These guidelines will help you successfully connect Hub Central with your CRM system and make the best use of your Qorus CRM add-in.
Before you can proceed you will need to:
- Have a Premium + CRM license,
- Be logged into Hub Central,
- Have Admin rights both in the CRM and in Hub Central,
- Add Qorus Add-in to your CRM.
In this article we will explain how to:
- What are Smart Fields and how to add one
- Connect Smart Field with CRM
Create the CRM Pursuit Type in Hub Central
If you are not sure how to create a Pursuit Type, you can follow a step by step guide on how to create a Pursuit Type.
In this article we share best practices for setting up the CRM Pursuit Type in Hub Central. To minimize confusion, we recommend that when you create your CRM Pursuit Type you enter ‘Opportunities’ as the title of the CRM Pursuit Type. Then you will always know that the ‘Opportunities’ Pursuit Type in Hub Central is connected to the ‘Opportunities’ object in your CRM.
Set the default Pursuit Type in Hub Central
After creating your ‘Opportunities’ Pursuit Type in Hub Central you need to make it the default Pursuit Type to be synced with your CRM ‘Opportunities.’
In the left navigation, expand the Settings menu and select Hub Management (1). In the main screen on the right navigate to the settings tab (2) and under Default Pursuit Type expand the dropdown (3). Here you can see all the active Pursuit Types available in your Hub. Select the Pursuit Type that you wish to connect with your CRM system. Scroll down and click ‘Save settings’ button.
Test the connection between CRM and Hub Central
We recommend you to test if the Opportunities Pursuit Type is successfully connected to your Opportunities in CRM. You will need to have Qorus Add-in added to your CRM. If you haven’t already added the Qorus Add-in to your CRM, please read this article to learn how to add Qorus to Dynamics 365.
The easiest way to test the connection between Qorus Hub Central and your CRM is to login to your CRM and navigate to your Opportunities space. Select a view that displays “all opportunities” (many defaults to “my opportunities” which will be blank if you’ve not yet created one). Click into the Opportunity whose owner is also a licensed Qorus content Hub user. Then sign in to Qorus Add-in by clicking on the ‘Sign in with Office 365’ button in the Qorus Content Hub panel.
Next, sign in with your Office 365 username and password.
After successful sign in, the Qorus Add-in should load in your CRM in the space defined on the Opportunity page. If you are facing issues you can read this troubleshooting article. The correctly loaded Qorus Add-in should look similar to this:
Next, check that the Opportunity record has been added in Content Hub. To do so, navigate back to Content Hub, expand the Pursuits section in the main left navigation menu and click on the default Pursuit Type. The table should load showing the record that you just opened in your CRM.
Learn how Standard/Connected fields work
Qorus Hub Central automatically connects and updates some of your most commonly used Opportunity fields. This means that whenever you're logged into both systems and update one of these fields in your CRM, you will see automatic update in Qorus. In Hub Central these fields are referred to as Standard Fields and you can see these fields and their content when you click into any of the Pursuits in Hub Central.
Here is the complete list of Standard Fields that gets automatically updated in Hub Central and a brief explanation how each field works:
- Opportunity name or Pursuit title: If you update the name of your Opportunity in your CRM system Qorus will automatically update the name of that Opportunity record (Pursuit name) in Hub Central.
- Description: If you make changes to the description text of the Opportunity in your CRM system Qorus will automatically update the description of that Opportunity record (Pursuit) in Qorus Hub Central.
- Owner and owner’s email: If you make a change to the Owner of the Opportunity in the CRM Qorus will update owner field in the Hub Central for that Opportunity (Pursuit) record. Qorus will simultaneously update the owner’s email field and show the email of the newly assigned owner.
- Status: When you open or close the Opportunity in your CRM Qorus automatically detects the status change and opens or closes your Opportunity record (Pursuit) in Hub Central.
- Close date or Due Date: If you make changes to the close date in your Opportunity record in the CRM Qorus will automatically update the due date field in the Hub central for that Opportunity (Pursuit) record.
- Amount or value: If you update the amount of the Opportunity in the CRM the value field in Hub central will be updated to reflect the new amount for that Opportunity (Pursuit) record.
You can find more information about Standard Fields here.
Connect additional fields (Smart Fields)
You can create and add additional fields called Smart Fields to your Pursuit Type in Qorus Hub Central. Just like Standard Fields are connected to your CRM system, Smart Fields can be synchronized with your CRM fields too. The main difference is that Standard Fields are already mapped with your CRM system while Smart Fields you will need to configure yourself.
This article will help you learn more about Smart Fields, where and how to add them, and how to connect them to your CRM Opportunity fields.
What are Smart Fields and how to add one
Connect a Smart Field with a CRM Opportunity field
- Create the connected Smart Field in Hub Central
- Find your Opportunity Field names in CRM and view the GUID exceptions
- Add Smart Fields to Pursuit Type in Hub central
- Test the Smart Field connection
Create the connected Smart Field in Hub Central
To connect a Smart Field with your Opportunity field you will first need to create a Smart Field in Hub Central. You can learn how to do this here.
Below is an example how to fill out a form for a Smart Field named 'Budget.' This way the 'Budget' field in Qorus will update automatically when the Budget of Opportunity record in your CRM changes.
In Qorus Content Hub, navigate to the Manage>Smart Fields and click on the 'Add' Smart Field button. The Smart Field form pops-up, here you can give the Smart Field a relevant Field name (1).
To connect the Smart Field with the CRM field you need to enter the Field Reference (2). See this article on how to find Dynamics 365 reference names. You must copy the exact reference name with any underscore or other symbols from your CRM to the reference field in the Smart Field form. Next, click save (3). The created Smart Field will now dynamically update Budget field.
Note: Failing to copy 'Field Reference' text precisely might break the connection between Content Hub and CRM.
Add the Smart Field to the Pursuit Type
After you have created a Smart Field you will need to add it to the default Pursuit Type (called 'Opportunities' in our example above). To do so navigate to Pursuit Type (1), locate the default Pursuit Type and click the cog icon (2). On the dropdown select ‘Edit' (3).
The new window opens. Navigate to the Smart Field tab (1) and search or browse for the Smart Field you want to add to the Pursuit Type. Click on the Smart Field to select it, a checkmark will indicate that Smart Field is selected (2). Then click on the 'Add to Pursuit Type' button (3) at the bottom of the ‘Available Smart Fields’ box. Smart Field will be added to the ‘Included Smart Fields’ in the right box. To confirm changes click 'Save' at the bottom right corner (4).
Test the Smart Field connection
We strongly recommend you test the Smart Fields that are created with the field reference. Misspelled field references can lead to the Qorus app not functioning as desired. Therefore, correct configuration is essential.
First, navigate to one of the default Pursuit Type (Opportunities) records. You can do so by expanding the Pursuits section (1) in the left navigation menu and by clicking on your default Pursuit Type (Opportunities) (2). Next, click on the blue title text in the table to open the Pursuit record (3).
After clicking into the Pursuit record a new Pursuit workspace will open. On the right side, navigate to the Smart Fields tab (1). Here you can see all the Smart Fields that have been added to the Pursuits of this type. If the Pursuit Type is correctly synced with your CRM system you should see the content of the Smart Fields automatically populated.
Note: If you are using Dynamics 365 and have accidentally misspelled a Field Reference in the Smart Field form than that Smart Field will be empty, and it won't get populated with the value from your Dynamics 365 Opportunity. You can correct the error by identifying the Smart Field in question, opening the Smart Field form, and correcting the spelling mistake. Then go back to your CRM Opportunity and re-save to re-send the field update.
Recommend content for Pursuit Type
If you have created and added Smart Fields to the Pursuit Types, you can use these Smart Fields to apply filters called Smart Rules. Using Smart Rules can ensure that your team always views the most relevant content. If you are new to recommending content please follow this step by step guide to learn how to best use recommended content.