vtiger CRM v5.x

vtiger CRM v5.x

User and Administration Manual

crm-now and Frank Piepiorra

Copyright © 2004-2008 crm-now and Frank Piepiorra

crm-now c/o im-netz Neue Medien GmbH, www.crm-now.com

Permission is granted to copy, distribute and/or modify this document under the terms of the GNU Free Documentation License, Version 1.1 or any later version published by the Free Software Foundation; with the Back-Cover Texts being Back Cover Text. A copy of the license is included in Appendix D, GNU Free Documentation License. The vtiger CRM logo is a trademark of vtiger.com. crm-now and all crm-now based trademarks and logos are trademarks or registered trademarks of im-netz Neue Medien GmbH in Germany and other countries. crm-now is not affiliated with nor endorsed by vtiger.

Many of the designations used by manufacturers and sellers to distinguish their products are claimed as trademarks. Where those designations appear in this book, and crm-now was aware of a trademark claim, the designations have been printed in caps or initial caps. While every precaution has been taken in the preparation of this book, the publisher assumes no responsibility for errors or omissions, or for damages resulting from the use of the information contained herein.

crm-now makes no warranty for the use of vtiger CRM and assumes no responsibility for any errors which may appear in this document nor does it make a commitment to update the information contained herein.

Manual ID: 512-013-06

Revision History
Revision 02	2007-06-28
Second Edition
Revision 03	2008-03-14
Third Edition

Abstract

vtiger users and administration manual

Table of Contents

Why Read This Manual?
This Manual's Audience
Organization of This Manual
Getting This Manual
Request for Comments
Acknowledgements

1. Introduction

About this Manual

Manual Instructions

First Steps

Becoming a User
PC Setup and other Requirements
Login
CRM Home Page
Access Privileges
How to Start?

2. Data Entries for the CRM System

Customer contacts

New Leads
New Accounts
New Contacts
Export and Import of Leads, Contacts, Accounts and Vendors
Data Format for Imports
Hints for CSV and Excel Formats

Calendar and Activities

Calendar
All Events and ToDos
Import and Export of Activities

The Sales Process

Leads
Sales Potentials
Quotes
Sales Orders
Purchase Orders
Invoices

Product Related Entries

Products
PriceBooks
Vendors
Product Import and Export

3. Working with the CRM System

General Remarks

Working with Lists
Tag Cloud
Chat Functions
Tools Menu
Send and Receive E-mails

Working with the sales process

Working with Leads
Working with Potentials
Working with Support
Reporting and Analysis
Synchronizing CRM with Office Environment

4. Administrative Tasks

Role Based Security Basics

Introduction to Role Based Security
Definition of Terms

CRM Administration

User Administration
Studio
Communication Templates
Other Settings

Customer Portal

A. Administration Examples

Example I: Organizing a very small organization
Example II: Organizing Simple Hierarchies
Administration FAQ

B. HTML Examples

C. Resources

Latest Versions of this Manual
Resources for Resources
Other Material on vtiger CRM components.
International vtiger community
UTF-8 coding tools

D. ChangeLog

for vtiger CRM Version 5.x

E. GNU Free Documentation License

PREAMBLE
APPLICABILITY AND DEFINITIONS
VERBATIM COPYING
COPYING IN QUANTITY
MODIFICATIONS
COMBINING DOCUMENTS
COLLECTIONS OF DOCUMENTS
AGGREGATION WITH INDEPENDENT WORKS
TRANSLATION
TERMINATION
FUTURE REVISIONS OF THIS LICENSE
How to use this License for your documents

List of Figures

1.1. Login screen
1.2. CRM Home Page
1.3. Screen Top Area
1.4. My Preferences
1.5. Global Search
2.1. New Lead
2.2. New Account - Basic Information
2.3. New Account - More Information
2.4. New Contact - Basic Information
2.5. New Contact - More Information
2.6. Contact List View
2.7. Contact Import, Step 1
2.8. Contact Import, Step 2
2.9. Contact Import, Step 3
2.10. Export selection
2.11. Export Contacts
2.12. Sample for Lead Import File
2.13. Calendar - Hour View
2.14. New Event (Call or Meeting)
2.15. Event Reminder
2.16. Repeating Events
2.17. Event Relations
2.18. New Task / ToDo
2.19. Calendar Settings
2.20. Sharing Event Settings
2.21. All Events and ToDos - List View
2.22. All Events and ToDos - Detail View
2.23. Leads - List View
2.24. Lead Detail View - Master Data
2.25. Lead Detail View - More Information
2.26. Potential - Edit View
2.27. Potential Detail View - Master Data
2.28. Potential Detail View - More Information
2.29. Quote - Edit View for quote and address information
2.30. Product Details with Individual Tax Mode
2.31. Product Details with Group Tax Mode
2.32. Sales Order - Edit View for sales order and address information
2.33. Purchase Order - Edit View for purchase order and address information
2.34. Invoice - Edit View for invoice and address information
2.35. PDF output for invoices
2.36. Campaigns - List View
2.37. Campaign - Edit View
2.38. Campaign - Detail View More Information
2.39. New Product - Edit View Master Data
2.40. Display of multiple images for products
2.41. Product - Edit View More Information
2.42. New Price Book - Edit View
2.43. Pricebook - Detail View
2.44. Price Book - Product Selection List
2.45. New Vendor - Edit View
3.1. Access the Create List View
3.2. Create Custom List - Edit View
3.3. Basic Search at List View
3.4. Advanced Search at List View
3.5. Tag Cloud
3.6. Chat View
3.7. Note - Edit View
3.8. E-Mail listing at Contact Detail View
3.9. Compose an E-Mail
3.10. Mass Mailing Selection
3.11. Create Mass Mailing E-Mail
3.12. E-Mails Menu
3.13. Incoming Mail Server Details
3.14. Lead List View
3.15. Lead Detail View - Master Data
3.16. Convert Leads
3.17. Potentials List View
3.18. Trouble Tickets - List View
3.19. Ticket - Edit View
3.20. Ticket Detail View - Master Information
3.21. Ticket Edit View
3.22. New FAQ Entry
3.23. Dashboard
3.24. Reports Home
3.25. Report Detail View
3.26. New Report Detail
4.1. Special Admin Function at Users Menu
4.2. Users, Roles and Profiles Relations
4.3. Group of Users - Example
4.4. Group of Roles - Example
4.5. Hierarchy Example
4.6. Group of Roles with Subordinates - Example
4.7. Sample Hierarchy for Groups
4.8. Additional Settings Button
4.9. User List View
4.10. User Detail View
4.11. Company Hierarchy Example
4.12. Role - Edit View
4.13. Profiles - List View
4.14. New Profile - Step 1
4.15. New Profile - Step 2
4.16. Groups - List View
4.17. Group - Detail View
4.18. Group - Edit View
4.19. Global Access Privileges - List View
4.20. Fields Manager for Calendar
4.21. Audit Trail - Configuration Menu
4.22. Audit Trail - Report
4.23. User Login History
4.24. Custom Fields - List View
4.25. Custom Field Definition
4.26. Map Lead Custom Fields
4.27. Studio Picklist Editor
4.28. E-Mail Templates - List View
4.29. E-Mail Template - Detail View
4.30. E-Mail Template - Edit View
4.31. Mail Merge Template - List View
4.32. Mail Merge Template - Edit View
4.33. Notification Schedulers - List View
4.34. Inventory Notifications
4.35. Inventory Terms & Conditions - Detail View
4.36. Company Information - Detail View
4.37. Outgoing Mail Server Configuration - Edit View
4.38. FTP Server Configuration - Detail View
4.39. Currency Configuration
4.40. Currency - Edit View
4.41. Tax Setting - List View
4.42. Proxy Server Settings - Edit View
4.43. Announcement View
4.44. Announcement - Edit View
4.45. Customize Invoice Number
4.46. Default and Singlepane View Details

List of Tables

1.1. List of block information at Home
1.2. List of special fields at My Preferences
2.1. Contact Information
2.2. Overview event information
2.3. More Information at Leads
2.4. List of default master data entry fields for potentials
2.5. List of more information entry fields for potentials
2.6. List of default master data entry fields for quotes
2.7. List of default product entry fields for quotes
2.8. List of default master data entry fields for sales orders
2.9. List of default master data entry fields for purchase orders
2.10. List of default master data entry fields for invoices
2.11. List of default master data entry fields for campaigns
2.12. List of default master data entry fields for product information
2.13. List of default master data entry fields for product pricing information
2.14. List of default master data entry fields for product stock information
2.15. List of default master data entry fields for more information to products
2.16. List of default master data entry fields for vendor information
3.1. List of common entry fields for outgoing e-mails
3.2. List of supporting buttons for outgoing e-mails
3.3. List of settings entry fields for incoming e-mails
3.4. List of settings for lead conversion
3.5. List of default entry fields for tickets
4.1. Privilege Types at Profiles
4.2. List of default entry fields for User Login and Role
4.3. List of default entry fields for User More Information
4.4. Sharing Permission Types
4.5. Sharing Rules for Modules
4.6. Custom Field Types
4.7. Currency Information


		Preface

© 2004-2007 crm-now c/o im-netz GmbH, Berlin, Germany