User Guide for the ASW CRM Application
AppSheetWay Connect is a comprehensive suite designed to automate crucial processes, enhance collaboration, and unlock data-powered insights. It has built by using Google AppSheet and Looker Studio.
Overview
Objectives of the Appsheetway Connect (ASW) Solution Suite
Appsheetway Connect (ASW) is not just a piece of software, but a comprehensive digital transformation ecosystem designed to solve the core business challenges that enterprises face today:
Automate Processes, Minimize Errors: ASW helps automate repetitive tasks throughout the sales journey. The system can automatically generate important documents like quotations and contracts from pre-made templates, saving time and ensuring consistency. Simultaneously, ASW also automatically creates task lists for employees and sends notifications and approval requests to management, ensuring no opportunity is missed.
Flexible Customization for Business Specifics: We understand that every business has its own unique operational processes. Therefore, ASW allows for deep customization of forms and data workflows to precisely match your company’s requirements, from the smallest information fields to complex approval procedures.
Transition to a Data-Driven Management Model:
ASW helps your business transition from making decisions based on intuition to making decisions based on data collected and analyzed in real-time.
All data generated from the applications (CRM, Task Management, etc.) will be automatically aggregated and visualized on Looker Studio dashboards, providing leadership with a comprehensive view to formulate accurate business strategies.
Overview of the ASW - CRM Application
Main Objectives:
To help businesses store and access data easily and efficiently.
To automate manual tasks, saving time and human resources for the enterprise.
Primary Users: Sales Representatives, Sales Managers.
Purpose of this User Guide
To provide Sales Representatives with a detailed guide on how to use the ASW CRM application to enhance their work efficiency by:
Clearly understanding the features and functions of the application.
Applying the application in real-world scenarios to effectively manage customer information.
ASW System Activation Process for Your Business
Prerequisites
The ASW system activation process for your business consists of 3 steps:
Step 1: Prepare Your Business Data and Submit the Request
Objective: To provide initial data (such as lists of employees, products, customers, quotes, contracts, etc.) so the ASW team can create a personalized system for your company.
Your Actions:
Open the welcome email from the ASW team and access the Google Sheet Data Template.
Download and fill in your company’s information in the corresponding sheets within the file. Note: The more detailed the data you provide, the more useful and ready-to-use the application will be upon creation.
Access the Activation Request Form (Google Form) from the email, fill in your information, attach the completed data file, and then click “Submit”.
Step 2: The ASW Team Configures the System
After receiving your request, our technical team will proceed to build and configure a secure, and dedicated version of the application for you.
Step 3: Receive Access Information and Get Started
Objective: To log in to the system for the first time and begin your company’s digital transformation journey.
Your Actions:
Receive the Handover Email: Check your inbox for a second email from ASW. This email will contain:
A link to access your dedicated application.
Your initial administrator (admin) account information for the first login.
Optional: A link to schedule a live onboarding session with the ASW team.
Installation and Login:
First, install the “AppSheet” application from the App Store (iOS) or Google Play (Android) on your phone.
Open the handover email and click on the access link.
The system will automatically open via the AppSheet application. Log in using the provided Google account credentials.
Real-world Scenario: A Salesperson’s Customer Conquest Journey
Context Introduction
In this section, we will follow the characters through a realistic business scenario to understand how the ASW - CRM application operates.
Character Introduction
| Name | Position | Company | Role in the story |
| Anh Thu | Sales Executive | ELYSAN Carpet | The main character, who directly uses the app to manage a sales opportunity. |
| Trong Duy | Sales Manager (Hanoi Branch) | ELYSAN Carpet | Anh Thu's superior, who will approve quotes and contracts. |
| Amelia Vance | Project Manager | Innovate Solutions Ltd. | The primary contact, responsible for exploring and negotiating the new partnership with ELYSAN. |
| John | CEO | Innovate Solutions Ltd. | The final decision-maker, who will approve and sign the official agency agreement. |
About ELYSAN Carpet Company
ELYSAN Carpet is a leading enterprise in the high-end handmade wool carpet sector in Vietnam. To understand why the ASW application is a perfect fit for ELYSAN, we need to look at their specific business model:
Diverse Product Model:
Ready-Made Products (Mass Products): ELYSAN produces and distributes collections of ready-made carpets with a variety of designs for individual customers and projects that require speed.
Custom Project-Based Products: This is ELYSAN’s strength. The company designs and manufactures custom carpets for large projects (hotels, offices, villas), allowing for customization in size, material, and pattern.
Full-Package Services: ELYSAN not only sells products but also provides a complete solution, including delivery, on-site installation, and post-sales warranty and maintenance services.
Decentralized Operations: The company has four strategic sales branches located in Hanoi, Hai Phong, Da Nang, and Ho Chi Minh City.
This complex business model presents several challenges: managing multiple product lines, tracking long-term custom projects, coordinating installation and maintenance services, and especially, managing permissions, personnel, and projects across different geographical regions. The ASW application is designed to solve these exact problems.
About the Upcoming Scenario
The largest interior and exterior exhibition of the year, VietBuild, is about to be held in Hanoi. This is a golden opportunity for ELYSAN to introduce new collections and find strategic partners.
Anh Thu’s mission (from the Hanoi branch) is not just to engage direct clients, but also to actively identify and recruit strategic partners. Her primary target is “Innovate Solutions Ltd.”, a fast-growing technology solutions provider that is expanding into the corporate office design and fit-out market. They are looking for a high-end carpet supplier to complete their service package for corporate clients. This represents a new, high-potential sales channel for ELYSAN.
This entire guide will follow Anh Thu on her journey, from her preparations for the exhibition to successfully closing the deal with Innovate Solutions. Let’s see how Anh Thu uses the ASW CRM App as a powerful assistant through 3 core phases: Pre-Purchase, During the Sales Process, and Post-Purchase.
The Scenario in Detail
Phase 1: Pre-Purchase – Preparation and Lead Capture
This is the initial phase of preparation and making the first connections. Anh Thu’s mission is to master the product information to consult confidently and be ready to capture any potential customer information at the VietBuild event.
Module: Products
A week before the VietBuild exhibition, the atmosphere at ELYSAN is bustling. The Marketing department has just announced a new collection, and all information needs to be updated on the system immediately for the sales team to prepare.
As the Sales Manager, Trong Duy is tasked with adding 10 new carpet models from the new collection to the system. Manually entering each product would be very time-consuming and prone to errors. To solve this, he uses the bulk product import feature.
Feature: Bulk Product Catalog Update
Description: This feature allows Managers to add multiple new products to the system via an Excel template, ensuring data is always accurate and consistent. It also allows exporting the entire current product catalog to an Excel file whenever needed.
How to do it:
Get the template file: First, Trong Duy goes to the “Template List”. Here, he finds the “Products” row and clicks the download icon to get the Excel template.
Prepare the data: He opens the downloaded Excel file, fills in the complete information for the 10 new carpet models in the subsequent rows, one product per row, and then saves the file.
Import the file into the system: Duy returns to the application, goes to the Products module, and clicks the “Import file” button. He selects and uploads the updated Excel file. The system automatically reads and adds the 10 new products to the list.
- Additionally, whenever he needs to extract the entire current product list to an Excel file for reporting or storage, Duy simply goes to the Products module and clicks the “Export file” button.
Immediately after Duy finishes, the system is updated. Now it’s Anh Thu’s turn. She needs to quickly grasp the information to consult with customers.
Feature: View & Search Products
Description: This feature provides a comprehensive view of all products and allows you to find the exact product you need in just a few seconds.
How to do it:
She enters the Products module and sees a complete list of all the company’s products, including the newly updated collection.
- To focus, she uses the search bar at the top, types “HK-02” at the Product Name category and the system instantly filters the relevant results.
After getting the list she needs, she starts to dive deeper into each product.
Feature: View Detailed Product Information
Description: Displays all detailed information, technical specifications, images, and pricing for a single product.
How to do it:
She clicks on the “Elegant 01” carpet model from the office carpet category.
- A detailed screen appears, allowing her to see everything from material, dimensions, and listed price to actual product images.
While reviewing, Anh Thu spots a small typo in the product description. Without hesitation, she corrects it immediately.
Feature: Edit Product Information
Description: Allows authorized users to directly edit product information within the application.
How to do it:
- Click the “Edit” button, correct the information, and click “Save”. The information is updated instantly across the entire system.
Finally, to get the customer’s perspective, Anh Thu wants to see how this product will be displayed on the company website. She scrolls down and clicks on “Link Website”. The application instantly opens the product page in a browser, making her ready to share this link with customers when needed.
Feature: Open Product Link to Website
Description: Provides a shortcut to open the official product webpage, giving sales staff a powerful tool to share with customers.
How to do it:
On the product detail screen, she scrolls down and clicks on the “Link Website” field.
- The application will automatically open a browser and take her to the correct product introduction page on the ELYSAN website.
In just one morning, thanks to the collaboration on the ASW application, ELYSAN’s entire product catalog was accurately updated. Anh Thu is now fully confident in her product knowledge, ready to conquer the most demanding customers at the upcoming exhibition.
Module: Companies
The day of the VietBuild exhibition arrives, and ELYSAN’s booth attracts a large crowd of visitors. After a promising conversation with Amelia from Innovate Solutions, Anh Thu realizes this is a golden opportunity she cannot miss.
Immediately after finishing her conversation with Amelia, to avoid losing any valuable information, Anh Thu needs to create a new customer profile right away.
Feature: Create a New Customer
Description: Helps you create a potential customer profile in just a few seconds right on your phone, ensuring every opportunity is captured and tracked. Each new customer will automatically be assigned the “New” status, and a corresponding task list will be initiated.
How to do it:
Anh Thu opens the Companies module and clicks the “Add” (+) button.
She fills in the basic information for “Innovate Solutions Ltd.” based on the business card.
She clicks “Save”. Instantly, Innovate Solutions appears in her customer list.
After creating the profile, Anh Thu wants to view the detailed record of Innovate Solutions to double-check the information and prepare for the next steps.
Feature: View Detailed Company Information
Description: This is not just a place to display information, but the control center for all activities related to a customer. From here, you can view general information and access other action areas like adding contacts, creating quotes, viewing interaction history, etc.
How to do it:
From the customer list, Anh Thu clicks on the company name.
- The application will open a detailed screen, displaying Innovate Solutions’s basic information at the top, and sub-sections like “Contact List”, “Interaction History”, “Quotes”, and “Contracts” below, ready for further actions.
While reviewing, Anh Thu notices she mistyped some of Innovate Solutions’s information and needs to correct it immediately.
Feature: Edit Company Information
Description: Allows for updating legal information, address, or any other details related to the company.
How to do it:
Anh Thu goes into Innovate Solutions’s profile, clicks the “Edit” button, corrects the tax code, and clicks “Save”.
If Anh Thu wants to review all the new customers she approached today, she just needs to use the filtering and searching feature.
Feature: View & Search Customers
Description: Provides a comprehensive overview of the customer list and allows for quick filtering and searching based on various criteria.
How to do it:
She re-enters the Customers module. The main screen is the overview list of all customers she is in charge of.
- To find a customer quickly, she uses the search bar and types “ISL” at the Abbreviation category. She can also filter customers by status, such as “New”, to see all of the day’s opportunities.
Module: Tasks
The Task module acts as a coordination center, automatically creating and assigning tasks based on the customer’s status. It tells employees exactly what they need to do next to advance the deal.
After recording Innovate Solutions as a “New” status customer, the system automatically creates a series of tasks for Anh Thu.
Feature: Change Task Status
Description: Allows employees to update the status of a task (e.g., from “Not Started” to “In Progress” and “Completed”). The system also automatically calculates the time an employee spends on a task from start to finish, helping management easily evaluate, track progress, and provide support when needed.
How to do it:
Anh Thu clicks on a task and changes its status to “In Progress”.
After approaching and interacting with the customer, she changes the task status to “Complete”.
Once all tasks in the “New” status are completed, Anh Thu recognizes that Innovate Solutions has shown interest and is ready for the next steps.
Feature: Change Customer Status
Description: This is a crucial step. Only when you have completed all tasks will the status change button appear. When you change the customer’s status, the system will automatically close old tasks and create a new series of tasks appropriate for the next phase.
How to do it:
Anh Thu goes to the profile of “Innovate Solutions Ltd.”
She clicks the “Change Status” button. A new list of tasks belonging to the “Interest” status will be automatically generated.
The day after the exhibition, Anh Thu opens the app to start her workday and needs an overview of the tasks she must complete.
Feature: View Task List
Description: Provides a smart task dashboard, allowing you to view tasks by deadlines (Yesterday, Today, Tomorrow) or as a calendar view.
How to do it:
Anh Thu enters the Task Module from the main menu.
- Here, she can easily switch between the “Today” and “Tomorrow” tabs to prioritize her work. She sees that a new task has appeared for the customer Innovate Solutions: “Understand Needs & Send Information”.
To effectively “Understand Needs”, Anh Thu needs to have a direct call with Amelia. And this is where she needs the Contacts Module.
Module: Contacts
Immediately after finishing the call, there is a lot of important information that needs to be recorded right away for Anh Thu to use in creating a quote later.
Feature: Log Interaction
Description: This is a digital log for each contact, helping you record every touchpoint: calls, emails, meetings, or important notes. Furthermore, this feature also makes it easy for employees to report back to their superiors.
How to do it:
In the company’s profile, Anh Thu clicks the “Interact” button.
- She notes: “Amelia is interested in a large custom-sized accent rug for the main lobby and 50 rugs for the guest rooms” and saves it. This interaction will be saved with a specific date and time.
During the call, Amelia mentions John - the Director, who will be the final approver on the budget. To ensure she’s reaching the right people, Anh Thu needs to add John to Innovate Solutions’s contact list.
Feature: Add a New Contact
Description: Allows you to add detailed information for multiple individuals (name, position, phone number, email) and link them all to one customer company.
How to do it:
Anh Thu accesses the Contacts module and clicks “Add”.
In the form, she fills in John’s information, and she selects “Innovate Solutions” from the dropdown list in the “Company” field.
She clicks “Save”.
Phase 2: During the Sales Process – Consultation, Quoting & Closing the Deal
This is the most crucial phase, where prior consultation efforts are converted into revenue. Anh Thu will use the power of the automation modules to guide the customer to a final decision.
After completing Phase 1, Anh Thu has changed Innovate Solutions’s status to “Potential”. At this point, the system has also automatically created a series of tasks for Anh Thu, including the task “Create Quote”.
Module: Quotes
The “Create Quote” task is waiting. Now is the time for Anh Thu to use the most powerful tool to turn the customer’s requirements into a persuasive proposal.
Feature: Create a Quote
Description: Allows for the creation of a professional quote by selecting the customer and products from existing lists, which helps minimize errors from manual data entry.
How to do it:
Anh Thu clicks the “Create Quote” button from the Customer module.
The system automatically fills in the relevant information for the customer Innovate Solutions.
She continues to select products from the catalog, enters quantities, and any customizations (if applicable). All prices are calculated automatically by the system.
Before sending it out, Anh Thu needs to make sure the quote looks professional and has no errors.
Feature: Export Quote as PDF
Description: The system allows you to preview the quote as a PDF file designed with your company’s standard template, ensuring consistency and professionalism.
How to do it:
After filling in all the information, Anh Thu clicks the “Export PDF” button.
- She selects “View PDF” to open and review the entire content and layout of the quote file.
This quote is not just for standard products. It also includes a special item with specific materials and production time. For such complex requests, every quote needs to be reviewed by management to ensure production feasibility and commitment to delivery times.
Feature: Quote Approval
Description: Ensures that every quote sent out has been reviewed, approved, or rejected by a superior directly within the application.
How to do it:
Anh Thu clicks the “Submit for Approval” button.
Trong Duy receives a notification. He goes to the Quote List module, where he can see all of his team’s quotes categorized by status: “Pending”, “Approved”, “Disapproved”, or “Draft”.
- He filters for “Pending” quotes, finds Anh Thu’s quote, reviews it carefully, and clicks “Approve”. The quote’s status is immediately updated.
Module: Contracts
After a few days of discussion, the Director of Innovate Solutions, John, has fully agreed to the quote. Anh Thu updates the customer status to “Sign Contract”. Immediately, the task “Create Contract” is generated.
Anh Thu proceeds to create the contract to close the deal.
Feature: Create a Contract
Description: Automatically converts an approved quote into a complete contract, inheriting all information about products, value, and the customer. This is a key feature that saves time and completely eliminates the risk of errors from manual data entry.
How to do it:
Anh Thu clicks the “Create Contract” button on the customer’s interface.
The system will automatically create a new contract with all the information pre-filled. She can add supplementary information related to the contract such as bank details, number of payments, etc.
Similar to the Quote, Anh Thu can also export the Contract as a PDF directly from the application.
Feature: Export Contract as PDF
Description: The system allows you to preview the contract as a PDF file designed with your company’s standard template, ensuring consistency and professionalism.
How to do it:
After filling in all the information, Anh Thu clicks the “Export PDF” button.
- She selects “View PDF” to open and review the entire content and layout of the contract file.
The contract also needs to be reviewed one last time by Trong Duy before being sent to the customer.
Feature: Approve Contract
Description: Similar to the quote approval process, this ensures the legality and accuracy of the contract.
How to do it:
Anh Thu clicks the “Submit for Approval” button.
Trong Duy receives a notification. He goes to the Contract List module, where he can see all of his team’s contracts categorized by status: “Pending”, “Approved”, or “Disapproved”.
- He filters for the “Pending” contract, finds Anh Thu’s contract, reviews it carefully, and clicks “Approve”. The contract’s status is immediately updated.
Phase 3: Post-Purchase – Support and Customer Care
The customer relationship doesn’t end after the contract is signed. This phase ensures the project is successfully implemented and the customer receives the best support, opening up opportunities for future collaborations.
As soon as Anh Thu changes Innovate Solutions’s status to “Official Customer”, a new Project named “Innovate Solutions Project” is automatically created, linking all information from the contract. Now, Anh Thu’s responsibility is not just selling, but also supporting the customer until the project is completed.
Module: Projects
A week after signing the contract, Amelia calls Anh Thu to ask about the production progress of the custom rug for the main lobby.
Feature: View Project Progress
Description: This feature provides an overview of the status and progress of ongoing projects directly within the CRM application. Sales staff can quickly grasp the situation without having to switch between multiple tools.
How to do it:
Anh Thu opens the profile of “Innovate Solutions Ltd.”.
She goes to the Project section. Here, she can immediately see that the Innovate Solutions project is in the “In Progress” stage with a completion progress of a certain percentage, which she can then report back to the customer.
In addition, to answer Amelia’s more detailed questions about the expected completion date of the weaving stage, Anh Thu needs to look at the smaller tasks of the production team.
Feature: Redirect to Task Management application
Description: Provides a shortcut to switch directly from the project screen in the CRM to the ASW - Task Management application, where projects are managed in detail down to individual tasks.
How to do it:
- On the Innovate Solutions project screen, Anh Thu clicks the “Go to Task Management” button.
The application will automatically open the app and take her to the detailed management screen for that project, where she can view sub-tasks and the progress of each department.
Module: Customer Support Form
After the project is completed, Anh Thu’s job now is to ensure the customer has an effective communication channel to request warranty or maintenance support later on.
Feature: Customer Support Form
Description: For each completed project, the system will automatically generate a unique QR code. When the customer scans this code, they will be directed to a form to report an issue or request support, with the project information already pre-filled.
How to do it:
Anh Thu goes to the Module: Customer Support Form.
She finds the Innovate Solutions project and clicks the “Create QR Code” button.
- She saves this QR code and includes it in the handover email, thanking and instructing Amelia on how to use it: “When you need support for warranty or cleaning, just use your phone to scan this QR code to send a request directly to ELYSAN’s technical team”.
