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Auto saving activities to Sales Projects and Prospects

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Activity tracking is an important part of any salespersons responsibilities and as such, we want to make it as easy as possible to track and record these to the relevant areas in Membrain, whether they are created in Membrain or not. 

This article will describe how auto saving and auto relating those activities to their relevant areas in Membrain works, what the benefits are, and how to choose the settings that suit your organization best. 

The benefits

There are many benefits to autosaving activities in Membrain, just some of which are outlined below.  And as you are in control of how and when activities are saved to the relevant Sales Projects and Prospects, you can be confident that all your team's activities recorded correctly and effortlessly in Membrain.

  • Increased productivity due to time-saving. Now there is no need to sift and sort through appointments that were scheduled externally and manually relate them to the relevant Sales Projects or Prospects. With settings applied Globally, you can be confident that this will happen automatically, with the settings that suit your organization.

  • Increased collaboration as team members can see all related email communications and appointments automatically saved to Membrain, and can contribute to the conversation around the activity.

  • Better activity goal tracking. With less manual tweaking of externally created activities, activity reporting and goal attainment is more reliable than ever before.  

How it works 

Simply put, Membrain looks at emails and appointments and saves them to the relevant Sales Projects and Prospects, based on the contacts email address (recipient/sender or attendee) and if they are an external* stakeholder of that Sales Project or Prospect. *recipients/senders or attendees who are Internal Stakeholders are not referenced during auto relating.

Of course, all emails and appointments created within Membrain are automatically related to the relevant Sales Projects or Prospects straight away, but what about those emails that you send from your Outlook or Gmail client, which is connected to Membrain? Or those appointment invites that you send or receive into your synced 3rd party calendar? 

As Membrain doesn't have the same insights into these external activities, it makes a best attempt to save emails and calendar meetings to the relevant Sales Projects and Prospects using a default setting.  This default setting only saves these activities if there is only 1 related Sales Projects and Prospects AND if the contact is an external stakeholder of that Sales Project or Prospect.

With these settings outlined below, you can manage how activities are automatically saved to Membrain, based on the scenario that suits your organization best.

What's right for your organization

Membrain is a very customizable platform, allowing you to configure and use areas of the product in a way that suits your specific organization. For example, it is common to have more than one Open Sales Project or Prospect for a specific Company, with potentially the same contacts set as an external stakeholder for each Sales Project or Prospect. Also, there may be cases when salespeople other than the owner of a Sales Project or Prospect are involved in communication with a related contact.

This mix of scenarios leads us to a place where it's important to get specific on how emails and appointments should be saved to Membrain, and in which case you want these activities to be related to the relevant Sales Projects and Prospects, or not.

Setup

These settings are set at a Global Level by an Administrator and affect all users that turn on Email Autoarchive in My settings, as well as all Appointments created in a synced calendar.

  1. Go to System Setup
  2. Under Settings on the left, click on Activity Auto Relate settings
  3. From this dialog, you can choose how you want emails and appointments to be saved to Sales Projects and Prospects across your organization.
    Activity_Autorelate_screen_1.PNG

  4. Next, select the option that describes the scenario where you would like activities to be to connect to Sales Projects or Prospects
    .Activity_Autorelate_screen_2.PNG

    Explanation of options:

    All - Activities will be related to each and every Sales Project/Prospect where the contact (email recipient/sender or meeting attendee) is an external stakeholder.
    If there is only one - Activities will only be related if there is only 1 Sales Project/Prospect where the contact (email recipient/sender or meeting attendee) is an external stakeholder.
    Which has most recent activity - Activities will be related to the 1 Sales Project/Prospect which has the most recent activity, where the contact (email recipient/sender or meeting attendee) is an external stakeholder.
    Which has most recently been changed - Activities will be related to the 1 Sales Project/Prospect which has most recently been changed, where the contact (email recipient/sender or meeting attendee) is an external stakeholder.
    Which has most recently been created - Activities will be related to the 1 Sales Project/Prospect which has most recently been created, where the contact (email recipient/sender or meeting attendee) is an external stakeholder.

  5. Finally, select the option that describes the relationship the Membrain User (person who creates the activity) must have to the Sales Project or Prospect before it will be related.
    Activity_Autorelate_screen_3.PNG

    Explanation of options:

    No Restriction - Activities will be related to the Sales Projects/Prospects (as chosen above) where the contact is an external stakeholder, regardless of whether the user is the owner of the Sales Project/Prospect or not.
    User is Owner - Activities will be related to the Sales Project/Prospect (as chosen above) where the contact is an external stakeholder, but only if the user is the owner of the Sales Project/Prospect.
    User is internal stakeholder - Activities will be related to the Sales Projects/Prospects (as chosen above) where the contact is an external stakeholder, but only if the user is an internal stakeholder in the Sales Project/Prospect
    Prospect is Unassigned - This option is only relevant to Prospects. This means all Activities will be related to Prospects where the contact is an external stakeholder, and the Prospect does not have an owner assigned.

 

If you have any queries or need any further clarification on the above options, please reach out to us via support@membrain.com or on either of our support numbers (EU) +46-8-511 670 11 or (US) +1-312-283 2621