Introduction
The company list is a registry for all external relations and is a central part of the CRM hub in Business Online. The hub helps keep track of all aspects a company is involved in, whether it is a contract, a project, or a QHSE report.
The hub will provide an overview of useful reports such as customers, suppliers, prospects, and more.
The Company List
All external companies your business deals with will be in this list. The list itself has some great features and column formatting, where you will have the ability to change the view and filter the list based on your needs. The company list is a list that quickly grows large, making view filtering important.
See Microsoft Documentation on SharePoint lists for further details on the list tools.
Create a Company
To create a new item, you can click on "Company" under "create new" from the quick menu on the page, or by clicking on "Company" in the CRM hub and then clicking "+ New" at the list level. When the form opens, you can start entering the company details.
| Field | Description |
|---|---|
| Find company | This is a very useful feature where you can look up a company in a request to the Brønnøysund Register Centre. When a company is confirmed, the data available from the register will be written to the form |
| Company name | The name of the company |
| Create opportunity | Check this if you want to generate a new opportunity when you confirm the details of this company. Usually used when creating a prospect or customer |
| Company type | Define what type of company it is |
| Organization number | Enter the company's organization number |
| Internal responsible | Specify an internal user as the internal responsible for this company |
| Phone number | Enter the company's official phone number |
| Enter the company's official email | |
| Website | Enter the web address and add a description such as "Website". You can enter the web address in both fields, but if the web address is long, it will look bad in the list |
| Create Teams | Check if a team should be generated for the company. It is checked by default |
| Active | Check if the company is active, or if it is registered for archival purposes. This is a very common filter criterion for list views and lookups to avoid including inactive companies |
| Address | The company's main address |
| Postal address | The company's P.O. box address |
| Main contact name | The name of the company's main contact |
| Main contact job title | The main contact's title |
| Main contact email | The email address of the main contact |
| Main contact phone | The phone number of the main contact |
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If you selected "supplier" as the company type, there will be some extra fields available when you edit the form. See "supplier classification" further down this page for more information about this.
Find company
Direct request to the Brønnøysund company register which, upon confirmation, will copy data from the register directly into your registration form.
It will automatically fill in the following fields:
- Company name
- Organization number
- Website
- Address
- Postal address
Two reasons why this is important:
- The fields that are filled in are time-consuming to retrieve on your own
- The data retrieved from the Brønnøysund register is the latest updated published information about the company.
Create a Lead
When this is checked, a field called "Lead name" will appear below, allowing you to define the name of the lead. When the company form has been saved, the lead and the associated workspace will be generated and shown in the menu in the company's workspace.
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It is time-saving to use this feature if you often register prospects and all are related to leads.
Create Teams
Checking this option will generate a Team, in the Teams application, associated with the corresponding workspace. The team will include all Teams-related features that are closely linked to other components in the workspace (Planner, Notebook, documents, etc.).
Main contact
While registering a company, you will encounter a number of fields related to the company's main contact. These details are used in a background process that generates the contact in the contacts list. Similar to creating a lead, this is a process designed to save you time when registering information about a company.
Link
After adding a company, a corresponding workspace will be generated. When the process is complete, the link will appear as an icon in the link column.
By clicking the icon, a new tab will open with the workspace, this is explained further in the section "Company Workspace" further down this page.
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This is a background process that can take anywhere from 1-3 minutes, depending on the activity level on the server.
Edit company details
To edit the details of a company, click on the company name in the list. When you enter the view form, click edit at the top left.
Changes you make in the fields will be saved when you click "Save".
Supplier classification
If the current company type is "Supplier" there will be an extra set of fields to classify the supplier.
| Field | Description |
|---|---|
| Supplier category | Categorize the supplier based on the calculation of how critical your business is dependent on the delivery. |
| Approved supplier | Specify the approval status for the supplier. The choice will be conditionally formatted in the list based on the input. |
| ISO9001 certified | Yes / No choice to indicate whether the supplier is ISO 9001 certified or not. Mainly used to quickly filter out all certified companies. |
| Supplier evaluation | Text field to prepare a supplier evaluation if relevant. |
Delete a company
A company can be deleted from the three-dots quick menu, or by selecting the item and pressing the delete key on the keyboard. A pop-up window asking for confirmation of deletion will appear.
If a company is deleted, all associated opportunities and contracts will also be deleted. It is therefore recommended to use the function to set a company's status to Active or Inactive. This provides a better overview of whether the company still has value for your business.
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The delete item functionality should only be used if the company has no archival value.
Companies can, and should, be archived by editing the status to yes/no for active.
Company workspace
The workspace is where all information and status updates for a company are stored, either manually or retrieved from other parts of the system.
The front page is equipped with standard workspace components such as timeline and info cards, and with the option for qcp-quality control plan. There is also a view of the General folder in the workspace's document library, which can contain pre-generated folders and documents from governing documents. Like other workspaces, all documents can be sent for an approval flow with approval-in-workspace.
The group calendar component can be synchronized with the Conversations tab in the workspace. In this component, all meetings that the workspace is invited to, as a participant, will be displayed. Below the group calendar, a predefined selection of company contacts and internal resources is shown.
The quick link menu connects all standard workspace functionalities such as conversations, Notebook, Planner, documents, approved documents, external contacts, and internal resources.
What is different with the company's workspace are the contracts, opportunities, and KHMS cases functionalities. These components display data from the contract, opportunity, and KHMS reporting lists that have been linked to the company. New items can also be created directly from these components in the corresponding lists.
QCP
A QCP in a company is typically a lifecycle QCP similar to personnel. For a supplier, for example, the first phases may be how to assess the supplier and which tasks to perform for the approval of a new supplier.
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QCPs in a company's workspace are not often used but can be useful if created in the right way.
Timeline
The timeline in the company's workspace will have references generated for the following associations created in the system:
- Project created
- Lead created
- Contract created
Document library
The document library in the company's workspace contains all standard Microsoft features in addition to being able to receive pre-generated folder structures from document-folder-structures, send documents for approval using approval-in-workspace, and import governing documents using the cd-files tool.
Contracts
The contract page will show all contracts registered for this company (both active and closed). You can also create new contracts from here where the new contract will automatically be linked to the current company.
Approved documents
When a document is approved, it is published in the Approved Documents library in the format chosen by the author.
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A document will only receive its first revision after it has been approved at least once.
Leads
This page will show all leads registered for this company (both active and closed). You can also create new lead from this view and these will automatically be linked to the relevant company.
QHSE cases
The page will show all QHSE cases that are registered and linked to the relevant company. In addition, to provide quick access to existing cases, you can also create new cases from here where they will automatically be linked to the current company.
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