What quoting/CRM/note taking software

[wood1e2]

Hi,

Just wondering what other people might be using to create 'notes' after or during conversations with clients.

To keep track of time spent working on a project, or list issues that might be coming up because of a some idea the client might have about a project you are working on.

I work developing websites and online marketing solutions and I use OneNote to keep track of notes and conversations/ideas etc.

But sometimes i forget to update and sometimes loose content as after all it is just a 'note taking' solution and so the page can look like a A4 paper doodled all over.

I have looked at full on CRM packages in the past, but most of those just seem confusing, to the point where i can't quite work out where I am. Maybe that is just me.

And some of the work I do is literally 1 hour so I just need to make a note that 'Client Fred' owes me 1 hour.

So I suppose I just looking for ideas of what solutions might be out there these days.

 

[ffox]

I work developing websites and online marketing solutions and I use OneNote to keep track of notes and conversations/ideas etc.

Is your OneNote local to your PC or is it cloud based?

Create a new OneNote page for each customer and date each entry. Use the search facility in OneNote to easily locate items. You can also create new pages for particular projects. Again, these are easily searchable.
Larger jobs or projects can each have individual OneNote notebooks.

If your OneNote is cloud based, you can share it with other users and collaborate.

 

[WebshopMechanic]

Evernote - all day long.

You can write notes as well as tag images, audio and video to them. You keep them in folders and everything is fully searchable. You can also clip web pages.

It's also cloud-based so all your devices are synced if online.

I love it.

 

[wood1e2]

Is your OneNote local to your PC or is it cloud based?

Create a new OneNote page for each customer and date each entry. Use the search facility in OneNote to easily locate items. You can also create new pages for particular projects. Again, these are easily searchable.
Larger jobs or projects can each have individual OneNote notebooks.

If your OneNote is cloud based, you can share it with other users and collaborate.

I think my OneNote is cloud based as it is hooked up to something SharePoint!! And that daft One Drive!

Wouldn't be so bad that I like OneNote if the other parts worked...you can save long named files to ONeDrive and I really don't need some thing so monstrous as SharPoint

 

[wood1e2]

I

Evernote - all day long.

You can write notes as well as tag images, audio and video to them. You keep them in folders and everything is fully searchable. You can also clip web pages.

It's also cloud-based so all your devices are synced if online.

I love it.

will check it out.

Just looked website all full of sales pitch but not detail.

Is there anywhere with 'how tos' or the 'opening screen looks like this'

 

[The Byre]

I can't believe I'm reading this! What ever happened to pencil and paper?

 

[wood1e2]

I can't believe I'm reading this! What ever happened to pencil and paper?

It still exists, but the people I call clients don't use it...they want emails and shite like that.

And I work from home so paper although my preference would/does get in the way as I would then need a cabinet to store it in....although being my own worse enemy I tend to throw it on the fire...which sort of defeats the object!!

 

[ffox]

Wouldn't be so bad that I like OneNote if the other parts worked...you can save long named files to ONeDrive and I really don't need some thing so monstrous as SharPoint

You have OneNote, OneDrive, SharePoint, whatever you save is stored in O35. Launch Office.com, sign in, type a customer name or other detail in the search box and it will return all your documents, emails, notes relating to your search. Let me know if you need more.

 

[wood1e2]

Search...really it works?

I use both IOS and WIN desktop versions, not sure there is even a search on Apple version.

as I said I like OneNote... So although I deeply cynical about anything MS it does seem to work to a degreee

So maybe I do need more help...where do I find the search?

This is my top bar: https://screencast.com/t/Vo1jTG7WDmuf

And I have 10's of Sections going off down the left hand side for all my different clients

 

[wood1e2]

You have OneNote, OneDrive, SharePoint

My understanding is that 'SharePoint' runs the lot.

 

[ffox]

My understanding is that 'SharePoint' runs the lot.

Absolutely. Because it does anything you store is indexed and simple to find (that includes content as well as file names)

On a Microsoft machine, open a browser and launch Office.com. You will be asked to logon -

The search box in the top right (on the same row as "Good afternoon" is the search to use. It will find across all of the Office 365 modules.

For IOS, download the free SharePoint app and you will get a similar experience.

Hope this helps

 

[ffox]

Using what you already have you could also create a more structured environment using SharePoint Teams or SharePoint Groups. The best structure would depend no what you want to achieve.

Whichever way you go the search function is unbelievable. You can more or less shove anything and everything into an Office 365 environment and be assured that you can find it later.

 

[wood1e2]

What is Sharepoint? I don't have any teams?

I don't use the internet based jobby I use software?

Sorry all a bit lost as to what this is all about as I have no understanding on what SharePoint is.

I only have one document. Well I thought I did as I had delted a few obsolete OneNote files

see here: https://screencast.com/t/6UMs9f8r they are still showing online... I need to obviously check this more often

 

[wood1e2]

AS you seem to be a guru I am still annoyed that I had to set my MS Office account/OneDrive using my phone number.

Is this still the case, as I would love to change that...

Now starting to read about sharepoint

 

[Clinton]

What is Sharepoint?

I don't believe anybody really knows.

But if you figure it out, please do update this thread.

 

[David Ross Digital]

add my name to the long list of OneNote users. Aside from that, I'm going to build my own system to keep track of everything

 

[wood1e2]

add my name to the long list of OneNote users. Aside from that, I'm going to build my own system to keep track of everything

Can it be built within/including OneNote - And some form of CRM?

 

[ffox]

AS you seem to be a guru I am still annoyed that I had to set my MS Office account/OneDrive using my phone number.

The phone number is for your internal domain use and for MS support use only. You can put any number in that looks like a phone number SP won't care.

What is Sharepoint?

Simply put it is a very large SQL database where all of you content is stored. Documents are stored as BLOBS (Binary Large Objects) and stored as they are they are better protected than similar files stored in a local or network file system.

I don't have any teams?

Teams is a function in SP where content can be categorised from one or more users. It's simple to set up, just select Teams from the app launcher, name the Team, add users and you are done. All users in the Team can save and share documents particular to the Team function.

I don't use the internet based jobby I use software?

Do use the web access. It's not essential, but your primary data is in the cloud, so primary access is better done through the Internet. The cloud data can be synchronised back to your local devices. But, as you found with a file you thought you had deleted, if a local file is changed and the synchronisation the cloud data is not updated you can end up with inconsistencies. Easily identified and corrected, but working through the browser and launching software through the browser ensures that the cloud data is updated first and the sync copies the changes back to the local machine.
The exception here is where you need to make changes when there is no Internet access.

Do read up on SharePoint, but don't get too deep into it The great thing about Office 365 is that SharePoint runs in the background and takes care of the nuts and bolts, all you need to do is work with your data.

 

[ffox]

add my name to the long list of OneNote users. Aside from that, I'm going to build my own system to keep track of everything

Why go through the pain when Office 365 already has more than you will ever need.

 

[David Ross Digital]

Can it be built within/including OneNote - And some form of CRM?

I wasn't going to but its an interesting idea. I might have to think about that one

 

[David Ross Digital]

Why go through the pain when Office 365 already has more than you will ever need.

Office 365 is an awesome offering, and for most people it is more than enough, but I would actually enjoy building something just for me

 

[ffox]

Office 365 is an awesome offering, and for most people it is more than enough, but I would actually enjoy building something just for me

Excellent. Take a look at Powerapps and Flow, both bundled in many O365 plans, but also free for light usage by non subscribers.
Lots of templates here - https://flow.microsoft.com/en-us/connectors/shared_onenote/onenote-business/

 

[wood1e2]

@ffox - Thanks for the pointers.

As I think the one thing that made me stop using OneDrive is the inability of it to handle various different charactors in file names and if a file name is too long.

Do you know if this has been solved? As I can't afford to think I have downloaded and stored a back up website only to find I haven't.

Obviously I could download to desktop, Zip the folder then upload to OneDrive as I presume zipping it would solve this issue. But that is just a hassle.

I will read up more as I need to be able to:

a) Create a new client
b) Add Notes as I speak to them
c) Note what is completed
d) Store their contact details
e) maybe create reminders to phone them, a la a CRM
f) PLus make a note of time spent etc.
g) maybe even use some form of accounting software to invoice

Anyway thanks again.

 

[ffox]

As content is stored in an SQL database there is a restriction on certain characters in the file name. The list of forbidden characters was reduced in 2017. I think this link will tell you what is not allowed now -
http://help.unc.edu/help/onedrive-prohibited-characters-for-file-and-folder-names/

a) Create a new client - SharePoint has many ways to do this, including use of OneNote
b) Add Notes as I speak to them - Again, SharePoint has many ways, including OneNote
c) Note what is completed - As for a and b
d) Store their contact details - Outlook Contacts, SharePoint Contacts list, OneNote, Office 365 Business Apps (current available for Office 365 Business Premium, coming to E3 and E5 licences in 2018)
e) maybe create reminders to phone them, a la a CRM - Use SP lists or OneNote and set up a scheduled work flow, or use Business Apps
f) PLus make a note of time spent etc. - Design your own using OneNote, SP Lists, or use Business Apps (Built in to the Bookings element)
g) maybe even use some form of accounting software to invoice - Invoicing is part of the Business Apps suite, or you can design your own.

Business Apps consists of -
Bookings - publish a web based calendar. Use it yourself, or allow customer to book time with you online. Contains a time spent/costing/re-charge function
Customers - A fully detailed customer tracking recording and tracking function
Invoicing - create invoices from Customers and/or Bookings

Hope this helps