Almost every interaction you make with a customer involves documents of some kind. Some of these will be sent by the customer and some will be sent by you to the customer. These can be anything from product details and support information to contracts that need to be stored.
SharePortals makes it easy to work with and store documents, and provides several ways of doing so.
In our example, we have two documents we would like to send to our new customer. The first is a sales proposal covering the product we are providing the demo for. The second document is a contract confirming our service-level agreements and other such information.
Let’s assume we have already sent the sales proposal PDF to the customer in a previous email; in this example, we are simply concerned with associating this PDF with the opportunity in SharePortals, and do not want to store the email.
- First, open the opportunity in SharePortals to display the overview.
- Click the Documents tab to display the document upload options:
- Click Choose Files and select the PDF.
- Click Upload.
- The PDF is now associated with the opportunity and accessible by all SharePortals users.
We haven’t yet sent the customer the second document containing our SLAs, so we would like to do that as well as associating the details of the sent email (e.g. from/to details, the subject, body and information on who sent it and when) and the attached document with the opportunity in SharePortals.
It turns out that we can do all these things quickly and intuitively in SharePortals:
- First, open the opportunity overview in SharePortals.
- Click the Emails tab:
- Now click the Compose button. A Compose Email form opens:
- We fill out the To field, the Subject field and our email text in the body. We click on Add Attachments at the bottom of the form, and choose the SLA PDF. We tick the Copy Attachments To SharePortals Opportunity box to indicate that we want to associate our attached PDF with the opportunity. We then click the green Send button. The email will be sent from the email address associated with our Microsoft 365 user account.
- We have now done all three tasks: the email is sent to the customer, the email details are recorded under the Emails tab in the opportunity, and the PDF itself is also stored under the Documents tab in the opportunity.