CRM Tips & Tricks

Occasionally requests come in to add the ability to have various categories with features to search these categories. While the software does have the ability to add a Contact Type such as Client, Prospect, etc. this may not fit the desired need.

The solution to this and many other wants/needs is creative use of the Contact Notes Field. Since each contact basically has unlimited notes (based on disk space, memory and Operating System Limits), You can create your own Categories, Tags or whatever you wish to call them and then use the search feature to quickly find anything with your special tags. This is possible since the Search feature searches most the contact fields including the notes!

For example, let’s say you have clients that use a specific product or product type in your product line. You could create something like:

TAG:Widget1

If you put something like this in the notes field and make it unique enough that it’s not going to be in the other contact fields (name, address, etc.), you can then search for TAG:Widget1 and every record that contains that will be found. Please note though, there is a 60 record limit on searches currently, so if you have many records with your new tag, you will get the following popup message.

To work around this, you may need to experiment with your Tags to be a bit more specific in order to prevent hitting this limit. You might change the tag to

TAG:Widget1NewClient

and another

TAG:Widget1OldClient

or maybe

TAG:Widget1Prospect

but hopefully you can see what can be done. The beauty of all this is that you can edit TAGs in any record at any time and create new ones.

Using information in the notes fields combined with the search feature can be very powerful. So go play around with this idea and see what you can come up with!

And Remember, registered users can always contact Sac City Tech for support.