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Most CRM systems do not directly connect with external tables; data tables that are not part of the resident architecture of the program. In some CRM systems you can purchase add-ons and customized programs to allow the connection of the CRM to these external data sets. Normally, you would purchase the data toolkit (i.e. GoldBox, dbNetGrid and others), purchase the designers expertise and the debugging time all of which will be required to allow the connection to the external table. There are a few CRM systems that have the ability to connect directly without these extra expenses and 3rd party softwares. One I will use as my example herein is RedHorse CRM, a 2-3 year old CRM software that is hitting the market and just overwhelming users of some of the traditional CRM softwares.

Now, back to external tables. Many might ask, “What is an external table?” An external table is a set of data which is somehow related to the records in your customer database (CRM database). Normally these external tables are in the form of dBase files (dbf), MS Access databases (mdb), MySQL databases (ie. online web databases), MS SQL databases, spreadsheets and other items where sets of data are stored in an ordered manner.

Examples of where an external table might be used: a warranty database organized by customer number; a spreadsheet of customer products organized by a customer name or number.

If there is a “key” to relate your external data to the current CRM system, RedHorse allows this to be done. And, as you may already know…. “It’s Included…” Nothing extra to purchase.

The connection to the external tables is available if your data tables are a SQL View (a special selection of data from SQL databases and tables), is a SQL Database, or is addressable by an ODBC Connection. This ODBC connection is probably the most common method of programs addressing data. Most applications utilizing current data technologies have ODBC connectivity.

Imagine, being on a client record in the CRM and being able to address the data in the warranty database directly on a tab in the customers record in your CRM. In this case, it is assumed that the “CustomerNumber” is the common key relating the two data sets. That set of warranty information is maintained by another program or system but is accessible via ODBC.

A few ideas for you to consider are:

- Real Estate: If you are a real estate agent, you might need to be able to reference a list of homes or buildings that contain the amenities requested by a buyer. Fill in a set of amenities required and select the external table view to see those fitting the needs.

- Customer Service / HelpDesk Systems: Your sales team could have a visual peek into the helpdesk information system (this assumes you are not utilizing customer service and ticketing within RedHorse) while working with a client on a future purchase.

- Automobile inventory at a branch lot: From the corporate office you may need to view inventory at a remote sales lot. This relationship could be into the corporate inventory database keyed on dealership/lot number. So, from Dealership A’s record, one could go to an inventory tab to view the inventory at that location.

- Accounting Systems Linkage: If your accounting system is accessible via ODBC, you could connect the customer/client record of the CRM system to the appropriate accounting information. By designing the viewer side, you can provide users with appropriate information while protecting that which should not be accessed by all.

These are just a few examples. We have found that external table connectivity simply allows the CRM system to be a central access point for all information related to servicing the client base and growing a business.

Imagine ONE program, with ONE central point of data access, with ONE idea in mind! RedHorse CRM would be that ONE product ready to make your company and team number ONE! With External Table connectivity, RedHorse provides that “window to the world” from within the CRM system. The ability to not lose information that resided in an old system.

If you are in a position where this is a concern of your business, feel free to contact us for a detailed analysis of your needs.  We not only advise in this area, but enjoy the process and can assist you in becoming familiar with choosing the proper database management tools.

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