BLOG. SMART PRACTICAL BUSINESS ADVICE

4 Time-Saving WORKetc Tricks for Power Users

WORKetc power users know more than a few tips and tricks to shave precious time off of their business processes and workflows. Here are four more little tricks that will make you even more efficient and productive.

Four WORKetc Tricks for Power Users

Every minute and second you save, every dollar and cent that you bill—everything counts when you’re running a small business.

This is a lesson every entrepreneur needs to learn quickly if they want to stay in business.

WORKetc already helps streamline business processes and workflows by integrating CRM, projects, billing, support, and more into one central business management app.

And if you’re a WORKetc power user, you’ll already know more than a few tips and tricks to shave precious time off of your processes and workflows.

Today we’re teaching you about four more little tricks that will make you more efficient and productive.

1. Use Company Tags to Create Highly-Refined Smartlist Results

When you need to find something in WORKetc, the global search is usually the first thing you’ll use. When you want to find very specific information, however, you turn to smartlists.

A few months back, we added the ability to use company tags to further refine the results of smartlists that filter for person-type contacts. This means you can now set even more specific criteria to slice and dice your contact list any which way you want.

Let’s say, for instance, that your company sells water coolers. You’re cooking up a marketing campaign for a new type of water cooler that you’ll be selling soon, and so you want to get a list of people to send marketing materials to.

You’ve already tagged all decision makers in your client companies as “Admin / Exec”, and you have preferred clients tagged as “Platinum”. You’ve also separated your clients into service zones numbered 01 to 10.

You have a completely different marketing plan for your preferred clients, however, so you need to make sure none of them are on that list. For this specific marketing copy, you also only want to target those companies who are located within service zones 3, 5, and 10.

Doing all this on your contact list would mean you’d have to input each tag yourself into the search box, plus you won’t be able to exclude preferred “Platinum” clients from the search results.

WORKetc Advanced Smartlists

By using smartlists, however, it’s as easy as creating a smartlist that shows results for contacts that have the “Admin / Exec” tag and the company tags “Service Zone 03”, “Service Zone 05”, and “Service Zone 10”, while excluding all contacts that have the “Platinum” company tag—as you can see in the screenshot above.

With just a few clicks, you get a highly targeted marketing list for your team to focus on. You won’t end up wasting time and resources trying to sell your new product to people who either won’t be interested in it, or who are in no position to decide whether or not to buy it.

2. View Any Activity Type on the WORKetc Calendar

WORKetc’s calendars always show events such as scheduled client meetings or sales calls by default. You can, however, actually view anything from projects, tasks, and timesheets to support tickets, emails, and discussions on the calendar.

With an overview of everything you have scheduled — whether it’s a client meeting, a project you need to work on, or an email you need to send out — you can manage your time more efficiently.

Using these different calendar views, a digital marketing firm, for example, can use the WORKetc calendar as a content calendar simply by creating tasks for blog post publication dates and setting the calendar to show only tasks.

You can view all those post publication tasks on your WORKetc task list, of course, but a real calendar view is more effective in letting you visualize your upcoming tasks (and how they affect other things you need to do) compared to a list.

WORKetc Calendar Activity Types

To view activities other than events in your calendar, simply click on the down arrow next to “Activities:” at the top right hand area of the calendar, as shown in the screenshot above. This will open a menu where you can select what type of activity you want to view on the calendar.

You can mix and match which activities you want to view; if you want to view everything you have scheduled on the calendar, simply click on the checkbox next to “Everything”—the last option in the drop down menu.

3. Control Access to Knowledge Base Articles on the Customer Portal

When your customers have access to information that lets them resolve small issues by themselves, your support team can bring more focus to bear on bigger issues and emergencies. To help your customers better help themselves, you can share knowledge base articles with them via the WORKetc Customer Portal.

The trick here is to provide only those articles that are relevant to your customers in the first place. It gets even trickier when you’re offering multiple products and services.

Let’s say your company does web design, hosting, and content marketing. You tag each customer according to which services they’re currently paying you for. Web design clients have the “Web Design” tag, for instance, while content marketing clients have the “Content Marketing” tag.

Now, you don’t want to show your web design-only clients a bunch of FAQs about your content marketing services since it’s not relevant to them That just wastes both your and your customer’s time.

You can control exactly what your customers see on the knowledge base by only allowing access to specific articles to users who have the proper tags.

You can show articles and FAQs about your web design services only to clients with the “Web Design” tag. Content marketing clients, meanwhile, will only see those articles about your content marketing services.

You can even share articles only to specific people. If your web development company, for example, is handling web hosting for Company A, you can choose to share client-specific knowledge base articles, such as cpanel and CMS logins, only to those contacts who work for Company A.

To do this, simply open a knowledge base article by going to Documents > Knowledge Base and clicking on an article title in the tree view to the left of the page.

WORKetc Knowledge Base Article Access

Next, click on the pencil icon next to Customer Portal access under the article’s title, as shown in the screenshot above. You’ll then see four sharing options, with the first one making the article inaccessible from the customer portal and the second one making it available to all customer portal users.

The final two options let you share knowledge base articles with either specific customers (great for when you’re sharing specialized KB articles with only a handful of people) or customers who have specific tags (better for sharing articles with more people).

4. Create a New Lead, Company Contact, and Person Contact All at Once

When you’re creating a new lead in WORKetc, you’ll also want to create new company and person contacts for that lead.

Now, speed is essential when you’re trying to lock down a sales lead. Fortunately, you don’t have to waste precious minutes creating them one after the other—WORKetc lets you create all three at the same time.

Simply open the “Create Lead” dialog from anywhere in WORKetc then click on the “Client” tab at the top of the dialog box. There, you can see the options “New Company contact” and “New Person contact”.

WORKetc Create Lead and Contact

Clicking either will let you create these new contacts along with your new lead without having to navigate to another WORKetc page or launching the Create Contact dialog.

This very same process also works when you’re creating a new lead via the WORKetc Gmail or Outlook add-ins.

Have you used any of these tips before? How did they help you make better use of WORKetc? Tell us in the comments.

  • ChristopheJ

    I’ve been using the sharing options for the Customer Portal. In general, these micro-features remind me of the book “The Design of Everyday Things”: having advanced functionality in your software for the experienced user that doesn’t overwhelm the rookie: happy to see this principle applied.

  • Thanks for the great tips, Dan. My team can make great use of the search tips given how our WORKetc database has grown. Before WORKetc, our data was spread out among three universities on three different systems. Today, our entire team understands that if it’s not in WORKetc, it doesn’t exist!

    I also like the tip on creating a lead, company & person in one screen. We are careful to make sure a contact does not already exist before creating a new one. If you type the name of the company or person in the search box, it will pop up if it already exists.

  • Jaymes Baker

    #1 I was not aware of this function until I read this article, it is great to know. I’d also like to add all the interesting reports you can generate with these activities.
    #2 I love this feature, it has so much potential to cut down on both customer frustration and the need to do a full on remote sessions to explain functionality.
    #3 Is fast and easy to access from other screens. Say you are entering a new support ticket, all you have to do is start typing a name and a window pops up to go ahead and create a contact for that lead.
    #4 Filtering is critical when you have several customers on different versions of your software.

  • Ross Hendy

    I’ve used the Tag function to create more detailed user lists for building segments in my main customer lists in Survey Monkey. We use Tags extensively when defining the qualities of our clients. It has been very useful. We also use the Activity Type on the calendars to track performances of our musical copyrights. The calendar integrates seamlessly with iCal and Outlook. Brilliant.

  • David Grace

    Creating a lead, company and contact all at the same is a cool time saving feature. This is why utilizing WorkETC as our business CRM really makes sense. Everything that WorkETC bake in saves time, money and effort. Thanks guys.

  • Keith Klein

    We’ve been using Tags since day one…so that first item made me think we’re some sort of power user. LOL. Then I read tips two thur four…and see we’re barely scratching the surface of what WorkEtc can do. I’m simply going to have to use the calendar to set aside time two or three days a month to keep learning. Good post. Great examples. Excellent video vignettes. Thank you.

  • Charlotte Baker

    We use TAGS to identify if our contacts are already clients and to highlight how we met them. We also separate out what sectors they are in. I wasn’t aware of the Leads tip – creating a client and person contact at the same time – this will come in most helpful in the future and save us much time and effort – Thanks!

  • tekrescue

    We use tags like crazy. They are one of our favorite features. Very similar to point #1 we use tags in conjunction with custom fields and a smart list to create what we call a “pick list.” It’s a list of clients that need service, in order of priority. Highly recommend these features.

  • Those are all interesting tips! The knowledge base one is good, don’t want them seeing too much. Tip 4 is also; efficiency should be every company’s goal.

  • Melissa Bailey

    Tagging has definitely been a learning curve at our company as we went a little tag-crazy during the beginning and now we’re having to do a LOT of cleanup work! If I had it to do over again, I would have spent way more time in the beginning thinking through tags because, like the article points out in tip #1, they are incredibly useful IF they are done correctly. Just a tip for new user or users thinking about Work[etc]: slow down with your tags and be very methodical about what tags you use, who gets what tags, and what tags mean. We now have an official approval process when users want to create new tags so that we don’t end up six months from now with hundreds of useless tags once again.

  • Donna Grindle

    Creating the Lead, Contact, and Person all from within my GMail when a new contact reaches out is one of the best time saving features I have found. The set up of a lead for a brand new contact takes way too many clicks if you do each one separately.

    Tags we started strong and have lost our way but we know the value and recently started making sure we tag clients properly.

See all

Featured Posts

Every Minute Counts: 3 Ways Time Tracking Helps Your Bottom Line

Five minutes. That’s how long I spend on my email inbox at the start of my day, every day. I used to get easily distracted, sometimes spending upwards of half an hour just going through my email. And by “going through” I do mean just reading them. No replying, no creating tasks. It was a […]

Don’t Use a Driver When You’re in a Sand Trap: Boosting Growth with Automated Tags

Small business marketing is a bit like golf. You don’t use a driver for every single stroke. Yeah, you might luck out and get a hole in one, but it’s more likely you’ll end up spending way too much effort for too little return. What matters is that you identify exactly which club best fits […]

The Underperforming 10% of Your Team Can Burn Your Small Business

WORKetc is a small business. Tiny, really, compared to others in the CRM industry. But still—we’re able to provide our services to over a thousand companies, big and small, all over the world. How? Well, by using a complete business management solution to run day-to-day operations, for one, but also by obsessively making sure that […]

Unlock Your Site’s Potential With Automated CRM Web Forms

Don’t believe what the “gurus” tell you: lead generation is hard. It costs money, time, and a whole lot of effort. So it stands to reason that business should do everything they can to at least make the process of actually capturing the leads they generate be much smoother and easier. That’s where WORKetc’s web […]

Still Using Spreadsheets? Here’s Why It’s Time to Graduate to a CRM

One of the most mind-blowing conversations I’ve ever had was with a potential client whose support team used spreadsheets to track everything. They had one guy list down every support ticket and conversation he had during the day, and then another person would add those daily lists to one big spreadsheet. That left me speechless […]

Tools of the Trade: What Makes a Good Business Management Platform?

When I started my first content marketing business I had a very basic idea of what I needed to do: find a customer, do work for them, get paid. That was it. Once I was busy and in business, I realized that I had missed a few important steps. I had to come to grips […]