Home menu
Customer search
Search by contact person
Search distribution list
Activities menu
Reports menu
Data export
Serial emails
Automatic activity
Duplicate comparison


The CRM, like every Intrexx application, will be created based on a template. You will find the CRM template in the templates collection, which you can reach from the Applications module. In order to use the application you will need to purchase a license for it.


Open the CRM application in the browser and click on the Administration menu item.

Here you will find the general settings for customer management. A short description describes the corresponding settings. If you click one of the links, a popup window will open, in which you can change the settings. Click on the Employees link.

Here, employees can be imported from the User Manager as persons responsible for customer management. If you click Search, all users that are stored in the user management will be listed. Select one of these users. His or her data will be automatically entered in the additional fields. Click OK to save the new customer manager.

Home menu

Home tab

If you click the Home menu item, you will find yourself on the Home tab in the customer portal. The most important customer data will be shown in the portlets on this page. You have the ability here to execute a complete search of all customer data. A new customer can be entered by clicking the Enter customer quicklink. You will also have overdue, current, and future activities in view. The portal page of customer management can be individually adjusted.

Customer tab

Switch to the Customers tab.

Here, all existing customers will be shown in a table with Customer Number, Company, Street, Postal Code, and City. Click on the New customer link in order to enter a customer.

Basic data

At the head of the page you will see multiple tabs. The tabs that you will enter data to when creating a new customer are active. All other tabs will first be available after saving the new data record. Enter the customer data here. You have the ability to select an Internal contact person here via a drop-down list. The drop-down list shows all employees that you have entered as users of the CRM application under the Administration menu from the Employees link. Save the new customer by clicking the OK button.

The new customer has now been saved. If multiple data records have been entered, you can page through them with the buttons at the head of the page.

Customer data from external sources can be easily inserted into customer management with the Data Transfer tool. Another method is to integrate external data into customer management.

Contact person

Switch to the Contact person tab.

You can enter the contact persons for the customer here. To do this, click on New contact person.

You can also find various tabs here. Enter the data for the contact person and click OK. The new contact person has now been saved. Switch to the Contact information tab and enter his or her contact data.

When you are done, click OK. Switch to the Assignment tab.

Here you can designate the contact person as the Main contact person or Decision maker. You have the ability to apply an Email block or a Postal block. Click OK and switch to the Miscellaneous tab.

Additional data, such as Date of Birth, Department, Function, and Hobbies can be entered here. Click on OK and switch to the Contacts tab.

On this tab all activities, which you can document later in CRM upon telephone or personal contact with this contact person, will be shown in a table. The columns of the table can be changed via the link Adjust table link. Switch to the Export to Outlook tab.

You will see an overview of all entered contact person data here. By clicking Export to Outlook, a VCF file will be created, which you can import into Outlook as a new contact. Close the window. The new contact person will now be shown on the Contact person tab in the table.


Switch to the Profile tab.

Here, all business-relevant characteristics, such as Sales Class, the Origin of the address, the Number of Employees of the customer's business, the Type, and the Sector can be entered. The customer can be designated as a Reference Customer, Competitor, or Sales Partner. With New Keyword, keywords can be entered, which you can then search for in the customer search window. If a customer is designated as a Sales Partner, they can later be selected as an external supervisor. Save the entries by clicking OK.

Distribution list

A distribution list can be assigned here. Click on Assign distribution list.

With the customer search, you can later retrieve all customers that have been assigned to the distribution list (such as for a Christmas card). Distribution lists will be entered from the Administration menu.


Switch to the Sales tab.

A sales-oriented completion prognosis can be entered here. Click New entry.

Enter the Sales probability here as a percentage, the Sales and distribution phase, the Intended completion date, and a Keyword, the last of which can be used later in a search. When you are done, click OK.

You can now enter products on the Products tab via New product.

Click OK and close the window. The planned turnover will be calculated into the general planned turnover (Reports menu). With the sales reports, you will have an overview of running processes and can calculate accordingly.


Switch to the Finances tab.

Here you will enter the Payment method, Payment history, Sales figures, and the Credit for the customer. The customer can also be designated with a Delivery block or as having Credit insurance here. With the Show/Hide open product payments link, open deliveries can be shown.


Switch to the Activities tab.

Here you will have an overview of Overdue, Current, and Future activities. The columns of the corresponding tables can be changed via the link Adjust table. You can enter new activities as a Task, Customer appointment, Support request, Visit report, Telephone note, or Lead assignment. To do this, click on the corresponding link.

Here you will see the new activity, which has been entered as a Task. Enter the type of the Task, the Contact person, a Keyword, and the Comments that will describe the task. With the Browse button, a file of your choice can be attached. Enter the Department and the Employee who is responsible for the completion of the task. You can set a Priority as well. In Due date, enter the date on which the task should be completed. With a completed task, select the Completed setting by clicking the checkbox. In Completed on, you will enter the date on which the task was completed. With the button Export + Mail, an email with the task data can be sent to the employee responsible for it. The activity will be saved at the same time.

An incomplete task will, depending on its due date, be shown in one of the tables on the Activities tab. It can be opened there for additional processing. Open the task and click on the Process tab.

Here you have the ability to enter multiple comments for the progress of the activity.

Click OK here.

Next, switch to the Log tab.

You will be informed of the author, the creation date, and the time at which the activity was last changed here. Close the window.

In the Show area, you can switch the display between that of incomplete activities and that of the Logbook, which shows completed activities.


Switch to the Product tab.

In the table, all product references will be listed. The Show/Hide special offers link allows an overview of running sales to be displayed. Click New product reference here to create a new reference.

From the drop-down list at the top, you can select a product that you have entered in the Administration menu. The fields in the upper area will be automatically filled out. Click the Calculate button to refresh the total price. Select the Receipt type. The order status can additionally be designated as Open or Completed. Click OK to save the new product reference.


Click on the Leads tab.

All activities that have been entered under Lead assignment will be listed here in a table. With a lead placing activity, all customers that have been designated as sales partners on the Profile tab will be listed in a drop-down list. The sales partner that you have selected will be displayed here. On this tab you will have an overview of all external customer representatives.


On the Portal tab, the most important data for the selected customer will be shown in portlets. As with all portal pages in Intrexx, this page can also be adjusted.


With the Research function, you can execute complex queries about customers, contact persons, and activities. The results of the search will be shown in a table. First, select a data field. In the middle drop-down list, select the operator. Enter the value to be found in the Value edit field. The Research company contains my, for example, will return all customers whose company name contains the term my. If, additionally, only the customers should be shown whose customer number begins with a 1, you will enter into the second line the data field Customer number, the operator begins with, and the value 1. If you wish to link both Research criteria, as in this example, you must select the option and. With the checkboxes Main contact person, Email block, and Postal block, the results can be additionally restricted.

You can reach the customer search from the Customer search menu item, or from the Customer search tab in the Home menu. In the customer search, you can search for a specific customer. Select a field, such as the customer number, from the drop-down list and enter the customer number in the edit field to the right. After clicking Search, the search result will be shown in the table below. With the checkboxes Main contact person, Without email block, and Without postal block, you can additionally restrict results. The Adjust table link allows you to define which fields will be shown in the results table. By clicking on the magnifying glass icon in the table, the customer will be opened for editing.

Search by contact person

You can search for a specific contact person here. All fields in the Contact person data group are available.

Search distribution list

Distribution lists are entered in the Administration menu. Contact persons can be assigned to these distribution lists. With this search function, you will be shown all contact persons that have been assigned to a specific distribution list.

Activities menu

In the Activities application menu, you can select users of Customer Management from the Employees drop-down list. All activities for which the user is responsible will be listed in the table. Clicking on the icon will switch to the Portal menu, on which the data of the customer will be listed in portlets. From here, the data can be edited further. Clicking on the icon will open the activity for editing.

Reports menu

Here you will find a collection of ready-made analyses, with which you can generate reports about your customer portfolio. Click on one of the links to start the analysis.

Data export

Under each table that shows the results of a search or Research, you will find the Export link. Clicking on this link will open an additional window, in which you can define whether you want to export the data in the table as a text or as an Excel file.

Enter the desired separator character (semicolon, comma, or tab). With the setting Add field titles as first line, the column titles for the table will be included in the export. Click OK and save the export file in a directory of your choice. You can use the file, for instance, as a control file for serial mails in other programs.

Serial emails

Below each table that shows the results of a search or Research, you will find the Email link. With this link, an additional window will be opened, in which you can compose an email and send it to all data sets in the search result.

You can send the email in Text or HTML Format. Enter the Author and a Subject. The text of the email can be entered in the Text field. With the function Insert Auto-Fields, a data field from the Contact person data group will be inserted into the text of the email. Select the desired field from the drop-down list. As a placeholder, the field name and a number combination in brackets will be inserted into the text field of the email. This value will be replaced with the corresponding value of the field upon sending the email. You can include a file as the Attachment to the email, which will be sent as well. With the Generate activity setting, a logbook entry will be created and saved for each customer reached via email. With the Test email button, an email can be sent to a recipient of your choice, in order to preview the contents before sending the serial email.

This function is only available if the Email service tool has been set up.

Automatic activity

Below each table that shows the results of a search or Research, you will find the Activity link. Clicking on this link will open an additional window.

You can enter a Keyword and the text of the activity in the Comment field. Select the Department and the Employee responsible for it as well. With the Completed setting, you can designate an activity as having been completed. If it is designated as completed, enter the time at which the task was completed in the Completed on field. If you click OK, an activity with your remarks will be created and saved under every customer found in the results table of the search or research.

Duplicate comparison

In the Administration menu you have the ability to merge possible duplicates in your database. Clicking on this link will open an additional window, in which you can define the criteria for the comparison.

You can enter up to three criteria, with which the data records will be compared. Additionally, you can enter the number of characters to be considered from the start of a word. The entry -1 will compare all characters of the data field. Click on Search doublets in order to start the search.

If the search is complete, the duplicate data records will be shown in groups. You can switch to the master data of a data record directly by clicking the icon. Each duplicate has an option field that corresponds to the master data set. The master data set is the main address, and all additional addresses will be regarded as duplicates. If you highlight a duplicate and click on the Merge data records button, this data record will be combined with the master record and the duplicate will be deleted. All subordinate data, such as activities, contact persons, etc. will be integrated into the master data record.