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Logging in to CRM

CRM can be accessed via the Chicago Booth portal. 1. Open Internet Explorer.

2. Type http://boothportal.ChicagoBooth.edu and press the enter key. 3. Under Administrative, click on the CRM link.

4. When prompted for a username, type gsb\ then your Booth username in the User name field. This is the same username you used to log on to the Portal.

5. Type in your Booth password in the Password field. This is the same password you used to log on to the Portal.

Organizations

An organization represents a company that Chicago Booth has a relationship with, i.e. a recruiting company. Organizations can be placed in a tree structure to reflect the company’s parent/child relationships, which can help to assess Booth’s overall relationship to the company as a whole.

Organizations must follow these guidelines:

• An organization can have a parent organization.

• An organization can be a parent to multiple sub-organizations. • A sub-organization can only have 1 parent organization. • Sub-organizations can have multiple sub-organizations.

Searching for an Organization

1. Click on the CRM Organizations link.

2. Type the organization name in the Search for records: field. 3. Click the button.

4. Double click on the organization’s name to open the record.

Creating an Organization

Organizations are not created in CRM. The Alumni & Development and Career Services departments are responsible for adding organizations to the Master Organization Tool, which will feed organizations into CRM. To have an organization added to CRM, Alumni & Development and Career Services receive a report from the Custom Employer name field found on the contact form. This will be discussed below with Contacts.

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Contacts

A contact is a person who someone at Chicago Booth has a relationship with, such as an alumni or recruiter. Contacts are not required to be related to an organization however, if a contact is associated to an organization, it can only be associated to 1 organization -- the contact’s current employer.

Examples of contacts to add to CRM: Executive MBA:

• New association and industry organization contacts. Polsky Center:

• New sponsors. All MBA Programs:

• Booth alumni who are recommenders for applicants to the program. Career Services:

• Resume referrers. • Resume book purchasers. • Select search users / purchasers.

Searching For a Contact

1. Click on the Contacts link.

2. Search for the contact by typing part of the last name of the person in the Search for records: field. 3. Click on the button.

4. Click on the person’s name to open their record.

Note: Please note that when you click on Contacts the default view shows only contacts which

you have created. To see a list of all contacts select Active Contacts from the My Active

Contacts: drop down menu on the upper left.

Note: When viewing the record of a Booth community member (alumni, students, staff or faculty members) the record will be grayed out so changes cannot be made to the record. All changes to Booth community members’ information needs to be made in the Chicago Booth Community Directory, which feeds to CRM. To have changes made to Booth community members’ records, please email the appropriate department.

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Creating a Contact

1. Search for the contact to verify that the contact does not already exist in CRM. Add the New Contact:

3. Click on the New button. The Contact: New window will open.

4. Fill out the following required fields, as denoted by an asterisk, on the General tab for a contact: • First Name

• Last Name

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Fill out the following additional fields, as appropriate. • Preferred First Name

• Business Phone • Preferred E-mail • Employer • Role

5. Click the magnifying glass next to the Employer field to associate the contact to an organization in CRM.

• If the Employer is found, select it to populate the Employer field.

• If the Employer is not found, type in the employer’s name in the Custom Employer Name field.

6. Fill out the following additional fields on the Contact Info tab for a contact: • Address Line 1

• City

• State/Province • ZIP/Postal Code • Country/Region

7. When entering information regarding a recommender of an applicant, a resume referrer or a purchaser of Booth recruiting materials fill out the comments field on the Booth Attributes tab for a contact:

• Enter information regarding the contact’s recommendation, referral, or purchase, respectively. 8. All other fields in the various tabs are optional. Populate as needed.

9. Click the button to save the information and continue working in the screen. OR

Click the button to save the information and close the screen. OR

Click the button to save the information and to create a new contact.

If the contact’s name starts with the same letters or words as another contact already in CRM, the Duplicate

Detection screen may appear. A list of contacts that could be possible duplicates will be displayed on this

screen.

Note: The Custom Employer Name field will generate a report that will be sent to Alumni & Development and Career Services. Alumni or Career Services will then determine whether or not this organization should be included as a permanent organization in CRM.

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Deactivating a Contact Due to Change of Employment

When a contact changes their employer, you should not simply open the contact record and switch their employer. If this was done it would look like all activities regarding the contact pertained to the new employer and there would be no record that older activities with the Contact actually took place when they were at their previous employer. Please note these steps should only be followed for people that are not in the Booth Community Directory, i.e. for faculty, staff, student or alumni. Therefore, this should not be done for students, staff, faculty or alumni. If a student, staff, faculty or alumni’s employer changes, change the information in the Booth Community Directory.

2. Click on the New button. The Contact: New window will open. Create the contact with the new employer information.

3. Fill out the required fields on the General tab for the contact. • First Name.

• Last Name.

4. Click the magnifying glass next to the Employer field to associate the contact to an organization in CRM.

• If the Employer is found, select it to populate the Employer field.

• If the Employer is not found, type in the employer’s name in the Custom Employer Name field.

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• Address Line 1. • City.

• State/Province. • ZIP/Postal Code. • Country/Region.

6. When entering information regarding a recommender of an applicant, a resume referrer, or a purchaser of Booth recruiting materials, fill out the comments field on the Booth Attributes tab for a contact.

• Enter information regarding the contact’s recommendation, referral, or purchase, respectively. 7. All other fields in the various tabs are optional. Populate as needed.

8. Click the button to save the information and continue working in the screen. 9. Click the Relationships link in the left hand navigation.

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11. Click on the button next to the Party 2 field and search for the same Contact, but select the one with the old employer information.

12. Select Contact from the drop down box in the Look for: field.

13. Type the last name of the Contact in the field next to the Search: field. 14. Select the contact to connect.

15. Click on the OK button.

16. Select Contact Record for same person from the drop down box in both the Role 1 and Role 2 fields 17. Click on the button to save the information and close the screen.

If the Duplicate Detection screen appears, click on Continue with Save, since you know that this Contact already exists in the CRM database with their old employer information.

18. Return to the main CRM screen and click on Contacts in the left hand navigation.

19. Search for the contact by typing part of the name of the person in the Search for records: field. 20. Click on the Find button.

21. Click on the Contact record which has the old employer.

Note: Make sure to create the relationship link before deactivating the contact record with the old employer. If the old record is deactivated first, then you will not be able to find the record in the search because the search only returns active contacts

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22. From the left side of the ribbon, click on the Deactivate link.

23. Close the record by using the X in the right hand corner.

This will deactivate the contact record linked to the old employer, but the "relationship" will still remain between old and new employers.

Cases

A case acts as an umbrella to capture related activities for a contact. For example, Alumni Affairs may be trying to get alumni, who are also CRM contacts, to speak at event. A case can be created to collect all of these activities conducted with the alumni in relation to organizing the speaking event, such as phone calls, emails, meetings, etc. A contact can have many cases associated to them and vice versa.

All cases are associated with a case type (department), which is used to categorize and organize the cases. Case titles are pre-populated with the department name. The departments are:

• Alumni Affairs and Special Events • Career Services

• Dean’s Office

• Evening / Weekend MBA • Executive Education

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• Executive MBA

• Full-Time MBA – Admissions and Financial Aid • Full Time MBA – Diversity Affairs

• Full Time MBA – International Programs • Full Time MBA – LEAD

• Full Time MBA – Student Programs and Events • Gleacher Conference Center

• Initiative on Global Markets • Kilts Center for Marketing • Marketing

• PhD Program

• Polsky Center for Entrepreneurship • Other

Searching and Viewing a Case Record

1. Click on the Cases link.

2. Search for the case by typing part of the case’s name in the Search for records: field.

3. Click on the button.

4. Click on the Title of the case to open the record.

Creating a Case

1. Search for the case to make sure it does not exist already. 2. Click on the Cases link.

Note: To search on partial text, enter an asterisk * as the first character, to indicate a wildcard character. For example, entering *custom will return the case with the name Executive Education:

custom program, but entering custom will not.

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3. Click on the New button. The Case: New window will open.

4. Select the Booth Department that this case is in reference to from the drop down box.

5. Type in a brief title for the case after the pre-populated Booth department listed in the Title field. Please be sure to leave the department as the beginning part of the name.

6. Select an organization or contact that this case is regarding by clicking on the magnifying glass . 7. Enter a brief description of the case.

8. Click Save to save the information and continue working in the screen. OR

Click Save and Close to save the information and close the screen. OR

Click Save and New to save the information and to create another new case.

Activities

An activity is an interaction with a contact or organization. An activity must be one of the following types: task, phone call, email, and appointment. An activity can be associated with a case, if applicable, or associated directly to a contact or organization.

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• On-Campus Interviews • Job Postings

• Corporate networking nights (CNN), Single Firm Corporate Conversations (SFCC), and Multi- Firm Corporate Conversations (MFCC)

• Recruitersconference

• Meet and greets/info sessions • OCR corporate forum / career fair • Off-Campus recruiting events • Other panels / programs • Student treks / quests

• Corporate outreach (recruiting) • OCR presentations

Polsky Center: • Major events

• Panels and guest speaker events Gleacher Conference Center:

• Corporate meetings with executives

Searching For an Activity

1. Click on the Activities link.

2. Search for the activity by typing part of the activity’s name in the Search for records: field.

3. Click the button.

Note: To search on partial text, enter an asterisk * as the first character, to indicate a wildcard character. For example, entering “*custom” will return the case with the name “Executive Education: custom program”, but entering “custom” will not.

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4. Click on the name of the activity to open the record.

Creating an Activity - Appointment

1. Click on the Activities link.

2. Click on the Activity button on the tool bar for the activity you would like to create. For Example:

3. Click on Appointment.

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4. Fill out the following required fields for an appointment:

• Booth Department – Drop-down populated with various department names.

• Subject – This field will be pre-populated with the selected Booth department name. Append the subject after the department name; do not delete the department name from the subject line.

• Regarding - Click on and select a case, contact, or organization with which to relate this appointment.

• Required Participants - Click and search for each participant

o If the participant is not currently in CRM and should be tracked as an individual Contact, create a new contact record and link it to the Required Participants field in this event.

o If the participant is not currently in CRM, but does not need to be tracked as an individual contact, document the participant in the Description field.

• Start Date/Time - Enter the start date/time of the appointment. • End Date/Time - Enter the end date/time of the appointment.

• Description - Enter details of the activity. – Brief description; 2-3 lines of text. 5. All other fields are optional. Populate as needed.