The Tech Association

00:00:05:09 - 00:00:27:03
Okay, let's do something a little bit wild hey? Let's send an email. But instead of going to the email builder, we're going to go to a contact's profile. What? That's a different way to do emails. Yes it is. Sending an email direct from a person's profile is a quick efficiency that you love. You can see all your contact information right as you write your email.

00:00:27:04 - 00:00:39:10
So it's way less hassle. Let's get into it. Here we are on Jessica Bridge's contact profile. I've been doing some work for Jessica, and I'd like to send her a quick update. An email update.

00:00:39:21 - 00:00:51:15
So I'll go to Quick Actions and click email. Now this side panel will appear, because I'm sending this email from Jess Bridge's profile. SwiftFox can make some educated guesses here.

00:00:51:16 - 00:01:06:17
So her primary email address is prefilled. And because I'm logged into my account, you can see my details are also suggested automatically. If I wasn't already Jessica's stakeholder leader, I might select this stakeholder leader name toggle.

00:01:06:21 - 00:01:16:31
This means that she would receive this email from her primary contact. But I'll just send it from myself. You can also set a different option for replies, but today I'll keep it simple.

00:01:16:43 - 00:01:35:05
I'll select plain text, write my subject line and my email. Select my font of choice. Attach my document. Then, I'll click send. Note unlike the email below that your email is sent not scheduled. So once you click send, you've sent it.

00:01:35:17 - 00:01:45:45
Let's touch on a few more options in this side panel. I could use a templated email here by selecting templates, or I could save this email as a template.

00:01:45:49 - 00:02:02:38
And if I'd like to create an email with more design options, I would just select Full Builder where I'd be directed to the email builder. One more thing. If you forget to write subject header or an email address, SwiftFox will stop you from sending your email.

00:02:02:42 - 00:02:07:13
You're welcome. There you have it. Another great way to send an email.

00:02:07:17 - 00:02:12:16
If you would like to check out any more of our videos, click the link below. Happy emailing!

00:00:05:08 - 00:00:33:18
Today we're exploring how to create a spreadsheet for importing data into SwiftFox. To get started, let's head into the importer. The importer can be accessed by clicking the plus icon at SwiftFox’s navigation bar. Here you can add people, organisations, or import data. Click Import data. If you do not have the option to import data, you will need to speak to a SwiftFox administrator in your organisation.

00:00:33:22 - 00:01:03:35
The first step is where you upload your spreadsheet. The easiest way to create your spreadsheet is by using our sample file, which you can download and add your own data to. To download, simply click on the blue download text. Opening the download will open Excel and show you several columns we have created that cover the most used columns for importing, including first name, last name, mobile, landline, email, and organisation.

00:01:03:39 - 00:01:28:13
You can add as many more columns as you wish, including our custom field or category type columns. Paste your data into the spreadsheet in the correct columns, and once you're ready, save your spreadsheet. You can either save it as an Excel or CSV file. The SwiftFox importer takes both now. Back in SwiftFox, you are ready to attach and get started.

00:01:28:17 - 00:01:55:27
Let's conclude with a couple of handy pointers. You can use your own spreadsheet. You don't need to use our sample file. Just ensure that the columns in your spreadsheet matched fields or columns in SwiftFox And make sure you view our guidelines for importing data into SwiftFox. Our team has published all the tips and tricks for structuring your data to minimise the risk of errors and maximise the chance of importing clean data.

00:01:55:31 - 00:01:59:24
Easy as that. Now you know how to create a spreadsheet for importing.

00:00:05:06 - 00:00:12:00
Today we're showing you the key places in SwiftFox where can set user access controls or user permissions.

00:00:12:04 - 00:00:27:41
In this tutorial we will show you how to restrict access to certain features and functions in SwiftFox, including restricting access on profiles, custom fields on profiles, posts, tasks and with data exports.

00:00:27:45 - 00:00:41:23
There are many more detailed permissions that can be set in SwiftFox, which you can always discuss with our team, but these are the popular ones, so let's get into it.

00:00:41:27 - 00:01:01:06
Every contact in SwiftFox, whether they are a person or an organisation, can have access restricted to just groups of users or individual users. To get started, bring up a contact profile and on top of the business card, click custom and the permissions pop up will allow you to customise access.

00:01:01:10 - 00:01:09:13
First, select whether you want to set custom access for an individual user or for a particular user group for a user.

00:01:09:15 - 00:01:24:29
Click on the user button and in the box underneath, type in the user's name. Then in the permissions dropdown, select what level of access you want to give that user. Once you've made your selection, click Add and these details will appear on the list below.

00:01:24:33 - 00:01:34:21
To set custom access for a user group, repeat these steps only. First, select the group button and type the name of the user group into the search box below.

00:01:34:25 - 00:01:46:31
Once you have added your user group, you will also see it appear in the list below. To set the new permissions live, click apply and you're all done.

00:01:46:35 - 00:02:02:37
Custom fields are one of the most important data collection tools in SwiftFox. They are found on all contact profiles and are a unit of information you can track and use across SwiftFox. A bit like a column on a spreadsheet, but with lots more functionality.

00:02:02:41 - 00:02:09:38
Given their importance, you can control which users can create, edit and delete custom fields on a contact.

00:02:09:42 - 00:02:23:37
This is done again through permissions and user groups, which can be accessed in the settings tab under the System Administration folder. Once you are in the user Group section, you will see a table of all the user groups in your organisation.

00:02:23:41 - 00:02:39:26
To change whether users in a user group can create, update, or edit custom fields, click on the name of the user group, which will open a drawer showing you all of the features in SwiftFox and whether the user group has access to those features.

00:02:39:30 - 00:02:54:07
Under the administration heading, you will see Manage custom fields. If the toggle is on, all users in that group can create, edit or delete custom fields. If it's off, they are unable to create, edit or delete custom fields.

00:02:54:13 - 00:03:09:14
Make sense? That's how easy it is to provide or restrict access to changing custom fields on contacts. More information on user groups can be found in our Create User Group tutorial.

00:03:09:18 - 00:03:20:14
Posts. Posts in SwiftFox is how you track all of your interactions with contacts. Sometimes you want to keep these interactions private or restrict viewing them to just a group of users.

00:03:20:18 - 00:03:34:28
Every post created in SwiftFox, regardless of where you create the post from, can have access restricted to just groups of users or individual users. To get started, we will create a post in the SwiftFox Activity feed.

00:03:34:32 - 00:03:54:28
At the top of the post we will see a globe icon. Click on the icon. Select your preference from the menu. By default, posts are viewable by everyone. To make the post private to just you select only make. Now no other user can see the post except for you to make the post public to all users, but not editable.

00:03:54:37 - 00:04:10:10
Click custom. Now you'll be able to see our standard permissions pop up, which allows you to customize access to make the post view only to everyone in your organisation. Select anyone as the group and set the permission to view only.

00:04:10:14 - 00:04:21:27
To make the post view only to just certain users. Type the user group or the user you want to restrict, and then set the permission to view only to set new permissions live.

00:04:21:28 - 00:04:43:25
Click apply and you're all done. Tasks. Setting permissions on your tasks in Swift Fox is also done using the permissions. Pop up every task you create in SwiftFox, regardless of where you create the task from, can have editing restricted to just groups of users or individual users.

00:04:43:29 - 00:04:48:08
To get started, we will create a task in our task management feature.

00:04:48:12 - 00:05:01:31
At the bottom of your task we can see the globe icon. Now you will be able to see our standard permissions pop up, which allows you to customize access to make the task view only to everyone in your organization.

00:05:01:32 - 00:05:09:36
Select any one as the group and set the permission to view, only to make the post editable to just certain users.

00:05:09:48 - 00:05:30:45
Type the user group or the user you want to restrict. Once you've made your selection, click add and these details will appear on the list below. To set the new permissions live, click apply and you're all done. You can also add permissions to existing tasks by finding the task in the tasks table and clicking the three dot menu on that row.

00:05:30:49 - 00:05:36:45
From the options, select Sharing Permissions.

00:05:36:49 - 00:05:48:21
Exporting data in SwiftFox can be done very quickly via the list builder, but we always encourage organisations to be both very clear and very careful about who can access this feature.

00:05:48:30 - 00:06:02:47
To ensure your data is always kept as secure as possible, controlling which users can export data is done through permissions and user groups, which can be accessed in the settings tab under the System Administration folder.

00:06:03:01 - 00:06:22:37
Once you are in the user Group section, you will see a table of all the user groups in your organization. To change whether users in a user group can export data from the list builder, click on the name of the user group, which will open a drawer showing you all of the features in SwiftFox, and whether the user group has access to those features.

00:06:22:41 - 00:06:45:08
Under the List Management heading, you will see List Builder Export. If the toggle is on, all users in that group can export data from the list builder. If it's off, all the users in that user group are unable to export data from the list builder. If this option is selected, those users will not be able to even see this option in the list builder.

00:06:45:12 - 00:06:55:15
What a journey that was. So there we are. That's how easy it is to provide or restrict access to exporting data from SwiftFox.

00:06:55:19 - 00:07:00:46
More information on our user groups can be found in our Create User Groups tutorial. Thanks for watching.

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00:00:04:16 - 00:00:26:14
Imagine you're playing a quiz game. The topic of the columns in SwiftFox. I know it sounds amazing, but my question is this can you capture it or would you just let it slip? But wait a vision from the corner of my eye. Or is it the screen right in front of me? I see a SwiftFox project.

00:00:26:15 - 00:00:45:20
Oh, what a powerful feat of organisation and prowess. I see collaboration, I see colours. It vanishes. That wasn't my project. That was the future. And what do I need to make my project vision come true? The columns! It's all about the columns! Let's learn!

00:00:45:24 - 00:00:53:47
Text. This is where you write words. I'll write, make an sensational point about the meaning of text column. Complete.

00:00:54:01 - 00:01:09:00
Next, number. This might trick you. It's for numbers. That's not what you expected? Right. It's numbers and currency. Let's add some numbers. Check box. You can check it or don't check it, It's up to you.

00:01:09:04 - 00:01:16:16
Time. Well, it is quite simply just a time. What time that is, is up to you. Easy.

00:01:18:39 - 00:01:40:22
Date. This is where you can add a date. Maybe this is the date that something's due. Maybe this is just a date that really means something to you personally. No? Don't do that? Useful dates? Useful dates only. Okay, well, I'll put a due date. Time line. This one is the same as the date column, except it covers a date range with a start and end date.

00:01:40:26 - 00:02:10:05
Select. This one works best with an example in the label. All right. Industry in the options. I’ll write healthcare, education, property. So select is about choosing a category type and a list of options. Let's keep it moving. Record. This is where I can add a person or an organisation from my contacts. I can even add both. Note that that would mean that in this column I could add either a person or an organisation, and that could get messy.

00:02:10:08 - 00:02:42:21
Next, file upload. This one is a bit of wordplay. Oh, it's not? Oh, it's actually pretty simple. Here, you upload files. Smart URL. This is where you can put links such as LinkedIn, social media and organisation website. I'll put one in custom boundary. I think this is pretty cool. Here you can select a boundary types such as local government areas or suburbs, which you can then pick from in the cell. Very handy.

00:02:42:25 - 00:04:22:04
And just like that, you have mastered the magic of columns in SwiftFox. Now when your project vision appears brimming with collaboration, colour, and pure organisational brilliance, you'll know exactly how to capture it. The future is yours, and it's looking pretty organised. Thanks for joining me. And may your columns always align.

00:00:05:33 - 00:00:32:25
Welcome to our deep dive into SwiftFox’s activity logs feature. This powerful tool is your go to for tracking every action taken within your contacts and organisations. Whether you're viewing, editing, or creating records, activity logs gives system administrators a comprehensive overview of all system activities. Let's walk through how to access and leverage this feature to its fullest potential.

00:00:32:29 - 00:00:59:08
You will find activity logs nestled within the quick action section on the main business card of a person or organisation. When you click on activity logs, a drawer slides open, revealing the activity log table. So let's break down what you'll see in each column. Time stamp. The exact date and time each activity occurred. User. The member of your organisation who performed the action.

00:00:59:12 - 00:01:30:08
Activity type. A range of options including record viewed, record created, field changed, information added, and many more. For changes to specific fields such as addresses or custom fields, the table provides even more detail. Fields affected. Which specific piece of information was modified. Old value. The previous information. New value the updated information. And there you have it. The SwiftFox activity log.

00:01:30:09 - 00:01:53:14
In all its glory, it's your comprehensive tool for viewing and tracking all activities related to people and organisations. Pro tip, don't forget to utilise the filter function to pinpoint specific entries in the log. It's a game changer for managing the wealth of information in your CRM. Ready to become an activity log master? Dive in and start exploring.

00:00:05:09 - 00:00:27:03
Okay, let's do something a little bit wild hey? Let's send an email. But instead of going to the email builder, we're going to go to a contact's profile. What? That's a different way to do emails. Yes it is. Sending an email direct from a person's profile is a quick efficiency that you love. You can see all your contact information right as you write your email.

00:00:27:04 - 00:00:39:10
So it's way less hassle. Let's get into it. Here we are on Jessica Bridge's contact profile. I've been doing some work for Jessica, and I'd like to send her a quick update. An email update.

00:00:39:21 - 00:00:51:15
So I'll go to Quick Actions and click email. Now this side panel will appear, because I'm sending this email from Jess Bridge's profile. SwiftFox can make some educated guesses here.

00:00:51:16 - 00:01:06:17
So her primary email address is prefilled. And because I'm logged into my account, you can see my details are also suggested automatically. If I wasn't already Jessica's stakeholder leader, I might select this stakeholder leader name toggle.

00:01:06:21 - 00:01:16:31
This means that she would receive this email from her primary contact. But I'll just send it from myself. You can also set a different option for replies, but today I'll keep it simple.

00:01:16:43 - 00:01:35:05
I'll select plain text, write my subject line and my email. Select my font of choice. Attach my document. Then, I'll click send. Note unlike the email below that your email is sent not scheduled. So once you click send, you've sent it.

00:01:35:17 - 00:01:45:45
Let's touch on a few more options in this side panel. I could use a templated email here by selecting templates, or I could save this email as a template.

00:01:45:49 - 00:02:02:38
And if I'd like to create an email with more design options, I would just select Full Builder where I'd be directed to the email builder. One more thing. If you forget to write subject header or an email address, SwiftFox will stop you from sending your email.

00:02:02:42 - 00:02:07:13
You're welcome. There you have it. Another great way to send an email.

00:02:07:17 - 00:02:12:16
If you would like to check out any more of our videos, click the link below. Happy emailing!