Decide who to grant access to

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How to automate business access

There is information that can only be accessed by a limited number of people. And this is not always explained by security. Often, company employees completely trust each other, but unnecessary information can distract them from performing their main duties. Therefore, before automating a business and introducing any restrictions, it is necessary:

identify groups of employees involved in the lawyer email list business processes of the enterprise;

establish the data required by each category.

Let's define key employee groups and monitor their activities. Let's take, for example, a manager who works only with a part (his group) of clients, and the head has to control the activities of the entire department. Therefore, the head needs the "Customers" table in full, and the manager will be satisfied with a certain part of it.

It is worth remembering that there are groups of employees who not only monitor data but also adjust it, such as accountants. They need access to all information related to the movement of funds so that they can make certain changes to it.

Adviсe:

Make a list of fields that each group can view and edit. The rest of the information should remain private.

Think over a system of access to fields in which data can be changed (deletion/addition, import/export, reports).

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Step 4. Create templates
Every company has documents that are constantly in process, such as invoices. Managers regularly manually enter order items and amounts into them. Please note: almost all of this documentation is made using the same template. Therefore, think about how to automate your business at this stage, because it will save a lot of time. You will need:

identify documents that employees complete regularly;

identify data that is already being entered into tables.

Let's look at key documents and determine their variable part (for example, in invoices, contracts, applications). Find out what data can be included in this document from an existing database. For example, to create an invoice, you need the details, product name and amount. Therefore, these fields need to be linked to it.

Adviсe:

Make the most flexible templates , storing only the main part of the text in them. The rest of the data will be pulled in automatically. Thanks to this, errors and typos will disappear from your documents, and employees will be freed from unnecessary "papers".

Often the table is missing the data that was needed to create the template . In this case, simply add new fields.

Regardless of the complexity of the contract, it can be made using a template , supplemented with certain conditions. For this, several samples can be combined into one.

Step 5. Thinking about mailings
How to automate business_mailing

It's time to think about how to automate your online business to work with clients. First, analyze your activities in this area.

Do you hold promotions or arrange sales? Do you practice holiday discounts or congratulations to customers? If you do, then you need to think about a way to notify customers (via SMS or email). You can organize the mailing manually, but then your employees will only do this. What about the rest of the work? So think about:

how often and with what frequency the company will send out mailings;

What is SMS more suitable for and what is better to send by mail.

Once you have decided on the frequency of mailings and made a plan, you will need to formulate the text that the program will supplement with certain information. Moreover, the text of the mailings should be such that the added information does not change its structure. For example, when identifying mailings, the system substitutes the names of clients (both men and women) - this means that the main text should correspond to both genders.

Moreover, your clients should feel attention to themselves, therefore, the text cannot have a template form. Therefore, it is better if these are letters that were once used for manual mailing.

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Adviсe:

Include the main information in the text . Do not overload the template with unnecessary data (images and additional files). Many users disable add-ons, therefore, they simply will not understand the essence of the message. Few people want to take unnecessary actions, so the letter will be immediately closed and will not be interested in its contents.

If you send out a large number of mailings, beware of being classified as spam. To avoid this, you need to provide the client with the option to unsubscribe from the mailing. This must be stated in the text of the letter, for example, you can add a corresponding link.

When planning your mailing, consider the server's capabilities : how many letters can be sent in one hour (if the server is free, then in one minute). You should not allow your account to be blocked because you have sent the maximum possible number of letters. Set up a cyclical mailing.

Do not send out a mailing without a reason and do not make it too frequent , otherwise you can irritate subscribers who are simply not interested in empty letters. If you are sure that the mailing plan will be followed, then inform the client about this at the stage of subscription: for example, you can include the phrase "Weekly mailing" in the letter or specify a different frequency.