Table of Contents
OfficeClip is a web-based application that provides an integrated solution for better management of your contacts, customers, projects and employees. OfficeClip facilitates information tracking and sharing in a manner that is relevant to your organization. One of the striking features of OfficeClip is that it provides an interface for interacting with all the different types of people that are related to your business, both internal and external.
OfficeClip web suite can be used online (hosted by OfficeClip.com) or can be installed on your computer. The online version does not require any installation and can be used directly by creating an account online. The installed version runs on Internet Information Services (IIS) and can be put on your company machine or your private network. OfficeClip also can be used directly on the amazon EC2 instance.
The OfficeClip application consists of the following components, which centralize and organize the office operations:
Desktop
CRM
HRM
Service
Each OfficeClip component works as a self-contained, independent unit, offering unique features for the administrator and the user. These components can be created and managed by the administrator/creator, who can also set permissions for other users.
The Desktop component is used for managing your tasks, schedule, e-mail, announcements, notes, users and documents.
OfficeClip Desktop consists of the following components:
Home Page is the dashboard representation of all the CRM System applications. It displays the widgets and charts that gives an overall view of the applications.
Announcements conveys important messages to the employees within your organization. Customized announcements can be created with images, notification to the employees by email and also supports of an expiration date to close the announcement.
Forums is a discussion platform where all employees can put their views on various topics.
Calendar can be used to create group events, personal events and appointments. Invitations for these events can be sent to the organization users or extranet users through OfficeClip. Share Calendar options can be used to share calendar with extranet users. Meetings, events, tasks or time off taken by employees can be accessed through the calendar.
Tasks are list of activities to be completed within a given period of time. Time spent on the task can be tracked. Once the task is assigned, the assignee are automatically notified.
Documents in OfficeClip helps you to organize all your business related files. This files can be shared, copied or moved between folders. Access to documents can be restricted to employees with necessary permissions.
Users application shows a list of registered or extranet users of your organization. These users may have privileges attached to do certain activities in OfficeClip.
Email application allows you to send and receive your mails from your POP accounts. You can create your own signature, mailing list, block senders, create rules for email.
Notes helps to manage all your organization notes in one place that can be accessed from different devices. Notes are organized by notebooks. Each note can be designated as public(for organization users) or a private note.
Photo Album is used to save photos within albums. These photos can be used from various applications like Announcements and Campaigns. Simple photo editing like zoom, flip, text insertion etc. is supported
CRM (Customer Relationship Manager) is a product that is used to manage complete lifecycle of customer information. This includes tracking customer information from its inception i.e, prospects to contact to customer and opportunities. Many CRM software tracks opportunities, support desk and competitor information. In all, these system provides a 360 degree view of the customer information.
OfficeClip CRM consists of the following components:
Contacts application stores contacts, leads and prospect information. Activities like events, tasks, emails and encounter notes for each contacts can be stored within the application. It can also store relationship between various entities (for example: direct reporting structure). Contacts can be filtered and used for sending campaigns and newsletters.
Accounts contains records of your business partners, vendors, suppliers etc. It contains detailed information of an account in one place like the company address, number of employees, revenue, their activities, contacts, opportunities etc.
Opportunities tracks potentials for accounts and prospects. It uses various stages to qualify an account.
Competitors application keeps track of strength and weaknesses of competitors. It helps in doing the SWOT (Strengths, Weaknesses, Opportunities and Threats) anaylsis for competitors in various opportunities.
Campaigns: allows you to design newsletters using templates. Using this application you can send bulk email campaigns to help promote your products and services. It can help you to track the expected revenue, budgeted cost and actual cost for a campaign.
Invoices are essential component of any OfficeClip. This application allows you to create the invoices correctly based on the billing information in the system. Each invoice can contains the PO number, currency, terms of payment, discount given, quantity and price. Payments for invoices in OfficeClip can be accepted via credit cards, debit cards, Paypal.
There are many levels of security in the OfficeClip CRM:
Secured Socket Layer (SSL) is used to
encrypt information between the browser and the server.
The login and password is required to enter the system.
Roles are used to make sure only allowed users are able to execute privilege features (example: deleting a Contact).
Access Levels (Read, Write, Append, Delete) are used to control access permission of objects. For example: you may not want to show data from high income individuals to some users of your organization.
Administrators are only allowed to set up and configure the fields and rules within the OfficeClip
Rules can be added to the CRM so that certain actions are triggered based on various conditions. There are three main types of rules implemented in the OfficeClip CRM:
On-Screen Rules: Allows changing the on
screen field values of New and Edit screens. For example, you
many have certain employees to work on Florida accounts. So when
they enter a Contact, it would default their State to
Florida
Workflow Rules: This allows automated creation of tasks,
appointments or sending campaign email's when a new Contact is entered in CRM
System
Access Rules: Allows control of access
permission to each CRM objects. For example, you can program the
Accounts such that when an Account is entered for the city of
Georgia, only users whose Roles is "Southeast US" will be able
to access those accounts.
The HRM module helps to manage the Timesheet, Expenses and Projects of the user. It means tracking time spent on a project and expenses of the users for a project. The Timesheet feature is integrated with Projects so that users can track time spent on a project. Expenses keep track of the project and employee expenses which helps to keep track of the budget of an organization.
OfficeClip HRM consists of the following components:
Timesheet records the time spent by an employee on various projects. It tracks number of hours spent and details of work done. Time tracked in other applications(contacts, tasks, issue tracker) can be imported in the timesheet. Workflow routing allows timesheet to be routed to the supervisor for acceptance.
Expenses allows employees to record the costs incurred for project related activities. Expenses can be submitted, approved or rejected by the approver set by the administrator. This application also generates reports which gives the administrator an idea of the total expenses of each user or total cost incurred on a project.
Projects helps to record the status of work done for various activities (the start and end date, budgeted hours and amount etc). The time spent on a project can be recorded in a Timesheet and cost incurred for a project can be recorded in Expenses.
Invoices can be sent to customers via email through CRM System. Invoices can be created with different templates. The Invoices application is shared with the OfficeClip CRM module
Time Off tracks leave types such as
vacation, sick, maternity etc. You can setup
Accruals and Carry
Forwards to run on configurable intervals and
accumulate leave based on employee seniority, job period and job
category.
Calendar keeps track of various events and Time-Offs. It is shared with the CRM application.
Documents allows users to keep all the company document in one repository that can be shared within the company or with public. It is shared in all components.
The Service module consists of the Issue Tracker which helps you to track the bugs or customer support requests with your or customers projects.
OfficeClip Service module consists of the following components:
Issue Tracker helps you to track company issues and software bugs by various criteria. OfficeClip supports a concept of a binder that can hold the same type of issues. For example you can create a binder for tracking internal sales call and another binder for support tickets.
Tasks: helps to set up a to-do list with start date and due date. Access to the tasks can be controlled by the administrators. It is shared within various OfficeClip components.
Documents manages the repository of sharable files and is shared between all OfficeClip components.