Getting Started

• +Do I have to retreive a OTP every time I log in?

  If you check “remember me” when you provide the OTP, your browser will no longer require OTP for a length of 30 days.

   
• +I am not receiving my OTP email, so I cannot log in.

  If you are not recieving an email with your OTP, make sure to add system@coollifecrm.com to your address book and safe sender list. 

   

  https://support.microsoft.com/en-us/office/add-recipients-of-my-email-messages-to-the-safe-senders-list-be1baea0-beab-4a30-b968-9004332336ce

• +I cannot reset my password.

  Are you using Chrome? Have you logged in prior successfully? You are likely saving your password(s) in your browser and potentially multiple for your login. You need to delete all prior passwords and reset your password again. Please keep one saved password to avoid multiple passwords blocking your account with prior passwords.

  https://support.google.com/chrome/answer/95606?hl=en&co=GENIE.Platform%3DDesktop

• +What is an OTP?

  OTP stands for one-time password, which is an automatically generated numeric or alphanumeric string of characters that authenticates a user for a single session. An OTP is more secure than a static password, especially a user-created password, which can be weak and/or reused across multiple accounts. OTPs are used to add an extra layer of security.

• +Why am I am having trouble logging in using Chrome?

  Login issue with a browser (Chrome)
  These actions will clear the session preventing your successful login.
  Are you using Chrome?
  Yes: answer
  Close your browser.
  When you reopen, if the vault rooms URL page is there, exit again.
  CRTL-Shift Escape simultaneously
  If Chrome is listed active- “end Task.”

  Now reopen Chrome Browser and navigate to your Vault Room – proceed to login.

• +Why do I have to enter a OTP every time I sign in?

  OTP - or One Time Password - is a securty measure ot keep your data safe. By clicking "Remember Me" under the login, a cookie will be placed on your machine, in the browser you are using, for 30 days. This will alleviate the need to enter a OTP for 30 days.

Setting Guide

• +How do I update my password?

  To update your password, go to the My Account > Edit Profile button on the top, right-hand corner of your toolset at any time.

• +How to Clear Browser Cache

  Have you received an error message? You have a session holding in your browser.

  Certainly! Clearing the browser cache can be necessary to ensure that your login OTP (One-Time Password) works correctly. Here's a step-by-step guide on how to clear the browser cache for popular browsers:

  Google Chrome: 

  1. Open Google Chrome.
  2. Click on the three vertical dots in the top-right corner to open the menu.
  3. Hover over "More tools" in the menu.
  4. Select "Clear browsing data."
  5. In the "Clear browsing data" window, make sure "Cookies and other site data" and "Cached images and files" are selected.
  6. Choose the time range for which you want to clear the cache (e.g., "Last hour," "Last 24 hours," "All time").
  7. Click on "Clear data."

  Mozilla Firefox:

  1. Open Mozilla Firefox.
  2. Click on the three horizontal lines in the top-right corner to open the menu.
  3. Select "Options."
  4. In the left sidebar, click on "Privacy & Security."
  5. Scroll down to the "Cookies and Site Data" section.
  6. Click on "Clear Data."
  7. Ensure that both "Cookies and Site Data" and "Cached Web Content" are selected.
  8. Click on "Clear."

  Microsoft Edge:

  1. Open Microsoft Edge.
  2. Click on the three horizontal dots in the top-right corner to open the menu.
  3. Select "Settings."
  4. Scroll down and click on "Privacy, search, and services" in the left sidebar.
  5. Under the "Clear browsing data" section, click "Choose what to clear."
  6. Ensure that "Cookies and other site data" and "Cached images and files" are selected.
  7. Click on "Clear."

  Safari:

  For Safari on macOS:

  1. Open Safari.
  2. Click on "Safari" in the top menu.
  3. Select "Preferences."
  4. Go to the "Privacy" tab.
  5. Click on "Manage Website Data."
  6. Click "Remove All" or select specific websites and "Remove."

  For Safari on iOS (iPhone/iPad):

  1. Open the Settings app.
  2. Scroll down and select "Safari."
  3. Scroll down and click on "Clear History and Website Data."
  4. Confirm by selecting "Clear History and Data."

  After clearing the cache, try logging in again with your OTP. This should resolve any issues related to cached data interfering with the login process.

   

   

   
• +What is a dashboard panel?

  A dashboard panel is a fully functional piece of your system that is located onto your home screen for quicker, easier navigation. 

• +What is a To Do?

  A To Do is an action item that is associated with a specific record.

• +What type of measures has Cool Life CRM taken to ensure disaster recovery?

  The CLCRM Backup System uses highly trusted backup and provisioning software to take multiple live backups of all databases every day and store them for use. At any time in the event of a catastrophic crash or user error resulting in the loss of data the database can be restore swiftly with simple commands in our protected internal network.

  As this is a flash of an entire database dump, there is a 100% backup of data each time and thus no chances for a loss of data from any backup. Multiple backups a day ensure that users around the world will have at least several instances of significant backup to daily changes without having to lose a full 24 hours or more of data. A monthly milestone backup is also made in order to have double assurance, both sets of backups being protected by RAID Shadow Drive technology, ensuring that even if a hard drive were to crash and result in a loss of data, a secondary hard drive would retain the data and remain useable.

  This double redundancy ensure that customer data is protected no matter the situation. All data is stored off site and in a professional data storage facility to ensure controlled and careful preservation of the data.

Client Portal Instructions

• +How do I create a client portal account?

  If a member of your team needs access to the client portal, they can create a new account here: https://www.coollifecrm.com/clients/account/create

• +How do I submit a request to your team?

  To submit a request, you must have permission within your client portal. Log in and click on the icon that reads "Submit a Request" and follow the prompts.

• +How do I view the status of my request?

  To view the status of an existing request, log into your client portal and choose the request from the provided list. Details will open. Note: you must have permissions to requests to view this feature.

• +What is the best way to ensure I never miss a message from Cool Life's team?

  You should whitelist the domain in your e-mail account.

  1. Log in via webmail (GMail).
  2. Go to Settings.
  3. Go to the Filters Tab
  4. Add a new Filter
  5. Set it for "To: @coollifecrm.com"
  6. Click "Set Up Filter"
  7. On the next screen, click the box for "Never send to Spam".
  8. Finish the setup.

  This will ensure that Google never internally blocks a message from our own domain. It's a very common issue with Google's Spam settings.

CRM

• +How can I place a list in my "favorites"?

  At the top, right-hand corner of each list, there is a star button. Marking this star yellow, places the lsit into your favorites, and make it more easily accessible from the CRM dropdown in your toolset.

• +How can I update a record?

  A record's data can be updated at any time. Click on the field you wish to update, or open the entire record by clicking the Edit button, located at the top, right-hand corner of the record.

• +How do I change a contact's associated company?

  To change the company that a contat is associated with, first add the new company. Next mark that company as primary. If you wish, you may then delete the old company.

• +How do I filter a group?

  Select on the record list to view the data in tabular form. Click the "show filters" button and choose the fields and values you will filter on. Click the filter button to implement the filter parameters.

• +What is a company record?

  Company records contain all information on company with whom your business has a relationship with.

• +What is a contact record?

  Contact records contain all information on an individual person with whom your business has a relationship with.

• +What is a contract record?

  Company records contain all information for a contract that your company has with an individual or company.

• +What is a CRM?

  The Customer Relationship Manager (CRM) is a tool for managing a company's interactions with current and future customers. It is a list of all of your customers and interactions you have had with them.

• +What is a unique identifier?

  A unique identifier is is data that exists in only one profile within a system. Cool Life CRM uses unique idenifiers for contact records. These are email addresses.

• +What is an event?

  An event is a calendar item such as a meeting, phone call, or demo, that provides information and reminders for attendees.

Project Manager

• +What is a milestone?

  Create milestones to define the broad steps needed to complete the project.

• +What is a project?

  A project is a sequence of tasks, planned from beginning to end, bounded by time, resources, collaboration, and required results.

• +What is a task?

  Create tasks to define the small stepping stones needed to reach each broad step.

Marketing

• +How do I create a template?

  To create a new email template, go to the Templates list and click on the New Template button located at the top of the list.

• +How is an opt-out created?

  An opt-out can be created by the owner of the e-mail address via your system's public unsubscribe page, or manually via the New Opt-out button located in the Opt-outs interface.

• +How many times can I send a deployment to my approval list?

  You can send the deployment to your approval list as many times as needed before the deployment is started.

• +What are Approval E-mail Addresses?

  When working on a new deployment it is often helpful to get the feedback of co-workers on the content of the e-mail. To make this process easier, you can enter a list of e-mail addresses here which you can then send your deployment to. The approval list recipients can review the email and approve or disapprove the deployment and even provide a comment.

• +What are deployment types?

  Deployment types are used to categorize marketing deployments and also provide a way for your recipients to selectively unsubscribe from only certain types of deployments.

• +What does is mean if an email bounces?

  A bounce occurs when an e-mail could not be delivered because of some constant, unchanging condition such as the recipient e-mail address or domain name not existing. When a bounce is logged, the recipient e-mail address is flagged as invalid, and will not be delivered to again in any future deployment, unless the bounce is manually removed. This is to prevent the deliverability issues that arise from resending to bounced e-mail addresses, an act that many ISP's and e-mail providers deem as spam-like behavior.

• +What does is mean if an email is blocked?

  Blocks are similar to bounces, in that they are logged when an e-mail could not be delivered to a recipient address. However, a block is only logged when a delivery failure occurs due to a temporary problem, such as the recipient email server being down, or if the mailbox is full. Block events do NOT cause an e-mail address to be flagged as invalid, and therefore can still be sent to in future deployments.

• +What does it mean to schedule a deployment?

  Instead of starting a deployment immediately, you can schedule the sending process to start at a specified future date and time. Note that if needed, you can cancel a scheduled deployment before it started sending.

• +What is a merge field?

  Merge fields are placeholder values that represent data that is different for each individual recipient, such as their name or company. You can insert merge fields into your e-mail content in order to create a more personalized message

• +What is a suppression list?

  A suppression list is a list email addresses that, when added to a marketing deployment, will not be sent to under any circumstances.

• +What is an opt-out?

  Opt-out records prevent e-mail addresses from recieving any marketing deployment of the associated type, or all marketing deployments if it is a global opt-out.

• +What is the HTML body used for?

  The HTML body is the main e-mail content that the vast majority of your recipients will see when opening your e-mail. It is important to check how your e-mail content is displayed in multiple e-mail clients such as Outlook and GMail, to ensure there are no inconsistencies.

• +What is the text body and what is it used for?

  The text body is an alternate version of your e-mail content that is plain text with no formatting or HTML-based content. While most recipients will not see this content, it is important to have in order to follow accessibility standards and deliverability best practices.

• +What is throttled sending?

  Throttled sending provides a way to break up the sending of a large deployment into chunks. This practice helps with deliverability and the success rate of your deployments, and is highly recommended especially when just starting out.

Reports

• +Can I export my reports?

  Reports can be exported by using the export button at the top, right-hand corner of your report. You will recieve an email with a link to the export when it is completed.

Content

• +Can I have more than one menu on my website?

  The Food Menu Items table manages several menus, that are all available for your website.

• +How do I add a sermon to my church's website?

  To add a sermon to your church's website, go to the sermons page and use the edit feature on the Artwork Page module to add a new sermon.

• +How do I link a document in my website?

  Adding a document to the website: 1. In the toolset go to File Browser (located under the Content Tab) 2. Upload to document or pdf 3. Right click on the file and click View 4. Copy the URL that appears at the top of the pop-up window to use as the URL for the link that you want this doc attached to on the website.

• +What are keywords?

  Keywords are the word or phrase that someone types into a search engine to find something they are looking for.

• +What is keyword density?

  Keyword density is how often your keywords appear in your Web site.

• +What is Search Engine Optimization?

  Search engine optimization (SEO) is the process of effectively boosting the visibility of a website or a web page in a search engine's "natural" search results. Refer to the Best practices to learn more about SEO.

• +Where is my food menu managed?

  The food menu is managed in th CRM. Find all food menu management under the Food Menu Items table.

Data Rooms

• +File Name and Folder Path Compatibility
  1. What file name and folder path restrictions does Vault Rooms enforce?

  Vault Rooms ensures that all file names and folder paths within the data room are compatible with common systems to prevent errors during exports or uploads. This means your file names and folder paths are optimized for compatibility, particularly when sharing or exporting data from Vault Rooms, including meeting Microsoft requirements.

  2. What happens if I export or archive data from Vault Rooms and try to upload it to Microsoft products (OneDrive or SharePoint)?

  Vault Rooms (VDR) enforce compatibility standards required to create valid folder and file name paths. You may encounter an error if you export or archive your data room and attempt to upload it into a deeper file path within Microsoft products like OneDrive or SharePoint. This is due to Microsoft's limitations and restrictions on file names, folder paths, and characters.

  3. Why do I get errors when uploading to a deep folder structure in Microsoft products?

  Microsoft has specific limitations on folder paths, including a maximum total file path length. Suppose your exported Vault Rooms (VDR) data has a folder path that exceeds Microsoft's limit. In that case, you cannot upload or share files until the path is shortened. More details on these limitations can be found here.

  4. How can I resolve errors related to file path length when uploading to Microsoft products?

  To resolve this issue, you must shorten the file path by extracting the files locally and then moving the exported files and folders to a higher-level directory within Microsoft products like OneDrive or SharePoint. This will help ensure that the total file path length falls within Microsoft's allowed limit.

  5. What is the file path length limit for Microsoft products like OneDrive and SharePoint?

  The maximum allowed file path length for Microsoft products is 400 characters. This includes the full file name and folder structure. If your path exceeds this, you will encounter errors when uploading or sharing files.

  6. Can I adjust file names or folder paths in Vault Rooms to avoid errors when exporting to Microsoft products?

  Yes, before exporting or archiving your Vault Room, you can review and adjust your file and folder names to ensure that the path length will not cause errors in the depth of your Microsoft system product. This proactive adjustment can prevent upload and sharing issues later.

  7. Where can I find more details about Microsoft's file name and folder path restrictions?

  For a full list of file names, folder paths, and character restrictions, refer to Microsoft's official documentation on restrictions and limitations for OneDrive and SharePoint here.

  Following these guidelines, you can avoid issues when transferring data from Vault Rooms to Microsoft products like OneDrive or SharePoint. Please remember that continuing in the Cool Life VDR (Vault Room) will ensure that your data, tracking and reporting, and future needs remain secure and sharable with adding users for as long as you maintain your customer relationship. Sensitive documents and files are never safe to email or provide in an environment reliant on your machine.