0:01

hello everybody my name is Drew and

0:06

we're going to be doing part two of this

0:10

walkth through of the admin settings for

0:14

an admin that is in a multi-seat account

0:18

so if you're managing a team in

0:20

vibecloud whether it's from a marketing

0:22

standpoint or a CRM standpoint you're

0:25

going to find some useful stuff here now

0:29

part one this video we went through more

0:32

of the settings creating new users

0:35

adding those users to teams uh things

0:38

along those lines a little bit more of

0:40

the foundational setup of just kind of

0:43

prepping your account for this for

0:46

managing a team now we're going to talk

0:49

a bit more about how to say upload

0:52

contacts how to uh share templates how

0:57

to assign your contacts creating filter

1:00

views so that you can see what who owns

1:05

what um and also how you can share those

1:08

filter views with your team assigning

1:10

tasks managing your team's tasks and

1:14

also how to manage your teams

1:17

pipeline so we're going to be going

1:19

through all of that here um also just

1:23

note that this is going to cover filter

1:25

views are going to come up a lot here

1:28

and so if you you don't even know where

1:31

to start with them or if you get lost in

1:33

this please refer to our filter view

1:37

help center

1:39

content because we're going to be

1:41

assuming that you know just like the

1:42

fundamentals here and it's going to be

1:45

more of like guiding you beyond those

1:46

fundamentals for how to do specific

1:48

things with your filter

1:50

views so let's get started with this let

1:53

me share my screen

2:01

now I'm going to have these

2:03

two tabs open so I can kind of go back

2:07

and forth and just show you a little bit

2:08

from the manager standpoint versus from

2:11

the user

2:14

standpoint so first of all let's start

2:17

with sharing

2:19

templates um now there's a lot of

2:21

different kinds of templates in the

2:23

system from email templates to series

2:26

templates uh and text templates also

2:30

content this all basically works the

2:33

same regardless of what kind of stuff

2:35

you're working with so we're just going

2:36

to work with email templates because

2:39

they are so commonly used so we're going

2:40

to communication Tab and then to

2:44

templates right

2:46

here now let's say

2:49

I want to

2:52

share these templates right here with a

2:56

team of

2:57

users I could actually do that from here

3:00

just with this editing this

3:04

folder and then I'm going to click on

3:07

sharing and I'm going to just share it

3:09

with the marketing

3:12

team I hit

3:14

save now I can see shared with marketing

3:17

team right here in the email templates

3:21

table and heading over here to the user

3:25

view go to

3:27

communication templates in the shared

3:30

with me tab this is important users will

3:32

get tripped up on this occasionally they

3:34

need to check my templates versus shared

3:37

with me so anything that's shared will

3:40

be seen and shared with me and here we

3:42

go this user can now see these email

3:45

templates right

3:47

here I'm also able

3:51

to just copy a template over to a

3:55

user so let's see I the user 2 here so

4:00

let's check the box next to this email

4:02

template go up to where it says one

4:05

selected and we can see right here copy

4:10

selected so oops sorry not that right

4:13

there I'm going to copy to

4:15

users then copy to users select users

4:19

let's I'm going to choose this Drew Ross

4:23

2 hit

4:26

okay and I'm going to go back to my

4:28

templates

4:30

and we can see this copy here in my

4:33

templates so you've probably picked up

4:36

on here like wait a second I got some

4:38

stuff and shared with me some stuff in

4:39

my templates why is this well there are

4:42

two separate Concepts in the system of

4:44

sharing content versus copying it when I

4:49

share the content as the admin with my

4:52

subuser it's still basically my content

4:55

I have control over it I can make

4:57

changes to it and those changes will be

4:58

reflected immediately to those users now

5:01

the limitation is that that the users

5:03

can't make their own changes to it while

5:06

it's in that shared with me

5:09

State um

5:11

but they are able to go in and let's see

5:16

right here at the Top Copy email

5:17

template into personal templat so they

5:19

can make their own copy still retaining

5:22

their original shared

5:24

copy but in but in this personal one

5:27

they can make whatever changes they need

5:29

to it so again we can see right here now

5:31

under my templates this other template

5:34

that I just made a copy of into my

5:37

account is now mine and I can do

5:40

whatever I like with

5:42

it but as an admin if you copy to users

5:48

one of your templates you're basically

5:50

skipping that process it's not it's not

5:52

going to be shared with them it's just

5:53

going to be Zapped right over into their

5:55

account um and there's not going to be

5:57

any link there so to recap if it's if

6:01

you use that shared with me way of

6:05

sharing it's going to be linked and you

6:07

can make changes to your original

6:10

template and those changes will be

6:13

viewable and anytime you make a change

6:15

it'll be visible for your for your users

6:18

in there shared with me but if you copy

6:21

it there's no link it's a onetime action

6:23

it'll be plopped in their account and um

6:28

and but they can make changes to it but

6:29

any changes you make won't be

6:32

linked excellent so let's move along so

6:36

we're going to go into assigning

6:40

contacts so first of all we're going to

6:43

go over to contacts in that left

6:48

sidebar now there are a few ways that

6:51

you

6:52

can manage who owns what contacts so

6:57

first of all when you're importing Maybe

6:59

you're importing a list and you know

7:02

that all of these contacts are going to

7:04

belong to a particular person on your

7:07

team you can make that a onef swoop kind

7:12

of a process by going to

7:15

import contact lists and you'll see

7:18

right here this drop down where you can

7:21

import on behalf of somebody on your

7:24

team so you could select that other

7:27

person and

7:30

upload it and it will go to that

7:34

user you're

7:37

also over here in in

7:40

contacts let's just jump over to my

7:42

contacts right here you

7:46

can select using these little check

7:48

boxes right here whoever you

7:51

need and where it says however many

7:54

selected in this drop down right here

7:57

you can change owner

7:59

choose who you want it to go to and as

8:02

you can see in this little check box

8:03

here you can remove these people from

8:05

your contact lists if you so choose that

8:08

is

8:09

optional so that's how you can do it in

8:12

Mass note here too that often when

8:15

you're doing this you're going to be

8:16

doing it to like a lot of contacts and

8:20

so you can select all by hitting this

8:21

little check box up here at the top that

8:25

will select everybody on the

8:27

page and then this Blue Bar will pop up

8:31

above the table giving you the option to

8:34

select all items

8:36

available you can also see in this

8:39

dropdown it'll say how many are selected

8:42

right here and just above that drop down

8:44

you'll see that the total number of

8:45

entries are in whatever table is you're

8:48

looking at so you can kind of conf you

8:50

can confirm there we see that 10 are

8:52

selected but we really need 42 I'll hit

8:55

click here to select all

8:56

42 and now we can see here all 4 42 are

9:00

selected change owner and we can move

9:03

this along to whoever we

9:06

need you're also able to when you when

9:09

we go into a contact

9:12

record you'll see the owner here under

9:15

the details

9:17

table and you can hit this edit

9:21

button to open this modal to edit your

9:25

contact and right here under

9:28

owner you can choose somebody else and

9:31

again like before you can have it

9:33

removed from your contact

9:35

lists upon transfer if you so

9:41

choose now let's move to filter

9:45

views so we're going to go back to our

9:50

contacts now something that admins of a

9:54

multi-seat account often need to do is

9:58

look

10:00

at contacts that belong to various

10:03

different

10:05

users and filter views are an extremely

10:07

useful way of doing this so anytime

10:10

you're looking at a data table in your

10:12

account you'll see a drop down in the

10:14

upper left corner that's going to be

10:16

telling you what you're looking at so in

10:17

this case I'm looking at my contacts so

10:21

these are going to be obviously all the

10:23

contacts that belong to me I click on

10:26

this I can choose all contacts so it's

10:28

going to be everybody across my entire

10:32

account regardless of

10:35

user but you might need to just pull up

10:39

everybody that belongs to a particular

10:41

user so that that's where a filter view

10:43

is going to come in I've got one that

10:45

was already made here so we can click on

10:48

this owner is second user which is one

10:52

of the users in my account here and you

10:55

can also see just under that filter view

10:57

what the filters are that are appli here

10:59

you can see owner is Drew Ross to the

11:03

second user so this has pulled up

11:06

everybody that matches that particular

11:11

criteria now something that some users

11:14

find useful when doing something like

11:16

this is like you could make a filter

11:18

view for each of your various users in

11:20

your

11:22

account but what you could also do is

11:25

just make a filter view that you just

11:27

edit on an ongoing basis for whoever you

11:29

want to pull up so I'm going to do that

11:31

right here for I can hit edit

11:33

filter and I could just say uh you

11:36

know call it just maybe a

11:44

specific we're getting really creative

11:46

here specific rep filter let's just go

11:48

with that U now one thing that's

11:50

important here by the way is you'll need

11:53

to apply the filters

11:56

across all users contacts

12:00

otherwise you could say my contacts and

12:03

that would that's not going to be any

12:04

good for looking at other the contacts

12:06

that belong to other users but that is

12:08

the default setting here so you're going

12:10

to always need to change it to all users

12:12

contacts when you're doing

12:14

this and then under the filters here

12:18

owner

12:20

is and we choose the owner here so I

12:23

could just switch this over to Drew Ross

12:25

3 hit save and now we can see all the

12:28

users that belong or all the contacts

12:30

that belong to that other user and just

12:33

to demonstrate it more quickly you

12:35

really can move back and forth through

12:36

these pretty quickly so boom choose a

12:39

different user if I want to toggle back

12:41

and forth and we can just do it like

12:47

that now another thing that you might

12:50

find yourself needing to do is creating

12:53

a filter view that is visible to

12:57

everybody on your team

13:00

uh for instance it might be everybody

13:03

needs to see like uh they need to be

13:04

able to pull up who all the the

13:06

customers are so we are going to jump

13:09

over here to a

13:11

customers filter view now in this demo

13:14

account

13:15

we've created a custom field for contact

13:19

type is

13:21

customer and so that's what this is

13:23

filtering for so we got

13:25

contact is customer now let's take a

13:28

look at this uh filter

13:30

view so we got this applied across all

13:35

users and we've used this here make

13:38

filter view available to all

13:41

users so what that means that this

13:43

filter view is now displaying in all

13:46

user

13:47

accounts so we're going to jump over to

13:50

the uh member user account in this

13:56

window and we're going to click over to

13:58

contacts

14:00

and here we go this filter view is now

14:02

visible in my account right here now um

14:07

this

14:08

particular user here doesn't have any

14:11

contacts that match the criteria but as

14:14

you can see the filter view is uh is

14:17

visible to

14:22

them all

14:25

right now um let's take a look at

14:30

tasks we're going to jump over to the

14:33

CRM portion of the system through that

14:36

left

14:38

navigation and there's going to be a lot

14:40

of

14:43

similar Concepts here this is again

14:46

going to be very filter

14:48

view

14:50

driven anything that says my like my

14:53

open tasks my completed tasks these are

14:56

going to apply to you today's tasks also

14:59

by default applies to you but when we

15:02

look over here at like at all open tasks

15:05

for instance we are able to

15:08

see all the tasks that across the team

15:11

that are

15:14

open and let's take a look here at this

15:18

team

15:19

tasks click into the edit

15:22

filter this is going to just display

15:25

everything that this is basically

15:27

today's tasks except ccept it's um

15:31

applying across the entire team so

15:33

something like this is going to be very

15:35

useful for getting a sense of what tasks

15:40

are currently due across your team so we

15:45

can see the due date right here and here

15:48

let's add under

15:53

columns under owner

15:57

task so we can see the different owners

16:00

right here of these various

16:03

tasks and based on today today's uh is

16:08

February 11th I can see right here that

16:10

we've got a task that is quite a deal

16:15

quite a bit overdue so this would be

16:17

this would prompt me to reach out to

16:20

that rep and see if there's a reason why

16:24

that rep is holding off on calling uh

16:27

geralt here

16:30

as an

16:33

example another thing that is quite

16:35

useful is assigning tasks so when you're

16:38

creating a

16:44

task we can give it a different

16:50

owner and what that means is that this

16:53

task will be assigned to the to this

16:56

subuser within my account they'll also

16:59

receive an email saying hey you know

17:02

this P this other person on your team

17:03

has assigned you a task so you don't

17:06

even have to worry about pinging them

17:08

letting them know they they'll receive

17:09

an email notification and of course

17:11

they'll see it in their

17:13

CRM but as you can see the system here

17:16

picked up on the fact that this selected

17:17

owner is not me I want to receive an

17:20

email when this task is completed so

17:23

this is extremely useful in saving

17:26

people from having to notify them of

17:27

stuff that they might not they really

17:29

shouldn't have to notify each other

17:31

about so when this subuser completes

17:34

this task I'll get an email telling me

17:36

that hey this that really important task

17:38

that you went out of your way to assign

17:39

to somebody uh it's been

17:45

completed and of course also like let's

17:48

say here you know this uh particular

17:50

person is slacking on completing this

17:53

task maybe they're on vacation or

17:55

something I'm also able to

17:59

reassign this to somebody else if if I

18:01

need to um from from right here so I

18:05

could reassign that and um let somebody

18:09

else take care of

18:14

it lastly we are going to go through

18:19

opportunities now there's not a great

18:23

deal here that's unique from some of

18:25

these other systems that we've looked at

18:27

like um like your contacts and your

18:30

tasks again this is very uh filter view

18:34

driven but there are a couple of things

18:36

that are worth looking at

18:38

here like again we got my opportunities

18:41

versus all

18:42

opportunities and it's quite useful as

18:45

an admin to be able to just like get

18:47

that that big company or just like

18:49

team-wide overview of what's all

18:52

happening across these um

18:55

different uh across the different team

18:57

members

19:00

and again of course you can create a

19:02

like a like a rep specific filter filter

19:06

so that in this case we're looking at

19:09

all the opportunities that match a

19:11

particular rep we look at the filter

19:13

view we'll see that you set this up just

19:16

like You' set up the other

19:17

ones where you apply the filter across

19:20

all users and you can set a filter for

19:23

owner is whichever team member you so

19:27

choose

19:29

now another thing too that uh that that

19:32

sales managers find really useful here

19:35

is the fact that you can reassign these

19:40

opportunities directly from this

19:43

page so for instance again like let's

19:46

say somebody's on vacation and we really

19:49

need to get this deal across the Finish

19:52

Line what you can do so you see how I'm

19:55

hovering over this row here in the in

19:58

this opportunity card and it kind of

20:04

like when I hover over it get those

20:05

underscored lines now if I double click

20:09

here I'm able to change the owner just

20:12

from this page so choose owner I'm gonna

20:17

reassign this to yeah maybe I'm going to

20:19

reassign to myself I close the deal here

20:22

I'd hit okay and now this is my

20:28

opportunity

20:29

and uh and I can I can close it from

20:31

here other items here or other rows that

20:36

you see in your opportunities can be

20:40

edited like this like the

20:42

amount I

20:45

can change the amount there I can change

20:47

the estimated close date I can add a new

20:53

summary and you can take care of all of

20:56

this right there hitting the enter

20:58

button will often be what submits those

21:01

changes that you've made to that

21:02

opportunity from that

21:06

page now another thing too that I think

21:10

is really useful is as a sales manager

21:14

you might not have um all of the latest

21:18

information on on a given deal and it

21:21

might not be you know you might want to

21:23

just get up to speed on something

21:26

without having to bug one of your sales

21:30

reps and so from this opportunities page

21:34

you see this blue button in the upper

21:36

right corner when you click on that you

21:38

can quick view your opportunity

21:42

here and from here we can just get a

21:44

nice little quick view of what's going

21:46

on with this opportunity I can choose

21:49

the I can click here for for the latest

21:52

activity I'll see the calls that were

21:54

logged the emails that were sent from

21:57

here I can take a look at the contacts

22:00

same sort of deal we got the quick view

22:02

can edit it email text all from this

22:06

page here can hit a quick view just to

22:09

zoom in on just that one particular

22:11

contact in the opportunity so you can

22:14

get a lot done just from the

22:17

opportunities page here obviously the

22:19

tasks list is going to be a main a main

22:23

spot for for information for you uh here

22:25

as well

22:30

and all right so I'm going to stop the

22:33

sharing here and um yeah so I hope that

22:37

this has been helpful just giving you

22:39

some really helpful pointers into how to

22:43

get started in this account when you're

22:45

managing multiple people um you just to

22:49

recap we talked about how to share

22:52

templates how to share content assigning

22:55

contacts with to people how to use

22:57

filter View use for things like tasks

23:01

contacts opportunities all that stuff so

23:05

I definitely encourage you to experiment

23:08

with this stuff get familiar with it and

23:11

of course if you have nuanced questions

23:14

about your particular workflows and all

23:16

that stuff definitely reach out to us

23:18

we're here to help uh and and we would

23:21

love the opportunity to do so so I hope

23:24

this has been helpful thank you so

23:27

much e