How To Relate Contacts and Companies to Your Deals

How To Relate Contacts and Companies to Your Deals

Our commercial real estate CRM software makes it easy to keep all of your data organized. In addition to adding participants (what we call “Collaborators”) to your deals, you can also relate or ‘tag’ contacts and companies to their commercial real estate deals, the same way you can relate contacts and companies to properties.

You can relate any contact or company to a deal and specify their relationship to that deal. For example, let’s say you have a deal set up for your investment sale listing at 123 Main Street. You can link the property owner to your deal as “Owner”, prospective buyers as “Prospect”, existing tenants as “Tenant”, etc. You can also choose to allow them login access to ClientLook to view and collaborate on your deal from the same screen.

Here’s how it works. In this example, we assume that you have the deal created and your contacts and companies are entered into the system. You can start the linking process by opening either the deal, or the contact or company record.

From A Contact or Company Record

1.Go to the “Related|Deals” tab and click the “Relate a deal” button.

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2. Type a portion of the deal name in the box and pause a couple seconds for a list of matching choices to appear. Click the one you desire.

3. Choose a relationship type.

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4. If you want that person to be able to log in to ClientLook and collaborate on this deal with you (what used to be called “Deal participants”), then check the collaboration checkbox and click the button labeled “Email invitation”. This will send an email message to the contact, allowing them to create their own login to the system to participate on the deal with you. Be aware that anything placed on the deal record will be available to this person, unless you have restricted access to any particular item through its sharing level.

5. If you want this contact or company to be visible to other deal collaborators, check the “Visibility” checkbox. If you don’t want other collaborators to see that this person or company is related to this deal, then leave the box unchecked. Please note that if you have added a contact as a collaborator, then they are automatically visible to other collaborators.

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6. Click the “Relate this deal” button to complete the process.

From A Deal Record

1. Go to the “Related|People” tab and click either the “Relate a contact” button.

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2. Choose from the options to add an existing contact or company, or create a new contact or company. If adding an existing record, type a portion of the contact or company name in the box, and pause a couple seconds for a list of matching choices to appear. Click the one you desire. If adding a new record, fill in the details.

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3. Choose a relationship type.

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4. If adding a contact, and you want that person to be able to log in to ClientLook and collaborate on this deal with you (what used to be called “Deal participants”), then check the collaboration checkbox and click the button labeled “Email invitation”. This will send an email message to the contact, allowing them to create their own login to the system to participate on the deal with you. Be aware that anything placed on the deal record will be available to this person, unless you have restricted access to any particular item through its sharing level.

5. If you want this contact or company to be visible to other deal collaborators, check the “Visibility” checkbox. If you don’t want other collaborators to see that this person or company is related to this deal, then leave the box unchecked. Please note that if you have added a contact as a collaborator, then they are automatically visible to other collaborators.

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6. Click the “Relate this contact [or company]” button to complete the process.

All of your related records will now show in the grid.

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It’s that easy. Try it out – we think you’ll love it! If you’re not a current ClientLook subscriber, schedule a demo today to see how our CRM can help you save time, get organized, and enhance your productivity.

Already a ClientLook subscriber? Request a free Success Audit to make sure you’re getting the most out of our features.

About the Author

Chuck Cutler, MICP

Vice President, Customer Support

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