Resource Library

Overview

As a part of the sales process, CRM users (sales representatives or business development agents) provide prospects with information that can help close the sales. In the professional services industry, these resources can include PDF portfolios, white papers, e-books, request for qualifications (RFQs), etc. These resources can be in the form of documents, hyperlinks to files, or links to websites that feature the project you want the prospects to see. Based on the interests of the prospects, you can send them some materials from the resource library via email.

Core CRM allows you to create resource groups and sub-groups at various levels. You can then add resources to those groups in the resource library. There are global resource groups, which are the ones set up and managed by Core CRM admins. Your personal set of resource groups is to be managed individually. Core CRM admins can also have their own personal groups. Click to watch this video on setting up resource library in Core CRM.

With the help of Resource Library, you can:

  • Create resource groups and sub-groups

  • Add, move or remove files to/from groups

Field Descriptions

Basic Tasks

Create Resource Groups

Add Resources to Library

Advanced Tasks

Move Resources

Email Resources

Show/Hide Columns in Grid

Mark Screen as Favorite

 

Field Descriptions

Field Name Field Description
Resource Library > List View >
Resource This represents the unique name of the resource. It is the file name of the document, image or link.
Type This is the file type of the resource added, say PDF, png, and so on.
File Size File size of the document or resource. It allows you to make an informed decision before sending emails with attachments. The email attachments cannot exceed 10 MB file size.

 

Create Resource Groups

Core allows you to create resource groups and sub-groups at various levels. There can be a top-level resource group containing all the resources in the library. This grouping of resources can be useful in case the entire group of resources is linked to a proposal and sent as an attachment via email.

To create a new resource group, watch this video or follow these steps:

    1. Open the Resource Library screen from the side menu > Sales Tools > Resource Library.


    2. On the left, click + on the Resource Groups panel.

    3. On the Create New Resource Group dialog, enter the Group Name (say Sales Resources).

    4. Click Create Group. The new resource group displays in the list.

Note: After creating a resource group, you have the option to Rename or Delete that group, if needed.

You can select the newly created group (level one) on the left panel and add sub-groups under it in the same way (level two). The new sub-groups displays in the list under the parent groups. You can add resources to these groups in the library, as needed.

Add Resources to Library

To add a resource to the library, watch this video or follow these steps:

    1. Open the Resource Library screen from the side menu > Sales Tools > Resource Library.


    2. On the left panel, select a resource group to which you want to add resources.

    3. Click Add to Resource Library on the top-right.

    4. On the Add Resources dialog, select the relevant tab, depending on the type of resource you want to add.

      • Computer: To add files stored on your computer, enter its Description and drag your file or click to browse to that location.

      • Hyperlink: To add an external link, enter its Description and then insert the hyperlink.

      • Dropbox: To link files stored in your Dropbox account, enter its Description and then browse for it.

      • Google Drive: To link files stored in your Google Drive account, enter its Description and then browse for it.

      • OneDrive: To link files stored in your Microsoft OneDrive account, enter its Description and then browse for it.

      • Box: To link files stored in your Box account, enter its Description and then browse for it.

      • Resource Library: To link company resources, select the resource from the library.

    1. Click Add.

    Core pre-fills some of the information about the resources in the grid.

Move Resources

You can select one or multiple resources from within a resource group and move them to any other resource group. This action removes the selected resources from their original resource group.

When attempting to remove a resource group, you are prompted for confirmation. Any resources in the selected group are not deleted if they also exist in another group. In such cases, those resources continue to exist in the other groups into which they were placed.

To move a resource, watch this video or follow these steps:

    1. Open the Resource Library screen from the side menu > Sales Tools > Resource Library.


    2. On the left panel, select the relevant resource group.

    3. On the right, you can see all the resources added to the selected resource group.

    4. In the list view, select the resource on the grid that you want to move and click  to select Move. You can also select multiple resources on the grid and then click Actions > Move Resource.

    5. On the Move Resource dialog, choose the resource group to which you want to move the selected resource.

    6. Click Move. The selected resources get moved to the new library.

In the same way, you can delete the selected resources, if needed.

Email Resources

Typically, sales representatives and business development agents need the ability to email resources from their Resource Library to any CRM contact.

To email a resource, watch this video or follow these steps:

    1. Open the Resource Library screen from the side menu > Sales Tools > Resource Library.

    2. On the left panel, select a resource group or resource library.

    3. In the list view, select a resource on the grid to be emailed and click  to  select Email. Alternatively, you can select multiple resources in the list view and click Actions > Email Resource to send emails in a batch mode.

    4. On the Compose Email screen, enter the required information:

      • To: You can send an email to multiple recipients and also copy them using the CC and BCC options. You can click on the Choose Contact icon to open the Address Book and select multiple individuals or groups to email. However, if you are using a trial version of Core, it does not allow more than 3 distinct recipients at a time. For paid subscriptions, this limit is 50 recipients at a time.
      • Subject: Subject line of the email. You can also insert smart fields into it using the Add Smart Field option on the right.
      • Template: You can select a predefined email template. It is pre-filled here if you have selected it previously for the campaign.
      • Message: It can be entered and edited using the formatting toolbar.
    5. To attach files, click Add Attachments at the bottom. You can also drag-and-drop any file into the Compose Email window from your desktop or email program.
    6. Click Preview Email if you want to view the email before sending it.
    7. When you have finished, click Send Message.

If the email is sent to an address that is no longer working, there is a bounce-back email sent to let you know about this.

Note: You cannot remove the default or system attachments. Only user-defined attachments can be added or removed. Core restricts the file size of the attachments to 10 MB and sends the attachments as a single zipped file.

Show/Hide Columns in Grid

You can configure the fields or columns that appear on the grid in the list view. You can hide or show columns, and sort the order of columns according to your requirements.

To do so, watch this video or follow these steps:

    1. Open the Resource Library screen from the side menu > Sales Tools > Resource Library.


    2. On the left panel, select a resource group or resource library.

    3. In the list view on the right, click More > Show/Hide Columns on the action bar.

    4. Select or un-select the column names in the drop-down list, say Modified.

    5. Next, click the column you want to sort, say Type.

    6. Click once for ascending order ( A-Z) and twice for descending order ( Z-A).

Note: You can resize the column widths on the grid and then reset them, if needed (More > Reset Column Widths).

Mark Screen as Favorite

You can mark or flag the most-often used and important screens in Core as your favorites up to a maximum of ten. These favorite screens then display separately on the side menu under the Favorites list. You can manage all your favorite screens in Core from User Preferences.

To mark this screen as your favorite, watch this video or follow these steps:

    1. Open the Resource Library screen from the side menu > Sales Tools > Resource Library.

    1. In the list view, click  on the top-right.

    2. You can access this screen from the side menu under Favorites.

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