Close and Manage Your Leads: Document Tracker

Published on February 16, 2020
4 min read
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4 min read

Smooth, fast, and seamless collaboration is what companies need these days. Businesses thrive when teams and departments are able to access all the necessary files and documents to collaborate together towards the completion of a project or the closing of a deal. This can be confusing when done traditionally– like manually collating all the inputs from several teams and departments to complete a file. Or time-consuming– when you have to wait for responses and manually transfer data from one file to another. All of these are addressed by CRM software like Saphyte and specifically the document tracker that goes with it.

In this article, we will break down this feature and explain how this can help you grow as a business.

Guide Points:

  1. What is a document tracker?
  2. How this can help your business
  3. What about role-based restriction?
  4. More from Saphyte’s Marketing Management function
  5. Tips on engaging your leads through email

What is a document tracker?

A document tracker is a tool that goes with CRM systems like Saphyte that allows you to upload, download, access, and monitor the files and documents in one centralized platform.

In Saphyte, this is called the media library and it is where you can share your documents for the entire team to access to help you close deals faster. Some media content can help improve the sales process and with a unified library, each team can choose the media file that fits their needs to get the business going.

You can also connect to email accounts or apps that your team is already using like GMail and Outlook and track the documents that your leads are engaging with.

How document trackers can help your business

Document trackers can help your business by providing meaningful information about the documents or attachments that your leads are engaging with. It lets you know which content sells and which one does not. Document trackers also allow teams and departments to collaborate and share the files and documents that each one has. This seamless collaboration fast-track the sales process and helps businesses close deals faster.

Saphyte can also help sales teams streamline all of their corporate activities and integrate them into one powerful platform. Saphyte has sales and marketing tools designed to improve business efficiency and productivity. It helps businesses manage customer data, conduct marketing tactics and strategies, and identify opportunities for the long haul. Overall, Saphyte has been proven to help businesses achieve growth and build long-term customer relationships.

Role-based restriction

When files are sensitive and confidential, not everyone in your company should be able to access them. That is what role-based restriction is for. It helps restrict access to a centralized database according to the role assigned to a user. This conforms to the hierarchy of an organization, with the top management having full control and access to the system and the bottom of the pyramid having extremely limited access.

It is undeniable that role-based access allows you to control the flow of information which enables you to protect the confidential information in your CRM system. This is extremely important as some government regulations require businesses to protect their customers’ information. Failure to do so can cost businesses millions. And a potential prohibition to operate, which can devastate an entire company.

Role-based access also allows you to empower departments and all the people in your business to work with the information given to them, without compromising on the risk of a data breach, hacking, and identity theft.

Saphyte’s Marketing Management function

Saphyte’s Marketing Management feature is designed to enable you to effectively engage your new, potential, and existing customers. It is built with functions that allow you to reach out to your customers in multiple channels and monitor the effectiveness of your campaigns. 

This feature has three major functions: Email Marketing, Campaigns Management, and Landing Pages.

The Email Marketing function allows you to send emails, schedule the sending of emails, track which customer opened an email, and a whole lot of other functions to enhance your relationship with your customers through the power of email. This helps increase your lead converts.

Campaigns Management is designed to give you a 360-degree view of your campaigns. It recognizes the importance of channeling your brand effectively to your target audience.

Landing Pages enable you to effectively promote your brand. It is equipped with tools that allow you to customize and design the landing page based on your target viewer’s preference.

Tips on engaging your leads through email

Saphyte’s Email Marketing function allows you to send emails, schedule the sending of emails, track which customer opened an email, and a whole lot of other functions to enhance your relationship with your customers through the power of email. This helps increase your lead converts.

This function also allows you to track the documents and attachments you have sent to your leads and clients and whether they have been opened by your email recipients or not.

  • Craft a subject line and preview text that your target readers won’t be able to resist

Ever read a subject line so punchy you just had to click on it and see what the email is about? The art of creating irresistible subject lines and preview texts requires a lot of creativity – and careful assessment to check whether something is working or not.

Examples of good subject lines:

Check out this hot *insert item* we got for you!

This is the Best *Insert Subject* You’ll Ever See

  • Know what to do with the right person

Not all customers are made the same. Your target customers have varying degrees of interaction with you (and they have varied preferences as well). 

Some customers would love to open an email of yours if it’s about discounts. Others may not fall for the same trap but would love to check new items that they might need. These differences are difficult to identify and monitor. And often you will need a tool for this. 

Check out types of customers and what you should do with them:

1. Someone who keeps on opening your e-mails but made no purchases

If a customer kept on opening your e-mails but has made no purchase yet, craft an automated email message that gives them an extra push to buy your product – be it in the form of an extra discount if they buy that day or a freebie you will give them if they buy within 24 hours. This will help you close the deal easily.

2.Someone who has not opened your e-mail for the past 3 months

If someone has not opened your e-mail for a long time, maybe it is time to bid goodbye. Remove that contact from your list and start focusing on the other leads. If a person opens only certain types of e-mails, refine your segmentation strategy and make sure you are only sending relevant content to that person.

3. Someone who has not clicked on your e-mail’s CTA button 

One of the indicators of a successful e-mail marketing campaign is the CTR or click-through rate. This measures how many of your target recipients are clicking on the CTA button of your e-mail. Analyze why they are not clicking through: is it the content? Is it the design? Are they just not interested? Then make decisions from there.

4. Someone who has not made a second purchase in months

Win back those who have not made another purchase after making one by giving them a special offer they cannot resist. But for you to do this, you need to keep track of those who have made a purchase so you can launch an automated e-mail campaign to motivate them to do another purchase.


Knowing what to do with the right person allows you to adjust and adapt to changing customer preferences. It also allows you to keep your e-mail marketing campaign updated and working. If you launch the appropriate action towards the right customer, it only increases the chances of sales conversion happening which helps your business in the long run.

April 22, 2020