FAQ

Dashboard

Analyze your pipeline, your transactions and your activities.
The “Activities” table represents the “Tasks” table. This interface is not designed to show you the number of emails sent, but the number of “email” type tasks that have been created.

Tasks

Plan your week: activities, tasks, meetings, calls, etc.
  1. Click on the “Settings” module
  2. Click on the “Email integration” tab
  3. Click on the “Synchronize now” button
  4. Follow the steps on the screen
(At the end, you can select the calendar to synchronize with your CentrixOne account.)
  1. Click on the “Tasks” module
  2. Click on the “Preview” tab
  3. Click and drag a task to the column of your choice
(The changes will be saved automatically.)
It’s an email sent to your email address or your contact’s (depending on what you’ve decided) with an event that can be added to your email calendar.

Contacts

Centralize information about your contacts.

* You must have access rights in your CentrixOne user permissions. *

Step 1, create a filter:

  1. Click on the “Contacts” module
  2. In the list of contacts, click on the arrow to the right of the “My filters” field
  3. At the end of the list of filters, click on the line “Add a filter”
  4. Click on the “+ Add a criterion” button
  5. OPTIONAL: to save your filter, enter a name in the “Filter name” field
  6. Click on the “Finished” button

(Your data is now filtered according to your criteria.)

Step 2, export your data:

  1. Using the “My filters” field, make sure you have selected the filter you have just created
  2. Click on the cloud icon (with an arrow inside) to export your filtered contact list

(You will then get your contact list in the form of an Excel file.)

This is an account in which one of the contacts is synchronized with your accounting software such as Acomba or QuickBooks.

In the primary contact detail section, you will see the synchronized accounting software icon.

By default, for security reasons, you are not permitted to modify the information in the account and in the primary contact, as this could cause errors in your synchronization service.

* You must request the rights from the administrator of your CentrixOne account. It is important to understand that a primary contact is part of a protected list. This list is synchronized with your accounting system. Modifying a primary contact could cause certain issues. *

  1. Click on the “Settings” module
  2. Click on the “User groups and permissions” tab
  3. In the list, click on the “Contacts” module
  4. Find the “Primary contact” line and check the “Read” and “Write” boxes
  5. Return to the top of the page and click on “Save”

(You can now modify the information relating to a primary contact or click on the button to improve a contact. Note that it is likely that your modifications will also be made in your accounting system.)

In the contact details section, click on the “Modify” button in the upper right of the page.

Option 1: create a task

  1. Click on the “Contacts” module
  2. Click on your contact
  3. In the “Tasks” interface, click on the “+” in the upper right corner
  4. In the list of the “Task type” field, click on the “Notes” type
  5. Complete the other fields
  6. Click on the “Save” button

Option 2: create a custom field

* You must be an administrator of your CentrixOne account. *

  1. Click on the “Contacts” module
  2. Click on your contact
  3. In the contact details section, in the “Contact summary” interface, click on the “Profiling” tab
  4. In the “Profiling” interface, click on the three small dots in the upper right corner
  5. In the list, click on “Add a field”
  6. Complete the “Name of the field to display” field
  7. In the “Type of field” list, click on the line “Text”
  8. In the “Height (in pixels)” field, enter, for example, 150
  9. Click on the “Save” button

First, make sure you’ve entered an email address in your contact card.

Secondly, if this is a primary contact, make sure you have permissions to edit that type of contact.

If, despite everything, nothing is displayed, it’s simply because no information is available on the internet for this contact.

In fact, this feature will search on different platforms across the web. So if your contact hasn’t posted anything on the internet, it’s normal for the app not to find any information to show you.

A contact can be associated with several lists at the same time. Thus, there will be a copy of the contact in each of these lists.

Make sure you only have one list selected at a time:

  1. Click on the “Lists” module
  2. Make sure only one list is selected (it will have a green checkmark to its left)
  3. If necessary, click on the square next to a list to select or deselect it
  4. Click on the “Save” button

Yes.

Here’s how to check to which list(s) the contact belongs:

  1. Click on the “Contacts” module
  2. OPTIONAL: search for your contact quickly by entering their name in the search bar
  3. Click on your contact
  4. In the contact details section, in the “Activities” section, click on the “List” tab

(The lists in this tab represent all those assigned to this contact. You will therefore find a copy of this contact in each of these lists. All of these copies are linked, so if you change any information in this contact, it will be updated in all copies of that same contact.)

For a name to appear in the list of representatives, it must first be present in the list of users of your CentrixOne account. Once added, you will be able to define this user as a representative of a contact or an opportunity.

To add a new representative, there are two options: active or inactive user.

Please note that you will need to purchase a new plan to add an active user. Otherwise, you will be able to add an inactive user, but that user will not be able to log into your CentrixOne account.

In order to add to your plan, you can ask the owner of your CentrixOne account to go to the “Settings” module.

If you would like to add an inactive user, please email your request to support@centrix.one.

(Note: If your CentrixOne account is synchronized with Acomba, you must first have created a salesperson in Acomba to see them appear in the list of representatives in your CentrixOne account.)

Option 1: add the creation date to the contact list

For the procedure to follow, please refer to the question “How do I customize the display of information in the contact list?” (multi-column).

Option 2: consult the “history” tab

(Please note that the “history” tab is a paid feature that requires our technical team to be involved to activate it in your CentrixOne account.)

  1. Click on the “Contacts” module
  2. Click on your contact
  3. In the contact details section, in the “Contact Summary” interface, click on the “History” tab

* You must be an administrator of your CentrixOne account. *

  1. Click on the “Contacts” module
  2. In the list of contacts, click on the three small dots in the right corner of the table

(The changes made in the multi-column apply to all users.)

To add information:

  1. Click on the button “+ Add a line”
  2. Click on the section where the relevant field is located
  3. Click on your field to add it

Tip: use a custom URL-type field to display a link to a document, website, image or other.

(Note that the title of a column is actually the first information you want to appear in that column. To change this information, just click on the column title.)

To delete information:

  1. Double-click on the “X” in front of the relevant field

To change the information display order:

  1. Place your cursor on the three horizontal lines in front of the relevant field and click and drag it to move it

* You must be an administrator of your CentrixOne account. *

  1. Click on the “Contacts” module
  2. Click on a random contact
  3. In the contact details section, in the “Contact Summary” interface, click on the “Profiling” tab
  4. Click on the three small dots in the upper right corner of this same interface
  5. In the list, click on the “Add a field” option
  6. Complete the “Name of the field to display” field in both English and in French
  7. Choose your type of field
  8. Click on the “Save” button

Note that you have the right to create 70 custom fields in the “Contacts” module. This number excludes the basic fields already present in an account’s contact details section.

(Changes made in custom fields apply to all contacts and users.)

* You must be an administrator of your CentrixOne account. *

  1. Click on the “Contacts” module
  2. In the contact list, click the cloud icon in the middle of the screen to export the data
  3. In the Excel file automatically generated after exporting, you will see the ID column on the left

(Each contact has a unique ID.)

No.

Our system is equipped with increased intelligence that enables it to show you, for example, all the cities with the name of “Montreal” and “Montréal” in your database, even if you entered the city as “Montreal” without using the accent.

* You must be an administrator of your CentrixOne account. *

To hide a profiling field for all users:

  1. Click on the “Contacts” module
  2. Click on any contact in the list
  3. In the contact details section, in the “Contact summary” interface, click on the “Profiling” tab
  4. In the “Contact summary” interface, click on the three small dots near the upper right corner
  5. In the list, click on the “Manage fields” option
  6. Click on the eye in front of the appropriate field (green = visible/red = hidden)
  7. Click on the “X” in the upper right corner to return to your client’s contact information

(The changes will be automatically saved.)

To hide a profiling field for certain users only:

  1. Click on the “Settings” module
  2. Click on the “User group and permissions” tab
  3. In the drop-down list of the “user group” field, select the user group in which you want to hide a profiling field (users belonging to this group will no longer see the field that you have hidden)
  4. In the list of modules, click on the “Contact Details” section
  5. Uncheck the “Read” and “Write” boxes in front of the field you want to hide
  6. Return to the top of the page, then click on “Save”

(The changes will be made the next time those users log in.)

  1. Click on the “Contacts” module
  2. Click on the relevant contact
  3. Click on the “Edit” button in the upper right corner of page
  4. Click on the “List” field
  5. Select the new list
  6. Click on the “Save” button
  1. Click on the “Contacts” module
  2. Create a filter by indicating the name of the company concerned in order to display only the contacts associated with this company in the selected list
  3. Once the filter is active, check that the result is what you expected, then select all the contacts
  4. Click on the “Copy” button
  5. Select the destination list
  6. Click on the “Copy” button
  1. Click in the “Accounts” module
  2. Find the account you want to delete
  3. Click on the three small dots to the right of that account
  4. Click on the “Delete account” button

No.

A contact can only be linked to one account (company) at a time. If you want to associate this contact with another account (company), you will have to create a new contact.

(Note that if you copy your contact, your copy will still be linked to your original contact. So if you change the company name in your copy, you will also change your original contact.)

You need to create a custom field. You can then, in the list of your contacts, filter your customers according to this custom field.

  1. Click on the “Contacts” module
  2. In the list of contacts, click on the arrow to the right of the “My filters” field on the upper left of the page
  3. In the drop-down list of filters, click on the “Add a filter” option (this is the last choice in the list)
  4. Click on the “+ Add a criterion” button
  5. Click on the section where your field or action is located
  6. Click on the field or action of your choice
  7. Determine the relation of this field or this action (example: is equal to)
  8. Enter or select the value of the field or action
  9. OPTIONAL – In order to save your filter and thus reuse it in the future, all you have to do is fill in the “Filter name” field
  10. Click on the “finished” button
  1. Click on the “Contacts” module
  2. In the list of contacts, click on the relevant contact
  3. In the contact card, click on the “Modify” button in the upper right of the page
  4. Once you have made your changes, click on the “Save” button

This functionality does not exist in CentrixOne.

You will need to delete your contact and then create a new contact.

However, in order to keep the history of tasks, opportunities, conversations and documents related to your contact, we strongly suggest that you keep your contact in the relevant account by adding a note to the effect that this person is no longer working at this location.

It is important to understand that a representative is a user in CentrixOne. So if the representative (user) does not have any contacts assigned to them, they will not see any contacts in your CentrixOne account.

* You must be an administrator of your CentrixOne account. *

To restrict access to contacts:

  1. Click on the “Settings” module
  2. Click on the user for whom you want to restrict access to their contacts only
  3. In the right column, uncheck the boxes “Access to all contacts” and “Access to see all users in the hierarchy”
  4. Click on the “Save” button

It is a tool that allows you to link two contacts. The reason for this connection is up to you. For example, it could be because this contact now works for another company or because one of the contacts works at the head office and the other contact is at a branch. Basically, this interface enables you to quickly switch from one contact to another.

When you’re in the contact list, click on the title of a column to alternate between sorting the alphabet in ascending order (A to Z) or sorting it in descending order (Z to A).

The “^” icon indicates from which column your contacts are sorted.

(Please note that this sort applies to all users of your CentrixOne account. If another user changes this sort, it will also be changed for you.)

Opportunities

Evaluate the progress of your sales opportunities.

Before starting, you should know that opportunities are accessible via the contact details of the relevant account, via the details of a contact linked to this account, and via the “Opportunities” module.

It doesn’t matter if you create the opportunity in an account or in a contact linked to that account, it will be visible in both places.

In order to create an opportunity:

  1. Click on the “Accounts” or “Contacts” module
  2. Click on the account or contact in which you want to add an opportunity
  3. In the account or contact details click on the “+” icon in the “Opportunities” section
  4. Complete the fields, then click on “Save and close” when you are finished

For the time being, no.

However, we are analyzing the addition of this functionality.

  1. Click on the “Opportunities” module
  2. Click on the “Preview” tab or on the “Reports” tab
  3. OPTIONAL: if you want to export a specific list of opportunities, click on the “Additional filters” button, then filter your opportunities according to your needs
  4. In the upper right corner, click on the small cloud (with an arrow) to export the list of opportunities

(You may not have the rights to perform this action. You will then have to ask the administrator of your CentrixOne database to do this for you or give you the rights.)

Yes.

* You must be an administrator of your CentrixOne account. *

  1. Click on a random opportunity
  2. Click on the “Profiling” tab
  3. Click on the three small dots appearing in the upper right of the “Profiling” interface
  4. Click on “Add a field”

Note that the custom fields located at the bottom of the tab are specific to product types. For example, if you have created custom fields for product type A, they will only be visible if you select product type A.

(Changes made in custom fields apply to all opportunities and to all users.)

1st method:

  1. Click on the “Accounts” or “Contacts” module
  2. Click on the account or contact where your opportunity is located
  3. In the account or contact details, click on the relevant opportunity in the “Opportunities” section
  4. In the lower right corner, just below the “Grand total” line, you will find this opportunity’s ID

2nd method:

  1. Click on the “Opportunities” module
  2. Click on the title of the relevant opportunity
  3. In the lower right corner, just below the “Grand total” line, you will find this opportunity’s ID

(Each opportunity has a unique ID (identifier).)

All 1% to 99% opportunities will be listed among themselves by date (oldest to most recent). They will appear at the top of the list.

All 0% & 100% opportunities will be sorted by date (most recent to oldest). They will appear at the bottom of the list.

You can change the sales stages’ labels without causing issues with your sync service.

However, take note that, if your CentrixOne account is synced with accounting software, you should not change the sales sub-stage’ labels. Changing or deleting these labels will cause issues that will prevent your sync from working properly.

If your CentrixOne account is not synced with accounting software, it’s okay to change the sales sub-stage’ labels.

To edit opportunity labels:

  1. Click on the “Settings” module
  2. Click on the “Labels” sub-module
  3. In the “Opportunities” tab, click on the pencil icon located to the right of the label to rename it
  4. OPTIONAL: to create sub-reports at a sales stage, click on the “+ Add a sub-report” button at the bottom of the page

(Note that you cannot change the colours associated with sales stages, nor change their percentage of probability.)

Tip: By default, the more your opportunities progress through the sales stages, the more likely they are to be won. If your process is working in the opposite direction, consider renaming labels in the opposite direction. Therefore, the more your opportunities progress through the sales stages, the less likely they are to be won.

It is possible that you may not have permission.

* You must be your CentrixOne account administrator in order to verify the permissions associated with your user(s). *

To check permissions associated with your user(s):

  1. Click on the “Settings” module
  2. Click on your user
  3. Check if the “Limited access in dashboards, tasks and opportunities” box is checked (if yes, uncheck it)
  4. Click on “Save

If the problem persists, please email support@centrix.one.

Accounts

Consolidate your account information.

For the time being, no.

This feature is available in the contact list, but it is under development in the account list.

For the time being, no.

This feature is available in the contact list, but it is under development in the account list.

Here is an alternative:

  1. Click on the “Contacts” module
  2. In the contact list, click the cloud icon with an arrow (located near the search tool at the top of the page) to export the contact list
  3. Open the Excel file generated by exporting your contact list
  4. Filter your columns and keep only one contact per company

(The information related to the accounts is also present in contact list export file.)

  1. Click on the “Accounts” module
  2. In the list of accounts, click on the relevant account
  3. In the account file, click on the “Edit” button located in the upper right corner of the page
  4. Once you have completed your changes, click on the “Save” button

Since contacts are associated independently in one list, you will have to move each contact manually to the other list. As the account is linked to contacts, it will automatically be moved to the other list.

(Please refer to the question “How do I move a contact to another list?” for the procedure to follow.)

* You must be an administrator of your CentrixOne account. *

  1. Click on the “Accounts” module
  2. Click on a random account
  3. In the account file, in the “Contact summary” interface, click on the “Profiling” tab
  4. In the “Account summary” interface, click on the three small dots in the upper right corner
  5. In the list, click on the “Add a field” option
  6. Complete the “name of the field to display” field in both English and in French
  7. Choose your type of field
  8. Click on the “Save” button

Note that you have the right to create 70 custom fields in the “Accounts” module. This number excludes the basic fields already present in an account’s details.

Exception: if your CentrixOne account is synchronized with the Acomba or Acomba X accounting system, you will then have the right to create 65 custom fields in the “Accounts” module instead of 70.

(The changes made in the custom fields apply to all account contacts and users.)

* You must be an administrator of your CentrixOne account. *

To hide a profiling field for all users:

  1. In the account file, click on the “Profiling” tab
  2. Click on the three small dots near the upper right corner of the “Account summary” interface
  3. Click on the “Manage fields” option
  4. Click on the green eye located to the right of your field (the eye will turn red and hide the field)
  5. Click on the “X” in the upper right corner to return to your client’s contact details

(The changes are automatically saved.)

To hide a profiling field for certain users only:

  1. Click on the “Settings” module
  2. Click on the “User group and permissions” tab
  3. In the “User group” field, in the drop-down list select the one for which you want to hide a profiling field (users belonging to this group will no longer see the field you have hidden)
  4. In the list of modules, click on “Account profiling”
  5. Uncheck the “Read” and “Write” boxes in front of the field you want to hide
  6. Return to the top of the page, then click on “Save”

(The changes will be made the next time those users log in.)

  1. Click on the “Contacts” module
  2. Perform a filter by indicating the name of the relevant company in order to display only the contacts associated with this company in the selected list
  3. Once the filter is active, check that the result is what you expected, then select all the contacts
  4. Click on the “Copy” button
  5. Select the destination list
  6. Click on the “Copy” button
  1. Select only the relevant list
  2. Create a filter by indicating the name of the company concerned
  3. Once the filter is activated, check the box in front of the relevant company
  4. Click on the “Delete” button in the upper right corner of the page

For the moment, the notion of a deleted or inactive customer does not exist in CentrixOne.

However, this functionality is currently being analyzed.

As an alternative, you can create a custom field. You can then specify yourself whether this customer is active or inactive. You can then create a filter in the contact list to display only active customers or only inactive customers.

Documents

Create engaging emails and marketing campaigns.

These items are stored in your CentrixOne account database. So other CentrixOne customers cannot see or access your items under any circumstances.

Regarding your database, it is hosted on a secure data server located in Quebec City.

The storage limit is unique to each user and varies depending on the type of plan.

A user with a Solo plan will be able to store up to 1GB of data.

A user with a Team plan will be able to store up to 5GB of data.

A user with a Growth plan will be able to store up to 25GB of data.

The system is designed to allow the import of a file of up to 100MB.

The system is designed to allow the import of the vast majority of office documents (PDF, image, video, etc.).

The only types of files that you cannot import into CentrixOne are executable files (.exe, .js…).

Emails

Keep your files, logos, images, and various documents together

Access to this module requires a team, growth, professional or full plan.

You do not have access to it if you have a solo or team.

If you would like to have access to this module, please send a request to sales@centrix.one in order to obtain the appropriate plan.

To begin, it is important to understand that your email communications and your email calendar will be synchronized one-way with your CentrixOne account.

Here is the principle of this synchronization:

Email sent from my email system = synchronized in my CentrixOne account in the relevant contact details

Email sent from my CentrixOne account = not synchronized in my email system

Task created in my CentrixOne account = synchronized in my email calendar

Task created in my email calendar = not synchronized in my CentrixOne account.

Now that this principle is properly understood, here is the procedure to follow to synchronize everything:

  1. Click in the “Settings” module
  2. Click on the “Email integration” tab
  3. Click on the “Synchronize now” button
  4. Follow the steps on the screen

At the end of this process, you will be able to choose the schedule that will sync with your CentrixOne account tasks.

Manual authorization required for a GSuite account:

Please request the procedure guide by sending an email to support@centrix.one.

Systems incompatible with email synchronization:

Please note that the “POP3” type email system is not compatible with CentrixOne. You will need to ask your IT technician to convert it to “IMAP” so that it can be synchronized with your CentrixOne account.

If your email ends with @gmail.com, it will not be compatible with the CentrixOne system either.

System incompatible with email calendar synchronization:

Your system may be compatible with email synchronization, but not with email calendar synchronization. This is also the case for all “IMAP” type servers. These are not compatible with the synchronization of tasks from CentrixOne.

Our system does not support two-step verification:

If you are unable to log into your email address, your email system may have two-step verification enabled. This means that when you attempt to log in, you must authorize the connection from another device (such as your mobile phone).

Here are two options to proceed:

  1. Turn off two-step verification
  2. Create a unique password for CentrixOne from Outlook (How do I do this?)

Yes.

In fact, the CentrixOne system does a real-time search for emails present in the email system that you have logged in with your CentrixOne user.

Our system will therefore display, in plain text in the “emails” tab, the content of all the messages that you have sent to the email address indicated in the contact details.

If you delete an email from your email system, it will actually go to your trash, but it will always appear in CentrixOne.

However, if you delete the email from your Trash, your message will also disappear from CentrixOne.

(Note that you cannot delete a message directly through the “Emails” tab of a contact in CentrixOne.)

No.

This user will need to determine the email address they want to synchronize.

  1. Click on the “Contacts” module
  2. Click on the relevant contact
  3. Click on the contact’s email address
  4. Select the template of your choice (you can choose “blank” template via the “CentrixOne templates” tab)
  5. You can modify the text (this will not change your template) and, if necessary, modify the subject of the email
  6. Once your email is ready to be sent, click on the “Send” button
  7. You will then see a confirmation on the screen indicating that your email has been sent

(Tip: if you really want to be sure that your email has been sent, wait a minute or two, then, in your contact details, in the “Activities” interface, click on the “Campaigns” tab. Your email will appear in this tab. If you do not see it, click on any other tab and then click on the “Campaigns” tab again to refresh the content. Here you can even see whether your contact opened the email or not.)

No.

If you sent an email directly through a contact, you must go to that contact’s details to view that email.

However, if you have sent an email through the “Emails” module, then you will be able to see it in the “Sent” tab of this module.

Tip: if you want to keep track of the emails you have sent via the contact, you can create “Email” type tasks in the contacts concerned. By adding specific titles that you will reuse, you can easily get a good overview via the “Tasks” module by filtering by the appropriate type of task.

Of course !

To avoid rewriting your signature each time you send it, we recommend that you create a template containing only your signature. You will only have to change the text when preparing to send the email.

To create your email template:

  1. Click on the “Emails” module
  2. Click on the “Templates” tab
  3. Click on the “+ Template” button in the upper right corner
  4. Click on the “CentrixOne templates” tab
  5. Click on the “Select” button of the template called “Blank”
  6. Type your signature
  7. Click on the “Save” button
  8. To name your template, click on the 1st pencil icon located just to the right of the name of the relevant template
  9. Rename your template
  10. Once finished, click on the “Save” button

When you are in the process of sending an email through your CentrixOne account, at the “Send emails” step, you can edit the names and emails in the “Email from” and “Reply to” sections.

Please note that the email address must be part of the same domain name as the one configured in your CentrixOne account.

(Important: you will not be able to send an email from another email address if you send your email directly from a contact’s details.)

You need to start by creating a form. Then, you must create a 1st email containing your form, then a 2nd email with a button leading to the 1st email containing the form.

However, in order to properly configure this advanced functionality, we strongly recommend that you take personalized training.

Simply email your request to sales@centrix.one and we’ll get back to you to discuss your needs.

No.

In a contact’s details in the “Emails” tab, you will see your synchronized emails in plain text.

This means that you will only see the text without any images or attachments.

(Tip: if certain documents are important, you can insert them into the “Documents” section of the contact or account. You will be able to access them quickly if necessary.)

If you have programming knowledge, you can add your code using the HTML type field.

Yes.

A contact can be associated with several lists at the same time. If so, your contact will be copied to each of these lists. All these copies are linked together. Thus, if this contact’s information is modified, it will be updated in all copies of this same contact.

  1. Click on the “Email” module
  2. Click on the relevant email address or click on “+ email” to create a new one
  3. Write a few words that will encourage your customers to click on them to open your document
  4. Select the few words concerned
  5. Click on the chain icon to “Insert/modify a link”
  6. In the “Link type” field, select “Link file”
  7. In the file manager, click on the folder with the name of your company
  8. Click on the “Insert” button on the relevant document (you may have to click on a file first)
  9. Click on the “Ok” button

You need to start by creating a form. Then, you must create a 1st email containing your form, then a 2nd email with a button leading to the 1st email containing the form.

However, in order to properly configure this advanced functionality, we strongly recommend that you take personalized training.

Simply email your request to sales@centrix.one and we’ll get back to you to discuss your needs.

No.

However, our programming team is able to perform queries to extract this data from your CentrixOne account, then copy it to an Excel file.

If you are interested, you can purchase a bank of hours for support by sending your request to sales@centrix.one.

When you are in the email editor, there are two options.

1st option – Insert a button:

  1. In the section on the right, in the “Content” tab, click and drag the button icon into your email
  2. Click on the button you just added
  3. In the “Action” section on the right, click on the “Link file” link
  4. Navigate to the file you want to link to your email, then click on its “Insert” button

2nd option – Insert a link as text:

  1. Select a part of text that will serve as a link to open your file
  2. In the text-editing bar that has just appeared, click on the “Insert/modify a link” icon
  3. In the “Link type” field, select “Link file”
  4. Navigate to the file you want to link, then click on its “Insert” button
  5. Click on the “Ok” button

1st option – Make a copy:

  1. Click on the “Emails” module
  2. Click on the “Sent” tab
  3. Click on the 3 small dots to the right of the email you want to reuse, then click on “Copy email”

(You will get a temporary copy of the email that will be visible in the “Drafts” tab.)

2nd option – Make a template:

  1. Click on the “Emails” module
  2. Click on the “Sent” tab
  3. Click on the 3 small dots to the right of the email you wish to reuse, and then click on “Create a template”

(You will get a copy of the email that will become a permanent template visible in the “Templates” tab.)

Before you begin, it’s important to understand that all calculations displayed in Step 3 apply to contacts belonging to lists selected in Step 2 of the email campaign.

Having said that, here are the explanations of the various calculations:

Column 1 – Valid:

This column shows the total number of valid contacts (excluding duplicates and unsubscribes).

For a contact to be considered “valid”, it must meet the following conditions:

  • The contact has an email address
  • The contact’s email address contains a “@”
  • The contact’s email address doesn’t end with a “@”
  • The contact’s email address contains a “.”
  • The contact’s email address doesn’t end with a “.”
  • The contact’s language begins with “an”, “en”, “f”, “es” or “d” (this corresponds to the different language codes available in CentrixOne)
  • The contact has subscribed to receive emails

Column 2 – Selected:

This column shows the total number of email addresses selected on the screen (excluding duplicates).

Column 3 – Duplicates:

This column shows the total number of contact duplicates considered “valid”.

Column 4 – Unsubscribed:

This column shows the total number of contact with unsubscribed email address.

Column 5 – Invalid:

This column shows the total number of contacts with invalid email address or undefined language.

Settings

Manage your database’s technical information.

* You must be an administrator of your CentrixOne account. *

  1. Click on the “Settings” module
  2. Click on the “Hierarchy” tab
  3. Click and drag a user to the right under another user to start your hierarchy

(Changes will be automatically saved.)

You must use an .”xlsx” Excel file.

(Please note that the “Numbers” software is not 100% compatible with CentrixOne. A file converted using this software can therefore cause problems when importing data. It is also possible that the import does not work.)

In order to avoid potential conflicts during the import, we recommend that you opt for the following format: YYYYMMDD (ex: 20200709) without hyphens and without slashes.

Yes.

All your data is kept in your CentrixOne account. However, to synchronize your account with a new accounting system, you must send your request to sales@centrix.one.

  1. Click on the “Settings” module
  2. Click on the user concerned
  3. Click on the little pencil in the “username” field in the window
  4. Enter the new username
  5. Click on the “rename” button

Roles, also called user groups, make it easier to manage access for different users.

Once you create a role, you can assign it to a user.

To access the list of roles:

  1. Click on the “Settings” module
  2. Click on the “User groups and permissions” tab
  3. To the right of the interface, click on the “Manage roles” button

To create a role:

  1. Access the list of roles
  2. In the lower left corner of the interface, click on the “Add a role” button
  3. Name your role
  4. Click on the “add this role” button

To rename a role:

  1. Access the list of roles
  2. Click on the pencil icon to the right of the role you want to rename
  3. Rename your role
  4. Click on the “Save” button

To delete a role:

  1. Access the list of roles
  2. Check the box to the left of the role you want to remove
  3. Click on the “Delete” button at the bottom right
  1. Click on the “Settings” module
  2. Click on the user of your choice
  3. In the right column, click on the “Title/Role” field
  4. In the list, click on the role you want assigned to this user
  5. Click on the “Save” button

In your CentrixOne account, you can create roles (user groups). You can then assign a role to a user to control their access.

To manage access permissions:

  1. Click on the “Settings” module
  2. Click on the “User groups and permissions” tab
  3. In the list of the “User groups” field, select the one for which you want to modify the access
  4. In the list of modules, click on the one you wish to access its complete list of customizable permissions
  5. Check the boxes to grant access and uncheck the boxes to remove access
  6. Once completed, click on the “Save” button

(Tip: check the “read” box to display a field and uncheck it to hide the field.)

The two sections contain information that appears in the unsubscribe form. This form appears when someone clicks the unsubscribe button in any of your emails sent through CentrixOne.

In the “Company info and logo ” section, the sender’s information does not appear in the form. Rather, it is just for your information. This same information can also be found on the “Account information” page. As for the sender’s logo, it appears at the top of the form.

In the “Unsubscribe” section, the sender’s name appears in the form at the end of the sentence (not modifiable) “Please complete the form below to unsubscribe from promotional communications from (name of sender) .” If the sender’s name is not specified, the system defaults to your CentrixOne account name. As for the legal text, it appears at the bottom of the form. For example, you can indicate a way for the customer to re-subscribe to your newsletter mailings in the future.

Acomba Synchronization

Simplify information sharing and standardize your customer data.

Two-way mode:

Information from Acomba will be synchronized in CentrixOne and the modifications made directly in CentrixOne will be transferred to Acomba.

The advantage is that this mode provides real-time matching of your customer information between CentrixOne and Acomba.

One-way mode:

Information from Acomba will be synchronized in CentrixOne. However, changes made directly in CentrixOne will not be transferred to Acomba.

So, if you change a primary contact’s information in CentrixOne, the synchronization service will replace your modifications with the contact’s information from Acomba.

(Note that in order to trigger an update of the contact’s details in CentrixOne, the synchronization service must detect that a modification has been made to this same details in Acomba. So, if no modification has been made, the customer information will be different until the next update.)

It is important to understand that there are 2 levels of security for the synchronization modes.

1st level of security:

This allows you to configure your synchronization mode in your CentrixOne account settings.

However, if you are in one-way mode, this will not prevent an automation from modifying information in a primary contact’s form, then synchronizing it automatically in Acomba.

2nd level of security:

This allows you to configure your synchronization mode directly in the synchronization service.

This way, if you choose the one-way mode, the synchronizer will simply ignore all changes made to a primary contact in CentrixOne and will not send them to Acomba.

(Note that you are unable to change your own security in your synchronization service. To do so, you will need to send a request to support@centrix.one so that our technical team can do it for you.)

To begin with, you can check the synchronization mode associated with the 1st security level yourself. However, in order to verify the synchronization mode associated with the 2nd level of security, you must send your request by email to support@centrix.one.

What is interesting with CentrixOne is that the synchronization mode associated with the 1st level of security can vary between users. However, this will depend on the configuration in the 2nd security level.

This means that you could assign the one-way mode for most of your users, in order to secure information, while unlocking the two-way mode for some users who can then modify the information of primary contacts and accounts synchronized with Acomba.

In order to determine the synchronization mode associated with your user, you just have to try to modify a primary contact’s details. If a message appears stating that you do not have the rights to modify this contact, then this means that your user has one-way permission. If you can edit this contact, then your user has two-way permission.

To change the synchronization mode associated with the 1st level of security:

* You must be an administrator of your CentrixOne account. *

  1. In CentrixOne, click on the “Settings” module
  2. Make sure you are in the “Users” subsection, then click on the “User groups and permissions” tab
  3. Choose the user group for which you want to modify the synchronization mode
  4. Click on the “Contacts” section
  5. Check the “Write” box to the right of the term “Primary Acomba contact” in order to authorize two-way mode or uncheck the “Write” box to authorize one-way mode
  6. Click on the “Save” button in the upper right corner of the page

(Note that if you activate the one-way mode in the 1st level of security, this will not prevent an automation from modifying information in a primary contact’s details, and then synchronize it automatically in Acomba.)

To change the synchronization mode associated with the 2nd level of security:

You must send your request by email to support@centrix.one.

(Note that if you choose one-way mode in Security Level 2, it will also prevent automations from modifying information in a primary contact.)

List of sellers (representatives):

  • Number
  • Full name

(Important: the list of sellers is synchronized in one-way mode. This means that you must always use Acomba to create a new seller.)

Customer records:

  • Name (company)
  • Full address
  • Website
  • In care of (primary contact)
  • Telephone, fax and mobile phone
  • Primary email address

(Note that the following information is displayed in the profiling fields of the account card in CentrixOne.)

  • Price list
  • Payment terms
  • Customer number
  • Discount (customer discount)
  • Territory

Quotes, Orders and Invoices:

(Note that these documents become opportunities in CentrixOne.)

  • Title (represents the number of the quote, order or invoice as applicable)
  • Opportunity levels (varies according to the document: quote=40%, order and open order=90%, invoice=100%)
  • Product groups
  • Product codes and their description
  • Quantity
  • Unit price
  • Shipping costs
  • Discount (customer discount)
  • Total (before taxes)

(Important: Opportunities are synchronized in one-way mode. This means that you must use Acomba to modify the information associated with your quotes, orders and invoices.)

No.

Only the list named Acomba will be synchronized with your accounting system.

Yes.

In CentrixOne, you need to create the account directly in the list named Acomba.

Then, the CentrixOne system will generate a customer number that will look like this:

20101019105725325
(year, month, day, hour, minutes, seconds, milliseconds)

If necessary, you can modify the customer number in your accounting system. Once the modification is made, the synchronization service will update this value in the record of the applicable account in CentrixOne.

You can also create a contact in another list, and then move it to the list named Acomba.

(Note that in order to modify a primary contact after its creation, your user must have the two-way activity mode in their permissions. Otherwise, you will not be able to modify any information after clicking on the “Save” button.)

In CentrixOne, a representative is actually a user. All Acomba sellers therefore appear as users in CentrixOne. Depending on your plan, these users will be active or inactive. An inactive user can still be assigned to a task or an opportunity.

(Please note that you cannot delete a user synchronized with Acomba. However, you can make them inactive, if necessary.)

To modify the name of a user/representative:

  1. Click on the “Settings” module
  2. Make sure you are in the “Users” subsection, and then click on the name of the representative you wish to rename (for now, you may see an Acomba seller number followed by @ and your CentrixOne account number)
  3. Click on the pencil icon located to the right of the “Username” field
  4. Modify the user’s name
  5. Click on the “Rename” button

(Note that if you modify the name of an active user, they must then use this new username to log into their CentrixOne account.)

You can determine the following settings:

  • Delay between each synchronization cycle
  • Predefined time range during which the synchronization service can operate

(Tip: if your system starts an automatic backup service at a specific time, you can use the time slot to prevent your CentrixOne synchronization service from running at the same time as your backup service.)

You can also perform the following actions:

  • Stop the synchronization service
  • Restart the synchronization service
  • Force an immediate synchronization

To begin, you need to open the Acomba synchronizer (usually installed on your server).

Next, you need to check the status displayed in the “Acomba -> CRM” section, then check the status displayed in the “CRM -> Acomba” section.

If the status shows “Successfully completed”, then no problem. Your synchronization service is working perfectly.

If you see any other status, you can check what’s going on by clicking on the “Event log” link.

Forms

Simplify the collection of customer information.

* You must be an administrator of your CentrixOne account. *

To begin with, you must create custom fields in the “Accounts” or “Contacts” module according to your needs. These custom fields will be available when you create your form.

Then, you can add your custom fields to your form by performing the following steps:

  1. Click on the “Forms” module
  2. Click on the relevant form or click on the “+ Form” button to create a new form
  3. In the “Custom fields” tab, click and drag the field of your choice into the form on the right
  4. Click on the “Publish” button in the upper right corner to save your form
  1. Click on the “Forms” module
  2. Move your mouse over the relevant form and click on the “Select” button
  3. In your form, click on the “Export form” tab
  4. Click on one of the “Copy” buttons (note that all HTML codes are identical and will be recognized by the vast majority of websites)
  5. Paste the code into your website or send the code to your webmaster

(Once the code has been copied into your website, you will no longer need to modify it. Your form will automatically update when you click on the “Publish” button in the relevant form in CentrixOne.)

  1. Click on the “Form” module
  2. Move your mouse over the relevant form, then click on the “Select” button
  3. Make your modifications
  4. Click on the “Publish” button

(If you have integrated your form into your website and it has not updated on your site, consider clearing your internet cache or using another web browser.)

Yes.

The HTML code linked to your form will not change.

Your form will automatically update when you click on the “Publish” button in the relevant form in CentrixOne.

No.

The form does not adapt according to the contact’s language. You must create one form per language.

However, if you have not inserted any profiling fields with drop-down menus in your form, you can rename field titles to make them bilingual.

No.

However, if you have programming knowledge, you can obtain a fully customizable version of the form. You could then add a captcha.

If you are interested in this option, please email support@centrix.one.

Yes.

If your form was created on WordPress, you can link it to your CentrixOne account using a Zapier configuration.

If you are not comfortable with Zapier, we can configure it for you through our expert service. If you’re interested, you can email sales@centrix.one so that our team can analyze your needs.

If your form is coded in pure HTML, you can add a specific code to your form to link it to your CentrixOne account.

If you have programming knowledge, you can write to support@centrix.one to get the HTML code you need.

Automations

Optimize your internal processes.

Lists

Target your customers.
  1. Click on the “Lists” module
  2. Click on the “Create a list” button
  3. Name your list (you can change it later)
  4. OPTIONAL – You can check “Give access to all users” now to save time if you want all your users to access this list.
  5. OPTIONAL – You can check “Make this list private” if you don’t want other users to be able to see this list. Please note that by checking this box, you will no longer be able to make this list public once it is created.
  6. Click on the “Create” button

(Note that your new list will be automatically selected. You will therefore not see any contact or account since this list has just been created. Remember to select another list to review your data.)

* You must be an administrator of your CentrixOne account. *

  1. Click on the “Settings” module
  2. Click on the user to whom you want to grant/remove access to a list
  3. Click on the “Access to lists” tab

To grant access to a list:

  1. Check the relevant list in the left column named “Available”
  2. Click on the “Add” button to move the list to the right column named “Accessible to the user”
  3. Click on the “Save” button

To remove access to a list:

  1. Check the relevant list in the right column named “Accessible to the user”
  2. Click on the “Remove” button to move the list to the left column called “Available”
  3. Click on the “Save” button

You can program your query via a Zapier integration.

If you are interested in this feature, please email your request to sales@centrix.one.

First, you must copy the original list from your Acomba or your QuickBooks Online:

  1. Create a new list and name it “Acomba copy” or “QuickBooks Online copy”
  2. Create an automation that will copy the contacts from your original list to your copy list
  3. In your automation conditions, program the action to run if the first name is equal to empty or if the first name is different from empty
  4. Once you have finished configuring your automation, run it

Secondly, you need to hide the list for some users:

* You must be an administrator of your CentrixOne account. *

  1. Click on the “Settings” module
  2. Click on the 1st user
  3. Click on the “Access to lists” tab
  4. Check the relevant list in the “Accessible to the user” section
  5. Click on the “Remove” button
  6. Click on the “Save” button
  7. Repeat steps 2 to 6 for each user

(Note that securing a list of an accounting system is an advanced feature. If you need personalized training to help you with this feature, please email your request to sales@centrix.one.)

Miscellaneous

Get answers to more specific questions.

Yes.

The advantage with a cloud solution is that you can access it from any country. You just need an internet connection.

No.

As an alternative, you can fill out an Excel file and then import that file into CentrixOne.

Another alternative would be to use the improve contact button in your contact details section.

DNS changes are required to allow you to send emails through the CentrixOne interface. This does not change the reception of your emails, the configuration of email servers and the configuration of email readers (e.g. Outlook).

Email communications your business receives will continue to go through your email servers, not CentrixOne.

In addition, in order to increase security measures, the domain name used for sending emails must be authorized by our technical support. Our team will verify the authenticity of the domain names (for example, gnnail.com is too similar to gmail.com) in order to prevent one of our customers from pretending to be another of our customers.

CNAME e1 is the name of our sending email server. This enables you to simulate that our server belongs to your domain name.

The format to use is specific to your company. When you search for a phone number through the search tool in CentrixOne, the system will perform the search ignoring characters that are not numbers.

So this means that if you search for the phone number “(514) 123-1234” in the search tool, you must enter “p:5141231234.” Thus, the system will display all the possibilities listed in your example, even if you have added an extension number.

(Note that the “p:” is used to tell the system to target your search in a phone field.)

Yes.

However, you should know that not all IP telephony companies will allow CentrixOne to connect to their “API.” So, we advise you to check the list of compatible companies with your CentrixOne account manager.

Most IP phone companies use the character “x” to denote an extension number. So, you could write your phone like this: 514-222-3333 × 444 (444 is the person’s extension). Depending on your contact’s phone system, the extension may even dial automatically. How convenient!

Normally, mobile phones use the same logic.

We still recommend that you check with your IP telephony provider for the character or format to use to indicate an extension number.

(Please note that CentrixOne does not offer technical support for IP telephony.)

Yes.

We have developed an API bridge enabling synchronization between your CentrixOne account and your Epicor account.

In fact, additional security has been put in place to avoid unintentional deletions.

To delete an item:

  1. Click on the trash icon
  2. Once the icon is red, click the icon again to confirm the deletion

No.

CentrixOne is not accounting software. It is customer relationship management software. This is why it does not contain an invoicing module.

You must invoice directly in your accounting software.

You simply need to email your request to support@centrix.one.

Yes.

As a precaution, our servers perform a full recording of your CentrixOne database every night. Your backup is done in each of our data centres as well as on a separate network segment. Each of our data centres also has a backup done locally. This means that your data is well protected.

You can go back for up to 30 days, retroactively.

However, restoring your data is a billable service.

(Please note that we cannot retrieve a specific item using these records. When we need to restore your data, we’ll restore your entire CentrixOne account.)

No. If you want to modify a C28 authorization, you must create a new one. This allows you to keep the history of permissions.

QuickBooks Synchronization

Simplify information sharing and standardize your customer data.

No, but work is in progress. CentrixOne should soon appear in the QuickBooks Online partner applications (QuickBooks apps store).

However, you can still synchronize your CentrixOne account with your QuickBooks account directly via CentrixOne (“Settings” module, “QuickBooks integration” subsection).

Two-way mode:

Information from QuickBooks will be synchronized in CentrixOne and changes made directly in CentrixOne will be transferred to QuickBooks.

The advantage is that this mode provides real-time reconciliation of your customer information between CentrixOne and QuickBooks.

(Important: Opportunities are synchronized in one-way mode only. This means that you always have to go through QuickBooks to create an opportunity and change the data associated with your quotes , orders and invoices. If you create an opportunity directly in CentrixOne, it won’t be synched in QuickBooks.)

One-way mode:

Information from QuickBooks will be synchronized in CentrixOne. However, changes made directly in CentrixOne will not transfer to QuickBooks.

So, if you change information in a primary contact in CentrixOne, the synchronization service will replace your modifications with the information present in this contact’s details in QuickBooks.

(Note that in order to trigger an update to the contact details in CentrixOne, the sync service must detect that a change has been made to the same details in QuickBooks. So if no changes have been made, the customer information will be different until the next update.)

It is important to understand that there are 2 levels of security regarding the synchronization modes.

1st level of security:

This allows you to configure your synchronization mode in your CentrixOne account settings.

However, if you’re in one-way mode, that won’t prevent an automation from modifying information in a primary contact’s details and then automatically syncing it in QuickBooks.

2nd level of security:

This allows you to configure your synchronization mode directly in the synchronization service.

This way, if you choose the one-way mode, the synchronizer will simply ignore any changes made to a primary contact in CentrixOne and not send them to QuickBooks.

(Note that you are unable to change your own security in your synchronization service. So you need to send a request to support@centrix.one so that our technical team can do it for you.)

To begin with, you can check the synchronization mode associated with the 1st security level yourself. However, in order to verify the synchronization mode associated with the 2nd level of security, you must send your request by email to support@centrix.one.

What is interesting with CentrixOne is that the synchronization mode associated with the 1st level of security can vary between users. However, this will depend on the configuration in the 2nd security level.

This means that you could assign the one-way mode for most of your users, in order to secure information, while unlocking the two-way mode for some users who can then modify the information of primary contacts and accounts synchronized with QuickBooks.

In order to determine the synchronization mode associated with your user, you just have to try to modify a primary contact’s details. If a message appears telling you that you do not have the rights to modify this contact, then this means that your user has one-way permission. If you can edit this contact, then your user has two-way permission.

To change the synchronization mode associated with the 1st level of security:

* You must be an administrator of your CentrixOne account. *

  1. In CentrixOne, click on the “Settings” module
  2. Make sure you are in the “Users” subsection, then click on the “User groups and permissions” tab
  3. Choose the user group for which you want to change the synchronization mode
  4. Click on the “Contacts” section
  5. Check the “Write” box to the right of the term “QuickBooks primary contact” to allow two-way mode, or uncheck the “Write” box to allow one-way mode
  6. Click on the “Save” button in the upper right corner of the page

(Note that if you activate the one-way mode in the 1st level of security, this will not prevent an automation from modifying information in a primary contact’s details, and then sync it automatically in QuickBooks.)

To change the sync mode associated with Level 2 security:

You must email your request to support@centrix.one.

(Note that if you choose one-way mode in Level 2 security, this will also prevent automations from changing information in a primary contact.)

Customer records:

  • Company name
  • Full address
  • Website
  • Primary contact’s full name and title
  • Phone 1, phone 2 (other), fax and mobile phone of primary contact
  • Primary contact’s email address

Bids, orders and invoices:

(Take note that these documents become opportunities in CentrixOne.)

  • Title (represents the number of the quote, order or invoice as appropriate)
  • Opportunity levels (varies by document: estimate rejected= 0%, estimate in expectation=40%, estimate accepted=80%, closed estimate=90%, invoice or credit note=100%)
  • Product categories
  • Product codes and their description
  • Quantity
  • Unit price
  • Shipping costs
  • Discount (customer discount)
  • Total (before taxes)

(Important: Opportunities are synchronized in one-way mode. This means that you have to use QuickBooks to modify the information associated with your quotes, orders and invoices.)

No.

Only the list named QuickBooks will be synchronized with your accounting system.

Yes.

In CentrixOne, you need to create the account directly in the list named QuickBooks.

Then the CentrixOne system will create it in QuickBooks.

You can also create a contact in another list and then move it to the list named QuickBooks.

(Note that in order to modify a primary contact after its creation, your user must have the two-way activity mode in their permissions. Otherwise, you will not be able to modify any information after clicking on the “Save” button.)