Working with Accounts in Sherpa

 

The top half of the accounts screen is where the main information about the account/client is entered.  You can use this entire screen to add, edit, and search for accounts, set filters, and group accounts into similar categories. 

Account Name Drop Down: This drop-down menu at the top of the screen allows you to access previously visited accounts within a certain time frame without having to go back to Search Accounts. The time frame is set by your Administrator, but typically is set to show a 5-7-day history.

     

When you click on the Accounts option from the main Sherpa window, a new window will open showing you the account information of the last account record you were in.  You can open multiple account records by clicking the New Window button  and searching for an additional record, and you will have a new window that will open for each account record.

Buttons:

Add Account: 

Used to add in new accounts into the database.  To add a new account, click on the “+” button and enter in the account information in the respective fields.  All the field names with an * are required fields.  You must add information into these fields to successfully add an account.  If you try to add an account and forget a required field, you will get a message after you click Submit to enter in the required information and the field name will turn red.  There is also a feature where after the zip code is entered in, the City, State, County & area code for the phone number will automatically be filled in.  When all information is entered, click the Submit button and you will be asked if you would like to add an additional account; if you would like to add another account click Yes and the form will clear out allowing you to add another record.  If not, click No and the form will close, and you will be taken to the new account record you just added.  You may also get a message that another account exists with a same or similar company name and a list of accounts; this indicates that you have possibly entered a duplicate in the database.  If the Account you are adding shows in this list and you don't want to add a duplicate account, click NO in this message and your account will NOT be added.  If you do want to add the record, click YES and it will be added into the database.  

You can also search in this area using the Duplicate Account Search to search not only your assigned accounts, but all accounts in the database to see if an account already exists but is assigned to another user.  This searches by same or similar Company Name only; to search for duplicates based on other information see the "Dups Search" section below.

 

Edit Account: 

Clicking on this button allows you to edit all the company’s information including company name, address, city, state, zip code, contact information, vertical markets, etc.  This is not where you will edit or add additional Contact Names, that is done in the Contacts Tab (see Contacts section)

Delete Account: 

This button allows Managers/Administrators to delete accounts.  It is usually grayed out for use by Sales Representatives. For users that do not have access to this button, you will request that an account be deleted my using the Delete Company check box in the Vertical Marketing area.  Place a check in the “Delete Company” Account Classification check box when they find an account that needs to be removed. The Administrator can then run a filter to see all Accounts marked for deletion and verify them prior to removing.

**Best Practices: Admins can delete accounts, this would be a manual one account at a time deletion.  Sherpa is intentionally set up that way.  If you have a lot of accounts you are looking to delete, we recommend using the Account Merge Tool, merge all those accounts into one and then delete that one account.

Search Accounts:

Allows you to search for an account by Company Name, Phone Number, Contact Name, Email Address, Zip code, County, ERP (Customer) Number, Equipment ID, and more.  You can also choose IS, BEGINS WITH, CONTAINS, or END WITH from the dropdown to expand your search even more. 

 

To Search for an Account: Type in the search criteria you want to search for (based on your Search Criteria choice) and this will pull up a list of the companies in your assigned territory that match the criteria.  You can then double click on the company name that you want to choose, and you will be brought to that account record, or click the X in the right-hand corner to close the Search screen and go back to the previous account record you were on.  You can also choose how many records you wish to be displayed at a time by using “The First 25, The First 50 or Show all Records” options. The default result is 25 matches, but to view the first 50, or show all matches you can select either one of those and click on Search again to display more results. There is also an option to Show Unauthorized Accounts.  If the Sherpa administrator has this option turned on in the Control Panel, you will see a check box for Show Unauthorized Accounts. When checked, ALL accounts that meet your criteria will populate (depending on if you chose 25, 50, or All). Accounts that appear white are within your territory and you have access to them. Double click to open the account. Accounts that appear gray are accounts you do not have access to. If you try to double click on them you will get a message that you do not have access to the account.

Within the Search area there are also some additional functions using the buttons on the top of the page:

Show All Accounts: The Show All Accounts Button will ignore the Search Criteria and show all accounts that a user can view, limited by the Records Displayed amount (The First 25, 50, All Records). When clicked on, you will receive a message that "This may take an extensive amount of time to load. Do you want to continue?".  Depending on the amount of accounts viewable to the user, this might take a few seconds to load all the accounts, but typically it will not.

Export to Excel: The information being viewed in the Search Accounts area can be exported by using the Export to Excel option available for Regional Sales Managers, and above security levels.  This will export the current accounts being viewed in the Search area.

Bulk Activity Creation: Bulk activity creation allows an activity to be completed or opened on all accounts showing in the Search Accounts area (usually acquired after filtering to a specific group of accounts), by just entering it once and applying it to all accounts. See Bulk Activity Creation on page 48 of this section for further details.

Direct Marketing: The direct marketing button is available on a per user basis set by the administrator and is used to export contacts for outside Marketing Programs. If this button is showing, you can do a search in the Search Accounts area, then click the Direct Marketing button to export the contacts showing in the results of your search.  When you click on Direct Marketing it will ask you where you want the file saved to.  Browse to the location and click Save, and the file will be saved to that location.  The columns exported will be the Phone Number, Company Name, Industry (pulled from the SIC Code field), Rep Name (if it is a Named Account), and Branch Location (pulled from the Address field).  This can now be imported into the Marketing Program of your choice for mass marketing purposes.  

 

Filter: 

Used to search your database by a combination of specific criteria; great for vertical marketing. To create a filter, click on the filter button, select Create a New Filter and enter your parameters; you can filter your accounts based on any combination of any of the fields in the Filter area. If there is a blue section under your criteria (such as Zip Code) the criteria must be showing in the blue area before it will filter (double click or hit Enter to move it down to the blue area). You can test the results of the filter prior to running it by hitting the Test Filter button on the right side of the screen and it will show you how many results you have.

 

You can also save filters for future use.  To save a Filter, select the filter parameters and then type in the name of the filter. Hit the Save Filter button. The system will pop up a message that your filter has been saved. To reuse a saved filter, click on the filter button and then “use a saved filter”.

Multiple sections selected will narrow the list to the companies that fit all the criteria. If multiple items are selected in the same section (i.e.: 2 cities are selected) the filter will produce results for both. The Account Classification is the only area that gives the option to use either “And” or “Or” when selecting. “And” will result in companies that match exactly with all the Classifications selected. “Or” will result in companies with any of them marked.

Note: If your numbers go up as you add account classifications it is because as you add more parameters, you’ll have more accounts that don’t have ALL the listed account classifications.  You might have 10 accounts that don’t have Classification A, and 40 accounts that don’t have Classification B.  Then when running the filter on accounts that don’t have BOTH Classification A and Classification B, your number may be 100.  The discrepancy of 50 additional accounts you get when running both account classifications with the “not” filter represents the accounts that do have either Classification A or Classification B, but don’t have both.

Zero Activity in the filter will result in a list of all accounts with no activity completed or created in the date range selected. This is a great tool to make sure all accounts are being contacted regularly.  This looks at the last contact date, late activity date, and last completed activity date.

In the area to filter by Lease End Dates, there is an option to run the filter using the TCO Only check box.  If checked, Sherpa will only display results using the equipment listed in the TCO tab.  If unchecked, Sherpa will display results from both the Lease Tracker date as well as the TCO.  If you do not have the Lease Tracker module, only TCO results will display regardless of the check box.

To delete a filter field (i.e.: Boise in the City filter area), highlight the criteria and hit the Delete button on your keyboard. This will move it back up into the default list and you can select something else.

You can also use the * for open-ended filters. Ex: for everything on Main St, type *Main* in the Address field. This will look for anything with “Main” in the address field.  The * can be used in any field that is free type.  Depending on where you place the *, is where the open-ended search will happen.  If placed at the beginning on a word or number, the system will search for anything that ends with that word or number.  If placed at the end, it will search for anything that begins with that word or number.  If an * is placed on either side of the word or number, it will search for anything that contains it.

When you have entered in all the information you want to filter by, click the Filter button and you will be taken to the Search area and your results will show.  You can now double click on any of the Company Names to go to that account record.  

Keep in mind that when you have a filter activated, you can only search and access accounts that meet that filter criteria.  To end the filter and regain access to all your accounts, you will have to end the filter first.

End Filter:

Click on this button to remove any filter currently applied to your database that is limiting the accounts you can view.  This button will appear in Red Font when you have a filter activated.  

Print Account:

Displays a print preview of the information viewed on the Account Card. You can choose to include Contacts, Activities, Emails and/or Equipment from the TCO tab before you run it, and choose from the last 10-100, or ALL.

Google Maps:

Opens your internet browser to Google Maps and instantly maps you from the location of your office (set by your Administrator) to the location of the company you are currently viewing.  You must be connected to the Internet to use this feature and may be asked to select a starting office location if you have multiple regions set.

Account Tools Dropdown

Dups Search:

Before adding a new account, this allows the user to check for Duplicates to make sure the record doesn’t already exist in another user’s database.  You can search by any part of the Company Name, Address, Phone Number, Equipment ID or Contact Name.  Enter any part of the Search Criteria in the search field and click the Search button.  Sherpa will bring up a list of accounts that are similar. This is a viewable option only.  You will not be able to pull up a company you select from the list and view its details, as the account may not be assigned to the user.  If an account is found, the user can now follow their Company policy to have the account reassigned to them instead of adding a duplicate into the database.

 TCO Totals:

This will bring up the totals from the TCO tab allowing the user to view the customer's  current cost without having to leave the Accounts areas.    

New Account Approval:

Part of the Account Import tool. If you are selected to be able to approve accounts that have been entered, this option is available. See the Importing Accounts in Sherpa document for more information.

View Approved Accounts:

If you have accounts that go through the approval process, you can view the status here.

Account Import:

If your company has this module turned on you can take a spreadsheet filled with account information and import to Sherpa instead of having to enter each one manually using the +Add button. See the Importing Accounts in Sherpa document for more information.

Financial ID Search:

Allows you to search for the Financial ID as set in the Financials page. 

Proposal List: 

Click to view a list of your proposals for all companies (or all reps that you can view if you are a manager). You can double click on any of them to go directly to that proposal and company.  You can also search for specific proposals by Account Name, Prepared By, or Proposal Name in the drop down and entering in the name in the search field.  If Prepared By is chosen, you can choose a user from the search field, or use the * to view all user's proposals.

Document List: 

Click to search and view a list of all Documents for all companies (or all reps that you can view if you are a manager). You can double click on any of them to directly view that document.  You can search for a specific document by Account Name, Date Entered, Description, or File Name.

Sales Template:

Used to fill out Sales Letter Templates automatically (such as the Vito letter supplied by Sherpa).  To use, click on the Sales Templates button, and select the correct template from the folder that opens.  Once you’ve found the desired template, double click on it.  The Word template will open and automatically fill out the account information.  The Word templates must have been formatted correctly by your Sherpa Administrator for this feature to work properly.

Modules Dropdown:

Lease Tracker: This is where current lease information imported from the various banking vendors is stored to allow lease expiration follow-up. (This must be purchased as an add-on by your company to be available for use. Please see the Additional Module section for more information.)

Intelligent Device Mapper: This is a Floor Plan Mapping Tool used to show current situations vs. proposed solutions on Floor Plan outlines.  (This must be purchased as an add-on by your company to be available for use. Please see the Additional Module section for more information.)

Account Information (Top Half of the Screen) :

Account Location: Account Address, City, State, Zip Code County, fields show the company information as originally entered when the account was added to your database

Account Notes: A type-in field for notes pertinent to the Account, such as Annual sales, Number of Locations, etc. To enter notes, click on the Edit Notes button, type in your notes and then select Save. This field is also a good place for the user to put notes when requesting that an account be deleted.

ERP Number: Shows the ERP client number (as determined by OMD, E-Automate, NexGen, etc.), and is not changeable by Sales Representatives. It can be edited/added by Manager’s and higher in the Edit Account area. Next to the ERP number is a button that links to your ERP system for viewing purposes. The same button is in the TCO tab as well. See the Additional Module section for more details.

Contact Details (Top Half of the Screen):

Contact Name & Info: Main Contact Name, Dear, Title, Work Phone, Mobile Phone, Email Address, Main Office Phone Number, Website & SIC Code show the Main Contact’s information as either entered in when the account was first added into the database, or the person who has been selected as the accounts’ main contact from the Contacts tab.  To edit any of these fields, you must do it in the Contacts tab.  See Contacts Tab Instructions for updating. For Website and SIC Code  choose to edit the account to edit this information.

Web Site: Allows you to launch the account’s Web Site directly from Sherpa.  To launch, simply double click on the Web Site link in blue.  You must have the www. at the beginning of the web address for the link to work.

Send E-Mail: Allows you to email the Main Account Contact via Outlook directly from Sherpa, if you have an email address listed.  To use, click on the Send E-Mail Label.  An Outlook email message, addressed to the contact, will pop up.  Type your message as usual to the addressee, attach any files desired, etc., and then click the send button on the email.  The message will send via Outlook and be asked if you want to save a copy of the email in the email notes tab within Sherpa.

Additional Information (Top Half of the Screen):

Account Classification: These checkboxes allow you to identify what type of account this is (i.e. Current Customer, Priority Account, etc.) and can be used for filtering and running reports.  These checkboxes are customizable by your Administrator. Anything checked will show on top alphabetically, and anything unchecked will show under that, alphabetically. Once you check a box that wasn't previously checked it will go to the top of the list with the other checked classifications.

Relationship: if the account is marked as a Parent Account this will say Parent Account.  Or, if it is marked as a Child Account of a Parent it will say Child Account. If it is not marked as a Parent or does not have a Parent assigned to it, this will be blank.

Zone: If this account is part of a Zone (set up in the Administrator area), the name of that Zone will appear in the blue Zone field.

Reps Button: The Sales Reps button will show a list of all reps that have access to this account, either by territory rights or named account.  It will also separate it by who can see it as a Rep, a Manager or an Administrator.  

Reps: 

The Reps field shows the Primary Named Account Rep, and all Secondary Named Account reps can be viewed by clicking on the drop-down menu. If this is a territory account and not a named account, the Reps drop down will be blank.

Assign Rep and Remove Rep:

This feature is used by Managers/Administrators to assign Accounts.  Reps can also add other reps to the account by clicking the + button and clicking the other users to have access to this account. Then hit Submit. Reps can be removed from an account by clicking the X button. They will be asked to verify that they want to remove that Rep.

When the Primary Rep assignment is changed from one rep to another here, a pop-up box will appear containing information to remind the person making the change that the rep removed from the account will only been removed from the account assignment itself but will additionally need to be removed from any open activities, opportunities, lease assignments and orders (if using the Order Processing module). Select the prompt for Yes or No if you would like to proceed with making just the account assignment change.

The most efficient way to make all changes at once for any rep assignments associated with the account is for an Administrator to use the Transfer Accounts or Bulk Naming Tool features available in the Administration menu. Sales reps do not have access to these tools.

Supplies Network:
If you are a Supplies Network’s mpsSELECT™ CPI Cost Per Image Service or A La Carte Program Customer, Your Administrator will link the customer's record to the Supplies Network Program here; Only Administrators have access to do this.  This will allow the Rep to choose Supplies Network Programs to import into the TCO and in the Printer Pricer area to use their provided pricing to price MPS.

To add the Name and ID to the customer record click the + button to see the available customers from the Supplies Network API.  Highlight the correct customer and click the Assign button.  By default, you will see customers that aren't already assigned to a record in Sherpa.  To see all accounts, click the check box "Include Mapped Accounts, however, if one of these accounts are chosen it will remove from the currently assigned account and reassign to the current account record you are on.

You can also search through available accounts using the Find feature at the top and type in a key word - it will filter through the list and show you any matches available.

 

 

Tabs-Bottom Half of the Screen:

Contacts Tab:
The Contacts Tab is where you store all company Contact information. The more information you enter in about each contact, the more valuable your database is to you.

Add a New Contact:

Click on the Add button to add a new contact. Type in the Contact’s information and select Submit.
Edit Contact:

Highlight the contact’s name in the contact list and click the Edit button to make any needed changes to current contacts. You can also double click on a user to open the Edit Contact form. Click on the Submit button to save changes.
Delete Contact:

Highlight the contact’s name in the contact list. Select the Delete button and then say Yes to confirm that you want to delete the selected contact.
Find:

Allows you to search all contacts for that account by keyword. Click the Find button and type in the keyword and the contact list will be filtered to just show any matches

Send E-Mail:

To email a contact, make sure you have an email address listed, and highlight the contact that you would like to email and click on the Send E-Mail button. This will open an Outlook email with the contacts email address in the TO field. Once you send the email you will be asked if you want to Save a copy of the email into Sherpa, and a copy of the email will be saved in the Email Notes tab.

Set as Main Contact:

To make a contact the Main/Primary Contact (the contact whose information shows on the top of the Account Card when viewing the account), highlight the contact’s name in the contact list. Click on the Set as Main Contact button and it will refresh the top half of the screen with the new contact information. You must do this anytime you want to refresh the main contact’s info if you have edited it in the Contacts tab.

Transfer Contact:

This allows you to transfer a contact from one account to another or copy a contact into an additional account. Highlight the row of the contact you want to move / copy in the Contact list and click on the Transfer Contact button. Type in the beginning of the Company name you want to transfer the contact to or copy to. Then highlight the company in the list and choose to Transfer to New Account (this will remove the contact from the current account and move it to the one chosen), or copy to New Account (this will create a copy of the contact to the new account - the contact will be in both accounts).

Outlook:

This feature allows authorized users to import contacts from Outlook into the current account, and export current account
contacts to Outlook. Click on the Outlook button and choose to either Import Contacts from Outlook or Export Contacts
to Outlook.

If Importing Contacts from Outlook, once you click the button a form will pop up showing your current Outlook contacts on the left and your current Sherpa contacts for that account on the right. Select the contacts on the left that you want to import from Outlook into the selected company in Sherpa and click on the Import button.

To Export the Sherpa contacts for the selected account into your Outlook contacts, click on the Export Contacts to Outlook button and a similar form will pop up, but with your current Sherpa contacts for that account on the left, and your current Outlook contacts on the right. Choose the contacts you want to send to Outlook and click on the Export button.

Related Contacts:

If you have the account set up with a parent/child relationship, Related Contacts will show you all contacts that are in this relationship. For more information see the View Parent/Child Activities or Contacts training document.

Save Grid Layout / Reset Grid Layout:

You can reorder the Contacts tab columns to any desired order or sort & then click Save Grid Layout. This will save your preferences. To reset to the default layout click Reset Grid Layout.

Social Media:

A column for Social Media can be added to the Contacts tab that will reflect Yes or No for each contact showing if they have social media data entered. Click on the Yes or No to open the social media form. Making it much easier for you to quickly add or verify which contacts you have entered social media information for or not.

You can add links for any Social Media page associated with a contact. Highlight the contact, click the Social Media button and a form will come up where you can enter the link to however many links you would like. Once added, just click on the link and it will open your internet browser to the person’s profile.

To add a link, click on the + button, enter a description of the link, copy the web address from your internet browser for that person’s page and paste it into the Link field and click save.

Activity Tab:
The Activity tab is used for entering in all communication and activity with the account including Phone Calls, Appointments, and scheduling follow-up Activities. You can also check your Activity list to see what items you have pending or past-due using the Activity List.

The Activity Form:

Once you have called or visited the account and are ready to log it into Sherpa , if you have no open activities on this account, you will click on the Add New button on the left-hand side of the screen to get started.

A form will populate to fill out the following information. (Generally, the only time the “New” button will be used is if you are completing a brand new activity or scheduling a new pending activity. If you have previously scheduled the activity for yourself, you can just complete that activity - See Completing the Activity section below.)
Creating a New Activity - Step 1

1. Activity Date – This is the date you will be doing the follow-up activity. It will default to the following work day; if you want to select a different date, just pick it from the drop down.

2. Appointment Time / Duration – Enter the time and duration for your follow up activity if needed; this is not a required field.

3. Reminder – To schedule a Compass reminder check the reminder box and pick from the drop down for when you want the reminder to pop up and remind you.

4. Add Document- You can attach a document to a new or pending activity by using an Add Document option. You must first double click on the activity you want to add the document to, then a new window will open with an Add Document link in blue to link your document. The Document Link feature is only compatible with documents being saved to our Document Storage module.

5. Sync with Outlook- To Sync a calendar item to Outlook that was created in Sherpa, check the Sync with Outlook box in the Sherpa Activity to sync that activity and any future changes made to it. To stop syncing the activity at any time, check the Stop Syncing box.
Please note the Send to Outlook Calendar button (a one-time send feature) is irrelevant for any activities that are marked to Sync with Outlook (which will send as well as sync).

6. Activity – Select from the drop down the type of Activity you are completing. Activities available are set by the Administrator.
7. Contacted by – Will automatically populate as the user who is logged in but can be changed by choosing another name from the drop-down list if you are completing an activity on behalf or another user.
8. Contact – Enter the Contact name, it will default to the primary contact on the record, but you can select a different contact from the drop down, or, enter a new contact into the contacts tab by clicking the button next to the contact name and adding the information just as you would in the Contacts Tab. This new contact will be saved in the Contacts Tab as well as in the completed activity.
9. Objective – Enter your objective and what you were trying to accomplish by completing the activity. This is a required field.
10. Notes – Enter your results and details of the activity in the Notes field. For your convenience, you can also choose from predefined notes by choosing from the dropdown and choosing to add that text before or after the notes you manually typed in.

Completing the Activity - Step 2

11. Complete Activity Now - Check this box to show your options to complete the activity.

12. Date Completed - Enter the date you completed the activity. It will default to the current date assuming you are completing the activity in Compass the same day you did it, however, if you are completing an activity that you did on a previous date you will want to put that date here.

13. Attempted vs Successful – Tag as either a Successful or Attempted activity, (Successful - you successfully accomplished your objective. Attempted - you did not successfully accomplish your objective). This will color code your activities to allow you to easily see how successful your activities are. This doesn’t affect anything other than setting a color to the activity in the list view; whether you mark the activity as Successful or Attempted, your activity will still count as  Completed.

Scheduling the Follow-Up - Step 3

14. Create Follow-Up Now - Check this box to show your options to schedule the follow-up activity. If next to "Step 3" it says (required) instead of (optional), this means your Administrator has required you to schedule a follow-up whenever an activity is completed.

15. Check Outlook Calendar – Click on Check Outlook Calendar to have Compass check your Outlook calendar. A message screen will pop up to show you your current appointments for the call back date entered.

16. Outlook Import – If you have entered an appointment into Outlook, you can import it into your Sherpa activity or follow-up  activity. As soon as you are in the Activity area, click the Outlook Import button, select the appointment you wish to import and hit Import. This will populate the Date, Time, Duration and Objective fields. You need to fill in the others before Submitting. To Sync a calendar item to Outlook that was created in Sherpa, click the Sync with Outlook button in the Sherpa Activity to sync that activity and any future changes made to it. To stop syncing the activity at any time, check the Stop Syncing box. Please note the Send to Outlook Calendar button (a one-time send feature) is irrelevant for any activities that are marked to Sync with Outlook (which will send as well as sync).

17. Mark as Urgent – Tagging an activity as urgent will place it at the top of the Contact Activity Tab and highlight it in Red when viewing it in the activity list.

18. Send to Outlook Calendar – If you would like to send a pending appointment to your Outlook Calendar click on Send to Outlook and the appointment will be sent to your Outlook calendar. The Company name, Contact Name, activity notes and phone number will all be sent to Outlook creating an appointment for the date and time scheduled in Compass. The duration and reminder time will also be set to what was entered in Sherpa. Please note the Send to Outlook Calendar button (a one-time send feature) is irrelevant for any activities that are marked to Sync with Outlook (which will send as well as sync).

19. Opportunity-You can link an Activity to an Opportunity by double clicking on the Opportunity drop down. You will be able to select from your list of created Opportunities on an account and choose to reflect that the activity created is tied to the created open, pending, or completed activity.

20. Save – Click on the Save button to save your entry and finish logging your completed activity and setting up your future activity.

21. Cancel – Click on the cancel button to exit the screen. This will not save any of your notes from the activity you just completed. You will have to redo everything if you cancel.

Completing a Pending Activity:
If you have a scheduled Activity that you would like to complete, double click on the activity in the Activity list for that account. The form will pop up to enter your notes, check the box for Complete Activity Now, mark as either attempted or successful, and schedule a follow-up activity if needed.

Edit Activity:
To edit an activity you can double click on it from the activity list to open the Activity form you have already filled out to make changes, or you can click on the field in the activity list of the activity you want to edit and a dialogue box
will open that you can type your changes into. The Save Changes button will turn red indicating that you've made changes and need to save them. Columns that are solid colored (Status and Date Created) cannot be edited in the grid view. Note: the ability to edit activities is determined by your Administrator. If you want to undo a change that you made to an activity, click the "Undo Changes button before you click the Save Changes button.

Delete Activity:

To delete either a pending or completed Activity, highlight the activity and click on the Delete Button. It will ask you to verify that you want to delete. The ability to delete activities will depend on your security access set up by your Administrator.
Find:

Allows you to search all activities for that account by keyword. Click the Find button and type in the keyword and the activity list will be filtered to show any matches.

Click and Drag Grouping Feature:
By clicking on a header row and dragging it to the blue area at the top of the activity list, you can group any field in the Activity area. Once you group by a field you can see how many results are in each and use the +button to expand the selection and view the details. To undo the grouping, click on the field selection you dragged into the blue area, and drag it back to the activity list.

View Legend:

Click to view a definition of the color coding for the activities in the activity list.

Activity List:

Click on the Activity List Button to view a list of all your pending current & past due activities. This is a global list and shows activities for all accounts that you have access to. The Activity List will open showing any activities you have scheduled for the past 6-months through the current date. NOTE: This window can be left open while you continue work in Sherpa.

1. Filter Options- You can filter your pending (open) activities by date range, activity type, and by rep (if you’re a manager). The results will refresh automatically.

2. View/Print Activity List Details and Summary- Allows you to print reports of the currently showing activities.

3. Filter Accounts by Activity List- Populates the Account Search window filtered of just the accounts tied to the activities showing in your Activity List. Click End Filter on the main account window to end the filter and view your Activity List.

4. Refresh List- If you leave the Activity List window open while working in Sherpa and you make changes to any of the activities, click Refresh List to show changes.

5. Activity Legend- Activities in red font are past due, activities in green are due today, activities in black are due in the future, and activities with a red highlight have been tagged as urgent.

6. Grid View/Activities- To select an activity, double click on the name of the company and you will be brought to that account record and the activity. You can also rearrange the layout of the columns to your preference. You can add/remove columns by right clicking on any column header and clicking Column Chooser. The small customization window shows all additional columns available for this grid view. Double click or drag/drop to add to your grid view. You can also drag, drop any column headers from your grid view in to this customization window to remove them from your view, or just grab the column header and drag it straight down.

7. Save Grid Layout- After making any changes to your grid view, click the “Save Grid Layout” option so they are loaded each time you come back into the list.

8. Batch Edit- This feature is available for an admin to turn on for the user in the Manage Users area. This is used to move activity dates, delete activities, and change the assigned rep in bulk. Click the boxes to the left of the activities you want to batch edit (or use the Check All or Uncheck All buttons), click the Batch Edit button, and choose the edit you want to make.

Related Activities:

If you have the account set up with a parent/child relationship, Related Contacts will show you all contacts that are in this relationship. For more information see the View Parent/Child Activities or Contacts training document.

Send to Outlook:

To send a pending activity to your Outlook Calendar, highlight the activity in the activity list and click the Send to Outlook button. Make sure you have a time listed on the activity or it will not send to Outlook.

Save Grid Layout:

You can reorder the Activities tab columns to any desired order or sort & then click Save Grid Layout. This will save your preferences.

Load All:

The default view is the last 100 activities, but if you want to see all activities click the Load All button.

 

Emails Tab:

This tab is used to keep a history of emails for each account.  This tab keeps a copy of the email if selected to be saved when sending out of Sherpa using the Send Email button in the Contacts tab, or imported in using the Emails tab.  It is not a live link to Outlook, so if an email is deleted in Outlook, it will not delete it in Sherpa and vice versa. Click on a saved email to view the details and notes in the space beneath.

Delete Email

Click on an email saved to this tab and click the Delete Email button to delete. NOTE: This feature may be turned off or on in the Administration Control Panel

Inbox

The Inbox button with open the Outlook View window to show emails in your Outlook inbox.

1. The window will default to showing the first 100 emails in your inbox. Type in a higher number and click the Show button to see more emails.

2. Check the box to the left of the email(s) you wish to save to the account. 

3. Click Save. This will save the email to the Emails tab and an auto generated activity will be logged in the Activity tab for each saved email.

4. You can click on an email and review the contents in the viewing pane at the bottom of the screen to verify it’s the correct email

5. You can also view and select from other personal folders created within Outlook by using the + buttons under the Folders area to expand the section.

Sent Items

The Sent Items button has the same functionality as the Inbox button, but will open your Sent mail box instead of your Inbox. You can also toggle between Inbox and Sent Items from the Outlook View window.

Show All

The Emails tab defaults to show the last 100 emails saved. Click Show All to view all emails saved to the account.

Opportunities Tab:
This is where you can add a new Deal and create Opportunities for that Deal. You may have multiple Opportunities per Deal. For example, you may have a Hardware or Equipment Opportunity, you may have a Software or Document Management Opportunity and you may also have a Managed Print Services Opportunity ALL within the one Deal.

Creating a Deal:

To create an opportunity you must first create a deal by clicking +Add Deal. Here you will have two options: Add and Easy Add.

Easy Add:

This will populate a form where you can create a deal at the top and move down the form to create any opportunities you want attached to the deal.

Deal Section

•Deal Name-Type in what you want the deal to be called

• User – this will auto-fill with the name of the person logged into Sherpa

• Contact – customer contact

Opportunity Section

• Category – these are set by your Administrator

• Stage – put in your sales stage and these are set by your Administrator

• Revenue – enter your revenue

• Out Cost – out cost

• Est. Close Date – this will populate to current date and you can edit

• Status – put in the status of the opportunity such as forecast, closed, lost sale or no buy

• Close Percent – enter your estimated close percentage

• Team – if you are part of a single Team, this will auto populate your Team name and this is used for reporting purposes. If you are assigned more than one team, choose from the drop down which team this opportunity falls under

• Splits– this is who is getting the credit for the opportunity. Defaults to logged in user, but can be split up by multiple reps 

• Notes – you can add notes for this opportunity for any specific details you want to include

If there is more than one opportunity to add to this deal, click the +Add button under Step 2: Create Opportunities. The arrows can be used to scroll through opportunities you have added

Click OK to save the deal and opportunity

Add:

This will open up the top section of the Opportunities page to allow you to create a new deal.

1. Deal Name-Type in what you want the deal to be called

2. User-Defaults to the logged in user. You can click the dropdown to choose another user if desired.

3. Contact-Click the dropdown to see a list of all contacts on the account. Choose who is the point of contact for this deal.

4. Save Changes-Click to save this deal.

Now you can manually create an opportunity to add to your deal

Deal Buttons:

1. Save and Undo Changes-any time changes are made to a deal or opportunity, these buttons will light up. Click them to save or undo changes

2. +Add Deal-used to add deal or use Easy Add to add a deal and opportunity at once

3. Delete Deal-use to delete the current deal you are viewing

4. Deal count-shows how many deals there are for this account and which one you are currently viewing. Click on this to open a window that will display all deals in a grid view

5. Arrows-use these to scroll through the deals on the account

6. Financial Institutions-use this button to submit a credit application if your Administrator has this set up

Creating an Opportunity:

Click +Add Opportunity in the bottom section of this tab and you will have the option for Grid Add or Easy Add. 

Grid Add-populates default information based on the order of the lists associated with each column. Click in to each field in the grid to make any changes necessary. Click Save Changes like you did in step 4 to create a deal once you have created the opportunity.

• Category – these are set by your Administrator

• Splits– this is who is getting the credit for the opportunity. Defaults to logged in user, but can be split up by multiple reps

• Proposal – you can update existing proposal, if applicable

• Stage – put in the sales stage the opportunity is in. These are set by your Administrator

• Stage Date – this will populate to current date and you can edit

• Revenue, Out Cost, Gross Profit – enter your revenue amount and out cost and this will calculate your gross profit

• Status – put in the status of the opportunity such as forecast, closed, lost sale or no buy.

• Close Percent – enter your estimated close percentage

• Close Date – enter your estimated close date

• Items – you can add items for the Equipment information by selecting the plus button to add, add accessories as needed,
or use the delete button to remove an item

• Notes – you can add notes for this opportunity for any specific details you want to include

• Team – if you are part of a Team, then you can put in the Team name and this is used for reporting purposes

• Commission, enter the rate you want to receive

Opportunity Buttons:

1. +Add Opportunity-use to add opportunities to the deal

2. Delete Opportunity-use to delete the current opportunity you are viewing

3. Delete All Opportunities-use to delete all opportunities in the deal. The ability to delete Opportunities will depend on your security access

4. Show all Items-show all the Items of your Opportunities and you can expand or collapse these fields.

5. Split Opportunity-will bring up a form to Add another User to the Opportunity and provide the Split Percentage and amounts for Revenue, Outcost and Gross Profit. NOTE: Split Percent between all splits must equal 100%

6. Grid Legend-provides the color coding for your Opportunities to show any Open, Past Due, This Month and Closed or Lost Opportunities

7. +/- Columns-click this to open the Customization window that allows you to add any hidden columns to your grid view

8. Grid Layout Options: you can drag/drop the columns in the grid view to how you would like to view them. Click Save Grid Layout to save how you have it set up so it will remain that way any time you access the Opportunities tab. Click Reset Grid Layout to revert back to the default. If you are an administrator you can click Save Default Layout and set up the default for all reps

Documents Tab:

This Tab allows you to create pathways to documents related to the Account.  There are two options for saving documents to your customer's profile; Document Links, and Document Storage.  The Document Link option is not a copy of a document, but a link, therefore if you delete, move or rename the original document the link with no longer work.  In addition, the person accessing the document must have access to where the document is located.  With Document Storage, the file is saved in a database, so no link is required, and anyone with access to the account can access the document.

Document Links:

To Add a Document Link

1. Click on the Add button and browse to the document/file location that you would like to save.  

2. Double Click on the file.
3. Enter a title and click OK.

To Open a Linked Document

1. Highlight the Document that you would like to open.
2. Select Open or Double Click on the Document.

3. If the linked file is on your company’s network, you must be connected to the network to be able to access the file.

To Delete a Linked Document

1. Highlight the file that you want to Delete
2. Click on the Delete button  and then say Yes to confirm that you want to delete the selected Document.

Document Storage:

Document storage is an additional feature that can be used in the Documents Tab allowing you to store documents in a database, eliminating the need to create open and save paths in the Manage Users area, and the need for shared folders on your network. Also, anyone with access to an account, has access to any documents saved in the Documents area. To have this option turned on, you will need to contact support@whitecupsolutions.com

Our Document Storage feature will make editing and saving your documents quicker and easier. If you populate a template from Sherpa or open a Word or Excel document from the Documents tab in Sherpa, you can now make edits needed on the document and choose to save your edited document directly back to Document Storage. No more saving the edited document locally and having to re-upload to Document Storage!

 

To Add a Document

1. Click on the Add button  and browse to the document/file location that you would like to save by using the Select File button.

2. Double Click on the file.
3. Enter a Description and click Save.

To Open a Document

1. Highlight the Document that you would like to open.
2. Select or Double Click on the Document.

To Delete a document

1. Highlight the file that you want to Delete
2. Click on the Delete button and then say Yes to confirm that you want to delete the selected Document.

To Find a Document

1. You can use the Find button to search by keyword .

To Edit a Document

1. Double click on the document within the documents tab
2. Make any necessary changes
3. Click on the Save icon  
4. This message will appear:

• Choose Yes to overwrite the existing document, meaning your original document will be replaced by the one you have made changes to.
• Choose No to create a new document link in Sherpa, meaning

you will now have two documents, 1. Being the original and 2. Being the one with the corrections you have made.

**For the above two options, you will need to refresh the grid to see that the documents are now saved into your Documents Tab

• Choose Cancel to only save a local copy of the document which will be saved to your (c:)drive

To Change File Description of a Document

1. Highlight the file that you want to edit
2. Click on the Pencil button.  A form will come up where you can edit the file description.

Grid Layout

1. You can change the column order by clicking the column header and dragging it to the position you want.
2. to save the layout, click the Save Grid Layout button , or to reset the layout after you have saved it, click the Reset Grid Layout button.

Equipment Summary Tab:

This tab is linked directly to the TCO section for whatever account you are viewing.  It will show a listing of all equipment in the TCO section as well as Equipment listed in your ERP for this customer number.  

You will now see a View Legend tab as well which will give you the below information as far as colored font.  Leases that are due to expire within the next 570 days, will appear in Red Font.  Leases expiring beyond 570 days will appear in green.  Non-leased Equipment will appear in Black.  Note that 570 is the default in the Control Panel – which can be changed by an Administrator.

1. List TCO: Displays the equipment in the TCO section for that customer. 
2. List ERP:  Shows the equipment in your billing or ERP database for this client.  For this button to work, the account you are on must have a correct customer number that corresponds with your billing/ERP database.  You must also be connected to the network for this button to work.  It is also important to note that clicking on this button does NOT transfer equipment information over from your billing/ERP into Sherpa.  That is done in the TCO tab with the View/Import from ERP function.
3. ERP Not in TCO:  Shows you the equipment that is in your billing/ERP database but has not yet been transferred into the Sherpa database.  For this button to work, the account you are on must have a correct customer number that corresponds with your billing/ERP database.  You must also be connected to the network for this button to work.

Addresses Tab:

This allows you to store additional addresses/location information for the account.

To Add an Address

1. Click on the Add Address button.

 

2. Select the appropriate address type (Mailing, Billing, Shipping) from the Type dropdown box, or type in the field.
3. Select the "Copy Address" check box if you want the main address and contact info to be copied in.
4. Enter the address information into the appropriate fields and select submit.  Company Name, Address, City, State, Zip and Contact Name are required fields.

To Edit an Address

1. Scroll to the appropriate Address you wish to edit by using the record ‘scroll’ buttons on the bottom left of the Address tab.
2. Click on the Edit Current button.

3. Make any changes as needed and select submit.

To Delete an Address

1.  Scroll to the appropriate address you wish to delete using the record ‘scroll’ buttons on the bottom left of the Address tab.
2. Click on the Delete button and then say Yes to confirm that you want to delete the selected Address.

Additional Information Tab:

This is where additional company information is held.  The more information you enter in about each company, the more valuable your database is to you.  To edit any of this information you must go to Edit Account in the top half of the screen and edit there.

 

Referred By: Enter in who referred this account/opportunity to you.

Group Name: Allows you to group related records together.

Parent Account: Allows you to assign ‘parent’ companies to branches, or link accounts together.  To utilize, go to the Parent Company’s Record.  Select Edit Account and check “Yes” that it is a Parent Company.

Now go to the Branch Record, select Edit Company and select the Parent Company’s name from the drop down. When you close the window, the name of the Parent company you selected will show in the Parent Account field.

If you wish to go to the parent company’s Record, click on the Parent Account link in blue.

Child Account(s): Click on the drop-down arrow to view a list of Branch locations.  To go to a branch record, select that record and click on Child Account(s) link in blue.

Assigned Region: Identifies what Region this account belongs to.  Regions are set up by your Administrator.

First Contact: Auto updated field which reflects the date the account was first contacted.

Last Activity: Auto updated field which reflects the date the account was last contacted, and an attempted activity was completed.  

• It includes system-generated activities as well. If you add an account, add or remove a rep from an account, change a sales stage on an opportunity, or do any other action to trigger a system-generated activity, it will update that Last Activity date accordingly.
• It triggers when you add an activity or make any edits to an activity.
• Activities added and edited in SherpaGo, including changes such as updating the stage on an opportunity that trigger a system-generated activity, update the Last Activity date as well.

Office Fax: Main Office Fax Number of the account when added.

Number of Employees: Size of Company/Account based on the number of employees.  

Buyers Mode: Ranking of Buyer based on current buying mode.