Very often a user (Salesperson or the SalesManager) wants to see an immediate response to an action he or she has made in the application or, on the contrary, to the recipient of an email campaign.

What always helps is to press the refresh button in your Web browser, see the picture below.

NOTE: We recommend to always use the refresh button in Web browser at Campaign and Leads screen when waiting for results of sent Campaign (Open rates, Click-through-rates...etc)

To register a new account within the app, visit: https://app.omnicrane.com/auth/register

And fill in the information on the screen below:

Our tip: Make sure you don't use the same email for the initial registration as you did in an earlier registration with Omnicrane. Always check the uniqueness of the email address provided so that there is no collision between multiple accounts of the same user within our SaaS application.

For the SMB version of the product, the application distinguishes between two basic roles: SalesManager and SalesPerson. The right to create new users is always granted only to the SalesManager, who also acts as the application administrator in the SMB license.

Our tip: After each new user is created, you still need to send an activation email to the address specified earlier in the new user form. This is done after the contact has been entered by pressing the Reset password button, see screen below:

In order for Omnicrane to send emails on behalf of the customer from their company email e.g.: karel.popov@jablko.cz it is necessary to set the permissions on the customer's domain e.g. www.jablko.cz (the so-called SPF record) and at the same time to authorize our tool once with the so-called DKIM key, which "signs" all emails on behalf of the customer's domain.

For the customer's domain administrator (IT technician) this is a job for a few minutes (one SPF Include command per domain) and one DKIM key generation. Your domain administrator must have done this in the past, so your people should have experience with this or Omnicrane can help you.

What is the DKIM check?

DKIM (DomainKeys Identified Mail) or the DKIM check is an email verification technique that allows the receiver to check if an email was actually sent and authorized by the owner of that domain, thus giving assurance to its authenticity.

This is done by giving the email a digital signature called the DKIM signature. The DKIM signature is an encrypted string embedded invisibly in the email which can be validated by the recipient’s email server against the public DNS records of your domain. Usually, DKIM signatures are checked at the server level, and the results are not directly displayed to the end recipient. The email just appears in the inbox as normal, but has a better chance at passing SPAM filters and other security checks thanks to the verification process.

Once the receiving system concludes that an email is signed with a valid DKIM signature, it’s safe to say that the message of that specific email and the attachments haven’t been changed or modified.

If you want to know more read technical description go here...

What is SPF?

The Sender Policy Framework (SPF) is an email-authentication technique which is used to prevent spammers from sending messages on behalf of your domain. With SPF an organisation can publish authorized mail servers. Together with the DMARC (Domain-based Message Authentication Reporting and Conformance) related information, this gives the receiver (or receiving systems) information on how trustworthy the origin of an email is. SPF is, just like DMARC, an email authentication technique that uses DNS (Domain Name Service). This gives you, as an email sender, the ability to specify which email servers are permitted to send email on behalf of your domain.

SPF in practice

An SPF record is a DNS record that has to be added to the DNS zone of your domain. In this SPF record you can specify which IP addresses and/or hostnames are authorized to send email from the specific domain.

The mail receiver will use the “envelope from” address of the mail (mostly the Return-Path header) to confirm that the sending IP address was allowed to do so. This will happen before receiving the body of the message. When the sending email server isn’t included in the SPF record from a specific domain the email from this server will be marked as suspicious and can be rejected by the email receiver.

More about SPF settings is here...

Strong Note: Importing contacts can overwrite the ownership of data within the database and is thus the most powerful operation a user can perform in the application. Therefore, Import should always be performed by someone who understands how the basic principles of CRM and data handling work.

Therefore, read the following description very carefully and if you as a user would not dare to import data in bulk, call Omnicrane and we will be happy to help you.

General description

In addition to manually setting up a contact directly in Omnicrane, it is common for a customer to import a larger volume of contact data into Omnicrane from their own Customer Database (DBs) which for Corporate customers is typically their CRM system such as SalesForce, Microsoft Dynamics or just a normal Excel spreadsheet as is often the case for Small and Medium sized businesses.

Omnicrane defines a basic mandatory CSV structure of imported data (table header) and additionally allows customers to add their own attributes (columns) in the range of max 3 individual attributes for the data object Customer contact and max 3 individual attributes for the object Company.

Detailed description

The mandatory CSV structure that must be followed for a successful Import.

The preview of the SAMPLE file stored at GDisc is here.

The SAMPLE file can not be edited but can be downloaded as a Excel or CSV file/soubor at this link...

Getting an email to the right email box depends on many factors such as the sender's reputation, the anti-spam filter settings on the email server, or just the content of the email itself.

Maximizing email delivery rate is a complex issue. For starters, two basic things are enough:

1, Proper DKIM/SPF settings

2, Or if the email ends up in a SPAM box then mark the sender as safe:

• a, by the right-click on the header of the email to report the message as Not Junk.

• b, or again by right-clicking, but more systemically selecting Options... and report the sending Email to the server as safe see the two options in the screenshot below...

Setting roles and rights in an application

Omnicrane application distinguishes two basic user roles in the SMB version of the license to which all rights and operations over data stored in the application are bound

Specifically, the role:

SalesManager - who also acts as an administrator to set up additional users, has an overall view of user activity, but for reasons of customer data security often has Read Only and Aggregate views over the data.

SalesPerson - custom executive role that can perform all active actions i.e. send campaigns and change lead status, but only for contacts where he is the Contact owner.

For a more detailed understanding or to set individual rights in the application, we recommend reaching out to an Omnicrane consultant.

Setting up new users can only be done by the SalesManager within the Setting menu.

Our tip: After creating a new account, you must always click the Reset Password button which will send an Invitation email to the new user. See screen below...

The home screen provides an overview (dashboard) of the basic KPIs (Key Performance Indicators) of the application.

Specifically, these are the following KPIs metrics:

Total Revenue: Total Revenue as an "unweighted" sum (aggregation) of the value of all leads from all SalesPeople within the organization (for a Manager role login) or just Total Revenue for a single Salesperson (for a SalesPerson role login).

The detail of the aggregated Revenue by opportunity maturity stage (Leads stages) is in the chart below.

Total Leads: the total number of Leads (sales opportunities) and for all Opportunity Maturity Stages (Stages). Again, an aggregated view (for logging in as a Manager for their entire organization) or just one salesperson (for logging in as a SalesPerson).

Detail of the aggregated Lead counts by Opportunity Maturity Stages (Leads Stages) is in the chart below.

Sent Campaigns: shows the total number of campaigns sent by the role in which the user logged in. So, for a Manager, it is the number of campaigns for the entire organization and for the SalesPerson role, it is just their number of campaigns.

Detailed statistics are available under the Analytics menu item.

Delivery rate: Shows in percentage the ratio of All: Emails delivered to customers / Emails sent within Omnicrane campaigns.

Open rate: Shows in percentage the ratio of all: Opened emails by customers / Sent emails within Omnicrane campaigns

Click-through-rate: Shows in percentage the ratio of all: Clicks inserted within emails by customers / Emails sent within Omnicrane campaigns.

To make the statistic meaningful therefore in the range of 0-100% only the first unique click within a single message is always counted within the Dashboard. The total number of clicks and their detailed analysis is available within the Leads and Analytics menu item.

The Lead management fuctions offer two types of operations:

1 The Filter, Sort and Search functions over the Leads generated from the all Campaigns

• NOTE 1: The Leads are as default Sorted by the Priority Index (Px column) that is assigned to the each Lead by the AI function of the Omnicrane APP. The Priority of the Leads calculated by the APP can be considered as the recommedation to the Salesperson; however the Salesperson is expected to add his-her insight and know-how to manually change/adjust the Leads priority.

• NOTE 2: The owner of the Leads/Customers is always only the one unique Salesperson that respects the best practice rule from the CRM area

2 The Change of the Leads detail is done manually at Leads detail shown below:

Flag-1 point at the Button where Salesperson chan change the Stage of the Lead that is directly impacting the Priority of the Lead. APP is diffrentiate 5 Stages of the Lead from 1 as the lowest to the 5=Won Deal as the highest.

Flag-2 point where to manually change the Lead value coming originally from default setting done at the Campaign level for all recepients.

Flag-3 point where to change Product to be sold. The definition of Product portfolio is done at Settings Menu available only to Manager role in the APP.

Flag-4 point where the Salesperson can enter its private comment to the Lead.

• NOTE: This Lead Detail screen and data here are not available to anybody else than just the Salesperson that is owner of the Customer. Even the Manager that work in the APP as the Admin can not approach any detail data of th Salesperson. This is Security police hard-coded in our Omnicrane APP.

You need two esential data inputs to Add/Create new Campaign and that are:

• Content of the Campaign (prepared in Templates MENU as the HTML-rich graphic design combining Images, Buttons, HTTP Links and Text)
• List of recepients (prepared in the Contacts-List MENU]

The whole Campaign Management agenda is implemented at four screens:

1 Campaign list – as the main screen allowing Campaigns operations

• Add as red Call-to-Action button here
• View as yellow color marks where to click to open Campaign detail

2 Add a new Campaign

• See the detail Form to create campaign

• the 1-Flag points where to enter Campaign name that will be later shown in the Campaign list and also used for all Filtres and Search functions inside the APP

• the 2-Flag points where to enter important SENT FROM: adress that will be viewed in the INBOX of email recepient. You can either place here name of the company that is sending the campaign as the: Prague Data Ethics Lab or even specific email address as the: steve.jobs@apple.com

• the 3-Flag points where to enter Subject of email viewed in the INBOX of email recepient

• the 4-Flag points where to enter List of recepients of email (Audience of email campaign) that you must create before New Campaign creation in Contact-List Menu

• the 5-Flag points where to you select the Template defined before

• the 6-Flag points where to enter Targets of the Campaign as the: A, Expected Value of the one Lead generated from Campaign and Product that you want to promote in the campaign, e.g. Newsletter as the fgeneral product

• this screen is also followed by the popup window to confirm sending of campaign

3 Specific Campaign Detail - Stats - Statistics showing the Timeline of the Campaign performance

• the 1-Flag points to Campaign basic overview data

• the 2-Flag points where to Show HTML as the Template Content that was sent in Campaign

• the 3-Flag points to Campaign basic KPIs that are described at Dashboard Help screen

• the 4-Flag points to Campaign Statistics in a form of Timeline performance

• the 5-Flag points to where to switch between Leads and Stats Campaign view

4 Specific Campaign Detail - Leads - Showing initial Leads generated from the campaign; however the overall Leads are better to view at Leads MENU item

The agenda of working with the Templates can be divided into two areas:

A, Add a new Template and B, Manipulate with the existing Templates

• Flag-1 point to button where to click to Add a new Templated

• Flag-2 point to button where to click to Clone the sample and PERNAMENT templates named as the Alfa, Beta, Gamma that are shared among all salespersons in your organization (its marked as SHARED in Template description

• Flag-2 point to button where to click to Delete or Clone your own Templates that you have created in the role of Salesperson and you are marked as the owner. Being the owner allows you for full manipulations with the Template including also the Delete functions. However if th Templates was already sent via the Campaign even if you delete it the pernament copy will be still kept to view at Campaign detail history available through Show HTML function

Adding new Template and creation of HTML rich Content means three steps:

Step 1 - Create the Layout of the Template Content (Define Header, Body, Footer as three basic blocks with possibility to specifiy the blocks to lower detail such are the sub/blocsl as the separate columns Note: this defined Layout will later contain specific content, see Step 2

Step 2 - Filling the Layout by the general Element See the Flags-1-2-3 and element offer available at the right menu as the: Image, Text, Button, HTML links...etc.

Step 3 - Writing, Editing the content s the Text as in the Word editor including option to update the Button text and also the option to Upload the specific PNG, JPEG Images from your computer to predefined General elements

Step 4 - Inserting the specific HTTP links into elements that is essential for later analytics of email recepient behavior.

See how to insert the specifif HTTP link to the Button below

• NOTE: You can trace the customer/recepient behavior only if you enter in the Template the active links that customer can click-on.

Flag-4 point where to insert the HTTP link which click-on will be traced in Campaigns and Leads Analytics

Flag-5 point where to switch between Mobile and Desktop view to optimize the responsivity of Template at screens with different resolutions

You can work with Contact at the following levels:

1 Contact management doing the analytics over the overall databases of the contacts beloning to its owner (Manager all DBs and Salesperson just his Customers)

2 Individual Contact level - where you can see details of each contact if you are Salesperson that owns the Customer data and then you can also change its data manually

3 List level - collecting the desired subset of the contacts into the one List

4 Company level - the Omnicrane APP is focused at the B2B customers thus we expect that majority of Contacts should belong to the some Company.

• Note that the one Company can have many associated people/Contact person, however there is only Contact that is the Primary decision maker marked for the Company level

5 Import of the Contacts - This Menu Item is available only to the role of the Manager in the APP. The detail procedure of the bulk Contact data import is described at special Support Item named as the Import data from external database.

NOTE: Contact Management agenda is essential for the business success of the Sales Campaign.

• Thus, the Contacts analytics work must be done before the Campaign is sent.

• The List is the collection of all customers that will be approached by the Campaign.

Two advanced Analytics functions above tha basic Statistics done at Leads and Campaign screens are done here.

1 Business Analytics over the Leads including also the Export functions for the purpose of later analytics in external tools.

2 Activity Analytics - showing how much activity is done by the Salesperson in terms of Leads manually change, Sent Campaigns...etc.

• NOTE: The Manager can view and compared the business and activity perforance of his Teams and this Analytics area that is very powerfull tool for Sales Team management.

This Setting Menu is available only to the user acting in the APP in the Role of the Manager of the Organization.

Three basic functions are available here Organization, Users, Products:

Detail Screens per functions are shown below:

1 My Organization - are shown here as the: Type of the APP licence, Activation date of Licence, Limits per the Licence as the Maximum of Contacts in DBs... etc.

2 Add new Users - you always need to Reset password for the new user

3 Define the Product Portfolio - you can Add specific Products that are later used in Campaigns and Leads for better management of the leads