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WhatsApp SCRM management background user manual

1 Login

Enter WhatsApp SCRM management background URL, open WhatsApp SCRM management background login page, enter the user name and password, click the “Login” button, then enters the management background page. The login page is shown in Figure 1-1

Figure 1-1 Login page

After logging in, you will enter the system page which is divided into three modules: My Company, WhatsApp, and login account information management module.

1. My Company

My Company mainly manages WhatsApp SCRM management background accounts and organization structure. It mainly contains two modules: Staff Accounts and Departments.

2.1 Staff Account

The Staff Account page is mainly for managing WhatsApp SCRM management background accounts. You can manage staff accounts in this page. It supports Account Search, New account, Authorization, Status Modification (account status modification), Creation time view, Creator view, account editing, password change. As shown in Figure 2-1.

Figure 2-1 Staff Account page

1. Search

Users are mainly searched by account and organization structure user status. After completing the search conditions, click the “Search” button, and the user successfully searches.

2.Add account

Click “New Account” on the Staff Account page, then the “New Account” page appears. As shown in Figure 2-2.

Figure 2-2 New Account page

The New Account page includes Account, Name, Nickname, Password, Department, Notes and other input boxes. Account, Name, Password and Department are required. After filling in the corresponding fields, click button “Ok”, then a new account is created successfully. Account is recommended to be created in the form of a mailbox.

Note: If the department of the new account does not add default new user authorization, then the new account does not have any authorizations and must be added before they can be used. Add department default new user authorization refer to Section 2.2 Department.

3. Authorization modification

Click button “Authorization” on the Staff Account page. Then the “account authorization” page pops up. As shown in Figure 2-3.

Figure 2-3 Permission modification page

The admin can select the corresponding user rights according to roles of different users, which is mainly the right to control the management background data.

Basic menu authorization:

This part is mainly used to control the management background menus which are: WhatsApp accounts, Chats & Group chats, Chat history (controls whether you can view the chat records of subordinates), Departments, Staff accounts, Settings, Auto reply, Extend fields. All the above menus are displayed when “Check all” is checked.

Same department data authorization:

This part is mainly to control the same department data authorization. When check “List staff account of the same dept”, the user can see all the staff account of the same department. When check “List WhatsApp accounts of the same dept”, the user can view all the WhatsApp accounts of the same department. When check “List Chats & Group chats” of the same dept, the user can view all the chat histories and group chat histories in the same department. When “Check all” is checked, all the above same department data authorization will be enabled.

Sub-depts data authorization:

The part is mainly to control the data authorization of the user’s sub-department. When check “List staff accounts of all sub-depts”, the user can view all the staff accounts of all sub-departments. When check “List WhatsApp accounts of all sub-depts”, the user can view all the WhatsApp accounts in all sub-departments. When check “List Chats & Group chats of all sub-depts”, the user can view all the chat histories and group chat histories in all sub-departments. When “Check all” is checked, all the above data authorizations will be enabled.

Basic function authorization:

This part is mainly to control the basic function authorizations of the user. When “Login PC client” is checked, the user can log in to the computer client. When “Set authorization” is checked, the user has the right to set authorization. When “Manage global extended fields” is checked, the user can manage global extended fields. When “Chat history” is checked, the user can view chat history. When “Check all” is checked, all the above basic function authorizations will be enabled.

The scope of permission assignment:

Set your own authorizations only. If checked, when the user assigns permissions to subordinates, only the permissions he owned can be assigned.

4. Status modification

There are two kinds of status for users: Enabled and Disabled. When the operator modifies the user status, just click the status switch button on the Staff Account page to select user status.

5. Edit account

Select the account you want to edit and click button “Edit”. then the Edit Account page appears. As shown in Figure 2-4.

Figure 2-4 Edit account page

Edit account page includes Account, Name, Nickname, Department and Notes information. Account cannot be modified. Name and Department are required. After modifying the corresponding fields, click button “Ok”, and the account is modified successfully.

6. Password modification

Select the account whose password is to be changed, and click the “password modification” button in Setting. The page Reset password appears. As shown in Figure 2-5.

Figure 2-5 Reset password page

Fill in the “New password” and “Confirm password” in the page, then click button “Ok”. The password is changed successfully.

2.2 Departments

This part is mainly used to create organization structure of a company. Each company has one top-level department only, which cannot be deleted. This module mainly includes department creation, department editing, department deletion, and default authorization setting for department new users. As shown in Figure 2-6.

Figure 2-6 Department page

1. Department creation

Click the “department creation” button (①), and the “Add department” page pops up. As shown in Figure 2-7.

Figure 2-7 Add department page

The department creation page includes three parts, the Department name input box, the Department introduction input box, and the Parent department input box. The Department name input box and Parent department input box are required. When the content is completed, click button “Ok”, and the department is successfully created.

2. Default authorization setting for new department users

The admin can give certain permissions to new users by setting the department’s new user authorization.

Click the department to be set, then enters the department’s default authorization setting page. As shown in Figure 2-8.

Figure 2-8 Default department permission settings

Authorizations introduction of the department default authorization setting page:

Basic function:

When “Login PC client” is checked, new users in this department can log in to the computer client. When “Manage global extended fields” is checked, new users in this department can manage global extended fields. When “Chat history” is checked, new users in this department can view chat history. When “Check all” is checked, new users in this department will get all the above basic function permissions.

Basic menu:

This permission is mainly used to control the management background menus which are: WhatsApp accounts, Chats & Group chats, Chat history (controls whether you can view the chat histories of subordinates), Departments, Staff accounts, Settings, Auto reply and Extend fields. When “Check all” is checked, all menus for new users in this department will be enabled.

Departmental data:

This permission is mainly to control the same department data authorization. When you check “List staff accounts of the same dept”, new users in this department can see all the staff accounts. When you check “List WhatsApp accounts of the same dept”, new users in this department can view all the WhatsApp accounts. When you check “List Chats & Group chats of the same dept”, new users in this department can read all the chats and group chats histories. When “Check all” is checked, all the above data permissions will be available for new users in the department.

Sub-depts data authorization:

The permission is mainly to control users’ sub-department data authorization. When “List staff accounts of all sub-depts” is checked, new users in this department can view all the staff accounts of his sub-departments. When you check “List WhatsApp account of all sub-depts”, new users in this department can view WhatsApp accounts in his sub-departments. When you check “List Chats & Group Chats of all sub-depts”, new users in this department can read all the chats and group chats histories in his sub-departments. When “Check all” is checked, all the above authorizations will be available for new users in the department.

After checking all the authorizations you need, click the button “Save the default authorization …” in the bottom in Figure 2-6(⑤). The page “Save default authorization” pops up. Click button “Ok”, and the default authorizations for new users in this department are set successfully. As shown in Figure 2-9.

Figure 2-9 Default authorizations prompt window for department users

  1. Edit department

Select the department to be edited and click button “edit” (③) on the Department page, a page will pop up, as shown in Figure 2-10.

Figure 2-10 Editorial department page

After modifying the corresponding fields, click button “Ok”, department edited successfully.

2. Department deletion

Select the department you want to delete and click the “delete” button (④) on the Department page. The department deletion prompt window pops up, click button “Ok”, then the department will be deleted. As shown in Figure 2-11.

Figure 2-11 Delete prompt window

3  WhatsApp

WhatsApp module is divided into four sub-modules: WhatsApp Accouns, Chats & Group chat, Extend fields, Auto reply module. The module mainly manages WhatsApp accounts, Chats and Group chats, extended fields, and automatic reply.

3.1  WhatsApp Account

The WhatsApp Account module mainly displays the WhatsApp accounts information, creation time, Last login time of the management account. When the management account check “List WhatsApp accounts of the same dept” under “Same department data authorization”, the user can search and check WhatsApp account information, creation time, and last login time in his department. When the management account check “List WhatsApp accounts of all sub-depts”, the user can search and check all the WhatsApp account information, creation time, last login time in his sub-departments.

The WhatsApp Account information of the current agent is displayed by default.

1.Search

Users can search Staff Accounts, Push name and WhatsID of WhatsApp Accounts to find WhatsApp Accounts. As shown in Figure 3-1

.

Figure 3-1 WhatsApp Accounts page

Note: The user must have the authorization of  “WhatsApp Accounts menu”.

3.2 Chat & Group chats

The Chats & Group chats module is mainly for checking WhatsApp Accounts, Chat (Group chat) info, Last chat, Chat record, and extended fields of different management accounts. As shown in Figure 3-2.

Figure 3-2 Chats & Group Chats page

Chats & Group Chats page supports Chat or Group chats, Staff Accounts, keywords (contacts Push name and WhatsID) search, chat history checking.

Check chat history:

Select the chat history you want to check and click the “View” button on the Chats & Group Chats page to enter the Chat history page. As shown in Figure 3-3.

Figure 3-3 chat record page

Note: When the authorization of “Chat history” under “basic menu authorization” is checked, the user can check the chat histories of the subordinates; when the authorization of check the “list Chats & Group Chats of the same dept” under “Same department data authorization” for the user is checked, the user can check the chats and group chats of the same department; when “chat history” under “Sub-department data authorization” is checked, the user can check chat histories.

3.3  Extend Field

You can create new extended fields, edit extended field, modify extended field status, delete extended field, and move extended field in Extend Field page. As shown in Figure 3-4.

Figure 3-4 Extend Field page

Note: This user need to have the “Extend fields” authorization under “Basic menu authorization”, and the “Basic function” authorization is checked at the same time. When “Manage global extended fields” is checked, the user can manage global extended fields.

1. New extension field creation

Click button “Add field” to enter the page “Add field”. This page includes “Field name” input box, “Field type” selection box, “Tips” input box, “Department” selection box. As shown in Figure 3-5.

Figure 3-5 Add field page

“Field name” and “Field type” are required. “Department” defaults to “Public field” (①). If you need to choose other departments, turn off the “Public field” (①) button. Select the department shown below(②).

Note: Field type includes: Numeric types, Character types, Multiline string, Date type Date time type, Radio type, Multiple-choice type and other types (Radio type and Multiple-choice type, Foe example: Radio type: 0-10, 11-20, 21-100, 101-110. Multiple-choice type: travel, running, swimming, reading).

2. Extended field editing

Click button “Edit” to enter the extended field editing page. Edit rules and display fields are created with reference to extended fields. As shown in Figure 3-6.

Figure 3-6 Edit field page

3. Modification of extended field status

Click the button under “Usable type” to control the status of the extension field.

Note: The “Extend field” page does not show “extended fields” with “Usable type” status by default. To display an extended field with “Usable type” status, turn on the “Show usable field” button.

4. Extended field deletion

Click button “Delete” on page “Extend field”, and a delete prompt window will pop up on the page. As shown in Figure 3-7.

Figure 3-7 prompt window for deleting extended fields

5. Extended field move

Extended fields can be moved up and down with the “Down” and “Up” buttons. Click button “Down” to move down one row. Click button “Up” to move up one row.

Note: After completing new extended field creation, extended field editing, extended field status modification, extended field deletion, and extended field move, click button “Refresh” on the “Extend field” page, then all the changes are done..

3.4  Auto reply

The page includes creating, editing, deleting, and searching of auto reply content. As shown in Figure 3-8.

Figure 3-8 Auto reply page

1. Auto reply search

Auto reply search supports matching word and content search.

2. Add rules

Select the type (Private rules or Public rules, select Private rules to create an automatic reply for personal use: select Public rules to create an automatic reply for public use) of rules you are adding, click button “Add rules”, and the Add / Edit Rules page pops up. As shown in Figure 3-9.

Figure 3-9 Add / Edit Rules page

Fill in “Match the words”, select “Match pattern” and create “Reply content” in the page, click button “ok”, then a new rule is created successfully. You can delete and edit “Reply content” in this page.

Reply content creation:

Click button “New message” under “Reply content”. Then a prompt window for creating messages pops up. You can create multiple “Reply content” for one rule. As shown in Figure 3-10.

Figure 3-10 reply content creation page

Note: There are three match types:

Match type: all words. All Words are exactly the same. For example: Hello, the weather is good. If the user sends “hello, the weather is good”, You can reply automatically.

Match type: contain any word. Needs only one word is the same as any of the words. For example: Hello | hello, the weather is good. If the user sends “hello, the weather is good”. You can reply automatically.

Match type: exactly the same as any word. For example: Hello, the weather is good | Hello, are you busy? If the user sends “hello, are you busy?” Or “hello, the weather is good”. You can reply automatically. If there are two replies created in the rule, then both messages will be sent. Note: You need to re-log in the PC client, then the changed content can be used.

3. Edit rules

This page is the same as the “Add rules” page. Operations for “Edit rules” page refer to the above item “Add rules”.

4. Rules deletion

Click button “Delete” on the “Auto reply” page, a prompt window pops up, click button “Ok”, then a rule is deleted successfully. As shown in Figure 3-11.

Figure 3-11 Rule deletion prompt window

4. User Information Management

This  module includes “Information”, “Modify password”, and “Logout.” As shown in Figure 4-1.

Figure 4-1 User Information Management Page

1. Information

Click button “Information” on the user information management page, a prompt window pops up, then you can modify “Real name”, “Nickname”, “Memo”, and “Avatar”. After modification is completed, click button “Ok”, then information is changed successfully.

Figure 4-2 Information edit page

Modify password

Click button “Modify password” on the page user information management to enter “Modify password” page. After filling in the new password, click button “Ok”, then the password is changed. As shown in Figure 4-3.

Figure 4-3 Password modification page

Logout

Click button “Logout” on the page user information management, you will be back to  page “user login”, then log out successfully.