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CRM

GARP CRM is a dedicated sales interface at https://<workspace>.garp.aiconec.com/crm. It is built for people who spend the day on the phone and in email: a pipeline of deals, a list of leads to qualify, and a timeline on each record that collects calls, emails, notes and tasks. The CRM tile on the apps screen goes to the same place, and only appears for people who hold one of the CRM roles.

GARP CRM uses the same user accounts as the rest of GARP ERP, and its contacts are the same contact records. Its leads and deals are its own: nothing crosses into Sales and Purchasing until you create the quotation there yourself.

note

The desk has its own Lead and Opportunity documents in the CRM workspace (/app/lead, /app/opportunity). They are unrelated records — a lead in one does not appear in the other — and that workspace carries a notice that the module is scheduled for removal. Use GARP CRM for pipeline work.

Key concepts​

  • Lead — a person or company you have not yet qualified. A new workspace has the statuses New, Contacted, Nurture, Qualified, Converted, Unqualified and Junk, and thirteen sources including Website, Cold Calling, Exhibition, Walk In and Reference.
  • Deal — a qualified opportunity, linked to an Organization and one or more Contacts. A new workspace has the stages Qualification, Demo/Making, Proposal/Quotation, Negotiation, Ready to Close, Won and Lost; each stage carries a default probability — 10% at Qualification, 50% at Proposal/Quotation, 90% at Ready to Close.
  • Organization and Contact — the companies and people you sell to. One organization can have many contacts and deals.
  • Activities — the tabs on every lead and deal: Activity, Emails, Comments, Data, Events, Calls, Tasks, Notes and Attachments. Everything you do lands on the same timeline.
  • Products — an optional list on a lead or deal, with quantity, rate and discount per line, adding up to Total and Net Total.
  • Views — saved list, kanban and group-by views with your own filters, columns and sorting. A view is yours alone until a manager makes it public for the team; pin one to keep it in your sidebar.
  • Assignment — each lead and deal has an owner. Assignment Rules hand new records out for you, either Auto-rotate or Assign by workload, on the days of the week you choose.

Typical flow​

Lead (New) ─▶ worked ─▶ Convert to Deal ─▶ deal stages ─▶ Won
                             │                              │
                   contact and organization         quotation raised
                           created                by hand in the desk

Common tasks​

Add and qualify a lead​

  1. Open /crm, choose Leads in the sidebar and click Create. The Create Lead dialog asks for the person's name, email, mobile number, organization, status and lead owner; a first name is required. A manager can change which fields it asks for with Edit Fields Layout.
  2. Work the lead from its page. The buttons above the timeline are New Email, New Comment, Schedule an Event, New Note, New Task, Log a Call and Upload Attachment. Set the Source and the rest of the details in the panel on the right.
  3. Change the Status as you go. When there is a real opportunity, click Convert to Deal. Turn on Choose Existing to point at an organization and a contact you already have, or leave both off and GARP CRM creates them from the lead's details. The lead is set to Qualified, drops out of the Leads list, and you land on the new deal.

Move a deal through the pipeline​

  1. Open Deals and switch to the Kanban view. Columns are your deal stages.
  2. Drag a card to the next stage, or open the deal and change the stage from the status button at the top right.
  3. Fill in Deal Value and Expected Closure Date. Probability is filled in from the stage whenever you leave it blank. If a manager has switched on Enable Forecasting under Settings, then Dashboard, a deal will not save without an Expected Deal Value and an Expected Closure Date.
  4. Marking a deal Lost requires a Lost Reason — the deal will not save without one, and choosing Other also requires a note. Marking it Won stamps the Closed Date.
  5. A won deal is not carried over for you. Create the customer and the quotation in the desk under Selling, using the deal's organization, contact and address.
warning

Settings, then GARP ERP, offers to connect the CRM to your accounts — a Create Quotation button on each deal, and a customer created when a deal reaches a stage you pick. On a GARP ERP Cloud workspace that connection cannot be completed: enabling it fails while it sets itself up, and no button appears. Leave it switched off and raise quotations in the desk.

Send and receive email from a deal​

  1. A manager opens Settings, then Accounts under Email, and adds an account. Pick your provider — GMail, Outlook, Sendgrid, SparkPost, Yahoo and Yandex are offered — and enter the address and its app password. Tick Enable Incoming and Enable Outgoing, and Default Incoming and Default Outgoing if sales runs on this address.
  2. Tick Create Lead from Incoming Emails on that account if mail from an unknown sender should open a lead by itself.
  3. On any lead or deal, write in the box at the bottom of the page and use Reply for an email or Comment for an internal note. Sent mail and the contact's answers stay on the same timeline. Standard wording lives under Settings, then Templates under Email.

Build a shared view for your team​

  1. In the leads or deals list, set the filters, columns and sorting you want.
  2. Open the views dropdown next to the list name and choose Create View. Name it and save; it is yours alone.
  3. From that view's own menu, Pin View keeps it in your sidebar and Duplicate copies it. A manager can also Make Public, which moves it to Public Views for everyone.

Setup checklist​

  1. Invite the team under Settings, then Invite User, as Sales User, Manager or Admin. Anyone without one of those roles is refused at /crm. See Invite your team.
  2. Set Currency, Number Format, Date Format and Time Format under Settings, then Defaults. These are your workspace's own defaults and are shared with the desk — for Indonesia, IDR, #.###,## and dd-mm-yyyy.
  3. Set Dashboard Currency under Settings, then Dashboard, before anyone starts work. It cannot be changed afterwards. Deals in another currency are converted to it using the exchange rate provider set on the same page, Frankfurter by default.
  4. An email account for sending and receiving.
  5. Statuses, sources and lost reasons cannot be edited inside GARP CRM. If the installed sets do not fit, a System Manager changes them in the desk at /app/crm-lead-status, /app/crm-deal-status, /app/crm-lead-source and /app/crm-lost-reason.
  6. Import what you already have: open the Leads, Deals, Contacts or Organizations list, click the More Options button and choose Import. Export sits beside it. There is no need to go to the desk for this.
  7. Optional: Assignment Rules for new leads, SLA Policies for response times — set your working days and a holiday list covering Idul Fitri and cuti bersama, or the countdown will run through them — and Telephony, which supports Twilio and Exotel, for call recording and logs.
  8. If Clear Demo Data appears at the bottom of the sidebar, the workspace was seeded with sample leads and deals and three demo users. Clear it before you start; those users are ordinary system users and count against your plan's user limit. See Plans and limits.
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GARP CRM is translated into Indonesian, and each person sees it in the language set on their GARP user record — Leads reads as Prospek, Deals as Kesepakatan. Status names, deal stages and lead sources are translated the same way, but the installed English ones are mostly not in the Indonesian dictionary and stay as they are. If you want the pipeline in Indonesian, rename the stages themselves in the desk.