In this video, we will walk you through Dashboards, Site Map Navigation, Engage Entities, Searching Engage, and Views.
Video Transcript
This video is an introduction to Salentica Engage. Some of the things we're going to cover today, our dashboards, our site map, our main entities, including relationships, how to search for your records and different views on Engage both system and personalized views.
Once you log into Engage, your home screen will show. It was possible to change your default homepage, both at the firm level and each individual person can choose what they'd like to land on when they go back to their homepage. In my instance here, my homepage is the dashboards. Dashboards are charts based on views that have been created. In this instance you can see here, I'm looking at the firm relationship overview dashboard. If I click here, I can actually choose a different dashboard to take a look at. I have a list of system dashboards that were created by default or by my system administrator. And it's possible if I've taken the time, I also have personal dashboards down below. Each dashboard is going to be made up of different reports with different filters. I'll go over to the client insights dashboard to take a look at my clients, as opposed to the firm level information. At any time, if you want to change your default dashboard, you can do that up here at the top. If you've been making changes in your CRM, and you want to see those updates on your dashboards, you want to go ahead and refresh that information here. You can also create a new dashboard directly from your existing dashboards right here. And finally, if you make any changes to your existing dashboard and you'd like to save it as a new dashboard, you can simply click save as and update the name of this new dashboard. This will then become a personalized dashboard, as opposed to a system view. You can always click on information within that dashboard, it'll actually create a filter based on that report. As you see at the top here, you'll see the filters that you've added. You also can change your timeframe and the top right hand corner here. We have a few pre-created timeframes, or you can actually create your own custom timeframe here. If you'd like to add more than one filter at a time, you can click show global filter and create filters directly here. Again, as you make these changes, you can choose to save this as a new dashboard, which will be a personal dashboard, or you can clear them all to go back to your original dashboard.
Next, we'll take a look at the site map. On the left-hand side, we have a site map, which has a lot of useful links that will get you directly to where you need to be in your CRM. You can choose to see the full site map, or you can collapse it to icons by just clicking on these three lines here at the top left. So we took a look at the homepage. This is for me, the dashboards. If you want to change what the homepage is, you can go to your settings button here and click personalization settings. And then you can change your homepage to whatever's most useful for you. Again, my particular view is for dashboards.
Next in your site map, you have recent items. These recent items can include different dashboards that you viewed or specific records that you've looked at. If there's a particular view or record that you'd like to look at quickly, you can always pin that and that will then drop to your pinned items here. The fastest way to add something to your pin items is within your recents items here, I want to go ahead and add this Boris Wilsonsin to my pin items, and you'll see it's available here under pinned. Next, we have my work. This is going to include those dashboards, any activities, reports and requests that you have. Each of these is going to have a view that you can take a look at, it will show the records associated with them. For example, my activities. I currently don't have any activities, so I'm going to switch over to all activities. This is going to show all of the activities for this particular firm. Again, you have those system views and you can also create your personal views as well. Through your system and personal views, you have the ability for you to sort those columns.
You can also search that personal view for something specific. You see search for records here. Just remember it is going to search just this particular list. If something's not included in this list, then nothing will come back. So for example, all of these open activities are regarding the Rogers family. If I were to search for the Smith family, nothing's going to come back because it's not included on this filtered list. Next do you have a list of reports that have been created. And this is going to be a way to pull back your data from your CRM. Under your reports, again, you're going to have the separation between your system views or those default or admin created views and your own personal views. Next you have requests. Requests are actually going to be something initiated by the client that potentially kicks off a workflow within your CRM.
Next we're going to take a look at our three main entities on Engage: we have families, relationships and contacts. Families is going to be the highest of the hierarchy. So this is going to be a group of relationships. Within the families, you also have associated portfolios, financial accounts, contacts, connections, et cetera.
Next, we have relationships. Generally, you have a few different types of relationship entities available. In our instance, here, we have institutions, households, prospects. Potentially, you have centers of influence as well. Within each of the relationships you're going to have associated entities like portfolios, contacts, financial accounts. Also, you're going to incorporate your tasks and requests here. So for example, any related activities or any related notes can be displayed at the relationship.
The next entity is the contacts. So this is where you're going to be able to see any person that's associated with your firm. That's going to again, include any of your clients, potentially any prospects or people associated with any companies with whom you do business. This is where a lot of your contact information is going to live.
Down below, we have additional entities available. We've associated them here with pipeline, financial information, marketing and compliance. Next, we'll take a look at our quick menu here in the top right. So you have your search and this is going to be a global search option. So it's going to look across all of your data points within your CRM.
Next, you have task flows. This can be customized per CRM, so you might see something different here, but essentially this is going to give you quick access to main asks that your firm handles on a regular basis. Next you'll have a quick create here. This is where you can quickly create a new record in your CRM. You can either quickly create a specific activity, or a record on an entity. The filter here shows you're advanced find. This is going to bring up a new window that will allow you to do queries within your CRM system. And as we looked at before, you have some personalized settings that you can make adjustments to. And if you have administration rights, you can go into advanced settings.
Now I'm going to go into a specific relationship to take a look at what's available within your CRM. I'm going to search for the Rogers family and choose this particular record. At the top of each record, you have a ribbon of menu items that can help you in managing your business. Some of these menu items might include the ability to create a new record, take a look at the hierarchy for this particular record, deactivate, or maybe delete a record depending on what access your administrator has given you, the ability to email a link to a colleague of this particular record, and don't forget, you always have the kind of more button here that gives you additional tools to use for this particular record.
Within Engage, you also have the cookie bar up here, which can get you back to a page that you've previously been to relatively quickly without having to re-navigate to it. I've mentioned a few times, about the system views and personal views. At this point, I'll show you quickly how to create a new, personal view for a record or an entity. In this case, I'm going to create a new, personal view on relationships. I'll go ahead and click create view. This is going to bring us to our advanced find feature.
We find the easiest way to create a new view is to clone, an existing view that you'd like to just make some tweaks to. So I have my saved view of all relationships. I'm going to go ahead and edit my columns, remove one particular column click, okay, and okay, and click save as. Change this to all relationships customized and click save. Now, when I go back now, when I go back to my relationship entity, I can choose to look at the different views. And scroll down to my views and see my customized all relationship view. If you'd like more information about creating another personal view or a system view, check out our videos on our knowledge base.
The final thing we'll take a look at it in this video is the global search function. When I click on my magnifying glass in the top, right, you'll see a search bar come up. This is going to allow you to search across all of your dynamics, 365 data. So when I click into the search box, I'll go ahead and start and type in a search term, hit enter, or my magnifying glass. And you'll see here, I've my categorized search is going to pull back records with this particular search term by entity. So you can see here, it has a list of my relationships, contacts and portfolios that have the search term of Smith in them. I can also use my filter in the top right-hand corner if I know I'm looking specifically for a Smith contact to filter to just the contacts. If I click on a record, it will bring up the full page of that particular record. Some firms will have a relevant search, which is a more detailed search, pulling back additional details for that search term, including notes and activities.
If you have any questions about the topics we've covered today, please reach out to your implementation manager or project consultant.
