It is not always easy agreeing the words that make sense for different entities or actions so we have added our dictionary here to explain terms:
Contact – because Capsule allows you to record real people and companies; customers, suppliers, sponsors, affiliates, partners and any other type of relationship you may wish to hold, we have used the generic term contact for any record that stores information about these relationships
Task – a single item of work. These can be created one at a time or blocked with in a case.
Tracks – a combination of tasks that consistently happen the same way each time for a case or an opportunity. Templates are created of different tracks that are repeatable. When the track is started in a case or opportunity you are able to add tasks for this specific instance, or delete any tasks that are not relevant.
Case – combines a group of information in a single place, eg preparing for an event which may require a track to prompt a series of tasks, as well as adding a task as and when needed, and a history of files and notes. The case is described and there is an owner. The case can also be used to hold a track that is repeatable for contacts, eg the handling of an enquiry which may always go through the same set of tasks even though it is not exactly the same type of enquiry.
Opportunity – this is functionality that supports the management of new business through different milestones. At the completion of each milestone you are able to determine percentage likelihood of completion and from this get forward projections of when business is starting and potential income. You can also run a track against an opportunity for consistently similar tasks that have to be completed to keep the new business moving to completion.
Custom fields – in Capsule there are fields already predetermined however it is expected that you will want to add fields to collect all the information you want to hold. You can have as many custom fields as you require. If you enter information for a contact in one of these fields the information displays, otherwise the field does not show. Edit the party and all the fields are available for you to enter information.
Tags – these allow you to categorise similar contacts, opportunities or cases. A contact can have none, one or many different tags. These tags can then be used to create lists and you are able to add more information to the whole group, add another tag, send an email to them all.
DataTags – these categorise contacts the same way as tags, with the huge benefit of allowing you to add specific custom fields relevant for only this category. When you tag the contact you are prompted to enter the required information.