How do I get an overview of all companies in SuperOffice CRM without any activity?

In SuperOffice CRM there are these types of activities:

• Follow-ups (appointments, tasks and phone calls)
• Documents (e-mails, letters, and other documents)
• Mailings (bulk mailings by merged document, e-mail or SMS)
• Other (chat records, form submissions)

You have two ways to get an overview of companies in your CRM that do not have any activities:

1. Get it by using Activity Monitor (SAINT) criteria
    
2. Get it by using Combined Selection

Note! Activity Monitors a.k.a Sales Intelligence (SAINT) and Combined Selections are available in Premium plans of SuperOffice Online. If you use SuperOffice Onsite subscription and SAINT is not included in your license plan yet, please contact your SuperOffice representative.

 

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Get it by using Activity Monitor (SAINT) criteria

To begin with, your SuperOffice CRM must have SAINT (Sales intelligence) counters enabled. To do so, please follow the steps below:

1. Go to Settings and maintenance.
    
2. Click on SAINT (1) and in Counters (2) tab enable Counters (3). Now set up periods of your interest, for example: 30 days, 60 days and 90 days (4). Do it for all the SuperOffice entities that you want to do reporting on and then Regenerate all status monitors (5). It will activate your criteria.
   

Once the SAINT criteria have been created you can use them in search. To do so, please follow the steps below:

1. Click on the Find (1) button and then Find Companies (2).
   
   
2. Next, the Criteria (1) field click the arrow, which will unfold the list of the possible criteria for you to use. You will find the Counter (SAINT) (2) section and underneath a list of various pre-calculated criteria related to activities under companies. In this example, we will use Number of activities in last 90 days (3).
   
   
3. Then you can select that Number of activities in last 90 days should be equal to 0.  When you click on the Find (2) button, the search with this criteria will bring you a list of all companies that do not have any activity recorded in the last 90 days. 
   
   
4. You can save this search as a selection that can be reused later. If you don't save it, the search will be lost once you will change the criteria to make another search.
   

 

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Get it by using Combined Selection

Another, way to get an overview of all the companies without activities is by using a search with multiple sets of criteria. It is more time consuming, but in some ways, a more flexible way. To do so, please follow the steps below:

1. Click on the Find (1) button and then Find Company (2).
   
   
2. Then find our suggested criteria Follow-up Date (1) and set it to Previous 90 days (2) and click OR (3)
   
   
3. Then you will be able to set other criteria. We suggest using the Document Registered date (1) and use the same time frame as in the previous criteria. After clicking Find you will get a list of all companies that HAD registered follow-ups and documents in the last 90 days. 
   
   
4. Save this search as a selection, by clicking on the Save to selection button, choosing the selection type, giving it a meaningful name (1) and clicking Save (2).
   
   
5. Now you have to create a selection containing all existing companies and use this selection in combination with the previous one. To list all existing companies in SuperOffice CRM, create a new search using the criteria Company Name Starts with % and save it to the same type of selection as you chose earlier. Give it a meaningful name and save it.
   
   
6. Then you want to combine these selections and list only companies that do not have follow-ups and documents. Open the selection you created in the previous step and click on Task button (1) and Combine selection with.. (2).
   
   
7. In the field Selection 1 (1) choose the selection which lists all the companies. In the field Selection 2 (2) choose the selection which lists all the companies with documents and follow-ups. From the Compare drop-down choose Only in Selection 1 (3), give a meaningful name (4) and Save (5) the selection. Now you got a list of all companies that do not have any documents and follow-ups in the specified time.
   

 

More information

Docs: Activity monitors (SAINT)