Introduction
A CRM is all about your relations. Properly managing your relation details and contact moments allows you to have good insight into all your relations in order to make the most of your opportunities. In this article, we will explain how you can easily create relationships.
Relations: People, organisations and relation types
Creating an organisation and a contact
Linking a contact to several organisations
Creating an individual (person)
Managing relations with multiple types
Deactivating a relation
Retrieving all actions around a relationship Audit trail
1 Relationships: People, organisations and relation types
Before we explain how to create a relationship, let's give some background on the relations between relationships.
Relations in Tribe CRM are divided into Persons and Organisations. In addition, the different types of relations are uniquely differentiated by relation types. These types indicate what kind of relation it is and, depending on the choice, certain registration fields are displayed in the relation card.
The Organisations contain information about the organisation such as the name, the Chamber of Commerce number, the website and the general e-mail address, among others. This information always remains the same regardless of the type associated with the organisation.
Persons contains information about a person. Among other things, you will find the names, private contact details, date of birth and gender. This information also always remains the same, regardless of the type.
A special distinction must be made for Contacts. These are Persons linked to Organisations with the Contact type. The information you process in the contact person fields does have to do with the organisation such as the business e-mail address, function and department. You can only create a contact through the organisation!
The type associated with an organisation or person determines what is visible in the detail field of this type. This is best explained with the example below of the organisation Perfectview (1) which is both a Customer and a Supplier:
Organisations with different types in Tribe CRM
In the Customer Details screen (2), more fields are available than in the Supplier Details screen. The Organisation Details (3) are always the same. The information in the Details screens can therefore be different.
Did you know?
You can customise the relationship types in Tribe CRM. The fields per relation type can also be set by the Tribe CRM administrator within your organisation. So the CRM can be customised to your organisation's preferences.
2 Creating an organisation and a contact
Creating an organisation
Click the + Add button in the top bar
Choose an organisation type
Add an organisation in Tribe CRM
Perform the duplication check. This check displays the results that match your search criteria. This prevents duplicates from entering the CRM and therefore cluttering up the system. You can deliberately choose to continue or look up your existing relationship
If you have entered a name, click +Organisation: NAME
On the next screen, you can fill in the basic details of the organisation and change the relationship manager if necessary. Click Save and Open. The organisation's relation card is now opened and can be completed. By only clicking on Save, you can start working immediately based on the basic data entered.
Now enter the organisation's data. This article explains the structure of the relations screen in more detail.
Did you know?
Tribe also has a very useful Chamber of Commerce link. With that link, all available data from the trade register can easily be copied into Tribe. Tribe CRM also has a very useful zipcode link.
Creating a contact
Now that the organisation details have been added, contact people of the organisation can be added. Contacts in Tribe are Persons that are always linked to an organisation. Adding contacts means you always have all contact details together in one overview.
Click the + Contact button in the organisation map
Add contact person in Tribe CRM
Enter the name of the contact person (duplication check will be performed again!)
Click +Person: Name
On the next screen, you can enter the basic contact details. Click Save and Open. The contact's business card is now opened and can be completed.
If you want to go back to the organisation, click the organisation name in the business card
Back to organisation in Tribe CRM
3 Linking a contact to multiple organisations
It is possible to link a contact to multiple organisations. This is useful when, for example, an accountant or a secretary works for several organisations.
Open the organisation to which you want to link the existing contact
Click on + Contact
Search for the name of the existing relation
Select the existing relation (Contact from NAME is displayed)
Click Save and open. The new relation card of this contact opens. Other details can be entered here.
Linking contact to multiple organisations in Tribe CRM
The Contact's business card (1) now shows both organisations. At 2, you can see which organisation is now open.
Contact person for two organisations in Tribe CRM
4 Creating an individual (person)
Through the + in the top bar of Tribe:
Click the + button in the top bar
Choose a person type
Perform the duplication check just as for organisation
If you have entered a name, click on +Person: NAME
In the next screen, you can fill in the person's basic details and change the relation manager if necessary. Click on Save and Open. The person's relation card is now opened and can be completed.
Did you know?
You can also create an organisation or a person through the + button in the relevant widgets? Want to know more about the handy widgets? Click here!
5 Managing relations with multiple types
A relation may have several types and both types need to be added for the data to be correct. For example, a supermarket can be a customer of yours but also a supplier.
To do this, we again create an organisation, but this time we choose an existing organisation. In our example, NextGen Robotics is an organisation of type Customer, but we want it to be of type Supplier as well.
Click the + button in the top bar
Choose the organisation type Supplier
Enter the name of the existing organisation
Select the existing domain
Click Save and open
Organisation with two relation types in Tribe CRM
The type has now been added to the organisation. In the business card at the top, you can see which relation card is visible (1) and can easily switch types by clicking on the other type (2).
Business card with two relation types in Tribe CRM
6 Deactivating a relation
Every relation in Tribe has linked, important information such as activities, tasks and notes. For this reason, relations are never deleted. However, a relation may no longer be current because, for example, the organisation has gone bankrupt or a contact is no longer employed by an organisation. Therefore, there is the option to deactivate the relation while retaining linked information. To do this, turn on former. Once this option is activated, the relation can no longer be found in the active lists (but it can be found through the blue search bar!).
Deactivating a relation in Tribe CRM
Did you know?
It is possible to delete a relation. A relation may have been entered incorrectly. This is often tied to user rights, though. Contact the Tribe CRM administrator within your organisation for this.
7 Find all actions around a relation: Audit trail
To provide good insight into all actions done in a relation, each relation has an Audit trail: a log file in which all actions are displayed per user with date and time.
Open the Audit trail:
Click on the three dots at the top right of the business card
Click on Audit trail
Also, the Audit trail is visible in the Activities block under the Audit trail tab.
Audit trail in Tribe CRM