Installation & User Guide - OscilloSoft

Installation & User Guide

Table of Contents



Disclaimer                                                                                                                                   2

Introduction                                                                                                                              2

Widget Overview                                                                                                                      2         

            Widget Details                                                                                                       2 

            Widget Features                                                                                                           3


Getting Started                                                                                                                         6

              Setup Considerations                                                                                                6

              User access considerations                                                                                     6 

              Accessing the widget                                                                                                6

      

User types                                                                                                                                 6

             Admin users                                                                                                                 7

             Standard users                                                                                                            7


Installing The Widget                                                                                                              7

              Agreement , Trial & Payment                                                                                    7                


Google Drive Module Settings                                                                                              9

              Authorizing the widget                                                                                              9

              Default Folder Settings & Hierarchy                                                                      13


Mapping Lead ID                                                                                                                    21


Using the widget                                                                                                                    23

              Using the widget through leads(Creating Leads Folder)                                   23  

              Converting Leads to Deals                                                                                     29

              Using the widget through deals (Creating Deal Folder)                                    32

              Creating a deal folder using Account Name                                                       34

              Creating a deal folder using Contact Name                                                        35

                                                   






  1. Disclaimer

The information contained in this document is confidential, privileged and may not be used, published or redistributed without the prior written consent of OscilloSoft Pty Ltd.


2   Introduction


Google Drive Extension is developed by the team of Oscillosoft which gives the flexibility to the end-user to choose the desired location of Leads and Deals folder which will accommodate the necessary documents, files and folders. It will also make the process more streamlined and efficient by helping users to provide the hierarchy of folders which will be created for Leads and Deals respectively.



3    Widget Overview

3.1 Widget Details

Widget Name

Google Drive Widget

Software Version #

13

Sponsor Name

OscilloSoft Pty Ltd

Unit 3, 62 Owen Street

Glendenning, NSW 2761


Date Submitted
(DD/MM/YYYY)


29/01/2021






3.2  Widget Features

Module

Module Description

Google Drive Settings Module

Personal Info

Authorize

This button will take the user to the authorization window of google drive.

Username

This will auto populate once authorised and will show the users username.

User Email

This will auto populate once authorised and will show the users email address.

Revoke

Users can revoke permission to their google drive anytime using this button

Folder Settings

Deals Module

Deals Location 


This field shows the location where deals folder are saved.This field will show My Drive as the default location of saving deals if a custom location is not selected.

Choose Custom Location

This button will allow admins to set the deals folder to a custom location selected by the admin.

Set Client Folder Hierarchy

The Set Client Folder Hierarchy button allows admin to create a generic folder hierarchy that will get created for Deals automatically once a Deal folder is created through the widget.


Client Folder Management 

The client folder management section shows the folder hierarchy of deals set by the admin and has inline create , edit and delete functionalities.

Leads Module 

Leads Location

This field shows the location where leads folders are saved.This field will show My Drive as the default location of saving leads if a custom location is not selected.

Choose Custom Location

This button allows admins to set the leads folder to a custom location selected by the admin.

Converted Leads Location

This button will give admins the privilege to set a location for the converted leads from the deals folder hierarchy.

Set Client Folder Hierarchy

The Set Client Folder Hierarchy button allows admin to create a generic folder hierarchy that will get created for Deals automatically once a Deal folder is created through the widget.

Client Folder Management 

The client folder management section shows the folder hierarchy of leads set by the admin and has inline create , edit and delete functionalities.

Previous 

The previous button takes the user to the Personal Information settings page.

Finish 

The finish button helps the user finish and save the settings.
















Google Drive Extension : Leads

Create Leads Folder

The create leads folder button creates a leads folder in the default location or custom location set by the admin .

Create New Folder

The create new folder button creates a new folder.

Move 

The move button allows users to move files and folders.

Rename 

The rename button allows users to rename a file or folder.

Share 

The share button allows users to share files and folders with other users with edit or view permission.

Delete

The delete button deletes files and folders.

Search

The search bar searches for files and folders.

Upload Files

The upload files button allows users to upload files directly to google drive from the widget.

Browse

The browse button takes users directly to the file or folder in the google drive.


Google Drive Extension : Deals

Create Deals Folder

The create deals folder creates a deals folder using account name in the default location or customer location set by the admin .

Create New Folder

The create new folder button allows the users to create a new folder.

Move 

The move button allows users to move files and folders.

Rename 

The rename button is used to rename a file or folder.

Share 

The share button allows users to share files and folders with others users with edit or view access.

Delete

The delete button deletes files and folders.

Search

The search bar helps users search for files and folders.

Upload Files

The upload files button allows users to upload files directly to google drive from the widget.

Browse

The browse button takes users directly to the file or folder in the google drive.


4 Getting Started

4.1 Setup Considerations

Before using the Google Drive Widget, the CRM user will need an active Zoho account. The widget can be used for a free 10 days trial or bought with monthly subscription.

4.2 User Access Considerations

To access the widget, the CRM super admin will need to provide access to their team members through the users portal.

4.3 Accessing the widget

Users who have been given shared access and have been added to the crm, can access the widget through their leads and deals module.


5 User types

Users will be able to see different modules according to their permission. We could define two types of system users:

  1. Admin Users 

  2. Standard Users





5.1 Admin Users

Admin users are allowed to have access in below modules:

  • Leads

  • Contacts

  • Accounts

  • Deals

  • Google Drive Settings

5.2 Standard User

Standard users are allowed to have access in below modules and can only see leads , contacts , accounts , and deals created by themselves :

  • Leads

  • Contacts

  • Accounts

  • Deals


6 Installing The Widget 

6.1 Agreement, Trial & Payment  

Before installing the widget the user needs to agree to the terms and conditions and agree to authorize Google Drive Widget to access and process data as required and click Continue.



Click Install for all users and click confirm in the following page.



You can proceed with instant payment or install a free 10-day trial.

7 Google Drive Module Settings  

7.1  Authorizing the widget 

After installing the widget the user needs to link the users crm to google drive by authorizing the widget .

  • Click on Google Drive Settings module from the menu panel.


  • Click Authorize  

  • Once the user clicks Authorize the browser will redirect the user to log in to their gmail account. After logging in the user must click Allow to grant access.

  • The browser will then redirect the user to the following page .User must click Finish to proceed with the next step.

  • The User must then click Next to finalize the authentication process and proceed with the next step.





7.2 Default Folder Settings & Hierarchy


Deals Module 


  • After clicking Next the user will be taken to the Folder Settings tab where the user can select the default ( root ) folder for saving deals and set default folder hierarchies using the Set Client Folder Hierarchy and inline create , delete & edit features.




  • By default google drive’s default My Drive folder will be used for savings deals however user can Choose Custom Location and also create deals folder instantly in google drive and then select that as the custom location.


  • Admins can set a default folder hierarchy using the Set Client Folder Hierarchy button that will be created for all deals automatically once a deal folder is created.Including the parent folder five levels of sub folder can be created  .


  • In addition to the Set Client Folder Hierarchy button hierarchy sub folders can be created , edited and deleted through the inline create , edit and delete pop up icons.

  • The Client Folder Management section has a flexible drag and drop feature that allows users to arrange hierarchy folders based on their needs.




Leads Module 


  • By default google drive’s default My Drive folder will be used for saving leads however admins can Choose Custom Location and also create leads folder instantly in google drive and then select that as the custom location for saving leads.


  • Admins have the flexibility to Choose Converted Leads Location for saving the leads that are converted to deals.If no location is chosen then Deal’s root folder is used to save the converted leads.



  • Admins can set a default folder hierarchy using the Set Client Folder Hierarchy button that will be created for all deals automatically once a deal folder is created.Including the parent folder five levels of sub folder can be created  .


  • In addition to the Set Client Folder Hierarchy button hierarchy sub folders can be created , edited and deleted through the inline create , edit and delete pop up icons.

  • The Client Folder Management section has a flexible drag and drop feature that allows users to arrange hierarchy folders based on their needs.




  • Once all the settings are completed users must click Finish to save the settings.

8 Mapping Lead ID 


Before using the widget the Lead ID For gDrive Extension field needs to be mapped for successful conversion of the lead to deal.


  • Click on Settings.


  • Click on Modules and Fields under Customization. 



  • Hover mouse cursor on Leads and click Lead Conversion Mapping.



  • Map the Lead ID For gDrive Extension field of Lead to Deal under the field mapping section and click Save.


 

9 Using the widget 

The widget can be used to create leads or deals folders in google drive through leads or deals module.Through the widget the users can also move ,  rename , browse , upload files , share and delete files and folders.

9.1 Using the widget through leads ( Creating Leads Folder )

  • Click the Leads module and click your desired Lead.


 

 

  • Click Google Drive Extension

  • This will load the Google Drive Extension within the selected Lead.



  • The Create Leads Folder button will create a leads folder with account name in google drive and the leads folder hierarchy set by admin will appear in the widget and google drive. If the account name is not given, the lead name will be used instead.



  • The Upload Files button will allow the users to upload files to google drive directly through the widget.The maximum file size handled by the widget is 1GB 


  • The Create New Folder button allows the users to create a new folder.




  • Once a folder is selected , the Move , Share and Delete buttons activate.



  • The Move button is used to move files and folders.Once move button is clicked a list of folders will appear.The desired folder can be selected to move files and folders.



  • The Share button is used to share files with other users by providing their e-mail address.Type e-mail address and hit enter to add e-mail addresses in the form of tags.The edit and view permission for the shared folder can be added as well right through the widget.



  • The Delete button is used to delete files or folders.

  • The drop down Action menu can also be used to Move , Share and Delete. 


  • In addition to Move , Share and Delete the drop down action menu can be used to browse the file or folder in google drive and rename the selected files and folders as well.

  • The Search bar lets users search for folders and files.


9.2 Converting Leads To Deals

  • Leads can be converted to deals using the standard Convert button in Zoho Crm located at the top right corner.



  • Upon clicking the Convert button the following window will pop up. Here users can convert the leads to a deal.Based on Zoho Crm’s standard conversion process users will be able to create new account and contact or use existing account and contact for conversion. If new account or contact is chosen than there will be separate leads folders created in google and if existing account or contact is chosen than leads folder will be created in the same folder in google drive.






  • Once converted we will be able to see our newly converted Deal in the Deals module with all the default hierarchy folders.



  • Once the Lead is converted it gets migrated from the Leads Folder to the Deals Folder google drive.





  • Archives folder containing all the folders of the converted Lead.


9.3 Using the widget through deals ( Creating Deal Folder )


  • Click on deals module and then click on your desired deal.




  • Click on Google Drive Extension

  • Click on Create Deals Folder






  • This will create the deals folder hierarchy initially set up by admin in the widget and in google drive.


9.4 Creating a deal folder using Account Name


  • If a deal is created using Account name than deal folder will be created in Google Drive using Account name.






9.5 Creating a deal folder using Contact Name

  • If a deal is created using the Contact name then the deal folder will be created in Google Drive using Contact name.

N.B -  Users must provide either Account name or Contact name in order to create a deal through the widget.


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