages like 'Idea', 'Planning', 'Execution', 'Monitoring', and 'Closing'. In the 'Idea' stage, details about the potential benefits and estimated costs might be crucial, while in 'Planning', the project plan and estimated timeline could become relevant. In 'Monitoring', you would want to see data about project performance and any issues or risks.
Sales Pipeline: A sales team could have stages like 'Lead Received', 'Initial Contact', 'Needs Analysis', 'Proposal Sent', 'Negotiation', and 'Closed (Win/Loss)'. At the 'Lead Received' stage, the source of the lead and contact information is important, while at the 'Needs Analysis' stage, you would want to see insights about the customer's needs. At the 'Proposal Sent' stage, details about the proposal and estimated deal size would become relevant.
Event Planning: For an event planning team, stages might include 'Idea', 'Planning', 'Preparation', 'Execution', and 'Wrap-up'. In the 'Idea' stage, brainstorming notes and event objectives could be the focus, while in 'Planning', details about the venue, vendors, and budget might be more relevant. 'Execution' might require insights into the event schedule and attendee numbers, and 'Wrap-up' could require details about the final costs and post-event feedback.
The default settings for each card in a list maintain a maximum size in order to accommodate the maximum number of cards in a view. If the content of a field exceeds this limit, an inline scroll bar will appear, and you'll have to scroll down to view the entire content of the card.
To streamline this process and save time, we've introduced a feature called "Expand Card View". This option, located next to the Kanban view as shown in the relevant instructions, enables you to expand the height of the cards automatically when clicked. As a result, you can view all the card's content without needing to scroll, improving your overall productivity and efficiency.
Let's consider a sales team using a Kanban board to track their leads and sales process.
Each card on the Kanban board represents a lead. The details on each card might include crucial information such as the lead's contact details, the products or services they're interested in, the potential deal size, notes from the last interaction, and the next steps to be taken.
In the default Kanban view, due to space restrictions, you might only see a few pieces of information like the lead's name and the potential deal size. The remaining information might be hidden, requiring you to scroll within each card to see the rest of the details, which could be a hassle when managing a large volume of leads.
By using the "Expand Card View" feature, all the cards on your Kanban board will automatically adjust their height to fully display all the information in each card. This will allow you to see all the details about a lead at a glance, eliminating the need to scroll within each card.
For instance, a salesperson can quickly look at a lead's card and see the product of interest, the potential deal size, and the follow-up actions needed. This can significantly streamline the sales process, making it easier for salespeople to stay organized and follow up effectively with leads.
The Quick Stats feature provides an overview of key information for all lists on your Kanban board at the push of a button. Once you've configured stats for each list in your Kanban view, you can view these Quick Stats using the button placed next to the Kanban view as demonstrated in the tutorial.
This feature enables you to gain a fast understanding of the current status of each list. For example, in a sales context, Quick Stats can show you the number of leads at each stage of the sales funnel, the total value of deals at each stage, the average deal size per stage, and more.
With Quick Stats, you can stay informed about important trends and patterns at a glance, helping you to make more informed decisions and keep track of your progress towards your goals. It is an effective way to quickly assess the health and status of your projects or processes without needing to delve into each list or card individually.
Each List Wise Quick Stats
You can customize the default order of your lists by utilizing the sort feature. This option is available through the sort icon located adjacent to each list. Here's how to do it:
Locating specific records within individual lists is a straightforward task. Simply use the search icon placed next to each list, as demonstrated in the following image:
Shifting between stages has never been more effortless with our intuitive drag-and-drop feature. Simply hover your mouse over the header of each card, click and hold, then drag it to another list to promptly update its status. This approach provides a highly interactive, visual way of managing the progress of your tasks, enabling a smooth transition between stages and streamlining your workflow management. This flexibility allows you to quickly adapt to changes and ensures your processes remain agile and efficient.
The 360-Degree View is the most advanced and unified view of data in the CRM, where you can see all the data related to different modules, along with their notes, tasks, activities, and everything else in a single, unified view. This makes the CRM more user-friendly and handy to operate on a day-to-day basis. For example, by just entering the mobile number or vehicle number of a customer, you can see all the related records stored in various modules of your CRM in a single view, allowing you to navigate them quickly and easily without having to look into different modules.
The 360° View feature functions through the use of a Data Lookup field. When building a module in the CRM, if that module has a Data Lookup linking it to another module, it establishes a relationship between the two modules. This relationship is key for the CRM to recognize that the modules are interconnected. For instance, if the Contact module is added as a Data Lookup from two other modules, "Deals" and "Companies," then whenever a specific record in the Contact module is accessed, the system automatically displays all records linked to that contact from both the Deals and Companies modules. Similarly, when a specific record from the Deals or Companies modules is opened, it will show all related data from the Contact module. This interlinking of modules through Data Lookup fields is crucial for providing a comprehensive, 360° view of all related data, facilitating a more streamlined and efficient user experience
Custom Mapping in the 360° View feature of Picky Assist allows for more personalized and specific relationships between various modules, beyond the standard data lookup-based connections. This is particularly useful in scenarios where a unique identifier, such as a vehicle number in a two-wheeler service company, is central across different modules.
For example, in a company dealing with vehicles, various modules like Vehicles, Service History, Payments, Complaints, Warranty, and Job Cards might all include the vehicle number as a crucial piece of information. With custom mapping, you can establish a unique relationship across all these modules using the vehicle number. This is achieved through the concept of 'equals to' data, meaning you need to configure the system to recognize that the vehicle number in one module corresponds ('is equal to') the vehicle number in other modules.
Such a custom mapping approach ensures that whenever a particular vehicle number is accessed in any of the modules, the system will display all related information from all other modules where that vehicle number is present. This capability significantly enhances the utility and efficiency of the CRM system, especially in businesses where a unique identifier is a key link across various aspects of operations.
Unified Customer Information: The 360° View consolidates all customer-related information into a single, unified interface. This includes data from various modules like contact details, service history, transactions, and interactions. Having all this information in one place eliminates the need to switch between different modules, thereby saving time and reducing the likelihood of missing crucial data.
Enhanced User Experience: The intuitive layout and customizable views in Picky Assist's 360° View make the CRM more user-friendly. Users can easily navigate through vast amounts of data, and the ability to customize views means that they can tailor the interface to their specific needs and preferences, which can lead to increased productivity and better user engagement.
Efficient Data Management: The 360° View's ability to show related data from different modules based on custom relationships (like using a vehicle number in a two-wheeler service company) allows for more efficient data management. This is particularly beneficial for businesses that deal with interconnected data across various departments.
Quick Actions and Multitasking: The Quick Action tab and multitasking capabilities within the 360° View allow users to perform actions like viewing messages, timelines, and editing records without leaving the interface. This functionality enhances operational efficiency by enabling users to handle multiple tasks concurrently from a single screen.
Better Decision Making: By providing a comprehensive view of all customer interactions and related data, Picky Assist's 360° View enables better decision-making. Businesses can more easily identify trends, understand customer needs, and make informed decisions about strategies for sales, marketing, and customer service.
Overall, Picky Assist’s 360° View feature is a powerful tool for CRM systems, offering enhanced data integration, user experience, and operational efficiency, all of which are crucial for saving time and improving the effectiveness of customer relationship management.
By default, the pre-built modules will have a default configuration of the 360° view. However, you are free to change the configuration of any modules according to your business-specific requirements
To begin configuring the 360° View, start by navigating to the Main Menu of your CRM system. From there, proceed to 'Modular CRM' and enter the module editor section. Once inside the module editor, click on '360° View' to open the configuration screen as shown below;
The configuration screen is divided into two main areas. On the left-hand side, you'll find a list of all modules that are linked to the current module you are working on. The right side of the screen is dedicated to building and customizing the 360° View for the selected module.
The Card View is an important aspect of the 360° View. It allows you to display up to five data fields from the record where the 360° view is launched. To customize which data fields are displayed, click on 'Customise'. Here, you can select the desired fields and easily change their position by dragging and dropping them as needed.
The Lookup View customization is crucial for enhancing user efficiency. It lets you tailor the data field order for when a lookup view of this module is displayed from another module. This customization is particularly useful in helping users to quickly and easily select records. You can adjust the order and fields simply by selecting and dragging them to your preferred arrangement.
In the 360° View, you also have the flexibility to customize how related modules are displayed. This is done by dragging the modules to change their position in the view. Additionally, you can customize the data fields for each module. Click on 'Customise', select the data fields you want to display, and drag them to arrange the order. This customization helps in presenting the data in a way that best suits your users' needs.
If there are modules that you decide are not necessary to include in the 360° View, you can easily remove them. This is done by clicking on the close icon for the module you want to remove. It's a simple process, and if you ever need to add these modules back to the view, you can do so at any time. Just use the drag-and-drop feature from the left-side menu to the builder to reinclude them.
Through these steps, you can effectively configure the 360° View in your CRM to cater specifically to the unique demands and workflow of your business, thereby enhancing overall efficiency and user experience.
Preloading data from one or specific related modules allows you to instruct the system to load data from the respective related modules while rendering the 360-degree view. This means when you open a specific record of a Lead, it can also preload all the related records from the Contact and Deal modules, if configured.
You have the options to instruct the system how many records from the related modules should be pre-loaded, if you configure 5 then latest 5 records only will be pre-loaded.
This feature enables CRM users to quickly reference various related data.
Please note, if you enable this feature, the initial loading time of the 360-degree view will be longer than normal. It is not recommended if you have a large number of records in the related modules, as this could significantly impact system performance.
The 360° View screen is divided into three parts:
On the left side, it displays the Card View and all related modules.
The central section shows data fields from various modules. By default, it presents a detailed view of the record from which the 360° View was launched.
The right side features the Quick Action tab. Here, you can find quick information about the record, including a timeline, messages (available only if there's a contact lookup), tasks, and notes associated with that specific record. This layout allows for easy referencing and more seamless work.
The multi-tasking tab enhances the functionality of the CRM. It allows you to open a 360° View of a record from another module within your current 360° View as an inside tab. This feature simplifies the process of managing relationships and switching between records or customers, as you don't need to navigate around separately for each specific record or customer. With this approach, you can save a significant amount of time. Moreover, you can also create or edit records directly within the 360° View for any associated records that are linked to it. This multi-tasking capability is designed to streamline your workflow and improve efficiency in managing customer relationships and data.
In the 360° view of a record, the Automation tab offers a detailed overview of all automated interactions the record has undergone. This feature is instrumental in enhancing visibility, streamlining management, and improving the overall customer experience by consolidating various automation details in one place.
For example; In the 360° view, healthcare providers can enhance patient management by tracking all interactions and processes. For instance, if a patient is undergoing a treatment plan, you can review their chatbot interactions for appointment reminders, workflows for follow-up tasks, and smart delays for pending actions like lab results. This comprehensive view helps in managing patient care more effectively by ensuring timely follow-ups and personalized interactions based on the patient’s current status and history.
All-in-One View: See all your automation activities - chatbots, workflows, and funnels in one place, making it easy to keep track of what's happening.
Easy Management: Quickly manage and adjust your active automations, such as rescheduling or reviewing actions, right from the same screen.
Better Decisions: Get clear insights and details to help you make smarter choices and improve how your automations work.
Click on “Automation” in the left side of the 360° view as shown in the image below
When you access this Automation tab, you'll see four distinct sections: Chatbot, Workflow, Funnel, and Smart Delays. Each section offers detailed insights into different types of automation processes that have impacted the record, allowing for a complete understanding of the record’s journey through various automated stages.
Below is an image that shows the page that appears when the Automation is clicked:
Here is an overview of each icon and elements in this page
In each section (Chatbots, Workflows, Funnels), the listing includes comprehensive details to help you understand the interactions:
Title: Shows the name of the chatbot, workflow, or funnel.
Status: Reflects the current state of the interaction, including Completed, In Progress, or Exited.
Time: Provides the date and time when the interaction was started.
Triggered By: Names the user who initiated the interaction.
Funnel Completed: Displays the date when the funnel was completed.
At the top of each section, you’ll find search fields, date range filters, and status filters. These tools enable you to efficiently locate specific records and automate processes based on your criteria.
Each section includes filters and search options to help manage records efficiently. The search field allows quick access to specific records or interactions, while the Date Range Filter narrows down records based on a selected timeframe. Additionally, you have Filter by Status where you can filter the records by their status, such as excited or completed or in progress.
Similarly, you can view all these details in the Workflow and Chatbot tabs.
Note:
Unlike Chatbot and Funnel tabs, you cannot add a record to the Workflow tab as it is triggered when a specific event occurs.
Also,the goal info icon is specific to funnels and does not appear for chatbots or workflows.
To delete an active workflow, chatbot, or funnel, click the cross icon next to the flow you want to remove.
The Delays section provides a comprehensive view of any ongoing smart delays affecting the record. It lists all active smart delays that the record is currently undergoing, giving you insight into any pending time-based actions. This feature ensures you stay informed about all smart delays and their impact on the record's journey.
Note: When configuring the Smart Delay step in all flows, make sure to map the current record ID from the attributes. This ensures that the delay is correctly associated with the relevant record, allowing you to view and track it under the Smart Delays section in the 360° view.
Each entry of delay displays the delay’s associated flow name and type of flow that triggered the smart delay step. Icons are available for managing delays: one for rescheduling the delay if needed, another for viewing the related flow's conversation info, and an option to delete the delay if it is no longer required.
The 360° View can be launched from either the Table or Kanban View by clicking the eye icon. This icon indicates the availability of the 360° View, which opens in a new browser tab when clicked.
