UserGuide:Administration
From LoopFuse Wiki
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Administration Overview
The main administration screen, provides basic diagnostic and environment information for the administrator. The icons presented on this screen, link to sub-components available within the administration module.
The administration module, allows an administrator complete control and insight in to all of his scheduled tasks, organization users and groups, and CRM integration settings.
All Administrator functions in the LoopFuse system are accessible at any time, by clicking on the Administration icon.
Users will need administrator privileges to access this section of the system.
WebSite Integration
To enable LoopFuse to track your web site traffic, capture leads, and track file downloads, you will need to make some minor additions to your website.
Self-service instructions are made available under the Administration module, by clicking the Website Integration option.
Analytics Tracking
By placing a small snippet of code on each of your pages, LoopFuse is able to track vital website activity from your visitors. This analytics data, is then used by Loopfuse to tie your email marketing, web traffic, and CRM activity together in a concise manner.
To enable web visitor tracking, you will need to place the following segment on the footer of each of your website pages:
<script src="http://loopfuse.net/webrecorder/js/listen.js" type="text/javascript"></script> <script type="text/javascript"> _lf_cid = "[CID]"; _lf_remora(); </script>
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Remember to place the above segment of code at the bottom of each page, just above the closing body tag.
[PLACE TRACKING CODE HERE] </body> </html>
Lead Capture
LoopFuse enables marketers to capture leads directly from their website, automates the process of scoring and routing them to a configured CRM package. LoopFuse also provides the capability for email alerts to be sent out upon new leads captured (more), and automated routing to a thankyou page(more).
To enable web form capture, you will need to edit your webpage HTML forms to submit to the LoopFuse system, and add a few specific hidden fields:
<form action="http://loopfuse.net/webrecorder/post" method="post"> <input type="hidden" name="formid" value="[FORM_ID]"/> <input type="hidden" name="cid" value="loopfuse"/>
Every Form has a unique Form ID. Once a Form is created within LoopFuse One View, the Form ID will be present on the View and Edit screens.
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File Download Tracking
To enable visitor tracking of binary files (PDF, ZIP, DOC, etc...), you will need to modify HTML links that point to these documents.
For example, to track every click on a link to www.yourdomain.com/files/sample.pdf, you would add the following attribute to the link's <a> tag:
<a href="http://www.yourdomain.com/files/sample.pdf" onClick="javascript:_lf_remora_tracker('http://www.yourdomain.com/files/sample.pdf');">
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CRM Integration
LoopFuse aims to be CRM-agnostic. With the help of our Open Source developer community and partners, we will be providing bi-directional integration to most commonly-used CRM packages available. The current supported platforms, are:
- SalesForce.com
- CentricCRM
- SugarCRM
If you are a software developer looking to integrate LoopFuse with a different CRM system, please visit our message boards for help.
Why Configure a CRM?
Although you could use the LoopFuse system as a stand-alone email/internet marketing and web analytics package, most B2B companies prefer to have all of their campaign, analytics, and lead capture data consolidated and routed to their sales personnel. This is where integrating your CRM for automated exporting of leads, is critical.
LoopFuse can import all lead capture data, the original lead's source, and any lead score he may have been automatically assigned, in to your CRM. Furthermore, LoopFuse allows your sales personnel to access LoopFuse data - data, which is not readily available in most CRM packages - so they can make informed decisions about the validity and readiness of a prospect.
Marketers are able to extract ROI quantities, using Loopfuse's bi-directional communication with your CRM. For the first time ever, marketers can assign a true ROI figure to every marketing campaign or initiative they undertake, as LoopFuse can provide real sales figures from their CRM.
General CRM Configuration
If you have a CRM that you would like to export leads to, you will need to configure LoopFuse OneView to make the connection. This can be done within the CRM Configuration section of Administration component. LoopFuse OneView typically uses SOAP apis to communicate with the different CRM implementations. In order to do this, will need to enter the user name and password for the account you would like LoopFuse OneView to use to make the connection (see specific CRM sections below for details on how to do this with your specific CRM solution). It is suggest that you create a new account specifically for LoopFuse OneView to use within your CRM if possible. The CRM URL field is for indicating the url in which to find the CRM application. For example, you are using SugarCRM and have installed it within your network, you will need to enter the url to SOAP api page (i.e. http://myhost/sugarcrm/soap.php).
You may notice that when a CRM configuration is saved, it may take a some time before responding (i.e. aprx 10 seconds). This is because when the configuration is saved, LoopFuse OneView will call out to the CRM to get the list of its Lead fields which ensures the connection is valid. If from some reason LoopFuse OneView can not communicate with your CRM given the provided values, an error message will be presented.
Allow web parameter pass through
By default, only fields that have been explicitly mapped within LoopFuse OneView will be passed through to the CRM when exporting leads. However, if this check box on the CRM configuration page is checked, then LoopFuse OneView will first perform any mappings that exist AND also pass any unmapped fields as they are stored from the web form. For example, if have a web form field of department that has not been mapped to a loopfuse field, it will be passed to the CRM (along with its value) for export. Since some CRM solutions will reject a lead export that does not have correct field mapping, please verify all your web form fields will be accepted (or at least will not reject lead export entirely if not) before turning this feature on.
Lead View Link
If desire to include a lead view link back to the LoopFuse OneView lead view page for any particular lead imported to your CRM, this can be done by simply adding the custom field within your CRM. For information on how to add the link to your specific CRM solution, please check below. Only leads exported from LoopFuse OneView after the lead view link has been added to your CRM will include the link.
After the lead view field has been added to the CRM's Lead view module as a custom field, will need to go to the LoopFuse fields section and ensure that the lead view field shows up in the list of CRM Lead fields (may require a manual refresh).
Lead Source
By default, LoopFuse OneView will set the lead source field for leads being exported to the CRM to 'LoopFuse' if another value is not provided by the user. In order to overwrite the default lead source value of 'LoopFuse', go to the LoopFuse Fields page and add a LoopFuse Field named 'lead_source' and map it to the lead source field from the CRM Field Name drop down.
Then, within the forms that you wish to overwrite the lead source value, add row for lead source (the WebForm Parameter field can be names anything, but suggest using 'lead_source') and select the 'lead_source' LoopFuse Field Name. If you wish to provide a static value to be used each time for the form, enter the lead source value you wish to use within the Static Field Value text field entry. If you wish for the lead source value to remain constant within the CRM after initially being set, you can also check the Constant Field check box.
Lead Owner Configuration
Mapping LoopFuse users to CRM users allows LoopFuse to:
- Issue lead activity alerts to the appropriate lead owner (sales person)
- Personalize outbound email campaigns to appear as if they are being sent from the lead owner (sales person) assigned to that lead.
Once your CRM is configured, you are able to retrieve the list of CRM users using this screen and map them to the appropriate LoopFuse User.
SalesForce.com Integration
To enable SalesForce.com integration, you must first make sure that you have either:
- an Enterprise or above SalesForce.com account, or
- a Professional SalesForce.com account with the APEX API enabled.
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- A dedicated user login to Salesforce.com for the LoopFuse integration (this is not a hard requirement, but is highly recommended). The user account only needs to be a Standard User and does not require Administrator rights.
Login Information
When configuring LoopFuse OneView to use Salesforce.com as your CRM solution, will need to select Salesforce as the CRM Type from the drop down. Enter the user name and password for a user within your Salesforce.com account. You should not need to enter a specific for the CRM URL unless are using a special account type such as a developer account (which would be https://na3.salesforce.com)
In late 2007, Salesforce.com added a new security measure for connecting from a location outside your normal company network (i.e from LoopFuse servers). As a result, will require creating a security token from Salesforce.com and add it to your normal password. The step-by-step instructions are as follows (reference http://trust.salesforce.com/trust/security/identity_feature.html):
To access Salesforce via a desktop application or other API-based application, you must replace your current password with a combination of your password and a security token:
1 Log in to Salesforce via the browser to request your security token.
2 Go to Setup -> My Personal Information -> Reset Security Token.
3 Click the Reset Security Token button to trigger an email which will contain your security token.
4 Select and copy the token from the email.
5 In the application [LoopFuse OneView], replace your password with combination of the password and the security token. For example, if your password is "MyPassword" and your security token is "XXXXXX", you would enter "MyPasswordXXXXXX" into the password field.
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Lead View
For Salesforce, would need click on Setup link at top right, then go to App Setup/Customize/Leads/Fields on left menu and add a new custom field. The field name should be lead_view and should be of data type URL (the api name generated should be lead_view__c). Make sure to add the lead view link field to the Page Layouts as well.
Once this has been done, when you create your CRM config within LoopFuse OneView, the list of lead fields for the CRM will be queried and will include the lead_view field which will trigger the export of the web link back to OneView from within the CRM.
Lead Source
When using Salesforce as your CRM system, may also want to add 'LoopFuse' as a possible Lead Source entry on your Leads page so know from where the lead originally came from. To do this, go to will need to click the Setup link and then App Setup/Customize/Leads/Fields from the left menu. From there, select the Edit link for Lead Source field and click the New Button and enter LoopFuse as the value.
CentricCRM Integration
Login Information
CentricCRM requires a bit of setup within the CRM solution before can enter the information within the LoopFuse OneView CRM Configuration page. The first step is to make sure the user you wish to use within LoopFuse OneView for CentricCRM has access via the HTTP-API. Go to the user's primary information page and make sure the 'Allow HTTP-API Access' checkbox is checked.
Next, go to the Configure System section and click to edit the 'HTTP-XML API Client Manager'. From there, make sure there is a client entered. Make sure the client is enabled and remember Client ID and the value entered for the Code field.
Once CentricCRM has been properly configured, select CentricCRM from the CRM Type drop down. Enter the CentriCRM Client ID for the User Name field and the Client Code for the User Password. Finally, enter the url for the CentriCRM instance (i.e. http://localhost:8080/centric)
SugarCRM Integration
Login Information
When configuring LoopFuse OneView to use SugarCRM as your CRM solution, will need to select SugarCRM as the CRM Type from the drop down. Enter the user name and password for a user within your SugarCRM. The user does not have to have Administrator rights, but will need full rights to Leads, Contacts, and Opportunities modules. For the CRM URL, enter the url to the location of your SugarCRM instance. For example, if have a local install of SugarCRM, the url might look like http://myhost/sugarcrm/soap.php.
To verify that you have the correct SugarCRM url, first use your browser to navigate to your usual login page for SugarCRM (i.e. http://myhost/sugarcrm). Then take that base url and append soap.php to the end (i.e. http://myhost/sugarcrm/soap.php). The resulting page displayed in your browser should look like image below.
Can then use this exact same url in your browser for the CRM URL within LoopFuse.
Lead View
For SugarCRM, would need to go to studio to edit a module, select the Leads module, then Edit Custom Fields followed by Create Custom Field. At this point, will need to create a field named lead_view. It is very important that the field name is exactly as it appears in previous sentence as OneView will automatically look for this field to be present when exporting leads to the CRM. Make the field type URL.
After the custom CRM lead field has been created, will need to Edit Layout (at least with SugarCRM) and place the new custom 'lead_view' field on the Lead display page.
Once this has been done, when you create your CRM config within LoopFuse OneView, the list of lead fields for the CRM will be queried and will include the lead_view field which will trigger the export of the web link back to OneView from within the CRM.
Lead Source
When using SugarCRM as your CRM system, may also want to add 'LoopFuse' as a possible Lead Source entry on your Leads page so know from where the lead originally came from. To do this, go to studio to edit a module, select the Leads module, then Edit Drop Downs. From there, select the lead_source_dom from the drop down, and enter 'LoopFuse' for both Datbase Value and Display Value and click the + button. Once this is done, when a lead is imported from LoopFuse OneView, it will be indicated as such on the lead page within SugarCRM (unless have explicit lead_source field being used with a different value).
LoopFuse Fields
The LoopFuse Fields perform two specific functions, which is to provide a mapping to CRM Lead fields and to provide a common field for segmentation over multiple LoopFuse Lists.
When you first go to the LoopFuse Fields section, will find that there are already some LoopFuse fields that have been populated and mapped to your CRM's default Lead fields (of course must have already configured your CRM from previous section). If you have any custom fields you would like to add so can be mapped for list generation at a later point, just enter the name you wish to use in the LoopFuse Field Name entry field, select the corresponding CRM field name from the drop down (which was pulled from your CRM system), and then the Display Label you would like to use for lead view page and reporting. Then click the Add Field button. Once new LoopFuse fields have been added, they can be used within your Forms for mapping web form fields to LoopFuse fields, which allows for both the field criteria over multiple Forms in the Lists section as well as automatic mapping to leads being exported to the CRM.
There can only be one entry for any given LoopFuse field or CRM Field. Attempts to add duplicates will be result in warnings within the page. Any LoopFuse field, other than company, first_name, last_name, and email, may be deleted at any time.
If at some point after initially configuring your CRM within LoopFuse OneView, you add a custom Lead field to your CRM system, you can then refresh the list by clicking the Refresh CRM Fields button so that the newly created field shows up in the CRM Field Name drop down.
Scheduled Tasks
This dashboard allows you to view and modify all running and scheduled tasks on the sytem. Scheduled tasks are separated by task types, defined below:
- List/CRM-Export Tasks: Scheduled tasks that will autogenerate a list as per the data segmentation rules you have configured, and possibly export the new/old list entries to your configured CRM.
- Email Campaign Tasks: Scheduled email campaigns. Campaigns that have already been sent, can be safely deleted from this screen. Deleting a campaign task will not delete the campaign information
- Reporting Tasks: PDF exports that are scheduled to be emailed to one or many LoopFuse users.
- System Tasks:
- Web Statistics: Normally runs every hour, providing up-to-the-hour analytics information for your website.
- CRM Lead Synch: Runs once a day. This task is responsible for synchronizing opportunities, lead owners, opt outs, and lead web hit activity between your CRM and Loopfuse.
- Geo-Location: Responsible for mapping website visitor IP addresses, to physical locations around the globe.
- Lead Scoring: Responsible for updating lead scores within CRM if there has been any activity for lead which would cause the lead score to change.
- Lead Flow Wakeup: This task will check the Lead Flow programs that are active to see if there are any leads within the flow whose wait time within a Pause Node has arrived.
- Lead Flows: This task will check for any new registrations for the lists selected for any active Lead Flows and enter them into the associated Lead Flow.
User & Group Management
The LoopFuse system allows administrators complete control over who in their organization is using the system and user rights within the system.
Managing Users
User Management screen allows administrators to create, edit, and delete users for their organizations.
- To Edit a user, simply click on the user's name.
- To Create a new user, click on the Create User link.
- To Delete a user from the system, click the Delete link for that user you wish to remove.
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Managing User Groups
The activities a user can perform are constrained by what User Group he belongs to. By default, there are two user groups enabled. Here are their definitions:
- Administrators: Have total control of the system. All options are available to individuals in this Group.
- Sales Groups: Are confined to only view the Lead Dashboard, and modify their personal preferences.
The Manage Groups screen allows administrators to redefine user group membership.
As of the current release, new group definitions are not available.
Domain Management
This section covers the different ways to manage domains so that you can exclude your domains from appearing within your web statistics for referrals, filtering out test traffic, and preventing unauthorized sources from submitting data into your account.
My Domains
This is where you would add domains that are being tracked by LoopFuse. Domains that you add here, will be filtered out of the Web Analytics referrer reporting. This allows LoopFuse to better understand patterns from external referrers and site visitors.
Filter Internal Domains
This is where you would input IP addresses that you would like to filter out of tracking. Typically, these IP addresses are internal office IPs that you do not want polluting your analytics data.
Accepted Domains
This is a security feature built-in to the LoopFuse system to stop a malicious attacker from polluting your database with useless data.
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If you choose to add domains to the Approved Domains list, it will block ALL web analytics tracking and form registrations that are not from these domains. Please note that only referrals that have a valid domain name (i.e. host name) will work for this feature. Using an IP address will not work.
We recommend, in most cases, to not assign any approved domains. If you do not assign approved domains, LoopFuse will process incoming requests from anywhere in the world, not only your website.
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