Sales Force Automation for Lotus Notes

Lead Management
Companies spend a lot of money generating leads, the life blood of their organization, but allow the lead process to break down as soon as they are entered into a system.  They complain that their leads fall into a black hole.  Relavis CRM ensures “no lead is left behind”, by optimizing the lead distribution across sales and marketing.  Our solution allows you to capture, track, route and convert a lead to an opportunity and properly assign a status to the lead based on your qualification process.  The entire process is workflow and email enabled to ensure the right people receive the lead information in a timely and effective manner. We provide a detailed history so you never have to wonder the what, how, where or why of a lead.      

Lead Capture
You can easily create web forms to capture leads directly from your website or use our import wizard to quickly import leads from third party lists or other systems.  You never have to manually enter leads from trade shows, seminars and direct mail campaigns. 

Lead Categorization and Search
Allow marketing and sales reps to view leads based on certain segmentation criteria such as geography, industry and source.  You are able to quickly perform searches to locate specific leads based on any user defined criteria. 

Duplication of leads
Easily merge duplicate leads with existing ones as well as contacts and organizations.

Automatic Lead Routing
Leads can be routed manually or automatically based on user defined criteria.  The entire history of the lead including call reports, emails and phone call logs will always remain with the lead.  Sales reps will be notified of a lead routed to them via an email and link to the lead.  

Lead Scripting
Now everyone can follow a standard qualification script that is easily developed and accessed online ensuring a consistent methodology.  New people or outside firms you employ can quickly get up to speed on how a lead should be qualified and handled. 

Activity Management
Make full use of contact and activity management to ensure all correspondence with the lead is recorded and shared.  Anyone picking up the lead will be able to see everything that has gone on with it so the prospect gets a consistent message and a smooth transition.   

Lead Conversion
Convert qualified leads to sales opportunities with a single click.  An opportunity, organization and contact record can be automatically created on the conversion.  All activities will be aligned to the opportunity.  The converted lead will be automatically archived, deleted or left alone depending on your business rules.  The rep and their team members will be automatically notified via email.

Lead to Opportunity Statistics
Easily analyze effectiveness of various lead sources with statistics on closed opportunities resulting from leads.  The full lead qualification through close cycle can be tracked, managed and analyzed.

Lead History
An audit trail of the lead is recorded so you will always know what happened to the lead.  It will also serve to ensure any legal compliance and lead policy adherence.

Rep Generated Email Prospecting
Reps are able to easily send high impact emails or letters via Mass Correspondence.  These mailing are easily personalized using mail templates and can be done manually or on triggers the rep will set.   .

Security
Full Lotus Notes document security and data distribution rules will be seamlessly adhered to.  Reps will have access to their leads as defined by your business rules but have the ability to share information with their team.

Opportunity Management

Opportunity management allows your sales teams to work together to close deals faster.  Whether they are two desks away or across an ocean, Relavis CRM provides your organization with the tools to effectively coordinate, communicate, and collaborate your sales activities within your organization as well as with your customers and partners. You are able to share customer needs and preferences, sell through highly coordinated account plans, share best practices, replicate successes, and broaden your presence in the marketplace.

Opportunity management provides a single place for maintaining opportunity information so your sales teams can easily work together to close deals.  Relavis CRM allows you to easily configure your own sales methodologies or plug in a third party one. 

Opportunity Tracking
Easily track your opportunity data and all the correspondence activities associated with it.  Everyone on your team will have access to help you coordinate closing the deal.  Simply by using the system, your forecast is automatically generated and maintained so you never have to waste time creating and submitting them. 

Product Tracking
Track product level information on each sales opportunity, including quantity, standard price, quoted price, and product codes. Each product line item can be tracked separately in order to get an accurate picture of open, closed and invoiced revenue. 

Opportunity Update Reminders
Automatically have reminders sent to you on the close of the month or quarter to update your forecasted opportunities.  You can also allow the system after a certain number of days in the new month to roll any previous open opportunities from the prior month forward.  

Reporting and Analysis
Analyze your pipeline so you can quickly determine your best strategy and eliminate any bottlenecks.  Management views and reports allow them to be proactive in helping reps stay focused on the right things and close more deals.  We also provide enhanced reporting with MS Word and Excel allowing reps to work with the tools with which  they are most comfortable..   Easily construct online views and ad-hoc inquires to see the data your way.  Analyze your win/loss ratio to understand how to improve your process and positioning.

Competitor Tracking
Track the competition on specific deals or in general.  Make sure you know how you stack up against them so you can better position your value.  The solution will automatically allow you to add your competitors to the deal to easily see the strengths and weaknesses allowing you the ability to maneuver around them. 

Multiple Sales Processes
Set up different sales processes and steps for different business units, products or services.  This allows you to effectively manage your deals and can reflect best practices.  Make opportunity management more organized and accessible with a clearer view of the various opportunity segments.

Sales Process
Whether you chose to configure your own sales processes or use a third party like Miller Heiman or Solution Selling, Relavis Complete allows you to standardize your selling processes.  You can setup a different sales process and steps for different sale situations.  This allows you to surgically tailor your sales process to meet the needs of your different product and service lines or different business units.  Ensure your reps can follow a successful proven approach to closing business and help new reps get up to speed a lot faster. 

Sales Step Configuration
Easily define the different sales cycles and steps that take you through qualification to closing.  You can apply percentages as well as next step coaching in order to help the reps move quickly and effectively through the sales cycle.

Automatic Activity Generation
Apply a set of action items that automatically get created based on the current step a rep is on.  The activities will guide the rep on the actions needed to move to the next step.

Coaching
Set up coaching so the reps know exactly what should be done in the current step.  This helps new reps get up to speed much faster.

Integration with Third Party Sales Methodologies
We provide snap in integration with many of the leading sales methodologies on the market.  Now you can leverage a fully automated and integrated approach to using these established tools.  Having it integrated with Relavis Complete allows you to easily share the plan with the team. 

Relationship Management
Activity management is a core component of the entire Relavis CRM suite.  It is shared across all the modules allowing for easy and efficient sharing of all your customers facing activities and events whether you are working on sales, marketing, and customer service, or on your mobile device.   Activity management keeps track of all activities as they relate to contacts, opportunities, leads, projects, and customer service.  Effectively managing relationships with prospects and customers requires organization and knowledge of the full history you have with them.  Activity management ensures that everyone on the team knows the logistics of the account, and allows everyone to leverage their relationships in the account.

Sales Activity Tracking and Collaboration
All activities such as calls, tasks, meeting, call reports, and appointments can be tracked against any entity in the solution.  Team members and managers are automatically notified of all activities created and updated via an email and doclink.  Manually sending individual emails to keep people informed is no longer necessary; now everything is stored in a central location, making it very easy for sharing and collaboration. 

Sales Activity Views and Reports
Now you and your team members can view scheduled activities to ensure that everyone is working on the right things for an account.  Reports can be generated and viewed online.

Activity Scheduling
Since Relavis CRM is fully integrated with Lotus Notes mail and calendar, it uses all the activity types people are already familiar with.  In addition, new activity types can be created to meet your specific business needs.  All scheduled activities are visible on your Lotus Notes shared calendar. 

Team Management
Teams for any account, opportunity, lead, or project can be easily created.  Team members will be automatically notified of any changes to the accounts they are on.  Email notifications with a URL or doclink will be included, enabling quick access to the record. 

Alerts and Notifications
Alarms and business rules can be set to notify people of critical business events or actions.

Activity History
All activities - complete and pending - related to an account, contact, opportunity, lead, project, or support ticket are recorded. 

Knowledge Management
Knowledge Management provides quick, automated access to all the information people need to get their jobs done. Reps have easy access to competitive information; best practices; current price sheets; RFP responses; legal documents, standard letter templates, and any other marketing documents.  Knowledge Management also provides the ability to do extended and web searches as well as ad hoc retrieval.

Sales Library
Sales libraries are employed to store valuable sales and product information (e.g., marketing collateral, product data sheets), as well as useful in-house data (e.g., standard operating procedures, benefits information).  They are indexed for fast retrieval of documents.

Finding the Experts
Expert Q&A is a source for finding answers to specific questions.  While anyone can post a request, only pre-assigned experts can create responses.  Everything is done via workflows and email notifications so the person posting never needs to know who or where the experts are in their organization. 

Sales Community Boards
Team Talks is a central location for all users to participate in sharing ideas and discussing various topics. 

Extended and Web Search
You can initiate both intranet and internet searches to find the information you need.

Statistical Analysis
Reports are available so you can track how frequently documents are being accessed to determine their relevance and be properly archived.  

Usability
The success of CRM is measured by how frequent and how well it is being used.  CRM solutions work when they provide a high level of personalization and configuration.  End users need an intuitive and simple UI as well as integration to other legacy systems where appropriate. 

Relavis CRM offers existing Lotus Notes users the perfect solution, especially since they are already familiar with the program.  It is configurable at both the system and user level.  End users can easily access what they want in a format they choose. 

We use all the standard Lotus Notes activities and mail forms, which users are already familiar with.  Users can choose to work directly in their mail file, with full access to all CRM components.  Nothing is more natural and easier than that for reps.  And keeping everything in sync is easy.  Relavis just adds a few more databases to the normal replication.

For Lotus Notes users, Relavis is the smartest solution. Not only does it provide a comprehensive CRM solution, it is affordable and easy to use.

Personalization
Relavis allows end users to choose the content and how it will be displayed. 

Integration with Legacy Systems
Users can plug in data from other systems.

Configuration and customizations
The Relavis solution is highly configurable, and fits every sales model.  Users can make changes to the underlying source code with very specific and unique processes tailored to each solution. 

Reporting
Reports or ad hoc queries can easily be designed using simple guided wizards.  Access and integration to Word and Excel are also provided. 

Relavis Express CRM
To fully leverage CRM, the solution must be employed by all employees that come in contact with customers or supporting team members.  These additional employees need a lower cost option since they do not need all the same functionality as direct sales reps.   

Sales Express allows prioritization so users can extend the features that matter most to the supporting customer teams.  Additionally, Sales Express makes CRM available for companies that do not need the full functionality of Relavis CRM. As organizations grow, they have the ability to add on only the modules they want.

Sales Express offers the same tight integration with Lotus Notes so users can adapt to the platform quickly. Other Sales Express features include: Contact and Relationship Management; Knowledge Management; Expert Q&A; Project Management; Workflow; Integration with Notes Calendaring & Scheduling; Disconnected Usage; Role/User-based Security.