CRM (Client Relationship Management) Documentation Plan

Overview #

Corcava’s CRM system provides comprehensive client and contact management with advanced pipeline automation, custom fields, and activity tracking. The system integrates contacts with clients, deals, and automated workflows to manage the entire customer lifecycle from lead generation to client conversion.

Documentation Structure Plan #

1. Contact Management Fundamentals #

– Contact Database Structure – Core contact fields, display names, and data organization – Contact Creation and Editing – Adding contacts with comprehensive information – Contact Search and Filtering – Finding contacts by name, company, and custom criteria – Contact Permissions – Role-based access control for contact visibility – Contact-Client Relationships – Linking contacts to client companies

2. Client Organization & Hierarchy #

– Client Company Management – Creating and managing client companies – Client-Contact Relationships – Hierarchical organization of contacts under clients – Client Information Management – Company details, addresses, and communication preferences – Client Currency and Billing – Multi-currency support and payment preferences – Client Project Integration – Connecting clients to projects and time tracking

3. Custom Fields System #

– Custom Field Creation – Adding custom fields to contact forms – Field Types and Validation – Different field types and data validation – Custom Field Values – Managing and updating custom field data – Field Organization – Organizing custom fields by team and purpose – Custom Field Integration – Using custom fields in workflows and reports

4. Deal Pipeline Management #

– Deal Flow Columns – Customizable pipeline stages and deal progression – Deal Creation and Management – Creating deals with contact associations – Deal Tracking – Monitoring deal progress through pipeline stages – Deal Amount and Probability – Financial tracking and conversion probability – Deal Attachments and Fields – Supporting documents and custom deal information

5. Contact Import & Export #

– Bulk Contact Import – CSV and Excel file import with field mapping – Import Field Mapping – Mapping file columns to contact fields – Import Validation – Data validation and error handling during import – Contact Export – Exporting contact data for external use – Import Logging – Tracking and debugging import operations

6. Activity Tracking & Communications #

– Contact Activity System – Tracking interactions and communications – Activity Types – Email, chat, ticket, and communication tracking – Activity Timeline – Chronological history of contact interactions – Email Integration – Incoming and outgoing email tracking – Communication History – Complete interaction audit trail

7. Pipeline Automation & Workflows #

– Automated Pipeline Runs – Automatic contact enrollment in workflows – Pipeline Steps and Delays – Timed actions and workflow progression – Contact Observer Integration – Automatic pipeline triggers on contact creation – Pipeline Processing – Scheduled execution of pipeline actions – Workflow Status Management – Tracking pipeline run status and completion

8. Outreach & Lead Management #

– Outreach Tracking – Managing different outreach methods and channels – Lead Source Management – Tracking how contacts entered the system – Outreach Types – Platform, email, call, social, and messenger tracking – Lead Acquisition Events – Automated lead tracking and notifications – Contact Last Contacted – Tracking communication frequency and timing

9. CRM Integration Points #

– Project Integration – Connecting contacts and clients to project work – Time Tracking Integration – Client-specific time tracking and reporting – Invoice Integration – Client billing and financial management – Team Collaboration – Sharing contacts and clients across team members – Client Portal Access – Giving clients visibility into their projects and data

10. CRM Analytics & Reporting #

– Contact Analytics – Contact database insights and trends – Deal Pipeline Analytics – Conversion rates and pipeline performance – Client Activity Reports – Communication and engagement analysis – Custom Field Reporting – Analytics using custom field data – CRM Performance Metrics – System usage and effectiveness tracking

Key Features Based on Code Analysis #

✅ Core Contact Management #

• Comprehensive contact database with personal and business information
• Custom field system for tailored contact forms
• Contact search and filtering capabilities
• Role-based contact access control
• Contact-client hierarchical relationships

✅ Advanced Pipeline Features #

• Visual deal pipeline with customizable stages
• Automated pipeline runs with timed actions
• Contact observer for automatic workflow triggers
• Pipeline processing with scheduled execution
• Deal tracking with amount and probability management

✅ Import/Export Capabilities #

• Bulk contact import from CSV/Excel files
• Advanced field mapping system
• Import validation and error handling
• Contact export functionality
• Comprehensive import logging

✅ Activity & Communication Tracking #

• Complete activity tracking system
• Multiple activity types (email, chat, tickets)
• Chronological activity timeline
• Email integration with incoming/outgoing tracking
• Communication history and audit trail

✅ Integration Points #

• Project and time tracking integration
• Invoice and billing system connection
• Team collaboration and sharing
• Client portal access
• Multi-currency support

✅ Automation Features #

• Automatic pipeline enrollment
• Scheduled pipeline processing
• Contact creation triggers
• Workflow status management
• Lead acquisition tracking

Documentation Priority Order #

1. Start Here: Contact Management Fundamentals and Client Organization 2. Core Features: Custom Fields System and Deal Pipeline Management 3. Advanced Features: Contact Import/Export and Activity Tracking 4. Automation: Pipeline Automation and Outreach Management 5. Integration: CRM Integration Points and Analytics

This structure provides comprehensive coverage of Corcava’s CRM capabilities based on actual code analysis, ensuring accurate documentation of implemented features and their integration with the broader platform.