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Using SAP Business One WebCRM for Prospecting and Campaigns

LBS Corporation, a small company with approximately one hundred employees wishes to implement a system in which they can import and manage prospects, allow remote salespeople to create activities with those prospects, and send newsletters or campaigns to prospects. They have a CD-ROM of about five thousand prospect names. The prospect data includes name and address information for businesses that sell organic foods and herbal medicines for the eastern United States.

They purchase ten SAP Business One WebCRM licenses from ABC Consulting, and ABC installs SAP Business One WebCRM on LBS’s internal intranet webserver.

LBS wishes to have remote sales people access WebCRM on the company intranet, so Web tools is installed as a subdirectory of the default website. LBS will access WebCRM remotely using , so ABC has setup a tertiary domain in the DNS pointing to this subdirectory of the main website, and edited the HTTP Host Headers to accept this URL. They also purchase an SSL certificate from Verisign for the URL and install it on the webserver.

ABC receives the list of prospects from LBS as a comma-separated value file and imports them into WebCRM via the prospects import page. They map the appropriate fields together so that the first-name column in the CSV file matches the first-name field in the prospects database, the last-name column and field match, and so on.

After all the prospects have been imported, ABC uses the email address of a prospect as the criteria to search for duplicates on the prospects duplicates page. This is done to ensure no prospects will receive duplicate emails when a campaign is sent.


ABC then adds LBS’s internal sales people passwords and security roles. They will use the same username that the salesperson has on the intranet and assign them the same password. LBS has noted they would like to have a single-signon login, and ABC will implement that after things are up and running. ABC assigns each one of the new internal sales users the sales person security role and a licensed user role and which point a WebCRM license is bound to that user.

ABC then configures the login webflow to forward the user to the prospect list page after they login. This will help achieve the desired workflow as it will be less navigation for the sales users.

The sales manager from LBS can now login using the superuser login of “manager” with the default password of “manager.” She goes to the prospect list and performs a search based on criteria that the prospects contain. She searches for all prospects from the state of Maine and assigns them to a sales user, then continues on until all the prospects have been assigned.

The sales users can now login and see the prospects that have been assigned to them. The can now make phone calls and set up appointments with some of the prospects.

ABC has created reports so the sales manager can view which salesperson is the most active and at what stage a prospect is in, based on the last activity between the sales user and the prospect.

Some of the sales users are successful in their attempts to generate leads from the prospects and wish to have them promoted to B2B Business Partners. The sales manager logs in and promotes those prospects.

The sales users can now generate new opportunities and create quotes for the B2B customer. Opportunities and quotes could also synchronize into SAP, but LBS only wishes to have quotes synchronize, thus the Web tools Synchmanager is configured to not synchronize opportunities.

The sales manager is now ready to send a campaign to the prospects that have been promoted to accounts. She logs in as “manager” and creates a new contact list named “Customer Newsletter.” She then adds B2B users to it. She also creates contact list named “Prospecting” and assigns prospects to it.

Now that she has the contact lists of the intended audience for the campaign, she creates a new campaign.

She has a look in mind for the email’s layout and designs it using the WYSIWYG editor in the Campaign Wizard. She assigns the contact list “Customer Newsletter” and sends a single copy to her email address for proofing. She returns a couple of times after discovering that some of the links do not point to the correct locations. When she sends the campaign, it is queued to be sent the next time the Messaging Service runs.

The sales manager includes embedded images in the design, so when the end user opens the email or clicks on a link, the Web tools server is contacted and the open or click is logged. She can view the opens and clicks within the details of the campaigns to track how many were successful or how many have bounced.

LBS now has a way to manage their prospects, create activities for them, promote them to a B2B customers, and create opportunities and quotes. They can also communicate with their customers and potential customers with SAP Business One WebCRM’s Campaigning functionality.

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