1. Super User guide | November 2015
CORDIUM DYNAMICS SUPER USER GUIDE

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What is Dynamics?
MicrosoftDynamicsisa CustomerRelationship Management(“CRM”) software package developedbyMicrosoft.
Out of the box,the product focuses mainlyonSales,Marketing,andService(helpdesk) sectors.Cordiumprimarily
usesDynamics as a central pointof reference forall Cordiumemployeesinrelationtoclientsandadditionallyusesit
for businessdevelopment,salesandmarketingprocesses togetherwithmanagingrecruitment andtraining
prospects.
MicrosoftDynamicsCRM can be accessed eitherbyusinga Browserorby a clientplug-intoMicrosoftOutlook.
The role of a Super User
Cordiumcreatedthe role of a SuperUser to have one central personaggregatingteamandclientinformation ona
regularbasis.MicrosoftDynamicsCRMis pricedon a per-monthper-userlicensemodule and Cordiumcurrently
have twoof those levels, BasicandProfessional,withdifferentaccessesandcostspermonth foreach. The role of
the SuperUser isto create andmaintain clientinformation centrally.
All clientinformationwill be the responsibilityof the accountowner;the accountowneristhe businessleadof the
teamwho maintainsthe relationshipwiththe cliente.g.the main Consultant/Associate Consultantisconnectedto
the account, the ownerof the account is the individual whoitisfeltbythe businesshasthe strongestrelationship
withthe clientandtherefore ‘owns’the relationship.There will alwaysbe one Ownerandthatcouldbe someone in
any part of the businessforservicesprovidedbyanypartof the business.
Image below shows all information from teams to pass to super user.

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Super User responsibilities
The SuperUser has the following responsibilities:
 Update and maintain all relevantclientdetails e.g. contacts,connections,products,primarycontact(s),
relationshiptype,type of firm,Prudential category,etc.
 Regular(atleastmonthly) communication withyourteam toensure the accuracy of client
 Keepinfrequentcontactwiththe CRMManager for feedbackandquestions
The Super User represents all Dynamics data!
All consultants are required to pass on any amendments to their Super User.
Super users
Compliance
Managing consultant Super user
DominicWilliams > AlexiosBostantzoglou
BoobyJohal
StephenHolt > Maria Krokida
PhilipNaughton
AmyHeys > Joao Ferreira
JonathanWilson > JohannaHedlof
Tax and FRR
Partner Super user
Matthew Crisp >
Anne Healy-McAdam > HarrietJames
John Davison >
Super Users will bereviewed at leastannually and,where appropriate,the rolewill be passed to a new AssociateConsultant
Level 1.
Mirabella,trainingand other departments will havetheir own process of maintainingclientdata.

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Super User responsibilities
The highlightedareaswithinanaccountremainthe responsibilityof the Accountownerorthe connectedconsultant.
Top of Account screen
Middle of Accounts screen
Bottom of Accounts screen

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To highlightthose responsibilities:
UK office US Office
Account Name Mandatory Account Name Mandatory
Primary Contact Mandatory Primary Contact Mandatory
Address Mandatory Address Mandatory
Phone Business recommended Phone Business recommended
Website Business recommended Website Business recommended
Primary Cordium Office Mandatory Primary Cordium Office Mandatory
Types of Firm Business recommended Types of Firm Business recommended
Relationship Type Mandatory Relationship Type Mandatory
Owner Mandatory Owner Mandatory
Contacts Mandatory Contacts Mandatory
Opportunities Created by Sales Opportunities Created by Sales
Active Connections Mandatory Active Connections Mandatory
Products Mandatory Products Mandatory
AUM Business recommended AUM Business recommended
AUM Date Business recommended AUM Date Business recommended
FCA Application Status Business recommended US Registration Status Business recommended
FCA FRN Business recommended IARD Link Business recommended
FCA Link Business recommended
Authorised Since Business recommended
Year End Date Business recommended
Prudential Category Business recommended
FCA Permissions Business recommended

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If a clientterminatesthe protocol forthe accountinformationisasfollows:
Relationship Type
Change from‘Client’ to‘FormerClient’
Owner
Change fromcurrent businessleadtoSaleslead(tobe able totargetinfuture) e.g. SarahDonnelly
Connections
Remove all connections,butplace anactivitynote onhistorical interactionswithinCordium
 Create a remindertoask yourteamon a monthlybasis forany clientamendments.
 If a contact has leftthe company DO NOT delete them, trytoidentifywhere theyhave movedtoandattach
themto that account.If an account doesn’texistforwhere theyhave moved(oryoudon’tknow) just
remove the email addressandthe parentaccountfromthe contact detailsscreen.

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Accessing Microsoft Dynamics 2015
MicrosoftDynamics2015 can onlybe accessedviathe Cordiumnetwork.Outside the mainofficesinUK/US,youwill
needtoconnectto the Cordiumnetworkvia VPN (see ITdepartment).
Dynamicsisaccessible onall browsers andthe connectiondetailsare outlinedbelow:
Internet Explorer,GoogleChrome,etc.
URL: https://cordium.crm.dynamics.com/
 enteremail addresse.g. firstname.surname@cordium.com
 No passwordrequired
Firefox
https://cordium.crm.dynamics.com/
 enteremail addresse.g. firstname.surname@cordium.com
 No passwordrequired
 Newwindow
 enternewemail addresse.g.initial.surname@cordium.com
 Your Windowspassword(whatyouuse toenterintoyourPC daily)

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Navigating around Dynamics 2015
MicrosoftDynamics2013 isdividedintospecificareas,calledentities
 Sales– Givesyouthe optionto viewAccounts,ContactsandOpportunities
 Marketing– Views,Accounts,Contacts,marketinglistsandEmail marketingoptions
 Settings – Mainlyadminandpersonal setupoptions
 Workplace – Reportsand Dashboards
 Help
Each entityisthenbrokendownintospecificareasthatallow accesstospecificentityinformation
For example, Salesisbrokendowninto:
 My Work
o Dashboards
o What’sNew
o Activities
 Customers
o Accounts
o Contacts
 Sales
o Leads
o Opportunities

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Searching
WhensearchinginDynamics, use the global searchfieldlocatedinthe toprightcornerof the screen.The resultsare
thendisplayedbelow.

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Creating an Account
Step 1
To create a newaccount,inthe account entityselect +Create andselect‘Account’
Step 2
Enter as muchdetail asyou can inthe fieldsgivenandclick‘Save’
+ = Businessrecommendedfield
* = Mandatory field
Step 3
You may needtoopenthe newlysavedrecordinorderto continue fillinginspecific fieldsthatwill be useful for
reports.
Fieldsmarkedwith a red asterisk *
All fieldswitha* are mandatoryfieldsandthe recordcannot be savedunlessdatahasbeenenteredintoatleastall
these fields.
Fieldswitha blue cross +
All fieldswitha+ are businessrecommendedfields,itisrecommendedtofill thisinformationintothe systemif you
knowit.

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Creating a contact
It isbestpractice toadd contacts underthe account, sotry to selectthe account firstandadd the new contact under
that entityfirst,if thataccount doesnotexist,addthe account detailsfirst
Create a contact within account
Step 1
Withthe selectedaccountopen,select‘addnewcontact’
Step 2
Enter as muchdetail aspossible andselect‘Save’
+ = Businessrecommendedfield
* = Mandatory field

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Create a contact withno account
Step 1
Clickthe [+Create] andselect‘Contact’
Step 2
Enter as muchdetail asyou can inthe fieldsgiven andclick‘Save’
+ = Businessrecommendedfield
* = Mandatory field

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Data Cleansing
There may be timeswhenthere are duplicate accountsand/orcontacts.It’sbestpractice to helpkeepthe dataas
cleanas possible bymergingduplicate accounts.
Merging accounts
Step 1
Selectthe accountsto merge (youcan onlydotwo at a time)!
Step 2
Clickthe ‘Merge’buttoninthe ribbon
Step 3
Selectthe informationof the masterrecordaccordinglythatyouneedtokeepandclick‘OK’
You will thengeta message statingthatthe recordshave beenmergedandthe subrecord deactivated.

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Adding Cordium employees to an account
(Connections)
It isveryimportantto connectindividualsthatworkwiththe client/prospect/targetthe stepsbelow showhowto
connectyourself oranotherCordiumemployeetoanaccount and theirrole.
How to add yourself and role to an account connection
Step 1
Withinthe account,scroll to the ‘Active Connections’subgridandselectthe gridiconinthe top right corner
Step 2
Clickthe ‘Connect’buttonandinthe ‘Name field’selectthe magnifyingglassicon
Step 3
Scroll to the bottomof the listandselectthe ‘Lookfor more records’hyperlink
Step 4
In the ‘Lookfor’ field,scroll downandselect‘User’andsearchfor yourname,all connectionswithinCordiumneed
to have the icon

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Step 5
Selectyourname or the name of the Cordium employee andclick‘Add’
Step 6
In the ‘Role’fieldyouwill needtoselectyourresponsibilityor‘role’forthisAccount,e.g.Consultant
Save and Close
It’s imperative to connect yourself or any other Cordium employee to any/all accounts that you/they have
responsibility for at any level and to include the appropriate individual as the Owner!

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Type of Firm
It ispossible foranaccount to have manyareas that theyspecialise;here youcanaddthe differentspecialties
Step 1
Withinthe account,scroll to the ‘Typesof Firm’sub gridand selectthe ‘+’ icon inthe top rightcorner
Step 2
Selectandadd the typesof firm
Any questions or if you require further help please contact:
Barry Stokes
Marketing and CRMManager
DD: 020 3141 9651
Ext. 9651
barry.stokes@cordium.com

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Glossary of terms
AccountOwner– the personwithoverall responsibilityof the account,if the account has manyproductsthat covers
variousbusinessdepartmentsthe agreedownerwill be definedonhistorical and/oragreementbetweenthem
Connections –A Cordiummemberof staff thatis‘connected’insome waytothe accounte.g.Applicationconsultant,
Managing consultant,Tax partner, etc.