4. Working in Insightly

After adding your contacts and other records to Insightly, you'll start sorting out your workflows. These will largely depend upon your preferences and your business processes, but understanding what you can do with Insightly will help you plan how to do it.

Saving Email Messages 

Keeping track of your business emails is easier when you save the messages to Insightly, which will link them to your contacts automatically. Insightly creates a mailbox address for you to use in the CC field when sending out messages or in the To field when you forward incoming messages. The mailbox address is displayed on your User Settings > Mailbox page.

When you save an email message to your Insightly account, a copy of the email is saved to your Emails tab and automatically linked to related contacts and organizations with matching email addresses and domains.

There are three possible options for saving messages you've received, depending on how you've set up your account:

Save an email right now to give it a try.

Filtering and Reporting

Above every list, Insightly includes filtering options for segmenting the list you're viewing.

Using the defaults or custom filters, you can narrow down a list to display only the things that you want to see and save the list parameters for future use. This allows you to create focused list views, like all the contacts in a particular state or all the opportunities with a bid value over a certain amount. You can also export the resulting list to a CSV file with the bulk edit options.

Insightly's Reports tab includes powerful reporting options. Reports are very handy for putting together a more analytical view of your sales and task progress, and you can choose from many different filtering and date range options to get the information you're looking for.

Advanced reporting lets you slice and dice your CRM data with customized tabular reports. And our legacy reports give you a few quick options to create graphs for your opportunity and activity records.

Automating Processes with Pipelines & Activity Sets

We mentioned pipelines and activity sets earlier, but they are so helpful in managing your work that we'll dig into them a bit.

Pipelines are a series of stages that you work through for any sales opportunity or project. Here's a simple example for opportunities: First you call a prospect to discuss what they're looking for, then you send them information that addresses their needs, and then you follow up with another call to see if they have questions. Step 1, step 2, step 3—same thing for every prospect, every time. By creating a pipeline, you can ensure that your salespeople move through the same steps for each new opportunity.

Activity sets are a group of tasks or events that you create repeatedly. For example, you might create a set of tasks for prospects who request an information packet, like preparing a shipping box and compiling samples. These don't have to be done in a specific order, you just want to make sure they're both done.

While an activity set can be applied directly to a record through the Actions menu, adding a set to a pipeline stage combines the power of these two features to let you automatically create tasks and events each time you reach a stage in the pipeline. For the example above, you might add an activity set to to Stage 2. Now, when a salesperson moves to the second stage, they'll automatically have the two tasks created for them.

You can think of a pipeline as a conveyor belt that rolls through the stages and an activity set as a bucket that empties a new batch of tasks and events when you reach a specified stage. This automates some of your CRM entry to save you time.

Take a look at the linked articles above for detailed information about setting up pipelines and activity sets. The Automating Workflows video below walks you through the process, too.

Getting Down to Business

This wraps up our basic Insightly tutorial. We hope you're feeling that you're off to a good start with your new CRM. Please see our article Using Insightly to Manage Sales for a quick overview of managing your sales process with Insightly.

Explore Our Other Resources

We have many more resources to help you continue learning about how you can use Insightly for your business. If you have questions or want more information as you proceed, consult these links to help you move forward.

  • You can search this knowledge base from this page or the Support home page.
  • We include an Insightly U section with video tutorials.
  • You'll also get search results from our Community pages, where users help each other out with advice and tips.
  • And our Resources page has links to whitepapers, a Getting Started guide, and live and recorded webinars.

Thanks for taking this guided tour through Insightly! We wish you continued success with your business and your CRM.

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