Vtiger Settings

About settings of CRM

We need to log into crm as administrator and then navigate to the Settings and then CRM Settings.

This is the CRM Settings Main Page

Settings section divided by categories such as User Management, Modules, Configurations, etc.

In Settings we have do multiple things, For an example :

1. Permissions – User, Roles, sharing rules
2. Create / re-arrange Fields
3. Enable/disable Module
4. Picklist ( Roll based, Color, dependency )
5. Configuration
6. Outgoing

1 Permissions – User, Roles, sharing rules

User Management

User Management have six settings categories

User

We can add or import new users here

Enter the information for our new user.we need fill the mandatory fields to complete the add user.

1. User Login & Role: Enter the login details for the new user and the role.
2. Calendar Settings: Enter the calendar settings to be used for the new user.
3. Currency and Number Field Configuration: Select the currency configuration for the new user.
4. More Information: Additional information for the new user.
5. User Address: Enter the address of the new user.
6. User Photograph: Upload a picture for the new user.
7. User language: We can select a language for the entire system.

Add a Admin User If we want an user as admin enabled the Admin checkbox option

Roles

To create new role in vtiger, This will display the current roles on our crm. They are in a certain hierarchy for easier review. Now, to create a new role, we need to move your mouse over an existing one and click on the + (plus) sign. This will create a new role on the same level in the hierarchy tree. For this example, we have moved the mouse cursor over the Vice President role as we want to create a new role (Senior Software Engineer).

Details of a New Role

Name - Set a unique name for the new role.

Reports to - This will be automatically selected as per the hierarchy tree.

Copy Privileges From - If we have a similar role on crm, we can copy all of the privileges from it. Otherwise,

we can enable the required options to the new role.

Sharing Rules

The sharing rules feature of vtiger allows us to state the specific information on our crm that a user can see. This is one of the core features of vtiger.

The permissions of sharing rules

• Private - A user will be able to read or edit this record only if it is assigned to a particular person
• Public Read only - Everyone can only read this record.
• Public Read,Create/Edit - Everyone can read, create/edit the record.
• Public Read, Create/Edit, Delete - Everyone can read, create/edit and remove this record.

We can choose the module and we can add custom rule using 'Add Custom Rule' button

2 Create / re-arrange Fields

Module Management

Module Management has three options

1. Modules
2. Module Layout& fields
3. Module Numbering

Modules

Here we can Add or Enable / Disable modules

Module Layout & fields

We can add fields and Block here

Add Block

Add Fields we need fill the fields and check boxes to complete the add a field.

Configurations

Configuration section has the main settings of crm. Company Details, Currency, Outgoing Server, etc.

Company Details

• Edit the data for the following fields:

• Company Logo: Select a logo image from your personal computer by clicking on the Choose File button.

• Company Name: The name of your company.

• Address: Enter the address of your company.

• City: Enter the city, where your company is based.

• State: Enter the state, where your company is based.

• Postal Code: Enter the postal code for the location of your company.

• Country: Enter the country, where your company is based.

• Phone: Enter the phone number of your company.

• Fax: Enter the fax of your company.

• Website: Enter your company’s website.

Configuration Editor

Here you can add

• Helpdesk Support Email-Id : This will be the email the Support Requests will be sent & received into CRM

• Helpdesk Support Name : Enter the Support Name

• Maximum Upload Size (Max 5MB) : Here we can decide the maximum file upload size for a document

• Default Mode : Choose a module from Drop down (Picklist) to set the default page / landing page loads immediately after login. Example, if you choose 'Contacts', after login Contacts List view will be loaded. Current 'Dashboard' is default"

• Maximum text length in List View : We can Shorten or lengthen the text in list view.For an example I put Length = 10 Result

• Maximum entries per page in List View : Enter maximum records for a pagination

Outgoing Server

Edit the following options:

• Server Name: mail.example.com (we need to add a domain name)
• User Name: Enter a email account to be used. This is the email account created in the previous step.
• Password: Enter the password for the email account
• From Email: Enter a email account again
• Requires Authentication: Check the box.

After save the changes, The system will automatically reconfigure your vtiger installation and enable the use of SMTP for the mail service of your website.

Picklist Fields and Values

Picklists is the name of Drop down fields in the CRM. It can be single value or multi select picklist. These are custom developed dropdowns with select2 javascript library on the top of HTML dropdowns.

Here we can add picklist fields values and picklist related settings.

Here we first should select the module and select the picklist field then Add a value from Click the Add Value Button. In Add value Popup we can select a color for the picklist value.

after that we can assign a role to values it's called Role based picklist

Picklist Dependency

Picklist Dependency is a feature that helps in specifying the details of the field being selected, There will be needed a module, a source field, and a target field to make up a new Picklist Dependency.

Select the desired targets (once selected, they get marked by a tick and blue highlight for the ease) and Save.

If we put like above image result should be like this

Workflows

Workflows are used to automate Business Processes. Example, approving a Purchase order to send supplies.

Create workflows : Settings > Automation > Workflows, Choose module, then click "Add Workflow" button.

Update fields

An entity module's fields can be auto populated / updated when a workflow condition is met

How to add a workflow - Update field?

Send email

Emails can be sent through workflows

How to add a Workflow - Send email?