Maximizer CRM Tips: Managing Renewal Dates effectively
If you need to renew contracts with your customers on a regular basis, you'll know from experience that it's not always easy to keep track of exactly when you should call to arrange the renewal.
Using Maximizer CRM 12 you can set up a "Call for Renewal" User Defined Field using the Formula function based on the RenewalDate
How to keep track of renewal dates
To follow best practice, set up a UDF folder called "Renewals" under the Main Database Folder.
- Go to the "Set Up" tab
- Select "User Defined Fields"
- Select "Add Folder"
- Enter the new folder name: Renewals
- Click Ok
The folder will now be available for you to enter your fields.
Firstly you need to create a Renewal Date field using the standard UDF creation utility - remember to create it under the Renewals folder we just created!
In the example here, I've added it under the Renewals folder and checked the options to allow the field to be added at a company or individual level. You may prefer to attach the UDF to a contact if required.
Next we need to create the formula UDF "Call for Renewal" ensuring that we again create it in the Renewals folder.
What is important here is that firstly you choose the Type of field to be "Formula" and then you must select Return Type as "Date".
Now we need to create the formula. The information that you want to return here is the date when you should call the customer. In this case let's say it will be 30 days prior to the customers Renewal Date.
At the end of the Formula Field click Ok, opening a formula window.
Select Insert Field
Locate and select the Renewal Date field we created earlier, under the Renewals folder
Decide on the number of days prior to this date that you want to contact your customer and subtract this from the formula. In this case, we've chosen 30 days.
Select Ok and your field is created.
Now whenever you fill in the Renewal Date field a corresponding Renewal Call Date will automatically be created. The easiest way to use this is to set up a Column Report showing the company and the dates. Click here to learn about using Column Reports.
Once this is in place you could set up a catalogue search for renewal calls due this month for your call list. Click here to learn about creating Catalogue Searches.
If you need any help with this process, leave a comment below and we'll do our best to help!
Deryk Cundy is a Solutions Architect at Collier Pickard.
