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SHAREPOINT CRM
Incredibly User Friendly
CRM Solution by
Lookout Software
Product Reviewed by Ron Charity
December 2013
SHAREPOINT
INTRODUCTION
This review is written for anyone in the process of assessing potential Customer Relationship
Management (CRM) vendors for their organization who are considering their existing
SharePoint investment as the platform for deploying their chosen CRM product. The intended
audience for this review is technical and management readers that have CRM and SharePoint
acumen. This review will provide the reader with an overview of CRM and its benefits; an indepth review of the SharePoint CRM product; and evaluation, best practices, and
recommended next steps.
Centralized Communication and Knowledge: A single hub for all aspects of the
business that relate to the entire team becomes the one place to go for customer and
business relationship management knowledge.
Groves also stated that a CRM system must be operational (integrated into the business
process with its use measured and enforced) in order to be effective. Even though the business
type (financial, energy, manufacturing, health care, etc.) will influence how a system is
adopted, CRM systems in every type of business must contain an operational element in order
to achieve full adoption.
2013, SHAREPOINTREVIEWS.COM. ALL RIGHTS RESERVED.
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INSTALLATION INSTRUCTIONS
The following is a summary of the installation steps for SharePoint CRM:
1. Login to your SharePoint farm as Administrator (both Windows Server and
SharePoint).
2. Download the SharePoint CRM Install Package as provided by LookOut Software for
your particular version of SharePoint (2010 or 2013).
3. Extract the Install CRM Package to your WFE (Windows Front End SharePoint
Server), (e.g. download folder).
4. In SharePoint Central Administration create a Web Application (e.g. I used
SharePoint 81 which used port 81, database name CRM and accepted remaining
defaults). Note: You could also use a currently available SharePoint Web Application
and Web Site Collection.
5. Select the newly created SharePoint Web Application (e.g. SharePoint 81).
6. Create a Website Collection (e.g. I created a site collection called CRM, chose a Blank
template, and associated it with the application on SharePoint 81).
7. Open your new site in IE to make sure it is working properly.
8. What follows is the SharePoint 2013 install; the 2010 version requires a couple more
manual steps.
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Before proceeding to the next step, have the SharePoint URL and
site name for your CRM site ready. I used http://sharepoint:81 and
CRM.
9. Browse to the directory where the unzipped files are located, find the
INSTALLCRM.EXE file, and double click.
10. When prompted, enter the path to the newly created site collection (e.g.
http://sharepoint:81) and press enter.
11. When prompted, enter the name for the CRM site (e.g. CRM) and press enter.
12. When prompted, enter the path for the CRM site (e.g. http://sharepoint:81/CRM) and
press enter.
13. When informed that the install has finished, open a browser and enter the URL to
your new SharePoint CRM site (e.g. http://sharepoint:81/CRM).
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GETTING STARTED
In this section, I will walk you through some basic tasks, including the creation, viewing, and
searching of the following:
Calendar Items
First, lets familiarize you with the SharePoint CRM site layout (basic user interface concepts).
SharePoint CRM builds on the Microsoft Site Layout framework, so it will look very familiar.
Site navigation is to the left, primary Web Parts are the center of the page, and secondary Web
Parts are to the right.
The following is a screenshot of the base SharePoint CRM site with no configuration, thirdparty Web Parts, or data added:
To help you visualize whats possible, the following is a screenshot depicting a configured
Dashboard:
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SharePoint CRM is fully integrated with a built-in Quick Search, and youll soon notice that
many tasks are easily performed with this feature. Specifically, to begin adding content, you
click on the Search Box (look for the text Start Here Quick Search located in the upper right
corner of every CRM page) and the following form will appear:
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Each CRM item type has its own configurable menu options with features such as edit, upload
a file, send via email, and many others that help users easily capture and share information.
The following is a screenshot of a sample Action Bar (menu located at the top of a form) for an
Opportunitys display item:
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Another important user interface concept you should be aware of is that each CRM list is
represented by a specific icon. The following itemizes and describes the most common icons:
To begin, I place the cursor over the Site Search text box and enter a company name
(e.g. SharePoint Reviews).
Any matching results will appear, but in this case, SharePoint Reviews hasnt been
added, so the results window will appear and display tabbed navigation options for New
Account, Lead, Contact, Campaign, and Advanced Search with a message of No Results
Found.
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Note this is a fast and simple way to begin adding all types of CRM
information like Accounts, Contacts, Opportunities, Interactions,
Projects, Tasks, Calendar Appointments, etc.
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I enter the basic account information and click save. Notice that the form makes use of
all standard SharePoint column fields. The form is intuitive, easy to use, and adaptable to
individual requirements for data capture.
Once I save the form, the What would you like to do next? window appears.
Note that this window appears when new items are saved. As each
new item is created, the list changes to support the users logical next
step. This is a nice, configurable usability feature that helps the user
through the process of adding information with fewer clicks.
From the What would you like to do next? window I select Create a new Contact as
my next step. I could have selected No thanks I am done, but I want to create a dataset
with the basics.
I complete the form accordingly using my name and contact information. Notice that
the form makes use of SharePoints multi-pick choice, single, and multi-row text box
columns. You also have options to use the features Set as Main Contact and Add to
My Contacts, which will make the items available to import into Outlook. The form is
intuitive, easy to use, and configurable to specific requirements.
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From the What would you like to do next? window, which appeared as I saved the
contact item, I select Create an Opportunity.
As you look through the form, you see the use of the Main Contact checkbox from the
Add a Contact (pre-populated to reduce data entry and clicks). In addition, there are
sections of the form that can be minimized and maximized depending on how you wish
to display the field value boxes in the new form. With any relationship or opportunity,
you gradually obtain information, so it is important to enable users to gradually enter
data in a logical order.
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Add Tasks (reminders and to-do items for all of the above)
From the What would you like to do next? window, I select Create a Task.
For Tasks, I decide to create a few sample tasks to show how they are displayed within
the My Dashboard page. The form makes use of all SharePoint column fields,
including choice, date, and text boxes to help fast track data entry and improve
usability.
Additionally, the software has a configurable feature that enables copying selected data
from a parent list to a child list, removing the duplicate entry problem inherent in many
CRM systems.
I add the relevant values so the tasks will be displayed in the Task list on My
Dashboard.
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I repeat the steps above a few times using random data and then click on My
Dashboard, where the Tasks now appear.
The key information is displayed, which can help the user plan their days activities.
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An alternative method that can be used to display list data is using the CRMs highly
configurable Sub Grid. In the screen below, the Sub Grid is used in place of the above
SharePoint list view.
Add Discussions
The SharePoint Discussion feature can easily be added to the CRM and helps the user
reach out within their organization for help. This help could be for product or service
offering information, a how-to, or a request for an introduction, for example. This is an
important feature because it helps the user reach out when needed while keeping
information within the CRM tool (which builds the depository of knowledge in a
central, easily accessible place).
To add a Discussion, I page down the CRM Site to where the SharePoint Discussions
Web Part is available (lower right hand side of the page).
Next, I select New Discussion and add a few discussions, each time entering a subject
and descriptive text.
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AUDIT LOG
Another useful feature within the CRM is the Audit Log, which captures previous values and
new values of changed items, along with the date and creator/modifier.
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The following is a screenshot of the Quick Search results when searching for a specific Contact:
Notice that the CRM icons enable you to quickly add further Contacts, Interactions, Calendar
events, etc. This is another way SharePoint CRM increases usability by reducing drill downs,
clicks, and page loads.
The following screenshot is a Full Search of Accounts (notice that all the subject areas (e.g.
Accounts, Opportunities, Contacts, etc.) appear in the results):
The following screenshot depicts additional Add New options exposed within the Full Search
results page in order to reduce clicks and page loads:
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Another example of the configuration capabilities of SharePoint CRM is within its own Web
Part properties. The New/Edit form enables drag and drop from the Available fields list to the
Selected fields list in order to swiftly modify the type of data being collected by users:
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As mentioned earlier, SharePoint CRM by Lookout Software utilizes the SharePoint site
framework, which means that the Web Parts are designed with plenty of configuration options.
SharePoint CRM takes full advantage of SharePoint columns, views, lists, and
permissions/groups and builds on these with added automation and functionality options.
Within SharePoint CRMs Advanced CRM Settings, system features and functions can be
turned on or off, Action Bars can be modified in seconds, automation field names can be
personalized, and much more. From the Display pages, Sub Grids can be removed and
automated relationships between items can be quickly added. List, Item, and Field names can
be changed or added and forms can be reconfigured using an array of design elements.
The configuration options available within SharePoint CRM are extensive so that software
users and implementors are able to configure SharePoint CRM to meet their unique business
needs.
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The next screenshot depicts the CRM appointment management function from within Outlook.
A user is able to create appointments in Outlook and send a copy to the relevant CRM item.
This minimizes the number of clicks, enhances usability, and creates a historical Customer
Meeting Log.
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The next screenshot depicts the CRM Contact integration functionality with Outlook Contacts,
where possible duplicate CRM Contacts are exposed. If no duplicate items are presented, users
can swiftly copy from Outlook Contacts to the CRM minimizing the number of clicks and
enhancing usability.
MOBILITY
Mobile CRM solutions allow users to view and update data contained within the SharePoint
CRM system from tablets and smartphone devices. By collaborating with industry experts like
Pansys Software and H3 Solutions, Lookout Software has added two additional options for
delivering a mobile experience to customers using SharePoint CRM. For more information,
visit the SharePoint CRM site at http://sharepointcrmtemplate.com/mobile.
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EVALUATION
Now that we have completed our product walk-through, the following table summarizes the
key areas evaluated.
Area
Description
Rating
Notes
(1-5)
Installation
Configuration
5/5
clicking setup.
for you.
5/5
evolving.
ownership.
Solution Depth/
3/5
Deployment
Options
no specific documentation is
operating.
features.
User Interface
5/5
investments in SharePoint
and Office.
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Ease of Use
5/5
Activity
5/5
Management
Customer and
5/5
Contact
Management
customized as well.
Opportunity/Lead
5/5
Management
customized as well.
Opportunity
Management
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5/5
A sales course is
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consistent methodology
management.
Tracking revenue
5/5
and Forecasting /
Reporting
Mobility Capability
4/5
Android-specific clients.
you have.
Business
5/5
Intelligence and
Reporting
in SharePoint, as well as
external applications and
third party web parts.
Document
Management and
Collaboration
configuration options.
infrastructure.
Office Integration
5/5
4/5
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SharePoint
Integration
5/5
5/5
fully.
Have a vision and strategy. It is important to have goals you want to accomplish with
your CRM program. For example, you could aim to always facilitate and capture a
certain set of processes, tasks, and activities throughout a client engagement process
using a tool like SharePoint CRM.
Understand the benefits and metrics for success. What specific outcomes are you
looking for? Is it consistent engagement methodology across your sales force?
Centralized location of all client related information? Better reporting? Improved
insight into win/lose ratios? Simplified succession planning? Insight into cost of sales
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activity management? Decide which benefits are most important to your organization
and clearly define the metrics for measuring the success of those benefits.
Align your CRM vision with key stakeholders. Once you have a vision and have clearly
identified the benefits to be gained, your next task must be alignment of that vision with
key stakeholders. As you develop your vision and benefits guidelines, speak with key
stakeholders and get their feedback. If youre not in a position to do so, find an
executive-level coach that can help you. What youre trying to prevent is roadblocks,
poor user adoption, and other project-related risks.
Assess organizational readiness in your current culture, processes, policies, people, and
technology. Meet with key stakeholders and conduct a Risk Workshop to assemble a
plan for managing the risks.
Culture What specific aspects of your culture will be impacted? What about attitudes
and values?
Policies Which policies are impacted? Do any policies need to be created or enforced
through education and management? Specifically consider your policies regarding the
handling of client data and your code of ethics regarding what data is captured, stored,
and utilized.
People How will you inform people about CRM and incentivize them to adopt it? How
will you motivate them to act and measure their adoption? Perhaps the best term from
experience is influence. How will you influence culture?
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Technology What can you leverage? What must you buy? What best aligns with your
process or, better yet, what is configurable enough to fit your process with minimal
customizations and cost.
RECOMMENDATION
Overall, I found SharePoint CRM very easy to install and use. Installation took about 15
minutes. I watched the educational videos on the SharePoint CRM site and within an hour I
was navigating the site and entering information with ease. Because the product is based on
the SharePoint site framework and integrated with Office, it is very intuitive. Usability like this
should be a key consideration in your analysis of CRM tools, because ease of use and the ability
to configure the CRM to meet your specific business processes will facilitate greater (and faster)
levels of user adoption.
LEARN MORE
For more information about SharePoint CRM, educational videos can be found at
http://sharepointcrmtemplate.com/video-library. To arrange an on-premise evaluation or
personal, web-based demonstration, please contact Lookout Software using this link:
http://sharepointcrmtemplate.com/contact-us.
Have feedback or questions regarding this review? Please contact me at SharePoint Reviews
roncharity@sharepointreviews.com .
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