During the course of a deal, you interact with lots of people and complete a variety of activity. ClientLook allows you to conveniently organize everything that goes on so that nothing falls through the cracks.
NOTE: To learn how to add a new deal visit How to Add a New Deal
A deal is the ideal place to centralize the communication between you and your team. Here is a partial list of the kind of activity you can track every day:
Updates like notes, tours or the outcome of calls and meetings
Completed tasks
Email and file attachments
Navigate to the Deals module and click on any deal to better understand the benefits described below.
View and Filter Activity
Click the "Updates" tab of a deal to see a chronological summary of everything entered by you and your team. Over time this repository will become an invaluable resource to help accelerate deal-making.
You can change the display of updates within the "Options" button. Organize updates by date, category and company. There's an option to export all your activity as well as a way to view all the file attachments related to this deal.
There are a variety of filter options to enable you to find updates by category like Call, Meeting, Property Tour, Email, etc. You can target specific date ranges, filter by user, and search for specific keywords. There's even an option to show only those updates that contain a file attachment.
Add an Update
You can log just about anything in the Updates tab of a deal. At the top of this tab you'll see a big text box asking "What's your update?" Simply enter the details of anything you'd like.
After entering your text, you can choose a category to indicate whether this was a call, meeting or any other category you choose. These categories can even be customized. There's an option to add files or a web link.
Click the "Show update options" link to connect this update with other records in ClientLook. For example, you may wish to connect a prospecting call to the contact you spoke with. Doing so ensures that this one update appears in both a deal and a contact's record.
You can relate an update to a property, a comp, or even change the name of the team member who created this update. Assume that you can relate this update to any other record in ClientLook. Also know that you can relate an update from any other record to this deal as well. It works both ways.
Connect Email to a Deal
One really valuable feature of a deal is the way in which it can organize all your deal-related emails. You can connect any outgoing email to this deal, as well as connect any incoming emails as well. Follow these steps:
How to Connect Outgoing Email
In the Updates tab of a deal, you'll see the prompt "BCC or forward deal emails to:" followed by an email address. This email address is unique to this deal. To connect an outgoing message to this deal, just BCC your message to the address shown.
Doing so causes a copy of the message to be sent to ClientLook . ClientLook attaches the email within the Updates tab of the selected deal. It also attaches the same email to any ClientLook contacts found in your email's distribution list based on email address. So, one email could get connected to a deal as well as a list of contacts - at one time. This functionality also connects any files attached to those emails as well.
You don't need to remember the distinct email address of a deal to make this work. Just click the "Email me a vCard" link in the Updates tab to receive an email with a special attachment. Opening the attachment will add a record to your address book using the name of your deal. Going forward, just BCC the name of your deal (as you would any other contact) to enable all the magic.
Note that this functionality does not rely on any desktop plug-ins or specific software. It works from any email product like Outlook, Gmail, Yahoo, etc. as well as from any mobile device like a phone or tablet.
How to Connect Incoming Email
Email that you receive can be connected to a deal in a way that's similar to the method described for outgoing email above. Let's say you receive a message from a client containing an offer. To connect this email to both your deal and the client's contact record in ClientLook, just forward this message to your deal's email address.
Doing so causes a copy of the message to be received by ClientLook. It gets routed to the deal specified by the email address you used. This workflow is smart enough to analyze your message and attach the update to any contacts it finds your ClientLook account as well. The offer is download so that it's available with just a click.