The Customers module allows you to import the existing customer database and edit it in Ecofleet. Customers are visualized on the map by using the exact coordinates. It is also possible to link specific tasks with specific customers.
The Customers list is displayed on the left side of the main window, the right side of the screen displays the map.
On the menu bar below the customers list you can see following functions:
- Geocode - the system finds and adds geographic coordinates (longitude and latitude) to addresses in the customer list. Also places all the components of clients address on separate columns. When there are lots of clients in the database the geocoding process can take a while (up to several hours). If you have started the geocoding for a large number of customers, there is no need to stay logged in in Ecofleet since this process runs on the background.
It can happen that Ecofleet is unable to identify the coordinates of the imported address. In that case the value on the coordinates column in the table is marked as “No”. Coordinates have to be added manually to such entries as described in the chapter “Adjusting the coordinates manually”.
Total (total customer amount)
Additional functions button :
Display address columns - whether the address columns have to be displayed separately in the table. By default this actions is switched off.
- Export to Excel - the system downloads the file and opens it in Excel. Following components will be displayed:
the address components on separate rows
- Export to areas - the client database will automatically be sent to the Areas module.
This function can be useful when you wish to use the customer names also as the end location in a Journal or to use the Areas in an Events module for event set-up.
All column headers have either a text insertion box or a drop-down menu with some options. Use these controls to filter down the list and look for a specific match. You have to click Refresh for the changes to be shown. (You may note that in this Customers differs from other Ecofleet modules where lists refresh automatically. However, refreshing large customer databases would inevitably be slow. Therefore, in the interest of speed, automatic refresh has not been applied in Customers). With filtering, you can get a better visual overview of the customers. For example, you can filter by account manager and see on the map whether a manager has customers far away from his branch, potentially leading to more expensive and thus inefficient client visits.
It is also useful to know that depending of an amount of the customer fields (list columns) the table can be displayed partly on your screen. To see the rest of the columns you can scroll the table horizontally.
Creating and importing the customer database
Customer database can be created by importing the existing customer database from *.csv file. NB! the file has to be in UTF-8 format. Please notice that the first horizontal row in the table will form the fields in Ecofleet. The rest of the rows will be presented as customer data.
In order to import go to Settings -> Customers.
1) Click Browse and choose the location of the *.csv file in your computer.
2) Click Import
After the successful import you will see a table of four columns (column title, column type, customer profile and sample data).
3) Correct the type for all fields. Look at the Column type column. By default everything in the database has the type Text. Correct the column types, adding the proper type.
The types are:
Text - this type is for any texts and descriptions that don't match another type.
Number - this type is for numerical values relating to the customer, unit numbers etc.
ID- use this for numerical codes assigned to customers (customer code).
Name - this type is for customer’s name.
Combobox - this type allows you to have a drop-down selection menu of all the data presented in the column. Good to use for frequent data like categories.
Date - use this for dates. Use the format dd.mm.yyyy or yyyy-mm-dd.
HTML - this type can hold formatted text in HTML. This is a good option to copy any formatted e-mails, fliers, relating to the customer.
Address 1, Address 2, etc. - there are multiple address columns so you can import the address divided to more precise components (country, county, city, street etc.).
Latitude - has to be in a degree.decimal format (for example 61.2345), separated by dot.
- Longitutde - has to be in a degree.decimal format (for example 23.456), separated by dot.
4) Click Save.
It is important to keep in mind that if you wish to refresh the table (by overwriting the existing one), you need to identify one of the columns as “ID” on your first import. The “ID” has to remain the same on each time you import. Only then the system will identify the customer during the re-import by the existing code so the customer code will remain the same as in previous table in Ecofleet.
Example. Importing an existing customer database from Excel to Ecofleet.
Example. Same table imported to Ecofleet.
Managing the customer database
Under Settings -> Customers you can set which columns are visible in the customers profile (by marking the checkbox) and which columns will be visible by clicking on a specific customer.
Map Display Rules
For a better overview customers can be grouped by different colors and shapes so they can easily be detected on a map. For example:
- pink triangle - customer who needs to be visited
- orange square - customer who has already been visited
- green circle - customer needless to visit
By clicking a customer icon on the map a window with the following actions will open:
open the customer info (a smaller map view will open more customers at the same time)
- assign tasks to the customer (opens the “new task” screen with the customer)
By clicking Open on the customer a window will open where customer information, location, tasks (tasks connected to this customer), customer profile (columns that are set as visible in settings and that help to have a quick overview when committing a task for the customer) are displayed.
Adjusting the coordinates manually
It may happen sometimes that the customer address is described like “corner of Pikk and Lai Street, 2nd floor”. It is understandable for a human but Ecofleet can not find the coordinates based on that kind of an address. In that case you have to use the “location”-tab in the customer window and act as described in following:
A - specify the address
1 - manually adjust the address
2 - click the address search button
3 - choose the correct location found
4 - save
B - pick the location on the map using the pin
Adding a new customer
You can see the “add new” button on a menu bar where you can insert the customer info according to previously set columns in Settings.
Customer address can be added by marking it on the map with the pin or by restoring the address imported earlier.