Two reports are available for tracking presentation usage.

Presentation Usage (Territory/Employee)

Displays how often the presentations have been used over a given period (displayed monthly) and the average amount of time the presentation was used for.

Using the radio buttons on the report criteria, choose whether to display the employee name and/or the presentation version reference.

Important: The number of times a presentation was used will not necessarily match the number of Agnitio contacts as multiple presentations may be used in a single call or meeting.

Page Views (Territory/Employee)

Displays the average amount of time each presentation page was used over a given time period (displayed monthly).

Using the radio buttons on the report criteria, choose whether to display the employee name and/or the presentation version reference and/or the page version reference.

Important: The number of times a presentation page was used will not match the number of Agnitio contacts as pages may be skipped or multiple presentation pages may be used in a single call or meeting.

Data Explorer is accessed from either the large button on the home page

OR

from My Data on the menu bar

Open Data Explorer and click the Contacts icon

In the Your Contacts box click the OK button to start the search

A new section called Presentations has been added to the search box which contains three searches:

Presentation Duration: Searches the contact list where a presentation was used for a period of time. The options allow you to search for the presentation by name, or to use % as a wild-card search term.

Presentation Name: Searches the contact list where a particular presentation was used. Enter the presentation name or use % as a wild-card search term to return all contacts where a presentation was used.

Presentation Version: Searches the contact list where a particular version of a presenation was used. Enter the presentation name and the version reference. This search is useful if you make changes to the materials and want to compare usage rates between the different versions.

Add additional searches as required, i.e.

To find your own contacts, or just those made by a single user, add a further search from the All section: Recorded By (Active Emps)

To limit the search to contacts made during a particular time frame, add a further search from the All section: Date Range

To obtain a list of customers that received the presentations, add a search from the Convert section: Convert To Customers

Data Explorer is accessed from either the large button on the home page

OR

from My Data on the menu bar

Open Data Explorer and click the Meetings icon

In the Your Meetings box click the OK button to start the search

Now search by Type which can be found in the Categorisation section

In the box that appears, select the meeting type: Agnitio

Click the OK button to carry out the search

The number that appears represents all the Agnitio meetings made on your territory* Click on the number to display the meetings list

* To find your own meetings, or just those made by a single user, add a search from the All section: Recorded By (Active Emps)

The list can be sorted and filtered as required

To limit the search to meetings made during a particular time frame, add a further search from the All section: Date Range

To obtain a list of customers seen at the meetings, add a search from the Convert section: Convert To Customers

OR

To view the list of contacts that resulted from the meetings, add a search: Convert To Contacts

Data Explorer is accessed from either the large button on the home page

 OR

from My Data on the menu bar

Open Data Explorer and click the Contacts icon

In the Your Contacts box click the OK button to start the search

Now search by Type which can be found in the Categorisation section

In the box that appears, select the contact type: Agnitio

Click the OK button to carry out the search

The number that appears represents all the Agnitio contacts made on your territory*

Click on the number to display the contact list

* To find your own contacts, or just those made by a single user, add a further search from the All section: Recorded By (Active Emps)

The list can be sorted and filtered as required To limit the search to contacts made during a particular time frame, add a further search from the All section: Date Range

Appointments and meetings intended to be carried out using Agnitio may already have been pre-planned in actisCRM.

These will include future appointments, shown in light-blue in the diary and meetings which may already have been submitted and approved.

Where these Agnitio contacts already exist in the actisCRM diary, the synchronisation process will merge the Agnitio call into the pre-planned one.

1-2-1 contacts

For 1-2-1 contacts the synchronisation process will look for a match to the contact type (Agnitio), the customer name and the date.

If there is sufficient information from Agnitio to complete the call, then it will be merged directly into the appointment in your diary with no further action required. The contact in your diary will be shown in yellow as complete.

If there is insufficient information from Agnitio, then the call will be added to the Workflow Task list:

1. Open the Workflow Task and add the information required
2. Click the Save and Exit button to complete the call

The call will be merged into the appointment in your diary with no further action required. The contact in your diary will be shown in yellow as complete.

Meetings

For meetings the synchronisation process will look for a match with the meeting type (Agnitio), the date and an overlap with customer names. At least one name must match.

If there is sufficient information from Agnitio and the planned meeting has already been authorised, then it will be merged directly into the meeting in your diary.
Check and close the meeting in the usual way.

If there is insufficient information from Agnitio, or if the planned meeting has not already been submitted for authorisation, then the meeting will be added to the Workflow Task list.

1. Open the Workflow Task and add the information required
2. Click the Submit Meeting action

Depending on the estimated budget value the meeting will either be auto-authorised or will need management authorisation
The meeting will be merged with the planned meeting in your diary and can be checked and closed in the usual way.

Meeting attendees

• Attendees that joined the meeting via a link rather than their invitation will be recorded as unnamed attendees.
• Only attendees invited to the Agnitio meeting will have presentation data added to their contact record.

Important: Wait for the presentation data to synchronise from Agnitio before you delete any non-attendees from the actisCRM meeting record and close the meeting.
If you delete non-attendees before the synchronisation process is complete, customers invited to the Agnitio meeting will be added back to your meeting record in actisCRM.

The Pending Workflow Tasks button on the header bar will let you know if remote meetings require your action.

A Workflow Task will be created for all meetings

The Task Type will let you know the action required:

• Update and Submit Agnitio meeting: add required information to the meeting record, check and submit for authorisation
• Submit meeting: there is enough information from Agnitio for the meeting to be checked and submitted for authorisation

In the workflow task list, find the meeting you carried out earlier

Click to highlight the meeting in the list

Click the Open Task action

Complete any necessary fields on the meeting record, i.e. notes, products detailed, etc

Check all other details and add a budget and costs if necessary

Click the Submit Meeting action

Depending on the estimated budget value the meeting will either be auto-authorised or will need management authorisation

The meeting will be added to your diary and can be completed in the usual way following authorisation

Important: Details of the presentations used during the call will be added to the contact records at the next synchronisation. Contact records are only created when the meeting status is Closed.

The Pending Workflow Tasks button on the header bar will let you know if remote calls or meetings require your action.

A Workflow Task will be created for calls where:

• You need to add information in order to complete the call
• Close week codes have not been added to the diary covering the date the call was carried out

Important: If provisional Close Week codes are already added to the diary, and there is sufficient information from Agnitio to complete the call, then it will be added directly to your diary with no further action required.

Important: If finalised Close Week codes are already added to the diary, the week must be re-opened before the workflow task can be completed.

In the workflow task list, find the call you carried out earlier
The Task Type will let you know the action required, i.e. Update contact

Click to highlight the call in the list

Click Open Tasks on the Actions tab

Complete any necessary fields on the contact record, i.e. notes, products detailed, etc

Check all other details, i.e. the contact time

Click the Save and Exit button to close the budget

The completed call will be added to your diary

Important: Details of the presentations used during the call will be added to the contact record at the next synchronisation

The Workflow Task list contains details of all of the calls and meetings you’ve carried out in Agnitio. The synchronisation process has set-up either a call or meeting record in actisCRM in draft format. These records contain the all the known details about the calls, i.e. the start and finish date and time, the customer and location details, and, although you can’t see it yet, the details of the presentations used during the call.

Carry out actions and change the list view from the sidebar

Open Task: Opens the contact or meeting record ready for completion
Cancel Task:

Change the list view with the Parameters:

Task Status: Select from the drop-down lists to view Incomplete Tasks (tasks that require your input), Completed Tasks or All Tasks

Display Tasks for: Select from the drop-down list to view tasks created by anyone, myself only, myself and my subordinates or my subordinates only. This list of available options will change depending on authorisation levels.

The default list parameters are set to show only incomplete tasks (contacts or meetings requiring additional information) for me or my subordinates. This means that a manager will see incomplete activity for their team, whilst a user will see just their own activity.

The Workflow Task List contains the following information:

Owner: The actisCRM user that carried out the call or meeting

Type: Indicates the action required

• Update Agnitio contact – add required information to the contact record
• Update and Submit Agnitio meeting – add required information to the meeting record, check and submit for authorisation
• Submit meeting – there is enough information from Agnitio for the meeting to be checked and submitted for authorisation

Description: the date and time and customer name for a 1-2-1 contact or date and time for a remote meeting

Status:

• Pending: The workflow tasks requires your action
• Completed – Success: The workflow action has been completed successfully
• Completed – Failed: the meeting has been imported with no customers. This could happen if you’ve asked unnamed attendees to access a call or meeting using just the Agnitio link.
• Cancelled: the call was cancelled. This could happen when the call was launched in Agnitio but was terminated as customer did not connect.

Important: Cancelled tasks are not removed from the system, but can be found in the completed task list

Created: the workflow task creation date

Modified: the last time the record was updated

Result:

• Success
• Cancelled
• Deleted: applies to meetings only. Workflow task has been completed, but then meeting has been deleted from the meeting record itself.

Customer details are exported directly to Agnitio. The details include Customer name, email address and location.

Your organisation will determine which records are exported during the set-up process, e.g. all customers, target customers, customers with a specific type or speciality, etc.

All calls and meetings created and carried out in Agnitio will be imported directly into actisCRM.

Completed calls are added directly to your diary if possible
Incomplete calls and meetings are added to the Workflow Task list

Presentation data is added to completed contact records. Note that meeting contact records are created when the meeting is closed

Important: The synchronisation will run at regular intervals which will be determined by your organisation.

Agnitio Rainmaker and/or Agnitio Live enable fully compliant remote detailing.

Your Agnitio app and actisCRM synchronise to ensure your customer list is always up-to-date in Agnitio, and calls and meetings made using Agnitio are added straight back to actisCRM.

Depending on the information available your calls and meetings will be added to actisCRM either as a completed call or a workflow task. The workflow is like this:

The Workflow Task list can be opened from

The button on the homepage

Or

the Pending Workflow Tasks button on the header bar

Or

From Activities > Workflow Tasks on the main menu