Setup Guide for Team Edition

Welcome to Link2Quotes Team Edition! This setup guide will guide you through the minimal steps necessary in order to configure the product and create your first quotation. You can also access this setup guide anytime from Link2Quotes Help menu.

Getting started with Link2quotes Team Edition: Quote Like a Pro!

Preliminary Setup: Act! Web API Settings

Before we start, please make sure that you have already configured Act! Web API connection settings. It can be found on Act! Web API Settings main menu.

If you are using Link2Quotes under a team account, you may need to configure Act! connection for this account as well since Act! Web API settings are stored separately from your individual account.

Preliminary Setup: Team Account and Profile Settings

Additionally, please review your profile settings in General Settings → Organizations menu by selecting [Edit Profile] icon button beside your organization name. Make sure that you have filled in your contact information (Position, Email).

Optionally, you could also configure a custom SMTP server settings to use for delivering quotes to your customers by email. From your organization list, select [Manage Organization] icon beside your organization name and go to Account Settings menu in it. Please use a common email address (e.g. [email protected], [email protected]) as the same SMTP setting is also used to send emails on behalf of your other team members.

1. General Settings

Go to Link2Quotes → Settings menu and complete all the required general settings for your account, specifically:

• Create the quote number format (Prefix, Suffix, Minimum Digits)
• Indicate which currencies you will support
• Add the sales taxes you will support
• Set a sales quota, if applicable

With a Team Edition, you could also configure the following:

• Indicate the product source as either from Act! Product Database or Link2Quotes Product Database
• Set BCC for anyone that needs to be copied on accepted deals

2. Setup Act! Field Mapping

Go to Link2Quotes → Settings → Act! Field Mapping menu to create the required fields in your Act! database. Be sure to add them to your Act! Opportunity layout after this process is completed.

3. Setup Follow-up Activities

Go to Link2Quotes → Settings → Follow-ups and indicate which events you would like follow-ups scheduled for.

The settings on this page is specific to you when you are assigned as the sales person of a quote. Other Linktivity users need to repeat this step themselves should they wish to configure follow-up activities as well.

2. Review Process

To determine which team members need to have their quotes approved by the manager, please use the Review Process tab.

3. Personalization

4. Customize Layouts

Go to Link2Quotes → Settings → Layouts and edit the "Default Layout" by selecting [Edit] icon button. You may set the contact information to display on the document header, as well as some notes and terms for your quotes.

Press [Preview] on the top right of the page to see how your document template looks like when rendered online and printed.

You can also create more template designs in this page.

5. Customize Cover Pages

Go to Link2Quotes → Settings → Cover Pages menu and customize email templates for quote delivery and acceptance.

That's it! You can now return to Link2Quotes main menu and create and send your first quotation.

5. Customize Email Templates

Go to Link2Quotes → Settings → Emails menu to create customized email templates for quote delivery, acceptance, and reminders as needed. Default ones are provided for you.

6. Picklists

Picklists allow you to save frequently required image and video URLs which you can use in your quotes. These URLS can be applied to the quote while working with line items and inserted below a product or a product bundle to help the customer visualize the item.

7. Setup Products (optional)

If you choose to use Link2Quotes Product Database under the general settings step above, go to Link2Quotes → Products menu and create your products to start with. You can also import product data from Act! or from a separate data source either in XLSX or CSV format.

That's it! You can now return to Link2Quotes main menu and create and send your first quotation.

Please consult the Help menu anytime to bring up contextual help article for the page you are on. We hope you enjoy using Link2Quotes.

^^ Last revised: 2024.11.05