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<h1 id="Introduction"><a name="Introduction_to_Vodafone_CRM_Administration" data-mc-generated-bookmark="TOC"></a>Introduction to Vodafone CRM Administration</h1>
<h2 id="Overview"><a name="Overview_..1177" data-mc-generated-bookmark="TOC"></a>Overview</h2>
<p>Welcome to Vodafone CRM - a commercial, open source Customer Relationship Management (CRM) application. Strong relationships are at the core of every organization's success. Vodafone CRM brings ease and order to the creation, development, and maintenance of your organization's important relationships.</p>
<p>Vodafone CRM consists of interrelated records in modules such as Accounts, Contacts, Opportunities, Cases, Meetings, Emails, etc. and wraps your data in an intuitive user interface which helps make sense of these different elements of your business. Whatever your organization's focus - sales, marketing, support, or other ventures - Vodafone CRM's flexible modules bend to align with your business' models and practices. Manage your relationships from inception to fruition and beyond with Vodafone CRM's built-in modules and relationships as well as your configurations available to Vodafone CRM administrators.</p>
<h2 id="Core_Admin_Features"><a name="Core_Admin_Features" data-mc-generated-bookmark="TOC"></a>Core Admin Features</h2>
<ul>
<li value="1"><a href="#Team" class="selected">Team</a> management to manipulate user access</li>
<li value="2"><a href="#Email" class="selected">Email</a> management to configure incoming and outgoing system email accounts and behaviors</li>
<li value="3"><a href="#System" class="selected">System</a> management to control functional aspects and system-wide preferences within Vodafone CRM</li>
<li value="4"><a href="#PDF_Manager" class="selected">PDF Manager</a> to create templates controlling the appearance of generated PDF files</li>
</ul>
<h1 id="Admin_Wizard"><a name="Admin_Wizard" data-mc-generated-bookmark="TOC"></a>Admin Wizard</h1>
<h2 id="Overview"><a name="Overview_..1178" data-mc-generated-bookmark="TOC"></a>Overview</h2>
<p>Vodafone CRM offers administrators a wide range of configuration options to set up their account. Upon your initial log into Vodafone CRM, you will go through configuring some basic settings (i.e. Your Information, Your Locale, etc.) for your user profile. You may skip these steps and configure these settings in your user preferences at a later time. Once your user profile set up is complete, you will be able to navigate to a specific area of Vodafone CRM to perform various administrative functions (e.g. importing data etc.) as well.Please note that system administrators can also set up each user's basic settings. This documentation will cover the various options available when first accessing your Vodafone CRM account.</p>
<h2 id="Login_Screen"><a name="Login_Screen" data-mc-generated-bookmark="TOC"></a>Login Screen</h2>
<p>The Vodafone CRM login screen is where you enter your login credentials (user name and password) to access your instance. Enter in your instance URL
(e.g. <span>https://example.Vodafone CRMondemand.com</span>) on your web browser to load Vodafone CRM's login screen. If you do not know your instance URL or login credentials, please reach out to another system administrator in your organization for assistance. The Admin Wizard will launch upon your first successful log in to Vodafone CRM allowing you to configure various system-wide settings as well as some personal settings. </p>
<h3 id="Language"><a name="Language_..1179" data-mc-generated-bookmark="TOC"></a>Language</h3>
<p>User's have the option to choose the primary language they want displayed in Vodafone CRM by clicking the Language icon on the bottom right of the Login screen. The Language dropdown list will appear allowing you to select the appropriate language you want displayed in your Vodafone CRM account. The out-of-the-box default language in Vodafone CRM is English (US), but administrators can change the default language globally via Admin > Locale. For more information on configuring the default language in Vodafone CRM, please refer to the <a href="#Locale" class="selected">Locale</a> section. Once the default language is changed, it will display as the default selection on the login screen for all user's. Please note that you will need to select the language you want displayed each time you log in or the default language will display in Vodafone CRM. Administrators can also configure what languages are available to select in the Language dropdown list via Admin > Languages. For more information on managing the available languages, please refer to the <a href="#Languages" class="selected">Languages</a> section.</p>
<p>
<img src="http://support.sugarcrm.com/files/f1298cad-5394-8921-e20b-55030215b37f.png" alt="http://support.sugarcrm.com/files/f1298cad-5394-8921-e20b-55030215b37f.png" height="156" width="180" />
</p>
<p>The following languages are available to display in Vodafone CRM:</p>
<table cellspacing="0" cellpadding="4" border="1">
<tbody>
<tr>
<td>Albanian</td>
<td>Italian</td>
</tr>
<tr>
<td>Arabic</td>
<td>Japanese</td>
</tr>
<tr>
<td>Brazilian Portuguese</td>
<td>Korean</td>
</tr>
<tr>
<td>Bulgarian</td>
<td>Latvian</td>
</tr>
<tr>
<td>Catalan</td>
<td>Lithuanian</td>
</tr>
<tr>
<td>Chinese</td>
<td>Norwegian</td>
</tr>
<tr>
<td>Czech</td>
<td>Polish</td>
</tr>
<tr>
<td>Danish</td>
<td>Portuguese</td>
</tr>
<tr>
<td>Dutch</td>
<td>Romanian</td>
</tr>
<tr>
<td>English (UK)</td>
<td>Russian</td>
</tr>
<tr>
<td>English (US)</td>
<td>Serbian</td>
</tr>
<tr>
<td>Estonian</td>
<td>Slovak</td>
</tr>
<tr>
<td>Finnish</td>
<td>Spanish</td>
</tr>
<tr>
<td>French</td>
<td>Spanish (Latin)</td>
</tr>
<tr>
<td>German</td>
<td>Swedish </td>
</tr>
<tr>
<td>Greek</td>
<td>Turkish</td>
</tr>
<tr>
<td>Hebrew</td>
<td>Ukrainian</td>
</tr>
<tr>
<td>Hungarian</td>
<td />
</tr>
</tbody>
</table>
<h2 id="Your_Information"><a name="Your_Information" data-mc-generated-bookmark="TOC"></a>Your Information</h2>
<p>Once the Admin Wizard is completed, you will have the option to configure some of your personal settings via the User Wizard. The Your Information step is where you can enter key information (i.e. name, email address, and phone) about yourself to be stored in your user profile. Please note that the information you provide on this step can be updated in your user preferences at a later time if desired. For more information on configuring your personal information under user preferences, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#User_Profile_Tab">User Profile Tab</a> section of the Getting Started documentation.</p>
<p>The following options are available to configure your user profile:</p>
<ul>
<li value="1"><strong>First Name</strong> : Enter your first name.</li>
<li value="2"><strong>Last Name </strong>: Enter your last name.</li>
<li value="3"><strong>Email Address</strong> : Enter your email address.</li>
<li value="4"><strong>Office Phone</strong> : Enter your office number.</li>
</ul>
<p><span><img src="http://support.sugarcrm.com/files/6e191006-ec69-2eed-6a0a-550302cae46e.png" alt="http://support.sugarcrm.com/files/6e191006-ec69-2eed-6a0a-550302cae46e.png" width="518" height="284" /></span>
</p>
<p>Please note that all required fields will indicate "Required" in the field and must be completed prior to moving to the next step of the wizard. Once your personal information is entered, click "Next".</p>
<h2 id="Your_Locale"><a name="Your_Locale" data-mc-generated-bookmark="TOC"></a>Your Locale</h2>
<p>The Your Locale step is where you can configure the date, time, and name format you want displayed in Vodafone CRM based on your current geographical location. Unlike the <a href="Sugar_Enterprise_Application_Guide.html#Locale_Settings">system locale settings</a>, this is where you can specify how you would like data displayed in your specific user account. Please note that the information you provide on this page will override the system locale settings and can be updated in your user preferences at a later time if desired. For more information on configuring your locale settings, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#Locale_Settings">Locale Settings</a> section of the Getting Started documentation.</p>
<p>The following options are available to configure your locale settings:</p>
<ul>
<li value="1"><strong>Time Zone</strong> : Select the time zone based on your current location.</li>
<li value="2"><strong>Date Format</strong> : Select the format you want the date stamps displayed in Vodafone CRM.</li>
<li value="3"><strong>Time Format</strong> : Select the format you want the time stamps displayed in Vodafone CRM.</li>
<li value="4"><strong>Name Format </strong>: Select the format you want the concatenated name fields displayed in Vodafone CRM's list view and record view.</li>
</ul>
<p>Once your locale information is entered, click "Next".</p>
<p>
<img src="http://support.sugarcrm.com/files/2cd5e23a-66bd-9500-c1ab-5503022e12b9.png" alt="http://support.sugarcrm.com/files/2cd5e23a-66bd-9500-c1ab-5503022e12b9.png" width="508" height="276" />
</p>
<p>The following page confirms that you are ready to use Vodafone CRM and allows you to perform various administrative functions. Selecting the action item(s) will take you directly to the specific area of the Admin page to import data from external sources, etc. Please note that you can click "Start Vodafone CRM" to go directly into your Vodafone CRM account if you wish to configure these settings at a later time.</p> <p><img src="http://support.sugarcrm.com/files/ea61d2a3-9a08-2d74-b4a3-55030248caef.png" alt="http://support.sugarcrm.com/files/ea61d2a3-9a08-2d74-b4a3-55030248caef.png" width="513" height="279" /></p><h1 id="Team_Management"><a name="Team_Management" data-mc-generated-bookmark="TOC"></a><a name="Team"></a>Team Management</h1><h2 id="Overview"><a name="Overview_..1180" data-mc-generated-bookmark="TOC"></a>Overview</h2><p>Team Management is used in Vodafone CRM to define permissions and groupings for users. These permissions cover what records a user is and is not able to access. Teams are used in conjunction with <a href="#Role_Management" class="selected">Roles</a> to form a robust security model for non-admin users in Vodafone CRM. Users can use team settings on specific records to allow different users within Vodafone CRM the option to view these given records. Team settings can also be used as a form of organization, thereby separating records to be associated to specific teams for better tracking. Teams can be based on departments, geographic regions, or whatever else works best in a given organization.</p><h2 id="Teams_Module_Tab"><a name="Teams_Module_Tab" data-mc-generated-bookmark="TOC"></a>Teams Module Tab</h2><p>The Teams module tab is accessed by navigating to the Admin menu and clicking on Team Management under the Users panel. Clicking on the Team Management link will bring you to the Teams list view and show the Teams module tab. You may hover on the tab to display the Actions and Recently Viewed menus for Teams. The Actions menu allows you to perform important actions within the module. The <a href="#Viewing_Via_Recently_Viewed" class="selected">Recently Viewed</a> menu displays the list of teams you last viewed in the module.</p><p><img src="http://support.sugarcrm.com/files/d9974a51-b893-13c8-a2b3-550300108a48.png" alt="" width="333" height="208" /></p><p>The Actions menu allows you to perform the following operations:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Menu Item</strong></td><td><strong>Description</strong></td></tr><tr><td><a href="#Creating_Teams" class="selected">Create Team</a></td><td>Opens the edit view to create a new team</td></tr><tr><td><a href="#Viewing_Teams" class="selected">Teams</a></td><td>Opens the list view layout to search and display teams</td></tr></tbody></table><h2 id="Team_Types"><a name="Team_Types" data-mc-generated-bookmark="TOC"></a>Team Types</h2><p>From an administrative standpoint, teams will be handled differently based on their types. From a user standpoint, all teams will be treated pretty much the same. Each team type has their own special set of characteristics that aid in defining it. The team types defined as:</p><ul><li value="1"><a href="#The_Global_Team" class="selected">The Global Team</a></li><li value="2"><a href="#Standard_Teams" class="selected">Standard Teams</a></li><li value="3"><a href="#Private_Teams" class="selected">Private Teams</a></li></ul><h3 id="The_Global_Team"><a name="The_Global_Team" data-mc-generated-bookmark="TOC"></a>The Global Team</h3><p>The Global team is created automatically when a Vodafone CRM instance is created. Global is the default team for all new users, and every user is a member of the team by default. Global is a universal team, so any records associated to the global team will be viewable by the users on this team. The global team is intended to be available for all users and a shared team for all users in Vodafone CRM.</p><p><strong>Note:</strong> You cannot delete the Global team.</p><h3 id="Standard_Teams"><a name="Standard_Teams" data-mc-generated-bookmark="TOC"></a>Standard Teams</h3><p>Standard Teams can be created by administrators via Team Management. These are to be used throughout Vodafone CRM to organize and grant access on organizational specifics to your organization. Standard teams are often broken out into groups by departments, geographical regions, or duties. For example, you may have an East and West team, and also a Sales and Support team.</p><h3 id="Private_Teams"><a name="Private_Teams" data-mc-generated-bookmark="TOC"></a>Private Teams</h3><p>For every user that is created in Vodafone CRM, a corresponding private team is automatically created in the Teams module. By default, the private team name is the user's first and last name. A private team name will be updated any time the corresponding user's profile is edited and re-saved, even if the change was not made to the user's first or last name. For example, the private team for Jane Smith will be automatically named "Jane Smith". If the administrator edits private team "Jane Smith" to "Jane Smith-HR", and then user Jane Smith later updates the phone number on her user profile, Vodafone CRM will revert the private team name back to the user's first and last name, "Jane Smith".</p><p><strong>Note: </strong>Private teams are not deleted in the same method as other teams. For more information on deleting private teams, please review the <a href="#Deleting_Teams" class="selected">Deleting Teams</a> section of this guide.</p><h2 id="Team_Membership_Types"><a name="Team_Membership_Types" data-mc-generated-bookmark="TOC"></a>Team Membership Types</h2><p>Team memberships are given to users in one of two ways, either by explicit or implicit membership. Regardless of the type, membership will control what records <a href="#Regular_User" class="selected">regular users</a> are able to see. Each membership can be granted in different ways and can constitute different functionality. Team membership is represented in the team's <a href="#Teams_Detail_View" class="selected">detail view</a>, as well as the user's <a href="#Users_Detail_View" class="selected">detail view</a>.</p><p><strong>Note: </strong>Administrators do not adhere to team security and therefore can see all records.</p><p>Explicit team membership is forged when the relationship is defined from either the team's or user's detail view. In addition, explicit relationships are also represented with <a href="#Private_Teams" class="selected">private team</a> memberships. Explicit memberships, other than private teams, can be <a href="#Removing_Users_From_Teams" class="selected">removed</a> as necessary from the team's or user's detail view. Explicit memberships will also include membership functionality for actions such as <a href="#Workflow_Management" class="selected">workflows</a> or <a href="#Inbound_Email" class="selected">inbound email</a>.</p><p>Implicit team membership is used for record visibility. Implicit membership relies on the "Reports To" field in the <a href="Sugar_Enterprise_Application_Guide.html#User_Profile">User Profile</a>. When one user reports to another, the hierarchy of the "Reports To" field is kept in tact. The user being reported to will inherit the team membership of the subordinate user and be able to see any records on both his or her own team, and the teams of which the subordinate user is a member. The subordinate's teams can either be explicit or implicit teams in this scenario.</p><p><strong>Note: </strong>Implicit relationships cannot be removed, but the cause for their relationship can be broken by changing the reporting hierarchy.</p><p>In the Team's detail view, the user's subpanel will showcase which relationships are explicit and which are implicit. In the "Membership" column of the Users subpanel, the user will either be marked as a "Member", meaning that they are an explicit member, or "Member Reports-to", meaning they are an implicit member. In addition, the users marked with the "Member Reports-to" will not include an "Unlink" button, as they have another user (or users) reporting to them on this team.</p><p><img src="http://support.sugarcrm.com/files/19c467ad-997f-12e8-39c0-5503009757cf.png" alt="" width="570" height="183" /></p><h2 id="Creating_Teams"><a name="Creating_Teams" data-mc-generated-bookmark="TOC"></a>Creating Teams</h2><p>There are two methods that can be used to create teams in Vodafone CRM. These are via the Teams module tab's action list or by duplicating an existing team and then editing it. After initially creating the team, the administrator will need to associate users to the <a href="#Adding_Users_to_Teams_Via_Teams_Module" class="selected">newly created team</a>.</p><p>For information on creating Private Teams, please review the <a href="#Repairing_Teams" class="selected">Repairing Teams</a> section of this documentation.</p><h3 id="Creating_Via_Teams_Module"><a name="Creating_Via_Teams_Module" data-mc-generated-bookmark="TOC"></a>Creating Via Teams Module</h3><p>The most common way to create a new team is via the Create Team option in the Team Management <a href="#Teams_Module_Tab" class="selected">module tab</a>. This opens up the edit view layout which allows you to enter in all the relevant information for the team.</p><p>Use the following steps to create a team via Team Management:</p><ol><li value="1">Navigate to Admin > Team Management.</li><li value="2">The Teams list view will open displaying all existing teams that are currently available. Hover over the "Teams" module tab that is now available and click on "Create Team".
<p><img src="http://support.sugarcrm.com/files/d03cd2fd-8e39-d998-e544-550300d6d7b1.png" alt="" width="163" height="203" /></p></li><li value="3">Enter a name and description of the team on the edit view screen that you are now presented with. Once this is complete, click Save.</li><li value="4">On the team's detail view, <a href="#Adding_Users_to_Teams_Via_Teams_Module" class="selected">add users</a> that are members of this team.</li></ol><h3 id="Creating_Via_Duplication"><a name="Creating_Via_Duplication_..1181" data-mc-generated-bookmark="TOC"></a>Creating Via Duplication</h3><p>You can also create a new team by duplicating an existing team. The duplicate option is useful if the team you are creating has a similar set of members or a similar description to an existing team</p><p>Use the following steps to create a team by duplicating an existing record:</p><ol><li value="1">Navigate to a team record's detail view.</li><li value="2">Click the Actions menu and select "Duplicate".</li><li value="3">The displayed edit view is pre-populated with the original team's values. Update the name field, and description if need be, then click "Save".</li><li value="4">On the team's detail view, <a href="#Adding_Users_to_Teams_Via_Teams_Module" class="selected">add any users</a> that are members of this team that are not on the original team, and <a href="#Removing_Users_From_Teams" class="selected">remove</a> any unwanted users.</li></ol><h3 id="Adding_Users_to_Teams_Via_Teams_Module"><a name="Adding_Users_to_Teams_Via_Teams_Module" data-mc-generated-bookmark="TOC"></a>Adding Users to Teams Via Teams Module</h3><p>A user has to be associated to a team to be able to view records that are associated to the specific team. Assigning a team is much like any other many to many relationship in Vodafone CRM, where many users can be associated to one particular team, and one user can also be assigned to multiple teams. From Team Management, a user can be associated to a team via the Users subpanel at the bottom of the detail view. To associate users to a team, follow the following steps:</p><ol><li value="1">Navigate to Admin > Team Management</li><li value="2">From the Teams list view, select the team that you are working with</li><li value="3">At the bottom of the page, click "Select User" from the Users subpanel
<p><img src="http://support.sugarcrm.com/files/a83f039b-00a7-a0e0-145d-5503001e6882.png" alt="" width="271" height="120" /></p></li><li value="4">Use the popup search menu to search for and select the user(s) you would like to add to this team where you can either click on the user's name or, if selecting multiple users, click their corresponding checkboxes and then click "Select"
<p><img src="http://support.sugarcrm.com/files/7817ec88-c6b7-0d7f-2463-5503009c5669.png" alt="" width="217" height="230" /></p></li><li value="5">After selecting the user(s) the popup search box will close and the user(s) will now be displayed in the Users subpanel for the team to complete the relationship
<p><img src="http://support.sugarcrm.com/files/d7127b5d-7245-6c53-a267-550300cd978d.png" alt="" width="218" height="132" /></p></li></ol><h2 id="Viewing_Teams"><a name="Viewing_Teams" data-mc-generated-bookmark="TOC"></a>Viewing Teams</h2><p>There are various options available for viewing team records in Vodafone CRM including via the Teams list view, Teams detail view, Teams Last Viewed menu, from dashlets, and from reports.</p><h3 id="Viewing_Via_List_View"><a name="Viewing_Via_List_View_..1182" data-mc-generated-bookmark="TOC"></a>Viewing Via List View</h3><p>The Teams list view displays all team records meeting the current search criteria. To access the list view, simply navigate to Admin > Team Management. Alternately, if you are looking at a team's detail view, you can click the Teams module tab to return to the list view. You can click the team's name to open the record in detail view. For more information on viewing teams via list view, please refer to the <a href="#Teams_List_View" class="selected">Teams List View</a> section of this documentation.</p><h3 id="Viewing_Via_Detail_View"><a name="Viewing_Via_Detail_View_..1183" data-mc-generated-bookmark="TOC"></a>Viewing Via Detail View</h3><p>The Teams detail view displays thorough team information showing the name and description of the team, followed by a subpanel of the users associated to the team. The detail view can be reached by clicking a team's link from anywhere in the application including from the Teams list view. For more information on viewing teams via detail view, please refer to the <a href="#Teams_Detail_View" class="selected">Teams Detail View</a> section.</p><h3 id="Viewing_Via_Recently_Viewed"><a name="Viewing_Via_Recently_Viewed_..1184" data-mc-generated-bookmark="TOC"></a>Viewing Via Recently Viewed</h3><p>As you access different teams, Vodafone CRM will keep track of which teams you have recently viewed. Hover on the Teams <a href="#Teams_Module_Tab" class="selected">Teams Module Tab</a> to see a list of your most recently viewed teams and click each name to open the team in detail view.</p><p><img src="http://support.sugarcrm.com/files/db6d1e0c-b8c5-eb10-4fbc-550300298ac4.png" alt="" width="340" height="201" /></p><h3 id="Viewing_Via_Dashlets"><a name="Viewing_Via_Dashlets_..1185" data-mc-generated-bookmark="TOC"></a>Viewing Via Dashlets</h3><p>The Home page displays a collection of Vodafone CRM Dashlets which allow users to get a quick view of various records, activities, reports, etc. You can view team information in most module specific dashlets. Clicking a team's name from any dashlet will open the team in detail view. For more information on using dashlets, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#04_Home">Dashlets</a> section of the Home documentation.</p><p><img src="http://support.sugarcrm.com/files/8b0f7772-3c7d-4f76-cc03-550300cd5767.png" alt="" width="414" height="233" /></p><h3 id="Viewing_Via_Reports"><a name="Viewing_Via_Reports_..1186" data-mc-generated-bookmark="TOC"></a>Viewing Via Reports</h3><p>Administrators have the option to build, run, and manage reports to gather key data from records within Vodafone CRM. When building a report, there are options to either run the report from the Teams module or add links to teams related to the records that are being reported on. Once the report is run, you will be able to view the team record's detail view by clicking the team's name in the report results. Please note that you can only directly access team detail views with Rows and Columns and Summation with Details-type reports as Summation and Matrix-type reports do not include hyperlinks in their display columns. For more information on using reports, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#50_Reports">Reports</a> documentation.</p><p><img src="http://support.sugarcrm.com/files/b1767f90-a888-9c1a-13c6-550300bd5b41.png" alt="" width="523" height="297" /></p><h2 id="Searching_Teams"><a name="Searching_Teams" data-mc-generated-bookmark="TOC"></a>Searching Teams</h2><p>The Teams list view search function searches for the name of the team to help you locate records easily and effectively. Once the search is performed, the relevant results will be displayed in the Teams list view below.</p><p>The buttons in the search panel have the following functions:</p><ul><li value="1"><strong>Search : </strong>Click the Search button or press your Return/Enter key to perform the search</li><li value="2"><strong>Clear : </strong>Click the Clear button to clear all criteria from the searchable fields</li></ul><p>To see all Team records, simply click "Clear" and then "Search" to perform a blank search with no name filter.</p><p><img src="http://support.sugarcrm.com/files/b0b0c8f5-04e8-e1be-d2c2-55030063775c.png" alt="" width="402" height="130" /></p><p> Please note that Vodafone CRM automatically appends the wildcard character (%) to the end of your search phrase. This allows the system to retrieve all records that start with the keyword entered in the search. If you would like to broaden the search, you can use the wildcard at the beginning of your text as well (e.g. %Administrator). This will pull up any record that has the word "administrator" in the name, regardless of how it starts or ends.</p><p>For more information on using the various search methods as well as how wildcards are used, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#03_Search">Search</a> documentation.</p><h2 id="Teams_List_View"><a name="Teams_List_View" data-mc-generated-bookmark="TOC"></a>Teams List View</h2><p>The Teams list view displays all teams meeting the current search criteria, if any. You can view the name and description of each team within the field columns. Click on the name of the team to access the <a href="#Teams_Detail_View" class="selected">detail view</a> for the team and review the settings further.</p><h3 id="Pagination"><a name="Pagination_..1187" data-mc-generated-bookmark="TOC"></a>Pagination</h3><p>List view displays the current search results broken into pages that you can scroll through rather than displaying potentially thousands of rows at once. To the right just below the search panel you can see which records of the total results set are currently being displayed. The two single-arrow Next and Previous buttons can be used to scroll through the records page-by-page. The two double-arrow First Page and Last Page buttons allow you to skip to the beginning or the end of your current results.</p><p>By default, Vodafone CRM displays 20 records per list view page.</p><p><img src="http://support.sugarcrm.com/files/7fbb05f9-8938-8c64-3f4a-5503005ae2f6.png" alt="" width="543" height="81" /></p><h3 id="Checkbox_Selection"><a name="Checkbox_Selection_..1188" data-mc-generated-bookmark="TOC"></a>Checkbox Selection</h3><p>Teams can be deleted in a mass-delete fashion via the list view by selecting all of the team records. To select individual team records on the Teams list view, mark the checkbox on the left of each row. To select or deselect multiple teams on the list view, use the options in the checkbox dropdown menu:</p><ul><li value="1"><strong>Select This Page </strong>: Selects all records shown on the current page of results</li><li value="2"><strong>Select All</strong> : Selects all records in the current search results across all pages of results</li><li value="3"><strong>Deselect All</strong> : Deselects all records that are currently selected</li></ul><p><img src="http://support.sugarcrm.com/files/381477fb-1181-f344-f5b7-550300255d98.png" alt="" width="372" height="178" /></p><p>For more information on deleting teams, please refer to the <a href="#Deleting_Teams" class="selected">Deleting Teams</a> section of this documentation.</p><h3 id="Actions_Menu"><a name="Actions_Menu_..1189" data-mc-generated-bookmark="TOC"></a>Actions Menu</h3><p>The Actions menu to the right of the checkbox dropdown allows you to perform various actions on the currently selected records.</p><p><img src="http://support.sugarcrm.com/files/140c8138-d356-9f3d-e0a9-550300e7b204.png" alt="" width="213" height="134" /></p><p>The options in the Actions menu allow you to perform the following operations:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Menu Item</strong></td><td><strong>Description</strong></td></tr><tr><td><a href="#Deleting_Teams" class="selected">Delete</a></td><td>Delete one or more teams at a time</td></tr><tr><td>Mass Update</td><td>Mass update one or more teams at a time</td></tr><tr><td><a href="Sugar_Enterprise_Application_Guide.html#51_Export">Export</a></td><td>Export one or more teams to a CSV file</td></tr></tbody></table><h3 id="Column_Sorting"><a name="Column_Sorting_..1190" data-mc-generated-bookmark="TOC"></a>Column Sorting</h3><p>List view provides the ability to sort all of the current search results by a field column in either ascending or descending order. To sort by a field or switch the sort direction, click the column header for either "Name" or "Description". The list view may be sorted by only one column at a time.</p><p><img src="http://support.sugarcrm.com/files/7915597b-9481-e653-684d-5503008e39e3.png" alt="" width="418" height="66" /></p><h2 id="Teams_Detail_View"><a name="Teams_Detail_View" data-mc-generated-bookmark="TOC"></a>Teams Detail View</h2><p>The Teams detail view displays thorough information about the team, as well as the ability to perform most actions related to team management. The detail view also includes a Users subpanel where users can be associated to the team and will therefore take on the team's properties.</p><h3 id="Actions_Menu"><a name="Actions_Menu_..1191" data-mc-generated-bookmark="TOC"></a>Actions Menu</h3><p>The Actions menu on the top left of each team's detail view allows you to perform various actions on the current record. </p><p><img src="http://support.sugarcrm.com/files/a495a8a5-2f3c-f807-2aa2-550300ff49a8.png" alt="" width="102" height="154" /></p><p>The options in the Actions menu allow you to perform the following operations:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Menu Item</strong></td><td><strong>Description</strong></td></tr><tr><td><a href="#Editing_Teams" class="selected">Edit</a></td><td>Edit the name and description of this team</td></tr><tr><td><a href="#Creating_Via_Duplication" class="selected">Duplicate</a></td><td>Duplicate this team to create a new team</td></tr><tr><td><a href="#Deleting_Teams" class="selected">Delete</a></td><td>Delete this team</td></tr></tbody></table><h3 id="Users_Subpanel"><a name="Users_Subpanel" data-mc-generated-bookmark="TOC"></a>Users Subpanel</h3><p>A user has to be associated to a team to be able to take on the team's membership settings. Assigning a user is much like any other many to many relationship in Vodafone CRM, where many users can be associated to one particular team, and one user can also be assigned to multiple teams. From Team Management, a user can be associated to a team via the Users subpanel at the bottom of the page. To associate uses to a team, follow the following steps:</p><ol><li value="1">Navigate to the detail view of the team that you would like to edit.</li><li value="2">At the bottom of the page, click "Select User" from the Users subpanel.</li><p><img src="http://support.sugarcrm.com/files/71620a7c-3582-aace-e473-550300063a14.png" alt="" width="230" height="116" /></p><li value="3">Use the popup search menu to search for and select the user(s) you would like to add to this team. You can either click on the user's name or, if selecting multiple users, click their corresponding checkbox and then click "Select".</li><p><img src="http://support.sugarcrm.com/files/49323886-1fe1-de45-dc61-5503005070c6.png" alt="" width="216" height="266" /></p><li value="4">After selecting the user(s) the popup search box will close and the user(s) will now be displayed in the Users subpanel for the team to complete the relationship.</li><p><img src="http://support.sugarcrm.com/files/d7127b5d-7245-6c53-a267-550300cd978d.png" alt="" width="218" height="132" /></p></ol><h3 id="Next_or_Previous_Record"><a name="Next_or_Previous_Record_..1192" data-mc-generated-bookmark="TOC"></a>Next or Previous Record</h3><p>On the upper right of the Teams detail view, there are two buttons that allow you to page through each team in the Teams list view's current search results. Clicking the Previous button displays the previous team of the current search results while clicking the Next button displays the next team of the current search results. The text in between shows which team result you are currently viewing within the total number of current results.</p><p><img src="http://support.sugarcrm.com/files/a0b4196b-3dde-1453-3ff9-55030070fd31.png" alt="" width="509" height="167" /></p><h2 id="Editing_Teams"><a name="Editing_Teams_..1193" data-mc-generated-bookmark="TOC"></a>Editing Teams</h2><p>Teams may be edited at any time to update or add information to the record or to edit existing information. You can make changes to existing team records via the Teams detail view and edit view, or from the Users module. Edit view is available within the Teams module and includes the Name and Detail fields.</p><h3 id="Editing_Via_Detail_View"><a name="Editing_Via_Detail_View_..1194" data-mc-generated-bookmark="TOC"></a>Editing Via Detail View</h3><p>You can edit teams via the detail view by clicking the Edit button on the upper left of the page. Once the edit view layout is open, update either the Name or Description fields, then click "Save" to preserve the changes made.</p><p><img src="http://support.sugarcrm.com/files/eeee2bc5-8241-4cee-c6fd-550300fa6642.png" alt="" width="228" height="200" /></p><h3 id="Editing_Via_List_View"><a name="Editing_Via_List_View_..1195" data-mc-generated-bookmark="TOC"></a>Editing Via List View</h3><p>You can edit teams via the list view by clicking the Pencil icon to the left of each team's name. After clicking the pencil, the window will move to the edit view. Update the necessary fields, then click "Save" to preserve the changes. After saving from the edit view, you will be returned to the detail view for the record that you just updated. Because this method brings you to the edit view, the Name and Description fields can be updated.</p><p><img src="http://support.sugarcrm.com/files/28c8f80e-e5fd-6533-7c39-5503004b46c2.png" alt="" width="325" height="67" /></p><h2 id="Deleting_Teams"><a name="Deleting_Teams" data-mc-generated-bookmark="TOC"></a>Deleting Teams</h2><p>If a team record is invalid or is no longer being used in your organization's Vodafone CRM instance, it may be deleted from either the Teams detail view or list view. Deleting via the detail view allows you to delete a single record while the list view allows for mass deleting multiple records at once. Deleting team records will not delete any related user records and will only remove the relationship.</p><p>The exception to this is found when trying to delete any <a href="#Private_Teams" class="selected">private teams</a>. Private teams are only able to be deleted when the user that the team is for has been deleted. To delete a private team, first delete the user via the user's detail view<a href="#Deleting_Users" class="selected"></a>.</p><h3 id="Deleting_Via_Detail_View"><a name="Deleting_Via_Detail_View_..1196" data-mc-generated-bookmark="TOC"></a>Deleting Via Detail View</h3><p>Use the following steps to delete a team via the detail view:</p><ol><li value="1">Navigate to the team record's detail view.</li><li value="2">Select "Delete" from the Actions menu.</li><p><img src="http://support.sugarcrm.com/files/3c56e9ee-a2f4-0f23-3478-5503005de1c4.png" alt="" width="219" height="127" /></p><li value="3">A pop-up message will display asking for confirmation. Click "Ok" to proceed.</li></ol><h3 id="Deleting_Via_List_View"><a name="Deleting_Via_List_View_..1197" data-mc-generated-bookmark="TOC"></a>Deleting Via List View</h3><p>Use the following steps to delete one or more teams via the list view:</p><ol><li value="1">Navigate to the Teams list view by navigating to Admin > Team Management.</li><li value="2">Use the <a href="#Searching_Teams" class="selected">Search</a> functionality to search to find the Team records you wish to delete.</li><li value="3">Select the desired team records individually or using the <a href="#Checkbox_Selection" class="selected">checkbox dropdown's options</a>.</li><li value="4">Choose "Delete" from the Actions menu.</li><p><img src="http://support.sugarcrm.com/files/1319f17a-97e7-2b25-3024-5503003c64fd.png" alt="" width="323" height="171" /></p><li value="5">A pop-up message will display asking for confirmation. Click "Ok" to proceed.</li></ol><p>Due to PHP memory limitations on the server, there may be occasions when the application times out while deleting a large number of team records. If you encounter an error when performing this action, we recommend selecting the records in smaller batches.</p><h2 id="Removing_Users_From_Teams"><a name="Removing_Users_From_Teams" data-mc-generated-bookmark="TOC"></a>Removing Users From Teams</h2><p>Users can be associated to multiple teams, and one team can also be associated to many users. As changes occur within an organization, there may be times that users need to be removed from specific teams. Breaking the relationship between a team and a user can be done from the Teams detail view.</p><p>To remove a user from a team, use the following steps:</p><ol><li value="1">Navigate to the team record's detail view</li><li value="2">Click "unlink" to the right of the user's row.</li><p><img src="http://support.sugarcrm.com/files/4b423606-f46d-9adb-22b4-550300843053.png" alt="" width="600" height="143" /></p><li value="3"><p>A pop-up message will display asking for confirmation. Click "Ok" to proceed.</p></li></ol><h1 id="System"><a name="System" data-mc-generated-bookmark="TOC"></a>System</h1><h2 id="Overview"><a name="Overview_..1198" data-mc-generated-bookmark="TOC"></a>Overview</h2><p>Vodafone CRM comes with the ability to configure many different system settings to personalize the way Vodafone CRM works. The System section is only available to administrative users and can be accessed via the Admin screen. The following sections are available options from the System section.</p><p>System contains the following menus:</p><table border="1" cellspacing="0" cellpadding="4"><tbody><tr><td><a href="#Locale" class="selected">Locale</a></td><td>Set default localization settings for your system</td></tr><tr><td><a href="#Currencies" class="selected">Currencies</a></td><td>Set up currencies and conversion rates</td></tr><tr><td><a href="#Languages" class="selected">Languages</a></td><td>Manage which languages are available for users</td></tr><tr><td><a href="#Connectors" class="selected">Connectors</a></td><td>Manage connector settings</td></tr><tr><td><a href="#Import_Wizard" class="selected">Import Wizard</a></td><td>Import records easily into the system</td></tr><tr><td><a href="#PDF_Manager" class="selected">PDF Manager</a></td><td>Manage templates for generated PDF files</td></tr></tbody></table><h2 id="Locale"><a name="Locale" data-mc-generated-bookmark="TOC"></a>Locale</h2><p>Locale allows administrators to configure localization settings to your organization's specifications. Some of the settings specified here can be overridden by user level personalizations such as datetime format on the User Preferences page. The locale settings are split across a few different panels of related information. Change the values in any of the panels and click "Save" to preserve your changes.</p><p><img src="http://support.sugarcrm.com/files/3f31837d-70ea-5886-d85d-55028dcbc70f.png" alt="" width="340" height="198" /></p><h3 id="User_Interface"><a name="User_Interface_..1199" data-mc-generated-bookmark="TOC"></a>User Interface</h3><p>The User Interface panel consists of a group of locale settings that affect the interface of Vodafone CRM. Use the following settings to configure the different aspects of the interface:</p><ul><li value="1"><strong>Date Format</strong> : Select a format from the dropdown for displaying the date throughout the application.</li><li value="2"><strong>Language</strong> : Select a default language from the dropdown for use throughout the application. Users can select a different language from the login page. For more information regarding enabling or disabling languages, please refer to the <a href="#Languages" class="selected">Languages</a> section.</li><li value="3"><strong>Name Format</strong> : Select a format from the dropdown for displaying people names throughout the application. You can specify any combination of salutation, first name, and last name.</li><li value="4"><strong>Time Format</strong> : Select a format from the dropdown for displaying the time throughout the application.</li></ul><p>Users have the ability to override the default date, time, and name formats through their user profiles. For more information on how to set locale settings per user, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#01_Getting_Started">Locale Settings</a> section of the Getting Started documentation in the Application guide.</p><h3 id="System_Currency"><a name="System_Currency" data-mc-generated-bookmark="TOC"></a>System Currency</h3><p>The System Currency panel consists of a group of currency settings that affect the interface of Vodafone CRM. Use the following settings to configure the different currency options:</p><ul><li value="1"><strong>Currency</strong> : The name of the default currency your organization uses to conduct business.</li><li value="2"><strong>ISO 4217 Currency Code</strong> : The ISO code for the currency.</li><li value="3"><strong>Decimal Symbol</strong> : The default decimal symbol.</li><li value="4"><strong>Currency Symbol</strong> : The default symbol for the currency.</li><li value="5"><strong>1000s Separator</strong> : The default delimiter to separate thousands.</li></ul><p>Users have the ability to override the currency defaults through their user profiles. For more information on how to set currency settings per user, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#01_Getting_Started">Locale Settings</a> section of the Getting Started documentation in the Application guide.</p><h3 id="Export_Settings"><a name="Export_Settings" data-mc-generated-bookmark="TOC"></a>Export Settings</h3><p>The Export Settings panel consists of a group of export settings that affect different aspects of exporting in Vodafone CRM. Use the following settings to configure the different export options:</p><ul><li value="1"><strong>Export Delimiter</strong> : The delimiter used to separate fields while exporting data. Defaults to a comma.</li><li value="2"><strong>Disable export</strong> : Select this option to disable the export option for all users, including administrators.</li><li value="3"><strong>Default Character Set for Import and Export</strong> : Select a default character set from the dropdown that handles the expected characters in an import and export. Defaults to UTF-8.</li><li value="4"><strong>Admin export only</strong> : Select this option to disable the export option for standard users, administrators will be allowed to export.</li></ul><p>Users have the ability to override the default export delimiter and character set through their user profiles. For more information on how to set export settings per user, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#01_Getting_Started">User Settings</a> section of the Getting Started documentation in the Application guide.</p><p><strong>Note</strong> : Locales that use character encoding other than UTF-8 must specify the appropriate character set.</p><h3 id="Database_Collation"><a name="Database_Collation" data-mc-generated-bookmark="TOC"></a>Database Collation</h3><p>The Database Collation panel only shows if running on a MySQL database and contains an option to change the collation of the connection Vodafone CRM makes to the database. Select the desired collation from the dropdown. Defaults to utf8_general_ci.</p><p><strong>Note</strong> : Changing this setting will not change existing tables, but only new tables going forward. If this setting does not match the collation of the current tables in the database then the database will return errors when accessing those tables.</p><h2 id="Currencies"><a name="Currencies" data-mc-generated-bookmark="TOC"></a>Currencies</h2><p>Currencies allows administrators to configure all currencies and exchange rates in Vodafone CRM. The defined currencies are displayed in a table at the top of the page and a form is displayed at the bottom for creating a new currency. From the table you can select the currency's name to modify the details of the currency, or you can select "delete" to remove the currency.</p><p><img src="http://support.sugarcrm.com/files/e6271b91-0c8f-eff9-951d-55028d3e4b27.png" alt="" width="520" height="154" /></p><p>The system currency is displayed here but is not editable. For more information on how to edit the system currency, please refer to the <a href="#System_Currency" class="selected">System Currency</a> section. When selecting a currency, the form underneath the table is populated with the selected currency's data. Modify the following fields and click "Save" to preserve your changes:</p><ul><li value="1"><strong>Currency Name</strong> : The name or designation of the currency.</li><li value="2"><strong>Conversion Rate</strong> : The conversion rate to get to this currency from the system currency. In our example above, to get Canadian Dollars, you would have to multiply US Dollars by 1.0089. This value is the conversion rate.</li><li value="3"><strong>Status</strong> : The current status of the currency (e.g., Active, Inactive). Selecting "Inactive" will remove this currency from the dropdowns throughout the application.</li><li value="4"><strong>ISO 4217 Code</strong> : The ISO code for the currency.</li><li value="5"><strong>Currency Symbol</strong> : The default symbol for the currency.</li></ul><p><img src="http://support.sugarcrm.com/files/d68b56b8-bfb3-162b-c065-55028d58d073.png" alt="" width="520" height="163" /></p><p>To create a new currency in the system, simply populate the Create form with the details of the new currency and click "Save".</p><p><img src="http://support.sugarcrm.com/files/2ae7cbad-dd2f-c217-8d14-55028ddb183b.png" alt="" width="520" height="150" /></p><p><strong>Note</strong> : When creating a new currency, you can populate the ISO 4217 Code and the Currency Name and Currency Symbol will automatically populate based on the code entered.</p><h2 id="Updating_Conversion_Rates"><a name="Updating_Conversion_Rates" data-mc-generated-bookmark="TOC"></a>Updating Conversion Rates</h2><p>Users may use the currencies defined in Admin > Currencies when populating any currency amount field. When doing so, the exchange rate for the selected currency is stored on the record itself. The conversion rate stored on each record will update to match the current rate specified in Admin > Currencies under the following scenarios:</p><ul><li value="1">The record undergoes a save event (e.g., mass update, manual save, etc.) and the record's currency has a different conversion rate defined in Admin > Currencies than is currently saved in the opportunity.</li><li value="2">An administrator updates the currency exchange rate under Admin > Currencies. This will trigger a scheduled job which updates all records saved with that currency to the new rate.</li></ul><p>To keep amounts relevent to closed business historically accurate, opportunity and quote records will not update if they are in a closed status. For more information about updating opportunity currency rates, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#13_Opportunities">Opportunities</a> documentation in the application guide. For more information about updating quote currency rates, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#15_Quotes">Quotes</a> documentation in the application guide.</p><h2 id="Languages"><a name="Languages" data-mc-generated-bookmark="TOC"></a>Languages</h2><p>Languages allows administrators to configure which languages are available for users to login with. To disable a language, simply drag the language from the Enabled Languages panel to the Disabled Languages panel and click "Save".</p><p><img src="http://support.sugarcrm.com/files/4aec0e8f-7787-008d-4243-55028dd23249.png" alt="" width="400" height="400" /></p><p>Any languages in the Disabled Languages section will not be in the Languages dropdown while logging in.</p><h2 id="Connectors"><a name="Connectors" data-mc-generated-bookmark="TOC"></a>Connectors</h2><p>The connector settings page allows administrators to configure and manage the various types of connectors to external data sources which integrate with Vodafone CRM. A number of different connectors (e.g., Twitter, Citrix GoToMeetings, etc.) come out-of-the-box with Vodafone CRM and are enabled by default to allow users to easily view external data via their instance.</p><p>Please note that connectors can be disabled and configured accordingly via Admin > Connectors. Developers in your organization can also create connectors to other data sources, which can be uploaded via Module Loader. For more information on how to upload and install packages in Vodafone CRM, please refer to the <a href="#Module_Loader" class="selected">Module Loader</a> documentation. You can also search for other available connectors via Vodafone CRM Forge (<a href="http://www.sugarforge.org">http://www.Vodafone CRMforge.org</a>) and Vodafone CRM Exchange (<a href="http://www.sugarexchange.com">http://www.Vodafone CRMexchange.com</a>).</p><p><img src="http://support.sugarcrm.com/files/37c009ae-6b90-f085-288b-55030188064d.png" alt="" width="535" height="209" /></p><h3 id="Setting_Connector_Properties"><a name="Setting_Connector_Properties" data-mc-generated-bookmark="TOC"></a>Setting Connector Properties</h3><p>Many connectors use web services and require certain connector properties (e.g., consumer key, consumer secret) to be configured prior to use. To configure the connector properties, simply click the Set Connector Properties button on the Connector Settings page.</p><p><img src="http://support.sugarcrm.com/files/e4034d45-f8ca-04c7-cc7b-55028d8aa39b.png" alt="" width="267" height="74" /></p><p>The Set Connector Properties page displays a tab for each connector that must be configured in order to use in Vodafone CRM. The tabs will include the necessary steps or link for you to obtain the information (e.g., consumer key, consumer secret, etc.) needed to set up the connector. Once the necessary information has been entered, click "Save" to preserve your settings. </p><p><img src="http://support.sugarcrm.com/files/32eea2a8-38eb-096c-a62a-55b220bb8ab4.png" alt="System ConnectorSettings SetConnectorProperties 7.6" width="517" height="161" /></p><p>The following connectors and their properties are available to configure:</p><table border="1" cellspacing="0" cellpadding="4"><tbody><tr><td><strong>Connector</strong></td><td><strong>Property</strong></td><td><strong>Description</strong></td></tr><tr><td colspan="1" rowspan="3">D&B</td><td>D&B Username</td><td>The username associated to your D&B account provided by D&B</td></tr><tr><td>D&B Application Key</td><td>The Application Key provided by D&B</td></tr><tr><td>D&B Environment</td><td>The D&B environment name</td></tr><tr><td rowspan="2">Google</td><td>Client ID</td><td>The Client ID obtained from Google</td></tr><tr><td>Client secret</td><td>The Client secret obtained from Google </td></tr><tr><td>GoToMeeting</td><td>API Key</td><td>The API key obtained from GoToMeeting</td></tr><tr><td colspan="1" rowspan="2">IBM SmartCloud</td><td>OAuth Consumer Key</td><td>The OAuth Consumer Key provided by IBM</td></tr><tr><td>OAuth Consumer Secret</td><td>The OAuth Consumer Secret provided by IBM</td></tr><tr><td rowspan="2">Twitter</td><td>API Key</td><td>The API Key provided by Twitter</td></tr><tr><td>API Secret</td><td>The API Secret provided by Twitter</td></tr></tbody></table><p>For the Twitter and D&B tabs, click the Test Connector button on the bottom left of the screen to confirm that the data source is configured correctly. Please note that Vodafone CRM's WebEx integration is configured via the External Accounts tab of the user's profile. Since WebEx does not have global properties to configure, it will not appear on the Set Connector Properties page. For more information on configuring the WebEx application, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#01_Getting_Started">Getting Started</a> documentation in the Application guide.</p><h3 id="Enabling_Connectors"><a name="Enabling_Connectors" data-mc-generated-bookmark="TOC"></a>Enabling Connectors</h3><p>In order to utilize the connectors in Vodafone CRM, administrators should ensure that they are enabled properly. Please note that certain connectors are enabled for the entire application while some allow you to enable specific modules for the connector. To specify which modules are enabled for each connector, click the Enable Connectors button on the Connector Settings page. </p><p><img src="http://support.sugarcrm.com/files/6ce4ad3f-ec9a-3df8-5d4f-55028d8dc3b3.png" alt="" width="267" height="74" /></p><p>The Enable Connectors page will display a tab for each connector that is available in your Vodafone CRM instance. To enable a specific module for the connector, simply drag and drop the desired module from the Disabled column to the Enabled column. Click "Save" to preserve you changes. </p><p>Please note that you can enable the connector for any modules (e.g., Accounts, Contacts, etc.) that have a standard record view (for Sidecar modules) or detail view (for Legacy modules) layout in Vodafone CRM. For example, the Knowledge Base module does not have a record view layout, so it will not appear as an available module when configuring the Twitter connector.</p><p><img src="http://support.sugarcrm.com/files/e8fa93b9-0c94-a82a-dfdf-5503014a9fba.png" alt="" width="503" height="394" /></p><h3 id="Mapping_Connector_Fields"><a name="Mapping_Connector_Fields" data-mc-generated-bookmark="TOC"></a>Mapping Connector Fields</h3><p>Some connectors query external services based on fields in Vodafone CRM. These mappings can be customized to use different fields based on your organizations needs. To configure the field mappings, simply click the Map Connector Fields button on the Connector Settings page. </p><p><img src="http://support.sugarcrm.com/files/ee56cb23-13a7-8e46-79a5-55028d13d083.png" alt="" width="267" height="74" /></p><p>The Map Connector Fields page has a tab for each connector that has field mappings available. Each of the enabled module(s) will display the connector fields and will need to have the corresponding Vodafone CRM field selected from the dropdown list. If the connector is enabled for multiple modules, be sure to select the proper fields for each module. Once the field mapping is set up properly, click "Save" to preserve your changes.</p><p><img src="http://support.sugarcrm.com/files/65320ee7-591b-654e-12c6-5503013c7d8c.png" alt="" width="430" height="333" /></p><p>Please note that the connector fields may not always match up with a stock field in Vodafone CRM. If you wish to capture and map certain fields from the connector to Vodafone CRM, you will need to create new fields via Admin > Studio. For more information on how to create fields in Studio, please refer to the <a href="#Creating_Fields" class="selected">Studio</a> documentation.</p><p>The following fields are available from the default connector mappings:</p><table border="1" cellspacing="0" cellpadding="4"><tbody><tr><td><strong>Connector</strong></td><td><strong>Fields</strong></td></tr><tr><td>Twitter</td><td>Twitter Username</td></tr></tbody></table><p>The field mapping for Twitter is used to look up and pull the information based on the value in the specific Vodafone CRM field. For example, if the Twitter connector is mapped to a custom field (New Twitter field) with a valid Twitter ID, then it will pull the feeds associated to that ID to the Twitter dashlet. Please note that mapping the Twitter username to the Name field will not always result in a match, so it is recommended that you map to a field containing the Twitter ID in the record view. For more information on how to use the Twitter connecter, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#02_User_Interface">Twitter Connector</a> section in the User Interface documentation of the Application guide.</p><h3 id="Managing_Connector_Search"><a name="Managing_Connector_Search" data-mc-generated-bookmark="TOC"></a>Managing Connector Search</h3><p>Connectors that have multiple fields for mapping need to specify which fields are to be used when searching for data in the module. To designate the connector fields for search, click the Manage Connector Search button on the Connector Settings page. Please note that there are no connectors which come out-of-the-box with Vodafone CRM that have search fields defined, so no connectors will be available to configure on this page. </p><p><img src="http://support.sugarcrm.com/files/657b2234-b02b-2ce8-e628-55028d9bbd38.png" alt="" width="267" height="74" /></p><p>The Manage Connector Search page will normally display a tab for every connector that needs connector fields defined for search. The available search fields are limited to the input parameters of the connector being used. To enable a field for search, simply drag and drop the desired field from the Available column to the Default column. Once the necessary field(s) have been selected, click "Save" to preserve your changes.</p><h2 id="Import_Wizard"><a name="Import_Wizard" data-mc-generated-bookmark="TOC"></a>Import Wizard</h2><p>Import Wizard allows administrators to launch an import for any import enabled module without navigating to the module itself. After selecting "Import Wizard" from the Admin menu, you can select a module to perform an import on. </p><p><img src="http://support.sugarcrm.com/files/922573a3-fa6d-4cde-d005-55028d8cd0cc.png" alt="" width="320" height="184" /></p><p>After selecting the module, click "Next" to continue the import. The steps to complete the import are identical to performing an import from the module. For more information on how to perform an import, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#52_Import">Import</a> documentation in the Application guide.</p><h2 id="PDF_Manager"><a name="PDF_Manager" data-mc-generated-bookmark="TOC"></a>PDF Manager</h2><p>PDF Manager allows administrators to create and manage templates for generated PDF files for any deployed module, custom or standard. The PDF Manager is available to only administrative users and can be accessed through Admin > PDF Manager. </p><p>For more information on the PDF Manager, please refer to the <a href="#PDF_Manager" class="selected">PDF Manager</a> documentation in the Administration guide.</p><h2 id="Mobile"><a name="Mobile" data-mc-generated-bookmark="TOC"></a>Mobile</h2><p>The Mobile settings on the Administration page allow administrators to configure what modules they want enabled or disabled for Vodafone CRM Mobile and the browser-based Vodafone CRM mobile application . In addition, you can enable the mobile offline capability for your instance for Vodafone CRM Mobile.</p><p>The browser-based Vodafone CRM mobile application allows users to access various Vodafone CRM modules via a web browser on a smartphone or PDA. Vodafone CRM Mobile is a native mobile application that enables users to access Vodafone CRM from certain smartphones (e.g., iPhone). For a list of supported devices for Vodafone CRM Mobile, please refer to the <a href="http://support.sugarcrm.com/05_Resources/03_Supported_Platforms/Mobile_Supported_Platforms/">Mobile Supported Platforms</a> page.</p><h3 id="Configuring_SugarCRM_Mobile"><a name="Configuring_Vodafone_CRM_Mobile" data-mc-generated-bookmark="TOC"></a>Configuring Vodafone CRM Mobile</h3><p>You can configure what modules are available for use in Vodafone CRM Mobile via Admin > Mobile. Please note that the Bug Tracker, Campaigns, Contracts, Knowledge Base, Products, and Targets modules are not available for Vodafone CRM Mobile. For more information on enabling modules for Vodafone CRM Mobile, please refer to the <a href="#Enabling_Modules_for_Mobile_Access" class="selected">Enabling Modules for Mobile Access</a> section of this documentation.</p><h3 id="Configuring_Mobile_Browser_Access"><a name="Configuring_Mobile_Browser_Access" data-mc-generated-bookmark="TOC"></a>Configuring Mobile Browser Access</h3><p>The modules enabled for use via Admin > Mobile will also apply to the browser-based Vodafone CRM mobile application. For more information on enabling modules for the browser-based Vodafone CRM mobile application, please refer to the <a href="#Enabling_Modules_for_Mobile_Access" class="selected">Enabling Modules for Mobile Access</a> section of this documentation. Please note that the Reports module is not available for the browser-based Vodafone CRM mobile application.</p><h3 id="Enabling_Modules_for_Mobile_Access"><a name="Enabling_Modules_for_Mobile_Access" data-mc-generated-bookmark="TOC"></a>Enabling Modules for Mobile Access</h3><p>Use the following steps to enable modules for mobile access:</p><ol><li value="1">Navigate to Admin > Mobile.</li><li value="2">To enable a module for the browser-based and native Vodafone CRM mobile application, drag and drop the module from the Disabled Modules column to the Enabled Modules column.</li><li value="3">To disable a module, drag and drop the module from the Enabled Modules column to the Disabled Modules column.</li><p><img src="http://support.sugarcrm.com/files/18c3f453-64fc-863f-24bb-550301eba726.png" alt="" width="412" height="399" /></p><li value="4">Click "Save" to apply the changes made to Vodafone CRM Mobile and the browser-based Vodafone CRM mobile application.</li></ol><h3 id="Enabling_Offline_Mobile_Access"><a name="Enabling_Offline_Mobile_Access" data-mc-generated-bookmark="TOC"></a>Enabling Offline Mobile Access</h3><p>You can also allow mobile offline capabilities for your instance in Vodafone CRM Mobile by marking the Offline enabled checkbox in Admin > Mobile. Enabling offline access allows the user's mobile device to cache records for offline viewing as well as buffer changes they make to records while offline. The changes made will be synced once they are reconnected. Please note that the offline option must be enabled in Vodafone CRM first before users can enable the offline mode on their devices. For more information on enabling offline in mobile devices, please refer to the Vodafone CRM Mobile User Guide for your specific mobile device type (iPhone, Android). </p><p><img src="http://support.sugarcrm.com/files/7cf3c007-2791-5646-b6bf-550301fa3b45.png" alt="" width="416" height="389" /></p><h1 id="PDF_Manager"><a name="PDF_Manager_..1200" data-mc-generated-bookmark="TOC"></a>PDF Manager</h1><h2 id="Overview"><a name="Overview_..1201" data-mc-generated-bookmark="TOC"></a>Overview</h2><p>The PDF Manager is used to create and manage templates for generated PDF files for any deployed module, custom or standard. Vodafone CRM comes with two PDF templates out of the box (Quote and Invoice).</p><p><strong>Note</strong>: Legacy Quote PDF Templates (custom Quote templates created through code customizations) are not displayed in the PDF Manager but are still available in the Quotes module provided the templates were built off the TCPDF engine.</p><h2 id="PDF_Manager_Fields"><a name="PDF_Manager_Fields" data-mc-generated-bookmark="TOC"></a>PDF Manager Fields</h2><p>The PDF Manager module contains a number of stock fields which come out-of-the-box with Vodafone CRM. The below definitions are suggested meanings for the fields, but the fields can be leveraged differently to best meet your organization's needs.</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Field</strong></td><td><strong>Description</strong></td></tr><tr><td>Author</td><td>The author name to be placed in the PDF properties</td></tr><tr><td>Description</td><td>A description or other information about the template</td></tr><tr><td>Footer Text</td><td>The text to be placed in the template's footer</td></tr><tr><td>Header Logo File</td><td>Click "Choose File" to upload a header image to the template</td></tr><tr><td>Header Text</td><td>The text to be placed in the template's header</td></tr><tr><td>Header Title</td><td>The title of the template header</td></tr><tr><td>Keyword(s)</td><td>The keywords to be placed in the PDF properties</td></tr><tr><td>Module</td><td><p>The module this template will work in </p><p><strong>Note</strong>: Once a template is created, the module cannot be changed.</p></td></tr><tr><td>Name</td><td>The name or designation of the template</td></tr><tr><td>Published</td><td>Determines if a template is available to users or not</td></tr><tr><td>Subject</td><td>The subject to be placed in the PDF properties</td></tr><tr><td>Teams</td><td>The Vodafone CRM team(s) assigned to the template record</td></tr><tr><td>Template</td><td>The content of the template</td></tr><tr><td>Title</td><td>The title to be placed in the PDF properties</td></tr></tbody></table><h2 id="PDF_Manager_Module_Tab"><a name="PDF_Manager_Module_Tab" data-mc-generated-bookmark="TOC"></a>PDF Manager Module Tab</h2><p>The PDF Manager module tab is typically located on the navigation bar at the top of any Vodafone CRM screen after selecting "PDF Manager" from the admin screen. Click the tab to access the PDF Manager list view. You may also hover on the tab to display the Actions and <a href="#Viewing_Via_Recently_Viewed" class="selected">Recently Viewed</a> menus. The Actions menu allows you to perform important actions within the module. The Recently Viewed menu displays the list of templates you last viewed in the module. <img src="Resources/Images/pdf-manager-module-tab.png" /></p><p>The Actions menu allows you to perform the following operations:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Menu Item</strong></td><td><strong>Description</strong></td></tr><tr><td><a href="#Creating_PDF_Templates" class="selected">Create PDF Template</a></td><td>Opens the edit view layout to create a new template</td></tr><tr><td><a href="#Viewing_PDF_Templates" class="selected">View PDF Templates</a></td><td>Opens the list view layout to search and display templates</td></tr><tr><td><a href="#Editing_Report_PDF_Template" class="selected">Edit Report PDF Template</a></td><td>Opens the edit view layout to modify the report template</td></tr></tbody></table><h2 id="Creating_PDF_Templates"><a name="Creating_PDF_Templates" data-mc-generated-bookmark="TOC"></a>Creating PDF Templates</h2><p>There are various methods for creating PDF templates in Vodafone CRM including via the PDF Manager module and duplication. The full edit view layout opens when creating the template directly from the PDF Manager menu and includes all of the relevant fields for your organization's templates.</p><p><strong>Note</strong>: It is generally recommended to create a new template via duplication and then modify to suit your needs.</p><h3 id="Creating_Via_PDF_Manager_Module"><a name="Creating_Via_PDF_Manager_Module" data-mc-generated-bookmark="TOC"></a>Creating Via PDF Manager Module</h3><p>You can create a new template via the Create PDF Templates option in the PDF Manager module tab. This opens up the edit view layout which allows you to enter in all the relevant information for the template.</p><p>Use the following steps to create a template via the PDF Manager module:</p><ol><li value="1">Hover on the PDF Manager module and select "Create PDF Template".<img src="Resources/Images/creating-via-pdf-manager-module.png" /></li><li value="2">Enter appropriate values for the <a href="#PDF_Manager_Fields" class="selected">fields</a> in the edit view layout. All required fields are marked with a red asterisk and must be completed prior to saving.</li><li value="3">Once the necessary information is entered, click "Save".</li><p><img src="http://support.sugarcrm.com/files/bc4db6bb-63b2-a2d6-bed0-550301a30381.png" alt="" width="287" height="219" /></p></ol><h3 id="Creating_Via_Duplication"><a name="Creating_Via_Duplication_..1202" data-mc-generated-bookmark="TOC"></a>Creating Via Duplication</h3><p>You can also create a new template by duplicating an existing template record. The duplicate option is useful if the template you are creating has a similar layout to an existing template.</p><p>Use the following steps to create a template by duplicating an existing record:</p><ol><li value="1">Navigate to a template record's detail view.</li><li value="2">Select "Duplicate" from the Actions menu. </li><p><img src="http://support.sugarcrm.com/files/6e460462-f4b2-ab4a-6f81-550301f909d1.png" alt="" width="208" height="182" /></p><li value="3">The displayed edit view is pre-populated with the original template's values. Update the necessary <a href="#PDF_Manager_Fields" class="selected">fields</a>, then click "Save".</li><p><img src="http://support.sugarcrm.com/files/4f0f6822-9a22-cc27-6df8-55030122728c.png" alt="" width="254" height="216" /></p></ol><p><strong>Note</strong>: If you change the module field during duplication, you will have to remove all variable references to the old module in the layout before saving.</p><h3 id="Creating_Content"><a name="Creating_Content" data-mc-generated-bookmark="TOC"></a>Creating Content</h3><p>The PDF template can contain images and HTML formatting as well as variable fields from the assigned module. TincyMCE is the rich text editor for formatting your template using HTML. For more information on using TinyMCE, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#TinyMCE">TinyMCE</a> section in the User Interface in the Application guide.</p><p>To add variable fields from the assigned module, simply select the desired field from the Field dropdown and then click "Insert".</p><p><img src="http://support.sugarcrm.com/files/bb433ef2-5ab3-e5fe-ef6d-55030159af1c.png" alt="" width="436" height="69" /></p><p>The variable will be placed wherever your computer's cursor is located in the template and can be moved around as necessary.</p><p><strong>Note</strong>: The Link section provides all one-to-one and one-to-many relationships to provide linked data in the template.</p><p>For modules that have a subset of data in the template (e.g. Product line items in Quotes), there are special containers in the template that indicate where the repeating areas start and stop. These containers are designated by the following commands :</p><ul><li value="1"><strong>Start</strong> : {foreach from=$product_bundles item="bundle"}</li><li value="2"><strong>End</strong> : {/foreach}</li></ul><p><strong>Note</strong>: These lines are important and if removed can cause errors when generating a PDF. If you encounter an error when generating a PDF, we recommend checking the template for these start and end placeholders.</p><p>To add images to a PDF template, simply select the image icon in the toolbar. Fill out the image details (Image URL, Alignment, Dimensions, Border, etc.) in the Insert/Edit Image dialog then click "Insert". </p><p><img src="http://support.sugarcrm.com/files/ee94a875-019e-0e5e-7b05-5515f9967547.png" alt="" width="693" height="197" /></p><p><strong>Note</strong>: Images can not be copy and pasted or drag and dropped into a PDF template. The image icon must be used to insert an image.</p><h2 id="Viewing_PDF_Templates"><a name="Viewing_PDF_Templates" data-mc-generated-bookmark="TOC"></a>Viewing PDF Templates</h2><p>There are various options available for viewing template records in Vodafone CRM including via PDF Manager list view, PDF Manager detail view, and PDF Manager Recently Viewed menu.</p><h3 id="Viewing_Via_List_View"><a name="Viewing_Via_List_View_..1203" data-mc-generated-bookmark="TOC"></a>Viewing Via List View</h3><p>The PDF Manager list view displays all template records meeting the current search criteria. To access the list view, simply click the PDF Manager module tab. While list view shows key template fields, you can click the template's name to open the record in detail view. For more information on viewing templates via list view, please refer to the <a href="#PDF_Manager_List_View" class="selected">PDF Manager List View</a> section.</p><h3 id="Viewing_Via_Detail_View"><a name="Viewing_Via_Detail_View_..1204" data-mc-generated-bookmark="TOC"></a>Viewing Via Detail View</h3><p>The PDF Manager detail view displays thorough template information including all template fields. The detail view can be reached by clicking a template record's link from anywhere in the application including from the PDF Manager list view. For more information on viewing templates via detail view, please refer to the <a href="#PDF_Manager_Detail_View" class="selected">PDF Manager Detail View</a> section.</p><h3 id="Viewing_Via_Recently_Viewed"><a name="Viewing_Via_Recently_Viewed_..1205" data-mc-generated-bookmark="TOC"></a>Viewing Via Recently Viewed</h3><p>As you work, Vodafone CRM will keep track of which templates you have recently viewed. Hover on the <a href="#PDF_Manager_Module_Tab" class="selected">PDF Manager module</a> tab to see a list of your most recently viewed templates and click each name to open the template in detail view. </p><p><img src="http://support.sugarcrm.com/files/c5713e19-c73b-0ccc-60a2-550301e5cd6a.png" alt="" width="298" height="176" /></p><h2 id="Searching_PDF_Templates"><a name="Searching_PDF_Templates" data-mc-generated-bookmark="TOC"></a>Searching PDF Templates</h2><p>The PDF Manager list view includes a Basic Search to help you locate records easily and effectively in a module-specific manner. Once the search is performed, the relevant results will be displayed in the PDF Manager list view below. Please note that Vodafone CRM automatically appends the wildcard character (%) to the end of your search phrase. This allows the system to retrieve all records that start with the keyword entered in the search. If you would like to broaden the search, you can use the wildcard at the beginning of your text as well (e.g. %services). This will pull up any record that has the word "services" in the name, regardless of how it starts or ends.</p><p>For more information on using the various search methods as well as how wildcards are used in the different methods, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#29">Search</a> documentation.</p><p>Basic search offers a few, commonly used fields for a simplified search experience.</p><p>The buttons and checkboxes available in Basic Search panel have the following functions:</p><ul><li value="1"><strong>Search</strong> : Click the Search button or press your Return/Enter key to perform the search.</li><li value="2"><strong>Clear</strong> : Click the Clear button to clear all criteria from the searchable fields.</li></ul><p><img src="http://support.sugarcrm.com/files/884a409b-d7c2-059c-1b86-550301bb3aaf.png" alt="" width="698" height="111" /></p><p>When you run a search, Vodafone CRM will return records matching all (as opposed to any) of the fields and checkboxes for which you have given a value. For example, if you select a module and enter a template name, Vodafone CRM will only return template records with a matching name that are assigned to that module. Once the search is complete, the relevant results will populate in the <a href="#PDF_Manager_List_View" class="selected">list view</a> below the search panel. To see all template records, simply click "Clear" and then "Search" to perform a blank search with no filters.</p><h2 id="PDF_Manager_List_View"><a name="PDF_Manager_List_View" data-mc-generated-bookmark="TOC"></a>PDF Manager List View</h2><p>The PDF Manager list view displays all template records meeting the current search criteria. You can view the basic details of each template within the field columns.</p><h3 id="Pagination"><a name="Pagination_..1206" data-mc-generated-bookmark="TOC"></a>Pagination</h3><p>List view displays the current search results broken into pages that you can scroll through rather than displaying potentially thousands of rows at once. To the right just below the search panel you can see which records of the total results set are currently being displayed. The two single-arrow Next and Previous buttons can be used to scroll through the records page-by-page. The two double-arrow First Page and Last Page buttons allow you to skip to the beginning or the end of your current results.</p><p>By default, Vodafone CRM displays 20 records per list view page.</p><p><img src="http://support.sugarcrm.com/files/dc07038b-d9af-97c9-bf52-5503013d9cc2.png" alt="" width="697" height="104" /></p><h3 id="Checkbox_Selection"><a name="Checkbox_Selection_..1207" data-mc-generated-bookmark="TOC"></a>Checkbox Selection</h3><p>You can perform several actions on template records directly from the list view by first selecting the desired records. To select individual template records on the PDF Manager list view, mark the checkbox on the left of each row. To select or deselect multiple template records on the list view, use the options in the checkbox dropdown menu:</p><ul><li value="1"><strong>Select This Page</strong> : Selects all records shown on the current page of contact results.</li><li value="2"><strong>Select All</strong> : Selects all records in the current search results across all pages of contact results.</li><li value="3"><strong>Deselect All</strong> : Deselects all records that are currently selected.</li></ul><p><img src="http://support.sugarcrm.com/files/39d41da3-76c7-6cdd-b596-55030180f685.png" alt="" width="226" height="179" /></p><h3 id="Actions_Menu"><a name="Actions_Menu_..1208" data-mc-generated-bookmark="TOC"></a>Actions Menu</h3><p>The Actions menu to the right of the checkbox dropdown typically allows you to perform various actions on the currently selected records.</p><p><img src="http://support.sugarcrm.com/files/f387ff86-825e-5874-aebd-5503010922f1.png" alt="" width="239" height="177" /></p><p>The only action available from the PDF Manager list view is the following operation:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Menu Item</strong></td><td><strong>Description</strong></td></tr><tr><td><a href="#Deleting_PDF_Templates" class="selected">Delete</a></td><td>Delete one or more templates at a time</td></tr></tbody></table><h3 id="Column_Sorting"><a name="Column_Sorting_..1209" data-mc-generated-bookmark="TOC"></a>Column Sorting</h3><p>List view provides the ability to sort all of the current search results by a field column in either ascending or descending order. To sort by a field or switch the sort direction, click the column header noting that the fields which allow sorting will have a pair of arrows. The list view may be sorted by only one column at a time. </p><p><img src="http://support.sugarcrm.com/files/9cec3e2b-5df9-dca1-c025-5503015dcc3a.png" alt="" width="620" height="68" /></p><h2 id="PDF_Manager_Detail_View"><a name="PDF_Manager_Detail_View" data-mc-generated-bookmark="TOC"></a>PDF Manager Detail View</h2><p>The PDF Manager detail view displays thorough template information including all template fields which are grouped by default into the Overview and PDF Document Properties panels. The detail view can be reached by clicking a template record's link from anywhere in the application including from the PDF Manager list view.</p><h3 id="Actions_Menu"><a name="Actions_Menu_..1210" data-mc-generated-bookmark="TOC"></a>Actions Menu</h3><p>The Actions menu on the top left of each template's detail view allows you to perform various actions on the current record.</p><p><img src="http://support.sugarcrm.com/files/f353ae55-f1ab-584c-0b3e-550301823cd5.png" alt="" width="212" height="184" /></p><p>The options in the Actions menu allow you to perform the following operations:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Menu Item</strong></td><td><strong>Description</strong></td></tr><tr><td><a href="#Editing_Via_Detail_View" class="selected">Edit</a></td><td>Edit this template</td></tr><tr><td><a href="#Creating_Via_Duplication" class="selected">Duplicate</a></td><td>Duplicate this template</td></tr><tr><td><a href="#Deleting_PDF_Templates" class="selected">Delete</a></td><td>Delete this template</td></tr><tr><td><a href="#Previewing_PDF_Templates" class="selected">Preview</a></td><td>Preview this template</td></tr></tbody></table><h3 id="Next_or_Previous_Record"><a name="Next_or_Previous_Record_..1211" data-mc-generated-bookmark="TOC"></a>Next or Previous Record</h3><p>On the upper right of the PDF Manager detail view, there are two buttons that allow you to page through each template in the PDF Manager list view's current search results. Clicking the Previous button displays the previous template of the current search results while clicking the Next button displays the next template of the current search results. The text in between shows which template result you are currently viewing within the total number of current results.</p><p><img src="http://support.sugarcrm.com/files/d4d98ede-0a0f-d8d7-dee2-5503010cca13.png" alt="" width="458" height="118" /></p><h2 id="Editing_PDF_Templates"><a name="Editing_PDF_Templates" data-mc-generated-bookmark="TOC"></a>Editing PDF Templates</h2><p>Templates may be edited at any time to update or add information to the record. You can make changes to existing template records via the PDF Manager edit view. Edit view is available within the PDF Manager module and includes all of the template fields you should need.</p><p><img src="http://support.sugarcrm.com/files/86a1f640-bb8a-b434-7ea5-550301c24e7b.png" alt="" width="304" height="205" /></p><h3 id="Editing_Via_Detail_View"><a name="Editing_Via_Detail_View_..1212" data-mc-generated-bookmark="TOC"></a>Editing Via Detail View</h3><p>You can edit templates via the <a href="#PDF_Manager_Detail_View" class="selected">detail view</a> by clicking the Edit button on the upper left of the page. Once the edit view layout is open, update the necessary fields, then click "Save" to preserve your changes.</p><p><img src="http://support.sugarcrm.com/files/a5e027e8-2329-c865-cb1e-550301c76223.png" alt="" width="301" height="176" /></p><h3 id="Editing_Report_PDF_Template"><a name="Editing_Report_PDF_Template" data-mc-generated-bookmark="TOC"></a>Editing Report PDF Template</h3><p> The Report PDF Template is used when generating a report as a PDF. The report template may be edited at any time to include your company's logo. This logo displays as a header in all Report PDF files.</p><p>You can edit the report template via the <a href="#PDF_Manager_Detail_View" class="selected">detail view</a> by clicking the Edit Report PDF Template action in the PDF Manager module tab. Once the edit view layout is open, update the necessary fields, then click "Save" to preserve your changes.</p><p><img src="http://support.sugarcrm.com/files/9f680b60-70ee-9b90-7741-5503013de0e6.png" alt="" width="355" height="174" /></p><h2 id="Deleting_PDF_Templates"><a name="Deleting_PDF_Templates" data-mc-generated-bookmark="TOC"></a>Deleting PDF Templates</h2><p>If a template record is invalid or should no longer appear in your organization's Vodafone CRM instance, it may be deleted from either the PDF Manager detail view or list view. Deleting via the detail view allows you to delete a single record while the list view allows for mass deleting multiple records at once.</p><h3 id="Deleting_Via_Detail_View"><a name="Deleting_Via_Detail_View_..1213" data-mc-generated-bookmark="TOC"></a>Deleting Via Detail View</h3><p>Use the following steps to delete a template record via the detail view:</p><ol><li value="1">Navigate to a template record's detail view.</li><li value="2">Select "Delete" from the Actions menu.</li><p><img src="http://support.sugarcrm.com/files/37804881-4c66-c352-54dd-5503012e484c.png" alt="" width="299" height="174" /></p><li value="3">A pop-up message will display asking for confirmation. Click "Ok" to proceed.</li></ol><h3 id="Mass_Deleting_Via_List_View"><a name="Mass_Deleting_Via_List_View_..1214" data-mc-generated-bookmark="TOC"></a>Mass Deleting Via List View</h3><p>Use the following steps to delete one or more template records via the list view:</p><ol><li value="1">Navigate to the PDF Manager list view by clicking the PDF Manager module tab.</li><li value="2">Use the <a href="#Searching_PDF_Templates" class="selected">Basic Search</a> to find the template records you wish to delete.</li><li value="3">Select the desired template records individually or using the <a href="#Checkbox_Selection" class="selected">checkbox dropdown's</a> options.</li><li value="4">Choose "Delete" from the Actions menu.</li><p><img src="http://support.sugarcrm.com/files/f387ff86-825e-5874-aebd-5503010922f1.png" alt="" width="247" height="182" /></p><li value="5">A pop-up message will display asking for confirmation. Click "Ok" to proceed.</li></ol><p>Due to PHP memory limitations on the server, there may be occasions when the application times out while deleting a large number of template records. If you encounter an error when performing this action, we recommend selecting the records in smaller batches.</p><h2 id="Adding_a_Header_Image_to_PDF_Template"><a name="Adding_a_Header_Image_to_PDF_Template" data-mc-generated-bookmark="TOC"></a>Adding a Header Image to PDF Template</h2><p>Image files can easily be uploaded from your local machine to be inserted as a header image on your PDF template. Once the image is added accordingly to the template, it will display in the header when the PDF file is generated in Vodafone CRM.</p><p>Use the following steps to add a header image to the PDF template:</p><ol><li value="1">Create a <a href="#Creating_PDF_Templates" class="selected">new PDF template</a> or open up an existing template via Admin > PDF Manager. </li><li value="2">Click the "Choose File" button in the Header Logo File field to open a file selection window from your browser.</li><p><img src="http://support.sugarcrm.com/files/4894ca7f-bd48-4e27-6434-550301ba1d9d.png" alt="" width="695" height="336" /></p><li value="3">Select the image file from your local machine then click "Open" to add the image.</li></ol><p>Please note that you must save then <a href="#Previewing_PDF_Templates" class="selected">preview the PDF template</a> in order to view the inserted header image. </p><h2 id="Previewing_PDF_Templates"><a name="Previewing_PDF_Templates" data-mc-generated-bookmark="TOC"></a>Previewing PDF Templates</h2><p>Previewing PDF templates allows you to see what the template will look like before publishing it in Vodafone CRM. The preview option displays the PDF template with the database fieldnames and not actual data values and is accessible from the detail view. </p><p>Use the following steps to preview a template via the detail view:</p><ol><li value="1">Navigate to a template record's detail view.</li><li value="2">Select "Preview" from the Actions menu.</li><p><img src="http://support.sugarcrm.com/files/18e1baa1-55d3-4719-696f-55030183504d.png" alt="" width="318" height="187" /></p><li value="3">The PDF will download to your computer for viewing.</li></ol><h1 id="Email"><a name="Email_..1215" data-mc-generated-bookmark="TOC"></a>Email</h1><h2 id="Overview"><a name="Overview_..1216" data-mc-generated-bookmark="TOC"></a>Overview</h2><p>Vodafone CRM comes with many different abilities in regards to email and many of these abilities require an administrator to setup or configure them. Email administration includes email settings, campaign email settings, email archiving, inbound email, and the email queue.</p><h2 id="Email_Settings"><a name="Email_Settings_..1217" data-mc-generated-bookmark="TOC"></a>Email Settings</h2><p>The Email Settings section allows Vodafone CRM administrators to configure the system's outbound email settings as well as additional email and security options. Make any necessary changes in the sections below and click "Save" to commit the changes.</p><p><img src="http://support.sugarcrm.com/files/964628f5-1ab4-350f-fbd5-550300808cc8.png" alt="" width="129" height="73" /></p><h3 id="Outgoing_Mail_Configuration"><a name="Outgoing_Mail_Configuration" data-mc-generated-bookmark="TOC"></a>Outgoing Mail Configuration</h3><p>The Outgoing Mail Configuration section contains details for sending email notifications, scheduled reports, workflow alerts, etc. Enter appropriate values for the following fields keeping in mind all required fields are marked with a red asterisk and must be completed prior to saving:</p><ul><li value="1"><strong>From Name</strong> : The name outgoing email will come from; for example, the name of your organization. Defaults to "Vodafone CRM".</li><li value="2"><strong>From Address</strong> : The email address outgoing email will come from. Defaults to "[email protected]". </li><p><strong>Note</strong> : If specifying a different address than the email address associated with the account you are authenticating, the email server being utilized may need to be configured to allow the email account to send email as the entered From Address.</p><li value="3"><strong>Choose Your Email Provider</strong> : Choose your mail provider to populate provider specific values.</li><li value="4"><strong>SMTP Server</strong> : The web address of the external email server Vodafone CRM will connect to.</li><li value="5"><strong>SMTP Port</strong> : The communication port number used for connecting to the mail server.</li><li value="6"><strong>Use SMTP Authentication?</strong> : Check this box to connect to the SMTP server using a user name and password. If left unchecked, the SMTP server must accept anonymous connections, which is not recommended.</li><li value="7"><strong>Enable SMTP over SSL or TLS?</strong> : Select the appropriate option from the dropdown to use Secure Socket Layer, Transport Layer Security, or no encryption when connecting to the mail server.</li><li value="8"><strong>Email Address / Username</strong> : Enter the email address or user name to connect to the SMTP server with.</li><li value="9"><strong>Password</strong> : Enter the password associated with the entered email address or user name.</li><li value="10"><strong>Allow users to use this account for outgoing email</strong> : Check this box if you would like users to be able to send emails using the same outbound mail account. If the option is not selected, users will still be able to use the outbound mail server to send emails by entering their personal mail account information in their user preferences. For more information on setting up the email settings in user preferences, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#Email_Settings">Email Settings</a> section of the Getting Started documentation.</li></ul><p>Once the appropriate mail server information is entered, you can send a test email to make sure it is configured properly. Click "Send Test Email", enter your email address, and send the test. If you do not receive the test email, re-enter the account information including the password to ensure it is all correct. </p><p><img src="http://support.sugarcrm.com/files/6fad2c2e-0037-a2e4-06c2-55030095922c.png" alt="" width="670" height="444" /></p><h3 id="Email_Options"><a name="Email_Options" data-mc-generated-bookmark="TOC"></a>Email Options</h3><p>The Email Options section provides some global options for email configuration. Check the box next to the desired options:</p><ul><li value="1"><strong>Assignment Notifications</strong> : Sends email notifications to users automatically when records are assigned to them. When assigning a record to yourself, you will not receive a notification of the assignment. Default is checked. </li><p><strong>Note</strong> : To receive notifications, users must also have "Notify on Assignment" checked in their user profile.</p><li value="2"><strong>Delete related notes & attachments with deleted Emails</strong> : Related notes and attachments are deleted when an email is deleted. This ensures that data is not orphaned in the system when an email is deleted. Default is checked.</li><li value="3"><strong>Send notification from assigning user's e-mail address</strong> : Sends notifications from the email address and name of the user who is assigning a record to another user. Default is not checked. </li><p><strong>Note</strong> : The SMTP server being used must allow sending from a different email address than the authenticated account and the email account may need to be configured to allow the Send As permission.</p></ul><h3 id="Email_Security_Settings"><a name="Email_Security_Settings" data-mc-generated-bookmark="TOC"></a>Email Security Settings</h3><p>The Email Security Settings section allows Vodafone CRM administrators to decide which HTML tags are allowed to be displayed in Vodafone CRM. The selected tags will not be allowed for viewing within Vodafone CRM. There are two options to mass set the tag selection:</p><ul><li value="1"><strong>Select Outlook default minimum security settings</strong> : Select this option to automatically select every tag that Outlook also restricts. This will not strip the style tag which is used by default in Outlook. This option is selected by default.</li><li value="2"><strong>Toggle All Options</strong> : Select this option to either select all tags, or deselect all tags.</li></ul><p>After selecting one of those options you can individually select or deselect additional tags to restrict or allow the tags respectively. </p><p><img src="http://support.sugarcrm.com/files/587f6cb0-8459-a423-ce61-550300058fa6.png" alt="" width="574" height="242" /></p><h2 id="Related_Contacts_Emails"><a name="Related_Contacts_Emails" data-mc-generated-bookmark="TOC"></a>Related Contacts Emails</h2><p>The Related Contacts Emails section allows administrators to enable or disable related contact's emails from appearing in the Emails subpanel and History dashlet for certain modules (Cases, Accounts, Opportunities). In order to have emails from related contacts appear in the Emails subpanel, simply mark the checkbox to the right of the module name (e.g. Opportunities). To disable related contact's emails from appearing in the Emails subpanel, uncheck the box for the specific module as necessary. Click "Save" to preserve the change.</p><p><img src="http://support.sugarcrm.com/files/1e284322-3d52-8414-f36f-55030094d5e3.png" alt="" width="666" height="106" /></p><h2 id="Campaign_Email_Settings"><a name="Campaign_Email_Settings" data-mc-generated-bookmark="TOC"></a>Campaign Email Settings</h2><p>The Campaign Email Settings section allows Vodafone CRM administrators to configure some backend settings for sending campaign emails. Select the appropriate values for the following fields keeping in mind all required fields are marked with a red asterisk and must be completed prior to saving:</p><ul><li value="1"><strong>Number of emails sent per batch</strong> : When the "Run Nightly Mass Email Campaigns" scheduler runs, it will send out the specified number of emails for a single run. The default is set to 500. Some mail servers have one or more of the following restrictions for a specific timeframe (e.g. hour, day, etc.): the number of unique recipients, how many times the same email can be sent to individual recipients, and the most common, how many emails can be delivered. This setting helps control the outgoing email to conform to these restrictions. For example, if your scheduler is set to run every hour, the number of emails to send per batch is set to 500, and you have 1600 emails to send out, starting at 2:00 AM the last batch of emails will be sent at 5:00 AM. Please check with your email provider to determine the proper level.</li><li value="2"><strong>Location of campaign tracking files</strong> : Campaign tracking files log responses from campaign targets. If you are running Vodafone CRM on an external network, select "Default" to accept the default location. However, if your Vodafone CRM instance is behind a firewall, then choose "User Defined" and specify the path to your external web server in the field below. The external web server must have the ability to connect to your Vodafone CRM instance behind the firewall. Ensure that you create a file named index.php to handle requests for three different types of entry points: campaign_trackerv2, removeme, and image, and place the index.php file in the path to your external web server. This index.php file must make the appropriate calls to the index.php file located in the root of your Vodafone CRM instance in order to properly record the activities in Vodafone CRM. </li><li value="3"><strong>Keep copies of campaign messages</strong> : Set this option to "Yes" to keep a copy of every email sent during a campaign. If "No" is selected, the template is stored, but not the individual emails sent. Default is set to "No". </li><p><strong>Note</strong> : Storing every email sent does take up space in the database and can reduce performance. We recommend setting this value to "No".</p></ul><p><img src="http://support.sugarcrm.com/files/9e2163a9-b03d-8b2e-d5a8-550300ba22dd.png" alt="" width="513" height="241" /></p><p>Make any necessary changes and click "Save" to commit the changes.</p><h2 id="Inbound_Email"><a name="Inbound_Email" data-mc-generated-bookmark="TOC"></a>Inbound Email</h2><p>Inbound Email allows external email to be pulled into Vodafone CRM and can be accessed from the admin page under the Email section. Inbound accounts can be configured as personal, group, or bounce mail accounts. There are various ways you can create inbound accounts in Vodafone CRM such as via the Inbound Email module tab and the Emails module. Once the inbound account record is created, you can view and edit information via the Inbound Email detail view. Some inbound accounts can be configured to create Case records in Vodafone CRM or send automatic replies to imported email. This section will cover how to use the Inbound Email module as well as the various actions and options available from within the module.</p><h3 id="Inbound_Email_Fields"><a name="Inbound_Email_Fields" data-mc-generated-bookmark="TOC"></a>Inbound Email Fields</h3><p>The Inbound Email module contains a number of stock fields which come out-of-the-box with Vodafone CRM in order to configure inbound email accounts. The below definitions are the meanings for the available fields.</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Field</strong></td><td><strong>Description</strong></td></tr><tr><td>Allow users to send emails using the "From" Name and Address as the reply to address</td><td>Select this option if you want to enable users to use this account's From name and address as their Reply To address. Only available for Group Accounts and defaults to not checked.</td></tr><tr><td>Assign To Teams</td><td>The Vodafone CRM team(s) assigned to the email record.
<p><strong>Note</strong> : Users will only be able to see emails in group accounts as allowed by their team membership.</p></td></tr><tr><td>Auto-Reply Template</td><td>Select an existing template, or click Create to create a new one to send an automated response notifying email senders that you received their email. <p><strong>Note</strong> : If both Auto-Reply and Case Reply templates are selected, Vodafone CRM will respond to the sender with the Case Reply template only.</p></td></tr><tr><td>Create Case from Email</td><td>Select this option to create cases automatically from inbound emails. Only available for Group Accounts and defaults to not checked. <p>For more information on creating cases via email, the distribution method, and case auto-reply, please refer to the <a href="#Creating_Cases_From_Email" class="selected">Creating Cases From Email</a> section.</p></td></tr><tr><td>Distribution Method</td><td>Only available if Create Case from Email is checked for a Group Account and allows you to select Round-Robin or Least-Busy for assigning the new cases.</td></tr><tr><td>From Address</td><td>The email address any outgoing email will come from. Defaults to the email address from your user profile.</td></tr><tr><td>From Name</td><td>The name outgoing email will come from; for example, the name of your organization. Defaults to your first and last name from your user profile.</td></tr><tr><td>Import Emails Automatically</td><td>Select this option to create email records automatically in Vodafone CRM for all incoming emails. Only available for Group Accounts and defaults to checked.</td></tr><tr><td>Leave Messages On Server</td><td>Select this option to not removed emails from the server. Only available for Group Accounts and defaults to Yes.</td></tr><tr><td>Mail Server Address</td><td>The web address of the external email server from which emails will be imported in Vodafone CRM.</td></tr><tr><td>Mail Server Port</td><td>The communication port number used for connecting to the mail server.</td></tr><tr><td>Mail Server Protocol</td><td>The mail protocol used to communicate with the mail server. IMAP is the default selection and provides the best functionality with Vodafone CRM.</td></tr><tr><td>Monitored Folders</td><td>The folders in your external account that Vodafone CRM will monitor. Inbox is selected by default. To select one or more folders to monitor click "Select" and then pick the folders in your external account for Vodafone CRM to monitor.</td></tr><tr><td>Name</td><td>The name or designation of the account.</td></tr><tr><td>New Case Auto-Reply Template</td><td>Only available if Create Case from Email is checked for a Group Account and allows you to select or create an automated response template notifying email senders that a case has been created to resolve their issue.
<p>For more information on creating cases via email, the distribution method, and case auto-reply, please refer to the <a href="#Creating_Cases_From_Email" class="selected">Creating Cases From Email</a> section.</p></td></tr><tr><td>No Auto-Reply to this Domain</td><td>Enter the domain name to exclude a domain from receiving the automatic email response. It is common to specify your organization's domain to prevent auto-replies from being sent to your organization's members.</td></tr><tr><td>Number of Auto-responses</td><td>Set the maximum number of auto-responses to be sent to a unique email address during a period of 24 hours.</td></tr><tr><td>Password</td><td>Enter the password associated with the entered email address or user name.</td></tr><tr><td>Reply-to Address</td><td>The email address that will receive any replies from your email. If left blank, replies will be sent to the From Address.</td></tr><tr><td>Reply-to Name</td><td>The name that will receive any replies from your email. If left blank, replies will be sent to the From Name.</td></tr><tr><td>Sent Folder</td><td>Select a folder from your external account to store any email being sent from that account through Vodafone CRM.</td></tr><tr><td>Status</td><td>The current status of the account (i.e. Active, Inactive).</td></tr><tr><td>Trash Folder</td><td>Select a folder from your external account to be designated as the trash folder. Vodafone CRM will place deleted emails into this folder on your external account.</td></tr><tr><td>Use SSL</td><td>Check this box to force the connection and communication between Vodafone CRM and the mail server to use a secure socket layer of encryption.</td></tr><tr><td>Username</td><td>Enter the email address or user name to connect to the SMTP server with.</td></tr></tbody></table><h3 id="Inbound_Email_Module_Tab"><a name="Inbound_Email_Module_Tab" data-mc-generated-bookmark="TOC"></a>Inbound Email Module Tab</h3><p>The Inbound Email module tab is typically located on the navigation bar at the top of any Vodafone CRM screen after selecting "Inbound Email" from the admin screen. Click the tab to access the Inbound Email list view. You may also hover on the tab to display the Actions and Recently Viewed menus. The Actions menu allows you to perform important actions within the module. The Recently Viewed menu displays the list of inbound email accounts you last viewed in the module.</p><p> <img src="Resources/Images/inbound-email-module-tab.png" /></p><p>The Actions menu allows you to perform the following operations:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Menu Item</strong></td><td><strong>Description</strong></td></tr><tr><td><a href="#Creating_Group_Mail_Accounts" class="selected">New Group Mail Account</a></td><td>Opens the edit view layout to create a new Group Mail Account</td></tr><tr><td><a href="#Creating_Bounce_Handling_Accounts" class="selected">New Bounce Handling Account</a></td><td>Opens the edit view layout to create a new Bounce Handling Account</td></tr><tr><td><a href="#Viewing_Inbound_Email_Records" class="selected">All Mail Accounts</a></td><td>Opens the list view layout to display all inbound mail accounts</td></tr><tr><td><a href="#Schedulers" class="selected"></a></td><td /></tr></tbody></table><h3 id="Creating_Inbound_Email_Records"><a name="Creating_Inbound_Email_Records" data-mc-generated-bookmark="TOC"></a>Creating Inbound Email Records</h3><p>There are various methods for creating inbound email accounts in Vodafone CRM including via Inbound Email module, Emails module, Campaigns module and duplication. The full edit view layout opens when creating the inbound account directly from the Inbound Email menu and includes all of the relevant fields for your organization's accounts.</p><p>For more information on how to create a personal inbound email account, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#Settings">Emails</a> documentation in the application guide.</p><p>For more information on how to create a bounce handling inbound email account via the Campaigns module, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#Set_Up_Email">Campaigns</a> documentation in the application guide.</p><p>From the Inbound Email module tab you can create two kinds of Inbound Email Accounts:</p><ul><li value="1"><strong>Group Mail Accounts</strong> : Allows multiple users, such as team members, to view emails from an external mail account. When you receive emails that are addressed to your organization but not to any particular user, you can route it to a Group mail account such as <span>[email protected]</span> or <span>[email protected]</span>. Users can subsequently distribute emails in the Group mail account to other team members.</li><li value="2"><strong>Note</strong>: Group Mail Accounts will only import unread messages from the mail server.</li><li value="3"><strong>Bounce Handling Mail Accounts</strong> : Stores campaign emails that bounce back to you due to incorrect email addresses. You can create a bounce handling inbox separately for each campaign, or you can create one that is common to all campaigns. The system tags every bounced campaign email with a unique identifier that enables you to identify the campaign.</li></ul><h4 id="Creating_Group_Mail_Accounts"><a name="Creating_Group_Mail_Accounts" data-mc-generated-bookmark="TOC"></a>Creating Group Mail Accounts</h4><p>One of the most common methods of Group Mail Account creation is via the New Group Mail Account option in the Inbound Email module tab. This opens up the edit view layout which allows you to enter in all the relevant information for the group mail account. Please note that Group Mail Accounts will only import unread messages from the mail server.</p><p>Use the following steps to create a group mail account via the Inbound Email module:</p><ol><li value="1">Navigate to Admin > Inbound Email.</li><li value="2">Hover on the Inbound Email module tab and select "New Group Mail Account".<img src="Resources/Images/creating-group-mail-accounts.png" /></li><li value="3">Enter appropriate values for the <a href="#Inbound_Email_Fields" class="selected">fields</a> in the edit view layout. All required fields are marked with a red asterisk and must be completed prior to saving. </li><p><strong>Note</strong> : If your mail account is using Gmail, click "Prefill Gmail™ Defaults" to populate many fields with defaults to connect to Gmail.</p><li value="4">Once the necessary information is entered, click "Save". </li><p><img src="http://support.sugarcrm.com/files/312c1f6e-8e69-d6cf-df31-5503000bbf9a.png" alt="" width="300" height="226" /></p><p>Optionally, click "Test Settings" to verify your entries.</p></ol><h4 id="Creating_Bounce_Handling_Accounts"><a name="Creating_Bounce_Handling_Accounts" data-mc-generated-bookmark="TOC"></a>Creating Bounce Handling Accounts</h4><p>One of the most common methods of Bounce Handling Account creation is via the New Bounce Handling Account option in the Inbound Email module tab. This opens up the edit view layout which allows you to enter in all the relevant information for the bounce handling mail account. </p><p>Use the following steps to create a bounce handling account via the Inbound Email module:</p><ol><li value="1">Navigate to Admin > Inbound Email.</li><li value="2">Hover on the Inbound Email module tab and select "New Group Mail Account". <img src="Resources/Images/creating-bounce-handling-accounts.png" /></li><li value="3">Enter appropriate values for the <a href="#Inbound_Email_Fields" class="selected">fields</a> in the edit view layout. All required fields are marked with a red asterisk and must be completed prior to saving. </li><p><strong>Note</strong> : If your mail account is using Gmail, click "Prefill Gmail™ Defaults" to populate many fields with defaults to connect to Gmail.</p><li value="4">Once the necessary information is entered, click "Save". </li><p><img src="http://support.sugarcrm.com/files/578be1c3-c639-deae-754a-5503002a0fd8.png" alt="" width="300" height="224" /></p><p>Optionally, click "Test Settings" to verify your entries.</p></ol><h4 id="Creating_Via_Duplication"><a name="Creating_Via_Duplication_..1218" data-mc-generated-bookmark="TOC"></a>Creating Via Duplication</h4><p>You can also create a new group mail or bounce handling account by duplicating an existing account record. The duplicate option is useful if the account you are creating has similar information to an existing account.</p><p>Use the following steps to create an account by duplicating an existing record:</p><ol><li value="1">Navigate to an account record's detail view.</li><li value="2">Select "Duplicate".</li><p><img src="http://support.sugarcrm.com/files/e7a39a36-9f60-27aa-f31b-550301750037.png" alt="" width="250" height="166" /></p><li value="3">The displayed edit view is pre-populated with the original account's values. Update the necessary fields, then click "Save".</li><p><img src="http://support.sugarcrm.com/files/e4edfe39-95bf-1632-2f6f-550300a78e21.png" alt="" width="264" height="230" /></p></ol><h3 id="Viewing_Inbound_Email_Records"><a name="Viewing_Inbound_Email_Records" data-mc-generated-bookmark="TOC"></a>Viewing Inbound Email Records</h3><p>There are various options available for viewing inbound account records in Vodafone CRM including via Inbound Email list view, detail view, and Last Viewed menu.</p><h4 id="Viewing_Via_List_View"><a name="Viewing_Via_List_View_..1219" data-mc-generated-bookmark="TOC"></a>Viewing Via List View</h4><p>The Inbound Email list view displays all inbound account records. To access the list view, simply click the Inbound Email module tab. While list view shows key inbound account fields, you can click the account's name to open the record in detail view. For more information on viewing inbound accounts via list view, please refer to the <a href="#Inbound_Email_List_View" class="selected">Inbound Email List View</a> section.</p><h4 id="Viewing_Via_Detail_View"><a name="Viewing_Via_Detail_View_..1220" data-mc-generated-bookmark="TOC"></a>Viewing Via Detail View</h4><p>The Inbound Email detail view displays thorough inbound account information including all fields. The detail view can be reached by clicking an account record's link from anywhere in the application including from the Inbound Email list view. For more information on viewing inbound accounts via detail view, please refer to the <a href="#Inbound_Email_Detail_View" class="selected">Inbound Email Detail View</a> section.</p><h4 id="Viewing_Via_Recently_Viewed"><a name="Viewing_Via_Recently_Viewed_..1221" data-mc-generated-bookmark="TOC"></a>Viewing Via Recently Viewed</h4><p>As you work, Vodafone CRM will keep track of which inbound accounts you have recently viewed. Hover on the <a href="#Inbound_Email_Module_Tab" class="selected">Inbound Email module</a> tab to see a list of your most recently viewed accounts and click each name to open the account in detail view.</p> <p><img src="http://support.sugarcrm.com/files/3ec84699-9bf7-8d4c-5024-5503007e0d06.png" alt="" width="300" height="172" /></p><h3 id="Inbound_Email_List_View"><a name="Inbound_Email_List_View" data-mc-generated-bookmark="TOC"></a>Inbound Email List View</h3><p>The Inbound Email list view displays all inbound account records meeting the current search criteria and to which your user has access. You can view the basic details of each account within the field columns.</p><h4 id="Modifying_the_Case_Macro"><a name="Modifying_the_Case_Macro" data-mc-generated-bookmark="TOC"></a>Modifying the Case Macro</h4><p>The Case Macro field determines what distinct string Vodafone CRM will use to match emails to the Cases module. The Case Macro is on the Inbound Email list view and displays the current case macro string. By default this string is set to [CASE:%1]. To customize it, you can change CASE to a different word, but you must preserve the rest of the string; for example, [TICKET NUMBER:%1]. </p><p><img src="http://support.sugarcrm.com/files/d51b0f9e-8040-c207-e155-5503006aa55f.png" alt="" width="670" height="133" /></p><p>Click "Save" to preserve your changes.</p><p><strong>Note</strong>: Incoming emails must have no space before the case number in order to be related to the existing case. For example, an email with the subject "[Case:1234]" will automatically be related to case number 1234 while an email with the subject "[Case: 1234]" will not.</p><h4 id="Pagination"><a name="Pagination_..1222" data-mc-generated-bookmark="TOC"></a>Pagination</h4><p>List view displays the current results broken into pages that you can scroll through rather than displaying potentially thousands of rows at once. To the right just below the case macro you can see which records of the total results set are currently being displayed. The two single-arrow Next and Previous buttons can be used to scroll through the records page-by-page. The two double-arrow First Page and Last Page buttons allow you to skip to the beginning or the end of your current results. </p><p>By default, Vodafone CRM displays 20 records per list view page.</p><p><img src="http://support.sugarcrm.com/files/69bfc3be-d57c-381b-7aba-550301803ef9.png" alt="" width="670" height="85" /></p><h4 id="Checkbox_Selection"><a name="Checkbox_Selection_..1223" data-mc-generated-bookmark="TOC"></a>Checkbox Selection</h4><p>You can perform several actions on inbound account records directly from the list view by first selecting the desired records. To select individual inbound account records on the Inbound Email list view, mark the checkbox on the left of each row. To select or deselect multiple inbound account records on the list view, use the options in the checkbox dropdown menu:</p><ul><li value="1"><strong>Select This Page</strong> : Selects all records shown on the current page of inbound account results.</li><li value="2"><strong>Select All</strong> : Selects all records across all pages of inbound account results.</li><li value="3"><strong>Deselect All</strong> : Deselects all records that are currently selected.</li></ul><p><img src="http://support.sugarcrm.com/files/39d41da3-76c7-6cdd-b596-55030180f685.png" alt="" width="230" height="182" /></p><h4 id="Action_Buttons"><a name="Action_Buttons" data-mc-generated-bookmark="TOC"></a>Action Buttons</h4><p>The Actions menu to the right of the checkbox dropdown typically allows you to perform various actions on the currently selected records.</p><p><img src="http://support.sugarcrm.com/files/af613f10-e87e-b062-8337-5503015fb359.png" alt="" width="198" height="135" /></p><p>The only action available from the Inbound Email list view is the following operation:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Menu Item</strong></td><td><strong>Description</strong></td></tr><tr><td><a href="#Deleting_Inbound_Email_Records" class="selected">Delete</a></td><td>Delete one or more inbound accounts at a time</td></tr></tbody></table><h4 id="Column_Sorting"><a name="Column_Sorting_..1224" data-mc-generated-bookmark="TOC"></a>Column Sorting</h4><p>List view provides the ability to sort all of the current results by a field column in either ascending or descending order. To sort by a field or switch the sort direction, click the column header noting that the fields which allow sorting will have a pair of arrows. The list view may be sorted by only one column at a time. </p><p><img src="http://support.sugarcrm.com/files/dedcc315-77f5-c856-6383-55030032f877.png" alt="" width="565" height="85" /></p><h3 id="Inbound_Email_Detail_View"><a name="Inbound_Email_Detail_View" data-mc-generated-bookmark="TOC"></a>Inbound Email Detail View</h3><p>The Inbound Email detail view displays thorough inbound account information including all inbound account fields which are grouped by default into the Mail Account Information and Advanced Setup panels. The detail view can be reached by clicking an inbound account record's link from anywhere in the application including from the Inbound Email list view.</p><h4 id="Action_Buttons"><a name="Action_Buttons_..1225" data-mc-generated-bookmark="TOC"></a>Action Buttons</h4><p>The Action Buttons on the top left of each inbound account's detail view allows you to perform various actions on the current record.</p><p><img src="http://support.sugarcrm.com/files/7c65a85e-6a7d-892c-3a8f-5503015f98e2.png" alt="" width="290" height="170" /></p><p>The action buttons allow you to perform the following operations:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Menu Item</strong></td><td><strong>Description</strong></td></tr><tr><td><a href="#Editing_Via_Detail_View" class="selected">Edit</a></td><td>Edit this inbound account.</td></tr><tr><td><a href="#Creating_Via_Duplication" class="selected">Duplicate</a></td><td>Duplicate this inbound account.</td></tr><tr><td><a href="#Deleting_Inbound_Email_Records" class="selected">Delete</a></td><td>Delete this inbound account.</td></tr></tbody></table><h3 id="Editing_Inbound_Email_Records"><a name="Editing_Inbound_Email_Records" data-mc-generated-bookmark="TOC"></a>Editing Inbound Email Records</h3><p>Inbound accounts may be edited at any time to update or add information to the record. You can make changes to existing inbound account records via the Inbound Email edit view. Edit view is available within the Inbound Email module and includes all of the Inbound Email fields you should need.</p><h4 id="Editing_Via_Detail_View"><a name="Editing_Via_Detail_View_..1226" data-mc-generated-bookmark="TOC"></a>Editing Via Detail View</h4><p>You can edit inbound accounts via the <a href="#Inbound_Email_Detail_View" class="selected">detail view</a> by clicking the Edit button on the upper left of the page. Once the edit view layout is open, update the necessary fields, then click "Save" to preserve your changes. </p><p><img src="http://support.sugarcrm.com/files/2a72e9bc-de4d-765c-4116-550301fa02b4.png" alt="" width="285" height="162" /></p><h4 id="Editing_Via_List_View"><a name="Editing_Via_List_View_..1227" data-mc-generated-bookmark="TOC"></a>Editing Via List View</h4><p>You can edit inbound accounts via the <a href="#Inbound_Email_List_View" class="selected">list view</a> by clicking the Pencil icon to the left of each inbound account's name. Once the edit view layout is open, update the necessary fields, then click "Save" to preserve your changes. </p><p><img src="http://support.sugarcrm.com/files/5b764efe-0a53-88fa-d78a-55030199e705.png" alt="" width="341" height="36" /></p><h3 id="Deleting_Inbound_Email_Records"><a name="Deleting_Inbound_Email_Records" data-mc-generated-bookmark="TOC"></a>Deleting Inbound Email Records</h3><p>If an inbound account record is invalid or should no longer appear in your organization's Vodafone CRM instance, it may be deleted from either the Inbound Email detail view or list view. Deleting via the detail view allows you to delete a single record while the list view allows for mass deleting multiple records at once. Deleting inbound account records will not delete the email imported from this account.</p><h4 id="Deleting_Via_Detail_View"><a name="Deleting_Via_Detail_View_..1228" data-mc-generated-bookmark="TOC"></a>Deleting Via Detail View</h4><p>Use the following steps to delete an inbound account record via the detail view:</p><ol><li value="1">Navigate to an inbound account record's detail view.</li><li value="2">Select "Delete".</li><p><img src="http://support.sugarcrm.com/files/b25aeb1d-cf9d-859c-f044-550301c44c3a.png" alt="" width="285" height="162" /></p><li value="3">A pop-up message will display asking for confirmation. Click "Ok" to proceed.</li></ol><h4 id="Mass_Deleting_Via_List_View"><a name="Mass_Deleting_Via_List_View_..1229" data-mc-generated-bookmark="TOC"></a>Mass Deleting Via List View</h4><p>Use the following steps to delete one or more inbound account records via the list view:</p><ol><li value="1">Navigate to the Inbound Email list view by clicking the Inbound Email module tab.</li><li value="2">Select the desired inbound account records individually or using the checkbox dropdown's options.</li><li value="3">Choose "Delete". </li><p><img src="http://support.sugarcrm.com/files/af613f10-e87e-b062-8337-5503015fb359.png" alt="" width="195" height="133" /></p><li value="4">A pop-up message will display asking for confirmation. Click "Ok" to proceed.</li></ol><p>Due to PHP memory limitations on the server, there may be occasions when the application times out while deleting a large number of inbound account records. If you encounter an error when performing this action, we recommend selecting the records in smaller batches.</p><h3 id="Creating_Cases_From_Email"><a name="Creating_Cases_From_Email_..1230" data-mc-generated-bookmark="TOC"></a>Creating Cases From Email</h3><p>To create a case via email, simply send an email to a group inbound email account that has the case creation option selected. The subject and description of the case is populated with the subject and body of the email respectively. The new case is assigned to the team defined in the inbound email account record and the case can be assigned to a specific user in that team based on two rules:</p><ul><li value="1"><strong>Round-Robin</strong> : Vodafone CRM distributes cases evenly among all users within the team.</li><li value="2"><strong>Least-Busy</strong> : Vodafone CRM distributes cases to the least busy user within the team. Least busy is defined by the person with the least number of unread emails assigned to them.</li></ul><p><strong>Note</strong> : Case assignment is distributed to all members of the specified team, but excludes any inherited members of the team due to the "Reports To" structure. For more information on teams and the Reports To structure, please refer to the <a href="#Team_Management" class="selected">Team Management</a> documentation in the Administration guide.</p><p>Cases created from email are automatically related to contact and account records that match the email address in the From field of the email.</p><p>If a case auto-reply template is specified the sender of the email will receive an email based on the template selected. The response contains the system generated case number in the subject line of the email based off of the case macro. The body of the email for which the case was created displays below the template text. The case auto-reply ignores the "No Auto-Reply to this Domain" field if populated. </p><p><strong>Note</strong> : If both Auto-Reply and Case Auto-Reply templates are selected, Vodafone CRM will respond to the sender with the Case Auto-Reply template only.</p><h2 id="Email_Queue"><a name="Email_Queue" data-mc-generated-bookmark="TOC"></a>Email Queue</h2><p>The Email Queue option in Admin is where Vodafone CRM administrators can monitor and perform actions on queued email. When sending a campaign the emails are not sent immediately, but are queued to be sent. Each queued email has a "Send On" date and time set by the campaign they are sent from. The scheduler "Run Nightly Mass Email Campaigns" takes the queued emails that are ready to be sent based on this date and time and sends them in batches. If an email fails to send from the queue for any reason it will be flagged as a send attempt and, by default, Vodafone CRM will not attempt to send that email for another 24 hours. Once Vodafone CRM reaches six failed attempts to send an email it will be deleted from the queue. In order to send a failed email sooner than the default 24 hours, you can perform a <a href="#Mass_Updating_Queued_Email" class="selected">mass update</a> to reset the In Process field. This section will cover how to use the email queue as well as the various actions and options available from within the email queue.</p><h3 id="Viewing_Via_List_View"><a name="Viewing_Via_List_View_..1231" data-mc-generated-bookmark="TOC"></a>Viewing Via List View</h3><p>The email queue list view displays all queued email records meeting the current search criteria. To access the list view, simply click the Email Queue link on the Admin page. List view shows key email fields including links to the Campaign, Recipient, and Marketing Message records. For more information on viewing queued email via list view, please refer to the <a href="#Email_Queue_List_View" class="selected">Email Queue List View</a> section.</p><h3 id="Searching_Queued_Email"><a name="Searching_Queued_Email" data-mc-generated-bookmark="TOC"></a>Searching Queued Email</h3><p>The email queue list view includes a Basic and Advanced Search to help you locate records easily and effectively in a module-specific manner. Once the search is performed, the relevant results will be displayed in the Email Queue list view below. Please note that Vodafone CRM automatically appends the wildcard character (%) to the end of your search phrase. This allows the system to retrieve all records that start with the keyword entered in the search. If you would like to broaden the search, you can use the wildcard at the beginning of your text as well (e.g. %services). This will pull up any record that has the word "services" in the name, regardless of how it starts or ends.</p><p>For more information on using the various search methods as well as how wildcards are used in the different methods, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#29">Search</a> documentation.</p><h4 id="Basic_Search"><a name="Basic_Search_..1232" data-mc-generated-bookmark="TOC"></a>Basic Search</h4><p>Basic search offers a few, commonly used fields for a simplified search experience. From the Basic Search panel, you can click "Advanced Search" to access additional search functionality as needed. </p><p>The buttons and checkboxes available in Basic Search panel have the following functions:</p><ul><li value="1"><strong>Search</strong> : Click the Search button or press your Return/Enter key to perform the search.</li><li value="2"><strong>Clear</strong> : Click the Clear button to clear all criteria from the searchable fields.</li></ul><p><img src="http://support.sugarcrm.com/files/c3bd6d49-40fb-dbed-98ec-5503009f8625.png" alt="" width="560" height="78" /></p><p>Once the search is complete, the relevant results will populate in the list view below the search panel. To see all queued email records to which you have access, simply click "Clear" and then "Search" to perform a blank search with no filters.</p><h4 id="Advanced_Search"><a name="Advanced_Search_..1233" data-mc-generated-bookmark="TOC"></a>Advanced Search</h4><p>Advanced Search offers a more in-depth search experience than Basic Search including additional fields, layout options, and saved search capability. From the Advanced search panel, you can click "Basic Search" for simplified searching.</p><p>The buttons, checkboxes, and dropdowns available in Advanced Search have the following functions:</p><ul><li value="1"><strong>Search</strong> : Click the Search button or press your Return/Enter key to perform the search.</li><li value="2"><strong>Clear</strong> : Click the Clear button to clear all criteria from the searchable fields.</li><li value="3"><strong>Layout Options</strong> : Use the expandable Layout Options section to configure your list view. </li><li value="4"><strong>Saved Searches</strong> : Save, recall, update, and delete searches which you use often. </li></ul><p><img src="http://support.sugarcrm.com/files/95e38899-9f90-9379-20e4-5503003d13a0.png" alt="" width="670" height="228" /></p><p>When you run a search, Vodafone CRM will return records matching all (as opposed to any) of the fields for which you have given a value. For example, if you enter in a campaign name to search and a recipient name, Vodafone CRM will only return queued email records with matching both fields. Once the search completes, the relevant results will populate in the list view below the search panel. To see all queued email records to which you have access, simply click "Clear" and then "Search" to perform a blank search with no filters.</p><h3 id="Email_Queue_List_View"><a name="Email_Queue_List_View" data-mc-generated-bookmark="TOC"></a>Email Queue List View</h3><p>The Email Queue list view displays all queued email records meeting the current search criteria and to which your user has access. You can view the basic details of each email within the field columns. </p><p>You have the option to change what fields are displayed in list view by configuring your layout options in the Advanced Search. For more information on configuring your list view, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#Layout_Options">Layout Options</a> section of the Search documentation.</p><h4 id="Pagination"><a name="Pagination_..1234" data-mc-generated-bookmark="TOC"></a>Pagination</h4><p>List view displays the current search results broken into pages that you can scroll through rather than displaying potentially thousands of rows at once. To the right just below the search panel you can see which records of the total results set are currently being displayed. The two single-arrow Next and Previous buttons can be used to scroll through the records page-by-page. The two double-arrow First Page and Last Page buttons allow you to skip to the beginning or the end of your current results.</p><p>By default, Vodafone CRM displays 20 records per list view page.</p><p><img src="http://support.sugarcrm.com/files/233f4f04-8594-aff3-a4a5-550300421754.png" alt="" width="561" height="109" /></p><h4 id="Checkbox_Selection"><a name="Checkbox_Selection_..1235" data-mc-generated-bookmark="TOC"></a>Checkbox Selection</h4><p>You can perform several actions on queued email records directly from the list view by first selecting the desired records. To select individual queued email records on the Email Queue list view, mark the checkbox on the left of each row. To select or deselect multiple queued email records on the list view, use the options in the checkbox dropdown menu:</p><ul><li value="1"><strong>Select This Page</strong> : Selects all records shown on the current page of results.</li><li value="2"><strong>Select All</strong> : Selects all records in the current search results across all pages of results.</li><li value="3"><strong>Deselect All</strong> : Deselects all records that are currently selected.</li></ul><p><img src="http://support.sugarcrm.com/files/3b24fa91-24b6-a5f1-f3b8-550300feba32.png" alt="" width="240" height="133" /></p><h4 id="Actions_Menu"><a name="Actions_Menu_..1236" data-mc-generated-bookmark="TOC"></a>Actions Menu</h4><p>The Actions menu to the right of the checkbox dropdown allows you to perform various actions on the currently selected records.</p><p><img src="http://support.sugarcrm.com/files/53ff055d-8267-a268-eba2-5503000735d5.png" alt="" width="240" height="97" /></p><p>The options in the Actions menu allow you to perform the following operations:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Menu Item</strong></td><td><strong>Description</strong></td></tr><tr><td><a href="#Deleting_Queued_Email" class="selected">Delete</a></td><td>Delete one or more queued emails at a time</td></tr><tr><td><a href="#Mass_Updating_Queued_Email" class="selected">Mass Update</a></td><td>Mass update one or more queued emails at a time</td></tr></tbody></table><h4 id="Column_Sorting"><a name="Column_Sorting_..1237" data-mc-generated-bookmark="TOC"></a>Column Sorting</h4><p>List view provides the ability to sort all of the current search results by a field column in either ascending or descending order. To sort by a field or switch the sort direction, click the column header noting that the fields which allow sorting will have a pair of arrows. The list view may be sorted by only one column at a time. </p><p><img src="http://support.sugarcrm.com/files/afef3138-2413-0165-7e11-5503001cdeca.png" alt="" width="280" height="52" /></p><h3 id="Deleting_Queued_Email"><a name="Deleting_Queued_Email" data-mc-generated-bookmark="TOC"></a>Deleting Queued Email</h3><p>If a queued email is invalid or should no longer be sent, it may be deleted from the list view. The list view allows for mass deleting multiple records at once. Deleting queued emails will not delete the campaign or target, but will remove the instance of this email so it will not be sent.</p><h4 id="Mass_Deleting_Via_List_View"><a name="Mass_Deleting_Via_List_View_..1238" data-mc-generated-bookmark="TOC"></a>Mass Deleting Via List View</h4><p>Use the following steps to delete one or more queued email records via the list view:</p><ol><li value="1">Navigate to the Email Queue list view by clicking the Email Queue link on the Admin page.</li><li value="2">Use the <a href="#Basic_Search" class="selected">Basic</a> or <a href="#Advanced_Search" class="selected">Advanced Search</a> to find the queued email records you wish to delete.</li><li value="3">Select the desired records individually or using the <a href="#Checkbox_Selection_2" class="selected">checkbox dropdown's</a> options.</li><li value="4">Choose "Delete" from the Actions menu.</li><p><img src="http://support.sugarcrm.com/files/7126c0c6-c9a9-d243-66e2-55030075da84.png" alt="" width="280" height="112" /></p><li value="5">A pop-up message will display asking for confirmation. Click "Ok" to proceed.</li></ol><p>Due to PHP memory limitations on the server, there may be occasions when the application times out while deleting a large number of queued email records. If you encounter an error when performing this action, we recommend selecting the records in smaller batches.</p><h3 id="Mass_Updating_Queued_Email"><a name="Mass_Updating_Queued_Email" data-mc-generated-bookmark="TOC"></a>Mass Updating Queued Email</h3><p>Mass Updating allows users to make the same change to multiple queued email records at once from the Email Queue list view. Currently, only fields with the data type of date, datetime, dropdown, multiselect, and radio may be altered during a mass update. Due to the PHP memory limitations on the server, there may be occasions when the application times out while mass updating a large number of queued email records. If you encounter an error when performing this action, we recommend selecting the records in smaller batches. </p><p>Use the following steps to mass update queued email records from the list view:</p><ol><li value="1">Navigate to the Email Queue list view by clicking the Email Queue link on the Admin page.</li><li value="2">Use the list view's <a href="#Basic_Search" class="selected">Basic</a> or <a href="#Advanced_Search" class="selected">Advanced Search</a> to find queued email you wish to modify.</li><li value="3">Select the desired records individually or using the <a href="#Checkbox_Selection_2" class="selected">checkbox dropdown's</a> options.</li><li value="4">Choose "Mass Update" from the Actions menu.</li><p><img src="http://support.sugarcrm.com/files/a9bb6cdb-4460-b669-71e9-550300efeaa7.png" alt="" width="280" height="110" /></p><li value="5">Scroll to the Mass Update panel and set values for the fields you wish to alter.</li><p><img src="http://support.sugarcrm.com/files/e0b87e00-a65f-0f34-a21d-550300c54bb8.png" alt="" width="630" height="152" /></p><p><strong>Note</strong> : After an email has failed to send, setting In Process to "No" will flag the email to attempt to send again. Otherwise the email will not attempt to be sent again until 24 hours has passed. Optionally set the Send Date to configure when the email should be attempted again.</p><li value="6">Click "Update" to save the changes to all of the currently selected queued email records.</li></ol><h3 id="Sending_Queued_Email"><a name="Sending_Queued_Email" data-mc-generated-bookmark="TOC"></a>Sending Queued Email</h3><p>Queued email will be automatically be sent out in batches by the "Run Nightly Mass Email Campaigns" scheduler. Alternatively, you can manually send a batch of emails in the queue. The amount of queued email that will be sent is equal to the "Number of emails sent per batch" value specified in the <a href="#Campaign_Email_Settings" class="selected">Campaign Email Settings</a>. </p><p>Use the following steps to manually send a batch of queued emails from the list view:</p><ol><li value="1">Navigate to the Email Queue list view by clicking the Email Queue link on the Admin page.</li><li value="2">Choose "Send Queued Campaign Emails" from below the list view. </li><p><img src="http://support.sugarcrm.com/files/57425108-113b-2aec-43e6-55030080e550.png" alt="" width="270" height="262" /></p><li value="3">Vodafone CRM will then send a batch of queued email whose Send On date and time is equal to now or in the past. </li><p><strong>Note</strong> : If an email fails to send it will not be tried again for 24 hours.</p></ol><p>Selecting specific records and searching for specific records will not determine which queued emails will be sent. This process will send a batch of emails that are queued to be sent in order by the Send On field. For more information on setting the batch amount, please refer to the <a href="#Campaign_Email_Settings" class="selected">Campaign Email Settings</a> section. </p><p><strong>Note</strong> : If your batch size is set high and you have a lot of queued email, this process can take a while to run through a single batch.</p><h1 id="Products_and_Quotes"><a name="Products_and_Quotes" data-mc-generated-bookmark="TOC"></a>Products and Quotes</h1><h2 id="Overview"><a name="Overview_..1239" data-mc-generated-bookmark="TOC"></a>Overview</h2><p>The Products and Quotes configuration options in the Admin menu enable you to define a variety of options for the <a href="Sugar_Enterprise_Application_Guide.html#16_Quoted_Line_Items">Quoted Line Items</a>, <a href="Sugar_Enterprise_Application_Guide.html#15_Quotes">Quotes</a>, and <a href="Sugar_Enterprise_Application_Guide.html#125_Revenue_Line_Items">Revenue Line Items</a> modules. From the Products and Quotes option, users may access the following administrative modules:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Menu</strong></td><td><strong>Description</strong></td></tr><tr><td><a href="#Product_Catalog" class="selected">Product Catalog</a></td><td>List of products sold by your organization, used as a template for the <a href="Sugar_Enterprise_Application_Guide.html#16_Quoted_Line_Items">Quoted Line Items</a> and <a href="Sugar_Enterprise_Application_Guide.html#125_Revenue_Line_Items">Revenue Line Items</a> modules</td></tr><tr><td><a href="#Product_Categories" class="selected">Product Categories</a></td><td>The categories in which your products are organized</td></tr><tr><td><a href="#Product_Types" class="selected">Product Types</a></td><td>The Type dropdown list in the <a href="#Product_Catalog" class="selected">Product Catalog</a></td></tr><tr><td><a href="#Manufacturers" class="selected">Manufacturers</a></td><td>The Manufacturer Name dropdown list in the <a href="#Product_Catalog" class="selected">Product Catalog</a></td></tr><tr><td><a href="#Shipping_Providers" class="selected">Shipping Providers</a></td><td>The Shipping Provider dropdown list in <a href="Sugar_Enterprise_Application_Guide.html#Adding_Groups">Quotes</a></td></tr><tr><td><a href="#Tax_Rates" class="selected">Tax Rates</a></td><td>The Tax Rate dropdown list in <a href="Sugar_Enterprise_Application_Guide.html#Adding_Groups">Quotes</a></td></tr></tbody></table><p>Please note that only users with administrator or developer access have the ability to control the configurations within this documentation.</p><h2 id="Product_Catalog"><a name="Product_Catalog" data-mc-generated-bookmark="TOC"></a>Product Catalog</h2><p>Vodafone CRM's Product Catalog module contains a list of all products or services that your organization sells. This module provides the <a href="Sugar_Enterprise_Application_Guide.html#16_Quoted_Line_Items">Quoted Line Items</a> and <a href="Sugar_Enterprise_Application_Guide.html#125_Revenue_Line_Items">Revenue Line Items</a> modules with the template used when creating products to be used for <a href="Sugar_Enterprise_Application_Guide.html#13_Opportunities">Opportunities</a> and <a href="Sugar_Enterprise_Application_Guide.html#15_Quotes">Quotes</a>, including pricing and cost information and information about the <a href="#Manufacturers" class="selected">manufacturer</a>.</p><p>Products within the Product Catalog can be broadly classified into <a href="#Product_Types" class="selected">product types</a>, such as Software and Hardware. Each product type can be further organized into several <a href="#Product_Categories" class="selected">product categories</a>. For example, the software product type can contain product categories such as Spreadsheets and Word Processors. You can also create sub-categories within a category.</p><h3 id="Product_Catalog_Fields"><a name="Product_Catalog_Fields" data-mc-generated-bookmark="TOC"></a>Product Catalog Fields</h3><p>The Product Catalog contains a number of stock fields which come out-of-the-box with Vodafone CRM. The below definitions are suggested meanings for the fields, but the fields can be leveraged differently to best meet your organization's needs. Fields can be altered, added, or removed via Admin > Studio. For more information on configuring fields, please refer to the <a href="#Fields" class="selected">Studio</a> documentation in the Administration guide.</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Field</strong></td><td><strong>Description</strong></td></tr><tr><td>Availability</td><td>Select if the item is in stock or not from the dropdown list</td></tr><tr><td>Category Type</td><td>The <a href="#Product_Categories" class="selected">product category</a> to which the new item belongs</td></tr><tr><td>Cost</td><td>The actual cost of the item. This will not appear on printed quotes</td></tr><tr><td>Currency</td><td>The <a href="#Currencies" class="selected">currency</a> of the given prices (Cost, List, Unit)</td></tr><tr><td>Date Available</td><td>Select the date of availability if the item is out of stock</td></tr><tr><td>Date Created</td><td>The date the product catalog record was created</td></tr><tr><td>Date Modified</td><td>The date the product catalog record was last modified</td></tr><tr><td>Date-Cost-Price</td><td>The starting date that the cost is valid</td></tr><tr><td>Default Pricing Formula</td><td><p>Select a formula from the dropdown list to arrive at the discount price for the Unit Price field. The formulas are as follows:</p><ul><li value="1"><strong>Fixed Price:</strong> Allows you to enter a Unit Price without any calculation.</li><li value="2"><strong>Profit Margin:</strong> Enter the points in the adjoining field to vary the percentage against the cost.</li><li value="3"><strong>Markup over Cost:</strong> Choose a percentage to raise the price over the cost.</li><li value="4"><strong>Discount from List:</strong> Enter the discount percentage from the List Price in the adjoining field.</li><li value="5"><strong>Same as List:</strong> The Unit Price will be the same as the List Price.</li></ul></td></tr><tr><td>Description</td><td>A description or other information about the product</td></tr><tr><td>List Price</td><td>The quotable list price of the product</td></tr><tr><td>Manufacturer Name</td><td>The <a href="#Manufacturers" class="selected">manufacturer</a> of the product</td></tr><tr><td>Mft. Part Number</td><td>The manufacturer's part number for the product</td></tr><tr><td>Product Name</td><td>The name of the product</td></tr><tr><td>Product URL</td><td>The web address of product if it is available online</td></tr><tr><td>Quantity in Stock</td><td><p>Enter the number of units that are in stock of the product</p><p><strong>Note</strong>: Negative values are supported in this field.</p></td></tr><tr><td>Support Contact</td><td>The support person's contact information, such as the phone number or email address</td></tr><tr><td>Support Desc.</td><td>Brief description or other information regarding the support provided</td></tr><tr><td>Support Name</td><td>The name of the Customer Support person</td></tr><tr><td>Support Term</td><td>The term (e.g. six months, one year, etc.) in which support will be provided for the product</td></tr><tr><td>Tax Class</td><td>Tax classification (e.g. taxable, non-taxable) for the product</td></tr><tr><td>Type</td><td>The specified product <a href="#Product_Types" class="selected">type</a></td></tr><tr><td>Unit Price</td><td>The unit price of the product</td></tr><tr><td>Vendor Part Number</td><td>The vendor's part number for the product</td></tr><tr><td>Weight</td><td><p>The weight of the product</p><p><strong>Note</strong>: Negative values are supported in this field.</p></td></tr></tbody></table><h3 id="Product_Catalog_Module_Tab"><a name="Product_Catalog_Module_Tab" data-mc-generated-bookmark="TOC"></a>Product Catalog Module Tab</h3><p>The Product Catalog module tab can be accessed by clicking the Product Catalog option in the Admin menu. Click the tab to access the Product Catalog <a href="#Product_Catalog_List_View" class="selected">list view</a>. You may also click the triangle in the Product Catalog tab to display the Actions and Recently Viewed menus. The Actions menu allows you to perform important actions within the module. The <a href="#Viewing_Via_Recently_Viewed" class="selected">Recently Viewed menu</a> displays the list of product catalog records you last viewed in the module.<img src="Resources/Images/product-categories-module-tab.png" /></p><p>The Actions menu allows you to perform the following operations:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Menu Item</strong></td><td><strong>Description</strong></td></tr><tr><td><a href="#Creating_Via_Product_Catalog" class="selected">Create Product for Catalog</a></td><td><p>Opens the record view layout to create a new product for the catalog</p></td></tr><tr><td><a href="#Viewing_Via_List_View" class="selected">View Product Catalog</a></td><td>Opens the list view layout to search and display the product catalog</td></tr><tr><td><a href="#Manufacturers" class="selected">View Manufacturers</a></td><td>Opens the Manufacturers list view</td></tr><tr><td><a href="#Product_Categories" class="selected">View Product Categories</a></td><td>Opens the Product Categories list view</td></tr><tr><td><a href="#Product_Types" class="selected">View Product Types</a></td><td>Opens the Product Types list view</td></tr><tr><td><a href="#Importing_Products_for_Catalog" class="selected">Import Product Catalog Entries</a></td><td>Opens the import wizard to create or update product catalog entries using external data</td></tr></tbody></table><h3 id="Creating_Products_For_Catalog"><a name="Creating_Products_For_Catalog" data-mc-generated-bookmark="TOC"></a>Creating Products For Catalog</h3><p>There are various methods for creating products in the Product Catalog including via the Product Catalog module, duplication, and importing products. The full record view layout opens when creating the product directly from the Products menu and includes all of the relevant fields for your organization's products. </p><h4 id="Creating_Via_Product_Catalog"><a name="Creating_Via_Product_Catalog" data-mc-generated-bookmark="TOC"></a>Creating Via Product Catalog</h4><p>One of the most common methods of product creation is via the Create Product for Catalog option in the Product Catalog module tab. This opens up the record view layout which allows you to enter in all the relevant information for the product.</p><p>Use the following steps to create a product via the Product Catalog module:</p><ol><li value="1">Navigate to Admin > Product Catalog.</li><li value="2">Click the triangle in the Product Catalog module tab to open the actions menu and select "Create Product for Catalog". You can also click the Create button on the upper right of the Product Catalog list view.</li><p>From Product Catalog module tab: <img src="Resources/Images/creating-via-product-catalog.png" /></p><p>From Product Catalog list view: <img src="Resources/Images/creating-via-product-catalog-1.png" /></p><li value="3">Enter appropriate values for the <a href="#Product_Catalog_Fields" class="selected">fields</a> in the record view layout. All required fields are marked with a red asterisk and must be completed prior to saving.</li><li value="4">Once the necessary information is entered, click "Save".</li><ul><li value="1">Alternatively, you can use the Actions Menu to the right of the Save button to select "Save and view" or "Save and create new". "Save and view" will display the record's details after the save is complete. "Save and create new" saves the current record and opens a new, blank record view in edit mode where you can create another record.</li></ul></ol><p> <img src="http://support.sugarcrm.com/files/d937c4e5-a830-9368-bd66-5502ffa410ce.png" alt="" width="450" height="108" /></p><h4 id="Creating_Via_Duplication"><a name="Creating_Via_Duplication_..1240" data-mc-generated-bookmark="TOC"></a>Creating Via Duplication</h4><p>You can also create a new product for the catalog by duplicating an existing record. The duplicate option is useful if the product you are creating has similar information to an existing product.</p><p>Use the following steps to create a product for the catalog by duplicating an existing record:</p><ol><li value="1">Navigate to a product catalog record's record view.</li><li value="2">Click the Actions menu and select "Duplicate".</li><p><img src="http://support.sugarcrm.com/files/eb260d74-a788-2713-bc05-5502ffb1d2e5.png" alt="" width="475" height="186" /></p><li value="3">The displayed record view is pre-populated with the original product's values. Update the necessary fields, then click "Save".
<ul><li value="1">Alternatively, you can use the Actions Menu to the right of the Save button to select "Save and view" or "Save and create new". "Save and view" will display the record's details after the save is complete. "Save and create new" saves the current record and opens a new, blank record view in edit mode where you can create another record.</li></ul></li></ol><p><img src="http://support.sugarcrm.com/files/61cff1b5-4a13-1b3b-3a10-5502ff76b631.png" alt="" width="475" height="51" /></p><h4 id="Importing_Products_for_Catalog"><a name="Importing_Products_for_Catalog" data-mc-generated-bookmark="TOC"></a>Importing Products for Catalog</h4><p>The import function allows you to push multiple product records into the product catalog in Vodafone CRM using a comma (or other character) delimited file instead of creating them one-by-one. For more information on importing, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#52_Import">Import</a> documentation.</p><p>Use the following steps to import products into the catalog via the Import Products option:</p><ol><li value="1">Click the triangle in the Product Catalog module tab and select "Import Products". </li><p><img src="Resources/Images/importing-products-for-catalog.png" alt="" width="426" height="230" /></p><ol><li value="1">In Step 1, select the import file and choose "Create new records only". Click "Next".</li><li value="2">In Step 2, confirm the import file properties. Click "Next".</li><li value="3">In Step 3, confirm the field mappings for the import. Click "Next".</li><li value="4">In Step 5, view the import results.</li></ol><ul><li value="1">The Created Records tab will show all of the new product records.</li><li value="2">The Duplicates tab will show any records in the file that were identified as duplicates of existing records and thus not imported.</li><li value="3">The Errors tab will show records that were not imported due to errors detected during import.</li></ul></ol><h3 id="Viewing_Products_In_Catalog"><a name="Viewing_Products_In_Catalog" data-mc-generated-bookmark="TOC"></a>Viewing Products In Catalog</h3><p>There are various options available for viewing product catalog records in Vodafone CRM including via Product Catalog list view, Product Catalog record view, and Product Catalog Last Viewed menu.</p><h4 id="Viewing_Via_List_View"><a name="Viewing_Via_List_View_..1241" data-mc-generated-bookmark="TOC"></a>Viewing Via List View</h4><p>The Product Catalog list view displays all product catalog records meeting the current search criteria. To access the list view, simply click the Product Catalog module tab. While list view shows key product catalog fields, you can click the product's name to open the record in record view. For more information on viewing products via list view, please refer to the <a href="#Product_Catalog_List_View" class="selected">Product Catalog List View</a> section of this documentation.</p><h4 id="Viewing_Via_Record_View"><a name="Viewing_Via_Record_View_..1242" data-mc-generated-bookmark="TOC"></a>Viewing Via Record View</h4><p>The Product Catalog record view displays thorough product information including all product catalog fields followed by subpanels of the product's related records belonging to various modules. The record view can be reached by clicking a product catalog record's link from anywhere in the application including from the Product Catalog list view. For more information on viewing products via record view, please refer to the <a href="#Product_Catalog_Record_View" class="selected">Product Catalog Record View</a> section of this documentation.</p><h4 id="Viewing_Via_Recently_Viewed"><a name="Viewing_Via_Recently_Viewed_..1243" data-mc-generated-bookmark="TOC"></a>Viewing Via Recently Viewed</h4><p>As you work, Vodafone CRM will keep track of which products you have recently viewed. Click the Actions menu in the <a href="#Product_Catalog_Module_Tab" class="selected">Product Catalog module tab</a> to see a list of your most recently viewed products, and click each name to open the Product Catalog record view.</p><p><img src="Resources/Images/viewing-via-recently-viewed-product-catalog.png" alt="ProductCatalog RecentlyViewedMenu 75x" width="440" height="307" /></p><h3 id="Searching_Product_Catalog"><a name="Searching_Product_Catalog" data-mc-generated-bookmark="TOC"></a>Searching Product Catalog</h3><p>The Product Catalog list view includes a Module Search to help you locate records easily and effectively in a module-specific manner. Once the search is performed, the relevant results will be displayed in the Product Catalog list view below. Please note that Vodafone CRM automatically appends the wildcard character (%) to the end of your search phrase. This allows the system to retrieve all records that start with the keyword entered in the search. If you would like to broaden the search, you can use the wildcard at the beginning of your text as well (e.g. %widgets). This will pull up any record that has the word "widgets" in the name, regardless of how it starts or ends.</p><h4 id="Module_Search"><a name="Module_Search_..1244" data-mc-generated-bookmark="TOC"></a>Module Search</h4><p>Module search enables users to easily search by product catalog name within the Product Catalog module and pull up matching records in the list view. The search also provides a Filter option which can be used in combination with the open Search box to narrow your search further using the available options as follows:</p><ul><li value="1"><strong>Create</strong> : Create a new custom filter which you can use to filter your search
<ul><li value="1"><strong>Note</strong>: You can also click "Create" to the right of the Filter option.</li></ul></li><li value="2"><strong>All Product Catalog</strong> : Returns all records in the module to which you have access</li><li value="3"><strong>Recently Created </strong>: Returns only records you created in the module within the last 7 days</li><li value="4"><strong>Recently Viewed </strong>: Returns only records you have viewed in the module within the last 7 days</li></ul><p><img src="http://support.sugarcrm.com/files/cafa67c6-d30c-84a7-c2d3-5502ffade1ee.png" alt="" height="207" width="473" /></p><p>When you choose a filter, Vodafone CRM will return records which match both the selected filter and any name provided in the "Search by product name..." bar in the filtered list view results. For example, if you select "Recently Created" and enter a product catalog name, Vodafone CRM will only return product catalog records with a matching name that you created within the last 7 days. Once the search is complete, the relevant results will populate in the <a href="#Product_Catalog_List_View" class="selected">list view</a> below the search panel. To see all product catalog records to which you have access, simply select the All Product Catalog in the filter and remove any text from the search bar. You can also click the Clear icon within the selected filter option (e.g. Recently Created) in the Search bar to clear the filter and pull up all list view search results. When you run a search using a saved or created filter, the search will be preserved when you navigate away from the module. Returning to the list view will automatically display the results of your last filter. Please note that searches using the open Search box only are not preserved when navigating away. </p><p><img src="http://support.sugarcrm.com/files/799c40d6-3e3b-73e9-95eb-5502ffd2508b.png" alt="" width="347" height="176" /></p><h5 id="Creating_a_Filter"><a name="Creating_a_Filter_..1245" data-mc-generated-bookmark="TOC"></a>Creating a Filter</h5><p>Users can also create new filters via the Create option in the Filter list of the search bar. This allows you to add custom, complex filter options when searching in the Product Catalog list view. You have the option to add multiple fields to your new filter by clicking the Plus button to the right of the filter selection dropdown lists and set select operators along with their value(s). A filter's criteria need to be true for a record in order for it to appear in the list view search result. Additionally, filters with no specified values may be saved as a custom filter to act as a filter template when a user often searches using the same fields but with varying values. Please note that only fields you have view access for will appear in the Filter list when creating a search filter.</p><p>When you run a search using a created filter, the search will be preserved when you navigate away from the module. Returning to the list view will automatically display the results of your last filter. Please note that searches using the open Search box only are not preserved when navigating away.</p><p>The following steps cover creating a new Date Available filter as an example:</p><ol><li value="1">Click the Filter option on the Product Catalog search bar then select "Create".</li><p><img src="http://support.sugarcrm.com/files/8e9903d8-862e-2dc4-c8b4-5502fffcabe5.png" alt="" width="343" height="217" /></p><li value="2">Select the field you wish to add to your filter as well as the condition and matching criteria.</li><li value="3">To add additional fields to the new filter, click the Plus button to the right of the filter.</li><li value="4">To remove fields from the new filter, click the Minus button to the right of the filter.</li><li value="5">To clear any filter values, simply click the "x" to the right of the value (if applicable) or select "Reset" to the left of the Save button.</li></ol><p><img src="http://support.sugarcrm.com/files/457d5424-b72a-c1a1-1f99-5502ff8885d1.png" alt="" width="548" height="233" /></p><p>The list view will automatically display results matching your filters as you create and modify the criteria.</p><h5 id="Saving_a_Filter"><a name="Saving_a_Filter_..1246" data-mc-generated-bookmark="TOC"></a>Saving a Filter</h5><p>Saving a filter will preserve the chosen fields as well as the condition(s) of the matching value(s). Additionally, it will allow you to easily select previously created and saved filters from the Filter options.</p><p>The following steps cover saving a new search by Name filter as an example:</p><ol><li value="1">Create a <a href="#Creating_a_Filter" class="selected">new filter</a> to perform a search on your desired fields.</li><li value="2">Enter in a name for the new filter (e.g. "Available products this year"). </li><p><img src="http://support.sugarcrm.com/files/95600ce0-0baa-570a-3b8e-5502ff740d92.png" alt="" height="77" width="571" /></p><li value="3">Click "Save" to add this filter to the module's Filter options.</li></ol><h4 id="Global_Search"><a name="Global_Search_..1247" data-mc-generated-bookmark="TOC"></a>Global Search</h4><p>Global Search allows users to search for information across their entire Vodafone CRM database as opposed to restricting search within a specific module. Beginning with version 6.5.0, Full Text Search may be used with Global Search to search throughout nearly all fields and modules for an enhanced search experience. The Global Search bar is located on the top right hand side of Vodafone CRM. You can click the magnifying glass icon or hit Return/Enter to perform your search once the text string is entered in the search box.</p><p><img src="http://support.sugarcrm.com/files/e2b8a7e3-736e-3a22-5dbb-5502ff43b2ea.png" alt="" width="353" height="47" /></p><p>To use global search, you need to first enter the keyword into the search box. With Full Text Search enabled, pop-up results will begin appearing once you input three or more characters. Clicking the magnifying glass icon or hitting your Return/Enter key will cause Vodafone CRM to return exact matches for your keyword rather than matches with words beginning with your keyword. When Full Text Search is not enabled, results starting with your keyword will appear after clicking the magnifying glass icon or hitting your Return/Enter key. </p><p>Regular Vodafone CRM users can configure some aspects of global search such as what modules are displayed in the search results. </p><h3 id="Product_Catalog_List_View"><a name="Product_Catalog_List_View" data-mc-generated-bookmark="TOC"></a>Product Catalog List View</h3><p>The Product Catalog list view displays all product catalog records meeting the current search criteria. You can view the basic details of each product within the field columns. Please note that you will only be able to see product catalog records as allowed by your user access type (Developer) and assigned roles. For more information on roles, please refer to the <a href="#Role_Management" class="selected">Role Management</a> <a href="#Role_Management" class="selected"></a>documentation.</p><p>Users with administrator or developer access have the ability to change what fields are visible in the list view via Admin > Studio. For more information on editing layouts, please refer to the <a href="#Layouts" class="selected">Studio</a> documentation in the Administration guide.</p><h4 id="Checkbox_Selection"><a name="Checkbox_Selection_..1248" data-mc-generated-bookmark="TOC"></a>Checkbox Selection</h4><p>You can perform several actions on product catalog records directly from the list view by first selecting the desired records. To select individual product catalog records on the Product Catalog list view, mark the checkbox on the left of each row.</p><p>To select all product catalog records displayed on the current set of list view results, click the checkbox to the left of the Actions menu. A dialog will appear below the list view column headers indicating that you have selected all records on the list view's current results set (e.g. 20). To select all records matching the current search results set, click "Select all records" in the dialog.</p><p><img src="http://support.sugarcrm.com/files/94ecd889-0ac6-4261-bb04-5502ffff541d.png" alt="" width="466" height="144" /></p><p>If you wish to clear the selection for all records on the list view result set, simply click "Clear selections" in the dialog. You can also clear the selections for all records by clicking the checkbox option again to remove the check marks. </p><p><img src="http://support.sugarcrm.com/files/580d3f83-ed15-126f-0696-5502ffa16595.png" alt="" width="469" height="146" /></p><h4 id="Total_Record_Count"><a name="Total_Record_Count_..1249" data-mc-generated-bookmark="TOC"></a>Total Record Count</h4><p>You can view the total record count on the Product Catalog list view by selecting all records displayed on the current set of list view results. Once the records are selected, a dialog will appear allowing you to select all records in the results set.</p><p><img src="http://support.sugarcrm.com/files/59ccd118-5340-5539-9b4f-5502ff96b7fa.png" alt="" width="484" height="243" /></p><p>The total count of all records on the list view result set will appear in the dialog.</p><p><img src="http://support.sugarcrm.com/files/96fc7473-a371-4162-d93d-5502ffbe1891.png" alt="" width="483" height="146" /></p><h4 id="Mass_Actions_Menu"><a name="Mass_Actions_Menu_..1250" data-mc-generated-bookmark="TOC"></a>Mass Actions Menu</h4><p>The Mass Actions menu to the right of the checkbox option allows you to perform various actions on the currently selected records. </p><p><img src="http://support.sugarcrm.com/files/ee620771-996c-6857-9729-5502ffd12524.png" alt="" width="261" height="208" /></p><p>The options in the Mass Actions menu allow you to perform the following operations:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Menu Item</strong></td><td><strong>Description</strong></td></tr><tr><td><a href="#Mass_Updating_Products" class="selected">Mass Update</a></td><td>Mass update one or more product catalog records at a time</td></tr><tr><td><a href="#Merging_Products" class="selected">Merge</a></td><td>Merge two or more duplicate products </td></tr><tr><td><a href="#Mass_Deleting_Via_List_View" class="selected">Delete</a></td><td>Delete one or more product catalog records at a time</td></tr><tr><td><a href="#Exporting_Products" class="selected">Export</a></td><td>Export one or more product catalog records to a CSV file</td></tr><tr><td><a href="#Recalculating_Calculated_Values" class="selected">Recalculate Values</a></td><td>(Available in certain circumstances) Updates calculated values to reflect changes to calculated fields made in Studio</td></tr></tbody></table><h4 id="ColumnReordering"><a name="Column_Reordering_..1251" data-mc-generated-bookmark="TOC"></a>Column Reordering</h4><p>List view provides the ability to reorder columns by dragging and dropping the title of the column to the desired location. The new column order will remain for a user upon subsequent visits to the module until the user's browser cache is cleared. You can reset the column order back to the default view by clicking the Gear icon to the far right of the list view column headers and selecting "Reset default view". Please note that this option only appears if the current list view column order is different from the default column order.</p><p><img src="http://support.sugarcrm.com/files/8bc70d61-08a2-cda4-014e-5502ff53c662.png" alt="" width="609" height="201" /></p><h3 id="Column_Resizing"><a name="Column_Resizing_..1252" data-mc-generated-bookmark="TOC"></a>Column Resizing</h3><p>Users can easily adjust the size of columns in the Product Catalog list view per their viewing preference. Simply place your cursor on the column divider, and when the Left and Right arrow appears, click and drag the column to the desired size. The set column width will be preserved when you navigate away from the page. Vodafone CRM will render the preferred column size across sessions until the user removes or resets the relevant browser cookies. You can reset the column width back to the default size by clicking the Gear icon to the far right of the list view column headers and selecting "Reset default widths". Please note that this option only appears if at least one of the column widths in the current list view is different from the default column width.</p><p><img src="http://support.sugarcrm.com/files/5cd17008-8b99-cdd2-3307-5502ff875b79.png" alt="" width="698" height="234" /></p><h4 id="Column_Sorting"><a name="Column_Sorting_..1253" data-mc-generated-bookmark="TOC"></a>Column Sorting</h4><p>List view provides the ability to sort all of the current search results by a field column in either ascending or descending order. To sort by a field or switch the sort direction, click the column header noting that the fields which allow sorting will have a pair of arrows. </p><p><strong>Note</strong>: List views may only be sorted by one column at a time and cannot be sorted by custom relate fields.</p><p><img src="http://support.sugarcrm.com/files/f680007c-a68d-2139-5e32-5502ffe1eed8.png" alt="" width="628" height="45" /></p><h4 id="Column_Selection"><a name="Column_Selection_..1254" data-mc-generated-bookmark="TOC"></a>Column Selection</h4><p>Vodafone CRM gives users the ability to personalize the list view by specifying which fields they want displayed. You can click the Column Selection icon to the far right of the list view column headers to see the list of available fields. Click a field name to toggle whether or not it is included as a column on your list view. Please note that administrators have the ability to configure what fields are available to display in the list view via Admin > Studio. For more information on configuring fields to display in the list view, please refer to the <a href="#Editing_Layouts" class="selected">Studio</a> documentation in the Administration guide.</p><p><img src="http://support.sugarcrm.com/files/5d0e5a2c-8f52-a707-ad3e-5502ff5af1b0.png" alt="" width="520" height="294" /></p><h4 id="Preview"><a name="Preview_..1255" data-mc-generated-bookmark="TOC"></a>Preview</h4><p>Users can view a record's details directly from the Product Catalog list view by clicking the Preview icon to the far right of each product's row.</p><p><img src="http://support.sugarcrm.com/files/ce0c5a29-456c-6b03-5ace-5502fff30b9b.png" alt="" width="687" height="73" /></p><p>The record's data will display to the right of the list view providing key information regarding the record. On the upper right of the intelligence pane, there is a Left and Right arrow button that allows you to scroll through the list view's current search results by previewing the next or previous record. To close the preview, simply click the "X" on the upper right of the intelligence pane.</p><p><img src="http://support.sugarcrm.com/files/99951dd5-3761-c44f-913c-5502ff60d9a7.png" alt="" width="369" height="311" /></p><h4 id="Record_Actions_Menu"><a name="Record_Actions_Menu_..1256" data-mc-generated-bookmark="TOC"></a>Record Actions Menu</h4><p>The Record Actions menu to the right of each record's Preview button allows users to edit, follow, or delete specific records directly from the list view.</p><p><img src="http://support.sugarcrm.com/files/e8a803ef-b4f1-cc04-c437-5502ffeab761.png" alt="" width="520" height="154" /></p><p>The options in the Record Actions menu allow you to perform the following operations:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Menu Item</strong></td><td><strong>Description</strong></td></tr><tr><td><a href="#Editing_Inline_Via_List_View" class="selected">Edit</a></td><td>Edit this product</td></tr><tr><td><a href="#Deleting_Via_List_View" class="selected">Delete</a></td><td>Delete this product</td></tr></tbody></table><h4 id="More_Product_Catalog"><a name="More_Product_Catalog" data-mc-generated-bookmark="TOC"></a>More Product Catalog</h4><p>The list view loads an initial number of records meeting the current search criteria with the option to show additional results at the user's request. By default, Vodafone CRM displays 20 records per list view results set.To load the next set of list view results, simply click the More Product Catalog link at the bottom of the list view.</p><p><img src="http://support.sugarcrm.com/files/71a74c9b-f344-c244-6148-5502ffb5774b.png" alt="" width="398" height="124" /></p><h4 id="Right_Hand_Side_Drawer"><a name="Right_Hand_Side_Drawer_..1257" data-mc-generated-bookmark="TOC"></a>Right Hand Side Drawer</h4><p>On the upper right of the Product Catalog list view there is a double arrow icon which allows users to expand the list view to the full screen width. The intelligence pane to the right of the list view will be hidden when the list view is expanded. To reduce the list view's width and reveal the intelligence pane, simply click the double arrow icon again.</p><p><img src="http://support.sugarcrm.com/files/4475b1c1-24bd-1caa-80ef-5502ff214ad9.png" alt="" width="541" height="183" /></p><h4 id="Intelligence_Pane"><a name="Intelligence_Pane_..1258" data-mc-generated-bookmark="TOC"></a>Intelligence Pane</h4><p>An intelligence pane displays to the right of the Product Catalog list view and can provide users with valuable record information via various dashlets. The Help dashboard normally displays by default along with the List View Help dashlet and Learning Resources dashlet. The List View Help dashlet provides users with a brief introduction to the module along with a link (e.g. Product Catalog documentation) to the corresponding documentation in the Administration guide. The Learning Resources dashlet includes links to Vodafone CRM University, Community Forums, and Documentation & Support, which provide access to additional resources. Simply click the appropriate link to be directed to the specific page in a separate tab. For more information regarding the Help dashboard, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#15_Intelligence_Pane">Intelligence Pane</a> documentation. Users may create other dashboards (e.g. My Dashboard) for use with the Product Catalog module by clicking the Create button. Selecting "Edit" from the Actions menu on the upper right will allow them to make changes and add additional dashlets to their dashboards.</p><p>Users can edit individual dashlets by clicking the Gear icon on the upper right of each dashlet. Dashlets may also be dragged and dropped to rearrange them within the current dashboard. You can collapse dashlets you do no wish to view by clicking the Up arrow on the upper right of the dashlet. Vodafone CRM will remember the state of your intelligence pane the next time you return to the Product Catalog module. For more information on editing, creating, and rearranging dashboards and dashlets, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#15_Intelligence_Pane">Intelligence Pane</a> documentation.</p><p><img src="http://support.sugarcrm.com/files/6e08c010-f87b-1f70-9637-5502fff36ff5.png" alt="" width="697" height="393" /></p><h3 id="Product_Catalog_Record_View"><a name="Product_Catalog_Record_View" data-mc-generated-bookmark="TOC"></a>Product Catalog Record View</h3><p>The Product Catalog record view displays thorough product information including all product fields. The record view can be reached by clicking a product record's link in the Product Catalog list view. </p><h4 id="Actions_Menu"><a name="Actions_Menu_..1259" data-mc-generated-bookmark="TOC"></a>Actions Menu</h4><p>The Actions menu on the top right of each product's record view allows you to perform various actions on the current record.</p><p><img src="http://support.sugarcrm.com/files/23028b84-bdf2-b9f3-647c-5502ff03210f.png" alt="" width="500" height="283" /></p><p>The options in the Actions menu allow you to perform the following operations:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Menu Item</strong></td><td><strong>Description</strong></td></tr><tr><td><a href="#Editing_Via_Record_View" class="selected">Edit</a></td><td>Edit this product</td></tr><tr><td><a href="#Sharing_Products" class="selected">Share</a></td><td>Share a link to this product via email</td></tr><tr><td><p><a href="#Downloading_Product_Information_as_a_PDF" class="selected">Download PDF</a></p></td><td><p>Download product information as a PDF file</p></td></tr><tr><td><p><a href="#Emailing_Product_Information_as_a_PDF" class="selected">Email PDF</a></p></td><td><p>Email product information as a PDF attachment</p></td></tr><tr><td><a href="#Finding_Duplicate_Products" class="selected">Find Duplicates</a></td><td>Locate potential duplicates of this product</td></tr><tr><td><a href="#Creating_Via_Duplication" class="selected">Copy</a></td><td>Duplicate this product</td></tr><tr><td><a href="#Viewing_Product_Change_Logs" class="selected">View Change Log</a></td><td>View a record of changes to this product</td></tr><tr><td><a href="#Deleting_Via_Record_View" class="selected">Delete</a></td><td>Delete this product</td></tr></tbody></table><h4 id="Next_or_Previous_Record"><a name="Next_or_Previous_Record_..1260" data-mc-generated-bookmark="TOC"></a>Next or Previous Record</h4><p>On the upper right of the Product Catalog record view, there are two buttons that allow you to page through each product in the Product Catalog list view's current search results. Clicking the Left arrow button displays the previous product of the current search results while clicking the Right arrow button displays the next product of the current search results.</p><p><img src="http://support.sugarcrm.com/files/2f0a790c-f41a-d335-7c6b-5502ff7600e8.png" alt="" width="350" height="49" /></p><h4 id="Intelligence_Pane"><a name="Intelligence_Pane_..1261" data-mc-generated-bookmark="TOC"></a>Intelligence Pane</h4><p>An intelligence pane displays to the right of the product catalog's record view and can provide users with valuable information via various dashlets. The Help dashboard normally displays by default along with the Record View Help dashlet and Learning Resources dashlet. The Record View Help dashlet provides users with a brief introduction to the module along with some instructions to help users utilize and navigate around the record view. A link to the corresponding documentation (e.g. Product Catalog documentation) in the Administration guide is also provided within the Help dashlet. The Learning Resources dashlet includes links to Vodafone CRM University, Community Forums, and Documentation & Support, which provide access to additional resources. Simply click the appropriate link to be directed to the specific page in a separate tab. For more information regarding the Help dashboard, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#15_Intelligence_Pane">Intelligence Pane</a> documentation. Users may create other dashboards (e.g. My Dashboard) for use with the Product Catalog module by clicking the Create button. Selecting "Edit" from the Actions menu on the upper right will allow them to make changes and add additional dashlets to their dashboards.</p><p>Users can edit individual dashlets by clicking the Gear icon on the upper right of each dashlet. Dashlets may also be dragged and dropped to rearrange them within the current dashboard. You can collapse dashlets you do no wish to view by clicking the Up arrow on the upper right of the dashlet. Vodafone CRM will remember the state of your intelligence pane the next time you return to the Product Catalog module. For more information on editing, creating, and rearranging dashboards and dashlets, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#15_Intelligence_Pane">Intelligence Pane</a> documentation.</p><p><img src="http://support.sugarcrm.com/files/4724098a-f4b9-a216-cd63-5502ff7ff08d.png" alt="" width="700" height="584" /></p><h3 id="Editing_Products"><a name="Editing_Products" data-mc-generated-bookmark="TOC"></a>Editing Products</h3><p>The Product Catalog may be edited at any time to update or add information to the record. You can make changes to existing product catalog records via the Product Catalog record view. Record view is available within the Product Catalog module and includes all of the Product fields you should need.</p><h4 id="Editing_Inline_Via_Record_View"><a name="Editing_Inline_Via_Record_View_..1262" data-mc-generated-bookmark="TOC"></a>Editing Inline Via Record View</h4><p>Users can edit individual fields on a product catalog record view without entering the full edit mode by clicking the field name. Fields which are available for inline editing will display a pencil icon when hovering on the field name or value. This will allow users to type or select a new value. Click "Save" to preserve the changes made to the field.</p><p><img src="http://support.sugarcrm.com/files/868853d7-3715-24df-cbf1-5502ff5eafd5.png" alt="" width="450" height="97" /></p><h4 id="Editing_Via_Record_View"><a name="Editing_Via_Record_View_..1263" data-mc-generated-bookmark="TOC"></a>Editing Via Record View</h4><p>You can edit products via the <a href="#Product_Catalog_Record_View" class="selected">record view</a> by clicking the Edit button on the upper left of the page.</p><p><img src="http://support.sugarcrm.com/files/baa4b074-7834-6d35-80d1-5502ffb367fc.png" alt="" width="450" height="51" /></p><p>Once the record view layout is open, update the necessary fields, then click "Save" to preserve the changes made.</p><p><img src="http://support.sugarcrm.com/files/4c3f0191-bc42-896b-d2ae-5502ff2f722b.png" alt="" width="450" height="246" /></p><h4 id="Editing_Inline_Via_List_View"><a name="Editing_Inline_Via_List_View_..1264" data-mc-generated-bookmark="TOC"></a>Editing Inline Via List View</h4><p>You can also edit individual fields on the Product Catalog list view without entering the full edit mode. Click the Record Actions menu to the far right of the record's row and select "Edit".</p><p><img src="http://support.sugarcrm.com/files/288d87cd-5230-0457-17ea-5502ffeb2790.png" alt="" width="591" height="134" /></p><p>The fields on the record's row will open up allowing you to type or select a new value. You can click the <a href="#Right_Hand_Side_Drawer" class="selected">double arrow</a> icon on the upper right of the page to expand the list view for editing. Click "Save" to preserve the changes made to the record.</p><p><img src="http://support.sugarcrm.com/files/dcee206d-3050-ddf2-fa62-5502ff7c22fe.png" alt="" width="640" height="76" /></p><p><strong>Note</strong>: Text area fields are not inline editable from list views.</p><h3 id="Deleting_Products"><a name="Deleting_Products" data-mc-generated-bookmark="TOC"></a>Deleting Products</h3><p>If a product record is invalid or should no longer appear in your organization's Vodafone CRM instance, it may be deleted from either the Product Catalog record view or list view. Deleting via the record view allows you to delete a single record while the list view allows for mass deleting multiple records at once as well as single record deletions.</p><h4 id="Deleting_Via_Record_View"><a name="Deleting_Via_Record_View_..1265" data-mc-generated-bookmark="TOC"></a>Deleting Via Record View</h4><p>Use the following steps to delete a product catalog record via the record view:</p><ol><li value="1">Navigate to a product catalog record's record view.</li><li value="2">Select "Delete" from the Actions menu.</li><p><img src="http://support.sugarcrm.com/files/5ad4c538-af45-d25c-29d6-5502ffd6965f.png" alt="" width="450" height="182" /></p><li value="3">A pop-up message will display asking for confirmation. Click "Confirm" to proceed.</li></ol><h4 id="Deleting_Via_List_View"><a name="Deleting_Via_List_View_..1266" data-mc-generated-bookmark="TOC"></a>Deleting Via List View</h4><p>Use the following steps to delete a product catalog record via the list view:</p><ol><li value="1">Navigate to the Product Catalog list view by navigating to Admin > Product Catalog.</li><li value="2">Use the <a href="#Module_Search" class="selected">Module Search</a> to find the Product Catalog records you wish to delete.</li><li value="3">Click the Record Actions Menu to the far right of the record's row and select "Delete".</li><p><img src="http://support.sugarcrm.com/files/a8cbe58c-dbfb-003e-ccc9-5502ff5e2e2b.png" alt="" width="505" height="149" /></p><li value="4">A pop-up message will display asking for confirmation. Click "Confirm" to proceed.</li></ol><h4 id="Mass_Deleting_Via_List_View"><a name="Mass_Deleting_Via_List_View_..1267" data-mc-generated-bookmark="TOC"></a>Mass Deleting Via List View</h4><p>Use the following steps to delete one or more product catalog records via the list view:</p><ol><li value="1">Navigate to the Product Catalog list view by navigating to Admin > Product Catalog.</li><li value="2">Use the <a href="#Module_Search" class="selected">Module Search</a> to find the Product Catalog records you wish to delete.</li><li value="3">Select the desired product catalog records individually or using the <a href="#Checkbox_Selection" class="selected">checkbox dropdown's</a> options then choose "Delete" from the Actions menu.</li><p><img src="http://support.sugarcrm.com/files/1dfb5d0b-b014-885f-81bf-5502ff25539e.png" alt="" width="467" height="216" /></p><li value="4">A pop-up message will display asking for confirmation. Click "Confirm" to proceed.</li><p>You can also use the <a href="#Checkbox_Selection" class="selected">Select All</a> feature in the list view, which will allow you to easily select the first 1000 records in the result set. If you wish to delete more than 1000 records or delete a specific group of records on the list view, please use the <a href="#Module_Search" class="selected">filter option</a> in module search to perform the deletions in smaller batches.</p></ol><h3 id="Exporting_Products"><a name="Exporting_Products" data-mc-generated-bookmark="TOC"></a>Exporting Products</h3><p>Vodafone CRM's Export option allows users to download all fields for the selected products to their computers as a CSV (comma-separated values) file. This may be useful when needing to use Product Catalog data with other software such as Microsoft Excel or to update existing records by exporting, making changes, then importing the altered products back into Vodafone CRM. For more information on updating existing records via import, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#52_Import">Import</a> documentation. Due to PHP memory limitations on the server, there may be occasions when the application times out while exporting a large number of product records. If you encounter an error when performing this action, we recommend selecting the records in smaller batches.</p><p>Products may be exported from the Product Catalog list view by selecting "Export" from the Actions menu.</p><p><img src="http://support.sugarcrm.com/files/a54f49d0-0eb1-5eb0-13f8-5502ff8b48d5.png" alt="" width="450" height="260" /></p><h3 id="Mass_Updating_Products"><a name="Mass_Updating_Products" data-mc-generated-bookmark="TOC"></a>Mass Updating Products</h3><p>Mass Updating allows users to make the same change to multiple product records at once from the Products list view. Users with administrator or developer level access can control which fields are available to change during mass update via Admin > Studio. Currently, only fields with the data type of date, datetime, dropdown, multiselect, and radio may be altered during a mass update. For more information on configuring mass update, please refer to the <a href="#Field_Options" class="selected">Studio</a> documentation in the Administration guide.</p><p>You can use the <a href="#Checkbox_Selection" class="selected">Select All</a> feature in the list view, which will allow you to easily select the first 1000 records in the result set. If you wish to update more than 1000 records or update a specific group of records on the list view, please use the <a href="#Module_Search" class="selected">filter option</a> in module search to perform the updates in smaller batches.</p><p>Please note that your ability to mass update products may be restricted by a role. </p><p>Use the following steps to mass update product catalog records from the list view:</p><ol><li value="1">Navigate to the Product Catalog list view by navigating to Admin > Product Catalog.</li><li value="2">Use the <a href="#Module_Search" class="selected">Module Search</a> to identify products you wish to modify.</li><li value="3">Select the desired products individually or using the <a href="#Checkbox_Selection" class="selected">checkbox dropdown's</a> options then choose "Mass Update" from the Actions menu.</li><p><img src="http://support.sugarcrm.com/files/5a7d4ff1-0d28-9293-6a43-5502ff3aed2e.png" alt="" width="451" height="295" /></p><li value="4">The Mass Update panel will appear below the search bar. Set values for the field(s) you wish to alter.</li><ul><li value="1">To add additional fields for mass update, click the Plus icon to the right of the dropdown list.</li></ul><p><img src="http://support.sugarcrm.com/files/b846d9e8-2fdf-d8fc-b873-5502ff3309c8.png" alt="" width="450" height="327" /></p><li value="5">Click "Update" to save the changes to all of the currently selected product records.</li></ol><h3 id="Recalculating_Calculated_Values"><a name="Recalculating_Calculated_Values" data-mc-generated-bookmark="TOC"></a>Recalculating Calculated Values</h3><p>This feature allows calculated values to be recalculated following the addition or alteration of a calculated field in Studio. For more information on calculated fields, please refer to the <a href="#Using_Sugar_Logic" class="selected">Studio</a> documentation in the Administration guide. Vodafone CRM allows you to select up to 1000 records at a time for recalculating values. If you desire to recalculate values for more than 1000 records, you will need to perform the recalculation in several batches.</p><p><b>Note</b>: This action will not appear unless the user is an Admin or has developer level access to the module and if there is at least one calculated value in that module. Please note that your ability to recalculate values may be restricted by a role. For more information on roles, please refer to the <a href="#Role_Management" class="selected">Role Management</a> documentation. Check with the system administrator if you do not see the Find Duplicates option.</p><p>The following steps cover recalculating values for records from the Product Catalog list view as an example:</p><ol><li value="1">Navigate to the Product Catalog list view by going to Admin > Product Catalog.</li><li value="2">Use the list view's <a href="#Module_Search" class="selected">Module Search</a> to identify products you wish to update.</li><li value="3">Select the desired products then choose "Recalculate Values" from the Actions menu.</li><p><img src="http://support.sugarcrm.com/files/50d92301-cd24-6dd2-7240-5502ff4d1448.png" alt="" width="300" height="319" /></p></ol><h3 id="Finding_Duplicate_Products"><a name="Finding_Duplicate_Products" data-mc-generated-bookmark="TOC"></a>Finding Duplicate Products</h3><p>Between multiple users working in Vodafone CRM, importing new records, and converting leads, it is possible for duplicate product records to be accidentally input to the system. Before creating a new product record, a good practice is to first check that the product does not already exist in Vodafone CRM. You can locate duplicate records for cleanup using <a href="#Module_Search" class="selected">module search</a> from the Product Catalogs list view. Searching for products with similar names or other information can turn search into a powerful, duplicates-finding tool. Vodafone CRM also provides a wizard for finding potential duplicates that is available from the Product Catalogs record view and may be used as shown below. If duplicate product records are detected, you can perform a merge per the <a href="#Merging_Products" class="selected">Merging Products</a> section of this documentation.</p><p>Please note that your ability to use the Find Duplicates action may be restricted by any role which prevents product deletion. For more information on roles, please refer to the <a href="#Role_Management" class="selected">Role Management</a> documentation. Check with the system administrator if you do not see the Find Duplicates option.</p><p>Use the following steps to locate duplicate products using the Find Duplicates option from the Product Catalogss record view:</p><ol><li value="1">Navigate to a product's record view.</li><li value="2">Choose "Find Duplicates" from the Actions menu. </li><p><img src="http://support.sugarcrm.com/files/192f0b2d-fe09-5404-4902-5502ff99c462.png" alt="" width="440" height="180" /></p><li value="3">Potential duplicate product records will be listed on the Find Duplicates page. Select the duplicate record(s) you wish to merge then click "Merge Duplicates".</li><ul><li value="1">You can preview the duplicate record's details by clicking the Preview button to the far right of the records row.</li><li value="2">You can search for specific records from the Product Catalogs list view if you wish to check for more possible duplicates. For more information on performing a search, please refer to the <a href="#Module_Search" class="selected">Module Search</a> section of this documentation.</li><li value="3">You can also click the Column Selection icon above the Preview button to change the list of fields that display on the list view column headers.</li></ul><p><img src="http://support.sugarcrm.com/files/3d900031-46d8-5e8c-481b-5502ffbd8a4f.png" alt="" width="698" height="135" /></p></ol><p>Once you click "Merge Duplicates", the merging process with the current record will begin. For instructions on performing the merge that follows, please refer to Steps 3-9 of the <a href="#Merging_Via_List_View" class="selected">Merging Via List View</a> section of this documentation.</p><h3 id="Merging_Products"><a name="Merging_Products" data-mc-generated-bookmark="TOC"></a>Merging Products</h3><p>When duplicate records are identified in Vodafone CRM, you have the option to merge two or more products into a single record. Once the merge is complete, the duplicate product record(s) will be deleted, and the primary record will remain. Please note that all relationships belonging to the duplicate products will be merged to the primary record meaning that any calls, meetings, cases, etc. related to the duplicate product record(s) will automatically be related to the resulting, merged product record.</p><p><strong>Note</strong>: Date Created, Date Modified, and Password field types are not supported when merging duplicate records in Vodafone CRM.</p><p><a href="#Module_Search" class="selected">Module Search</a> may be used to identify duplicate products by, for example, searching for records with similar names. Once your search has identified duplicate products, you can merge them directly from the Product Catalogs list view.</p><p>Use the following steps to merge products via the list view:</p><ol><li value="1">Use the list view's <a href="#Module_Search" class="selected">Module Search</a> to identify duplicate products.</li><li value="2">Possible duplicates will be displayed in the list view. Select the duplicate record(s) that you wish to merge.</li><ul><li value="1">Please note that up to five records may be merged at once in Vodafone CRM. An error message ("Invalid number of records passed. The valid range is from 2 to 5 records.") will appear if more than five records are selected when attempting to perform a merge.</li></ul><p><img src="http://support.sugarcrm.com/files/ee7f2117-d980-8ac9-9ce4-5502ff19fcad.png" alt="" width="462" height="189" /></p></ol><ol><li value="1">Select "Merge" from the Actions menu to display the Merging Records page. The primary record's field values are displayed on the left while other record's values are in columns to the right. For convenience, fields with differing values will appear on the top of the list. Saving the merge will preserve only the field values marked with the radio button into a single record. </li><p><img src="http://support.sugarcrm.com/files/19e41bb6-1cd2-4d34-a0f4-5502ffd71ae8.png" alt="" width="699" height="256" /></p><p>If 3 or more records are selected to be merged, an X icon will appear at the top right of each record. Clicking the "X" will remove the record from the merge process but will not delete the record.</p><li value="2">To change which record is considered the primary, drag and drop the Primary label on the top of a different column.</li><li value="3">Review the field values in each column and click the radio button to the left of the value that should appear on the final record. You can also manually type or select a new value for any field as necessary.</li><li value="4">Preview what the final, merged record will contain as you work by clicking the eye icon to display the preview in the Intelligence Pane.</li><li value="5">Click "Save" once all fields you wish to appear on the single, merged record have their radio buttons selected.</li><li value="6">A pop-up message will display confirming that the duplicate record(s) should be deleted. Click "Confirm" to proceed.</li></ol><p><strong>Note</strong>: Date Created, Date Modified, and Password field types are not supported when merging duplicate records in Vodafone CRM.</p><h3 id="Sharing_Products"><a name="Sharing_Products" data-mc-generated-bookmark="TOC"></a>Sharing Products</h3><p>Individual Product Catalog records can be shared with other users in your organization by sending an email with the record's link directly from the record view. In the product catalog's record view, select "Share" from the Actions menu which will open a Compose Email window including the URL of the product catalog record. Enter the recipient(s) email address in the To field then click "Send".</p><p><img src="http://support.sugarcrm.com/files/1b6c029d-83f7-cdf0-d982-5502ff364d80.png" alt="" width="435" height="175" /></p><p>Users can simply click the link in the email to access the product catalog record in Vodafone CRM. Please note that the user must be logged into Vodafone CRM in order to access the record. Users will only be able to view the shared record as allowed by their user access type and assigned roles. </p><h3 id="Downloading_Product_Information_as_a_PDF"><a name="Downloading_Product_Information_as_a_PDF" data-mc-generated-bookmark="TOC"></a>Downloading Product Information as a PDF</h3><p>Users have the option to download product information as a PDF file via the Product Catalogs record view by clicking the Actions menu and selecting "Download PDF". All PDF templates which your administrator has created and made available for the module will appear beneath the Download PDF option in the Actions menu. Simply select one of the templates to generate the PDF file to view or save onto your local machine. Please note that the Download PDF option will only appear in the Actions menu if there is an existing PDF template available for the module. Users with administrator or developer access can create and manage PDF templates via Admin > PDF Manager. For more information on creating and managing PDF templates, please refer to the <a href="#PDF_Manager" class="selected">PDF Manager</a> documentation.</p><p><img src="http://support.sugarcrm.com/files/8f2567eb-e975-adc9-ac95-5502ff365e1a.png" alt="" width="450" height="151" /></p><h3 id="Emailing_Product_Information_as_a_PDF"><a name="Emailing_Product_Information_as_a_PDF" data-mc-generated-bookmark="TOC"></a>Emailing Product Information as a PDF</h3><p>Users also have the option to email product information as a PDF file using any of the available Product Catalogs module templates using Vodafone CRM's email client. Simply click the Actions menu and select "Email PDF". All PDF templates which the administrator has created and made available for the module will appear beneath the Email PDF option in the Actions menu.</p><p><img src="http://support.sugarcrm.com/files/3a671de1-3c2f-21ae-a641-5502ff50395f.png" alt="" width="480" height="187" /></p><p>Select one of the templates to open a Compose window in the Emails module. Enter the email address in the To field and the Subject field will display the product's name. The email is automatically related to the product record and the chosen product PDF will be attached. You can update the fields as necessary and enter a body for the email message then click "Send". For more information on sending emails via the Emails module, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#23_Emails">Emails</a> documentation. </p><p><img src="http://support.sugarcrm.com/files/150202ab-6979-9cdd-b560-5502ff4e35c4.png" alt="" width="699" height="247" /></p><p>Please note that the Email PDF option will only appear in the Actions menu if there is an existing PDF template available for the module. Users with administrator or developer access can create and manage PDF templates via Admin > PDF Manager. For more information on creating and managing PDF templates, please refer to the <a href="#PDF_Manager" class="selected">PDF Manager</a> documentation.</p><h3 id="Viewing_Product_Change_Logs"><a name="Viewing_Product_Change_Logs" data-mc-generated-bookmark="TOC"></a>Viewing Product Change Logs</h3><p>Changes made to each product catalog record are tracked over time, and users are able to view the history of changes via the change log in each product's record view. To view the change log, navigate to a product in record view and select "View Change Log" from the Actions menu. Please note that only fields marked as "Audit" in Admin > Studio will be displayed in the change log.</p><p><img src="http://support.sugarcrm.com/files/a6088105-436c-9a2b-daf3-5502ffe048c8.png" alt="" width="464" height="232" /></p><p>Once the change log opens, you can view the details of historical changes and can search by field name, old value, etc. by entering the keyword into the search box.</p><p><img src="http://support.sugarcrm.com/files/66ad2f97-c01d-0032-fe5d-5502ff3c34bc.png" alt="" width="569" height="210" /></p><h2 id="Product_Categories"><a name="Product_Categories" data-mc-generated-bookmark="TOC"></a>Product Categories</h2><p>The Product Categories module allows you to create categories to group records under a Product Type. This is one of the levels of organization you can use for the products and services that your organization offers, and will contain multiple entries from the <a href="#Product_Catalog" class="selected">product catalog</a>.</p><h3 id="Product_Category_Fields"><a name="Product_Category_Fields" data-mc-generated-bookmark="TOC"></a>Product Category Fields</h3><p>The Product Category module contains four stock fields which come out-of-the-box with Vodafone CRM. The below definitions are suggested meanings for the fields.</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Field</strong></td><td><strong>Description</strong></td></tr><tr><td>Product Category</td><td>The category's name as it will appear on the Product Category dropdown list</td></tr><tr><td>Parent Category</td><td>Select a parent product category if this product category is a sub-set of another category</td></tr><tr><td>Description</td><td>A description or other information about the product category</td></tr><tr><td><a href="#Ordering_Product_Categories" class="selected">Order</a></td><td>Enter a number to specify the order in which this category will appear in the Product Category dropdown list</td></tr></tbody></table><h3 id="Product_Categories_Module_Tab"><a name="Product_Categories_Module_Tab" data-mc-generated-bookmark="TOC"></a>Product Categories Module Tab</h3><p>The Product Categories module tab can be accessed by clicking the Product Categories option in the Admin page. Click the tab to access the Product Categories list view. You may also click the triangle in the Product Categories tab to display the Actions and Recently Viewed menus. The Actions menu allows you to perform important actions within the module. The <a href="#Viewing_Via_Recently_Viewed_2" class="selected">Recently Viewed menu</a> displays the list of product category records you last viewed in the module.</p><p><img src="Resources/Images/product-categories-module-tab.png" alt="ProductCategories ModuleTab 75x" width="522" height="281" /></p><p>The Actions menu allows you to perform the following operations:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Menu Item</strong></td><td><strong>Description</strong></td></tr><tr><td><a href="#Creating_Via_Product_Catalog" class="selected">Create Product for Catalog</a></td><td><p>Opens the product catalog's record view to create a new product for the catalog</p></td></tr><tr><td><a href="#Product_Catalog" class="selected">View Product Catalog</a></td><td>Opens the Product Catalog list view</td></tr><tr><td><a href="#Manufacturers" class="selected">View Manufacturers</a></td><td>Opens the Manufacturers list view</td></tr><tr><td><a href="#Product_Categories_List_View" class="selected">View Product Categories</a></td><td>Opens the Product Categories list view</td></tr><tr><td><a href="#Product_Types" class="selected">View Product Types</a></td><td>Opens the Product Types list view</td></tr><tr><td><a href="#Importing_Product_Categories" class="selected">Import Product Categories</a></td><td><p>Opens the import wizard to create or update product categories using external data</p></td></tr></tbody></table><h3 id="Creating_Product_Categories"><a name="Creating_Product_Categories" data-mc-generated-bookmark="TOC"></a>Creating Product Categories</h3><p>Product categories can be created either via the Product Categories module or by importing categories. When creating via the Product Categories module, the full record view layout opens and includes all of the relevant fields for your categories.</p><h4 id="Creating_Via_Product_Categories_Module"><a name="Creating_Via_Product_Categories_Module" data-mc-generated-bookmark="TOC"></a>Creating Via Product Categories Module</h4><p>One of the most common methods of product category creation is via the Product Categories module using the Create button on the list view. This opens the record view layout which allows you to enter all of the relevant information for the product category.</p><p>Use the following steps to create a product category via the Product Categories module:</p><ol><li value="1">Navigate to Admin > Product Categories and click the Create button on the upper right of the list view.</li><p><img src="http://support.sugarcrm.com/files/143fe766-30cd-baf2-e8a8-5502ffa76ae4.png" alt="" width="450" height="195" /></p><li value="2">Enter appropriate values for the <a href="#Product_Category_Fields" class="selected">fields</a> in the record view layout. All required fields will indicate "Required" in the field and must be completed prior to saving.</li><li value="3">Once the necessary information is entered, click "Save".</li><ul><li value="1">Alternatively, you can use the Actions Menu to the right of the Save button to select "Save and view" or "Save and create new". "Save and view" will display the record's details after the save is complete. "Save and create new" saves the current record and opens a new, blank record view in edit mode where you can create another record.</li></ul><p><img src="http://support.sugarcrm.com/files/3ff5a38e-a367-c4aa-dafa-5502ff717610.png" alt="" width="450" height="51" /></p></ol><h4 id="Creating_Via_Duplication"><a name="Creating_Via_Duplication_..1268" data-mc-generated-bookmark="TOC"></a>Creating Via Duplication</h4><p>You can also create a new product category by duplicating an existing product category record. The Copy option is useful if the product category you are creating has similar information to an existing product category.</p><p>Use the following steps to create a product category by duplicating an existing record:</p><ol><li value="1">Navigate to a product category's record view.</li><li value="2">Click the Actions menu and select "Copy". </li><p><img src="http://support.sugarcrm.com/files/46e808b2-fcc8-3c3b-95ff-5502ff5dc09c.png" alt="" width="410" height="196" /></p><p>The displayed record view is pre-populated with the original product category's values. Update the necessary fields, then click "Save".</p><ul><li value="1">Please note that you can also click the Actions Menu to the right of the Save button to select the "Save and view" or "Save and create new" options. Save and view will display the record's details after the save is complete. The Save and create new option saves the current record and opens a new, blank record view in edit mode where the user can create another record.</li></ul><p><img src="http://support.sugarcrm.com/files/be5cae5c-daa4-6dd9-8439-5502ffb52dda.png" alt="" width="453" height="104" /></p></ol><h4 id="Importing_Product_Categories"><a name="Importing_Product_Categories" data-mc-generated-bookmark="TOC"></a>Importing Product Categories</h4><p>The import function allows you to push multiple product categories into Vodafone CRM using a comma (or other character) delimited file instead of creating them one-by-one. For more information on importing, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#52_Import">Import</a> documentation.</p><p>Use the following steps to import product categories into Vodafone CRM via the Import Product Categories option:</p><ol><li value="1">Click the triangle in the Product Categories module tab and select "Import Product Categories".</li><p><img src="Resources/Images/importing-product-categories.png" alt="" width="338" height="226" /></p><li value="2">In Step 1, select the import file and choose "Create new records only". Click "Next".</li><li value="3">In Step 2, confirm the import file properties. Click "Next".</li><li value="4">In Step 3, confirm the field mappings for the import. Click "Next".</li><li value="5">In Step 5, view the import results.</li><ul><li value="1">The Created Records tab will show all of the new product categories.</li><li value="2">The Duplicates tab will show any records in the file that were identified as duplicates of existing records and thus not imported.</li><li value="3">The Errors tab will show records that were not imported due to errors detected during import.</li></ul></ol><h3 id="Viewing_Product_Categories"><a name="Viewing_Product_Categories" data-mc-generated-bookmark="TOC"></a>Viewing Product Categories</h3><p>There are various options available for viewing product category records in Vodafone CRM including via Product Categories list view, Product Categories record view, Product Categories Recently Viewed menu,and reports. </p><h4 id="Viewing_Via_List_View"><a name="Viewing_Via_List_View_..1269" data-mc-generated-bookmark="TOC"></a>Viewing Via List View</h4><p>The Product Categories list view displays all product category records meeting the current search criteria. The Intelligence pane can also be viewed to the right of the Product Categories list view and allows users to view key record information for the specific record being previewed. For more information regarding the List View's Intelligence Pane, please refer to the <a href="#Intelligence_Pane_3" class="selected">Intelligence Pane</a> section of this documentation. To access the list view, simply navigate to the Product Categories module via Admin > Product Categories. While list view shows key product category fields, you can click the product category's name to open the record view. For more information on viewing product categories via list view, please refer to the <a href="#Product_Categories_List_View" class="selected">Product Categories List View</a> section of this documentation.</p><h4 id="Viewing_Via_Record_View"><a name="Viewing_Via_Record_View_..1270" data-mc-generated-bookmark="TOC"></a>Viewing Via Record View</h4><p>The Product Categories record view displays thorough product category information including all relevant product category fields. The record view can be reached by clicking a product category's link from anywhere in the application including from the Product Categories list view. For more information on viewing product categories via the record view, please refer to the <a href="#Product_Categories_Record_View" class="selected">Product Categories Record View</a> section of this documentation.</p><h4 id="Viewing_Via_Recently_Viewed"><a name="Viewing_Via_Recently_Viewed_..1271" data-mc-generated-bookmark="TOC"></a>Viewing Via Recently Viewed</h4><p>As you work, Vodafone CRM will keep track of which product categories you have recently viewed. Click the Actions menu in the <a href="#Product_Categories_Module_Tab" class="selected">Product Categories module tab</a> to see a list of your most recently viewed product categories, and click each name to open the Product Categories record view.</p><p><img src="Resources/Images/viewing-via-recently-viewed-product-categories.png" alt="ProductCategories RecentlyViewedMenu 75x" width="442" height="307" /></p><h4 id="Viewing_Via_Reports"><a name="Viewing_Via_Reports_..1272" data-mc-generated-bookmark="TOC"></a>Viewing Via Reports</h4><p>Users with access to the Reports module can build, run, and manage reports to gather key data regarding product categories. In addition to only displaying desired fields and relationships, reports can also incorporate complex filters to only display specific subsets of your records. Once the report is run, you will be able to view the product category record view by clicking the product category's name in the report results. Please note that you can only directly access record views with Rows and Columns-type and Summation with Details-type reports as Summation-type and Matrix-type reports do not include hyperlinks in their display columns. For more information on using reports, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#50_Reports">Reports</a> documentation. </p><p><img src="http://support.sugarcrm.com/files/db9e0743-1725-8337-67b7-5502ff3ce14d.png" alt="" width="474" height="239" /></p><h3 id="Searching_Product_Categories"><a name="Searching_Product_Categories" data-mc-generated-bookmark="TOC"></a>Searching Product Categories</h3><p>The Product Categories list view includes a module search to help you locate records easily and effectively in a module-specific manner. Once the search is performed, the relevant results will be displayed in the Product Categories list view below. Global Search allows users to search for information across their entire Vodafone CRM database as opposed to restricting search within a specific module. Please note that Vodafone CRM automatically appends the wildcard character (%) to the end of your search phrase. This allows the system to retrieve all records that start with the keyword entered in the search. If you would like to broaden the search, you can use the wildcard at the beginning of your text as well (e.g. %widgets). This will pull up any record that has the word "widgets" in the name, regardless of how it starts or ends.</p><p>For more information on using the various search methods as well as how wildcards are used in the different methods, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#03_Search">Search</a> documentation.</p><h4 id="Module_Search"><a name="Module_Search_..1273" data-mc-generated-bookmark="TOC"></a>Module Search</h4><p>Module search enables users to easily search by product category name within the Product Categories module and pull up matching records in the list view. The search also provides a Filter option which can be used in combination with the open Search box to narrow your search further using the available options as follows:</p><ul><li value="1"><strong>Create</strong> : Create a new custom filter which you can use to filter your search.</li><p><strong>Note</strong>: You can also click "Create" to the right of the Filter option.</p><li value="2"><strong>All Product Categories</strong> : Returns all records in the module to which you have access</li><li value="3"><strong>Recently Created </strong>: Returns only records you created in the module within the last 7 days</li><li value="4"><strong>Recently Viewed </strong>: Returns only records you have viewed in the module within the last 7 days</li></ul><p><img src="http://support.sugarcrm.com/files/80a7e4aa-6b2f-3f03-c228-5502ff27e41b.png" alt="" width="542" height="198" /></p><p>When you choose a filter, Vodafone CRM will return product categories which match both the selected filter and any name provided in the "Search by product category..." bar in the filtered list view results. For example, if you select "Recently Created" in the Filter options and enter a product category name, Vodafone CRM will only return records with a matching name that was created within the last 7 days. Once the search is complete, the relevant results will populate in the <a href="#Product_Categories_List_View" class="selected">list view</a> below the search bar. To see all product category records to which you have access, simply select the All Product Categories option in the filter and remove any text from the search bar. You can also click the Clear icon within the selected filter option (e.g. Recently Created) in the Search bar to clear the filter and pull up all list view search results. When you run a search using a saved or created filter, the search will be preserved when you navigate away from the module. Returning to the list view will automatically display the results of your last filter. Please note that searches using the open Search box only are not preserved when navigating away.</p><p><img src="http://support.sugarcrm.com/files/d99d8f14-8599-05f8-1784-5502ff6f46ae.png" alt="" width="391" height="142" /></p><p>Please note that you will only be able to see product category records as allowed by your user access type (Developer) and assigned roles. For more information on roles, please refer to the <a href="#Role_Management" class="selected">Role Management</a> documentation.</p><h5 id="Creating_a_Filter"><a name="Creating_a_Filter_..1274" data-mc-generated-bookmark="TOC"></a>Creating a Filter</h5><p>You can also create new filters via the Create option in the Filter list of the search bar. This allows users to add custom, complex filter options when searching in the Product Categories list view. You have the option to add multiple fields to your new filter by clicking the Plus button to the right of the filter selection dropdown lists and set select operators along with their value(s). A filter's criteria need to be true for a record in order for it to appear in the list view search result. Additionally, filters with no specified values may be saved as a custom filter to act as a filter template when a user often searches using the same fields but with varying values.</p><p><strong>Note</strong>: For users with Developer lever access, only fields you have view access for will appear in the Filter list when creating a search filter.</p><p>When you run a search using a created filter, the search will be preserved when you navigate away from the module. Returning to the list view will automatically display the results of your last filter. Please note that searches using the open Search box only are not preserved when navigating away.</p><p>The following steps cover creating a new Parent Category filter as an example:</p><ol><li value="1">Click the Filter option on the Parent Categories search bar then select "Create".</li><p>You can also click "Create" to the right of the Filter option.</p><p><img src="http://support.sugarcrm.com/files/3c4ec4fd-3882-d8a0-fac8-5502ff49b2e7.png" alt="" width="297" height="219" /></p><li value="2">Select the field you wish to add to your filter as well as the condition and matching criteria.</li><p><strong>Note</strong>: For users with Developer level access, only fields you have view access for will be available to add in the Filter list.</p><li value="3">To add additional fields to the new filter, click the Plus button to the right of the filter.</li><li value="4">To remove fields from the new filter, click the Minus button to the right of the filter.</li><li value="5">To clear any filter values (e.g. Will Westin), simply click the "x" to the right of the value or select "Reset" to the left of the Save button.</li><p><img src="http://support.sugarcrm.com/files/d8e1f136-82ec-a5f5-9ddc-5502ffe7b3fc.png" alt="" width="511" height="175" /></p></ol><p>The list view will automatically display results matching your filters as you create and modify the criteria.</p><h5 id="Saving_a_Filter"><a name="Saving_a_Filter_..1275" data-mc-generated-bookmark="TOC"></a>Saving a Filter</h5><p>Saving a filter will preserve the chosen fields as well as the condition(s) of the matching value(s). Additionally, it will allow users to easily select previously created and saved filters from the Filter options.</p><p>The following steps cover saving a new search by Name filter as an example:</p><ol><li value="1">Create a <a href="#Creating_a_Filter_2" class="selected">new filter</a> to perform a search on your desired fields.</li><li value="2">Enter in a name for the new filter (e.g. "Dewalt Widgets Filter").</li><p><img src="http://support.sugarcrm.com/files/8178a044-6f35-f048-3c02-5502fff4eb2a.png" alt="" width="540" height="77" /></p><li value="3">Click "Save" to add this filter to the module's Filter options.</li></ol><h3 id="Global_Search"><a name="Global_Search_..1276" data-mc-generated-bookmark="TOC"></a>Global Search</h3><p>Global Search allows users to search for information across their entire Vodafone CRM database as opposed to restricting search within a specific module. Beginning with version 6.5.0, Full Text Search is used with Global Search to search throughout nearly all fields and modules for an enhanced search experience. The Global Search bar is located on the top right hand side of Vodafone CRM. You can click the magnifying glass icon or hit Return/Enter to perform your search once the text string is entered in the search box.</p><p><img src="http://support.sugarcrm.com/files/e2b8a7e3-736e-3a22-5dbb-5502ff43b2ea.png" alt="" width="335" height="45" /></p><p>To use global search, you need to first enter the keyword into the search box and the pop-up results will begin appearing once you enter in at least one character. Clicking the magnifying glass icon or hitting your Return/Enter key will cause Vodafone CRM to return exact matches for your keyword rather than matches with words beginning with your keyword. For more information on using and configuring Global Search, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#03_Search">Global Search</a> section of the Search documentation.</p><p>Regular Vodafone CRM users can configure some aspects of global search such as what modules are displayed in the search results by clicking the down arrow within the search box then selecting the module(s) to include in the search. For more information on configuring your Global Search, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#03_Search">Search</a> documentation. </p><h3 id="Product_Categories_List_View"><a name="Product_Categories_List_View" data-mc-generated-bookmark="TOC"></a>Product Categories List View</h3><p>The Product Categories list view displays all product category records. You can view the basic details of each product category within the field columns. You can also click on a category's name to <a href="#Editing_Product_Categories" class="selected">edit</a> it, or <a href="#Deleting_Product_Categories" class="selected">delete</a> the category by clicking the "Delete" button at the end of the row.</p><h4 id="Checkbox_Selection"><a name="Checkbox_Selection_..1277" data-mc-generated-bookmark="TOC"></a>Checkbox Selection</h4><p>You can perform several actions on product category records directly from the list view by first selecting the desired records. To select individual product category records on the Product Categories list view, mark the checkbox on the left of each row.</p><p><img src="http://support.sugarcrm.com/files/591a2a97-b2dd-c45b-a6df-5502ff39d237.png" alt="" width="301" height="150" /></p><p>To select all product category records displayed on the current set of list view results, click the checkbox to the left of the Actions menu. A dialog will appear below the list view column headers indicating that you have selected all records on the list view's current results set (e.g. 20). To select all records matching the current search results set, click "Select all records" in the dialog.</p><p><img src="http://support.sugarcrm.com/files/270686a2-ae7f-1c83-4275-5502ff267658.png" alt="" width="550" height="144" /></p><p>If you wish to clear the selection for all records on the list view result set, simply click "Clear selections" in the dialog. You can also clear the selections for all records by clicking the checkbox option again to remove the check marks.</p><p><img src="http://support.sugarcrm.com/files/de99f8f1-cdb3-3a6f-e783-5502ff40d54d.png" alt="" width="556" height="146" /></p><h4 id="Total_Record_Count"><a name="Total_Record_Count_..1278" data-mc-generated-bookmark="TOC"></a>Total Record Count</h4><p>You can view the total record count on the Product Categories list view by selecting all records displayed on the current set of list view results. Once the records are selected, a dialog will appear allowing you to select all records in the results set.</p><p><img src="http://support.sugarcrm.com/files/270686a2-ae7f-1c83-4275-5502ff267658.png" alt="" width="544" height="142" /></p><p>The total count of all records on the list view result set will appear in the dialog.</p><p><img src="http://support.sugarcrm.com/files/b545a947-e9f7-b10e-160f-5502ff689544.png" alt="" width="546" height="141" /></p><h4 id="Mass_Actions_Menu"><a name="Mass_Actions_Menu_..1279" data-mc-generated-bookmark="TOC"></a>Mass Actions Menu</h4><p>The Mass Actions menu to the right of the checkbox option allows you to perform various actions on the currently selected records.</p><p><img src="http://support.sugarcrm.com/files/ec546331-947f-8472-93d2-5502ff4ba3b0.png" alt="" width="358" height="155" /></p><p>The options in the Mass Actions menu allow you to perform the following operations:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Menu Item</strong></td><td><strong>Description</strong></td></tr><tr><td><a href="#Merging_Product_Categories" class="selected">Merge</a></td><td>Merge two or more duplicate product categories</td></tr><tr><td><a href="#Deleting_Product_Categories" class="selected">Delete</a></td><td>Delete one or more product categories at a time</td></tr><tr><td><a href="#Exporting_Product_Categories" class="selected">Export</a></td><td>Export one or more product categories to a CSV file</td></tr></tbody></table><h4 id="ColumnReordering"><a name="Column_Reordering_..1280" data-mc-generated-bookmark="TOC"></a>Column Reordering</h4><p>List view provides the ability to reorder columns by dragging and dropping the title of the column to the desired location. The new column order will remain for a user upon subsequent visits to the module until the user's browser cache is cleared. You can reset the column order back to the default view by clicking the Gear icon to the far right of the list view column headers and selecting "Reset default view". Please note that this option only appears if the current list view column order is different from the default column order.</p><p><img src="http://support.sugarcrm.com/files/8bc70d61-08a2-cda4-014e-5502ff53c662.png" alt="" width="609" height="201" /></p><h3 id="Column_Resizing"><a name="Column_Resizing_..1281" data-mc-generated-bookmark="TOC"></a>Column Resizing</h3><p>Users can easily adjust the size of columns in the Product Categories list view per their viewing preference. Simply place your cursor on the column divider, and when the Left and Right arrow appears, click and drag the column to the desired size. The set column width will be preserved when you navigate away from the page. Vodafone CRM will render the preferred column size across sessions until the user removes or resets the relevant browser cookies. You can reset the column width back to the default size by clicking the Gear icon to the far right of the list view column headers and selecting "Reset default widths". Please note that this option only appears if at least one of the column widths in the current list view is different from the default column width. The column size set by the user will supersede the default column width configured in Studio until the user resets the list view back to the default widths.</p><p><img src="http://support.sugarcrm.com/files/5cd17008-8b99-cdd2-3307-5502ff875b79.png" alt="" width="698" height="234" /></p><h4 id="Column_Sorting"><a name="Column_Sorting_..1282" data-mc-generated-bookmark="TOC"></a>Column Sorting</h4><p>List view provides the ability to sort all product categories by a field column in either ascending or descending order. To sort by a field or switch the sort direction, click the column header noting that the fields which allow sorting will have a pair of arrows. Please note the list view may be sorted by only one column at a time.</p><p><img src="http://support.sugarcrm.com/files/9ddb93df-78ec-42b8-65b0-5502ff85ec37.png" alt="" width="574" height="46" /></p><h4 id="Column_Selection"><a name="Column_Selection_..1283" data-mc-generated-bookmark="TOC"></a>Column Selection</h4><p>Vodafone CRM gives users the ability to personalize the list view by specifying which fields they want displayed. You can click the Column Selection icon to the far right of the list view column headers to see the list of available fields. Click a field name to toggle whether or not it is included as a column on your list view.</p><p><img src="http://support.sugarcrm.com/files/3d39c8aa-abec-bd2f-e918-5502ffae3245.png" alt="" width="625" height="178" /></p><h4 id="Preview"><a name="Preview_..1284" data-mc-generated-bookmark="TOC"></a>Preview</h4><p>Users can view a record's details directly from the Product Categories list view by clicking the Preview icon to the far right of each product category's row. </p><p><img src="http://support.sugarcrm.com/files/b9edd885-09dc-c41c-20b4-5502ffca501c.png" alt="" width="610" height="108" /></p><p>The record's data will display to the right of the list view providing key information regarding the record. On the upper right of the intelligence pane, there is a Left and Right arrow button that allows you to scroll through the list view's current search results by previewing the next or previous record. To close the preview, simply click the "X" on the upper right of the intelligence pane.</p><p><img src="http://support.sugarcrm.com/files/81f7e806-0a7b-72dc-371a-5502ff005576.png" alt="" width="325" height="282" /></p><h4 id="Record_Actions_Menu"><a name="Record_Actions_Menu_..1285" data-mc-generated-bookmark="TOC"></a>Record Actions Menu</h4><p>The Record Actions menu to the right of each record's Preview button allows users to edit or delete specific records directly from the list view. </p><p><img src="http://support.sugarcrm.com/files/ee5898f0-6527-e178-9c4b-5502ff9d353d.png" alt="" width="568" height="145" /></p><p>The options in the Record Actions menu allow you to perform the following operations:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Menu Item</strong></td><td><strong>Description</strong></td></tr><tr><td><a href="#Editing_Inline_Via_List_View_2" class="selected">Edit</a></td><td>Edit this product category</td></tr><tr><td><a href="#Deleting_Via_List_View_2" class="selected">Delete</a></td><td>Delete this product category</td></tr></tbody></table><h4 id="More_Product_Categories"><a name="More_Product_Categories" data-mc-generated-bookmark="TOC"></a>More Product Categories</h4><p>The list view loads an initial number of records meeting the current search criteria with the option to show additional results at the user's request. By default, Vodafone CRM displays 20 records per list view results set.To load the next set of list view results, simply click the More Product Categories link at the bottom of the list view.</p><p><img src="http://support.sugarcrm.com/files/292e2ab7-c604-ee57-747b-5502ffdb9d05.png" alt="" width="412" height="110" /></p><h4 id="Right_Hand_Side_Drawer"><a name="Right_Hand_Side_Drawer_..1286" data-mc-generated-bookmark="TOC"></a>Right Hand Side Drawer</h4><p>On the upper right of the Product Categories list view there is a double arrow icon which allows users to expand the list view to the full screen width. The intelligence pane to the right of the list view will be hidden when the list view is expanded. To reduce the list view's width and reveal the intelligence pane, simply click the double arrow icon again.</p><p><img src="http://support.sugarcrm.com/files/5b4c8638-d11a-673a-3758-5502ff19d78b.png" alt="" width="608" height="174" /></p><h4 id="Ordering_Product_Categories"><a name="Ordering_Product_Categories" data-mc-generated-bookmark="TOC"></a>Ordering Product Categories</h4><p>The Order field in Product Categories is used in conjunction with the Parent Category <a href="#Product_Category_Fields" class="selected">field</a> to define the subordinate and parent category options when selecting a product category to relate to a product catalog. Simply enter in a order number for the product category, with 1 being the highest on the list and moving down as the order number increases.</p><h4 id="Intelligence_Pane"><a name="Intelligence_Pane_..1287" data-mc-generated-bookmark="TOC"></a>Intelligence Pane</h4><p>An intelligence pane displays to the right of the Product Categories list view and can provide users with valuable information via various dashlets. The Help dashboard normally displays by default along with the List View Help dashlet and Learning Resources dashlet. The List View Help dashlet provides users with a brief introduction to the module along with a link (e.g. Product Categories documentation) to the corresponding documentation in the Administration guide. The Learning Resources dashlet includes links to Vodafone CRM University, Community Forums, and Documentation & Support, which provide access to additional resources. Simply click the appropriate link to be directed to the specific page in a separate tab. For more information regarding the Help dashboard, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#15_Intelligence_Pane">Intelligence Pane</a> documentation. Users may create other dashboards (e.g. My Dashboard) for use with the Product Categories module by clicking the Create button. Selecting "Edit" from the Actions menu on the upper right will allow them to make changes and add additional dashlets to their dashboards.</p><p>Users can edit individual dashlets by clicking the Gear icon on the upper right of each dashlet. Dashlets may also be dragged and dropped to rearrange them within the current dashboard. You can collapse dashlets you do no wish to view by clicking the Up arrow on the upper right of the dashlet. Vodafone CRM will remember the state of your intelligence pane the next time you return to the Product Categories module. For more information on editing, creating, and rearranging dashboards and dashlets, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#15_Intelligence_Pane">Intelligence Pane</a> documentation.</p><p><img src="http://support.sugarcrm.com/files/cf2695ea-ab67-a6e0-ffc9-5502ff071a7f.png" alt="" width="700" height="434" /></p><h3 id="Product_Categories_Record_View"><a name="Product_Categories_Record_View" data-mc-generated-bookmark="TOC"></a>Product Categories Record View</h3><p>The Product Categories record view displays product category information including all relevant fields. The record view can be reached by clicking a product category's link from the Product Categories list view.</p><h4 id="Actions_Menu"><a name="Actions_Menu_..1288" data-mc-generated-bookmark="TOC"></a>Actions Menu</h4><p>The Actions menu on the top right of each product category's record view allows you to perform various actions on the current record. </p><p><img src="http://support.sugarcrm.com/files/9570d56b-9398-edf3-6853-5502ffd7ff13.png" alt="" width="502" height="258" /></p><p>The options in the Actions menu allow you to perform the following operations:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Menu Item</strong></td><td><strong>Description</strong></td></tr><tr><td><a href="#Editing_Via_Record_View_2" class="selected">Edit</a></td><td>Edit this product category</td></tr><tr><td><a href="#Sharing_Product_Categories" class="selected">Share</a></td><td>Share a link to this product category</td></tr><tr><td><a href="#Downloading_Product_Category_Information_as_a_PDF" class="selected">Download PDF</a></td><td>Download product category information as a PDF file</td></tr><tr><td><a href="#Emailing_Product_Category_Information_as_a_PDF" class="selected">Email PDF</a></td><td>Email product category information as a PDF attachment</td></tr><tr><td><a href="#Finding_Duplicate_Product_Categories" class="selected">Find Duplicates</a></td><td>Locate potential duplicates of this product category</td></tr><tr><td><a href="#Creating_Via_Duplication_2" class="selected">Copy</a></td><td>Duplicate this product category</td></tr><tr><td><a href="#Viewing_Product_Category_Change_Logs" class="selected">View Change Log</a></td><td>View a record of changes to this product category</td></tr><tr><td><a href="#Deleting_Via_Record_View_2" class="selected">Delete</a></td><td>Delete this product category</td></tr></tbody></table><h4 id="Next_or_Previous_Record"><a name="Next_or_Previous_Record_..1289" data-mc-generated-bookmark="TOC"></a>Next or Previous Record</h4><p>On the upper right of the Product Categories record view, there are two buttons that allow you to page through each product category in the Product Categories list view's current search results. Clicking the Left arrow button displays the previous product category of the current search results while clicking the Right arrow button displays the next product category of the current search results.</p><p><img src="http://support.sugarcrm.com/files/c2ec5007-7d58-7f9d-104a-5502ff02cae4.png" alt="" width="489" height="98" /></p><h4 id="Intelligence_Pane"><a name="Intelligence_Pane_..1290" data-mc-generated-bookmark="TOC"></a>Intelligence Pane</h4><p>An intelligence pane displays to the right of the product category's record view and can provide users with valuable information via various dashlets. The Help dashboard normally displays by default along with the Record View Help dashlet and Learning Resources dashlet. The Record View Help dashlet provides users with a brief introduction to the module along with some instructions to help users utilize and navigate around the record view. A link to the corresponding documentation (e.g. Product Categories documentation) in the Administration guide is also provided within the Help dashlet. The Learning Resources dashlet includes links to Vodafone CRM University, Community Forums, and Documentation & Support, which provide access to additional resources. Simply click the appropriate link to be directed to the specific page in a separate tab. For more information regarding the Help dashboard, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#15_Intelligence_Pane">Intelligence Pane</a> documentation. Users may create other dashboards (e.g. My Dashboard) for use with the Product Categories module by clicking the Create button. Selecting "Edit" from the Actions menu on the upper right will allow them to make changes and add additional dashlets to their dashboards.</p><p>Users can edit individual dashlets by clicking the Gear icon on the upper right of each dashlet. Dashlets may also be dragged and dropped to rearrange them within the current dashboard. You can collapse dashlets you do no wish to view by clicking the Up arrow on the upper right of the dashlet. Vodafone CRM will remember the state of your intelligence pane the next time you return to the Product Categories module. For more information on editing, creating, and rearranging dashboards and dashlets, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#15_Intelligence_Pane">Intelligence Pane</a> documentation.</p><h3 id="Editing_Product_Categories"><a name="Editing_Product_Categories" data-mc-generated-bookmark="TOC"></a>Editing Product Categories</h3><p>Product Categories may be edited at any time to update or add information to the record. You can make changes to existing product category records via the Product Category record view. The record view is available within the Product Categories module and includes all of the Product Category fields you should need.</p><h4 id="Editing_Inline_Via_Record_View"><a name="Editing_Inline_Via_Record_View_..1291" data-mc-generated-bookmark="TOC"></a>Editing Inline Via Record View</h4><p>Users can edit individual fields on the Product Categories <a href="#Product_Categories_Record_View" class="selected">record view</a> without entering the full edit mode by clicking the field name. Fields which are available for inline editing will display a pencil icon when hovering on the field name or value. This will allow users to type or select a new value. Click "Save" to preserve the changes made to the field.</p><p><img src="http://support.sugarcrm.com/files/52b001c3-a0ac-e65c-5a76-5502ff4dfb14.png" alt="" width="531" height="166" /></p><h4 id="Editing_Via_Record_View"><a name="Editing_Via_Record_View_..1292" data-mc-generated-bookmark="TOC"></a>Editing Via Record View</h4><p>You can edit many product category fields at once via the <a href="#Product_Categories_Record_View" class="selected">record view</a> by clicking the Edit button on the upper right of the page. Once the record view layout is open, update the necessary fields, then click "Save" to preserve the changes made.</p><p><img src="http://support.sugarcrm.com/files/2c250a4e-b38b-38d5-cb80-5502ff396daa.png" alt="" width="474" height="104" /></p><h4 id="Editing_Inline_Via_List_View"><a name="Editing_Inline_Via_List_View_..1293" data-mc-generated-bookmark="TOC"></a>Editing Inline Via List View</h4><p>You can also edit individual fields on the Product Categories list view without entering the full edit mode. Click the Record Actions menu to the far right of the record's row and select "Edit".</p><p><img src="http://support.sugarcrm.com/files/9513c337-2aeb-7621-30b0-5502fffc2639.png" alt="" width="527" height="108" /></p><p>The fields on the record's row will open up allowing user's to type or select a new value. You can click the <a href="#Right_Hand_Side_Drawer_2" class="selected">double arrow</a> icon on the upper right of the page to expand the list view for editing. Click "Save" to preserve the changes made to the product category record. </p><p><img src="http://support.sugarcrm.com/files/61cc2383-5406-898e-5279-5502fffe8cd1.png" alt="" width="651" height="75" /></p><p><strong>Note</strong>: Text area fields are not inline editable from list views.</p><h3 id="Deleting_Product_Categories"><a name="Deleting_Product_Categories" data-mc-generated-bookmark="TOC"></a>Deleting Product Categories</h3><p>If a product category is invalid or should no longer appear in your organization's Vodafone CRM instance, it may be deleted from the Product Categories record view or list view. Deleting via the record view allows you to delete a single record while the list view allows for mass deleting multiple records at once as well as single record deletions.</p><h4 id="Deleting_Via_Record_View"><a name="Deleting_Via_Record_View_..1294" data-mc-generated-bookmark="TOC"></a>Deleting Via Record View</h4><p>Use the following steps to delete a product category record via the record view:</p><ol><li value="1">Navigate to a product category's record view.</li><li value="2">Select "Delete" from the Actions menu. </li><p><img src="http://support.sugarcrm.com/files/c848e114-c15a-e3e2-9d99-5502ff9a8f45.png" alt="" width="407" height="258" /></p><li value="3">A pop-up message will display asking for confirmation. Click "Confirm" to proceed.</li></ol><h4 id="Deleting_Via_List_View"><a name="Deleting_Via_List_View_..1295" data-mc-generated-bookmark="TOC"></a>Deleting Via List View</h4><p>Use the following steps to delete a product category via the list view:</p><ol><li value="1">Navigate to the Product Categories list view via Admin > Product Categories.</li><li value="2">Use the <a href="#Module_Search_2" class="selected">Module Search</a> to find the product category record you wish to delete.</li><li value="3">Click the Record Actions menu to the far right of the record's row and select "Delete". </li><p><img src="http://support.sugarcrm.com/files/d56c4e7a-33ff-3cdb-a70c-5502fff89207.png" alt="" width="476" height="218" /></p><li value="4">A pop-up message will display asking for confirmation. Click "Confirm" to proceed.</li></ol><h4 id="Mass_Deleting_Via_List_View"><a name="Mass_Deleting_Via_List_View_..1296" data-mc-generated-bookmark="TOC"></a>Mass Deleting Via List View</h4><p>Use the following steps to delete one or more product category records via the list view:</p><ol><li value="1">Navigate to the Product Categories list view via Admin > Product Categories.</li><li value="2">Use the <a href="#Module_Search_2" class="selected">Module Search</a> to find the Product Category records you wish to delete. </li><li value="3">Select the desired product category records then choose "Delete" from the Actions menu. </li><p><img src="http://support.sugarcrm.com/files/8f7102f5-5976-04e9-d018-5502ff07fbd9.png" alt="" width="350" height="225" /></p><li value="4">A pop-up message will display asking for confirmation. Click "Confirm" to proceed.</li></ol><p>You can also use the <a href="#Checkbox_Selection_2" class="selected">Select All</a> feature in the list view, which will allow you to easily select the first 1000 records in the result set. If you wish to delete more than 1000 records or delete a specific group of records on the list view, please use the <a href="#Module_Search" class="selected">filter option</a> in module search to perform the deletions in smaller batches.</p><h3 id="Exporting_Product_Categories"><a name="Exporting_Product_Categories" data-mc-generated-bookmark="TOC"></a>Exporting Product Categories</h3><p>Vodafone CRM's Export option allows users to download all fields for the selected product categories to their computers as a .CSV (comma-separated values) file. This may be useful when needing to use Product Category data with other software such as Microsoft Excel or to update existing records by exporting, making changes, then importing the altered product categories back into Vodafone CRM. For more information on updating existing records via import, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#52_Import">Import</a> documentation. Due to PHP memory limitations on the server, there may be occasions when the application times out while exporting a large number of records. If you encounter an error when performing this action, we recommend selecting the records in smaller batches.</p><p>Product Categories may be exported from the Product Categories list view by selecting "Export" from the Actions menu. Users with access to the Reports module also have the option of creating or accessing reports containing specifically chosen fields for product categories and their related record(s). Please note that only Rows and Columns-type reports have the ability to be exported. For more information on exporting records in Vodafone CRM, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#51_Export">Export</a> documentation. </p><p><img src="http://support.sugarcrm.com/files/4587a857-d98d-45a5-f7d2-5502ff1e9efb.png" alt="" width="361" height="207" /></p><p>Please note that your ability to export product categories from Vodafone CRM may be restricted by a role. </p><h3 id="Finding_Duplicate_Product_Categories"><a name="Finding_Duplicate_Product_Categories" data-mc-generated-bookmark="TOC"></a>Finding Duplicate Product Categories</h3><p>Between multiple users working in Vodafone CRM and importing new records, it is possible for duplicate product category records to be accidentally input to the system. Before creating a new product category record, a good practice is to first check that the product category does not already exist in Vodafone CRM. You can locate duplicate records for cleanup using <a href="#Module_Search_2" class="selected">module search</a> from the Product Categories list view. Searching for product categories with similar names or other information can turn search into a powerful, duplicates-finding tool. Vodafone CRM also provides a wizard for finding potential duplicates that is available from the Product Categories record view and may be used as shown below. If duplicate product category records are detected, you can perform a merge per the <a href="#Merging_Product_Categories" class="selected">Merging Product Categories</a> section of this documentation.</p><p>Please note that your ability to use the Find Duplicates action may be restricted by any role which prevents record deletion. </p><p>Use the following steps to locate duplicate product categories using the Find Duplicates option from the Product Categories record view:</p><ol><li value="1">Navigate to a product category's record view.</li><li value="2">Choose "Find Duplicates" from the Actions menu.</li><p><img src="http://support.sugarcrm.com/files/e2e7b43e-8970-6ded-5c06-5502ff209dab.png" alt="" width="436" height="164" /></p><li value="3">Potential duplicate product category records will be listed on the Find Duplicates page. Select the duplicate record(s) you wish to merge then click "Merge Duplicates".</li><ul><li value="1">You can preview the duplicate record's details by clicking the Preview button to the far right of the records row.</li><li value="2">You can search for specific records from the Product Categories list view if you wish to check for more possible duplicates. For more information on performing a search, please refer to the <a href="#Module_Search_2" class="selected">Module Search</a> section of this documentation.</li><li value="3">You can also click the Column Selection icon above the Preview button to change the list of fields that display on the list view column headers.</li></ul><p><img src="http://support.sugarcrm.com/files/aeecd1a5-67e4-1590-d163-5502ff567218.png" alt="" width="729" height="190" /></p></ol><p>Once you click "Merge Duplicates", the merging process with the current record will begin. For instructions on performing the merge that follows, please refer to Steps 3-9 of the <a href="#Merging_Via_List_View_2" class="selected">Merging Via List View</a> section of this documentation.</p><h3 id="Merging_Product_Categories"><a name="Merging_Product_Categories" data-mc-generated-bookmark="TOC"></a>Merging Product Categories</h3><p>When duplicate records are identified in Vodafone CRM, you have the option to merge two or more product categories into a single record. Once the merge is complete, the duplicate product category record(s) will be deleted, and the primary record will remain. Currently, Date Created and Date Modified field types are not supported when merging duplicate records in Vodafone CRM.</p><h4 id="Merging_Via_List_View"><a name="Merging_Via_List_View_..1297" data-mc-generated-bookmark="TOC"></a>Merging Via List View</h4><p><a href="#Module_Search_2" class="selected">Module Search</a> may be used to identify duplicate product categories by, for example, searching for records with similar names. Once your search has identified duplicate records, you can merge them directly from the Product Categories list view.</p><p>Use the following steps to merge product categories via the list view:</p><ol><li value="1">Use the list view's <a href="#Module_Search_2" class="selected">Module Search</a>to identify duplicate product categories.</li><li value="2">Possible duplicates will be displayed in the list view. Select the duplicate record(s) that you wish to merge.</li><ul><li value="1">Please note that up to five records may be merged at once in Vodafone CRM. An error message ("Invalid number of records passed. The valid range is from 2 to 5 records.") will appear if more than five records are selected when attempting to perform a merge.</li></ul><p><img src="http://support.sugarcrm.com/files/273082b3-13d6-063c-15f3-5502ff2cd105.png" alt="" width="540" height="239" /></p><li value="3">Select "Merge" from the Actions menu to display the Merging Records page. The primary record's field values are displayed on the left while other record's values are in columns to the right. For convenience, fields with differing values will appear on the top of the list. Saving the merge will preserve only the field values marked with the radio button into a single record. </li><p><img src="http://support.sugarcrm.com/files/89a6c83e-edfb-ef50-c4da-5502ff189575.png" alt="" width="697" height="130" /></p><li value="4">If 3 or more records are selected to be merged, an X icon will appear at the top right of each record. Clicking the "X" will remove the record from the merge process but will not delete the record.</li><li value="5">To change which record is considered the primary, drag and drop the Primary label on the top of a different column.</li><li value="6">Review the field values in each column and click the radio button to the left of the value that should appear on the final record. You can also manually type or select a new value for any field as necessary.</li><ul><li value="1"><strong>Note</strong>: Fields you do not have Edit access for cannot be edited on the merging records page.</li></ul><li value="7">Preview what the final, merged record will contain as you work by clicking the eye icon to display the preview in the Intelligence Pane.</li><li value="8">Click "Save" once all fields you wish to appear on the single, merged record have their radio buttons selected.</li><li value="9">A pop-up message will display confirming that the duplicate record(s) should be deleted. Click "Confirm" to proceed.</li></ol><p><strong>Note</strong>: Date Created, Date Modified, and Password field types are not supported when merging duplicate records in Vodafone CRM.</p><h3 id="Sharing_Product_Categories"><a name="Sharing_Product_Categories" data-mc-generated-bookmark="TOC"></a>Sharing Product Categories</h3><p>Individual Product Category records can be shared with other users in your organization by sending an email with the record's link directly from the record view. In the product category's record view, select "Share" from the Actions menu which will open a Compose Email window including the URL of the product category record. Enter the recipient(s) email address in the To field then click "Send".</p><p><img src="http://support.sugarcrm.com/files/8b7c0a5d-0a8f-6b8d-9c31-5502ff20590a.png" alt="" width="450" height="183" /></p><p>Users can simply click the link in the email to access the product category record in Vodafone CRM. Please note that the user must be logged into Vodafone CRM in order to access the record. Users will only be able to view the shared record as allowed by their user access type and assigned roles. </p><h3 id="Downloading_Product_Category_Information_as_a_PDF"><a name="Downloading_Product_Category_Information_as_a_PDF" data-mc-generated-bookmark="TOC"></a>Downloading Product Category Information as a PDF</h3><p>Users have the option to download product category information as a PDF file via the Product Categories record view by clicking the Actions menu and selecting "Download PDF". All PDF templates which the administrator has created and made available for the module will appear beneath the Download PDF option in the Actions menu. Simply select one of the templates to generate the PDF file to view or save onto your local machine. Please note that the Download PDF option will only appear in the Actions menu if there is an existing PDF template available for the module. Users with administrator or developer access can create and manage PDF templates via Admin > PDF Manager. For more information on creating and managing PDF templates, please refer to the <a href="#PDF_Manager" class="selected">PDF Manager</a> documentation.</p><p><img src="http://support.sugarcrm.com/files/3af5979b-8ea9-5534-d4fc-5502ff81857a.png" alt="" width="494" height="109" /></p><h3 id="Emailing_Product_Category_Information_as_a_PDF"><a name="Emailing_Product_Category_Information_as_a_PDF" data-mc-generated-bookmark="TOC"></a>Emailing Product Category Information as a PDF</h3><p>Users also have the option to email product category information as a PDF file using any of the available Product Categories module templates using Vodafone CRM's email client. Simply click the Actions menu and select "Email PDF". All PDF templates which the administrator has created and made available for the module will appear beneath the Email PDF option in the Actions menu. </p><p><img src="http://support.sugarcrm.com/files/842dab72-b0d1-7ee2-aa8e-5502ffc421fa.png" alt="" width="501" height="143" /></p><p>Select one of the templates to open a Compose window in the Emails module. Enter an email address in the To field and the Subject field will display the product category's name. The email is automatically related to the product category record and the chosen product category PDF will be attached. You can update the fields as necessary and enter a body for the email message then click "Send". For more information on sending emails via the Emails module, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#23_Emails">Emails</a> documentation. </p><p><img src="http://support.sugarcrm.com/files/7b12db09-60b9-ea38-2b99-5502ffadc512.png" alt="" width="719" height="277" /></p><p>Please note that the Email PDF option will only appear in the Actions menu if there is an existing PDF template available for the module. Users with administrator or developer access can create and manage PDF templates via Admin > PDF Manager. For more information on creating and managing PDF templates, please refer to the <a href="#PDF_Manager" class="selected">PDF Manager</a> documentation.</p><h3 id="Viewing_Product_Category_Change_Logs"><a name="Viewing_Product_Category_Change_Logs" data-mc-generated-bookmark="TOC"></a>Viewing Product Category Change Logs</h3><p>Changes made to each product category record are tracked over time, and users are able to view the history of changes via the change log in each product category's record view. To view the change log, navigate to a product category in record view and select "View Change Log" from the Actions menu. Please note that only fields marked as "Audit" in Admin > Studio will be displayed in the change log. For more information on designating for audit, please refer to the <a href="#Field_Options" class="selected">Studio</a> documentation.</p><p><img src="http://support.sugarcrm.com/files/e2855420-c6c2-dccb-8295-5502ff8b73b6.png" alt="" width="411" height="227" /></p><p>Once the change log opens, you can view the details of historical changes and can search by field name, old value, etc. by entering the keyword into the search box.</p><h2 id="Product_Types"><a name="Product_Types" data-mc-generated-bookmark="TOC"></a>Product Types</h2><p>The Product Type module controls the Type dropdown list in the <a href="#Product_Catalog_Fields" class="selected">Product Catalog fields</a>. In addition to <a href="#Product_Categories" class="selected">product categories</a>, Type allows you to define the classification of a product or service that is being offered on a product catalog record.</p><h3 id="Product_Type_Fields"><a name="Product_Type_Fields" data-mc-generated-bookmark="TOC"></a>Product Type Fields</h3><p>The Product Type module contains three stock fields which come out-of-the-box with Vodafone CRM. The below definitions are suggested meanings for the fields.</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Field</strong></td><td><strong>Description</strong></td></tr><tr><td>Product Type</td><td>The category's name as it will appear on the Product Category dropdown list</td></tr><tr><td>Description</td><td>A description or other information about the product</td></tr><tr><td><a href="#Ordering_Product_Types" class="selected">Order</a></td><td>Enter a number to specify the order in which this category will appear in the Product Type dropdown list</td></tr></tbody></table><h3 id="Product_Types_Module_Tab"><a name="Product_Types_Module_Tab" data-mc-generated-bookmark="TOC"></a>Product Types Module Tab</h3><p>The Product Category module tab can be accessed by clicking the Product Category option in the Admin menu. Click the tab to access the Product Category list view. You may also Click the triangle in the Product Types tab to display the Actions and Recently Viewed menus. The Actions menu allows you to perform important actions within the module. The Recently Viewed menu displays the list of product category records you last viewed in the module.</p><p><img src="Resources/Images/product-types-module-tab.png" alt="" width="353" height="274" /></p><p>The Actions menu allows you to perform the following operations:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Menu Item</strong></td><td><strong>Description</strong></td></tr><tr><td><a href="#Creating_Product_Types" class="selected">Create Product Type</a></td><td>Opens the Product Types list view to create a product</td></tr><tr><td><a href="#Product_Types_List_View" class="selected">View Product Types </a></td><td>Opens the Product Types list view</td></tr><tr><td><a href="#Creating_Via_Product_Catalog" class="selected">Create Product for Catalog</a></td><td><p>Opens the Product Catalog to create a new product for the catalog</p></td></tr><tr><td><a href="#Viewing_Via_List_View" class="selected">View Product Catalog</a></td><td>Opens the Product Catalog list view</td></tr><tr><td><a href="#Manufacturers" class="selected">View Manufacturers</a></td><td>Opens the Manufacturers list view</td></tr><tr><td><a href="#Product_Categories" class="selected">View Product Categories</a></td><td>Opens the Product Categories list view</td></tr><tr><td><a href="#Importing_Product_Types" class="selected">Import Product Types</a></td><td><p>Opens the import wizard to create or update product types using external data</p></td></tr></tbody></table><h3 id="Creating_Product_Types"><a name="Creating_Product_Types" data-mc-generated-bookmark="TOC"></a>Creating Product Types</h3><p>Product types can be created either via the Product Types module or importing product types. When creating via the Product Types module, the full edit view layout opens below the Product Types list view and includes all of the relevant fields for your product type.</p><p>Use the following steps to create a product type via the Product Types module:</p><ol><li value="1">Navigate to Admin > Product Types.</li><li value="2">Click on "Create" above the list view. </li><p><img src="http://support.sugarcrm.com/files/a787833c-6442-4149-1736-5502ffcc1547.png" alt="" width="153" height="236" /></p><li value="3">Enter appropriate values for the <a href="#Product_Type_Fields" class="selected">fields</a> in the edit view layout. All required fields are marked with a red asterisk and must be completed prior to saving.</li><li value="4">Once the necessary information is entered, click "Save". If you would like to create a new type, click "Save & Create New". </li><p><img src="http://support.sugarcrm.com/files/aa815e14-ec87-b492-58c3-5502ff6598c6.png" alt="" width="626" height="265" /></p></ol><h4 id="Importing_Product_Types"><a name="Importing_Product_Types" data-mc-generated-bookmark="TOC"></a>Importing Product Types</h4><p>The import function allows you to push multiple product types into Vodafone CRM using a comma (or other character) delimited file instead of creating them one-by-one. For more information on importing, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#52_Import">Import</a> documentation.</p><p>Use the following steps to import product types into Vodafone CRM via the Import Product Types option:</p><ol><li value="1">Click the triangle in the Product Types module tab and select "Import Product Types". </li><p><img src="Resources/Images/importing-product-types.png" alt="" width="346" height="263" /></p><li value="2">In Step 1, select the import file and choose "Create new records only". Click "Next".</li><li value="3">In Step 2, confirm the import file properties. Click "Next".</li><li value="4">In Step 3, confirm the field mappings for the import. Click "Next".</li><li value="5">In Step 5, view the import results..</li><ul><li value="1">The Created Records tab will show all of the new product types.</li><li value="2">The Duplicates tab will show any records in the file that were identified as duplicates of existing records and thus not imported.</li><li value="3">The Errors tab will show records that were not imported due to errors detected during import.</li></ul></ol><h3 id="Product_Types_List_View"><a name="Product_Types_List_View" data-mc-generated-bookmark="TOC"></a>Product Types List View</h3><p>The Product Types list view displays all product type records. You can view the basic details of each product type within the field columns. You can also click on a category's name to <a href="#Editing_Product_Types" class="selected">edit</a> it, or <a href="#Deleting_Product_Types" class="selected">delete</a> the category by clicking the "Delete" button at the end of the row.</p><h4 id="Column_Sorting"><a name="Column_Sorting_..1298" data-mc-generated-bookmark="TOC"></a>Column Sorting</h4><p>List view provides the ability to sort all product types by a field column in either ascending or descending order. To sort by a field or switch the sort direction, click the column header noting that the fields which allow sorting will have a pair of arrows. Please note the list view may be sorted by only one column at a time.</p><p><img src="http://support.sugarcrm.com/files/6b246768-6b9b-c001-dde0-5502ffb201fb.png" alt="" width="481" height="64" /></p><h4 id="Ordering_Product_Types"><a name="Ordering_Product_Types" data-mc-generated-bookmark="TOC"></a>Ordering Product Types</h4><p>The Order field in Product Types defines the order of the different type options when viewing the Type dropdown list of a <a href="#Product_Catalog" class="selected">Product Catalog</a> record. The Order field allows you to organize what order the dropdown list will display, with 1 being the highest on the list and moving down as the order number rises. When <a href="#Creating_Product_Types" class="selected">creating</a> new product type record options, the Order field will automatically increment to the next number in the list, thereby adding the new option to the bottom of the list. The Order field can be overwritten with another number if you would like to manually re-order the options.</p><h3 id="Editing_Product_Types"><a name="Editing_Product_Types" data-mc-generated-bookmark="TOC"></a>Editing Product Types</h3><p>Product Types may be edited at any time to update or add information to the record. You can make changes to existing product type records via the Product Type edit view. Edit view is available within the Product Types module, below the list view, and includes all of the relevant fields you should need.</p><p><img src="http://support.sugarcrm.com/files/df12d5bc-ccbf-f12a-796f-5502ffeb381b.png" alt="" width="600" height="356" /></p><h3 id="Deleting_Product_Types"><a name="Deleting_Product_Types" data-mc-generated-bookmark="TOC"></a>Deleting Product Types</h3><p>If a product type is invalid or should no longer appear in your organization's Vodafone CRM instance, it may be deleted from the Product Types list view.</p><p>Use the following steps to delete a product type via the detail list:</p><ol><li value="1">Navigate to a Product Types list view.</li><li value="2">Locate the product type you wish to delete.</li><li value="3">Click "Delete" on the corresponding product type's row.</li><p><img src="http://support.sugarcrm.com/files/7156f4cf-9ccf-6732-e289-5502ff3919f1.png" alt="" width="629" height="105" /></p><li value="4">A pop-up message will display asking for confirmation. Click "Ok" to proceed</li></ol><h2 id="Manufacturers"><a name="Manufacturers" data-mc-generated-bookmark="TOC"></a>Manufacturers</h2><p>The Manufacturers module controls and maintains the Manufacturer dropdown list in the <a href="#Product_Catalog" class="selected">Product Catalog</a> module. This dropdown list allows you to select from a list of the manufacturers you use to classify your products and specify from which manufacturer they are produced.</p><h3 id="Manufacturers_Fields"><a name="Manufacturers_Fields" data-mc-generated-bookmark="TOC"></a>Manufacturers Fields</h3><p>The Manufacturers module contains three stock fields which come out-of-the-box with Vodafone CRM. The below definitions are suggested meanings for the fields.</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Field</strong></td><td><strong>Description</strong></td></tr><tr><td>Manufacturer</td><td>The manufacturer's name as it will appear on the Manufacturer Name dropdown list</td></tr><tr><td>Status</td><td>Choose whether this manufacturer's name should show on the Manufacturer Name dropdown list</td></tr><tr><td><a href="#Ordering_Manufacturers" class="selected">Order</a></td><td>Enter a number to specify the order in which this category will appear in the Manufacturer Name dropdown list</td></tr></tbody></table><h3 id="Manufacturers_Module_Tab"><a name="Manufacturers_Module_Tab" data-mc-generated-bookmark="TOC"></a>Manufacturers Module Tab</h3><p>The Manufacturers list view can be accessed by navigating to the Admin page and selecting "Manufacturers" under the Product and Quotes panel. Click the tab to access the Manufacturers list view. You may also click the triangle in the Manufacturers tab to display the Actions menu. The Actions menu allows you to perform important actions within the module.</p><p><img src="Resources/Images/manufacturers-module-tab.png" alt="" width="348" height="234" /></p><p>The Actions menu allows you to perform the following operations:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Menu Item</strong></td><td><strong>Description</strong></td></tr><tr><td><a href="#Creating_Via_Product_Catalog" class="selected">Create Product for Catalog</a></td><td>Opens the Product Catalog to create a new product for the catalog</td></tr><tr><td><a href="#Viewing_Via_List_View" class="selected">View Product Catalog</a></td><td>Opens the Product Catalog list view</td></tr><tr><td><a href="#Manufacturers" class="selected">View Manufacturers</a></td><td>Opens the Manufacturers list view</td></tr><tr><td><a href="#Product_Categories" class="selected">View Product Categories</a></td><td>Opens the Product Categories list view</td></tr><tr><td><a href="#Product_Types" class="selected">View Product Types</a></td><td>Opens the Product Types list view</td></tr><tr><td><a href="#Importing_Manufacturers" class="selected">Import Manufacturers</a></td><td><p>Opens the import wizard to create or update manufacturers using external data</p></td></tr></tbody></table><h3 id="Creating_Manufacturers"><a name="Creating_Manufacturers" data-mc-generated-bookmark="TOC"></a>Creating Manufacturers</h3><p>Manufacturers can be created either via the Manufacturers module or by importing Manufacturers. When creating via the Manufacturers module, the full edit view layout opens below the Manufacturers list view and includes all of the fields for your manufacturers.</p><p>Use the following steps to create a manufacturer via the Manufacturers module:</p><ol><li value="1">Navigate to Admin > Manufacturers.</li><li value="2">Click on "Create" above the list view. </li><p><img src="http://support.sugarcrm.com/files/d82e02a9-9cd2-d478-6a77-5502ff0d7219.png" alt="" width="190" height="204" /></p><li value="3">Enter appropriate values for the <a href="#Manufacturers_Fields" class="selected">fields</a> in the edit view layout. All required fields are marked with a red asterisk and must be completed prior to saving.</li><li value="4">Once the necessary information is entered, click "Save". If you would like to create a new manufacturer, click "Save & Create New". </li><p><img src="http://support.sugarcrm.com/files/dd373dda-0869-8c54-36c3-5502ffd3497e.png" alt="" width="606" height="143" /></p></ol><h4 id="Importing_Manufacturers"><a name="Importing_Manufacturers" data-mc-generated-bookmark="TOC"></a>Importing Manufacturers</h4><p>The import function allows you to push multiple manufacturers into Vodafone CRM using a comma (or other character) delimited file instead of creating them one-by-one. For more information on importing, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#52_Import">Import</a> documentation.</p><p>Use the following steps to import manufacturers into Vodafone CRM via the Import Manufacturers option:</p><ol><li value="1">Click the triangle in the Manufacturers module tab and select "Import Manufacturers". </li><p><img src="Resources/Images/importing-manufacturers.png" alt="" width="347" height="235" /></p><li value="2">In Step 1, select the import file and choose "Create new records only". Click "Next".</li><li value="3">In Step 2, confirm the import file properties. Click "Next".</li><li value="4">In Step 3, confirm the field mappings for the import. Click "Next".</li><li value="5">In Step 5, view the import results.</li></ol><ul><li value="1">The Created Records tab will show all of the new manufacturers.</li><li value="2">The Duplicates tab will show any records in the file that were identified as duplicates of existing records and thus not imported.</li><li value="3">The Errors tab will show records that were not imported due to errors detected during import.</li></ul><h3 id="Manufacturers_List_View"><a name="Manufacturers_List_View" data-mc-generated-bookmark="TOC"></a>Manufacturers List View</h3><p>The Manufacturers list view displays all manufacturers records. You can view the basic details of each manufacturer within the field columns. You can also click on a manufacturer's name to <a href="#Editing_Manufacturers" class="selected">edit</a> it, or <a href="#Deleting_Manufacturers" class="selected">delete</a> the manufacturer by clicking the "Delete" button at the end of the row.</p><h4 id="Column_Sorting"><a name="Column_Sorting_..1299" data-mc-generated-bookmark="TOC"></a>Column Sorting</h4><p>List view provides the ability to sort all manufacturers by a field column in either ascending or descending order. To sort by a field or switch the sort direction, click the column header noting that the fields which allow sorting will have a pair of arrows. Please note the list view may be sorted by only one column at a time. </p><p><img src="http://support.sugarcrm.com/files/94ea3a19-d5af-99eb-bfe2-5502ff645bf1.png" alt="" width="395" height="65" /></p><h4 id="Ordering_Manufacturers"><a name="Ordering_Manufacturers" data-mc-generated-bookmark="TOC"></a>Ordering Manufacturers</h4><p>The Order field in Manufacturers defines the order of the different type options when viewing the Manufacturer Name dropdown list of a <a href="#Product_Catalog" class="selected">Product Catalog</a> record. The Order field allows you to organize what order the dropdown list will display, with 1 being the highest on the list and moving down as the order number rises. When <a href="#Creating_Manufacturers" class="selected">creating</a> new manufacturer record options, the Order field will automatically increment to the next number in the list, thereby adding the new option to the bottom of the list. The Order field can be overwritten with another number if you would like to manually re-order the options.</p><h3 id="Editing_Manufacturers"><a name="Editing_Manufacturers" data-mc-generated-bookmark="TOC"></a>Editing Manufacturers</h3><p>Manufacturers may be edited at any time to update or add information to the record. You can make changes to existing product category records via the Manufacturers edit view. Edit view is available within the Manufacturers module, below the list view, and includes all of the category fields you should need. </p><p><img src="http://support.sugarcrm.com/files/11bbdc5c-a556-5cba-99c6-5502ff345ffa.png" alt="" width="650" height="233" /></p><h3 id="Deleting_Manufacturers"><a name="Deleting_Manufacturers" data-mc-generated-bookmark="TOC"></a>Deleting Manufacturers</h3><p>If a manufacturer is invalid or should no longer appear in your organization's Vodafone CRM instance, it may be deleted from the Manufacturers list view.</p><p>Use the following steps to delete a manufacturer via the list view:</p><ol><li value="1">Navigate to a Manufacturers list view.</li><li value="2">Locate the manufacturer that you would like to delete.</li><li value="3">Click "Delete" on the corresponding manufacturer's row. </li><p><img src="http://support.sugarcrm.com/files/9be167d2-058a-1368-f73b-5502ff717cb2.png" alt="" width="472" height="64" /></p><li value="4">A pop-up message will display asking for confirmation. Click "Ok" to proceed</li></ol><h2 id="Shipping_Providers"><a name="Shipping_Providers" data-mc-generated-bookmark="TOC"></a>Shipping Providers</h2><p>The Shipping Providers module controls and maintains the Shipping Provider dropdown list in the <a href="Sugar_Enterprise_Application_Guide.html#Adding_Groups">Quotes</a> module. This dropdown list allows you to determine how you are going to transport the purchased products or services to the customer.</p><h3 id="Shipping_Provider_Fields"><a name="Shipping_Provider_Fields" data-mc-generated-bookmark="TOC"></a>Shipping Provider Fields</h3><p>The Shipping Provider module contains three stock fields which come out-of-the-box with Vodafone CRM. The below definitions are suggested meanings for the fields.</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Field</strong></td><td><strong>Description</strong></td></tr><tr><td>Shipping Provider</td><td>The provider's name as it will appear on the Shipping Provider dropdown list</td></tr><tr><td>Status</td><td>Choose whether this provider's name should show on the Shipping Provider dropdown list</td></tr><tr><td><a href="#Ordering_Shipping_Providers" class="selected">Order</a></td><td>Enter a number to specify the order in which this category will appear in the Shipping Provider dropdown list</td></tr></tbody></table><h3 id="Shipping_Providers_Module_Tab"><a name="Shipping_Providers_Module_Tab" data-mc-generated-bookmark="TOC"></a>Shipping Providers Module Tab</h3><p>The Shipping Providers list view can be accessed by navigating to the Admin page and selecting "Shipping Providers" under the Product and Quotes panel. You may also click the triangle in the Shipping Providers tab to display the Actions menu. The Actions menu allows you to perform important actions within the module.</p><p><img src="Resources/Images/shipping-providers-module-tab.png" alt="" width="365" height="115" /></p><p>The Actions menu allows you to perform the following operations:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Menu Item</strong></td><td><strong>Description</strong></td></tr><tr><td><a href="#Shipping_Providers_List_View" class="selected">Shipping Provider List</a></td><td><p>Opens the Shipping Providers list view</p></td></tr><tr><td><a href="#Tax_Rates_List_View" class="selected">Tax Rate List</a></td><td>Opens the Tax Rates list view</td></tr></tbody></table><h3 id="Creating_Shipping_Providers"><a name="Creating_Shipping_Providers" data-mc-generated-bookmark="TOC"></a>Creating Shipping Providers</h3><p>Shipping providers can be created via the Shipping Providers menu through the Admin menu. When creating via the Shipping Providers menu, the full edit view layout opens below the Shipping Providers list view and includes all of the fields for your providers.</p><p>Use the following steps to create a shipping provider via the Shipping Providers module:</p><ol><li value="1">Navigate to Admin > Shipping Providers.</li><li value="2">Click on "Create" above the list view.</li><p><img src="http://support.sugarcrm.com/files/a7bf2b7a-3a55-3654-721c-5502ff69f2a4.png" alt="" width="166" height="161" /></p><li value="3">Enter appropriate values for the <a href="#Shipping_Provider_Fields" class="selected">fields</a> in the edit view layout. All required fields are marked with a red asterisk and must be completed prior to saving.</li><li value="4">Once the necessary information is entered, click "Save". If you would like to create a new provider, click "Save & Create New".</li><p><img src="http://support.sugarcrm.com/files/bdd59850-edb3-b80c-3f38-5502fffea465.png" alt="" width="698" height="155" /></p></ol><h3 id="Shipping_Providers_List_View"><a name="Shipping_Providers_List_View" data-mc-generated-bookmark="TOC"></a>Shipping Providers List View</h3><p>The Shipping Providers list view displays all shipping provider records. You can view the basic details of each provider within the field columns. You can also click on a provider's name to <a href="#Editing_Shipping_Providers" class="selected">edit</a> it, or <a href="#Deleting_Shipping_Providers" class="selected">delete</a> the provider by clicking the "Delete" button at the end of the row.</p><h4 id="Column_Sorting"><a name="Column_Sorting_..1300" data-mc-generated-bookmark="TOC"></a>Column Sorting</h4><p>List view provides the ability to sort all shipping providers by a field column in either ascending or descending order. To sort by a field or switch the sort direction, click the column header noting that the fields which allow sorting will have a pair of arrows. Please note the list view may be sorted by only one column at a time.</p><p><img src="http://support.sugarcrm.com/files/15535083-9343-1495-7d5d-5502ffc14d20.png" alt="" width="422" height="67" /></p><h4 id="Ordering_Shipping_Providers"><a name="Ordering_Shipping_Providers" data-mc-generated-bookmark="TOC"></a>Ordering Shipping Providers</h4><p>The Order field in Shipping Providers defines the order of the different shipping providers options when viewing the Shipping Provider dropdown list of a quote. The Order field allows you to organize what order the dropdown list will display, with 1 being the highest on the list and moving down as the order number rises. When creating new shipping provider record options, the Order field will automatically increment to the next number in the list, thereby adding the new option to the bottom of the list. The Order field can be overwritten with another number if you would like to manually re-order the options.</p><h3 id="Editing_Shipping_Providers"><a name="Editing_Shipping_Providers" data-mc-generated-bookmark="TOC"></a>Editing Shipping Providers</h3><p>Shipping providers may be edited at any time to update or add information to the record. You can make changes to existing shipping provider records via the Shipping Providers edit view. Edit view is available within the Shipping Providers menu, below the list view, and includes all of the provider fields you should need.</p><p><img src="http://support.sugarcrm.com/files/572a66e6-5d2a-9aff-9792-5502ffd09686.png" alt="" width="694" height="180" /></p><h3 id="Deleting_Shipping_Providers"><a name="Deleting_Shipping_Providers" data-mc-generated-bookmark="TOC"></a>Deleting Shipping Providers</h3><p>If a shipping provider is invalid or should no longer appear in your organization's Vodafone CRM instance, it may be deleted from the Shipping Providers list view.</p>><p>Use the following steps to delete a shipping provider via the detail list:</p><ol><li value="1">Navigate to the Shipping Providers list view.</li><li value="2">Locate the provider that you would like to delete.</li><li value="3">Click "Delete" on the corresponding provider's row.</li> <p><img src="http://support.sugarcrm.com/files/6190219c-a020-3d5e-dc4c-5502ffa1ef21.png" alt="" width="503" height="65" /></p><li value="4">A pop-up message will display asking for confirmation. Click "Ok" to proceed.</li></ol><h2 id="Tax_Rates"><a name="Tax_Rates" data-mc-generated-bookmark="TOC"></a>Tax Rates</h2><p>The Tax Rates module controls and maintains the Tax Rates dropdown list in the <a href="Sugar_Enterprise_Application_Guide.html#Adding_Groups">Quotes</a> module. This dropdown list allows you to apply applicable taxes to quotes so that the grand total is representative of any added tax to the subtotal. Tax rates can be added to the dropdown list as any necessary percentage, so they will be able to include national and international rates.</p><h3 id="Tax_Rate_Fields"><a name="Tax_Rate_Fields" data-mc-generated-bookmark="TOC"></a>Tax Rate Fields</h3><p>The Tax Rate module contains four stock fields which come out-of-the-box with Vodafone CRM. The below definitions are suggested meanings for the fields.</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Field</strong></td><td><strong>Description</strong></td></tr><tr><td>Tax Rate Name</td><td>The tax rate's name as it will appear on the Tax Rate dropdown list</td></tr><tr><td>Percentage</td><td>The percentage of the quote's subtotal that will be taxed</td></tr><tr><td>Status</td><td>Choose whether this tax rate should show on the Tax Rate dropdown list</td></tr><tr><td><a href="#Ordering_Tax_Rates" class="selected">Order</a></td><td>Enter a number to specify the order in which this rate will appear in the Tax Rate dropdown list</td></tr></tbody></table><h3 id="Tax_Rates_Module_Tab"><a name="Tax_Rates_Module_Tab" data-mc-generated-bookmark="TOC"></a>Tax Rates Module Tab</h3><p>The Tax Rates module tab can be accessed by clicking the Tax Rates option in the Admin menu. Click the tab to access the Tax Rates list view. You may also click the triangle in the Tax Rates tab to display the Actions menu. The Actions menu allows you to perform important actions within the module.</p><p><img src="Resources/Images/tax-rates-module-tab.png" alt="" width="450" height="144" /></p><p>The Actions menu allows you to perform the following operations:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Menu Item</strong></td><td><strong>Description</strong></td></tr><tr><td><a href="#Shipping_Providers_List_View" class="selected">Shipping Provider List</a></td><td><p>Opens the Shipping Provider list view</p></td></tr><tr><td><a href="#Tax_Rates_List_View" class="selected">Tax Rate List</a></td><td>Opens the Task Rates list view</td></tr><tr><td><a href="#Importing_Tax_Rates" class="selected">Import Tax Rates</a></td><td><p>Opens the import wizard to create or update tax rates using external data</p></td></tr></tbody></table><h3 id="Creating_Tax_Rates"><a name="Creating_Tax_Rates" data-mc-generated-bookmark="TOC"></a>Creating Tax Rates</h3><p>Tax Rates can be created either via the Tax Rates module or by importing Tax Rates. When creating via the Tax Rates module, the full edit view layout opens below the Tax Rates list view and includes all of the fields for your tax rates.</p><p>Use the following steps to create a task rate via the Tax Rates module:</p><ol><li value="1">Navigate to Admin > Tax Rates.</li><li value="2">Click on "Create" above the list view.</li><p><img src="http://support.sugarcrm.com/files/d6870c11-bbc6-53c4-8902-5502ff391813.png" alt="" width="142" height="213" /></p><li value="3">Enter appropriate values for the <a href="#Tax_Rate_Fields" class="selected">fields</a> in the edit view layout. All required fields are marked with a red asterisk and must be completed prior to saving.</li><li value="4">Once the necessary information is entered, click "Save". If you would like to create a new tax rate, click "Save & Create New". </li><p><img src="http://support.sugarcrm.com/files/54b631e6-8961-2323-7e27-5502ff2b1807.png" alt="" width="600" height="182" /></p></ol><h4 id="Importing_Tax_Rates"><a name="Importing_Tax_Rates" data-mc-generated-bookmark="TOC"></a>Importing Tax Rates</h4><p>The import function allows you to push multiple tax rates into Vodafone CRM using a comma (or other character) delimited file instead of creating them one-by-one. For more information on importing, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#52_Import">Import</a> documentation.</p><p>Use the following steps to import tax rates into Vodafone CRM via the Import Tax Rates option:</p><ol><li value="1">Click the triangle in the Tax Rates module tab and select "Import Tax Rates".</li><p><img src="Resources/Images/importing-tax-rates.png" alt="" width="450" height="144" /></p><li value="2">In Step 1, select the import file and choose "Create new records only". Click "Next".</li><li value="3">In Step 2, confirm the import file properties. Click "Next".</li><li value="4">In Step 3, confirm the field mappings for the import. Click "Next".</li><li value="5">In Step 5, view the import results.</li></ol><ul><li value="1">The Created Records tab will show all of the new tax rates.</li><li value="2">The Duplicates tab will show any records in the file that were identified as duplicates of existing records and thus not imported.</li><li value="3">The Errors tab will show records that were not imported due to errors detected during import.</li></ul><h3 id="Tax_Rates_List_View"><a name="Tax_Rates_List_View" data-mc-generated-bookmark="TOC"></a>Tax Rates List View</h3><p>The Tax Rates list view displays all tax rate records. You can view the basic details of each rate within the field columns. You can also click on a tax rate's name to <a href="#Editing_Tax_Rates" class="selected">edit</a> it, or <a href="#Deleting_Tax_Rates" class="selected">delete</a> the rate by clicking the "Delete" button at the end of the row.</p><h4 id="Column_Sorting"><a name="Column_Sorting_..1301" data-mc-generated-bookmark="TOC"></a>Column Sorting</h4><p>List view provides the ability to sort all tax rates by a field column in either ascending or descending order. To sort by a field or switch the sort direction, click the column header noting that the fields which allow sorting will have a pair of arrows.Please note the list view may be sorted by only one column at a time.</p><p><img src="http://support.sugarcrm.com/files/eb32bba1-875d-7726-bb73-5502fface7fd.png" alt="" width="429" height="59" /></p><h4 id="Ordering_Tax_Rates"><a name="Ordering_Tax_Rates" data-mc-generated-bookmark="TOC"></a>Ordering Tax Rates</h4><p>The Order field in Tax Rates defines the order of the different tax rates options when viewing the Tax Rate dropdown list of a quote. The Order field allows you to organize what order the dropdown list will display, with 1 being the highest on the list and moving down as the order number rises. When creating new Tax Rate record options, the Order field will automatically increment to the next number in the list, thereby adding the new option to the bottom of the list. The Order field can be overwritten with another number if you would like to manually re-order the options.</p><h3 id="Editing_Tax_Rates"><a name="Editing_Tax_Rates" data-mc-generated-bookmark="TOC"></a>Editing Tax Rates</h3><p>Tax Rates may be edited at any time to update or add information to the record. You can make changes to existing tax rates records via the Tax Rates edit view. Edit view is available within the Tax Rates module, below the list view, and includes all of the provider fields you should need. </p><p><img src="http://support.sugarcrm.com/files/7a285e3c-e4c9-ad78-a0b0-5502ff8c1472.png" alt="" width="699" height="255" /></p><h3 id="Deleting_Tax_Rates"><a name="Deleting_Tax_Rates" data-mc-generated-bookmark="TOC"></a>Deleting Tax Rates</h3><p>If a tax rate is invalid or should no longer appear in your organization's Vodafone CRM instance, it may be deleted from the Tax Rates list view.</p><p>Use the following steps to delete a tax rate via the list view:</p><ol><li value="1">Navigate to a Tax Rates list view.</li><li value="2">Locate the rate that you would like to delete.</li><li value="3">Click "Delete" on the corresponding rate's row. </li><p><img src="http://support.sugarcrm.com/files/a83b373b-e049-b3b8-db50-5502ffca5899.png" alt="" width="495" height="60" /></p><li value="4">A pop-up message will display asking for confirmation. Click "Ok" to proceed.</li></ol><h1 id="Bug_Tracker"><a name="Bug_Tracker" data-mc-generated-bookmark="TOC"></a>Bug Tracker</h1><h2 id="Overview"><a name="Overview_..1302" data-mc-generated-bookmark="TOC"></a>Overview</h2><p>In <a href="Sugar_Enterprise_Application_Guide.html#42_Bugs">Bug Tracker</a>, there are two dropdown fields, "Found in Release" and "Fixed in Release", that cannot be edited though normal means. Although these are dropdown fields, they do not show a <a href="#Dropdown_Editor" class="selected">dropdown list</a> option in Dropdown Editor to add, remove, and edit the dropdown options.</p><p><img src="http://support.sugarcrm.com/files/e001269f-9f82-abd1-5847-550300bf53a3.png" alt="http://support.sugarcrm.com/files/e001269f-9f82-abd1-5847-550300bf53a3.png" height="144" width="260" /></p><p>The release dropdown list is instead controlled by the Releases section of the Admin menu. The release list is more comprehensive than a standard dropdown list, so each list option needs additional information. This documentation will cover how to use the Releases section of the Admin menu and make changes to the list that controls these fields.</p><h2 id="Release_Fields"><a name="Release_Fields" data-mc-generated-bookmark="TOC"></a>Release Fields</h2><p>The Releases module contains three fields which come out-of-the-box with Vodafone CRM. These fields are not found in Studio, and therefore cannot be edited.</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Field</strong></td><td><strong>Description</strong></td></tr><tr><td>Release Version</td><td>The version name or number of this release.</td></tr><tr><td>Status</td><td>Select Active from this dropdown list to display the name in the Release dropdown list. Inactive records will only show in the list view of this page.</td></tr><tr><td>Order</td><td>Enter a number to specify the order in which the release is displayed in the dropdown list. Numbers can be repeated in this field, so they can either be ranked in order (1,2,3...), in order of importance (1,1,1,2,2,2,3,3,3...), or any other ranking that is used internally.</td></tr></tbody></table><h2 id="Release_Module_Tab"><a name="Release_Module_Tab" data-mc-generated-bookmark="TOC"></a>Release Module Tab</h2><p>The Releases module tab only appears after clicking on the Releases link from the Admin menu. Click the tab at any point when using the menu to revert to the Releases list view. You may also hover on the tab to display the action of "Releases List" and the Recently Viewed menu. The <a href="#View_Via_Recently_Viewed" class="selected">Recently Viewed</a> menudisplays the list of releases you last viewed in the module.</p><p><img src="http://support.sugarcrm.com/files/7695c70f-e7df-2f78-2dd3-550300855706.png" alt="http://support.sugarcrm.com/files/7695c70f-e7df-2f78-2dd3-550300855706.png" width="329" height="175" /></p><h2 id="Creating_Releases"><a name="Creating_Releases" data-mc-generated-bookmark="TOC"></a>Creating Releases</h2><p>Releases can only be created from the Release section of the admin menu. Use the following steps to create a release option for dropdown lists:</p><ol><li value="1">Click on Admin > Releases. </li><p><img src="http://support.sugarcrm.com/files/9317216a-eb54-0ca1-36ff-55197411fc1f.png" alt="Admin BugTracker" width="485" height="94" /></p><li value="2">Click on the "Create" button above the list view on the Releases screen.</li><p><span><img src="http://support.sugarcrm.com/files/59a94f3e-ba48-5ebe-dec4-550300decd7f.png" alt="http://support.sugarcrm.com/files/59a94f3e-ba48-5ebe-dec4-550300decd7f.png" width="131" height="111" /></span></p><li value="3">An editable subpanel will open below the list view. Enter the required information on the fields provided.</li><p><img src="http://support.sugarcrm.com/files/44bdf2d9-e5ac-47cc-4705-5503000acb15.png" alt="http://support.sugarcrm.com/files/44bdf2d9-e5ac-47cc-4705-5503000acb15.png" width="589" height="151" /></p><li value="4">Click one of your two save options. Both will store your new record and have it available for use through Vodafone CRM. However, the behavior after clicking is dependent on which button used:</li><ul><li value="1"><strong>Save : </strong>After clicking "Save", the same release option that you created will remain editable for you to make additional changes if need be, after appearing on the list view above.</li><li value="2"><strong>Save & Create New :</strong> After clicking "Save & Create New", the release appears on the list view, the edit form's "Release Version" field is cleared out, and the "Order" field is increased by one. </li><p><img src="http://support.sugarcrm.com/files/a871c6ed-06b8-ab43-5ab3-550300ab0228.png" alt="http://support.sugarcrm.com/files/a871c6ed-06b8-ab43-5ab3-550300ab0228.png" width="232" height="155" /></p></ul></ol><h2 id="Viewing_Releases"><a name="Viewing_Releases" data-mc-generated-bookmark="TOC"></a>Viewing Releases</h2><p>All of the release options are shown on a list view in the Releases module. Due to the Releases module only containing three fields, all of the necessary details are shown on this list view. The list view is always available when viewing the Releases module, and specific releases can be selected from the list, but records can also be selected via the Recently Viewed section of the module tab.</p><h3 id="Viewing_Via_Module"><a name="Viewing_Via_Module" data-mc-generated-bookmark="TOC"></a>Viewing Via Module</h3><p>To view all of the releases, navigate to Admin > Releases. The list view displays with all currently available releases within Vodafone CRM. The list view can be ordered by any of the three <a href="#Release_Fields" class="selected">fields</a> within Releases. To see additional releases, use the arrows in the top right of the list view to scroll through available pages. Here, you can see which records of the total amount of releases are currently being displayed. The two single-arrow Next and Previous buttons can be used to scroll through the records page-by-page. The two double-arrow First Page and Last Page buttons allow you to skip to the beginning or the end of the list.</p><p>From this list, any of the releases can be clicked and either <a href="#Editing_Releases" class="selected">edited</a> or <a href="#Deleting_Releases" class="selected">deleted</a>.</p><p><img src="http://support.sugarcrm.com/files/e2285143-1ed6-f56d-ae69-550300d4e3bd.png" alt="http://support.sugarcrm.com/files/e2285143-1ed6-f56d-ae69-550300d4e3bd.png" width="546" height="152" /></p><h3 id="View_Via_Recently_Viewed"><a name="View_Via_Recently_Viewed" data-mc-generated-bookmark="TOC"></a>View Via Recently Viewed</h3><p>As you work on releases, Vodafone CRM will keep track of which releases you have recently viewed. Hover on the <a href="#Release_Module_Tab" class="selected">Releases module tab</a> to see a list of your most recently viewed releases and click each name to open the release in the edit view below the list view.</p><p><img src="http://support.sugarcrm.com/files/b49d0a85-c864-b12e-feee-5503005a89a4.png" alt="http://support.sugarcrm.com/files/b49d0a85-c864-b12e-feee-5503005a89a4.png" width="271" height="144" /></p><h2 id="Editing_Releases"><a name="Editing_Releases" data-mc-generated-bookmark="TOC"></a>Editing Releases</h2><p>Changes to releases can be made at the discretion of any admin at any time. To make changes, such as changing the name of the release and how it shows in the Bug Tracker module, whether the release value is active or not, or the order in which the releases display, the release record needs to just be accessed via the list view. Follow these steps to edit releases:</p><ol><li value="1">Navigate to Admin > Releases.</li><li value="2">Select the release that you would like to edit by clicking the release name. </li><p><img src="http://support.sugarcrm.com/files/1ee0ca75-1400-59e5-904c-550300e0392f.png" alt="http://support.sugarcrm.com/files/1ee0ca75-1400-59e5-904c-550300e0392f.png" width="424" height="192" /></p><li value="3">This will open the editor below the list view for the specific record where you can make the necessary changes. </li><p><img src="http://support.sugarcrm.com/files/dd802771-9700-eb77-c543-550300167eeb.png" alt="http://support.sugarcrm.com/files/dd802771-9700-eb77-c543-550300167eeb.png" width="571" height="134" /></p><li value="4">Click one of your two save options. Both will store your updates to the record. However, the behavior after clicking is dependent on which button used:</li><ul><li value="1"><strong>Save : </strong>After clicking "Save", the same release option that you edited will remain editable for you to make additional changes if need be, after the changes update on the list view above.</li><li value="2"><strong>Save & Create New :</strong> After clicking "Save & Create New", the changes to the release appear on the list view, the edit form defaults back to <a href="#Creating_Releases" class="selected">creating a new record</a>.</li></ul></ol><h2 id="Deleting_Releases"><a name="Deleting_Releases" data-mc-generated-bookmark="TOC"></a>Deleting Releases</h2><p>If a release option is invalid or should no longer appear in your organization's Vodafone CRM instance, it may be deleted from the Releases list view. Deleting release options will not delete the bugs that use them. Instead, if a bug's "Found in Release" or "Fixed in Release" field was filled in with the deleted release, the field will now be blank. Use the following steps to delete a release option from the Bug Tracker:</p><ol><li value="1">Navigate to Admin > Releases.</li><li value="2">Click the Delete button corresponding to the release that you would like deleted.</li><p><img src="http://support.sugarcrm.com/files/c725f811-1654-54d4-2e2b-550300389c22.png" alt="http://support.sugarcrm.com/files/c725f811-1654-54d4-2e2b-550300389c22.png" width="333" height="163" /></p><li value="3">The page will refresh and the option will now be removed from the list view, as well as any references in the Bug Tracker.</li></ol><h1 id="Opportunities_Configuration"><a name="Opportunities_Configuration" data-mc-generated-bookmark="TOC"></a>Opportunities Configuration</h1><h2 id="Overview"><a name="Overview_..1303" data-mc-generated-bookmark="TOC"></a>Overview</h2><p>Vodafone CRM provides the option to track opportunities and build forecasts at two different levels of granularity. Admins can choose to use opportunities alone or opportunities in combination with revenue line items.</p><p>When working with opportunities alone, each opportunity record will track the progress and total value of an entire potential business deal. The same total deal values will be available when building forecasts.</p><p>As an alternative, opportunities used in conjunction with revenue line items track the values of the individual line items of a deal in revenue line item records. Each opportunity, then, is a parent record to a set of revenue line item records. The opportunity stores the summed values of all of its related line items.</p><p>Vodafone CRM Admins can choose which opportunity model makes the most sense for their organization via Admin > Opportunities.</p><p><img src="http://support.sugarcrm.com/files/31620f38-f47d-bc72-e5b5-5503003359eb.png" alt="" width="357" height="36" /></p><p><strong>Note</strong>: Changing your instance's opportunity model via Admin > Opportunities will cause all existing forecasting data to be lost. Forecasting must begin anew after the switch has made and the notifications have been received indicating the completion of the back-end tasks.</p><p><strong>Note</strong>: Switching to use opportunities only will cause all workflows involving the Revenue Line Items module to be deleted from your instance. Making a change to this setting in either direction (i.e. choosing opportunities only or opportunities with revenue line items) will cause all workflows involving the Opportunities module to be disabled. Please review your workflows after making this change to ensure any necessary workflows are set up with the relevant modules.</p><p><strong>Note</strong>: Changing your instance's opportunity model may cause process definitions (Admin > Process Author) based on the Opportunities or Revenue Line Items to cease functioning as expected. Affected process definitions should be recreated using the correct fields (e.g. Sales Stage for opportunities-only forecasting or Status for opportunities-and-revenue-line-items forecasting).</p><p><strong>Note</strong>: Changing your instance's opportunity model from "Opportunities and Revenue Line Items" to "Opportunities" will cause Revenue Line Items-based dashlets (e.g. My Revenue Line Items dashlet) to no longer work. Users will need to remove these dashlets from their dashboards to avoid any unexpected behavior. </p><h2 id="Configuring_Opportunities"><a name="Configuring_Opportunities" data-mc-generated-bookmark="TOC"></a>Configuring Opportunities</h2><p>In the Opportunities section of the Admin panel, you have the ability to change how your instance tracks opportunities and forecasting. You can change from using opportunities only to <a href="#Moving_to_Opportunities_With_Revenue_Line_Items" class="selected">using opportunities with revenue line items</a> or from using opportunities with revenue line items to <a href="#Moving_to_Opportunities_Only" class="selected">opportunities by themselves</a>.</p><h3 id="Moving_to_Opportunities_With_Revenue_Line_Items"><a name="Moving_to_Opportunities_With_Revenue_Line_Items" data-mc-generated-bookmark="TOC"></a>Moving to Opportunities With Revenue Line Items</h3><p>In order to change from "Opportunities" to "Opportunities and Revenue Line Items", click the radio button marked "Opportunities With Revenue Line Items" and click "Save". A warning dialog will appear that must be confirmed before the change will be made.</p><p><img src="http://support.sugarcrm.com/files/b11de7a1-d727-ae42-de7f-55030006c2f8.png" alt="" width="409" height="131" /></p><p>For more information on using opportunities in combination with revenue line items, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#13_Opportunities">Opportunities</a>, <a href="Sugar_Enterprise_Application_Guide.html#125_Revenue_Line_Items">Revenue Line Items</a>, and <a href="Sugar_Enterprise_Application_Guide.html#14_Forecasts">Forecasts</a> documentation in the Application Guide.</p><h4 id="Effects_of_the_Change"><a name="Effects_of_the_Change" data-mc-generated-bookmark="TOC"></a>Effects of the Change</h4><p>Moving to the "Opportunities with Revenue Line Items" model will mean all sales are tracked as opportunities with a revenue line item record for each line item of the sale. An opportunity consists of one or more revenue line items. This affords sales to be detailed in separate line items and summarized in an opportunity. Forecasts will be created based on revenue line items.</p><p>Changing the setting from "Opportunities" to "Opportunities and RevenueLineItems" will result in existing data being changed, added, and removed as follows:</p><ul><li value="1">Your existing opportunities will each have one revenue line items created and attached to the opportunity.</li><li value="2">The following fields and values will be duplicated from the existing opportunity records to the new revenue line items records:</li><ul><li value="1">Likely Amount, Best Amount, Worst Amount</li><li value="2">Expected Close Date</li><li value="3">Next Step</li></ul><li value="3">The following fields and values will be moved from the existing opportunity records to the new revenue line item records:</li><ul><li value="1">Sales Stage</li><li value="2">Probability</li></ul><li value="4">All forecasting data will be removed and forecasting starts anew.</li></ul><p>After you initiate this change, revenue line item records will be created for each existing opportunity in the background. When the revenue line items are complete and available, a notification will appear in your <a href="Sugar_Enterprise_Application_Guide.html#02_User_Interface">Notifications indicator</a> and an email will be sent to the email address on your user profile. Please note that your instance must be <a href="#Email" class="selected">configured to send email</a> in order for the notification email to be sent.</p><h3 id="Moving_to_Opportunities_Only"><a name="Moving_to_Opportunities_Only" data-mc-generated-bookmark="TOC"></a>Moving to Opportunities Only</h3><p>In order to change from "Opportunities and Revenue Line Items" to "Opportunities", click the radio button marked "Opportunities". An additional option will appear for controlling the resulting opportunities' Expected Close Date fields. If existing opportunities have multiple revenue line items with differing Expected Close Date values, you must specify if the resulting opportunities should take the earliest or the latest close dates from the revenue line items. After making this selection, click "Save". A warning dialog will appear that must be confirmed before the change will be made.</p><p><img src="http://support.sugarcrm.com/files/484374ee-92e4-dbf2-0b74-5503004352ab.png" alt="" width="440" height="182" /></p><p>For more information about using opportunities without revenue line items, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#13_Opportunities">Opportunities</a> and <a href="Sugar_Enterprise_Application_Guide.html#14_Forecasts">Forecasts</a> documentation in the Professional Edition Application Guide.</p><h4 id="Effects_of_the_Change"><a name="Effects_of_the_Change_..1304" data-mc-generated-bookmark="TOC"></a>Effects of the Change</h4><p>Moving to the "Opportunities" model means that all sales and forecasting will be tracked as opportunities, and revenue line items will not be available.</p><p>Changing the setting from "Opportunities and Revenue Line Items" to "Opportunities" will result in existing data being changed, added, and removed as follows:</p><ul><li value="1">In addition to the information already summarized in each Opportunity, the following information from the Revenue Line Items will be will be saved in the Opportunity:</li><ul><li value="1">If all Revenue Line Items are in the "Closed Lost" Sales Stage, the Opportunity will be marked as "Closed Lost"</li><li value="2">If all Revenue Line Items are closed and at least one was won, the Opportunity will be marked as "Closed Won"</li><li value="3">If any of the Revenue Line Items are still open, the Opportunity will be marked with the least-advanced sales stage.</li></ul><li value="2">A Note record will be created and attached to the Opportunity to preserve the individual Revenue Line Items values for the following fields:</li><ul><li value="1">Likely Amount, Best Amount, Worst Amount</li><li value="2">Expected Close Date</li><li value="3">Next Step</li><li value="4">Sales Stage</li><li value="5">Probability</li></ul><li value="3">Please Note: Custom fields in the Revenue Line Items will not be preserved.</li><li value="4">All Revenue Line Items will be removed from the system.</li><li value="5">All Forecast data will be removed and forecasting starts anew.</li></ul><p>After you initiate this change, the revenue line item summarization notes will be built in the background. When the notes are complete and available, a notification will appear in your <a href="Sugar_Enterprise_Application_Guide.html#02_User_Interface">Notifications indicator</a> and an email will be sent to the email address on your user profile. If your instance is set up for forecasting, Vodafone CRM will also notify you when your opportunity records are synced to the Forecasts module and available for new forecasting.</p><p>Please note that your instance must be <a href="#Email" class="selected">configured to send email</a> in order for the notification emails to be sent.</p><h1 id="Forecast_Configuration"><a name="Forecast_Configuration" data-mc-generated-bookmark="TOC"></a>Forecast Configuration</h1><h2 id="Overview"><a name="Overview_..1305" data-mc-generated-bookmark="TOC"></a>Overview</h2><p>Vodafone CRM's Forecasts module incorporates revenue line item records to build forecasting worksheets and predict sales. Users can work towards sales quotas at the individual, team, and sales organization level. Before users may access the Forecasts module to begin building forecasting worksheets, a user with administrator access must configure the Forecasts module with the organization's desired Time Periods, Ranges, Scenarios, and Worksheet Columns.</p><h2 id="Configuring_Forecasts"><a name="Configuring_Forecasts_..1306" data-mc-generated-bookmark="TOC"></a>Configuring Forecasts</h2><p>Administrator users can access the Forecast configuration settings by navigating to the Administration page and clicking the Forecasts link. </p><p><img src="http://support.sugarcrm.com/files/686942bb-62c2-49b9-aed3-550289ef5313.png" alt="" width="350" height="44" /></p><p>As an alternative, administrators can also access the Forecast configuration settings by navigating to the Forecasts module. Clicking the Forecasts module tab before the module has been configured will automatically redirect administrators to the configuration wizard. After the module has been configured, they are able to choose "Settings" from the Actions menu within the Forecasts module to review their configuration selections and potentially make changes. For more information on making changes to the configuration, please refer to the <a href="#Editing_Forecast_Configurations" class="selected">Editing Forecast Configurations</a> section of this documentation. </p><p><img src="http://support.sugarcrm.com/files/52841ad6-9bde-5544-811d-5502ff00a333.png" alt="" width="230" height="131" /></p><p>The Forecasts Setup wizard will guide you through the various configuration items.</p><p><strong>Note</strong>: The Forecast Time Periods cannot be changed after initial setup without losing all existing Forecast data. The Forecast Ranges cannot be changed after the first Save Draft or Commit action in the Forecasts module. In order to make changes to these selections, please refer to the <a href="#Editing_Forecast_Configurations" class="selected">Editing Forecast Configurations</a> section of this documentation.</p><h3 id="Time_Periods"><a name="Time_Periods_..1307" data-mc-generated-bookmark="TOC"></a>Time Periods</h3><p>The Time Periods panel allows you to match the Forecasts module's fiscal year and frequency of quota cycles to your organization's practices. These settings will control the beginning and duration of your forecasting time periods as well as control the number of past and future time periods users may access.</p><p>Use the following steps to configure Forecast Time Periods:</p><ol><li value="1">Select the Time Period type which matches your sales organization's practices. Choose "Yearly" if your sales organization has quarterly quotas which build up to a yearly goal. Choose "Quarterly" if you operate with monthly goals building to quarterly goals instead.</li><p><img src="http://support.sugarcrm.com/files/31fc4127-f041-934e-c011-5502ff5291a6.png" alt="" width="400" height="117" /></p><li value="2">Click the calendar icon to select the start day and month of your organization's fiscal year from the date picker.</li><p><img src="http://support.sugarcrm.com/files/66277fc0-d922-c31f-c5ca-5502ff5d0c79.png" alt="" width="363" height="273" /></p><p>If the start date of your organization's fiscal year is a date other than January 1, the fiscal year will span two years. You must specify which of those two years the start date applies to. In these cases, a dropdown will appear prompting you to select the appropriate fiscal year. For example, if the start date of the fiscal year is 07/01/2014, the end date will be 06/30/2015. The forecast wizard will therefore ask you if the time period 07/01/2014 -06/30/2015 should be considered fiscal year 2014 or fiscal year 2015.</p><p><img src="http://support.sugarcrm.com/files/a2860141-1007-0824-44d3-5502ff9884d3.png" alt="" width="407" height="245" /></p><p><strong>Note:</strong> It is not recommended to choose February 29th for the fiscal year start date, though this is possible to do during a leap year. If this date is chosen, non-leap years will have fiscal year start date of March 1st.</p><li value="3">Select how many future time periods users will be able to view in their forecast worksheets. This is the number of base Time Periods (years or quarters) as opposed to the sub-periods (quarters or months).</li><li value="4">Select how many past time periods users will be able to view in their forecast worksheets. This is the number of base Time Periods (years or quarters) as opposed to sub-periods (quarters or months).</li><li value="5">Click "Next".</li></ol><p><strong>Note</strong>: The Forecast Time Periods cannot be changed after initial setup without losing all existing Forecast data. In order to make changes after initial setup, please refer to the <a href="#Editing_Forecast_Configurations" class="selected">Editing Forecast Configurations</a> section of this documentation.</p><h3 id="Ranges"><a name="Ranges" data-mc-generated-bookmark="TOC"></a>Ranges</h3><p>Forecast Ranges are a method of predefining what revenue line item records should likely be included on forecasts and which should not. As the administrator, you will specify the sale probabilities which will cause revenue line items to be initially included on a user's forecast. Each user, however, can then manually choose to include or exclude their revenue line items no matter how the probabilities line up with these ranges.</p><p>In addition to initially including revenue line items, these ranges will also be available to users in the Forecasts module as categories for filtering or for grouping in charts. Ranges which are not associated with probabilities and are used strictly for categorical purposes may be added under the Custom Ranges option.</p><h4 id="Two_Ranges"><a name="Two_Ranges" data-mc-generated-bookmark="TOC"></a>Two Ranges</h4><p>Choose the Two Ranges radio button for a simple include or exclude model. You will then drag the left slider to specify the minimum probabilities that qualify a revenue line item to be initially included on forecasts. In this two-range model, all revenue line items with probabilities falling below the defined range will be initially excluded from forecasts. Choosing "Two Ranges" will cause the categories "Include" and "Exclude" to be available for users in the Forecasts module for filtering or grouping revenue line items in charts.</p><p><img src="http://support.sugarcrm.com/files/1f8bddbb-d770-1762-e970-550289f0bbb1.png" alt="" height="211" width="428" /></p><h4 id="Three_Ranges"><a name="Three_Ranges" data-mc-generated-bookmark="TOC"></a>Three Ranges</h4><p>Choose the Three Ranges radio button to enable an intermediate range. Drag the left Include slider to specify the minimum probabilities that qualify a revenue line item to be predefined as included on forecasts. Then use the Upside sliders to define the range of probabilities which will be initially excluded from forecasts but which can be viewed independently for consideration for inclusion by the user. All revenue line items with probabilities falling outside these two ranges will also be predefined as excluded from forecasts. Choosing "Three Ranges" will cause the categories "Include", "Upside", and "Exclude" to be available for users in the Forecasts module for filtering revenue line items in charts.</p><p><img src="http://support.sugarcrm.com/files/6b743e11-00ab-8a87-edcf-5502891ca3f0.png" alt="" height="320" width="605" /></p><h4 id="Custom_Ranges"><a name="Custom_Ranges" data-mc-generated-bookmark="TOC"></a>Custom Ranges</h4><p>Choose the Custom Ranges radio button if you would like to create additional, more customized ranges. Custom ranges based on probabilities will be used to initially determine whether or not a revenue line item is included or excluded in forecasts.</p><ul><li value="1">The Include and Exclude ranges are required, though you may change their names if desired.</li><li value="2">Use the plus button to add additional ranges.</li><li value="3">Use the minus button to remove unwanted ranges.</li><li value="4">Use the text box to specify the desired name for each range.</li><li value="5">Mark the check box of every range which should be included on forecasting worksheets.</li><li value="6">Use each range's sliders to determine the minimum and maximum probabilities which will correlate with each range.</li></ul><p><img src="http://support.sugarcrm.com/files/860c5606-6c8f-b507-24c4-5502ffd9fcfd.png" alt="" width="500" height="318" /></p><p>You may also add custom ranges not based on probability at the bottom of the ranges panel. These values do not correlate with any probabilities, and revenue line items marked with these range options will not be included on forecasting worksheets. Ranges created in this section may be used as tags on the revenue line item record.</p><ul><li value="1">Use the plus button to add additional ranges.</li><li value="2">Use the minus button to remove unwanted ranges.</li><li value="3">Use the text box to specify the desired name for each range.</li></ul><p><img src="http://support.sugarcrm.com/files/c4cd5aaa-2b52-d5bb-6ca6-5502fff7dc97.png" alt="" width="500" height="42" /></p><p><span>Once you are satisfied with your range selections, click "Scenarios" to open the next panel.</span></p><p><strong>Note</strong>: The Forecast Ranges cannot be changed after the first Save Draft or Commit action in the Forecasts module without losing all existing Forecast data. In order to make changes after initial setup, please refer to the <a href="#Editing_Forecast_Configurations" class="selected">Editing Forecast Configurations</a> section of this documentation.</p><h3 id="Scenarios"><a name="Scenarios" data-mc-generated-bookmark="TOC"></a>Scenarios</h3><p>The Scenarios panel allows you to specify if you wish to have revenue line item records' Best Case and/or Worst Case fields available on the forecast worksheets. The "Likely" scenario is included automatically because it matches the revenue line item record's required amount field. When "Best" and "Worst" are also selected, users will have the ability to view and modify these additional values based on their opinion of what values may come about in the sale. This provides a broader range possible sales information when working to make forecasts as predictive as possible.</p><p>To add the Best or Worst scenario, click in the text box and select from the dropdown list which appears. Unwanted scenarios may be removed by clicking the "x".</p><p><img src="http://support.sugarcrm.com/files/e0c96860-7ac9-8abb-8903-5502ff59e99e.png" alt="" width="430" height="69" /></p><p>Once you are satisfied with your range selections, click "Worksheet Columns" to open the next panel.</p><p><strong>Note</strong>: The Forecast Scenarios configurations may be changed at any time following initial setup by returning to the Admin > Forecasts page.</p><h3 id="Worksheet_Columns"><a name="Worksheet_Columns" data-mc-generated-bookmark="TOC"></a>Worksheet Columns</h3><p><span>The Worksheet Columns panel allows you to specify which fields will be available as columns in the Forecasts module. Users will be able to select from this list to configure the final appearance of their worksheet. For more information on selecting desired columns, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#Column_Selection">Forecasts</a> documentation. Please note that "Best" and "Worst" will only be available if they are enabled in the Scenarios panel. Re-enabling one of these scenarios will automatically add it to the list of worksheet columns. </span></p><p>Add additional fields by clicking in the text box and choosing from the dropdown list which appears. Typing in the text box will narrow down the list to show only matching fields. Unwanted fields may be removed by clicking the "x".</p><p><img src="http://support.sugarcrm.com/files/6894acc6-b4e9-98f3-35b8-5502ff7d8343.png" alt="" width="550" height="154" /></p><p>Once you are satisfied with your worksheet column selections, click "Save" at the top right.</p><p><strong>Note</strong>: The Forecast Scenarios configurations may be changed at any time following initial setup by returning to the Admin > Forecasts page.</p><h2 id="Editing_Forecast_Configurations"><a name="Editing_Forecast_Configurations" data-mc-generated-bookmark="TOC"></a>Editing Forecast Configurations</h2><p>Once the Forecast Configurations have been completed, Vodafone CRM will apply the selected options and do an initial load of revenue line items to the Forecasts module. The selected Time Periods are locked at the completion of the Forecast Configuration wizard, and the Ranges are locked once the first Save Draft or Commit action is performed within the Forecasts module. If, at a later time, the selections you made for Time Periods and Ranges need to be changed, the only way this can be accomplished is at the expense of any existing Forecasting data.</p><p>Should you choose to <strong>lose all forecasting worksheets for the current, past, and future time periods</strong>, a user with administrator access can navigate to <span>https://yourinstancename.com/#bwc/index.php?module=Forecasts&action=ResetSettings</span> (where "https://yourinstancename.com" represents the URL you use to navigate to your Vodafone CRM instance) to instantly reset the Forecasts module. Please note that you cannot undo this action, and you will not be prompted to confirm this decision before it takes effect.</p><p><strong>Please take caution</strong>: Navigating to the aforementioned URL will reset your Forecasts module to a state as if it had never been used before, enabling you to make fresh selections for all elements within the Forecasts Configuration by navigating to Admin > Forecasts. Your instance's revenue line item records will not be affected.</p><h1 id="Contract_Types"><a name="Contract_Types" data-mc-generated-bookmark="TOC"></a>Contract Types</h1><h2 id="Overview"><a name="Overview_..1308" data-mc-generated-bookmark="TOC"></a>Overview</h2><p>The Contract Types module in Admin > Contract Types enables you to create and manage contract types for the Contracts module. When a contract type is created, it will display in the Type dropdown list in the Contracts module for users to select. Please note that only users with administrator or developer access have the ability to modify what contract types are available and the order in which they appear in the Type dropdown list. This documentation will cover how to use the Contract Types module to create and manage the contract types available for users to choose when creating contract records in Vodafone CRM.</p><h2 id="Contract_Type_Fields"><a name="Contract_Type_Fields" data-mc-generated-bookmark="TOC"></a>Contract Type Fields</h2><p>The Contract Types module contains two stock fields which come out-of-the-box with Vodafone CRM. Please note that Contract Type fields are not editable via Admin > Studio as the module does not exist in Studio.</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Field</strong></td><td><strong>Description</strong></td></tr><tr><td>Name</td><td>The name of the contract type</td></tr><tr><td><a href="#Ordering_Contract_Types" class="selected">List Order</a></td><td>A number to specify the order in which the contract type is displayed in the Type dropdown field in the Contracts module</td></tr></tbody></table><h2 id="Contract_Types_Module_Tab"><a name="Contract_Types_Module_Tab" data-mc-generated-bookmark="TOC"></a>Contract Types Module Tab</h2><p>The Contract Types module tab appears on the navigation bar once you select "Contract Types" via Admin > Contract Types. Click the tab to access the Contract Types list view. You may also hover on the tab to display the Actions and Recently Viewed menu. The Actions menu allows you to perform important actions within the module. The <a href="#Viewing_Via_Recently_Viewed" class="selected">Recently Viewed menu</a> displays the list of contract types you last viewed in the module.</p><p><img src="http://support.sugarcrm.com/files/dbd9ab69-0421-6acf-bdbc-5503010dbf80.png" alt="http://support.sugarcrm.com/files/dbd9ab69-0421-6acf-bdbc-5503010dbf80.png" width="336" height="171" /></p><p>The Actions menu allows you to perform the following operations:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Menu Item</strong></td><td><strong>Description</strong></td></tr><tr><td><a href="#Creating_Contract_Types" class="selected">Create Contract Type</a></td><td>Opens the edit view layout to create a new contract type</td></tr><tr><td><a href="#Viewing_Contract_Types" class="selected">View Contract Types</a></td><td>Opens the list view layout to search and display contract types</td></tr></tbody></table><h2 id="Creating_Contract_Types"><a name="Creating_Contract_Types" data-mc-generated-bookmark="TOC"></a>Creating Contract Types</h2><p>You can create contract types via the Create Contract Type option in the Contract Types module. This opens up the edit view layout which allows you to enter in all the relevant information for the contract type.</p><p>Use the following steps to create a contract type via the Contract Types module:</p><ol><li value="1">Navigate to the Contract Types module via Admin > Contract Types.</li><p><img src="http://support.sugarcrm.com/files/ef2ef270-8e1d-0c56-0b03-5502ffd399d5.png" alt="http://support.sugarcrm.com/files/ef2ef270-8e1d-0c56-0b03-5502ffd399d5.png" width="686" height="184" /></p><li value="2">Hover on the Contract Types module and select "Create Contract Type".</li><p><img src="http://support.sugarcrm.com/files/48a3e6ef-a6c5-4bd5-01c2-5502ff9573b1.png" alt="http://support.sugarcrm.com/files/48a3e6ef-a6c5-4bd5-01c2-5502ff9573b1.png" height="93" width="193" /></p><li value="3">Enter appropriate values for the <a href="#Contract_Type_Fields" class="selected">fields</a> in the edit view layout. All required fields are marked with a red asterisk and must be completed prior to saving.</li><li value="4">Once the necessary information is entered, click "Save". </li><p><img src="http://support.sugarcrm.com/files/76c95b6c-1b50-cb6d-4268-5502ff23cadb.png" alt="http://support.sugarcrm.com/files/76c95b6c-1b50-cb6d-4268-5502ff23cadb.png" width="240" height="124" /></p></ol><h2 id="Viewing_Contract_Types"><a name="Viewing_Contract_Types" data-mc-generated-bookmark="TOC"></a>Viewing Contract Types</h2><p>There are various options available for viewing contract type records in Vodafone CRM including via Contract Types list view, Contract Types detail view, and Contract Types Recently Viewed menu.</p><h3 id="Viewing_Via_List_View"><a name="Viewing_Via_List_View_..1309" data-mc-generated-bookmark="TOC"></a>Viewing Via List View</h3><p>The Contract Types list view displays all contract type records meeting the current search criteria. To access the list view, simply click the <a href="#Contract_Types_Module_Tab" class="selected">Contract Types module tab</a>. While list view shows key contract type fields, you can click the contract type's name to open the record in detail view to view any related module (e.g. Documents module) records as well. For more information on viewing contract types via list view, please refer to the <a href="#Contract_Types_List_View" class="selected">Contract Types List View</a> section of this documentation. </p><h3 id="Viewing_Via_Detail_View"><a name="Viewing_Via_Detail_View_..1310" data-mc-generated-bookmark="TOC"></a>Viewing Via Detail View</h3><p>The Contract Types detail view displays contract type information including all contract type fields followed by the Documents subpanel displaying the contract type's related documents. The detail view can be reached by clicking a contract type record's link from the Contract Types list view. For more information on viewing contract types via detail view, please refer to the <a href="#Contract_Types_Detail_View" class="selected">Contract Types Detail View</a> section of this documentation.</p><h3 id="Viewing_Via_Recently_Viewed"><a name="Viewing_Via_Recently_Viewed_..1311" data-mc-generated-bookmark="TOC"></a>Viewing Via Recently Viewed</h3><p>As you work in the Contract Types module, Vodafone CRM will keep track of which contract type records you have recently viewed. Hover on the <a href="#Contract_Types_Module_Tab" class="selected">Contract Types module tab</a> to see a list of your most recently viewed contract type records and click each name to open the contract type in detail view. </p><p><img src="http://support.sugarcrm.com/files/ec281f93-5f0b-0c8c-a6b1-5502ffa422c7.png" alt="http://support.sugarcrm.com/files/ec281f93-5f0b-0c8c-a6b1-5502ffa422c7.png" width="270" height="164" /></p><h2 id="Searching_Contract_Types"><a name="Searching_Contract_Types" data-mc-generated-bookmark="TOC"></a>Searching Contract Types</h2><p>The Contract Types list view includes a Basic and Advanced Search to help you locate records easily and effectively in a module-specific manner. Once the search is performed, the relevant results will be displayed in the Contract Types list view below. Please note that Vodafone CRM automatically appends the wildcard character (%) to the end of your search phrase. This allows the system to retrieve all records that start with the keyword entered in the search. If you would like to broaden the search, you can use the wildcard at the beginning of your text as well (e.g. %services). This will pull up any record that has the word "services" in the name, regardless of how it starts or ends.</p><p>For more information on using the various search methods as well as how wildcards are used in the different methods, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#03_Search">Search</a> documentation.</p><h3 id="Basic_Search"><a name="Basic_Search_..1312" data-mc-generated-bookmark="TOC"></a>Basic Search</h3><p>Basic search offers a few, commonly used fields for a simplified search experience. From the Basic Search panel, you can click "Advanced Search" to access additional search functionality as needed.</p><p>The buttons and checkboxes available in Basic Search panel have the following functions:</p><ul><li value="1"><strong>Search </strong>: Click the Search button or press your Return/Enter key to perform the search.</li><li value="2"><strong>Clear</strong> : Click the Clear button to clear all criteria from the searchable fields.</li></ul><p><img src="http://support.sugarcrm.com/files/99246feb-2dc7-7fe6-1bd3-550301c49789.png" alt="http://support.sugarcrm.com/files/99246feb-2dc7-7fe6-1bd3-550301c49789.png" width="447" height="105" /></p><p>Enter in the appropriate keyword in the basic search Name field then click the Search button. Once the search is complete, the relevant results will populate in the <a href="#Contract_Types_List_View" class="selected">list view</a> below the search panel. To view all contract type records, simply click "Clear" and then "Search" to perform a blank search with no filters.</p><h3 id="Advanced_Search"><a name="Advanced_Search_..1313" data-mc-generated-bookmark="TOC"></a>Advanced Search</h3><p>Advanced Search offers a more in-depth search experience than Basic Search including additional fields, layout options, and saved search capability. From the Advanced search panel, you can click "Basic Search" for simplified searching.</p><p>The buttons and dropdowns available in Advanced Search have the following functions:</p><ul><li value="1"><strong>Search</strong> : Click the Search button or press your Return/Enter key to perform the search.</li><li value="2"><strong>Clear</strong> : Click the Clear button to clear all criteria from the searchable fields.</li><li value="3"><strong>Layout Options</strong> : Use the expandable Layout Options section to configure your list view. For more information, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#Layout_Options">Layout Options</a> section of the Search documentation.</li><li value="4"><strong>Saved Searches</strong> : Save, recall, update, and delete searches which you use often. For more information, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#Saved_Search">Saved Search</a> section of the Search documentation.</li></ul><p><img src="http://support.sugarcrm.com/files/7206ad5c-b3b9-a556-0d4e-55028bb93f85.png" alt="http://support.sugarcrm.com/files/7206ad5c-b3b9-a556-0d4e-55028bb93f85.png" width="690" height="119" /></p><p>Enter in the appropriate keyword in the advanced search Name field then click the Search button. Once the search completes, the relevant results will populate in the <a href="#Contract_Types_List_View" class="selected">list view</a> below the search panel. To view all contract type records, simply click "Clear" and then "Search" to perform a blank search with no filters.</p><h2 id="Contract_Types_List_View"><a name="Contract_Types_List_View" data-mc-generated-bookmark="TOC"></a>Contract Types List View</h2><p>The Contract Types list view displays all contract type records meeting the current search criteria. You can view the basic details of each contract type within the field columns.</p><p>You have the option to change what fields are displayed in list view by configuring your layout options in the Contract Types Advanced Search. For more information on configuring your list view, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#Layout_Options">Layout Options</a> section of the Search documentation.</p><h3 id="Pagination"><a name="Pagination_..1314" data-mc-generated-bookmark="TOC"></a>Pagination</h3><p>List view displays the current search results broken into pages that you can scroll through rather than displaying potentially hundreds of rows at once. To the right just below the search panel you can see which records of the total results set are currently being displayed. The two single-arrow Next and Previous buttons can be used to scroll through the records page-by-page. The two double-arrow First Page and Last Page buttons allow you to skip to the beginning or the end of your current results.</p><p>By default, Vodafone CRM displays 20 records per list view page.</p><p><img src="http://support.sugarcrm.com/files/65d2b6a0-1f07-3f45-ea87-5502ffb8044b.png" alt="http://support.sugarcrm.com/files/65d2b6a0-1f07-3f45-ea87-5502ffb8044b.png" width="644" height="85" /></p><h3 id="Checkbox_Selection"><a name="Checkbox_Selection_..1315" data-mc-generated-bookmark="TOC"></a>Checkbox Selection</h3><p>You can perform several actions on contract type records directly from the list view by first selecting the desired records. To select individual contract type records on the Contract Types list view, mark the checkbox on the left of each row. To select or deselect multiple contract type records on the list view, use the options in the checkbox dropdown menu:</p><ul><li value="1"><strong>Select This Page </strong>: Selects all records shown on the current page of contract type results.</li><li value="2"><strong>Select All</strong> : Selects all records in the current search results across all pages of contract type results.</li><li value="3"><strong>Deselect All</strong> : Deselects all records that are currently selected.</li></ul><p><img src="http://support.sugarcrm.com/files/2dbf67fe-dea2-2fae-10d2-55028b74f50e.png" alt="http://support.sugarcrm.com/files/2dbf67fe-dea2-2fae-10d2-55028b74f50e.png" width="203" height="179" /></p><h3 id="Actions_Menu"><a name="Actions_Menu_..1316" data-mc-generated-bookmark="TOC"></a>Actions Menu</h3><p>The Actions menu to the right of the checkbox dropdown allows you to perform various actions on the currently selected records.</p><p><img src="http://support.sugarcrm.com/files/4b6c2be4-fd67-406d-92f1-55028bf20052.png" alt="http://support.sugarcrm.com/files/4b6c2be4-fd67-406d-92f1-55028bf20052.png" width="218" height="94" /></p><p>The options in the Actions menu allow you to perform the following operations:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Menu Item</strong></td><td><strong>Description</strong></td></tr><tr><td><a href="#Deleting_Contract_Types" class="selected">Delete</a></td><td>Delete one or more contract types at a time</td></tr><tr><td><a href="#Exporting_Contract_Types" class="selected">Export</a></td><td>Export one or more contract types to a CSV file</td></tr></tbody></table><h3 id="Column_Sorting"><a name="Column_Sorting_..1317" data-mc-generated-bookmark="TOC"></a>Column Sorting</h3><p>List view provides the ability to sort all of the current search results by a field column in either ascending or descending order. To sort by a field or switch the sort direction, click the column header noting that the fields which allow sorting will have a pair of arrows. The list view may be sorted by only one column at a time. You can also set a default order-by column using the layout options in Advanced Search. For more information on setting a default column sort, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#Layout_Options">Layout Options</a> section of the Search documentation.</p><p><img src="http://support.sugarcrm.com/files/dd977677-645c-3b0b-09af-5502ff110030.png" alt="http://support.sugarcrm.com/files/dd977677-645c-3b0b-09af-5502ff110030.png" height="57" width="383" /></p><h2 id="Contract_Types_Detail_View"><a name="Contract_Types_Detail_View" data-mc-generated-bookmark="TOC"></a>Contract Types Detail View</h2><p>The Contract Types detail view displays information such as the contract's name and list order. You can also view related documents to the contract type record which appear in a subpanel beneath the contract type fields. The detail view can be reached by clicking the contract type record's link from the Contract Types list view.</p><h3 id="Documents_Subpanel"><a name="Documents_Subpanel" data-mc-generated-bookmark="TOC"></a>Documents Subpanel</h3><p>Beneath a contract type record's fields is the Documents subpanel containing related document records from the Documents module. Simply click the Select button and the documents pop-up window will open. You can search and select the desired document(s) in the pop-up window to relate to the current contract type record. The related document(s) will appear in the Documents subpanel of the contract type record. Please note that when a contract record is created with a specific contract type, the related documents to the contract type will appear in the Documents subpanel of the contract record as well.</p><p>To view the details of the related document record, click the record's name in the subpanel to open it in detail view. You can also delete the contract type's relationship to the document record by clicking "Unlink" from the dropdown on the far right of the contract type record's row. To collapse or expand the subpanel, just click the double arrow to the left of the subpanel's name.</p><p><img src="http://support.sugarcrm.com/files/7b7edaf7-1061-fd1f-dd3f-5502ff167121.png" alt="http://support.sugarcrm.com/files/7b7edaf7-1061-fd1f-dd3f-5502ff167121.png" width="660" height="124" /></p><h2 id="Editing_Contract_Types"><a name="Editing_Contract_Types" data-mc-generated-bookmark="TOC"></a>Editing Contract Types</h2><p>Contract types may be edited at any time to update information on the record. You can make changes to existing contract type records via the quick create form in the Contract Types list view. Quick create forms appear as a pop-up window and generally contains fewer fields compared to the full edit view layout. But since the Contract Types module only consists of two fields, both layouts look the same. To access the full edit view layout, simply click the Full Form button in the quick create form.</p><p><img src="http://support.sugarcrm.com/files/bf2bffa3-8e66-e1dd-b349-55028b8edcce.png" alt="http://support.sugarcrm.com/files/bf2bffa3-8e66-e1dd-b349-55028b8edcce.png" width="438" height="124" /></p><h3 id="Editing_Via_List_View"><a name="Editing_Via_List_View_..1318" data-mc-generated-bookmark="TOC"></a>Editing Via List View</h3><p>You can edit contract types via the <a href="#Contract_Types_List_View" class="selected">list view</a> by clicking the Pencil icon to the left of each contract type's name. A pop-up window will open with the quick create form which mirrors the Contract Types full edit view layout. Update the necessary fields, then click "Save" to preserve the changes. </p><p><img src="http://support.sugarcrm.com/files/b37421a5-73d5-778d-2095-55028b0c90fb.png" alt="http://support.sugarcrm.com/files/b37421a5-73d5-778d-2095-55028b0c90fb.png" width="627" height="56" /></p><h2 id="Ordering_Contract_Types"><a name="Ordering_Contract_Types" data-mc-generated-bookmark="TOC"></a>Ordering Contract Types</h2><p>When creating contract types, you will define the order in which the contract type is displayed in the Type dropdown field in the Contracts module. The numeric value (e.g. 1, 2, 3, etc.) you enter in the List Order field determines the order each contract type will appear on the dropdown list. For example, a contract type with a list order of "1" will be displayed at the top of the dropdown list followed by the next value (e.g. 2), and so forth. Please note that you can change the list order by editing the contract type via the <a href="#Editing_Via_List_View" class="selected">list view</a>.</p><h2 id="Deleting_Contract_Types"><a name="Deleting_Contract_Types" data-mc-generated-bookmark="TOC"></a>Deleting Contract Types</h2><p>If a contract type record is invalid or should no longer appear in your organization's Vodafone CRM instance, it may be deleted from the Contract Types list view. Deleting via the list view allows you to mass delete multiple records at once. Please note that d eleting contract type records will not delete the related records (e.g. documents) and will only remove the relationship.</p><h3 id="Mass_Deleting_Via_List_View"><a name="Mass_Deleting_Via_List_View_..1319" data-mc-generated-bookmark="TOC"></a>Mass Deleting Via List View</h3><p>Use the following steps to delete one or more contract type records via the list view:</p><ol><li value="1">Navigate to the Contract Types list view via Admin > Contract Types.</li><li value="2">Use the <a href="#Basic_Search" class="selected">Basic</a><span>or <a href="#Advanced_Search" class="selected">Advanced Search</a> to find the Contract Type records you wish to delete. </span></li><li value="3">Select the desired contract type records individually or using the <a href="#Checkbox_Selection" class="selected">checkbox dropdown's</a><span>options.</span></li><li value="4">Choose "Delete" from the Actions menu.</li><p><img src="http://support.sugarcrm.com/files/81ae70d7-9b17-be90-6348-55028bcf6793.png" alt="http://support.sugarcrm.com/files/81ae70d7-9b17-be90-6348-55028bcf6793.png" width="266" height="164" /></p><li value="5">A pop-up message will display asking for confirmation. Click "Ok" to proceed.</li></ol><p>Due to PHP memory limitations on the server, there may be occasions when the application times out while deleting a large number of contract type records. If you encounter an error when performing this action, we recommend selecting the records in smaller batches.</p><h2 id="Exporting_Contract_Types"><a name="Exporting_Contract_Types" data-mc-generated-bookmark="TOC"></a>Exporting Contract Types</h2><p>Vodafone CRM's Export option allows users to download all fields for the selected contract types to their computers as a .CSV (comma-separated values) file. This may be useful when needing to use Contract data with other software such as Microsoft Excel. Due to PHP memory limitations on the server, there may be occasions when the application times out while exporting a large number of contract type records. If you encounter an error when performing this action, we recommend selecting the records in smaller batches.</p><p>Contract Types may be exported from the Contract Types list view by selecting "Export" from the Actions menu. Once the export is complete, a .CSV file will open up with all the Contract Type field values for the selected record(s).</p><p><img src="http://support.sugarcrm.com/files/eb0d72c6-7b72-8397-a980-55028be37346.png" alt="http://support.sugarcrm.com/files/eb0d72c6-7b72-8397-a980-55028be37346.png" width="236" height="168" /></p><h1 id="Employee_Records"><a name="Employee_Records" data-mc-generated-bookmark="TOC"></a>Employee Records</h1><h2 id="Overview"><a name="Overview_..1320" data-mc-generated-bookmark="TOC"></a>Overview</h2><p>Vodafone CRM's Employees module consists of individual people within your organization. The Employees module allows you to see a list of all employees, their contact information, and their employment status in one convenient location. Employee records are typically created when a user record is created, but users with administrative access can also add non-user employees. This means that, typically, all users will be listed as employees, but not all employees are necessarily Vodafone CRM users.</p><p>As the Employees module contains internal information about your company, not specifically Vodafone CRM, it is not subject to <a href="#Team_Management" class="selected">team</a> and <a href="#Role_Management" class="selected">role</a> restrictions.</p><h2 id="Employee_Fields"><a name="Employee_Fields_..1321" data-mc-generated-bookmark="TOC"></a>Employee Fields</h2><p>The Employees module contains a number of stock fields which come out-of-the-box with Vodafone CRM. The below definitions are suggested meanings for the fields, but the fields can be leveraged differently to best meet your organization's needs. </p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Field</strong></td><td><strong>Description</strong></td></tr><tr><td>City</td><td>The city of the employee's address</td></tr><tr><td>Country</td><td>The country of the employee's address</td></tr><tr><td>Department</td><td>The department where this employee works</td></tr><tr><td>Email Address</td><td>The employee's email address</td></tr><tr><td>Employee Status</td><td>The employee's employment status in the organization, either: Active, Terminated, or Leave of Absence</td></tr><tr><td>Fax</td><td>The employee's fax number</td></tr><tr><td>First Name</td><td>The employee's first name</td></tr><tr><td>Home Phone</td><td>The employee's home phone number</td></tr><tr><td>IM Name</td><td>The employee's instant message screen name</td></tr><tr><td>IM Type</td><td>The employee's instant message client type</td></tr><tr><td>Last Name</td><td>The employee's last name</td></tr><tr><td>Mobile</td><td>The employee's mobile phone number</td></tr><tr><td>Notes</td><td>A description or other information about this employee</td></tr><tr><td>Office Phone</td><td>The employee's office phone number and extension</td></tr><tr><td>Other</td><td>An additional phone number for the employee</td></tr><tr><td>Picture</td><td>A picture, headshot, or identifying image of the employee</td></tr><tr><td>Primary Address</td><td>The number and street of the employee's address</td></tr><tr><td>Postal Code</td><td>The postal code of the employee's address</td></tr><tr><td>Reports to</td><td>This field list's the employee's manager, if the manager is a Vodafone CRM user</td></tr><tr><td>State</td><td>The state of the employee's address</td></tr><tr><td>Title</td><td>The employee's job title</td></tr></tbody></table><h2 id="Employees_Module_Tab"><a name="Employees_Module_Tab_..1322" data-mc-generated-bookmark="TOC"></a>Employees Module Tab</h2><p>The Employees module tab is located on the dropdown bar accessed by clicking your user name in the top right of any Vodafone CRM screen. Click the Employees option to access the Employees list view and have the Employees module tab appear.</p><p><img src="http://support.sugarcrm.com/files/6b1056c4-9a03-acad-e64f-5502ff8d28ee.png" alt="http://support.sugarcrm.com/files/6b1056c4-9a03-acad-e64f-5502ff8d28ee.png" width="466" height="207" /></p><p>Once displayed, you may hover on the tab to display the action for Actions and the Recently Viewed menu. The Actions menu allows you to perform important actions within the module. The <a href="#Viewing_Via_Recently_Viewed" class="selected">Recently Viewed menu</a> displays the list of employees you last viewed in the module.</p><p><img src="Resources/Images/employees-module-tab-recently-viewed.png" alt="http://support.sugarcrm.com/files/ea26f224-e457-b86b-c130-5502ff56a58f.png" width="470" height="192" /></p><p>The Actions menu allows you to perform the following operations:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Menu Item</strong></td><td><strong>Description</strong></td></tr><tr><td><a href="#Creating_Employees" class="selected">Create Employee</a></td><td>Opens the edit view layout to create a new employee</td></tr><tr><td><a href="#Viewing_Employees" class="selected">View Employees</a></td><td>Opens the list view layout to search and display employees</td></tr></tbody></table><h2 id="Creating_Employees"><a name="Creating_Employees" data-mc-generated-bookmark="TOC"></a>Creating Employees</h2><p>There are various methods for creating employees in Vodafone CRM including via the Employees module and duplication. The full edit view layout opens when creating the employee directly from the Employees menu and includes all of the relevant fields for your organization's employees. </p><h3 id="Creating_Via_Employees_Module"><a name="Creating_Via_Employees_Module" data-mc-generated-bookmark="TOC"></a>Creating Via Employees Module</h3><p>One of the most common methods of employee creation is via the Create Employee option in the Employees module tab. This opens up the edit view layout which allows you to enter in all the relevant information for the employee.</p> <p>Use the following steps to create an employee via the Employees module:</p><ol><li value="1">Hover on the Employees module and select "Create Employee". </li><p><img src="Resources/Images/creating-via-employees-module.png" alt="http://support.sugarcrm.com/files/f12b601a-0b20-41c7-7e57-5502ffcdbddb.png" width="283" height="129" /></p><li value="2">Enter appropriate values for the fields in the edit view layout. All required fields are marked with a red asterisk and must be completed prior to saving.</li><li value="3">Once the necessary information is entered, click "Save". </li><p><img src="http://support.sugarcrm.com/files/b6bcd6db-5763-a349-5f13-5502ff60e26a.png" alt="http://support.sugarcrm.com/files/b6bcd6db-5763-a349-5f13-5502ff60e26a.png" width="337" height="169" /></p></ol><h3 id="Creating_Via_Users_Module"><a name="Creating_Via_Users_Module" data-mc-generated-bookmark="TOC"></a>Creating Via Users Module</h3><p>When a user is created, an employee record is also created by default using the relevant fields from the user record to be populated on the employee record. The field in the Users module that controls this is the "Display Employee Record" field. </p><p><img src="http://support.sugarcrm.com/files/d1756077-7fbe-7fd6-47dd-5502ff87b239.png" alt="http://support.sugarcrm.com/files/d1756077-7fbe-7fd6-47dd-5502ff87b239.png" width="551" height="93" /></p><h3 id="Creating_Via_Duplication"><a name="Creating_Via_Duplication_..1323" data-mc-generated-bookmark="TOC"></a>Creating Via Duplication</h3><p>You can also create a new employee by duplicating an existing employee record. The Copy option is useful if the employee you are creating has similar information to an existing employee.</p><p>Use the following steps to create an employee by duplicating an existing record:</p><ol><li value="1">Navigate to an employee record's detail view.</li><li value="2">Click the Actions menu and select "Copy".</li><p><img src="http://support.sugarcrm.com/files/c4712329-0b0c-0056-30c5-55acee44eec4.png" alt="Employee Copy ActionsMenu" width="241" /></p><li value="3">The displayed edit view is pre-populated with the original employee's values. Update the necessary fields, then click "Save". </li><p><img src="http://support.sugarcrm.com/files/dd5670c7-4564-4685-a8a9-55acee8ae53c.png" alt="Employees Copy Save" width="298" /></p></ol><h2 id="Viewing_Employees"><a name="Viewing_Employees_..1324" data-mc-generated-bookmark="TOC"></a>Viewing Employees</h2><p>There are various options available for viewing employee records in Vodafone CRM including via Employees list view, Employees detail view, and the Employees Recently Viewed menu. Please note that you will only be able to access these views by first clicking on the Employees button after clicking on your user name in the top right side of Vodafone CRM.</p><h3 id="Viewing_Via_List_View"><a name="Viewing_Via_List_View_..1325" data-mc-generated-bookmark="TOC"></a>Viewing Via List View</h3><p>The Employees list view displays all employee records meeting the current search criteria. To access the list view, simply click the Employees option under your user name on the module tab bar. While list view shows key employee fields, you can click the employee's name to open the record in detail view. For more information on viewing employees via list view, please refer to the <a href="#Employees_List_View" class="selected">Employees List View</a> section of this documentation.</p><h3 id="Viewing_Via_Detail_View"><a name="Viewing_Via_Detail_View_..1326" data-mc-generated-bookmark="TOC"></a>Viewing Via Detail View</h3><p>The Employees detail view displays thorough employee information by showing all employee fields. The detail view can be reached by clicking an employee record's link from the Employees list view. For more information on viewing employees via detail view, please refer to the <a href="#Employees_Detail_View" class="selected">Employees Detail View</a> section of this documentation.</p><h3 id="Viewing_Via_Recently_Viewed"><a name="Viewing_Via_Recently_Viewed_..1327" data-mc-generated-bookmark="TOC"></a>Viewing Via Recently Viewed</h3><p>As you work, Vodafone CRM will keep track of which employees you have recently viewed. Hover on the <a href="#Employees_Module_Tab" class="selected">Employees module tab</a> to see a list of your most recently viewed employees and click each name to open the employees in detail view.</p><p><img src="http://support.sugarcrm.com/files/a8ed7538-b873-0521-0a4a-5502ff9c6ed9.png" alt="http://support.sugarcrm.com/files/a8ed7538-b873-0521-0a4a-5502ff9c6ed9.png" width="325" height="231" /></p><h2 id="Searching_Employees"><a name="Searching_Employees_..1328" data-mc-generated-bookmark="TOC"></a>Searching Employees</h2><p>The Employees list view includes a Basic and Advanced Search to help you locate records easily and effectively in a module-specific manner. Once the search is performed, the relevant results will be displayed in the Employees list view below. Please note that Vodafone CRM automatically appends the wildcard character (%) to the end of your search phrase. This allows the system to retrieve all records that start with the keyword entered in the search. If you would like to broaden the search, you can use the wildcard at the beginning of your text as well (e.g. %services). This will pull up any record that has the word "services" in the name, regardless of how it starts or ends.</p><p>For more information on using the various search methods as well as how wildcards are used in the different methods, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#03_Search">Search</a> documentation.</p><h3 id="Basic_Search"><a name="Basic_Search_..1329" data-mc-generated-bookmark="TOC"></a>Basic Search</h3><p>Basic search offers a few, commonly used fields for a simplified search experience. From the Basic Search panel, you can click "Advanced Search" to access additional search functionality as needed.</p><p>The buttons and checkboxes available in Basic Search panel have the following functions:</p><ul><li value="1"><strong>Search :</strong> Click the Search button or press your Return/Enter key to perform the search.</li><li value="2"><strong>Clear :</strong> Click the Clear button to clear all criteria from the searchable fields.</li><li value="3"><strong>Active Employees :</strong> Select this box to return only records where Employee Status is Active.</li></ul><p><img src="http://support.sugarcrm.com/files/5aeb543b-a529-a82b-42e7-5502ffaad1e5.png" alt="http://support.sugarcrm.com/files/5aeb543b-a529-a82b-42e7-5502ffaad1e5.png" width="581" height="76" /></p><p>When you run a search, Vodafone CRM will return records matching all (as opposed to any) of the fields and checkboxes for which you have given a value. For example, if you select "Active Employees" and enter an employee's name, Vodafone CRM will only return employee records with a matching name that are active. Once the search is complete, the relevant results will populate in the <a href="#Employees_List_View" class="selected">list view</a> below the search panel. To see all employee records, simply click "Clear" and then "Search" to perform a blank search with no filters.</p><h3 id="Advanced_Search"><a name="Advanced_Search_..1330" data-mc-generated-bookmark="TOC"></a>Advanced Search</h3><p>Advanced Search offers a more in-depth search experience than Basic Search including additional fields, layout options, and saved search capability. From the Advanced search panel, you can click "Basic Search" for simplified searching.</p><p>The buttons, checkboxes, and dropdowns available in Advanced Search have the following functions:</p><ul><li value="1"><strong>Search :</strong> Click the Search button or press your Return/Enter key to perform the search.</li><li value="2"><strong>Clear:</strong> Click the Clear button to clear all criteria from the searchable fields.</li><li value="3"><strong>Active Employees: </strong>Select this box to return only records where Employee Status is Active.</li><li value="4"><strong>Layout Options : </strong>Use the expandable Layout Options section to configure your list view. For more information, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#Layout_Options">Layout Options</a> section of the Search documentation.</li><li value="5"><strong>Saved Searches :</strong> Save, recall, update, and delete searches which you use often. For more information, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#Saved_Search">Saved Search</a> section of the Search documentation.</li></ul><p><img src="http://support.sugarcrm.com/files/acb92c8d-1204-0444-92b0-5502ffef64fb.png" alt="http://support.sugarcrm.com/files/acb92c8d-1204-0444-92b0-5502ffef64fb.png" width="697" height="244" /></p><p>When you run a search, Vodafone CRM will return records matching all (as opposed to any) of the fields and checkboxes for which you have given a value. For example, if you select "Active Employees" and enter an employee's name, Vodafone CRM will only return employee records with a matching name that are active. Once the search is complete, the relevant results will populate in the <a href="#Employees_List_View" class="selected">list view</a> below the search panel. To see all employee records, simply click "Clear" and then "Search" to perform a blank search with no filters.</p><h2 id="Employees_List_View"><a name="Employees_List_View_..1331" data-mc-generated-bookmark="TOC"></a>Employees List View</h2><p>The Employees list view displays all employee records meeting the current search criteria. You can view the basic details of each employee within the field columns.</p><p>You have the option to change what fields are displayed in the list view by configuring your layout options in the <a href="#Advanced_Search" class="selected">Employees advanced search</a>. For more information on configuring your list view, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#Layout_Options">Layout Options</a> section of the Search documentation. Users with administrator or developer access also have the ability to change what fields are visible in the list view via Admin > Studio. For more information on editing layouts, please refer to the <a href="#Layouts" class="selected">Studio</a> documentation in the Administration guide.</p><h3 id="Pagination"><a name="Pagination_..1332" data-mc-generated-bookmark="TOC"></a>Pagination</h3><p>List view displays the current search results broken into pages that you can scroll through rather than displaying potentially thousands of rows at once. To the right just below the search panel you can see which records of the total results set are currently being displayed. The two single-arrow Next and Previous buttons can be used to scroll through the records page-by-page. The two double-arrow First Page and Last Page buttons allow you to skip to the beginning or the end of your current results.</p><p>By default, Vodafone CRM displays 20 records per list view page</p><p><img src="http://support.sugarcrm.com/files/13d3873b-91ea-f1d2-e255-5502ff4c0c64.png" alt="http://support.sugarcrm.com/files/13d3873b-91ea-f1d2-e255-5502ff4c0c64.png" width="682" height="62" /></p><h3 id="Checkbox_Selection"><a name="Checkbox_Selection_..1333" data-mc-generated-bookmark="TOC"></a>Checkbox Selection</h3><p>You can perform actions on employee records directly from the list view by first selecting the desired records. To select individual employee records on the Employees list view, mark the checkbox on the left of each row. To select or deselect multiple case records on the list view, use the options in the checkbox dropdown menu:</p><ul><li value="1"><strong>Select This Page </strong>: Selects all records shown on the current page of case results.</li><li value="2"><strong>Select All</strong> : Selects all records in the current search results across all pages of case results.</li><li value="3"><strong>Deselect All</strong> : Deselects all records that are currently selected.</li></ul><p><img src="http://support.sugarcrm.com/files/49ca2923-4b71-f7cb-2b34-5502ffecba38.png" alt="http://support.sugarcrm.com/files/49ca2923-4b71-f7cb-2b34-5502ffecba38.png" width="249" height="208" /></p><h3 id="Actions_Menu"><a name="Actions_Menu_..1334" data-mc-generated-bookmark="TOC"></a>Actions Menu</h3><p>The Actions menu to the right of the checkbox dropdown allows you to perform actions on the currently selected records.</p><p><img src="http://support.sugarcrm.com/files/f1724988-f214-0ca6-e3dc-5502ff62e831.png" alt="http://support.sugarcrm.com/files/f1724988-f214-0ca6-e3dc-5502ff62e831.png" width="188" height="133" /></p><p>The options in the Actions menu allow you to perform the following operations:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Menu Item</strong></td><td><strong>Description</strong></td></tr><tr><td><a href="#Mass_Updating_Employees" class="selected">Mass Update</a></td><td>Mass update one or more employees at a time</td></tr><tr><td><a href="#Exporting_Employees" class="selected">Export</a></td><td>Export one or more employees to a CSV file</td></tr></tbody></table><h3 id="Column_Sorting"><a name="Column_Sorting_..1335" data-mc-generated-bookmark="TOC"></a>Column Sorting</h3><p>List view provides the ability to sort all of the current search results by a field column in either ascending or descending order. To sort by a field or switch the sort direction, click the column header noting that the fields which allow sorting will have a pair of arrows. The list view may be sorted by only one column at a time. You can also set a default order-by column using the layout options in Advanced Search. For more information on setting a default column sort, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#Layout_Options">Layout Options</a> section of the Search documentation.</p><h2 id="Employees_Detail_View"><a name="Employees_Detail_View_..1336" data-mc-generated-bookmark="TOC"></a>Employees Detail View</h2><p>The Employees detail view displays thorough employee information by way of all employee fields grouped into one page.</p><h3 id="Next_or_Previous_Record"><a name="Next_or_Previous_Record_..1337" data-mc-generated-bookmark="TOC"></a>Next or Previous Record</h3><p>On the upper right of the Employees detail view, there are two buttons that allow you to page through each employee in the Employees list view's current search results. Clicking the Previous button displays the previous employee of the current search results while clicking the Next button displays the next employee of the current search results. The text in between shows which employee result you are currently viewing within the total number of current results.</p><p><img src="http://support.sugarcrm.com/files/c9b1f6ee-d25f-8a02-3bb3-5502ffe032f6.png" alt="http://support.sugarcrm.com/files/c9b1f6ee-d25f-8a02-3bb3-5502ffe032f6.png" width="528" height="167" /></p><h2 id="Editing_Employees"><a name="Editing_Employees" data-mc-generated-bookmark="TOC"></a>Editing Employees</h2><p>Administrators may edit employees at any time to update or add information to the record. You can make changes to existing employee records via the Employees edit view and quick create forms. Edit view is available within the Employees module and includes all of the Employees fields you should need.</p><p><img src="http://support.sugarcrm.com/files/553f63c0-d3e7-954d-8a3d-5502ff8e0346.png" alt="http://support.sugarcrm.com/files/553f63c0-d3e7-954d-8a3d-5502ff8e0346.png" width="598" height="229" /></p><p>Quick create is available for editing employees from the <a href="#Employees_List_View" class="selected">Employees list view</a> and opens as a pop-up without navigating away from your current page. It generally contains fewer fields, but the Full Form button may be used to access the full edit view should you need to edit additional fields. </p><p><img src="http://support.sugarcrm.com/files/5c2b5ac4-31c3-ac17-eea7-5502ff0c3d29.png" alt="http://support.sugarcrm.com/files/5c2b5ac4-31c3-ac17-eea7-5502ff0c3d29.png" width="660" height="305" /></p><h3 id="Editing_Via_Detail_View"><a name="Editing_Via_Detail_View_..1338" data-mc-generated-bookmark="TOC"></a>Editing Via Detail View</h3><p>You can edit employees via the <a href="#Employees_Detail_View" class="selected">detail view</a> by clicking the Edit button on the upper left of the page. Once the edit view layout is open, update the necessary fields, then click "Save" to preserve your changes. </p><p><img src="http://support.sugarcrm.com/files/1bf8414b-c8d9-9b4e-689c-5502ff485630.png" alt="http://support.sugarcrm.com/files/1bf8414b-c8d9-9b4e-689c-5502ff485630.png" width="208" height="147" /></p><h3 id="Editing_Via_List_View"><a name="Editing_Via_List_View_..1339" data-mc-generated-bookmark="TOC"></a>Editing Via List View</h3><p>You can edit employees via the <a href="#Employees_List_View" class="selected">list view</a> by clicking the Pencil icon to the left of each employee's name. A pop-up window will open with the quick create form which is a shortened version of the edit view layout. Update the necessary fields, then click "Save" to preserve your changes.</p><p><img src="http://support.sugarcrm.com/files/28c8f80e-e5fd-6533-7c39-5503004b46c2.png" alt="http://support.sugarcrm.com/files/28c8f80e-e5fd-6533-7c39-5503004b46c2.png" width="303" height="62" /></p><h2 id="Deleting_Employees"><a name="Deleting_Employees" data-mc-generated-bookmark="TOC"></a>Deleting Employees</h2><p>If an employee record is invalid or should no longer appear in your organization's Vodafone CRM instance, it may be deleted from the Employee's detail view. Deleting employee records will also delete the User record that this employee was related to.</p><p>Use the following steps to delete an employee record via the detail view:</p><ol><li value="1">Navigate to an employee record's detail view.</li><li value="2">Click the Actions menu and select "Delete".</li><p><img src="http://support.sugarcrm.com/files/b64f96a3-1bb3-35fc-10ac-55acee6c4b9e.png" alt="Employees Delete ActionsMenu" width="241" /></p><li value="3">A pop-up message will display asking for confirmation and alerting you that the User record will also be deleted. Click "Ok" to proceed.</li></ol><h2 id="Exporting_Employees"><a name="Exporting_Employees" data-mc-generated-bookmark="TOC"></a>Exporting Employees</h2><p>Vodafone CRM's Export option allows administrators to download all fields for the selected employees to their computers as a CSV (comma-separated values) file. This may be useful when needing to use Employee data with other software such as Microsoft Excel. Due to PHP memory limitations on the server, there may be occasions when the application times out while exporting a large number of employee records. If you encounter an error when performing this action, we recommend selecting the records in smaller batches.</p><p>Employees may be exported from the Employees list view by selecting "Export" from the Actions menu. For more information on exporting records in Vodafone CRM, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#51_Export">Export</a> documentation. </p><p><img src="http://support.sugarcrm.com/files/9c1d03f7-30e1-6e7e-0d5b-5502ff3a9463.png" alt="http://support.sugarcrm.com/files/9c1d03f7-30e1-6e7e-0d5b-5502ff3a9463.png" width="315" height="206" /></p><h2 id="Mass_Updating_Employees"><a name="Mass_Updating_Employees" data-mc-generated-bookmark="TOC"></a>Mass Updating Employees</h2><p>Mass Updating allows administrators to make the same change to multiple employee records at once from the Employees list view. Currently, only fields with the data type of date, datetime, dropdown, multiselect, and radio may be altered during a mass update. For more information on configuring mass update, please refer to the <a href="#Fields" class="selected">Studio</a> documentation in the Administration guide. Due to the PHP memory limitations on the server, there may be occasions when the application times out while mass updating a large number of employee records. If you encounter an error when performing this action, we recommend selecting the records in smaller batches.</p><p>Use the following steps to mass update employee records from the list view:</p><ol><li value="1">Navigate to the Employees list view by clicking the Employees module tab.</li><li value="2">Use the list view's <a href="#Basic_Search" class="selected">Basic</a> or <a href="#Advanced_Search" class="selected">Advanced Search</a> to find employees you wish to modify.</li><li value="3">Select the desired employees individually or using the <a href="#Checkbox_Selection" class="selected">checkbox dropdown's</a> options.</li><li value="4">Choose "Mass Update" from the Actions menu.</li><p><img src="http://support.sugarcrm.com/files/74610ab0-b265-a3e8-eca2-5502ff429252.png" alt="http://support.sugarcrm.com/files/74610ab0-b265-a3e8-eca2-5502ff429252.png" width="330" height="212" /></p><li value="5">Scroll to the Mass Update panel and set values for the fields you wish to alter.</li><p><img src="http://support.sugarcrm.com/files/3def987a-d1e1-ea98-8b30-5502ff6551c7.png" alt="http://support.sugarcrm.com/files/3def987a-d1e1-ea98-8b30-5502ff6551c7.png" width="657" height="158" /></p><li value="6">Click "Update" to save the changes to all of the currently selected employee records.</li></ol><h1 id="Knowledge_Base_Administration"><a name="Knowledge_Base_Administration" data-mc-generated-bookmark="TOC"></a>Knowledge Base Administration</h1><h2 id="Overview"><a name="Overview_..1340" data-mc-generated-bookmark="TOC"></a>Overview</h2><p>Vodafone CRM's Knowledge Base module provides the ability to create, maintain, and publish articles. The Knowledge Base Administration module provides admin and developer users the ability to maintain articles and the available tags. You can access Knowledge Base Administration from the module tab of the Knowledge Base module. </p><p><img src="Resources/Images/knowledge-base-admin-overview.png" alt="http://support.sugarcrm.com/files/54818ba6-5c23-2045-2226-550301b541d9.png" width="322" height="126" /></p><p>This documentation will cover how to use the Knowledge Base Administration module as well as the various actions and options available from within the module. For more information on creating and editing articles, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#Creating_Articles">Knowledge Base</a> documentation in the application guide.</p><h2 id="Admin_Actions_Menu"><a name="Admin_Actions_Menu" data-mc-generated-bookmark="TOC"></a>Admin Actions Menu</h2><p>The Actions menu in Knowledge Base Administration allows you to perform the following operations:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Menu Item</strong></td><td><strong>Description</strong></td></tr><tr><td><a href="#Creating_New_Tags" class="selected">Create New Tag</a></td><td>Add a new tag.</td></tr><tr><td><a href="#Deleting_Tags" class="selected">Delete Tag</a></td><td>Delete an existing tag. Must have no articles assigned to the tag.</td></tr><tr><td><a href="#Renaming_Tags" class="selected">Rename Tag</a></td><td>Rename an existing tag.</td></tr><tr><td><a href="#Moving_Selected_Articles" class="selected">Move Selected Articles</a></td><td>Move one or more articles to a different tag.</td></tr><tr><td><a href="#Applying_Tags_To_Articles" class="selected">Apply Tags To Articles</a></td><td>Apply one or more tags to one or more articles.</td></tr><tr><td><a href="#Deleting_Selected_Articles" class="selected">Delete Selected Articles</a></td><td>Delete an existing article.</td></tr></tbody></table><h2 id="Tag_Tree"><a name="Tag_Tree" data-mc-generated-bookmark="TOC"></a>Tag Tree</h2><p>Tags are similar to folders and enable you to categorize articles according to specific criteria, such as a topic, to make locating articles easier. When you tag an article, the system creates a link between the tag and the article which resides in the Vodafone CRM database. An article can be linked with more than one tag. Similarly, a tag can be linked with multiple articles.</p> <p>The tag tree can be seen on the left side of the page next to the list view. </p><p><img src="http://support.sugarcrm.com/files/7289fd74-8174-4a55-cc43-550302b7c1ba.png" alt="http://support.sugarcrm.com/files/7289fd74-8174-4a55-cc43-550302b7c1ba.png" width="250" height="224" /></p><p>Tags in Vodafone CRM will display in the tree structure with the count of articles in that tag next to the tag name in parentheses. For example : Basic Usage tag has four articles with that tag.</p><h3 id="Nested_Folders"><a name="Nested_Folders" data-mc-generated-bookmark="TOC"></a>Nested Folders</h3><p> Tags can be parent tags or child tags. Parent tags are the top most category and child tags are nested within parent tags. Click the plus sign next to a tag name in order to expand out any children tags underneath it. </p><p><img src="http://support.sugarcrm.com/files/df52bca2-8942-a1e5-e155-55030264535e.png" alt="http://support.sugarcrm.com/files/df52bca2-8942-a1e5-e155-55030264535e.png" width="250" height="290" /></p><p>You can have multiple child tags for a parent and you can nest tags for many levels. The article count for each tag only includes articles explicitly assigned to the tag and does not include any articles assigned to child tags. Notice in the screen above, Adv Troubleshooting tag has one article assigned, but the direct parent of this tag, Troubleshooting, has zero.</p><h3 id="Checkbox_Selection"><a name="Checkbox_Selection_..1341" data-mc-generated-bookmark="TOC"></a>Checkbox Selection</h3><p>Each tag in the tag tree has a checkbox next to the tag name.</p><p><img src="http://support.sugarcrm.com/files/a861a5a0-a63d-921d-eb6e-550302e07af5.png" alt="http://support.sugarcrm.com/files/a861a5a0-a63d-921d-eb6e-550302e07af5.png" width="250" height="225" /></p><p>The tag checkbox is used for the Delete Tag action only. For more information on how to delete tags, please refer to the <a href="#Deleting_Tags" class="selected">Deleting Tags</a> section in this documentation.</p><p><strong>Note</strong> : Selecting a checkbox for a tag does not select the articles in that tag. To select articles, please refer to the <a href="#Checkbox_Selection" class="selected">Checkbox Selection</a> section under the Articles List View in this documentation.</p><h2 id="Articles_List_View"><a name="Articles_List_View" data-mc-generated-bookmark="TOC"></a>Articles List View</h2><p>The Knowledge Base Administration list view displays all articles for the selected tag from the tag tree. You can view the basic details of each article within the field columns.</p><h3 id="Pagination"><a name="Pagination_..1342" data-mc-generated-bookmark="TOC"></a>Pagination</h3><p>List view displays the current tag results broken into pages that you can scroll through rather than displaying potentially thousands of rows at once. To the right you can see which records of the total results set are currently being displayed. The two single-arrow Next and Previous buttons can be used to scroll through the records page-by-page. The two double-arrow First Page and Last Page buttons allow you to skip to the beginning or the end of your current results.</p><p>By default, Vodafone CRM displays 20 records per list view page.</p><p><img src="http://support.sugarcrm.com/files/5bab8f70-dc1c-2d08-585f-5503026c81e3.png" alt="http://support.sugarcrm.com/files/5bab8f70-dc1c-2d08-585f-5503026c81e3.png" width="502" height="156" /></p><h3 id="Checkbox_Selection"><a name="Checkbox_Selection_..1343" data-mc-generated-bookmark="TOC"></a>Checkbox Selection</h3><p>You can perform several actions on articles directly from the list view by first selecting the desired records. To select individual articles on the Knowledge Base Administration list view, mark the checkbox on the left of each row.</p><ul><li value="1"><strong>Select This Page</strong> : Selects all records shown on the current page of results.</li><li value="2"><strong>Clear All</strong> : Deselects all records that are currently selected.</li></ul><p><img src="http://support.sugarcrm.com/files/e9d7d99c-ea3e-2699-d62e-550301ff211a.png" alt="http://support.sugarcrm.com/files/e9d7d99c-ea3e-2699-d62e-550301ff211a.png" width="181" height="119" /></p><h3 id="Column_Sorting"><a name="Column_Sorting_..1344" data-mc-generated-bookmark="TOC"></a>Column Sorting</h3><p>List view provides the ability to sort all of the current results by a field column in either ascending or descending order. To sort by a field or switch the sort direction, click the column header noting that the fields which allow sorting will have a pair of arrows. The list view may be sorted by only one column at a time. </p><p><img src="http://support.sugarcrm.com/files/9906867b-71a3-9964-e9cd-55030199117c.png" alt="http://support.sugarcrm.com/files/9906867b-71a3-9964-e9cd-55030199117c.png" width="380" height="37" /></p><h3 id="Edit_Button"><a name="Edit_Button" data-mc-generated-bookmark="TOC"></a>Edit Button</h3><p>You can edit articles via the list view by clicking the Pencil icon to the right of each row. The article will open directly to the edit view. Update the necessary fields, then click "Save" to preserve the changes. </p><p><img src="http://support.sugarcrm.com/files/5b764efe-0a53-88fa-d78a-55030199e705.png" alt="http://support.sugarcrm.com/files/5b764efe-0a53-88fa-d78a-55030199e705.png" width="170" height="18" /></p><h2 id="Creating_New_Tags"><a name="Creating_New_Tags" data-mc-generated-bookmark="TOC"></a>Creating New Tags</h2><p>Knowledge Base Administration allows admin users to create new tags to categorize articles by. Use the following steps to create a new tag from Knowledge Base Administration:</p><ol><li value="1">Select "Create New Tag" from the Admin Actions menu.</li><p><img src="http://support.sugarcrm.com/files/c79b7ccb-9d1f-f2e2-c770-550302ffb0a6.png" alt="http://support.sugarcrm.com/files/c79b7ccb-9d1f-f2e2-c770-550302ffb0a6.png" width="390" height="238" /></p><li value="2">Select the desired parent tag from the tag tree. </li><p><img src="http://support.sugarcrm.com/files/4eaef747-261a-f565-f439-55030242487c.png" alt="http://support.sugarcrm.com/files/4eaef747-261a-f565-f439-55030242487c.png" width="357" height="231" /></p><li value="3">If the new tag needs to be at the root level of the tag tree then select "Tags" at the top of the tree as the parent.</li><li value="4">Enter in a new tag name and click "Save".</li><p><img src="http://support.sugarcrm.com/files/17f5e422-0b2b-592c-dee6-550302ebd078.png" alt="http://support.sugarcrm.com/files/17f5e422-0b2b-592c-dee6-550302ebd078.png" width="450" height="217" /></p><li value="5">The tag will then show as a child of the selected tag. The Create New Tag and parent tag remain selected. This allows you to continue to create new tags under the same tag without having to follow steps one and two again each time.</li></ol><h2 id="Deleting_Tags"><a name="Deleting_Tags_..1345" data-mc-generated-bookmark="TOC"></a>Deleting Tags</h2><p>Knowledge Base Administration allows admin users to delete tags that are no longer being used. The tag being deleted must not have any articles on it and any child tags of the tag must also not have any articles, as they will be deleted as well. Users can empty a tag from the Knowledge Base module itself or admin users can utilize the <a href="#Moving_Selected_Articles" class="selected">Move Selected Articles</a> action. Use the following steps to delete a tag from Knowledge Base Administration:</p><ol><li value="1">Select "Delete Tag" from the Admin Actions menu. </li><p><img src="http://support.sugarcrm.com/files/55e7f7ac-a38d-4486-8aa8-5503028367bc.png" alt="http://support.sugarcrm.com/files/55e7f7ac-a38d-4486-8aa8-5503028367bc.png" width="390" height="217" /></p><li value="2">Click the checkbox next to one or more tags to be deleted and click "Delete"</li><p><img src="http://support.sugarcrm.com/files/a4e1c459-fa85-504b-5444-5503028c72d7.png" alt="http://support.sugarcrm.com/files/a4e1c459-fa85-504b-5444-5503028c72d7.png" width="509" height="242" /></p><li value="3">A pop-up message will display asking for confirmation. Click "Ok" to proceed.</li></ol><h2 id="Renaming_Tags"><a name="Renaming_Tags" data-mc-generated-bookmark="TOC"></a>Renaming Tags</h2><p>Knowledge Base Administration allows admin users to rename tags that are already being used. When you rename a tag any article in that tag will remain as well as any parent child relationship with other tags. Use the following steps to rename a tag from Knowledge Base Administration:</p><ol><li value="1">Select "Rename Tag" from the Admin Actions menu.</li><p><img src="http://support.sugarcrm.com/files/ba29015f-3477-350d-c9f0-550302f48019.png" alt="http://support.sugarcrm.com/files/ba29015f-3477-350d-c9f0-550302f48019.png" width="390" height="222" /></p><li value="2">Select a tag name to be renamed. </li><p><img src="http://support.sugarcrm.com/files/3a5fdd56-6322-5b25-4ce0-550302e99102.png" alt="http://support.sugarcrm.com/files/3a5fdd56-6322-5b25-4ce0-550302e99102.png" width="390" height="235" /></p><li value="3">Enter in a new name for the tag and click "Save"</li><p><img src="http://support.sugarcrm.com/files/446c07f4-f731-51a4-e7bc-5503028f9681.png" alt="http://support.sugarcrm.com/files/446c07f4-f731-51a4-e7bc-5503028f9681.png" width="595" height="233" /></p></ol><h2 id="Moving_Selected_Articles"><a name="Moving_Selected_Articles" data-mc-generated-bookmark="TOC"></a>Moving Selected Articles</h2><p>Knowledge Base Administration allows admin users to move one or more articles from one tag to another. Since articles can exist in many different tags, the move will only move an article from one tag, not all tags that article is on. Use the following steps to move articles from one tag to another in Knowledge Base Administration:</p><ol><li value="1">Select "Move Selected Articles" from the Admin Actions menu.</li><p><img src="http://support.sugarcrm.com/files/8db1fa4d-48fc-a369-40a6-550302c5c3d2.png" alt="http://support.sugarcrm.com/files/8db1fa4d-48fc-a369-40a6-550302c5c3d2.png" width="390" height="215" /></p><li value="2">Select a tag in the tag tree to show the articles in that tag in the list view. </li><p><img src="http://support.sugarcrm.com/files/81f800b3-d1e2-d270-f288-55030259496a.png" alt="http://support.sugarcrm.com/files/81f800b3-d1e2-d270-f288-55030259496a.png" width="437" height="218" /></p><li value="3">Select the articles in that tag you would like to move and click "Select Tag". </li><p><img src="http://support.sugarcrm.com/files/79f3787e-a3ce-b19a-e22b-5503023e052c.png" alt="http://support.sugarcrm.com/files/79f3787e-a3ce-b19a-e22b-5503023e052c.png" width="450" height="259" /></p><li value="4">Select the destination tag for the articles selected and click "Move" </li><p><img src="http://support.sugarcrm.com/files/c49180c8-cba5-fcaa-befb-550302c1fbd0.png" alt="http://support.sugarcrm.com/files/c49180c8-cba5-fcaa-befb-550302c1fbd0.png" width="225" height="229" /></p></ol><h2 id="Applying_Tags_To_Articles"><a name="Applying_Tags_To_Articles" data-mc-generated-bookmark="TOC"></a>Applying Tags To Articles</h2><p>Knowledge Base Administration allows admin users to apply one or more tags to one or more articles. This can be useful after creating a new tag. Instead of going through each article one by one adding tags, you can select the articles and apply the tag in fewer steps. Use the following steps to move articles from Knowledge Base Administration: </p><ol><li value="1">Select "Apply Tags to Articles" from the Admin Actions menu.</li><p><img src="http://support.sugarcrm.com/files/847c24ad-7792-6b81-eb14-55030212d890.png" alt="http://support.sugarcrm.com/files/847c24ad-7792-6b81-eb14-55030212d890.png" width="390" height="214" /></p><li value="2">Select a tag in the tag tree to show the articles in that tag in the list view. </li><p><img src="http://support.sugarcrm.com/files/51800ccd-4310-b3c1-82d1-550302d60e11.png" alt="http://support.sugarcrm.com/files/51800ccd-4310-b3c1-82d1-550302d60e11.png" width="504" height="227" /></p><li value="3">Select the articles in that tag you would like to move and click "Select Tag". </li><p><img src="http://support.sugarcrm.com/files/7b1fcdb0-cdb5-9c02-dd7e-550302bff470.png" alt="http://support.sugarcrm.com/files/7b1fcdb0-cdb5-9c02-dd7e-550302bff470.png" width="492" height="233" /></p><li value="4">Select the checkboxes next to the tags to place on the articles selected and click "Apply Tag" </li><p><img src="http://support.sugarcrm.com/files/bd619587-cf20-488f-fea8-5503026e2ac8.png" alt="http://support.sugarcrm.com/files/bd619587-cf20-488f-fea8-5503026e2ac8.png" width="255" height="216" /></p></ol><h2 id="Deleting_Selected_Articles"><a name="Deleting_Selected_Articles" data-mc-generated-bookmark="TOC"></a>Deleting Selected Articles</h2><p>Knowledge Base Administration allows admin users to delete one or more articles. Use the following steps to delete articles from Knowledge Base Administration:</p><ol><li value="1">Select "Delete Selected Articles" from the Admin Actions menu. </li><p><img src="http://support.sugarcrm.com/files/918d22f3-9168-b9f7-f753-550302ab04e9.png" alt="http://support.sugarcrm.com/files/918d22f3-9168-b9f7-f753-550302ab04e9.png" width="390" height="219" /></p><li value="2">Select a tag in the tag tree to show the articles in that tag in the list view. </li><p><img src="http://support.sugarcrm.com/files/14207583-5371-e2d7-52cf-550302e4caa4.png" alt="http://support.sugarcrm.com/files/14207583-5371-e2d7-52cf-550302e4caa4.png" width="426" height="222" /></p><li value="3">Select the articles in that tag you would like to delete and click "Delete"</li><p><img src="http://support.sugarcrm.com/files/ce1d98d9-6107-b33c-df99-55030276df4f.png" alt="http://support.sugarcrm.com/files/ce1d98d9-6107-b33c-df99-55030276df4f.png" width="424" height="216" /></p><li value="4">A pop-up message will display asking for confirmation. Click "Ok" to proceed.</li></ol><h1 id="Process_Author"><a name="Process_Author" data-mc-generated-bookmark="TOC"></a>Process Author</h1><p><img src="http://support.sugarcrm.com/files/b9715b86-4872-fcc0-45fe-5543fe9fc695.png" alt="unattended-select" width="1200" height="448" /></p><h2 id="Overview"><a name="Overview_..1346" data-mc-generated-bookmark="TOC"></a>Overview</h2><p>Process Author enables administrators to streamline common business processes by managing approvals, sales processes, call triaging, and more. Process Author is an easy-to-use business process management (BPM) and workflow tool that adds advanced BPM functionality to the core Vodafone CRM software stack.</p><p>The Process Author suite features an extensive toolbox of modules that provide the ability to easily create digital forms and map out fully functioning workflows. The software is completely web-based and integrated within the Vodafone CRM application. The drag-and-drop interface requires no prior programming experience.</p><p>This documentation contains the following pages:</p><ul><li value="1">Process Author (current page)</li><li value="2"><a href="#Process_Definitions" class="selected">Process Definitions</a></li><li value="3"><a href="#Process_Business_Rules" class="selected">Process Business Rules</a></li><li value="4"><a href="#Process_Email_Templates" class="selected">Process Email Templates</a></li></ul><p>Additionally, the <a href="Sugar_Enterprise_Application_Guide.html#505_Processes">Processes</a> page of the Application Guide contains documentation for the user-facing elements of Process Author. Please note that Process Author is exclusive to Enterprise and Ultimate editions of Vodafone CRM 7.6.x and later.</p><h2 id="Scope"><a name="Scope" data-mc-generated-bookmark="TOC"></a>Scope</h2><p>This documentation only defines relevant BPM terminology and the concepts used specifically for Process Author modules. It is not intended for general BPM educational purposes, and should not be used as a complete BPM modeling resource.</p><h2 id="Prerequisites"><a name="Prerequisites_..1347" data-mc-generated-bookmark="TOC"></a>Prerequisites</h2><ul><li value="1">Basic knowledge of process design is required.</li><li value="2">Basic knowledge of process standards such as BPMN is preferred. BPMN is flowchart-based notation for defining business processes within an organization.</li><li value="3">You should know which business processes you want to automate in Vodafone CRM.</li></ul><h2 id="Core_Concepts"><a name="Core_Concepts" data-mc-generated-bookmark="TOC"></a>Core Concepts</h2><p>A business process is a set of logically related tasks that are performed in order to achieve a specific organizational goal. It presents all of the tasks that must be completed in a simplified and streamlined format. Process Author empowers Vodafone CRM administrators to automate vital business processes for their organization. Some examples of business processes that can be automated using Process Author include invoice approvals, lead routing, customer service case routing, and automated reminders and escalations.</p><h3 id="Process_Author_Modules"><a name="Process_Author_Modules" data-mc-generated-bookmark="TOC"></a>Process Author Modules</h3><p>In order to seamlessly automate business processes, Process Author suite leverages four interconnected process-related modules. The <a href="#Process_Business_Rules" class="selected">Process Business Rules</a> module and the <a href="#Process_Email_Templates" class="selected">Process Email Templates</a> module are used to create rules and email templates that will be referenced by records created in the <a href="#Process_Definitions" class="selected">Process Definitions</a> module. Once a process definition has been created, it will generate a record in the <a href="Sugar_Enterprise_Application_Guide.html#505_Processes">Processes</a> module each time the process definition is triggered.</p><p>The Process Business Rules, Process Email Templates, and Process Definitions modules can be viewed and configured by any system administrator user. In addition, regular users with a role that provides developer access to one or more modules will be able to access all Process Author functions for those modules. Regular users without developer role permissions will only have access to the Processes module. </p><p>The following image illustrates the relationship between the Process Author modules:</p><p><img src="http://support.sugarcrm.com/files/eeee68ca-d305-6eb3-6222-550302806231.png" alt="" width="445" height="334" /></p><p>The following table describes the four Process Author modules and their intended use. To learn more about any of the modules, click on the hyperlinked module name.</p><p><strong>Note: </strong>We recommend reading this page in its entirety before moving on to other Process Author sections.</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><th><strong>Module</strong></th><th><strong>Description</strong></th></tr><tr><td><a href="#Process_Definitions" class="selected">Process Definitions</a></td><td><p>A process definition defines the steps in an overall business process. Process definitions are created by a Vodafone CRM administrator. The process definition consists of a network of activities and their relationships, criteria to indicate the start and end of the process, and information about the individual activities (e.g., participants) contained within the business process.</p></td></tr><tr><td><a href="Sugar_Enterprise_Application_Guide.html#505_Processes">Processes</a></td><td><p>A process is a running instance of a process definition. A single process begins every time a process definition is executed. For example, a single process definition could be created to automate quote approvals, but because users may engage in several quote approvals per day, each approval will be represented by a separate process instance, all governed by the single process definition. In other words, the Processes module is the many-to-one (M:1) child module of Process Definitions.</p><p>The Processes module is the only Process Author module that is visible to regular users. From the Processes dashlet and module list view, they will be able to see running processes if there is anything for them to approve, reject, or review.</p><p>There are three ways an administrator can view a list of processes:</p><ul><li value="1"><b>Processes module list view :</b> List views for the Processes module display processes that require the logged-in user to take approve, reject, or review action. Admin users, like regular users, will only see the processes that are waiting for them. List views can be accessed by navigating to Processes > View Processes.</li><li value="2"><strong><a href="#Processes_Dashlet" class="selected">Processes dashlet</a> : </strong><span>This dashlet d</span>isplays processes that require the logged-in user to take approve, reject, or review action. Admin users, like regular users, will only see the processes that they need to act upon.</li><li value="3"><span><b><a href="#Process_Management_List_View" class="selected">Process Management page</a> : </b>This is the one place in Vodafone CRM where an administrator can see all running, cancelled, and completed processes. From the Process Management page, the admin can also </span>monitor process status, reassign or cancel an in-progress process, or repair processes in an error state. The Process Management page is accessible via the Admin > Process Author panel or via the Processes module tab by clicking on "Process Management".</li></ul></td></tr><tr><td><a href="#Process_Business_Rules" class="selected">Process Business Rules</a></td><td><p>A process business rule is a reusable set of conditions and outcomes that can be embedded in a process definition. The set of rules may enforce business policy, make a decision, or infer new data from existing data. For example, if Sally manages all business opportunities of $10,000 or more, and Chris manages all business opportunities under $10,000, a process business rule can be created and used by all relevant process definitions to ensure that the assignment policy is respected. In the case of an eventual personnel change, only the process business rule will need to be edited to affect all related processes.</p></td></tr><tr><td><a href="#Process_Email_Templates" class="selected">Process Email Templates</a></td><td><p>A process email template is required in order to include a Send Message event in a process definition. Vodafone CRM's core product includes several places where email templates can be created for different purposes, but Process Author requires all sent messages to be created via the Process Email Templates module.</p></td></tr></tbody></table><h3 id="Basic_Visual_Notation_Elements"><a name="Basic_Visual_Notation_Elements" data-mc-generated-bookmark="TOC"></a>Basic Visual Notation Elements</h3><p>Process Author depends on process definitions created by the administrator using a Visual Designer tool. When complete, the design will graphically display a collection of flow elements that connect with each other to define and regulate a business process in Vodafone CRM.</p><p><img src="http://support.sugarcrm.com/files/bce641da-05a2-5dd1-06e3-550302a06f0e.png" alt="" width="586" height="188" /></p><p>The following table defines the different types of flow elements that are available when creating a process definition in the Visual Designer.</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><th><strong>Element</strong></th><th><strong>Symbol</strong></th><th><strong>Definition</strong></th></tr><tr><td>Events</td><td><img src="http://support.sugarcrm.com/files/6ca279c4-9765-4714-a8ac-550302272983.png" alt="" width="124" height="40" /></td><td><p>An Event is something that happens during the course of a business process. Events affect the flow of the Process and usually have a trigger and/or a result. They can start, interrupt, or end the flow of a process.</p><p>An Event is represented by a circle in the Visual Designer.</p></td></tr><tr><td><a href="#Adding_a_Start_Event" class="selected">Start Events</a></td><td><img src="http://support.sugarcrm.com/files/3879c3a9-94e8-2518-cc67-55771728322b.png" alt="start-icon" width="51" height="51" /></td><td><p>The Start event indicates where a process will begin. It defines the action that will trigger the Process. The Start event will always be characterized Vodafone CRM module selected as the record's Target Module, but will vary by conditions such as whether it applies to newly created records or updated records. </p><p><strong>Note: </strong>A process definition's target module will be the same module that is used for the Start event.</p><p>A Start event is represented by a green circle on the Visual Designer canvas.</p></td></tr><tr><td><a href="#Adding_Intermediate_Events" class="selected">Intermediate Events</a></td><td><p><img src="http://support.sugarcrm.com/files/5b4cd28c-5e68-cb95-ba43-55030249695b.png" alt="" width="132" height="46" /></p></td><td><p>As the name suggests, Intermediate events occur after a process starts but before the process is complete. Intermediate events that are placed within the overall process flow represent things that happen during the normal operation of the process such as sending messages, receiving messages, or mandatory waiting periods.</p><p>Intermediate events are represented by blue circles in the Visual Designer.</p></td></tr><tr><td><a href="#Adding_Form_Activities" class="selected">Activities</a></td><td><img src="http://support.sugarcrm.com/files/3a9193c7-1314-e218-05ca-550302a50a51.png" alt="" width="105" height="55" /></td><td><p>The only unit of work that may require a user response (opposed to automation) is an Activity. It is a moment within a flow where a user must decide if a circumstance is approved or rejected, or review a record that has been routed to them.</p><p>Activities are represented by rounded-corner rectangles in the Visual Designer.</p></td></tr><tr><td><a href="#Adding_Actions" class="selected">Actions</a></td><td><p><img src="http://support.sugarcrm.com/files/73b360e2-cf56-1689-811e-5503022d9117.png" alt="" width="200" height="40" /></p></td><td><p>Actions are automated elements used to execute a business rule, create or update a Vodafone CRM record, or identify a process user. Actions are completed by the Process Author engine and do not require any human interaction to execute.</p> Actions are represented by rounded-corner squares in the Visual Designer.</td></tr><tr><td><a href="#Adding_Gateway_Elements" class="selected">Gateways</a></td><td><img src="http://support.sugarcrm.com/files/be1e06a7-542d-d7e6-7eb5-55030222e772.png" alt="" width="180" height="45" /></td><td><p>Gateway elements are used to control the flow of a process via merging and splitting. When several activities may result in a common outcome, a gateway serves as a merging mechanism, or a "converging" element. When a single activity may result in several different outcomes, a gateway serves as a splitting mechanism, or a "diverging" element.</p><p>A Gateway is represented by a diamond in the Visual Designer.</p></td></tr><tr><td><a href="#Adding_End_Events" class="selected">End Events</a></td><td><img src="http://support.sugarcrm.com/files/9b40689b-cef3-9b6e-00ce-55030297857b.png" alt="" width="146" height="46" /></td><td>End events signal completion of a process. There are three end-event options: Do Nothing, Terminate Process, or Send Message. An End event is represented by a red circle in the Visual Designer.</td></tr></tbody></table><h3 id="Basic_Steps_to_Automate_a_Business_Process"><a name="Basic_Steps_to_Automate_a_Business_Process" data-mc-generated-bookmark="TOC"></a>Basic Steps to Automate a Business Process</h3><p>It is important to understand how all of the modules and elements of the Process Author suite will work together. Here is the best-practice chronology of the overall procedure for automating business processes in Vodafone CRM using Process Author:</p><table cellpadding="4" border="1" cellspacing="0"><tbody><tr><td><strong>Step #</strong></td><td><strong>Description</strong></td><td><strong>Explanation</strong></td></tr><tr><td>1</td><td><a href="#Creating_a_Process_Author_Dashboard" class="selected">Create a Process Author Dashboard</a></td><td>Before using Process Author for the first time, create a new dashboard specific to Process Author for easy, one-stop access to all automated business processes and their components.</td></tr><tr><td>2</td><td><a href="#Process_Business_Rules" class="selected">Create and Configure a Process Business Rule</a></td><td>(optional) Create at least one Process Business Rule that will be used in a process definition. For example, automated lead assignments might require a process business rule to define which lead source values will be assigned to which user.</td></tr><tr><td>3</td><td><a href="#Process_Email_Templates" class="selected">Create and Configure a Process Email Template</a></td><td>(optional) Prepare at least one Process Email Template for processes that require alerts or notifications.</td></tr><tr><td>4</td><td><a href="#Process_Definitions" class="selected">Create and Configure a Process Definition</a></td><td>Using the Process Designer canvas, create the visual design of the overall business process that you want to automate. The process definition may make use of Process Business Rules and Process Email Templates created in previous steps. </td></tr><tr><td>5</td><td><a href="#Process_Management_List_View" class="selected">Process Management</a></td><td>With all of the Process Author modules now working in harmony, administrators can navigate to the Process Management page to monitor process status, reassign or cancel an in-progress process, or repair processes in an error state. Users can monitor the <a href="#Processes_Dashlet" class="selected">Processes dashlet</a> for activities that are queued or awaiting feedback.</td></tr></tbody></table><h2 id="Creating_a_Process_Author_Dashboard"><a name="Creating_a_Process_Author_Dashboard" data-mc-generated-bookmark="TOC"></a>Creating a Process Author Dashboard</h2><p>Before getting started, we recommend that the administrator user creates a Process Author-specific dashboard on their home page. This will allow the administrator to easily manage Process Definitions and their supporting modules all in one place. Regular users who may be engaged in running processes should place the <a href="#Processes_Dashlet" class="selected">Processes dashlet</a> on their home pages to stay abreast of activities requiring their attention.</p><p><img src="Resources/Images/creating-a-process-author-dashboard.png" alt="" width="522" height="418" /></p><h3 id="Processes_Dashlet"><a name="Processes_Dashlet" data-mc-generated-bookmark="TOC"></a>Processes Dashlet</h3><p>This is the only Process Author dashlet available to regular users. It is important for all users who may be engaged in a process to place this dashlet on their home screens. Open, running processes and self-service processes waiting to be acted upon by the logged-in user will be listed in this dashlet.</p><p><strong>Note: </strong>Users (including administrators) will see only the processes that immediately require their attention.</p><p>To add a Processes dashlet, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#15_Intelligence_Pane">Adding Dashlets</a> section of the Intelligence Pane documentation, choosing "Processes" from the Add a Dashlet page.</p><p><img src="http://support.sugarcrm.com/files/4c300f38-1266-1d53-2bd1-5503024d09bd.png" alt="" width="600" height="66" /></p><p>After saving the dashlet and its containing dashboard, the dashlet will offer several process-specific management tools:</p><p><img src="http://support.sugarcrm.com/files/87c32126-baef-ff5e-0159-5503021f24a5.png" alt="" width="303" height="261" /></p><ul><li value="1"><strong>Current</strong> : Click on this button to view all processes that are running within the expected timeframe.</li><li value="2"><strong>Overdue</strong> : Click on this button to view all processes that have a due date in the past. The label "Overdue" and the due date will be displayed adjacent to the process description.</li><li value="3"><strong>My Processes</strong> : Enable this tab to view the running processes upon which the logged-in user must act. Self-Service processes are not displayed here.</li><ul><li value="1">To execute a Process from the dashlet, click on the name of the process. Please note that admin users can not see processes running for other users via the dashlet. To access the system's exhaustive list of running and completed processes, refer to the <a href="#Process_Management_List_View" class="selected">Process Management</a> section of this documentation.</li></ul><li value="4"><strong>Self Service Processes</strong> : Enable this tab to view only the running processes in queue to be claimed by a user. Self-Service processes are configured inside the User Activity element settings of the related process definition.</li><li value="5"><strong>Process Description </strong>: Running processes are displayed in list view format with descriptive fields including the unique process number, the name of the affected Vodafone CRM record, the process title, the responsible user's name, and the label of the relevant process step.</li><li value="6"><strong>Due Date </strong>: When a due date exists it will appear adjacent to the process description.</li></ul><h3 id="Process_Definitions_Dashlet"><a name="Process_Definitions_Dashlet" data-mc-generated-bookmark="TOC"></a>Process Definitions Dashlet</h3><p>You must be an administrator user to add this dashlet to your home page. To add a Process Definitions dashlet, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#15_Intelligence_Pane">Adding Dashlets</a> section of the Intelligence Pane documentation, choosing "Process Definitions" from the Add a Dashlet page.</p><p><img src="http://support.sugarcrm.com/files/381f90fb-d869-562a-2c4a-5503026a4eba.png" alt="" width="600" height="95" /></p><p>After saving the dashlet and its containing dashboard, the dashlet will offer several Process Author-specific administration tools:</p><p><img src="http://support.sugarcrm.com/files/8b98a018-226f-adb5-a709-5503020afec3.png" alt="" width="396" height="178" /></p><ul><li value="1"><strong>Actions Menu</strong> : Click on the plus (+) icon to access the "Create Process Definitions" and "Import Process Definitions" options. Please note that imports for this module must have a .bpm file extension. </li><p><img src="http://support.sugarcrm.com/files/407b05f2-db07-1a91-af66-550302f1eeea.png" alt="" width="315" height="88" /></p><li value="2"><strong>My Process Definitions </strong>: Click on this button to list all process definitions created by the current admin user.</li><li value="3"><strong>All Process Definitions</strong> : Click on this button to list all process definitions created by any admin user.</li><li value="4"><strong>Enabled</strong> : Enable this tab to view a list of process definitions that are currently enabled in the system.</li><li value="5"><strong>Disabled</strong> : Enable this tab to view a list of process definitions that are currently disabled in the system. Please note that disabling a process definition will only prevent it from triggering new processes. Any in-progress processes will continue running without interruption.</li><li value="6"><strong>Process Definition Shortcut Buttons</strong></li><ul><li value="1"><strong>Design</strong> : Click on this icon to edit the process definition via the Visual Designer.</li><p><img src="http://support.sugarcrm.com/files/e1490dcd-c372-8d4e-5a04-55030216cbaf.png" alt="" width="210" height="72" /></p><li value="2"><strong>Delete</strong> : Click on this icon to delete the adjacent process definition. A confirmation message will appear on the top of the screen; click "Confirm" to delete the process definition or click "Cancel" to close the message without deleting.</li><p><img src="http://support.sugarcrm.com/files/d19d778f-799f-e608-6494-55030259725f.png" alt="" width="198" height="69" /></p><li value="3"><strong>Export</strong> : Click on this icon to export the process definition to a .bpm file.</li><p><img src="http://support.sugarcrm.com/files/a2978962-6256-3691-42a3-55030263dcf2.png" alt="" width="197" height="74" /></p><li value="4"><strong>Disable/Enable</strong> : Click on this icon to disable an active process definition or to enable an inactive one. Disabled process definitions will be listed in the "Disabled" tab.</li><ul><li value="1">All process definitions are disabled by default and must be enabled by an administrator. For more information, please refer to <a href="#Enabling_Process_Definitions" class="selected">Enabling Process Definitions</a>.</li><li value="2">Disabling a process definition will only prevent it from triggering new processes. Any in-progress process instances will continue running without interruption.</li><p><img src="http://support.sugarcrm.com/files/73481440-862a-3b80-f07b-550302b119ec.png" alt="" width="196" height="70" /></p></ul><li value="5"><strong>Description</strong> : Click this icon to open a blue alert window that displays the admin-specified description of the process definition. To close the description dialogue, click on the x in the corner of the message.</li><p><img src="http://support.sugarcrm.com/files/4b56aed9-e539-b6c2-0b6c-550302fd2aad.png" alt="" width="496" height="149" /></p></ul></ul><h3 id="Process_Email_Templates_Dashlet"><a name="Process_Email_Templates_Dashlet" data-mc-generated-bookmark="TOC"></a>Process Email Templates Dashlet</h3><p>You must be an administrator user to add this dashlet to your home page. To add a Process Email Templates dashlet, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#15_Intelligence_Pane">Adding Dashlets</a> section of the Intelligence Pane documentation, choosing "Process Email Templates" from the Add a Dashlet page.</p><p><img src="http://support.sugarcrm.com/files/695dbf2e-79af-20f7-b90b-55030200a487.png" alt="" width="612" height="67" /></p><p>After saving the dashlet and its containing dashboard, the dashlet will offer several Process Author-specific administration tools:</p><p><img src="http://support.sugarcrm.com/files/d00edd85-0020-bdad-fb72-550302efac25.png" alt="" width="331" height="223" /></p><ul><li value="1"><strong>Actions Menu</strong> : Click on the plus (+) icon to access the "Create Process Email Template" shortcut.</li><p><img src="http://support.sugarcrm.com/files/c2efb0af-d385-2f98-ff8b-550302c7a885.png" alt="" width="320" height="86" /></p><li value="2"><strong>My Process Email Templates</strong> : Click on this button to list all email templates created by the current admin user.</li><li value="3"><strong>All Process Email Templates</strong> : Click on this button to list all email templates created by any admin user.</li><li value="4"><strong>Process Email Template Shortcut Buttons </strong></li><ul><li value="1"><strong>Edit</strong> : Click on this icon to edit the template record from record view. It is then possible to access the template designer from the record view.</li><p><img src="http://support.sugarcrm.com/files/23dd69da-cba8-a14c-aa96-550302f9bb68.png" alt="" width="173" height="67" /></p><li value="2"><strong>Delete</strong> : Click on this icon to delete the adjacent email template. A confirmation message will appear on the top of the screen; click "Confirm" to delete the email template or click "Cancel" to close the message without deleting.</li><p><img src="http://support.sugarcrm.com/files/b65202e0-e0f7-424c-7e59-550302dcc7e7.png" alt="" width="160" height="70" /></p><li value="3"><strong>Export</strong> : Click on this icon to export the process email template to a .pet file.</li><p><img src="http://support.sugarcrm.com/files/5de886aa-c7f7-bbbf-8262-550302424277.png" alt="" width="159" height="70" /></p><li value="4"><strong>Description</strong> : Click this icon to open a blue alert window that displays the admin-specified description of the process email template. To close the description dialogue, click on the x in the corner of the message.</li><p><img src="http://support.sugarcrm.com/files/e87e64c5-fe24-8415-f8da-550302bbf9e5.png" alt="" width="178" height="69" /></p></ul></ul><h3 id="Process_Business_Rules_Dashlet"><a name="Process_Business_Rules_Dashlet" data-mc-generated-bookmark="TOC"></a>Process Business Rules Dashlet</h3><p>You must be an administrator user to add this dashlet to your home page. To add a Process Business Rules dashlet, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#15_Intelligence_Pane">Adding Dashlets</a> section of the Intelligence Pane documentation, choosing "Process Business Rules" from the Add a Dashlet page.</p><p><img src="http://support.sugarcrm.com/files/3276cc6f-00be-a8ee-8ced-550302791dbf.png" alt="" width="523" height="68" /></p><p>After saving the dashlet and its containing dashboard, the dashlet will offer several Process Author-specific administration tools:</p><p><img src="http://support.sugarcrm.com/files/1c6bc391-3388-733e-ea3e-5503027cb2db.png" alt="" width="362" height="246" /></p><ul><li value="1"><strong>Actions Menu</strong> : Click on the plus (+) icon to access the "Create Process Business Rule" shortcut.</li><p><img src="http://support.sugarcrm.com/files/55d80996-84b7-816a-86fc-550302b8773c.png" alt="" width="334" height="92" /></p><li value="2"><strong>My Process Business Rules </strong>: Click on this button to view business rules created by the logged-in admin user.</li><li value="3"><strong>All Process Business Rules </strong>: Click on this button to view business rules created by any admin user.</li><li value="4"><strong>Business Rules Shortcut Buttons</strong></li><ul><li value="1"><strong>Edit</strong> : Click on this icon to edit the rule configuration from the Business Rules Builder interface.</li><p><img src="http://support.sugarcrm.com/files/23dd69da-cba8-a14c-aa96-550302f9bb68.png" alt="" width="173" height="67" /></p><li value="2"><strong>Delete</strong> : Click on this option to delete the adjacent business rule. A confirmation message will appear on the top of the screen; click "Confirm" to delete the process business rule or click "Cancel" to close the message without deleting.</li><p><img src="http://support.sugarcrm.com/files/b65202e0-e0f7-424c-7e59-550302dcc7e7.png" alt="" width="160" height="70" /></p><li value="3"><strong>Export</strong> : Click on this icon to export the process business rule to a .pbr file.</li><p><img src="http://support.sugarcrm.com/files/5de886aa-c7f7-bbbf-8262-550302424277.png" alt="" width="159" height="70" /></p><li value="4"><strong>Description</strong> : Click this icon to open a blue alert window that displays the admin-specified description of the process business rule. To close the description dialogue, click on the X in the corner of the message.</li><p><img src="Resources/Images/process-definition-shortcut-buttons-description.png" alt="" width="397" height="171" /></p></ul></ul><h2 id="Process_Management_List_View"><a name="Process_Management_List_View" data-mc-generated-bookmark="TOC"></a>Process Management List View</h2><p>For processes, the admin user is restricted to the same access as a regular user in the Processes module. This means that in Processes list view and the Processes dashlet, the admin user will not see processes unless they have participated in that process or they are expected to participate in it.</p><p>The exhaustive list of open and completed processes is accessible only via the admin's Process Management page. This page can be accessed from two places in Vodafone CRM:</p><ul><li value="1">Admin > Process Author > Process Management:</li><p><img src="Resources/Images/process-management-list-view.png" alt="" width="500" height="149" /></p><li value="2">The Processes module tab's actions menu:</li><p><img src="http://support.sugarcrm.com/files/5643a239-ee7e-bf2e-cd5e-550302ef2b6c.png" alt="" width="176" height="108" /></p></ul><p>The following columns are available from the Process Management page:</p><p><img src="http://support.sugarcrm.com/files/9bfb12db-ed27-afbd-9562-5515eff3d66b.png" alt="" width="696" height="148" /></p><ul><li value="1"><strong>Process Number</strong> : Similar to a case number, this is a unique auto-increment number assigned to the process in the order it was triggered by the Process Author. This field is not related to the the Vodafone CRM system ID field.</li><li value="2"><strong>Process Definition Name</strong> : The name of the originating process definition that triggered the process.</li><li value="3"><b>Record Name</b> : The related Vodafone CRM module record to which the process applies.</li><li value="4"><strong>Date Created</strong> : The date and time that the process was triggered.</li><li value="5"><strong>Assigned To</strong> : The user who is assigned to the Vodafone CRM record that triggered the process's Start event.</li><li value="6"><strong>Process User</strong> : The user who is responsible for executing the current activity in a running process if a Route or Approval activity is running.</li><li value="7"><strong>Process Owner</strong> : The administrator who created the process definition (not necessarily affiliated with the running process).</li><li value="8"><strong>Status</strong></li><ul><p><img src="http://support.sugarcrm.com/files/b96e4f4e-b5b0-b6bb-ed13-550302c7c693.png" alt="" width="77" height="23" /></p><li value="2"><strong> COMPLETED</strong> : The process has successfully reached an end event and is no longer running.</li><p><img src="http://support.sugarcrm.com/files/53f2a59e-94cd-49e7-498f-55030285409b.png" alt="" width="75" height="22" /></p><li value="3"><strong> CANCELLED</strong> : An administrator user has chosen to cancel this process.</li><p><img src="http://support.sugarcrm.com/files/27f9530c-3e06-40fe-1a28-5503025af7da.png" alt="" width="85" height="23" /></p><li value="4"><strong>IN PROGRESS</strong> : The process is currently open and running.</li><p><img src="http://support.sugarcrm.com/files/8e4b8962-6faa-aa11-728e-5503026246bd.png" alt="" width="77" height="19" /></p><li value="5"><strong>TERMINATED</strong> : The record that triggered the process has been deleted or merged.</li><p><img src="http://support.sugarcrm.com/files/ee6ad6d1-3531-3406-5585-55030269ac35.png" alt="" width="53" height="21" /></p><li value="6"><strong> ERROR </strong>: The process has encountered a configuration problem and is paused.</li></ul></ul><h3 id="Preview"><a name="Preview_..1348" data-mc-generated-bookmark="TOC"></a>Preview</h3><p>Administrators can view the progression of a process within the overall flow directly from the Processes list view by clicking the Preview icon to the far right of each process list row. The process' visual design layout will display to the right of the list view providing key information regarding the stages that have already been completed, the current stage of the process, and the stages that have yet to execute.</p><p>The executed and in-progress stages of the process will be displayed in color, while skipped or not-yet-executed stages will be presented in a grayed out style.</p><p><img src="http://support.sugarcrm.com/files/e1ead617-5eb6-c8b8-a390-5503023c9b50.png" alt="" width="661" height="229" /></p><p><strong>Note: </strong>To view the process design layout in more detail, simply click on the Process Design Preview image to open a full-sized version of the flow in a new browser tab.</p><p>On the upper right of the intelligence pane, there is a Left and Right arrow button that allows you to scroll through the list view's current search results by previewing the next or previous record. To close the preview, simply click the "X" on the upper right of the intelligence pane.</p><h3 id="Record_Actions_Menu"><a name="Record_Actions_Menu_..1349" data-mc-generated-bookmark="TOC"></a>Record Actions Menu</h3><p>The Record Actions menu to the right of each record's Preview button allows users to view vital process information, re-direct processes, and navigate to the process execution screen directly from the list view.</p><ul><li value="1"><strong>History</strong> : The History option appears in the record's Actions menu and provides a historical summary of the process's lifecycle.</li><p><img src="http://support.sugarcrm.com/files/99ac5ef4-0ae1-5349-cedc-5515ef6223aa.png" alt="" width="390" height="178" /></p><li value="2">Click on "History" to launch the Process History window:</li><p><img src="http://support.sugarcrm.com/files/b4a8d987-1712-e14e-aed3-556dcd964bab.png" alt="history-popup" width="600" height="260" /></p><li value="3"><strong>Select New Process User</strong> : The Select New Process User option appears in the record's Actions menu and will display all of the process users who have engaged with the process, and will allow the administrator to select a new process user to execute the current activity.</li><p><img src="http://support.sugarcrm.com/files/c7030da5-19b2-cf66-b47a-5543b33ad5c6.png" alt="list-select-proc-user" width="523" height="213" /></p><li value="4">To reassign the process, choose "Select New Process User" from the Actions menu. A drawer will open. Select a new value for the "Process User" field and then click "Done".</li><p><img src="http://support.sugarcrm.com/files/80000418-1d56-7db7-9eff-5543b4f4f168.png" alt="drawer-new-proc-user" width="346" height="150" /></p><li value="5"><strong>Show Notes </strong>: The Show Notes option appears in the record's Actions menu and will display comments.</li><p><img src="http://support.sugarcrm.com/files/8e9fb9b6-e1b3-5e26-ee0e-550302019ab0.png" alt="" width="536" height="144" /></p><li value="6">Click on "Show Notes" and a new dialog window will appear. Type in any notes here and then click "Add Note".</li><p><img src="http://support.sugarcrm.com/files/85840c6e-4a75-0a20-d3de-550302d1f7e8.png" alt="" width="531" height="138" /></p><li value="7"><strong>Cancel</strong> : The Cancel option appears in the record's Actions menu and will delete the specific process without affecting the process definition from where the process originated.</li><p><img src="http://support.sugarcrm.com/files/ada20551-77a1-8165-93d4-5515efdd0cb8.png" alt="" width="529" height="214" /></p></ul><h3 id="Searching_Processes"><a name="Searching_Processes" data-mc-generated-bookmark="TOC"></a>Searching Processes</h3><p>The Process Management list view includes a module search to help you locate running, completed, and incomplete processes easily and effectively. Once the search is performed, the relevant results will be displayed in the list view below.</p><p>Unlike the standard Vodafone CRM module search bar filter, the Process Management search bar will query all Process fields by default. This means that a search for "error" will return processes named "Approve Error Resolution" and processes that affect a record named "Customer receives error when logging in" and even processes that are in an "Error" status. </p><p>Please note that on the Process Management page, Vodafone CRM automatically assumes a wildcard character (%) at both the beginning and the end of your search phrase. Therefore, the search for "error" will pull up any record that has the word "error" in the name, regardless of how it starts or ends.</p><p><img src="http://support.sugarcrm.com/files/e5550c9a-4253-23a6-6a4a-550302acdc4c.png" alt="" width="695" height="169" /></p><p>The search also provides a Filter option which can be used in combination with the open Search box to narrow your search further using the available options as follows:</p><ul><li value="1"><strong>All</strong> : Returns all processes.</li><li value="2"><strong>Processes Completed</strong> : Returns only processes with a status of "Completed".</li><li value="3"><strong>Processes Terminated</strong> : Returns only processes with a status of "Terminated".</li><li value="4"><strong>Processes In Progress</strong> : Returns only processes with a status of "In Progress".</li><li value="5"><strong>Processes Cancelled</strong> : Returns only processes with a status of "Cancelled".</li><li value="6"><strong>Processes Error</strong> : Returns only processes with a status of "Error".</li></ul><p><img src="http://support.sugarcrm.com/files/611e08f0-4da1-4a43-bef9-5543b884705f.png" alt="process-list-filters" width="650" height="210" /></p><p>When you choose a filter, Vodafone CRM will return processes which match both the selected filter and any name provided in the "Search..." bar in the filtered list view results. For example, if you select "Processes Completed" in the Filter options and enter a search query, Vodafone CRM will only return processes that contain a match to the search query and have a Completed status. To see all processes, simply select "All" in the filter and remove any text from the search bar. You can also click the X that appears within the search bar. When you run a search using a saved filter, the search will not be preserved when you navigate away from the module. Returning to the Process Management page will automatically display all unfiltered results. </p><h2 id="Unattended_Processes"><a name="Unattended_Processes" data-mc-generated-bookmark="TOC"></a>Unattended Processes</h2><p>An unattended process is a running process instance that has been interrupted because an activity is dependent upon the response of an inactive user. If an activity is encountered within a process, and the activity's process user record's status is "Inactive" or its employee status is "Not Active", the process will be considered unattended. The activity cannot be completed unless the administrator designates a new process user.</p><p><strong>Note</strong>: While an unattended process will also appear in the <a href="#Process_Management_List_View" class="selected">Process Management</a> list, its status will remain "In Progress" and will not indicate that it is in an unattended state.</p><p>The list of unattended processes is accessible via the admin's Unattended Processes page. This page can only be accessed from the Processes module tab's actions menu:</p><p><img src="http://support.sugarcrm.com/files/4ff5e2d1-f0b8-336a-a23a-5543f94b4322.png" alt="unattended-menu" width="184" height="122" /></p><p>To select a new process user for an unattended process, follow these steps:</p><ol><li value="1">From the Unattended Processes list view, expand the actions menu for the row that contains the unattended process.</li><li value="2">Click on "Select New Process User".</li><p><img src="http://support.sugarcrm.com/files/b9715b86-4872-fcc0-45fe-5543fe9fc695.png" alt="unattended-select" width="485" height="155" /></p><li value="3">After a brief pause, the Select New Process User drawer will appear.</li><p><img src="http://support.sugarcrm.com/files/a0c0362f-8d82-9d50-7c70-5543fe247655.png" alt="unatteneded-drawer" width="482" height="162" /></p><li value="4">Find and select the name of the new process user and then click Done.</li></ol><p>The updated process should no longer be visible in the Unattended Processes list, and the new process user will see the activity in their Processes dashlet and list view.</p><h2 id="Terminated_vs_Cancelled_Processes"><a name="Terminated_vs._Cancelled_Processes_..1350" data-mc-generated-bookmark="TOC"></a>Terminated vs. Cancelled Processes</h2><p>Process Author automatically terminates a process when the record related to the process' Start event is deleted. The associated process will be removed from the Processes dashlet and the process record will display "Terminated" in the Status column of the Process Management list view. Processes may also be terminated as a result of meeting conditions specified in the Process Termination settings. For more information, please refer to the <a href="#Configuring_Process_Termination_Settings" class="selected">Configuring Process Termination Settings</a> section of the Process Definition documentation.</p><p>Cancelled processes, on the other hand, have been intentionally stopped by the administrator. The associated process will be removed from the Processes dashlet and the process record will display "Cancelled" in the Status column of the Process Management list view.</p><h2 id="Importing_and_Exporting_Process_Author_Module_Records"><a name="Importing_and_Exporting_Process_Author_Module_Records" data-mc-generated-bookmark="TOC"></a>Importing and Exporting Process Author Module Records</h2><p>Process Author supports import/export functionality for records in all modules except the Processes module, which only contains running instances of process definitions. To import records into the Process Definitions, Process Email Templates, or Process Business Rules modules, the import file must be formatted as the appropriate proprietary file type, as shown in the table below. All exported records will download as the corresponding file type.</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Process Author Module</strong></td><td><strong>Supported File Extension</strong></td></tr><tr><td>Process Definitions</td><td>.bpm</td></tr><tr><td>Process Email Templates</td><td>.pet</td></tr><tr><td>Process Business Rules</td><td>.pbr</td></tr></tbody></table><p>Due to the proprietary nature of these file types, only files that have been exported from a Vodafone CRM instance can be imported into a Vodafone CRM instance. For example, an administrator may choose to design process definitions in a sandbox or development instance before moving them to a production environment. For this, the files would be exported from the dev instance as .bpm files and then imported into the production instance's Process Definitions module. </p><p><strong>Note: </strong>Process Definitions may contain references to Business Rules and Email Templates. These references are lost when the Process Definition is imported. Even if the Business Rules and Email Templates are imported prior to importing the Process Definition, the references are not automatically reestablished in the imported Process Definition. They must be reestablished manually.</p><p>Process Author module records can be exported from any of the following locations:</p><ul><li value="1">The individual module record's list view Actions menu:</li><p><img src="http://support.sugarcrm.com/files/cda37490-4fab-3a46-34ab-550302336242.png" alt="" width="319" height="194" /></p><li value="2">The relevant module's list view Actions menu:</li><p><img src="http://support.sugarcrm.com/files/28a38cdf-4afa-123c-b596-550302e143e9.png" alt="" width="324" height="202" /></p><li value="3">The individual module record's record view Actions menu:</li><p><img src="http://support.sugarcrm.com/files/234c7155-a38d-0860-5cc1-550302679a21.png" alt="" width="323" height="168" /></p><li value="4">The relevant dashlet's Export button adjacent to the individual record:</li><p><img src="http://support.sugarcrm.com/files/6415ef1e-a528-63fd-96b4-550302e524d4.png" alt="" width="319" height="161" /></p></ul><p>Process Author module records can be imported via either of the following locations:</p><ul><li value="1">The Actions menu on the relevant module's dashlet: </li><p><img src="http://support.sugarcrm.com/files/a0d6fce2-ea96-8a57-dbbf-55030247183e.png" alt="" width="319" height="119" /></p><li value="2">The relevant module tab's Actions menu:</li><p><img src="http://support.sugarcrm.com/files/64b9bd0e-25aa-1848-714a-55030229bc5d.png" alt="" width="163" height="131" /></p></ul><p>After clicking "Import [Process Module Name]", you will be prompted to find the import file on your local drive. Click "Choose File" and select the file with the appropriate file extension, and then click "Import" to finish. A green banner will momentarily appear on the screen to indicate that the import was successful. The imported record(s) will be immediately available via list view and dashlet.</p><p><img src="Resources/Images/importing-and-exporting-process-author-module-records.png" alt="" width="518" height="183" /></p><h2 id="Process_Author_Settings"><a name="Process_Author_Settings" data-mc-generated-bookmark="TOC"></a>Process Author Settings</h2><p>To configure Process Author settings, navigate to the Admin page, then select "Settings" under the Process Author panel.</p><p><img src="http://support.sugarcrm.com/files/278c31ea-ff9c-5384-9440-5515ef127d7b.png" alt="" width="652" height="108" /></p><p>Administrators will be automatically directed to the Process Author setting:</p><ul><li value="1"><strong>Error Number of Cycles</strong> : Specify how many times a process can loop before the system stops the process definition.</li></ul><p>By default, this is set to 10. Please note that increasing the number of cycles could negatively affect performance.</p><p><img src="http://support.sugarcrm.com/files/95697030-323a-b7e5-ee23-5503027c8f51.png" alt="" width="294" height="123" /></p><h2 id="Process_Author_Log_Viewer"><a name="Process_Author_Log_Viewer" data-mc-generated-bookmark="TOC"></a>Process Author Log Viewer</h2><p>Administrators and developers can gain insight into the performance of the Process Author engine by viewing the Process Author log. To access the Process Author Log Viewer, navigate to the Admin page and click "Log Viewer" under the Process Author panel.</p><p><img src="http://support.sugarcrm.com/files/bf032857-96fc-a826-9651-5515ef2e3bc2.png" alt="" width="655" height="109" /></p><p>There are two options on the Log Viewer page:</p><ul><li value="1"><strong>Refresh</strong> : Refreshes the log view, loading the last records. </li><li value="2"><strong>Clear</strong> : Permanently deletes all log history. This cannot be undone.</li></ul><p><img src="http://support.sugarcrm.com/files/290a29b9-4bd5-dd93-1748-5543d229b950.png" alt="log" width="363" height="261" /></p><p>The log level is set to Critical, which is equivalent to Vodafone CRM's Fatal log level, and starts recording events as soon as Process Author has been installed. A developer can update the system config.php to change Process Author settings including "logger_level", "error_number_of_cycles", and "error_timeout". Changes that are made to config.php are honored in real time.</p><h1 id="Process_Business_Rules"><a name="Process_Business_Rules" data-mc-generated-bookmark="TOC"></a>Process Business Rules</h1><h2 id="Overview"><a name="Overview_..1351" data-mc-generated-bookmark="TOC"></a>Overview</h2><p>The Process Business Rules module is one of four modules that make up the <a href="#Process_Author" class="selected">Process Author</a> business process management tool in Vodafone CRM . The Process Business Rules module is used to create reusable rules that will be referenced by records created in the <a href="#Process_Definitions" class="selected">Process Definitions</a> module. The rule or set of rules may enforce business policy, make a decision, or infer new data from existing data.</p><p>Before continuing, please read the <a href="#Process_Author" class="selected">Process Author</a> overview page, which defines critical vocabulary and other elements that may be referenced in this article.</p><p>This documentation contains the following pages:</p><ul><li value="1"><a href="#Process_Author" class="selected">Process Author</a></li><li value="2"><a href="#Process_Definitions" class="selected">Process Definitions</a></li><li value="3">Process Business Rules (current page)</li><li value="4"><a href="#Process_Email_Templates" class="selected">Process Email Templates</a></li></ul><p>Additionally, the <a href="Sugar_Enterprise_Application_Guide.html#505_Processes">Processes</a> page of the Application Guide contains documentation for the user-facing elements of Process Author. Please note that Process Author is exclusive to Enterprise and Ultimate editions of Vodafone CRM 7.6.x and later.</p><p>The following image illustrates the relationship between all of the Process Author modules:</p><p><img src="http://support.sugarcrm.com/files/84d7932c-7939-cdb5-c636-5503029ebe28.png" alt="" width="408" height="305" /></p><h2 id="Use_Case"><a name="Use_Case" data-mc-generated-bookmark="TOC"></a>Use Case</h2><p>Sally responds to all sales leads who inquire via email, while Chris handles the leads acquired via cold calling. The Vodafone CRM administrator at their company has created a process business rule to enforce this lead-assignment policy. When the administrator wants to automate business processes related to leads, she can embed the business rule in one or all of those process definitions. If Chris or Sally eventually leaves the company and a new salesperson is hired, only the process business rule will need to be edited to affect all related process definitions and their running processes.</p><h2 id="Creating_a_Process_Business_Rule_Record"><a name="Creating_a_Process_Business_Rule_Record" data-mc-generated-bookmark="TOC"></a>Creating a Process Business Rule Record</h2><p>You should typically create business rules before creating any process definitions that will use the rules. However, it is possible to save an incomplete process definition in order to navigate away and build a rule, then return later to complete the process definition.</p><p>Process business rules can be created from any of the following places in Vodafone CRM:</p><ul><li value="1">Process Business Rules dashlet:</li><p><img src="http://support.sugarcrm.com/files/27de0ded-c59a-4209-0a06-550302842661.png" alt="" width="561" height="131" /></p><li value="2">Process Business Rules module tab menu:</li><p><img src="http://support.sugarcrm.com/files/403d5b23-2335-6baa-02fd-55030216478a.png" alt="" width="248" height="161" /></p><li value="3">Process Business Rules list view:</li><p><img src="Resources/Images/creating-a-process-business-rule-record.png" alt="" width="417" height="178" /></p></ul><p>Upon clicking "Create Process Business Rule" (or the Create button from list view), you will be directed to the record view. The record view is where you store information that will make it easy to find and understand the rule in the future. After completing this form, you will then be directed to the <a href="#Designing_a_Process_Business_Rule_in_the_Rules_Builder" class="selected">Rules Builder</a> interface where the actual rule criteria and outcomes are defined.</p><p><img src="http://support.sugarcrm.com/files/490d409d-3247-c436-6e2a-550302c6a90c.png" alt="" width="425" height="175" /></p><p>The record view's available fields are:</p><ul><li value="1"><strong>Name</strong> : (required) Give the rule or rule set a unique and descriptive name. Clear, descriptive, and unique record names will be important in order to search for and reuse business rules across multiple Process Definitions.</li><li value="2"><strong>Target Module</strong> : (required) Select the module that will be evaluated by the Process Business Rule.</li><li value="3"><strong>Description</strong> : Type an explanation of the Process Business Rule in this field.</li><li value="4"><strong>Save and Design</strong> : Saves the record and redirects to the Rules Builder page.</li><li value="5"><strong>Business Rule Type </strong>: There is currently only one rule type enabled for Process Author. There is no need to edit this field.</li></ul><p>After configuring and saving the Process Business Rule it will automatically appear on the administrator's Process Business Rules dashlet and list view, but it will not be ready to use in a Process Definition until the design step has been completed via the Rules Builder. </p><p><img src="http://support.sugarcrm.com/files/d4313c09-2fef-4114-cf8a-550302f3236d.png" alt="" width="271" height="228" /></p><h2 id="Designing_a_Process_Business_Rule_in_the_Rules_Builder"><a name="Designing_a_Process_Business_Rule_in_the_Rules_Builder" data-mc-generated-bookmark="TOC"></a>Designing a Process Business Rule in the Rules Builder</h2><p>After saving the process business rule record, define the conditions and conclusions that the rule will evaluate and execute using the Rules Builder table.</p><p><strong>Note: </strong>The Rules Builder interface may not be compatible with some touch-screen mobile devices. Please interact with the Rules Builder from a desktop or laptop computer to prevent any potential complications.</p><h3 id="Condition_and_Conclusion_Elements"><a name="Condition_and_Conclusion_Elements" data-mc-generated-bookmark="TOC"></a>Condition and Conclusion Elements</h3><p>Process business rules are comprised of at least one condition:conclusion element.</p><ul><li value="1"><strong>Conditions</strong> : One or more "if" statements that will be evaluated as true or false.</li><li value="2"><strong>Conclusions</strong> : The results that are returned if the condition evaluates to true.</li></ul><p>By default, a true condition must result in a Return value. The Return value can be constructed using variables, constants, operators and/or literal values. If there are to be multiple outcomes to the condition, the Return value must be specified as the first conclusion in the business rule. For example, to change the value of a given field when the condition is true, set an arbitrary return value and then click on the + button adjacent to the table header "Conclusions" to add another conclusion column to the row where the field update can be defined.</p><p><img src="http://support.sugarcrm.com/files/beccda1d-5e16-54f1-254d-55030262aa7e.png" alt="" width="352" height="176" /></p><p>The condition will evaluate a set of given variables and if the condition is evaluated as "true", the conclusion will then return a specified value. In the following example, an Opportunity with a probability of 90% or more will return the character string, "Hot Deal".</p><p><img src="http://support.sugarcrm.com/files/65906c5f-8ab0-eaf9-7efd-5503028e002f.png" alt="" width="353" height="109" /></p><p><strong>Note: </strong>Process business rule "Return Values" will always convert to text for evaluation within a process definition.</p><h3 id="Operators"><a name="Operators_..1352" data-mc-generated-bookmark="TOC"></a>Operators</h3><p>Conditions utilize comparison operators. Multiple conditions in a single row will be combined using AND logic, requiring all conditions in a row to be satisfied in order for the statement to be evaluated as true. The available operators are:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Operator</strong></td><td><strong>Definition</strong></td><td><strong>Available for Field Types</strong></td></tr><tr><td>==</td><td>is equal to</td><td>text, currency, integer, date, dropdown, multiselect</td></tr><tr><td>>=</td><td>is greater than or equal to</td><td>integer, currency, date</td></tr><tr><td><=</td><td>is less than or equal to</td><td>integer, currency, date</td></tr><tr><td>></td><td>is greater than</td><td>integer, currency, date</td></tr><tr><td><</td><td>is less than</td><td>integer, currency, date</td></tr><tr><td>!=</td><td>is not equal to</td><td>text, integer, currency, date, dropdown, multiselect</td></tr></tbody></table><p><strong>Note</strong>: If using a currency field in a business rule, values should have no currency symbol (such as $) and no thousands separator. Only the period (.) is allowed as a decimal separator.</p><h3 id="Rule_Sets"><a name="Rule_Sets" data-mc-generated-bookmark="TOC"></a>Rule Sets</h3><p>A single process business rule record could potentially define a set of several rules, or a rule set. In the following example of a set of rules for routing leads, each row of the Rules Builder table represents a separate rule that will be evaluated by the process. Each row is evaluated independently in descending order. When a rule in the rule set is evaluated as true, the evaluation process stops. Therefore, only the conclusions defined by the first (topmost) true condition will be returned.</p><p>The following example represents a rule set that evaluates the fields "Lead Score" and "Lead Source" to determine a return value and assigned user. The first row translates conversationally to: If the lead's score is greater than or equal to 50, and the lead's source is a Cold Call, then capture the office phone number and assign the lead to Chris Olliver.</p><p><img src="http://support.sugarcrm.com/files/a9623201-2e21-3584-629f-55030215dc5f.png" alt="" width="537" height="186" /></p><h3 id="The_Rules_Builder_User_Interface"><a name="The_Rules_Builder_User_Interface" data-mc-generated-bookmark="TOC"></a>The Rules Builder User Interface</h3><p><img src="http://support.sugarcrm.com/files/863785ce-87e0-5c62-e43e-550302f2ddeb.png" alt="" width="622" height="159" /></p><ul><li value="1">Click the plus (+) icon to the right of the Conditions header to add additional condition columns.</li><li value="2">Click the plus (+) icon to the right of the Conclusions header to add additional conclusion columns.</li><li value="3">Click the plus (+) icon to the far left of the column headers to add additional rows and create a rule set.</li><li value="4">Click the minus (-) icon next to a single row to remove that entire row.</li><li value="5">Click the small black square (◼) in the corner of a column header to remove that entire column.</li></ul><p><strong>Note</strong>: All conditions defined within the same row must be met in order to trigger the associated conclusion. In addition, when any one row has satisfied all of its conditions, its conclusion will be triggered and no subsequent rows will be evaluated.</p><ol start="1"><li value="1">For each column header under the Conditions section, select a field variable (e.g. Lead Source) by clicking on the empty cell.</li><li value="2">Select the operator needed to evaluate each variable. To change the operator, click on the cell to view and select the available operators in the list.</li><p><img src="http://support.sugarcrm.com/files/182c6ece-1ebb-ca04-084b-550302a3fc08.png" alt="" width="217" height="157" /></p><li value="3">To the right of the operators, select the field value for the condition that must be met. Click on the cell to select a field value or access the criteria builder where you can define constants, fields, etc.</li><p><img src="http://support.sugarcrm.com/files/8db48106-54fe-5430-e664-550302eb514a.png" alt="" width="367" height="180" /></p><li value="4">For the Return column, define the return value for when the process business rule's condition evaluates as true. A process definition will evaluate the returned values in Gateways and react accordingly. You can add additional columns (e.g. Assigned to) if you wish to specify other behaviors.</li></ol><p>For information about utilizing process business rules in process definitions, refer to the <a href="#Business_Rule" class="selected">Actions > Business Rule</a> section of the Process Definitions documentation.</p><h2 id="The_Process_Business_Rules_Module_Tab"><a name="The_Process_Business_Rules_Module_Tab" data-mc-generated-bookmark="TOC"></a>The Process Business Rules Module Tab</h2><p>The Process Business Rules module tab is located on the navigation bar at the top of the Vodafone CRM screen when the administrator is engaging with the Process Business Rules module. Click the tab to access the Process Business Rules list view. You may also click the triangle in the Process Business Rules tab to display the Actions, Recently Viewed, and Favorites menus. The Actions menu allows you to perform important actions within the module. The Recently Viewed menu displays the list of business rules you last viewed in the module. The Favorites menu displays the list of business rules you most recently marked as favorites in the module.</p><p><img src="Resources/Images/process-business-rules-module-tab.png" alt="" width="405" height="125" /></p><p>The Actions menu allows you to perform the following operations:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Menu Item</strong></td><td><strong>Description</strong></td></tr><tr><td>Create Process Business Rules</td><td>Opens the record view layout to create a new process rule</td></tr><tr><td>View Process Business Rules</td><td>Opens the list view layout to search and display process rules</td></tr></tbody></table><p>If you do not see the Process Business Rules module tab in Vodafone CRM, please check the following:</p><ul><li value="1">You must be an administrator user to access the Process Business Rules module or the Process Business Rules module tab.</li><li value="2">The Process Business Rules module may be marked as hidden in your user preferences which will prevent the module tab from being displayed. Navigate to your user profile (upper right of Vodafone CRM), click the Advanced tab, and check the Layout Options section. If you see the Process Business Rules module in the Hide Modules list, simply move it to the Display Modules list and save. For more information on hiding and displaying modules, please refer to the Layout Options section of the Getting Started documentation.</li></ul><h1 id="Process_Email_Templates"><a name="Process_Email_Templates" data-mc-generated-bookmark="TOC"></a>Process Email Templates</h1><h2 id="Overview"><a name="Overview_..1353" data-mc-generated-bookmark="TOC"></a>Overview</h2><p>The Process Email Templates module is one of four modules that make up the <a href="#Process_Author" class="selected">Process Author</a> business process management tool in Vodafone CRM . A Process email template is required in order to include a Send Message event in a <a href="#Process_Definitions" class="selected">process definition</a>. Vodafone CRM's core product includes several places where email templates can be created for different purposes, but Process Author requires all sent messages to be created via the Process Email Templates module.</p><p>Before continuing, please read the <a href="#Process_Author" class="selected">Process Author</a> overview page, which defines critical vocabulary and other elements that may be referenced in this article.</p><p>This documentation contains the following pages:</p><ul><li value="1"><a href="#Process_Author" class="selected">Process Author</a></li><li value="2"><a href="#Process_Definitions" class="selected">Process Definitions</a></li><li value="3"><a href="#Process_Business_Rules" class="selected">Process Business Rules</a></li><li value="4">Process Email Templates (current page)</li></ul><p>Additionally, the <a href="Sugar_Enterprise_Application_Guide.html#505_Processes">Processes</a> page of the Application Guide contains documentation for the user-facing elements of Process Author. </p><p>The following image illustrates the relationship between the four Process Author modules:</p><p><img src="http://support.sugarcrm.com/files/eeee68ca-d305-6eb3-6222-550302806231.png" alt="" width="356" height="267" /></p><h2 id="Creating_Process_Email_Template_Records"><a name="Creating_Process_Email_Template_Records" data-mc-generated-bookmark="TOC"></a>Creating Process Email Template Records</h2><p>You should typically create email templates before creating any process definitions that will use the templates. However, it is possible to save an incomplete process definition in order to navigate away and build an email template, then return later to complete the process definition.</p><p>Process email templates can be created from any of the following places in Vodafone CRM:</p><ul><li value="1">Process Email Templates dashlet:</li><p><img src="http://support.sugarcrm.com/files/c544e97c-dc4c-1d46-4c2b-5503025b6923.png" alt="" width="341" height="147" /></p><li value="2">Process Email Templates module tab menu:</li><p><img src="http://support.sugarcrm.com/files/87bcba0b-b637-7f55-45f0-55028ae55558.png" alt="" width="249" height="159" /></p><li value="3">Process Email Templates list view:</li><p><img src="Resources/Images/creating-process-email-template-records.png" alt="" width="381" height="145" /></p></ul><p>Upon clicking "Create Process Email Template" (or the Create button from list view), you will be directed to the record view. The record view is where you store information that will make it easy to find and understand the purpose of the email template in the future. After completing this form, you will then be directed to the <a href="#Designing_a_Process_Email_Template_from_Design_View" class="selected">design view</a> to create the actual content of the message.</p><p><img src="http://support.sugarcrm.com/files/d700de12-879c-e53a-0a1f-55028a8a56fe.png" alt="" width="594" height="221" /></p><ul><li value="1"><strong>Name</strong> : (required) Give the template a unique and descriptive name. Clear, descriptive, and unique record names will be important in order to search for and re-use templates across multiple Process Definitions.</li><li value="2"><strong>Target Module</strong> : (required) Select the module that will be the source of any field variables that may be displayed on the template.</li><li value="3"><strong>Description</strong> : Type an explanation of the process email template in this field.</li><li value="4"><strong>Save and Design </strong>: Saves the record and redirects to the template's design view.</li></ul><p>After configuring and saving the process email template it will automatically appear on the administrator's Process Email Templates dashlet and list view, but it will not be ready to use in a Process Definition until the design step has been completed. </p><p><img src="http://support.sugarcrm.com/files/10b625ea-00e1-16b6-670f-550302c4cf14.png" alt="" width="412" height="259" /></p><h2 id="Designing_a_Process_Email_Template_from_Design_View"><a name="Designing_a_Process_Email_Template_from_Design_View" data-mc-generated-bookmark="TOC"></a>Designing a Process Email Template from Design View</h2><p>After submitting the template's record view, you must create the custom layout and design of the message that will be sent by related process definitions. Click "Save & Design" in record view to automatically enter the Process Email Template's design view. The field values for Target Module, Name, and Description are automatically pre-populated on this screen based on the values entered on the record view.</p><p><img src="http://support.sugarcrm.com/files/dc80fc67-95a8-d271-b547-550302a4779f.png" alt="" width="393" height="187" /></p><p>Process Author's template design interface is an easy to use WYSIWYG editor. The two elements available in the design view that cannot be accessed from record view are the design toolbar and the message body.</p><p><img src="http://support.sugarcrm.com/files/84aeb319-0b63-ffba-78f3-5503028ee192.png" alt="" width="511" height="157" /></p><h3 id="The_Design_Toolbar"><a name="The_Design_Toolbar" data-mc-generated-bookmark="TOC"></a>The Design Toolbar</h3><p>The toolbar is powered by the TinyMCE rich-text editor framework and presents familiar formatting options:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Element</strong></td><td><strong>Button(s)</strong></td><td><strong>Function</strong></td></tr><tr><td>Edit HTML Source</td><td><img src="http://support.sugarcrm.com/files/1387db3b-c5db-6140-77de-550302c8966a.png" alt="" width="31" height="30" /></td><td>Bypass the rich-text editor options and insert your own HTML code, or view the HTML code of an existing template to make advanced changes.</td></tr><tr><td>Bold; Italic; Underline; Strikethrough</td><td><img src="http://support.sugarcrm.com/files/d71ceddc-9b30-e729-2e67-550302961938.png" alt="" width="129" height="30" /></td><td>Use these basic font formatting options to easily add common styles to text in the message body.</td></tr><tr><td>Insert/Remove Bulleted List; Insert/Remove Numbered List</td><td><img src="http://support.sugarcrm.com/files/a07d6c5d-49cf-d41e-f77b-55030249f274.png" alt="" width="60" height="30" /></td><td>Transform paragraphs in the message body into a formatted list.</td></tr><tr><td>Align Left; Align Center; Align Right; Align Full</td><td><img src="http://support.sugarcrm.com/files/44f38428-968a-3e14-76da-550302a5bbd4.png" alt="" width="115" height="30" /></td><td>Set paragraph alignment.</td></tr><tr><td>Text Color; Background Color</td><td><img src="http://support.sugarcrm.com/files/6a7f0cf4-1bf9-2d09-3a08-5503029fc46e.png" alt="" width="130" height="134" /></td><td>Choose a custom font color or highlight text with a background font color.</td></tr><tr><td>Font Size</td><td><img src="http://support.sugarcrm.com/files/ca7cea53-857c-2b5f-5f7a-550302af1ef8.png" alt="" width="157" height="181" /></td><td>Make text larger or smaller.</td></tr><tr><td>Field Selector</td><td><img src="http://support.sugarcrm.com/files/33c9998b-868c-714e-30c4-5503022571e7.png" alt="" width="33" height="31" /></td><td>Look up and insert Vodafone CRM module field variables. For more information, see the <a href="#Using_the_Field_Selector_Tool_to_Insert_Custom_Variables" class="selected">Field Selector</a> section below.</td></tr></tbody></table><h3 id="Using_the_Field_Selector_Tool_to_Insert_Custom_Variables"><a name="Using_the_Field_Selector_Tool_to_Insert_Custom_Variables" data-mc-generated-bookmark="TOC"></a>Using the Field Selector Tool to Insert Custom Variables</h3><p>Process Email Templates can be customized using data pulled directly from your Vodafone CRM database. For example, an email template triggered from the Cases module could contain critical case details such as the support agent's name or the phone number of the contact related to the case.</p><p><strong>Note:</strong> Related-module variables will only be available from modules that have a one-to-many relationship with the target module. For example, where the template's target module is Opportunities:</p><ul><li value="1"><strong>1:M >> Account:Opportunities</strong> : The Accounts module will be available as a related module in the Fields Selector.</li><li value="2"><strong>M:M >> Contacts:Opportunities</strong> : The Contacts module will not be available as a related module in the Fields Selector.</li><li value="3"><strong>M:1 >> Quotes:Opportunities</strong> : The Quotes module will not be available as a related module in the Fields Selector. </li></ul><p>A common use case for the Field Selector tool is using the recipient's name in the message body (e.g., "Dear {first_name} {last_name},"). To insert a custom name using the Field Selector tool, follow these steps:</p><ol><li value="1">From the Process Email Template's design view, place the cursor in the message body where the custom variable should appear. Click on the Field Selector icon in the design toolbar.</li><p><img src="http://support.sugarcrm.com/files/61a38718-d2f8-c327-fd5e-55030263aa44.png" alt="" width="640" height="154" /></p><li value="2">The Fields Selector drawer will open over the current screen. By default, the Field Selector will display all fields in the template's target module (in this example, Opportunities).</li><p><img src="http://support.sugarcrm.com/files/d9eb6eec-5632-bb04-ee2a-55030265ab67.png" alt="" width="526" height="316" /></p><li value="3">To find a variable from a related module, click the word "Module" to the left of the search bar and select the desired module. The list of field variables will update automatically. Select the checkbox adjacent to the field or fields that you would like to insert into the email template and then click "Done".</li><p><img src="http://support.sugarcrm.com/files/28774317-3d42-4829-9c31-55030227110c.png" alt="" width="560" height="218" /></p><li value="4">The template's design view will once again be visible and the selected variables will appear where your cursor was positioned before clicking on the Field Selector icon. </li><p><img src="http://support.sugarcrm.com/files/914a3c3a-7ee9-4f64-ef85-5503028db67a.png" alt="" width="647" height="71" /></p><li value="5">If necessary, use the text editor to move the variables or insert additional characters. In this example, we will move the first name variable {::lead_direct_reports::first_name::} into position before the last name variable, and insert a space character in between the two variables:</li><p><img src="http://support.sugarcrm.com/files/55f1acf0-75a6-d6f3-434f-550302df0abb.png" alt="" width="429" height="28" /></p><li value="6">After completing the content of the message, click "Save & Exit".</li><p><img src="http://support.sugarcrm.com/files/25b93e07-6d95-2d97-e821-550302d26cef.png" alt="" width="371" height="234" /></p></ol><p>For information about utilizing process email templates in process definitions, refer to the <a href="#Send_Message_Events" class="selected">Send Message Events</a> section of the Process Definitions documentation.</p><h2 id="Process_Email_Template_Module_Tab"><a name="Process_Email_Template_Module_Tab" data-mc-generated-bookmark="TOC"></a>Process Email Template Module Tab</h2><p>The Process Email Templates module tab is located on the navigation bar at the top of the Vodafone CRM screen when the administrator is engaging with the Process Email Templates module. Click the tab to access the Process Email Templates list view. You may also click the triangle in the Process Email Templates tab to display the Actions, Recently Viewed, and Favorites menus. The Actions menu allows you to perform important actions within the module. The Recently Viewed menu displays the list of templates you last viewed in the module. The Favorites menu displays the list of templates you most recently marked as favorites in the module.</p><p><img src="Resources/Images/process-email-template-module-tab.png" alt="" width="497" height="155" /></p><p>The Actions menu allows you to perform the following operations:</p><table cellspacing="0" cellpadding="4" border="1"><tbody><tr><td><strong>Menu Item</strong></td><td><strong>Description</strong></td></tr><tr><td>Create Process Email Template</td><td>Opens the record view layout to create a new email template</td></tr><tr><td>View Process Email Templates</td><td>Opens the list view layout to search and display email template</td></tr></tbody></table><p>If you do not see the Process Email Templates module tab in Vodafone CRM, please check the following:</p><ul><li value="1">You must be an administrator user to access the Process Email Templates module or the Process Email Templates module tab.</li><li value="2">The Process Email Templates module may be marked as hidden in your user preferences which will prevent the module tab from being displayed. Navigate to your user profile (upper right of Vodafone CRM), click the Advanced tab, and check the Layout Options section. If you see the Process Email Templates module in the Hide Modules list, simply move it to the Display Modules list and save. For more information on hiding and displaying modules, please refer to the Layout Options section of the Getting Started documentation.</li></ul><h1 id="Process_Definitions"><a name="Process_Definitions" data-mc-generated-bookmark="TOC"></a>Process Definitions</h1><h2 id="Overview"><a name="Overview_..1354" data-mc-generated-bookmark="TOC"></a>Overview</h2><p>The Process Definitions module is one of the four modules that make up the <a href="#Process_Author" class="selected">Process Author</a> business process management tool in Vodafone CRM. Process definitions are central to the Process Author suite. They define the steps in automated business processes and control the flow of work that is allocated during running processes in Vodafone CRM. Process definitions are created by a Vodafone CRM administrator and consist of a network of activities and their relationships, criteria to indicate the start and end of the process, and information about the individual activities (e.g., participants) contained within the business process.</p><p>Before continuing, please read the <a href="#Process_Author" class="selected">Process Author</a> overview page, which defines critical vocabulary and other elements that may be referenced on this page.</p><p>This documentation contains the following pages:</p><ul><li value="1"><a href="#Process_Author" class="selected">Process Author</a></li><li value="2">Process Definitions (current page)</li><li value="3"><a href="#Process_Business_Rules" class="selected">Process Business Rules</a></li><li value="4"><a href="#Process_Email_Templates" class="selected">Process Email Templates</a></li></ul><p>Additionally, the <a href="Sugar_Enterprise_Application_Guide.html#505_Processes">Processes</a> page of the Application Guide contains documentation for the user-facing elements of Process Author. </p><p>The following image illustrates the relationship between all of the Process Author modules:</p><p><img src="http://support.sugarcrm.com/files/eeee68ca-d305-6eb3-6222-550302806231.png" alt="" width="419" height="314" /></p><p>The process definition will be the parent record for countless running processes in Vodafone CRM. Every time a process definition's <a href="#Adding_a_Start_Event" class="selected"> Start event</a> is triggered, a single process will begin to run in Vodafone CRM. When a running process requires action from a user, that user will see the process in their <a href="#Processes_Dashlet" class="selected">Processes dashlet</a> and Processes module list view. Users will never see the parent process definition that controls the process, nor will they see any processes for which they are not required to act.</p><p>This is an example of a complete process definition created in the <a href="#Designing_a_Process_Definition_in_the_Visual_Designer" class="selected">Visual Designer</a>:</p><p><img src="http://support.sugarcrm.com/files/69ed1415-8b6a-a177-4e04-5503027db84b.png" alt="" width="584" height="156" /></p><p>In the example above, the Start event is triggered when a $10,000+ opportunity moves to stage "Quotation" from any other stage. Every time this condition is met, the process definition will generate a new process instance.</p><h2 id="Prerequisites"><a name="Prerequisites_..1355" data-mc-generated-bookmark="TOC"></a>Prerequisites</h2><p>If a process definition will utilize <a href="#Process_Business_Rules" class="selected">process business rules</a> or <a href="#Process_Email_Templates" class="selected">process email templates</a>, those records must be created before designing the process definition. For more information about creating records in these supporting Process Author modules, please refer to the corresponding section of the Process Author documentation.</p><h2 id="Creating_a_New_Process_Definition_Record"><a name="Creating_a_New_Process_Definition_Record" data-mc-generated-bookmark="TOC"></a>Creating a New Process Definition Record</h2><p><strong>Note: </strong>All process definitions are disabled by default so that they will not trigger during the design phase. Please refer to the <a href="#Enabling_Process_Definitions" class="selected">Enabling Process Definitions</a> section of this page for steps to enable a process definition.</p><p>Process Definitions can be created from any of the following places in Vodafone CRM:</p><ul><li value="1">Process Definitions dashlet:</li><p><img src="http://support.sugarcrm.com/files/2157a472-7e92-3af4-4d61-5503028ea05f.png" alt="" width="430" height="131" /></p><li value="2">Process Definitions module tab menu:</li><p><img src="http://support.sugarcrm.com/files/dda36e9b-19d8-0d7d-aaac-55030203996d.png" alt="" width="227" height="155" /></p><li value="3">Process Definitions list view:</li><p><img src="Resources/Images/creating-a-new-process-definition-record.png" alt="" width="429" height="182" /></p></ul><p>Upon clicking "Create Process Definitions" (or the Create button from list view), you will be directed to the process definition's record view. The record view is where you store information that will make it easy to find and understand the process definition in the future. After completing this form, you will then be directed to the <a href="#Designing_a_Process_Definition_in_the_Visual_Designer" class="selected">Visual Designer</a> canvas where the process definition's elements can be composed.</p><p><img src="http://support.sugarcrm.com/files/8fb08b7a-cac9-4030-f89c-5503023c877c.png" alt="" width="523" height="316" /></p><p>The record view's available fields are:</p><ul><li value="1"><strong>Name</strong> : (required) Give the process definition a unique and descriptive name. Easy-to-understand record names will be important in order to search for process definitions later.</li><li value="2"><strong>Target Module</strong> : (required) The target module is the module that will be used for the Start event in the process definition design. The module chosen here will also determine which related modules are available in the design view.</li><li value="3"><strong>Assigned to</strong> : This field is not associated with any work events in the process definition. The assigned user should be set to the logged-in administrator user who is creating the process definition.</li><li value="4"><strong>Description</strong> : Type an explanation of the process definition's behavior and purpose in this field. The contents of the Description field will be visible via the Processes and Process Definitions dashlets.</li><li value="5"><strong>Save & Design</strong> : Saves the record before proceeding to the Visual Designer canvas.</li></ul><p><strong>Note: </strong>New process definitions are set to "Disabled" by default. After the design has been fully configured in the Visual Designer, you must set the process definition to "Enabled" in order for it to run.</p><h2 id="Designing_a_Process_Definition_in_the_Visual_Designer"><a name="Designing_a_Process_Definition_in_the_Visual_Designer" data-mc-generated-bookmark="TOC"></a>Designing a Process Definition in the Visual Designer</h2><p>Creating a process definition for your business process is easy using Process Author's visual designer, where you can graphically assemble a series of flow elements using an intuitive drag-and-drop interface. In the visual designer, process definitions are auto-saved every 15 seconds, and the Undo button can revert changes as far as 25 levels back per session.</p><p>All process definitions are set to "Disabled" by default in order to prevent triggering of processes before the design is complete. This means that you must change the status to "Enabled" before it will work. Please see <a href="#Enabling_Process_Definitions" class="selected">Enabling Process Definitions</a> for more information.</p><p><strong>Note: </strong>The visual designer interface may not be compatible with some touch-screen mobile devices. Please build process definitions from a desktop or laptop computer to prevent any potential complications.</p><h3 id="Adding_a_Start_Event"><a name="Adding_a_Start_Event" data-mc-generated-bookmark="TOC"></a>Adding a Start Event</h3><p>A Start event indicates where a process will begin. It defines the action that will trigger a new process to run. The Start event will always be characterized by a module record in Vodafone CRM, but will vary by whether it applies to newly created records or updated records. It is possible for a single process definition to have multiple Start events, for example, one Start event triggered by updated records and a second Start event triggered by created records. All Start events in a process definition should eventually merge into a single flow.</p><p><strong>Note: </strong>The target module chosen in the process definition's record view is the module that is used for the Start event in the process definition design.</p><p>Start events are represented by the Vodafone CRM icon, the first icon on the design toolbar.</p><p><img src="http://support.sugarcrm.com/files/337869dd-d74b-4cce-7fd8-55771e3151b5.png" alt="start-toolbar" width="607" height="190" /></p><p>Follow these steps to add a Start event to the process definition:</p><ol><li value="1">Drag the Start event icon onto the Designer canvas.</li><p><img src="http://support.sugarcrm.com/files/9a0344b1-0450-eb28-fcd8-557720f120cc.png" alt="drag-new-start" width="266" height="206" /></p><li value="2">Double-click the Start event icon's label to re-name it.</li><p><img src="http://support.sugarcrm.com/files/1e5c3729-fda7-9719-250f-557724e494c5.png" alt="rename-start" width="270" height="78" /></p><p>Note: The Start event will have an error alert (!) icon warning you to add an outgoing sequence flow element. This is normal and will disappear after you create the next element and connect it to the Start event. Fo more information about element errors, refer to the <a href="#Resolving_Errors_in_the_Element_Errors_Panel" class="selected">Resolving Errors in the Element Errors Panel</a> section of this page.</p><p><img src="http://support.sugarcrm.com/files/4bf003f5-1916-9a18-3f1e-55030219ab13.png" alt="" width="531" height="167" /></p><li value="3">To configure the Start event, right click on the Start event icon and choose "Settings".</li><p><img src="http://support.sugarcrm.com/files/8b4d90ea-4c1f-380c-ec99-557724ad22ff.png" alt="start-settings" width="222" height="136" /></p><li value="4">Select an "Applies to" preference. Click on the down arrow to select how the process definition will be triggered to start. There are three options:</li><p><img src="http://support.sugarcrm.com/files/73079170-692f-d395-64c6-5542383f1c2b.png" alt="new-or-updated" width="350" height="78" /></p><ul><li value="1"><strong>New Records Only </strong>: A new process will begin if a record is created and the specified conditions are met on the first save.</li><li value="2"><strong>Updated Records Only (First Update) </strong>: A new process will begin the first time the specified conditions are met on an existing record, even if the record has been updated several times before it qualifies. Once a record meets the conditions to trigger a First Update process, it cannot trigger that process definition again. </li><li value="3"><strong>Updated Records Only (All Updates) </strong>: A new process will begin every time an existing record is saved and the specified conditions are met, as long as the process is not already running against the record. A given process definition can only run one process instance against a particular record at a time. However, it is important to note that two or more different process definitions may simultaneously run against the same record.</li></ul><li value="5">Click inside the Criteria field to expose the criteria builder and set the conditions for the Start event. Please refer to the <a href="#Creating_Conditions_for_Events_and_Actions" class="selected">Creating Conditions for Events and Actions</a> section of this page to configure the conditions for the Start event.</li></ol><p><strong>Note: </strong>To apply a process to both new records and updated records, create two separate Start events where one applies to new records and one applies to all updates. Join these two start events to the next element in the process definition with separate connectors.</p><h3 id="Adding_Intermediate_Events"><a name="Adding_Intermediate_Events" data-mc-generated-bookmark="TOC"></a>Adding Intermediate Events</h3><p>As the name suggests, intermediate events occur after a process starts but before the process is complete. Intermediate events that are placed within the overall process flow represent things that happen during the normal operation of the process such as sending messages, receiving messages, or mandatory waiting periods.</p><p>Intermediate events are represented by the second group of icons on the design toolbar. There are three icons that each enable a configurable event.</p><p><img src="http://support.sugarcrm.com/files/266f5a35-706a-fdee-1a62-5579a0f30714.png" alt="toolbar-new-intermediate" width="600" height="179" /></p><p>The types of intermediate events are:</p><ul><li value="1"><a href="#Wait_Events" class="selected">Wait Events</a></li><li value="2"><a href="#Receive_Message_Events" class="selected">Receive Message Events</a></li><li value="3"><a href="#Send_Message_Events" class="selected">Send Message Events</a></li></ul><h4 id="Wait_Events"><a name="Wait_Events" data-mc-generated-bookmark="TOC"></a>Wait Events</h4><p>This element will stop the execution of a process by the time interval set in the configuration. Wait events support specified times as well as a calculated delta between two times or events.</p><p><strong>Note: </strong>If a Wait event is not properly configured, the flow will be halted indefinitely, thereby stopping the flow of the process.</p><p>To add a Wait event to the flow, drag and drop the clock icon onto the canvas:</p><p><img src="http://support.sugarcrm.com/files/b408afd7-b516-7314-0823-5503022a12de.png" alt="" width="204" height="189" /></p><p>To configure this event, right click on the icon and choose "Settings". A new window will display:</p><p><img src="http://support.sugarcrm.com/files/e20442d4-4298-ce59-8c7e-550302b60a1f.png" width="365" height="298" alt="e20442d4-4298-ce59-8c7e-550302b60a1f.png" /></p><p>The configuration window has two main options: Duration and Fixed Date. Choose one of these options to enable its configuration fields.</p><p><strong>Duration</strong> (radio button) : Choose this option to define the duration of the Wait event.</p><p><img src="http://support.sugarcrm.com/files/162b7b2d-4ec9-482f-52bb-550302f4b9f2.png" width="260" height="106" alt="162b7b2d-4ec9-482f-52bb-550302f4b9f2.png" /></p><ul><li value="1"><strong>Duration</strong> (text field) : Required field when "Duration" is selected above. Enter an integer to use in conjunction with the Unit field.</li><li value="2"><strong>Unit</strong> : The duration will be defined in days, hours or minutes.</li><li value="3"><strong>Fixed Dates </strong>(radio button) : Choose this option if the Wait event will be based on one or more of the record's date fields or a calculated formula. Formulas may be constructed using a combination of operators, Vodafone CRM variables, and constants.</li><p><img src="http://support.sugarcrm.com/files/4ddff4b7-a02e-dc81-f144-550302ec8cff.png" width="325" height="194" alt="4ddff4b7-a02e-dc81-f144-550302ec8cff.png" /></p><li value="4"><strong>Criteria</strong> : Click inside this field to reveal the criteria builder. Please refer to the <a href="#Creating_Conditions_for_Events_and_Actions" class="selected">Creating Conditions for Events and Actions</a> section of this page for instructions on using the criteria builder.</li></ul><p>A Wait event's clock begins when the Wait event is triggered. For example, the following process definition contains three Wait events. Each one will pause and evaluate a running process at 5-minute intervals, for an aggregate 15 minutes of wait time across the process definition. </p><p><img src="http://support.sugarcrm.com/files/c88d093f-dc08-b043-70b0-559c53bbc41e.png" alt="waitevent2" width="700" /></p><p>While the Wait events enforce an evaluation at 5, 10, and 15 minutes into the process, the settings for each element need only account for the 5-minute span between timed events, and not its relative distance from the start of the process. Therefore, the Duration setting for each Wait event in this example should be set to 5 minutes.</p> <p><img src="http://support.sugarcrm.com/files/27ff0560-163a-ad35-dbf8-559f025831df.png" alt="5-min" width="405" /></p><h4 id="Receive_Message_Events"><a name="Receive_Message_Events" data-mc-generated-bookmark="TOC"></a>Receive Message Events</h4><p>This event will stop the flow of a process definition until the established criteria in the configuration is accomplished. In essence, it is a Wait event that pauses until a condition is met instead of for a specified duration.</p><p><strong>Note:</strong> If this event is not properly configured, it will stop the flow of the process.</p><p>To add a Receive Message event to the flow, drag and drop the Receive Message icon onto the canvas:</p><p><img src="http://support.sugarcrm.com/files/7c98085e-2251-e427-7c13-5503024a63fd.png" alt="" width="200" height="183" /></p><p>To configure this event, right click on the icon and choose "Settings". A criteria builder window will display:</p><p><img src="http://support.sugarcrm.com/files/b3b9f5ff-6f55-b9fc-c274-5503026b80ac.png" alt="" width="299" height="159" /></p><p>Click inside the Criteria field to reveal the criteria builder. Please refer to the <a href="#Creating_Conditions_for_Events_and_Actions" class="selected">Creating Conditions for Events and Actions</a> section of this page for further instructions.</p><h4 id="Send_Message_Events"><a name="Send_Message_Events" data-mc-generated-bookmark="TOC"></a>Send Message Events</h4><p>This event is the only one that can send email messages. These messages must be created in the <a href="#Process_Email_Templates" class="selected">Process Email Templates</a> module. Conveniently, email recipients can be configured using variables and wildcards.</p><p><strong>Note:</strong> If this event is not properly configured, it does not send any mail and the flow will ignore the event and continue running.</p><p>To add a Send Message event to the flow, drag and drop the envelope icon onto the canvas:</p><p><img src="http://support.sugarcrm.com/files/e26da9ec-47eb-d12d-0ef6-5503028de420.png" alt="" width="201" height="175" /></p><p>Right click on the canvas icon and select the option "Settings" to configure the event:</p><p><img src="http://support.sugarcrm.com/files/5cece82e-c201-7aa0-f87e-550302e4f805.png" alt="" width="252" height="230" /></p><ul><li value="1"><strong>Module</strong> : (required) Choose the module that was set as the Target Module for the template record.</li><li value="2"><strong>Email Template </strong>: (required) Choose an email template from the dropdown list. This list will only display templates that use the target module specified in the previous field.</li><li value="3"><strong>To, Cc, Bcc</strong> : (The To: field is required) Specify the message recipients. Click inside the text area to reveal optional recipient types, or simply type an email address into the window.</li><p><img src="http://support.sugarcrm.com/files/c3a3fc17-df12-ead8-7241-556e225ea19f.png" alt="recip-types-sm" width="350" height="206" /></p><ul><li value="1"><strong>User</strong> : Click on the User menu item to send a message to the user or manager of the user who created, modified, or is assigned to the specified module record. To add a user associated with a related module, choose a related module from the Module dropdown. All 1:1 and M:1 related modules are available.</li><p><img src="http://support.sugarcrm.com/files/76fef3c5-d330-5d60-e330-556e25b5d236.png" alt="to-user" width="295" height="129" /></p><li value="2"><strong>Recipient</strong> : Click on the Recipient menu item to send a message to an email address stored in the Vodafone CRM database within the target or a related module. You must specify which module field contains the email address. To add a recipient associated with a related module, choose a related module from the Module dropdown. All 1:1 and M:1 related modules are available.</li><p><img src="http://support.sugarcrm.com/files/239ff9a1-266d-ccc0-c0d0-556e25a325d1.png" alt="to-recipient" width="293" height="144" /></p><li value="3"><strong>Teams</strong> : Click on the Teams menu item to send a message to all of the users on a specified Vodafone CRM team. Inactive and private teams are hidden from this list.</li><p><img src="http://support.sugarcrm.com/files/c499510e-19f2-25cc-b787-556e25c499e5.png" alt="to-team" width="295" height="96" /></p><li value="4"><strong>Role</strong> : Click on the Role menu item to send a message to all of the users associated with a specified Vodafone CRM role.</li><p><img src="http://support.sugarcrm.com/files/470f70a0-a5be-931f-c8ab-556e25096197.png" alt="to-role" width="297" height="135" /></p><li value="5"><strong>Specific Email Addresses</strong> : To insert one or more specific email addresses (e.g., <span>[email protected]</span>), type directly into the To, CC, or BCC field, pressing the Enter key after each address.</li></ul></ul><h3 id="Adding_Form_Activities"><a name="Adding_Form_Activities" data-mc-generated-bookmark="TOC"></a>Adding Form Activities</h3><p>The only unit of work that requires user interaction (opposed to automation) is an Activity. It is a moment within a flow where a user must decide if a circumstance is approved or rejected, or review a record that has been routed to them. Activities are represented by the solid square icon on the design toolbar:</p><p><img src="http://support.sugarcrm.com/files/7ad5444a-5e06-c84a-0f30-55774c2342d7.png" alt="toolbar-new-activity" width="621" height="178" /></p><p>Activities pause a process until a user makes a decision to either approve or reject the record, or indicates that they have reviewed a record that has been routed to them. When a process reaches this point in the flow, the appropriate user will see a line item in their Processes dashlet or Processes module list view. An Activity form element is configured in two steps. First, configure the <a href="#Forms_Setting" class="selected">Forms</a> setting and then configure the <a href="#Users_Setting" class="selected">Users</a> setting.</p><p>To add a form Activity to the process definition's flow, drag and drop the Activity icon onto the canvas:</p><p><img src="http://support.sugarcrm.com/files/ec4ef90c-221e-932d-3b20-550302a80af1.png" alt="" width="117" height="147" /></p><h4 id="Forms_Setting"><a name="Forms_Setting" data-mc-generated-bookmark="TOC"></a>Forms Setting</h4><p>The "Forms..." setting controls what type of form the process user will see when they are asked to execute this activity. The process user must be separately configured in the "<a href="#Users_Setting" class="selected">Users...</a>" setting. There are two types of Activity form:</p><ul><li value="1"><strong>Approve/Reject</strong> : This type of form will present itself as an Approve button and a Reject button on the record view of the record that triggered the process. A Gateway element must be placed after the Approve/Reject activity in order to specify a flow for approval as well as a flow for rejection.</li><li value="2"><strong>Route</strong> : This type of form should be used to ensure that a record within a process has been viewed or edited by the user configured in the Activity's "<a href="#Users_Setting" class="selected">Users...</a>" setting. The form will present itself as a Route button on the record view of the record that triggered the process. The process user has the option to edit the record before clicking the Route button. The administrator may choose to ensure only relevant fields are edited by leveraging the <a href="#Read-Only_Fields_Tab" class="selected">Read Only Fields</a> and <a href="#Required_Fields_Tab" class="selected">Required Fields</a> options for this activity. </li></ul><p><strong>Note: </strong>If an activity is not properly configured, it will default to an Approve/Reject form.</p><p>To configure the Forms setting for an activity, right click on the icon and select "Forms...".</p><p><img src="http://support.sugarcrm.com/files/e84e8d8a-09dc-b45d-2006-550302792b33.png" alt="" width="191" height="137" /></p><p>A configuration window will open. The configuration window has four tabbed sections.</p><ul><li value="1"><a href="#General_Tab" class="selected">General Tab</a></li><li value="2"><a href="#Read-Only_Fields_Tab" class="selected">Read-Only Fields Tab</a></li><li value="3"><a href="#Required_Fields_Tab" class="selected">Required Fields Tab</a></li><li value="4"><a href="#Expected_Time_Tab" class="selected">Expected Time Tab</a></li></ul><p>These are explained in detail in the following sections.</p><h5 id="General_Tab"><a name="General_Tab" data-mc-generated-bookmark="TOC"></a>General Tab</h5><p>View the General tab (enabled by default) to choose a form type for the activity.</p><p><img src="http://support.sugarcrm.com/files/47d7abc9-8cbd-183d-c7a1-5542bda319f8.png" alt="routing-options-med" width="359" height="232" /></p><ul><li value="1"><strong>Form Buttons </strong>: Select the type of form to display.</li><ul><li value="1"><strong>Route</strong> : The user will be prompted to acknowledge that they have reviewed and optionally edited/commented on the record.</li><li value="2"><strong>Approve/Reject</strong> (default) : The user will be prompted to approve or reject a circumstance. Approve/Reject form activities should always be followed by a <a href="#Adding_Gateway_Elements" class="selected">Gateway element</a> with <a href="#Form_Response_Evaluations" class="selected">Form Response Evaluation</a> criteria to define the next step of the process in the case of approval or rejection. </li><p><img src="http://support.sugarcrm.com/files/27670f18-6c4a-a3f0-2655-554b76b750af.png" alt="form-gateway" width="331" height="123" /></p></ul><li value="2"><strong>Other Routing Options</strong>: During a form activity's execution, the process user may be given the option to reassign the record associated with the process. It may be appropriate to create specialized teams for users who will be engaged in particular parts of a process. For more information about managing teams and users, see the <a href="#Team_Management" class="selected">Team Management</a><a href="#User_Management" class="selected"></a> sections of the Administration Guide.</li><ul><li value="1"><strong>Change Assigned To User </strong>: Enabling this option will add the "Change Assigned To User" option to the actions menu of the process execution screen, as seen here:</li><p><img src="http://support.sugarcrm.com/files/24d0fe44-8f72-2db5-4758-5515ef6838ac.png" alt="" width="174" height="160" /></p><li value="2">When the process activity is executed, the process user must select this option if they want to change the Vodafone CRM record's Assigned To user. The process user can only assign a user from the team configured by admin in the team field under "Other Routing Options". </li><p><img src="http://support.sugarcrm.com/files/a6d489c6-f3b3-5389-e063-5542c213ab09.png" alt="change-assign-user" width="279" height="74" /></p><li value="3"><strong>Select New Process User </strong>: Enabling this option will add the "Select New Process User" option to the actions menu of the process execution screen, allowing the designated process user to delegate the form activity to someone else. The process user can only select a new user from the team configured by admin in the Team field under "Other Routing Options". </li><p><img src="http://support.sugarcrm.com/files/af9f9844-485d-6df3-91ee-5542bf744872.png" alt="new-proc-user-sm" width="173" height="181" /></p><li value="4">The current process user may select a new process user from the team configured by admin in the "Other Routing Options" Team field.</li><p><img src="http://support.sugarcrm.com/files/c45bc393-1cd9-9173-04f5-5542c2ecd423.png" alt="change-proc-user" width="286" height="64" /></p></ul></ul><h5 id="Read-Only_Fields_Tab"><a name="Read-Only_Fields_Tab" data-mc-generated-bookmark="TOC"></a>Read-Only Fields Tab</h5><p>Here, the administrator can restrict the process user from editing some or all fields on the Vodafone CRM record for which the process applies. Place a checkmark next to the fields that should not be edited during the form processing step.</p><p><img src="http://support.sugarcrm.com/files/47268a45-2423-81ed-0d96-5503025e8696.png" alt="" width="311" height="201" /></p><h5 id="Required_Fields_Tab"><a name="Required_Fields_Tab" data-mc-generated-bookmark="TOC"></a>Required Fields Tab</h5><p>In this tab, the administrator can require the process user to complete some or all fields on the Vodafone CRM record for which the process applies. Place a checkmark next to the fields that must be populated during the form processing step.</p><p><img src="http://support.sugarcrm.com/files/cc7a9fd4-6b80-1756-38da-550302ed5661.png" alt="" width="321" height="207" /></p><h5 id="Expected_Time_Tab"><a name="Expected_Time_Tab" data-mc-generated-bookmark="TOC"></a>Expected Time Tab</h5><p>Complete the fields in the Expected Time tab to set a timeout interval for the process user to execute this activity. When the time specified in the Duration field has expired, the activity will be considered overdue. If an Activity is overdue, the Due Date property will be shown in red on the process execution screen and the process will appear in the "Overdue" tab of the My Processes dashlet.</p><p><img src="http://support.sugarcrm.com/files/97b73b25-868d-e15c-bb61-550302b6e3e0.png" alt="" width="328" height="213" /></p><h4 id="Users_Setting"><a name="Users_Setting" data-mc-generated-bookmark="TOC"></a>Users Setting</h4><p>The "Users..." setting controls which user will be responsible for executing the process activity form. When a process reaches the activity in a flow, the process user will see a line item in their Processes dashlet or Processes module list view. The form type and other options must be separately configured in the "<a href="#Forms_Setting" class="selected">Forms...</a>" setting. </p><p><strong>Note: </strong>The Assignment Method chosen here refers only to the user that will execute the process, or "Process User". References to the Vodafone CRM record's assigned user are labeled "Assigned To User".</p><p>To configure the Users setting for an activity, right click on the icon and select "Users...".</p><p><img src="http://support.sugarcrm.com/files/b492416d-78fe-50e5-c16e-550302186501.png" alt="" width="195" height="139" /></p><p>A configuration window will open. Choose one of the following process user assignment methods from the dropdown list:</p><ul><li value="1"><a href="#Static_Assignment" class="selected">Static Assignment</a></li><li value="2"><a href="#Round_Robin" class="selected">Round Robin</a> (default)</li><li value="3"><a href="#Self_Service" class="selected">Self Service</a></li></ul><p>These three options are explained in detail in the following sections.</p><p><strong>Note: </strong>If this activity type is not properly configured, it will default to the Round Robin process-assignment method for the Global team.</p><p><img src="http://support.sugarcrm.com/files/8579dd42-7fbe-7777-17fe-557915392a49.png" alt="assign-method2" width="352" height="122" /></p><h5 id="Static_Assignment"><a name="Static_Assignment" data-mc-generated-bookmark="TOC"></a>Static Assignment</h5><p>Choose "Static Assignment" to assign process Activities to a specific process user. You can also select one of the following variable user types:</p><ul><li value="1"><strong>Current User</strong> : The Current User refers to the last process user who has been defined in the process definition. If no process user has been previously defined, the Current User will be the user who is in the Assigned To field of the targeted Vodafone CRM record.</li><li value="2"><strong>Record Owner</strong> : The Record Owner is the user who is in the Assigned To field of the targeted Vodafone CRM record.</li><li value="3"><strong>Supervisor</strong> : When selected, the supervisor of the user who is in the Assigned To field of the targeted Vodafone CRM record will be prompted to execute this process activity. This relationship must be configured in the "Reports to" field of the Users module. </li></ul><p>Static Assignment will disable the Team configuration option in this window and require only the Select Process User field to complete the configuration.</p><p><img src="http://support.sugarcrm.com/files/5f65f6b3-81fa-81d5-6695-557917d0228e.png" alt="static-new" width="354" height="240" /></p><h5 id="Round-Robin"><a name="Round-Robin" data-mc-generated-bookmark="TOC"></a>Round-Robin</h5><p>Choose the Round Robin assignment method to equally distribute process activities to the <a href="#Team_Membership_Types" class="selected">explicit members of a team</a> in a take-your-turn fashion. For example, if Jim and Sally belong to team "East," a Round Robin distribution for team East will assign the activity to Jim the first time it runs, to Sally the second time it runs, and then to Jim again on the third execution (and so on). The processing order of Round Robin activities is based on the Created By date of the user record in the Users module. </p><p>Round Robin will disable the Select Process User option in this window and require only the "Select Process User From Team" field to complete the configuration.</p><p><img src="http://support.sugarcrm.com/files/56c60721-894d-d06d-bcfb-557917136a0d.png" alt="robin-new" width="387" height="263" /></p><h5 id="Self_Service"><a name="Self_Service" data-mc-generated-bookmark="TOC"></a>Self Service</h5><p>Choose the Self Service assignment method to allow any user of a specified team to claim the activity in a process. By enabling users to claim process activities as they have time for them, Self Service assignment reduces congestion in the workflow. Self Service activities that are ready to be claimed will appear in the Self Service Processes tab of the Processes dashlet.</p><p>Self Service will disable the Select Process User option in this window and require only the "Select Process User From Team" field to complete the configuration.</p><p><img src="http://support.sugarcrm.com/files/40635b95-45bf-0cd8-d6ac-5579170d0b96.png" alt="selfserve-new" width="384" height="263" /></p><h3 id="Adding_Actions"><a name="Adding_Actions" data-mc-generated-bookmark="TOC"></a>Adding Actions</h3><p>Actions are automated elements used to execute a business rule, create or update a Vodafone CRM record, or designate a process user. Actions are completed by the Process Author engine and do not require any human interaction to execute. There are five types of actions available in the Visual Designer and they are all represented by a single icon on the design toolbar:</p><p><img src="http://support.sugarcrm.com/files/2072cda6-ec93-48ec-d3ae-55791df13311.png" alt="toolbar-new-actions" width="600" height="158" /></p><p>The action must be configured after adding it to the designer canvas. The five available action types are:</p><ul><li value="1"><a href="#Business_Rule" class="selected">Business Rule</a></li><li value="2"><a href="#Assign_User" class="selected">Assign User</a></li><li value="3"><a href="#Round_Robin" class="selected">Round Robin</a></li><li value="4"><a href="#Change_Field" class="selected">Change Field</a></li><li value="5"><a href="#Add_Related_Record" class="selected">Add Related Record</a></li></ul><p>To add any of these actions to a process definition, drag and drop the Action icon from the design toolbar onto the Visual Designer canvas:</p><p><img src="http://support.sugarcrm.com/files/99bf176a-101c-3adb-2433-550302b23771.png" alt="" width="105" height="140" /></p><p><strong>Note</strong>: The Action will have an error alert (!) icon warning you to add an outgoing sequence flow element. This is normal and will disappear after you create the next element and connect it to the action. Fo more information about element errors, refer to the <a href="#Resolving_Errors_in_the_Element_Errors_Panel" class="selected">Resolving Errors in the Element Errors Panel</a> section of this page.</p><p>The Action will display a question mark image until it has been configured. Right click on the Action icon to configure the action type. By default, an Action element is configured as type "Unassigned". This is simply to prevent a non-configured Action from affecting the Process flow. You must choose one of the Action Types and then configure the appropriate settings.</p><p><img src="http://support.sugarcrm.com/files/cfdbfd75-a400-7afe-f7be-550302581d30.png" alt="" width="355" height="222" /></p><ul><li value="1"><strong>Settings</strong> : This option will be grayed out until an action type is selected.</li><li value="2"><strong>Action Type</strong> : Choose the type of action this element will execute. These options are explained in detail in the remaining <a href="#Adding_Actions" class="selected">Adding Actions</a> sections of this page.</li><li value="3"><strong>Delete</strong> : Remove the element from the canvas.</li></ul><h4 id="Business_Rule"><a name="Business_Rule" data-mc-generated-bookmark="TOC"></a>Business Rule</h4><p>This Action type allows the administrator to select a <a href="#Process_Business_Rules" class="selected">process business rule</a> in order to return a corresponding value. Business Rule actions must be followed by a Gateway element to analyze the rule's return value. Follow these steps to add a process business rule to the process definition:</p><p><strong>Note: </strong>The process business rule must already be configured and saved in the <a href="#Process_Business_Rules" class="selected">Process Business Rules</a> module in order for it to be available in the Action's settings, and must utilize the same target module as the process definition.</p><ol><li value="1">Right click on the Action icon and then select Action Type > "Business Rule":</li><p><img src="http://support.sugarcrm.com/files/d64d31bb-a4e9-016d-170c-5503020a0105.png" alt="" width="358" height="224" /></p><li value="2">The Action's icon will change to:</li><p><img src="http://support.sugarcrm.com/files/6edea472-3f7d-f90d-698f-550302d7d59c.png" alt="" width="48" height="48" /></p><li value="3">Right-click on the icon again and choose "Settings":</li><p><img src="http://support.sugarcrm.com/files/9e76e9a5-3e95-ae9f-7109-550302fd7acd.png" alt="" width="175" height="122" /></p><li value="4">Select the appropriate process business rule and then click the Save button. Please note that the Rule dropdown list will only display rules that were configured for the same target module as the process definition's target module.</li><p><img src="http://support.sugarcrm.com/files/ede80a79-ff44-7fcd-f6c8-550302822fe6.png" alt="" width="374" height="104" /></p><li value="5">Now place a gateway element to the right of the business rule icon. Connect the business rule action to the gateway using a <a href="#Lines_and_Arrows)" class="selected">sequence connector</a>. </li><p><strong>Note</strong>: The gateway element is required in conjunction with a business rule action.</p><li value="6">Determine the number of possible outcomes for the business rule. Drag the corresponding elements for each icon (any combination of events, actions, or activities) to the design canvas, just to the right of the gateway. Connect the gateway to these elements using <a href="#Lines_and_Arrows)" class="selected">sequence connectors</a>.</li><li value="7">Finally, configure the gateway criteria before moving on. The gateway will evaluate all possible outcomes of the business rule and direct the flow of the process to the next element as appropriate. Please refer to the <a href="#Adding_Gateway_Elements" class="selected">Adding Gateway Elements</a> section of this page for more information.</li></ol><h4 id="Assign_User"><a name="Assign_User" data-mc-generated-bookmark="TOC"></a>Assign User</h4><p>This Action type allows the administrator to specify a new process user, or the user who will be responsible for the remaining part of the process. Assign User actions should be followed by an <a href="#Adding_Form_Activities" class="selected">Activity</a> for the process user to complete. When a process reaches this point in a flow, the process user will see a line item in their Processes dashlet or Processes module list view.</p><p>Follow these steps to add an Assign User action to the process definition:</p><p><strong>Note:</strong> If an Assign User action is not properly configured, it will stop the flow of the process.</p><ol><li value="1">Right click on the Action icon and then select Action Type > "Assign User":</li><p><img src="http://support.sugarcrm.com/files/5f2c9583-d3ac-62c3-ffbc-5503027cb207.png" alt="" width="259" height="150" /></p><li value="2">The Action's icon will change to:</li><p><img src="http://support.sugarcrm.com/files/36c732db-6b09-ce3e-9d70-550302dda8d2.png" alt="" width="42" height="42" /></p><li value="3">Right-click on the icon and choose "Settings":</li><p><img src="http://support.sugarcrm.com/files/c734fac8-8ef6-b7f7-04bc-55030273bbcd.png" alt="" width="198" height="129" /></p><li value="4">The Settings dialog window has two options:</li><p><img src="http://support.sugarcrm.com/files/78710103-fc41-6198-0d52-5579a74f971a.png" alt="assign-action-new" width="454" height="130" /></p></ol><ul><li value="1"><strong>Select Process User </strong>: Select the name of the user that will be responsible for the remaining process steps, until the process ends or a new process user is designated. The Dropdown list will only display users that have an Active status in the Users module.</li><li value="2"><strong>Update "Assigned To" on record</strong> : Enable this option if the Vodafone CRM record's Assigned To field should also be updated according to the process user chosen in the previous field. The Process Author engine will make this update automatically.</li></ul><p>Click "Save" to preserve these settings and return to the visual designer canvas.</p><h4 id="Round_Robin"><a name="Round_Robin" data-mc-generated-bookmark="TOC"></a>Round Robin</h4><p>This Action type will assign the overall process flow to the members of a team in a take-your-turn fashion. Round Robin actions should be followed by an <a href="#Adding_Form_Activities" class="selected">Activity</a> for the process user to complete. For example, if Jim and Sally belong to team "East", a Round Robin distribution for team East will assign the upcoming activity to Jim the first time it runs, to Sally the second time it runs, and then to Jim again on the third execution (and so on).</p><p><strong>Note: </strong>The processing order of Round Robin activities is based on the Created By date of the user record in the Users module.</p><p>Follow these steps to add a Round Robin action to the process definition:</p><ol><li value="1">Right click on the Action icon and then select Action Type > "Round Robin":</li><p><img src="http://support.sugarcrm.com/files/9784daa4-9e7d-4c83-f414-550302a27267.png" alt="" width="278" height="162" /></p><li value="2">The Action's icon will change to:</li><p><img src="http://support.sugarcrm.com/files/fce009f7-79dd-3b54-4fdb-5503020b7cac.png" alt="" width="52" height="52" /></p><li value="3">Right-click on the icon and choose "Settings":</li><p><img src="http://support.sugarcrm.com/files/6d003fc1-333d-21be-e6c5-5503026ca600.png" alt="" width="186" height="119" /></p><li value="4">The Settings dialog window has two options:</li><p><img src="http://support.sugarcrm.com/files/18006882-9d64-6ba9-f867-5542b3594dc2.png" alt="round-robin-update" width="386" height="112" /></p><ul><li value="1"><strong>Select Process User from Team </strong>: Select the name of the team from which a member will be chosen to be responsible for the remaining process steps.</li><li value="2"><strong>Update "Assigned To" on Record</strong> : Enable this option if the Vodafone CRM record's Assigned To field should also be updated according to the team member chosen in the previous field.</li></ul><li value="5">Click "Save" to preserve these settings and return to the visual designer canvas.</li></ol><h4 id="Change_Field"><a name="Change_Field" data-mc-generated-bookmark="TOC"></a>Change Field</h4><p>This Action type will change the value of one or more fields on the target Vodafone CRM record or on a record related to the target Vodafone CRM record with a one-to-many or many-to-many relationship. Follow these steps to add a Change Field action to the process definition:</p><p><strong>Note:</strong> If a Change Field action is not properly configured, the flow will ignore the action and continue running without changing any fields.</p><ol><li value="1">Right click on the Action icon and then select Action Type > "Change Field":</li><p><img src="http://support.sugarcrm.com/files/2a129c16-6d6a-6b9f-b894-55030209251c.png" alt="" width="260" height="152" /></p><li value="2">The Action's icon will change to:</li><p><img src="http://support.sugarcrm.com/files/ba311398-59ee-78df-63c7-55030217c204.png" alt="" width="53" height="52" /></p><li value="3">Right-click on the icon again and choose "Settings":</li><p><img src="http://support.sugarcrm.com/files/9d10a100-1436-ec85-8376-550302b51b2a.png" alt="" width="184" height="128" /></p><li value="4">The Change Fields window will appear. The Module field will be pre-populated according to the target module specified in the process definition's record view, and that module's available fields will be listed below. </li><p><img src="http://support.sugarcrm.com/files/5744c726-0d9a-3939-43d0-5503020902c8.png" alt="" width="347" height="204" /></p><li value="5">Optionally, click on the Module field to edit a record in a module related to the target module. Only modules with a one-to-many or many-to-many relationship to the target module will be available.</li><p><img src="http://support.sugarcrm.com/files/ed688d15-6c0c-cbb3-779d-5579ac803aa6.png" alt="related-mod2" width="431" height="124" /></p><li value="6">To have the process definition update a particular field, you must first enable that field for editing by clicking inside the field's adjacent checkbox.</li><p><img src="http://support.sugarcrm.com/files/872cd493-8535-580a-5b66-55030295114d.png" alt="" width="289" height="110" /></p><p>Note: Each field will be locked from editing until its corresponding checkbox is selected.</p><li value="7">Enter or select the desired field value. Fields that display a settings </li><p><img src="http://support.sugarcrm.com/files/8630b597-1778-59d4-9036-5503026ef621.png" alt="" width="14" height="14" /></p><p> icon support advanced configurations:</p><ul><li value="1"><strong>Text Fields </strong>: To specify the value of a text field, use any combination of Vodafone CRM field variables and text strings. For example, to append the Opportunity's Likely Amount to an existing Opportunity name, follow these steps:</li><ul><li value="1">Enable the checkmark next to the field name that you want to edit, and then click on the settings icon next to the empty field:</li><p><img src="http://support.sugarcrm.com/files/ce080ac3-cb51-ddc3-cc1d-550302b5ae78.png" alt="" width="259" height="27" /></p><li value="2">Click on Opportunities Fields > Opportunity Name. This will insert a variable into the Opportunity Name field that references the current value of the field when the corresponding process reaches this point in the flow.</li><p><img src="http://support.sugarcrm.com/files/d2007992-aad5-842f-822d-550302aef179.png" alt="" width="254" height="117" /></p><li value="3">Place the cursor inside the field immediately after the variable and type a space or hyphen character for formatting.</li><li value="4">Click on the Settings icon again.</li><li value="5">Click on Opportunities Fields > Likely to insert a second field variable.</li><p><img src="http://support.sugarcrm.com/files/7d12a190-cc80-3121-50a0-5503022461d7.png" alt="" width="255" height="114" /></p><li value="6">When the formula is complete, the field value container will look similar to this:</li><p><img src="http://support.sugarcrm.com/files/ad112e30-f643-19b1-238b-550302fe6fd1.png" alt="" width="530" height="38" /></p><li value="7">In this example, a $100 opportunity named "5 Widgets" will be updated to "5 Widgets - $100".</li></ul><li value="2"><strong>Number Fields </strong>: To create a calculated value for number fields, use some combination of operators, Vodafone CRM variables, and constants. For example, to calculate the Worst Amount field to contain 50% of the value of the Likely Amount field, follow these steps:</li><ul><li value="1">Enable the checkmark next to the field name that you want to edit, and then click on the settings icon next to the empty field:</li><p><img src="http://support.sugarcrm.com/files/9c8e88cd-9d3f-a76e-f03b-550302d6eca4.png" alt="" width="257" height="145" /></p><li value="2">In the formula builder, place the variable for "Likely Currency" onto the criteria window by clicking on Fields > Opportunities > Likely Currency. This will automatically add the variable to the window:</li><p><img src="http://support.sugarcrm.com/files/65512587-8914-9396-05db-5503022c2572.png" alt="" width="260" height="234" /></p><li value="3">Click on the multiply (x) operator from the operators list to add it to the formula window:</li><p><img src="http://support.sugarcrm.com/files/2ff50a59-49c6-2d38-b277-550302a1640f.png" alt="" width="262" height="235" /></p><li value="4">Now tell the formula builder to multiply the Likely amount by half, or 0.5. Click on Constants > String, Number and Boolean > type "0.5" in the Value field (with no quotes) and then click "Add Number" to move the value to the formula builder canvas.</li><p><img src="http://support.sugarcrm.com/files/e893eb53-4211-1656-50d0-5503024c15f6.png" alt="" width="269" height="220" /></p><li value="5">When the formula is complete, click away from the formula builder window to see the formula in the field value container:</li><p><img src="http://support.sugarcrm.com/files/b69da24e-d983-57fd-5824-550302dd064e.png" alt="" width="393" height="38" /></p></ul><li value="3"><strong>Date Fields : </strong>Date and datetime fields will reveal a criteria builder where the admin can calculate a particular value. Please see the Fixed Dates section of the <a href="#Creating_Conditions_for_Events_and_Actions" class="selected">Creating Conditions for Events and Actions</a> documentation on this page to learn how to configure date fields.</li><p><img src="http://support.sugarcrm.com/files/bd3c644a-9aa5-63d8-a848-5503023a597b.png" alt="" width="246" height="149" /></p></ul><li value="8">Click "Save" to preserve these settings and return to the Visual Designer canvas.</li></ol><p><strong>Note: </strong>If a Change Field action references a field variable that is also changed by the action, the variable will reflect the value of the field before the change field action executes. For example, if the action changes the Probability field to {probability + 1}, and the same action also inserts the Probability field variable into the Description field, after saving, the description will display {probability} and the Probability field will equal {probability + 1}.</p><h4 id="Add_Related_Record"><a name="Add_Related_Record" data-mc-generated-bookmark="TOC"></a>Add Related Record</h4><p>This Action type will create a new Vodafone CRM record and relate it to the target Vodafone CRM record. Follow these steps to add an Add Related Record action to the process definition:</p><p><strong>Note:</strong> If an Add Related Record action is not properly configured, the flow will ignore the action and continue running without creating a new record.</p><ol><li value="1">Right click on the Action icon and then select Action Type > "Add Related Record":</li><p><img src="http://support.sugarcrm.com/files/e646d5d0-27a3-3e9c-f787-5503028c5d55.png" alt="" width="260" height="150" /></p><li value="2">The Action's icon will change to:</li><p><img src="http://support.sugarcrm.com/files/4af9b809-722d-a40c-c1d4-5503020143a7.png" alt="" width="53" height="53" /></p><li value="3">Right-click on the icon and choose "Settings":</li><p><img src="http://support.sugarcrm.com/files/3065dbdf-cdcd-5d4c-ffa3-5503024c242b.png" alt="" width="207" height="135" /></p><li value="4">The Add Related Record window will appear. The Related Module field will be pre-populated according to the target module specified in the process definition's record view. </li><p><img src="http://support.sugarcrm.com/files/635d98c1-5cbb-892f-40ea-5503027d0933.png" alt="" width="361" height="220" /></p><li value="5">Click on the Related Module field to select the record type that the process will create. Only modules with a one-to-many or many-to-many relationship to the target module will be available.</li><p><img src="http://support.sugarcrm.com/files/ed688d15-6c0c-cbb3-779d-5579ac803aa6.png" alt="related-mod2" width="431" height="124" /></p><li value="6">Complete the fields that the Process Author engine will populate in the related record. Any fields that are required by the module (indicated by a red asterisk) must be configured in this step.</li><p><img src="http://support.sugarcrm.com/files/e6d86e1b-9e23-63df-af05-550302ac6467.png" alt="" width="310" height="186" /></p><p>Fields that display a settings </p><p><img src="http://support.sugarcrm.com/files/8630b597-1778-59d4-9036-5503026ef621.png" alt="" width="14" height="14" /> </p><p>icon support advanced configurations:</p><li value="7"><strong>Text Fields : </strong>To specify the value of a text field, use any combination of Vodafone CRM field variables and text strings. For example, when creating a follow-up task related to a target opportunity, follow these steps to use the opportunity's Name field in the subject of the task:</li><li value="8">Click on the settings </li><p><img src="http://support.sugarcrm.com/files/8630b597-1778-59d4-9036-5503026ef621.png" alt="" width="14" height="14" /> </p><p>icon next to the empty field, then choose Opportunities Fields > Opportunity Name. This will insert a variable into the Subject field that references the opportunity when the corresponding process reaches this point in the flow.</p><p><img src="http://support.sugarcrm.com/files/8f92bb5c-1a5e-83e0-9886-550302c94a77.png" alt="" width="221" height="119" /></p><li value="9">Place the cursor inside the field immediately before the variable and type "Follow up: " Include a space or hyphen character for formatting.</li><li value="10">When the formula is complete, the field value container will look similar to this:</li><p><img src="http://support.sugarcrm.com/files/be884eb3-f1f6-ddb5-2a3f-550302ca61ac.png" alt="" width="403" height="40" /></p><p>In this example, a task related to an opportunity named "5 Widgets" will have the subject "Follow up - 5 Widgets".</p><li value="11"><strong>Number Fields : </strong>To create a calculated value for number fields, use some combination of operators, Vodafone CRM variables, and constants. For example, to calculate the Worst Amount field to contain 50% of the value of the Likely Amount field, follow these steps:</li><ol><li value="1">Click on the settings </li><p><img src="http://support.sugarcrm.com/files/8630b597-1778-59d4-9036-5503026ef621.png" alt="" width="14" height="14" /></p><p>icon next to the empty field:</p><p><img src="http://support.sugarcrm.com/files/9c8e88cd-9d3f-a76e-f03b-550302d6eca4.png" alt="" width="257" height="145" /></p><li value="2">In the formula builder, place the variable for "Likely Currency" onto the criteria window by clicking on Fields > Opportunities > Likely Currency. This will automatically add the variable to the window:</li><p><img src="http://support.sugarcrm.com/files/65512587-8914-9396-05db-5503022c2572.png" alt="" width="260" height="234" /></p><li value="3">Click on the multiply (x) operator from the operators list to add it to the formula window:</li><p><img src="http://support.sugarcrm.com/files/2ff50a59-49c6-2d38-b277-550302a1640f.png" alt="" width="262" height="235" /></p><li value="4">Now tell the formula builder to multiply the Likely amount by half, or 0.5. Click on Constants > String, Number and Boolean > type "0.5" in the Value field (with no quotes) and then click "Add Number" to move the value to the formula builder canvas.</li><p><img src="http://support.sugarcrm.com/files/e893eb53-4211-1656-50d0-5503024c15f6.png" alt="" width="269" height="220" /></p><li value="5">When the formula is complete, click away from the formula builder window to see the formula in the field value container:</li><p><img src="http://support.sugarcrm.com/files/b69da24e-d983-57fd-5824-550302dd064e.png" alt="" width="393" height="38" /></p></ol><li value="12"><strong>Date Fields : </strong>Date and datetime fields will reveal a criteria builder where the admin can calculate a particular value. Please see the Fixed Dates section of the <a href="#Creating_Conditions_for_Events_and_Actions" class="selected">Creating Conditions for Events and Actions</a> documentation on this page to learn how to configure date fields.</li><p><img src="http://support.sugarcrm.com/files/bd3c644a-9aa5-63d8-a848-5503023a597b.png" alt="" width="246" height="149" /></p><li value="13">Click "Save" to preserve these settings and return to the Visual Designer canvas.</li></ol><h3 id="Adding_Sequence_Flow_Elements_Lines_and_Arrows"><a name="Adding_Sequence_Flow_Elements_(Lines_and_Arrows)" data-mc-generated-bookmark="TOC"></a>Adding Sequence Flow Elements (Lines and Arrows)</h3><p>All elements of a process flow must be connected by at least one directional line. Failure to connect flow elements will result in an error in the <a href="#Resolving_Errors_in_the_Element_Errors_Panel" class="selected">Element Errors Panel</a>.</p><ol start="1"><li value="1">To connect two elements on the Designer canvas, hover over the outer edge of the Start event icon until the mousetip changes into a crosshair:</li><p><img src="http://support.sugarcrm.com/files/b1111ba9-5f2f-1c90-c379-55030265de83.png" alt="" width="334" height="137" /></p><li value="2">Click the mouse button and drag the mouse over to the outer edge of the intermediate element until the line turns red and glows:</li><p><img src="http://support.sugarcrm.com/files/7a18eee5-915a-f348-c15f-550302b3444d.png" alt="" width="315" height="134" /></p><li value="3">Release the mouse button and the glowing red line will transition into a solid black line with an arrow on the end, pointing towards the intermediate element and indicating direction of flow from one element to another.</li><p><img src="http://support.sugarcrm.com/files/4070b8c3-bc46-2989-a984-55030246ad6a.png" alt="" width="320" height="114" /></p><li value="4">Optionally, adjust the position of the process elements to achieve a straight line. When dragging a connector to a subsequent element, you may choose to release the mouse button at the top, bottom, left, or right edge of the element in order to aesthetically organize the process and avoid running into other connector lines, which may possibly affect the flow of the process.</li></ol><h3 id="Adding_Gateway_Elements"><a name="Adding_Gateway_Elements" data-mc-generated-bookmark="TOC"></a>Adding Gateway Elements</h3><p>Gateway elements are connectors used to control the flow of a process via merging and splitting. When several activities may result in a common outcome, a Gateway serves as a merging mechanism, or a "converging" element. When a single activity may result in several different outcomes, a Gateway serves as a splitting mechanism, or a "diverging" element.</p><p><img src="http://support.sugarcrm.com/files/f0b99b88-3010-90ac-cf41-550302d13a48.png" alt="" width="353" height="149" /></p><p>A Gateway is represented as a diamond in the Visual Designer.</p><p>Gateway elements are represented by the fourth group of icons on the design toolbar. There are two icons that each enable at least one type of configurable diverging or converging moment.</p><p><img src="http://support.sugarcrm.com/files/ea33c086-9720-fdca-d005-55792078987f.png" alt="toolbar-new-gateways" width="600" height="169" /></p><p>The four types of Gateways that can be configured are:</p><ul><li value="1"><a href="#Exclusive_Gateways" class="selected">Exclusive Gateways</a></li><li value="2"><a href="#Inclusive_Gateways" class="selected">Inclusive Gateways</a></li><li value="3"><a href="#Parallel_Gateways" class="selected">Parallel Gateways</a></li><li value="4"><a href="#Event-Based_Gateways" class="selected">Event-Based Gateways</a></li></ul><p>To add a Gateway element to the Process Definition, drag and drop one of the two Gateway elements icons onto the designer canvas. Right click on the diamond-shaped icon that appears in order to define a Gateway type and configure the Gateway's settings.</p><h4 id="Exclusive_Gateways"><a name="Exclusive_Gateways" data-mc-generated-bookmark="TOC"></a>Exclusive Gateways</h4><p><img src="http://support.sugarcrm.com/files/df54b2a9-2735-6a5c-deb4-5503025aa232.png" alt="" width="60" height="54" /></p><p>Only one path can be defined from an exclusive Gateway, and it will be the one that accomplishes the condition. If several criteria are true, the priority will be higher on the one that lies further up the configuration. If no criteria are fulfilled the flow will be routed through the default one.</p><p><strong>Note: </strong>If no criteria are accomplished, and if you have not set a default flow, the Process Definition's flow will be blocked by this element.</p><p><strong>Converging</strong></p><p>This Gateway joins multiple streams in a single thread, but only takes the first flow that reaches the Gateway; the other flows will not be evaluated after that. There are no settings for this element. To configure this Gateway as a converging element, right click on the Gateway element and select Direction > Converging:</p><p><img src="http://support.sugarcrm.com/files/37afe38c-f166-0c8c-e41d-55030267fc87.png" alt="" width="304" height="179" /></p><p><strong>Diverging</strong></p><p>Follow these steps to configure a diverging exclusive Gateway.</p><ol><li value="1">Drag the exclusive Gateway icon onto the designer canvas.</li><li value="2">A diverging Gateway requires two or more subsequent elements (any combination of intermediate events, end events, actions, and/or activities). These must be placed on the canvas and <a href="#Lines_and_Arrows)" class="selected">connectors</a> must join the elements on the canvas before the Gateway can be configured. </li><p><img src="http://support.sugarcrm.com/files/18f5284c-228b-aa76-5be1-550302c154ff.png" alt="" width="242" height="120" /></p><li value="3">Once the Gateway has been connected to the subsequent elements, right click on the Gateway icon and select Direction > Diverging:</li><p><img src="http://support.sugarcrm.com/files/f0a49135-8393-8383-9529-55030287b2fc.png" alt="" width="286" height="114" /></p><li value="4">Specify a default flow for the Gateway. If no criteria are fulfilled, the flow will be routed through the default one. From the visual designer canvas, right click on the Gateway icon and hover over the Default Flow option. A menu will appear listing all of the potential flow routes from the Gateway. Select the element that should occur when no criteria are met by the others.</li><p><img src="http://support.sugarcrm.com/files/2b42c3db-f4ca-b930-5612-5503027dbf11.png" alt="" width="311" height="160" /></p><li value="5">Right click on the element again and select the option "Settings".</li><p><img src="http://support.sugarcrm.com/files/c2ea34e3-30a1-f8c5-df51-55030202d759.png" alt="" width="178" height="186" /></p><li value="6">A window will display to construct criteria for each Activity that the Gateway is directed to. Click inside the criteria fields to display a criteria builder window. A separate criteria window will appear for each subsequent element that was connected to the Gateway in step 2.</li><li value="7">Refer to the <a href="#Creating_Conditions_for_Events_and_Actions" class="selected">Creating Conditions for Events and Actions</a> section of this page for criteria builder instructions.</li></ol><h4 id="Inclusive_Gateways"><a name="Inclusive_Gateways" data-mc-generated-bookmark="TOC"></a>Inclusive Gateways</h4><p><img src="http://support.sugarcrm.com/files/a8446e32-5c23-3601-fffb-550302032564.png" alt="" width="54" height="52" /></p><p>Inclusive Gateways are diverging elements that create one or more parallel flows based on one or more conditions that accomplish "TRUE" in their evaluation.</p><p><strong>Note: </strong>If no criteria are accomplished, and if you have not set a default flow, the Process Definition's flow will be blocked by this element.</p><p>To create an Inclusive Gateway, drag and drop the solid Gateway icon onto the canvas. Right click on the element icon and confirm that "Do Nothing" is grayed out by default in the "Result" menu, indicating that it is the active End event type. If it is not grayed out, click on "Do Nothing" to make it the active End event type.</p><p><strong>Diverging</strong></p><p>This element follows only one direction, the diverging one. Thus, this Gateway defines the direction of flow through one or more paths, which will be those defined as true. If no criteria are fulfilled flow will be routed through the default one.</p><p><strong>Settings</strong> : Right click on the element and select the option Settings, a new window will be displayed to construct criteria for each Activity that the Gateway is directed to. Click on the criteria field to display the criteria builder floating menu. After that, if you want to save your changes click on the button "Save", otherwise, click on "Cancel".</p><h4 id="Parallel_Gateways"><a name="Parallel_Gateways" data-mc-generated-bookmark="TOC"></a>Parallel Gateways</h4><p><img src="http://support.sugarcrm.com/files/3c515bd9-b0bf-aa70-a975-5503026f8797.png" alt="" width="51" height="49" /></p><p>Parallel Gateways are used to synchronize parallel flows without evaluating any condition. This Gateway is used in both ways: divergent (directs parallel flows) and convergent (receives parallel flows), each one is explained in the next sections.</p><p><strong>Diverging</strong></p><p>This Gateway divides the flow into two or more elements in parallel. There are no settings for this element.</p><p><strong>Converging</strong></p><p>This Gateway joins multiple streams into a single thread. The process flow will continue only if all other flows that converge into this Gateway have arrived to it. There are no settings for this element.</p><h4 id="Event-Based_Gateways"><a name="Event-Based_Gateways" data-mc-generated-bookmark="TOC"></a>Event-Based Gateways</h4><p><img src="http://support.sugarcrm.com/files/70e252fb-c2b6-ef53-ffe6-550302dc212a.png" alt="" width="54" height="53" /></p><p>Event-based Gateways evaluate only Wait or Receive Message events. There are no configuration settings for these elements.</p><p>Drag and drop this element onto the canvas; by default it will be set as Exclusive. To convert it into Event-Based, right click on it and go to the option Convert. Select the option "Event-Based Gateway".</p><p>This Gateway stops the flow until one of the expected events are accomplished, then defines the flow direction only by one path, which will be the first event to be run.</p><h3 id="Adding_End_Events"><a name="Adding_End_Events" data-mc-generated-bookmark="TOC"></a>Adding End Events</h3><p>End events are represented by the fifth icon grouping on the design toolbar. There is one icon that can be configured three different ways after placing it on the Designer Canvas.</p><p><img src="http://support.sugarcrm.com/files/37127005-780d-4add-ac14-5579ae60ca04.png" alt="toolbar-end-new" width="600" height="179" /></p><p>To define an End event type, drag the End event icon onto the Designer Canvas and then right click on the red circle. Choose "Result" from the menu, and then find the appropriate End event type. Note that the active End event type will be grayed out because it is already selected, and the default type is "Do Nothing".</p><p><img src="http://support.sugarcrm.com/files/9c9ba0e0-2f56-1e7c-cf54-550302feb198.png" alt="" width="328" height="207" /></p><p>The three types of End event are:</p><h4 id="Do_Nothing"><a name="Do_Nothing" data-mc-generated-bookmark="TOC"></a>Do Nothing</h4><p><img src="http://support.sugarcrm.com/files/14e3ffb8-2ca7-f763-165c-55030215ec75.png" alt="" width="40" height="38" /></p><p>Most often used for sequential processes, this event ends a thread of the Process Definition without doing anything. It will not affect parallel threads that may be running simultaneously in the process. Those threads will continue to run uninterrupted by the Do Nothing End event. This event does not need any configuration; it is set by default when you drag and drop an End event onto the canvas.</p><p>To create a "Do Nothing" End event, drag and drop the End event icon into the canvas. Right click on the element icon and confirm that "Do Nothing" is grayed out by default in the "Result" menu, indicating that it is the active End event type. If it is not grayed out, click on "Do Nothing" to make it the active End event type.</p><p><img src="http://support.sugarcrm.com/files/d27adc02-a05d-2bb0-c12f-550302a9d18d.png" alt="" width="311" height="121" /></p><h4 id="Terminate_Process"><a name="Terminate_Process" data-mc-generated-bookmark="TOC"></a>Terminate Process</h4><p><img src="http://support.sugarcrm.com/files/4ae9245d-8663-73b2-3595-550302675ddd.png" alt="" width="40" height="40" /></p><p>Most often used for parallel processes, this event terminates the flow of the branch for which it is designed while simultaneously terminating the entire Process Definition, regardless of any parallel events in the Process Definition. The Terminate Process event does not need any configuration.</p><p>To create a "Terminate Process" End event, drag and drop the End event icon into the canvas. Right click on the element icon then choose "Terminate Process" in the Result menu to make it the active End event type.</p><p><img src="http://support.sugarcrm.com/files/2e9b42b9-b76c-4055-5a1b-550302c88cf4.png" alt="" width="313" height="138" /></p><h4 id="Send_Message"><a name="Send_Message" data-mc-generated-bookmark="TOC"></a>Send Message</h4><p><img src="http://support.sugarcrm.com/files/b983ff83-a306-d23d-8183-550302a00101.png" alt="" width="45" height="43" /></p><p>The Send Message End event will signify the end of a process by emailing a message created in the <a href="#Process_Email_Templates" class="selected">Process Email Templates</a> module to specified recipients. Please note that Process Author can only send email templates created in the Process Email Templates module and cannot send email messages created in any other part of the Vodafone CRM application. If no Process Email Template is specified in the event configuration, then the Process will terminate but no message will be sent.</p><p>To create a Send Message End event, follow these steps:</p><ol><li value="1">Drag and drop the End event icon into the canvas. Right click on the element icon then choose "Send Message" in the Result menu to make this the active End event type.</li><p><img src="http://support.sugarcrm.com/files/ebf3476c-4246-a7af-27a9-550302d2e769.png" alt="" width="307" height="132" /></p><li value="2">Right click on the canvas icon and select the option "Settings" to configure the event. A new window will appear:</li><p><img src="http://support.sugarcrm.com/files/5cece82e-c201-7aa0-f87e-550302e4f805.png" alt="" width="252" height="230" /></p><ul><li value="1"><strong>Module</strong> : (required) Choose the module that was set as the Target Module for the template.</li><li value="2"><strong>Email Template </strong>: (required) Choose an email template from the dropdown list. This list will only show templates that use the target module specified in the previous field.</li><li value="3"><strong>To, Cc, Bcc</strong> : (required) Specify the message recipients. Click inside the text area to select variable users, select members of a Vodafone CRM team, and/or type one or more email addresses. Please refer to the <a href="#Send_Message_Events" class="selected">Send Message Events</a> section of this page for more information about configuring the To, Cc, and Bcc fields.</li><p><img src="http://support.sugarcrm.com/files/252c7d16-90cc-178b-c603-550302528f44.png" alt="" width="224" height="224" /></p></ul></ol><h2 id="Setting_Conditions"><a name="Setting_Conditions" data-mc-generated-bookmark="TOC"></a>Setting Conditions</h2><p>Conditional criteria may be defined for elements in a process definition based on <a href="#Process_Business_Rules" class="selected">process business rules</a>, response forms, field values, related modules, specified users, and date intervals.</p><h3 id="Creating_Conditions_for_Events_and_Actions"><a name="Creating_Conditions_for_Events_and_Actions" data-mc-generated-bookmark="TOC"></a>Creating Conditions for Events and Actions</h3><p>Start event, End event, and all types of Action elements will display conditional operations as logical or mathematical operations, depending on the type of field that is under evaluation.</p><p>The available conditional components are:</p><ul><li value="1"><strong><a href="#Logical_Operations" class="selected">Logical Operations</a></strong> : Used in criteria builders for text and other non-numerical field types.</li><ul><li value="1"><a href="#Module_Field_Evaluation" class="selected">Module Field Evaluation</a></li><li value="2"><a href="#User_Evaluation" class="selected">User Evaluation</a></li></ul><li value="2"><strong><a href="#Mathematical_Operations" class="selected">Mathematical Operations</a></strong> : Used in formula builders for date and numerical field types.</li><ul><li value="1"><a href="#Fixed_Date" class="selected">Fixed Date</a></li><li value="2"><a href="#Time_Span" class="selected">Time Span</a></li><li value="3"><a href="#Sugar_Date_Variables" class="selected">Vodafone CRM Date Variables</a></li></ul></ul><h4 id="Logical_Operations"><a name="Logical_Operations" data-mc-generated-bookmark="TOC"></a>Logical Operations</h4><p>Logical operations utilize logic operators in conjunction with the <a href="#Module_Field_Evaluation" class="selected">Module Field Evaluation</a> and <a href="#User_Evaluation" class="selected">User Evaluation</a> options to specify conditions for an event. For example, a Start event for opportunities may be limited to only opportunities containing a certain sales stage. Logical operations are defined inside a criteria builder in the process definition's design view.</p><p><strong>Note:</strong> Logical operations may be used in Start events and Send Message events.</p><p>The logical operations window will always contain a criteria field and logic operators:</p><ul><li value="1"><strong>Criteria field</strong> : This is the field where the criteria will be constructed. Click inside the criteria field to reveal the logic operators and supportive evaluation types.</li><p><img src="http://support.sugarcrm.com/files/eb3e8630-9f57-15f6-5d00-550302f3de35.png" alt="" width="274" height="221" /></p><li value="2"><strong>Logical Operators</strong> : Click on the AND, OR and NOT buttons to create logical statements. Use the parentheses to group operations. Please note that TRUE, FALSE, NOW and NULL are also supported operators and can be entered manually.</li><p><img src="http://support.sugarcrm.com/files/5d4c3ee0-2b29-269c-cabc-550302b4e08d.png" alt="" width="232" height="154" /></p></ul><h5 id="Module_Field_Evaluation"><a name="Module_Field_Evaluation" data-mc-generated-bookmark="TOC"></a>Module Field Evaluation</h5><p><strong>Note:</strong> Module Field Evaluations are logical operations that may be used in Start events and Send Message events.</p><p>To reveal the Module Field Evaluation panel, click inside the criteria field and then click on "Evaluations" and select "Module Field Evaluation":</p><p><img src="http://support.sugarcrm.com/files/8f5c16e0-e622-c903-719a-55030203b3da.png" alt="" width="299" height="161" /></p><p>The Module Field Evaluation panel consists of the following options:</p><p><img src="http://support.sugarcrm.com/files/9b030fb0-e5cd-87a7-bcdd-550302284ee4.png" alt="" width="241" height="221" /></p><ul><li value="1"><strong>Module</strong> : Click the down arrow to list and select the related module whose values will be evaluated.</li><li value="2"><strong>Field</strong> : Click the down arrow to list and select the field variable of the chosen module.</li><li value="3"><strong>Operator</strong> : Click the down arrow to list and select a comparative operator.</li><li value="4"><strong>Value</strong> : Enter a value to compare.</li><li value="5"><strong>Submit</strong> : Move the evaluation to the criteria field.</li></ul><p><strong>Note: </strong>Checkboxes are evaluated as "yes" or "no" (without quotes). Never use single quotes ( ' ' ) or double quotes (" ") inside the criteria builder; input types are automatically recognized when processing the condition.</p><h5 id="User_Evaluation"><a name="User_Evaluation" data-mc-generated-bookmark="TOC"></a>User Evaluation</h5><p><strong>Note:</strong> User Evaluations are logical operations that may be used in Start events and Send Message events.</p><p>To reveal the User Evaluation panel, click inside the criteria field and then click on "Evaluations" and select "User Evaluation":</p><p><img src="http://support.sugarcrm.com/files/4011e641-24e4-ceda-eb10-5503022bdc93.png" alt="" width="266" height="176" /></p><p>The User Evaluation panel consists of the following options:</p><p><img src="http://support.sugarcrm.com/files/76054bc4-cd20-e501-fe8b-55030242b47f.png" alt="" width="262" height="199" /></p><ul><li value="1"><strong>User</strong> : Click the down arrow to list and select the type of user related to the current process:</li><p><img src="http://support.sugarcrm.com/files/6291f85d-0706-bcbc-8f08-550302036ad1.png" alt="" width="325" height="80" /></p><ul><li value="1"><strong>Current User</strong> : For a Start event, the Current User refers to the user who is assigned to the target record. For any other element, the Current User refers to the last user who has been defined in the process definition.</li><li value="2"><strong>Supervisor</strong> : applies to the supervisor of the logged-in user who triggers the process</li><li value="3"><strong>Record Owner</strong> : applies to the user who is assigned to the record that triggers the process</li></ul><li value="2"><strong>Operator</strong> : Click the down arrow to select the comparison operator:</li><p><img src="http://support.sugarcrm.com/files/288d67d9-9311-889f-f8c0-5503022596f9.png" alt="" width="255" height="122" /></p><ul><li value="1"><strong>Is admin</strong> : The condition will only evaluate as true if the user specified in the User field is an admin user. This option will complete the evaluation definition and disable the Value field.</li><li value="2"><strong>Is user</strong> : The condition will only evaluate as true if the user specified in the User field is a specific user. This option will populate the Value field with a list of active users. To select multiple users, submit this evaluation once for each user and connect the evaluations with OR operators. Surround all of the User Evaluations with parentheses.</li><p><img src="http://support.sugarcrm.com/files/a3ddb854-bd1f-590f-67fa-550302a96dab.png" alt="" width="323" height="190" /></p><li value="3"><strong>Is not admin</strong> : The condition will only evaluate as true if the user specified in the User field is not an admin user. This option will complete the evaluation definition and disable the Value field.</li><li value="4"><strong></strong></li><li value="5"><strong>Is not user</strong> : The condition will only evaluate as true if the user specified in the User field is not a specific user. This option will populate the Value field with a list of active users. To select multiple users, submit this evaluation once for each user and connect the evaluations with AND operators. Surround all of the User Evaluations with parentheses.</li><p><img src="http://support.sugarcrm.com/files/daf4c8f2-2084-b1aa-ae92-5503020d6306.png" alt="" width="330" height="198" /></p></ul><li value="3"><strong>Value</strong> : This field will be disabled if the Operator field is set to "Is admin" or "Is not admin". If the Operator is set to "Is user" or "Is not user", the Value field will load the User list as field options. </li><li value="4"><strong>Submit</strong> : Move the evaluation to the criteria field.</li></ul><p>Follow these steps to add a condition to a Start event:</p><ol><li value="1">Right-click on the opportunity Start event icon and choose "Settings".</li><p><img src="http://support.sugarcrm.com/files/de4ef499-d7fc-cc7f-44d4-550302a6ff30.png" alt="" width="210" height="109" /></p><li value="2">Click inside the criteria field and then click on "Evaluations" and select "Module Field Evaluation" to restrict this Process Definition to only certain opportunities.</li><p><img src="http://support.sugarcrm.com/files/c4f98eac-48f6-88ad-a174-5503022108ec.png" alt="" width="373" height="274" /></p><li value="3">Choose a field, operator, and field value for the first condition and then click "Submit" to add the condition to the Criteria window.</li><p><img src="http://support.sugarcrm.com/files/b06406d0-dda5-7204-02ee-5503025781bd.png" alt="" width="375" height="275" /></p><li value="4">Use the boolean logic elements AND, OR, and NOT in conjunction with parentheses for grouped criteria to build a compound filter.</li><p><img src="http://support.sugarcrm.com/files/7bce5ea0-cc12-efd8-12c9-550302877f70.png" alt="" width="376" height="279" /></p><li value="5">Continue adding evaluation filters to the Criteria window.</li><p><img src="http://support.sugarcrm.com/files/cc0ac512-9a26-73c9-0556-5503029845aa.png" alt="" width="378" height="280" /></p><li value="6">When satisfied, click outside of the Criteria field to close the Evaluations window and then click "Save".</li><p><img src="http://support.sugarcrm.com/files/d6cd0108-a379-44f7-6e7a-5503029fa361.png" alt="" width="384" height="210" /></p></ol><h4 id="Mathematical_Operations"><a name="Mathematical_Operations" data-mc-generated-bookmark="TOC"></a>Mathematical Operations</h4><p>Mathematical operations utilize mathematical operators in conjunction with the Fixed Date, Time Span, and Vodafone CRM Date Variable options to specify conditions on an event. Mathematical operators can also be used to calculate a number value for a Vodafone CRM field using a combination of Vodafone CRM field variables and constant values. Mathematical operations are defined inside a formula builder in the process definition's design view.</p><p><strong>Note:</strong> Mathematical Operations may be used for Wait events, Change Field Actions, and Add Related Record Actions.</p><p>Mathematical operators primarily serve two purposes:</p><ul><li value="1"><strong>Calculating Dates</strong> : Use addition (+) and subtraction (-) to create a date that is relative to another date. For example, set a Due Date field two weeks after a record's Start Date field (Start Date + 2w). </li><p><img src="http://support.sugarcrm.com/files/9cfb4399-5ccd-b85a-89d2-550302d7b3d2.png" alt="" width="212" height="150" /></p><li value="2"><strong>Calculating Numeric Values</strong> : Use addition (+), subtraction (-), multiplication (x), and division (/) to create a calculated value relative to another Vodafone CRM Field. For example, set Total amount to the sum of several number fields minus a $200 discount.</li><p><img src="http://support.sugarcrm.com/files/10d3e20d-0bf0-8ad0-2f25-550302c46bdd.png" alt="" width="226" height="156" /></p></ul><h5 id="Fixed_Date"><a name="Fixed_Date" data-mc-generated-bookmark="TOC"></a>Fixed Date</h5><p>The Fixed Date option enables the administrator to specify a formal, static date as a field value or as a variable in a formula that will calculate a field value. For example, if all opportunities in a process are expected to close at the end of the year, create a Change Value Action that uses Fixed Date to change all opportunities' Expected Close Date fields to December 31, 2015.</p><p><strong>Note:</strong> Fixed Dates may be used in mathematical operations for Wait events, Change Field Actions, and Add Related Record Actions.</p><p>To reference a Fixed Date, follow these steps:</p><ol><li value="1">Click inside the date field and then click on "Constants" and select "Fixed Date":</li><p><img src="http://support.sugarcrm.com/files/481987d6-1e5e-04b8-b4ad-5503025a73cf.png" alt="" width="233" height="161" /></p><li value="2">The window will transition to a single Date field, Click inside the Date field to reveal a calendar picker. Navigate from month to month using the < (back) and > (forward) symbols near the month label. Click on the date that will be used in the formula.</li><p><img src="http://support.sugarcrm.com/files/ca1c0e9c-16bc-cf7d-f47e-5503027f4b19.png" alt="" width="157" height="210" /></p><li value="3">Click the Submit button to move the selected date onto the formula builder canvas:</li><p><img src="http://support.sugarcrm.com/files/3fde66e6-36fc-83c3-5240-5503026999b7.png" alt="" width="162" height="215" /></p><li value="4"><strong>Note:</strong> If the date submitted in this step is the static date for the field value, then the formula is complete. If the Fixed Date is only one component of a larger formula that will be used to determine a field value, then the Fixed Date should be entered in the order it is expected in the formula along with a logical combination of Time Span, Vodafone CRM Date Variables, and/or Mathematical Operators.</li></ol><h5 id="Time_Span"><a name="Time_Span" data-mc-generated-bookmark="TOC"></a>Time Span</h5><p>The Time Span option allows the passage of time within a date formula. For example, if a Due Date should be set for two weeks after a record's Start Date, build a formula that uses Time Span "2 weeks" as a variable (Start Date + 2w).</p><p><strong>Note:</strong> Time Spans may be used in mathematical operations for Wait events, Change Field Actions, and Add Related Record Actions.</p><p>To reference a time span, follow these steps:</p><ol><li value="1">Click inside the date field and then click on "Constants" and select "Time Span":</li><p><img src="http://support.sugarcrm.com/files/e10e64b2-c7e4-6dde-c6fa-5503024bb6b8.png" alt="" width="247" height="181" /></p><li value="2">The next window will display a Value field and a Units field. Use these two fields together to create a logical time span phrase (e.g., 2 weeks would be set as Value=2; Units=weeks). Time spans can be specified in years, months, weeks, days, hours, or minutes.</li><p><img src="http://support.sugarcrm.com/files/7cccac00-50a4-f372-4864-5503024cdd54.png" alt="" width="166" height="139" /></p><li value="3">Click the Submit button to move the selected time span onto the formula builder canvas:</li><p><img src="http://support.sugarcrm.com/files/afb5aba6-1ce1-7fbe-d5c6-5503023af063.png" alt="" width="161" height="209" /></p><p><strong>Note:</strong> If the time span is the only component of the date formula, it will be interpreted as {TODAY} + {TIME SPAN} where TODAY is the date and time that the process executes this element in the process definition. If the time span is only one component of a larger formula that will be used to determine a field value, then the time span should be entered in the order it is expected in the formula along with a logical combination of Fixed Date, Vodafone CRM Date Variables, and/or Mathematical Operators.</p></ol><h5 id="Sugar_Date_Variables"><a name="Vodafone_CRM_Date_Variables" data-mc-generated-bookmark="TOC"></a>Vodafone CRM Date Variables</h5><p>Vodafone CRM Date Variables are references to date fields on a Vodafone CRM record. They can be used to add context to a date formula (e.g., Date Created + 1 month) or referenced independently (e.g., an action or event that triggers on Expected Close Date).</p><p><strong>Note:</strong> Vodafone CRM Date Variables may be used in mathematical operations for Wait events, Change Field Actions, and Add Related Record Actions.</p><p>To reference a Vodafone CRM date variable, follow these steps:</p><ol><li value="1">Click inside the date field and then click on "Fields". A list of available modules will appear (the target module and any available related modules). Click on the arrow adjacent to the desired module:</li><p><img src="http://support.sugarcrm.com/files/2078e483-111e-9449-878b-55030293da91.png" alt="" width="239" height="165" /></p><li value="2">After clicking on the module name, the window will reveal a list of all available date fields for that module. Click on the date field and it will instantly appear in the formula builder window:</li><p><img src="http://support.sugarcrm.com/files/5a42d75f-08bf-c164-5ae2-550302bcc7a8.png" alt="" width="168" height="285" /></p><p><strong>Note:</strong> If the date variable is the only component of the date formula, then the formula is complete. If the date variable is only one component of a larger formula that will be used to determine a field value, then the variable should be entered in the order it is expected in the formula along with a logical combination of Time Span, Fixed Dates, and/or Mathematical Operators.</p></ol><h3 id="Creating_Conditions_for_Activities_and_Gateways"><a name="Creating_Conditions_for_Activities_and_Gateways" data-mc-generated-bookmark="TOC"></a>Creating Conditions for Activities and Gateways</h3><p>Form activities and gateway elements can evaluate user responses to forms or business rules that have been created by the administrator.</p><p>The available evaluations are:</p><ul><li value="1"><strong><a href="#Form_Response_Evaluations" class="selected">Form Response Evaluations</a></strong> : Configure this type of criteria for gateways that follow a form activity.</li><li value="2"><strong><a href="#Business_Rule_Evaluations" class="selected">Business Rule Evaluations</a></strong>: Configure this type of criteria for gateways that follow a business rule action.</li></ul><h4 id="Form_Response_Evaluations"><a name="Form_Response_Evaluations" data-mc-generated-bookmark="TOC"></a>Form Response Evaluations</h4><p>If a process contains an Approve/Reject activity, it must be followed by a gateway with a form response evaluation. To configure this evaluation, follow these steps:</p><p><strong>Note: </strong>A diverging Gateway requires two or more subsequent elements (any combination of intermediate events, end events, actions, and/or activities). These must be placed on the canvas and connectors must join the elements on the canvas before the Gateway can be configured.</p><ol><li value="1">Drag an Activity element onto the design canvas as explained in <a href="#Adding_Form_Activities" class="selected">Adding Form Activities</a>.</li><li value="2">Drag an Exclusive Gateway element onto the design canvas to the right of the Activity.</li><li value="3">Drag two or more action, intermediate, or end events onto the canvas to the right of the Gateway.</li><p><img src="http://support.sugarcrm.com/files/68a31d56-e19d-f693-7c16-557b663b666c.png" alt="activity-gateway" width="343" height="168" /></p><li value="4">Connect the activity to the gateway and the gateway to the subsequent elements using <a href="#Lines_and_Arrows)" class="selected">Sequence Connectors</a>.</li><li value="5">Right click on the gateway element and specify a default flow. This will be the direction that the flow takes if no criteria are accomplished within the gateway element. For this example, the default flow is set to the action labeled, "Approve". Please note that the default flow options will not be available until the corresponding elements have been placed on the canvas and connected to the gateway.</li><p><img src="http://support.sugarcrm.com/files/3f0ec075-22b8-86dc-fb9c-557df7117c62.png" alt="default-flow" width="281" height="211" /></p><p>A hash mark will indicate that a default flow has been successfully configured:</p><p><img src="http://support.sugarcrm.com/files/195609d7-00b8-2482-9a32-557e023aa0bf.png" alt="hash" width="228" height="141" /></p><li value="6">Next, right click on the gateway element again and select "Settings". Note that only the non-default outcome or outcomes will need to be configured. For the current example, we set the default flow to "Approve" so there is one criteria window, which represents the one non-default element in this example.</li><li value="7">Click inside the Criteria window to reveal evaluation options. The only required evaluation for a form activity is the "Form Response Evaluation". Click on Evaluations > Form Response Evaluation and then select the form response that will result in the non-default flow. In this example, the form response must be "Rejected" or else the default flow will take over. Click "Submit" to move the condition to the Criteria window. If multiple criteria are required, click on the AND, OR, NOT, and parentheses operators as needed and insert additional conditional statements.</li><p><img src="http://support.sugarcrm.com/files/33f4700a-595d-d30b-801c-557e07f4cbb0.png" alt="reject" width="327" height="197" /></p><p><strong>Note:</strong> Despite a form activity having two outcomes (approval and rejection), it is possible to configure additional outcomes using a combination of criteria beyond the form response. For example, a separate outcome may be configured for:</p><ul><li value="1">Form Response = Rejected AND Status = New</li><li value="2">Form Response = Approved AND Status = New</li><li value="3">Form Response = Approved AND Status = Closed</li><li value="4">else Default Flow : In other words, if none of the above criteria are accomplished, continue with the default flow element. Please note that the default element does not need to be configured. It will always be the outcome when all other criteria evaluate to false. </li><li value="5">Only one outcome can occur from an exclusive Gateway, and it will be the one that accomplishes the condition. If several criteria are true, the priority will be higher on the one that lies further up the configuration. To change the priority order of a Gateway that is directed toward multiple elements:</li><ul><li value="1">Right click on the Gateway element and select the option "Settings".</li><p><img src="http://support.sugarcrm.com/files/c2ea34e3-30a1-f8c5-df51-55030202d759.png" alt="" width="178" height="186" /></p><li value="2">There will be a criteria builder window for each related element. Place the mouse pointer to the left or right side of the criteria fields and the pointer will change its appearance to a standard "move" cursor type.</li><p><img src="http://support.sugarcrm.com/files/a7310104-705b-11fb-ef9b-5503024f6230.png" alt="" width="426" height="246" /></p><li value="3">Drag and drop the criteria fields into the desired sequence. This order will set the priority of the Gateway criteria.</li><p><img src="http://support.sugarcrm.com/files/691aff79-739b-540c-db21-550302dee43e.png" alt="" width="426" height="247" /></p><li value="4">When you are satisfied with the conditions and their processing order, click "Save" to preserve the changes and return to the visual designer canvas.</li></ul></ul></ol><h4 id="Business_Rule_Evaluations"><a name="Business_Rule_Evaluations" data-mc-generated-bookmark="TOC"></a>Business Rule Evaluations</h4><p>When referencing a process business rule within a process definition, the action must be followed by a gateway with a business rules evaluation. </p><p><strong>Note: </strong>A diverging Gateway requires two or more subsequent elements (any combination of intermediate events, end events, actions, and/or activities). These must be placed on the canvas and connectors must join the elements on the canvas before the Gateway can be configured.</p><ol><li value="1">Drag an Action element onto the design canvas and configure it as explained in the <a href="#Business_Rule" class="selected">Business Rule</a> section of this page.</li><li value="2">Drag an Exclusive Gateway element onto the design canvas to the right of the Action.</li><li value="3">Drag two or more action, intermediate, or end events onto the canvas to the right of the Gateway.</li><p><img src="http://support.sugarcrm.com/files/873a5cb6-70c2-122a-40a5-557ed94befb6.png" alt="rule-action" width="374" height="181" /></p><li value="4">Connect the action to the gateway and the gateway to the subsequent elements using <a href="#Lines_and_Arrows)" class="selected">Sequence Connectors</a>. Notice that, in the example here, there are three potential outcomes for the gateway. </li><li value="5">Right click on the gateway element and specify a default flow. This will be the direction that the flow takes if no criteria are accomplished within the gateway element. For this example, the default flow is set to the action labeled, "Assign to Jim". Please note that the default flow options will not be available until the corresponding elements have been placed on the canvas and connected to the gateway.</li><p><img src="http://support.sugarcrm.com/files/a6b98cb7-1bab-0755-ca9d-557edf2b9349.png" alt="rule-default" width="331" height="236" /></p><p>A hash mark will indicate that a default flow has been successfully configured:</p><p><img src="http://support.sugarcrm.com/files/c92b21b5-7c25-c50a-cbb2-557ee09d6c65.png" alt="rule-hash" width="322" height="127" /></p><li value="6">Next, right click on the gateway element again and select "Settings". Only the non-default outcome or outcomes will need to be configured. For the current example, we set the default flow to "Assign to Jim" so there are two criteria windows, which represent the two non-default elements in this example.</li><p><img src="http://support.sugarcrm.com/files/d8940a54-deba-a33b-d00c-557ee1867861.png" alt="rule-criteria" width="416" height="205" /></p><li value="7">Click inside the first Criteria window to reveal the evaluation options. The only required evaluation for a business rule is the "Business Rules Evaluation". Follow these steps to configure the Business Rules Evaluation:</li><li value="8">Click on Evaluations > Business Rules Evaluation. The Business Rule field will appear and display all of the Business Rules that have been referenced by action elements in the current process definition.</li><li value="9">Select the business rule that this gateway is evaluating.</li><li value="10">The Response field will evaluate the "Return Value" designated in the process business rule. Type the Return Value that, when returned by the business rule, will result in the current process path. For example, if a Return Value of 1 causes the process to end, type "1" (no quotes) into the Response field for the End element's Criteria.</li><p><img src="http://support.sugarcrm.com/files/3c930fe8-b766-9a06-29d0-557f2897a595.png" alt="biz-eval" width="418" height="217" /></p><p><strong>Note:</strong> Process business rule "Return Values" will always convert to text for evaluation within a process definition.</p><li value="11">Click "Submit" to move the condition to the Criteria window.</li><li value="12">If multiple criteria are required for any one flow direction, click on the AND, OR, NOT, and parentheses operators as needed and insert additional conditional statements.</li><li value="13">Continue configuring Criteria for all possible flow outcomes.</li><li value="14">Only one outcome can occur from an exclusive Gateway, and it will be the one that accomplishes the condition. If several criteria are true, the priority will be higher on the one that lies further up the configuration. To change the priority order of a Gateway that is directed toward multiple elements:</li><ul><li value="1">Right click on the Gateway element and select the option "Settings".</li><p><img src="http://support.sugarcrm.com/files/c2ea34e3-30a1-f8c5-df51-55030202d759.png" alt="" width="178" height="186" /></p><li value="2">There will be a criteria builder window for each related element. Place the mouse pointer to the left or right side of the criteria fields and the pointer will change its appearance to a standard "move" cursor type. </li><p><img src="http://support.sugarcrm.com/files/a7310104-705b-11fb-ef9b-5503024f6230.png" alt="" width="426" height="246" /></p><li value="3">Drag and drop the criteria fields into the desired sequence. This order will set the priority of the Gateway criteria.</li><p><img src="http://support.sugarcrm.com/files/691aff79-739b-540c-db21-550302dee43e.png" alt="" width="426" height="247" /></p><li value="4">When you are satisfied with the conditions and their processing order, click "Save" to preserve the changes and return to the visual designer canvas.</li></ul></ol><h2 id="Configuring_Process_Termination_Settings"><a name="Configuring_Process_Termination_Settings" data-mc-generated-bookmark="TOC"></a>Configuring Process Termination Settings</h2><p>A well-formed process definition will include termination conditions. If a process' target record meets these conditions, the process instance will force stop and display a status of "Terminated" in the Process Management list. This setting is important to prevent conflicts between multiple running processes or conflicts between Process Author and other automated parts of your Vodafone CRM instance (e.g. Workflows, Vodafone CRM Logic, or third party customizations).</p><p>Follow these steps to define termination conditions for a process definition:</p><ol><li value="1">Navigate to the Visual Design canvas for the relevant process definition.</li><li value="2">Find a blank spot on the design canvas and right-click to access the Process Definition's general settings.</li><li value="3">Click on "Process Definition".</li><p><img src="http://support.sugarcrm.com/files/b5385b10-12e0-cb19-0b8d-5543ec9e6248.png" alt="right-click" width="221" height="99" /></p><li value="4">The Process Definition settings will appear. Here you can edit the record-level settings such as the Name and Description, but most importantly, set Terminate Process criteria for this process definition.</li><p><img src="http://support.sugarcrm.com/files/23a7a7e3-fe17-10fe-72de-5543ec41609a.png" alt="prodef-settings" width="298" height="191" /></p><li value="5">Click inside the Terminate Process field to reveal the criteria builder.</li><p><img src="http://support.sugarcrm.com/files/738def29-4868-4e1b-aba4-5543ed0481f4.png" alt="terminate-criteria" width="350" height="169" /></p><li value="6">Refer to the <a href="#Module_Field_Evaluation" class="selected">Module Field Evaluation</a> section of this page to build a conditional statement that, when met, will force-stop a running process that was triggered by this process definition. These criteria must apply to the target module of the process definition and cannot reference any related modules.</li><p><img src="http://support.sugarcrm.com/files/8f2b8fd6-dced-9ce4-8361-5543f9ccb84a.png" alt="status-is-dead" width="350" height="65" /></p><li value="7">Click "Save" to preserve this setting and return to the design canvas. Be sure to save the overall process definition before navigating away from the canvas.</li></ol><h2 id="Editing_and_Annotating_Process_Definitions"><a name="Editing_and_Annotating_Process_Definitions" data-mc-generated-bookmark="TOC"></a>Editing and Annotating Process Definitions</h2><p><strong>Comments</strong></p><p>The Comment element allows admins to mark up the designer canvas with helpful annotations connected to Action and Activity elements. While all elements can be re-labeled, further explanation may come in handy to explain more complex Process Definitions. </p><p><img src="http://support.sugarcrm.com/files/69f10d39-0a0c-5051-734e-5579b1d8e2da.png" alt="toolbar-new-comments" width="556" height="93" /></p><p>To insert a comment onto the Designer Canvas, simply drag and drop the comment icon onto the canvas and then double click on the text "Text Annotation" to type a comment. Hit Enter to preserve the comment.</p><p><img src="http://support.sugarcrm.com/files/c57f7d94-921f-b644-fce6-550302bcd1b7.png" alt="" width="447" height="127" /></p><p><strong>Editing Tools</strong></p><p>Common editing tasks can be accessed on the right-most side of the Designer Toolbar. The three icons represent Undo, Redo, and Save.</p><p><img src="http://support.sugarcrm.com/files/d97289c5-2a49-ea1d-16ee-5579b26ffb5b.png" alt="toolbar-new-edit" width="549" height="99" /></p><ul><li value="1"><strong>Undo : </strong>Click to undo the last change made in the Process Definition (up to 25 changes). When an undo action restores a design element on the page, it will not restore the element's configuration.</li><li value="2"><strong>Redo : </strong>Click to redo the last change made in the Process Definition (up to 25 changes). When a redo action restores a design element on the page, it will not restore the element's configuration.</li><li value="3"><strong>Save : </strong>This control allows users to save all changes made by them on the Process Definition design. This button is enabled only when there are unsaved changes. Keep in mind that the Visual Designer auto-saves your work every 15 seconds. To save your process, click on this icon in the Designer's elements.</li></ul><p>When an enabled process definition's design is edited, any running process will immediately adapt to the new flow pattern. Therefore, it is best practice to disable a process definition before making changes to its design. Disabling the process definition will prevent running processes from adapting to the new flow prematurely. Please note that changing the process definition's status to "Disabled" will not cause any interruptions to already running processes. Upon re-enabling the process definition, any processes still running will adapt to the new flow.</p><h2 id="Resolving_Errors_in_the_Element_Errors_Panel"><a name="Resolving_Errors_in_the_Element_Errors_Panel" data-mc-generated-bookmark="TOC"></a>Resolving Errors in the Element Errors Panel</h2><p>When using the Visual Designer to create a Process Definition, real-time configuration errors are displayed to the right of the design canvs in the Element Errors panel.</p><p><img src="http://support.sugarcrm.com/files/58990a70-3597-ec70-5cbb-5579bd174f03.png" alt="resolve-errors" width="586" height="214" /></p><p>If an element on the canvas contains a flow error, the Visual Designer will place a red exclamation point icon over the element until the error is resolved. This error icon will always have a corresponding explanation in the Element Errors panel.</p><p>Some errors will occur and then resolve themselves naturally as the Process Definition is pieced together. For example, all elements will be considered in an error state until the appropriate connectors have been inserted in between elements as shown in this example:</p><p><img src="http://support.sugarcrm.com/files/46f60ae5-ca18-551c-b532-5503026799e9.png" alt="" width="542" height="224" /></p><ul><li value="1">Place and configure a Start event and an Intermediate event. The Element Errors panel will display three errors because:</li><ol><li value="1">A Start event must have a connector to some second element.</li><li value="2">An Intermediate event must have a connector from an earlier element.</li><li value="3">An Intermediate event must have a connector to a next step or element.</li></ol></ul><ul><li value="1">Now add a <a href="#Lines_and_Arrows)" class="selected">Sequence Flow Connector</a> from the Start event to the Intermediate event. This one connector resolves two of the three element errors because it serves as both an outgoing connector for the Start event and an incoming connector for the Intermediate event:</li><p><img src="http://support.sugarcrm.com/files/b7a534f1-75d9-f89f-5f0c-55030205d5d7.png" alt="" width="519" height="166" /></p><li value="2">Resolve the third and final Element Error by creating an End or Intermediate event after the "Run Business Rule" element and then place a connector between the two. Note that inserting a new Intermediate event or Gateway (instead of an End event) will result in a new error until its outgoing sequence flow is resolved. Placing an End event and its connector, though, will resolve all sequence flow Element Errors.</li><p><img src="http://support.sugarcrm.com/files/7f709951-9f12-4334-d84c-550302c4ca55.png" alt="" width="517" height="154" /></p></ul><p>Some common Element Errors and resolutions include:</p><table cellpadding="4" border="1" cellspacing="0"><tbody><tr><td><strong>Element Error</strong></td><td><strong>Resolution</strong></td></tr><tr><td>Activity must have an incoming sequence flow.</td><td>Insert a <a href="#Lines_and_Arrows)" class="selected">sequence connector</a> that flows from a Start or Intermediate element to the Event with the error.</td></tr><tr><td>Activity must have an outgoing sequence flow.</td><td>Insert a <a href="#Lines_and_Arrows)" class="selected">sequence connector</a> that flows to an Intermediate or End element from the Event with the error.</td></tr><tr><td><p>Gateway must have two or more outgoing sequence flows.</p></td><td>Create at least two new Intermediate and/or End events after the Gateway. Connect the Gateway to these elements using a separate <a href="#Lines_and_Arrows)" class="selected">sequence connector</a> for each element.</td></tr></tbody></table><h2 id="Exiting_the_Visual_Designer"><a name="Exiting_the_Visual_Designer" data-mc-generated-bookmark="TOC"></a>Exiting the Visual Designer</h2><p>At any time during the design of the process definition, you can exit the visual designer by clicking the X at the top of the screen, just above the Element Errors panel. While the visual designer automatically saves your progress every 15 seconds, you should still be sure to press the save button before exiting the designer. </p><p><img src="http://support.sugarcrm.com/files/a0351507-5627-dc5b-8515-5579be44d13e.png" alt="toolbar-exit" width="747" height="88" /></p><h2 id="Enabling_and_Disabling_Process_Definitions"><a name="Enabling_and_Disabling_Process_Definitions" data-mc-generated-bookmark="TOC"></a>Enabling and Disabling Process Definitions</h2><p>It is necessary to enable process definitions when their design is complete. It is also possible to disable process definitions when needed. The following sections explain how to enable or disable a process definition. </p><h3 id="Enabling_Process_Definitions"><a name="Enabling_Process_Definitions" data-mc-generated-bookmark="TOC"></a>Enabling Process Definitions</h3><p>New process definitions are set to "Disabled" by default. This is a preventative feature that ensures a process instance is not triggered inadvertently during the design phase. After the design is fully configured, exit the Visual Designer and set the process definition to "Enabled". There are two ways to enable a process definition:</p><ul><li value="1"><strong>Enabling Via Dashlet : </strong>Visit your <a href="#Creating_a_Process_Author_Dashboard" class="selected">Process Author dashboard</a>. Disabled process definitions will be listed in the "Disabled" tab of the Process Definitions dashlet. Find the Enable/Disable icon adjacent to the relevant process definition. Click on the icon and processes will immediately begin running when the process definition's conditions are met.</li><p><img src="http://support.sugarcrm.com/files/9f78725d-ae3f-b180-3f8e-5542a225bc36.png" alt="dash-enable" width="325" height="117" /></p><li value="2"><strong>Enabling Via List View : </strong>Navigate to the Process Definitions' list view by clicking on the Process Definitions module tab. From list view, identify the process definition that you want to enable. Click on that row's actions menu and select "Enable" from the dropdown list.</li><p><img src="Resources/Images/enabling-process-definitions.png" alt="enable-list-sm" width="454" height="258" /></p></ul><p>The process definition's Status will change from red to green "Enabled". Processes will immediately begin running when the process definition's conditions are met.</p><p><img src="http://support.sugarcrm.com/files/56e5e06e-f9af-2dc2-d621-55429fff7d17.png" alt="enabled" width="442" height="55" /></p><h3 id="Disabling_Process_Definitions"><a name="Disabling_Process_Definitions" data-mc-generated-bookmark="TOC"></a>Disabling Process Definitions</h3><p>To disable a process definition, use either of the two techniques explained in the <a href="#Enabling_Process_Definitions" class="selected">Enabling Process Definitions</a> section, choosing "Disabled" instead of "Enabled". Please note that disabling a process definition will only prevent it from triggering new processes. Any in-progress process instances will continue running without interruption.</p><h2 id="The_Process_Definitions_Module_Tab"><a name="The_Process_Definitions_Module_Tab" data-mc-generated-bookmark="TOC"></a>The Process Definitions Module Tab</h2><p>The Process Definitions module tab is located on the navigation bar at the top of the Vodafone CRM screen when the administrator is engaging with the Process Definitions module. Click the tab to access the Process Definitions list view. You may also click the triangle in the Process Definitions tab to display the Actions, Recently Viewed, and Favorites menus. The Actions menu allows you to perform important actions within the module. The Recently Viewed menu displays the list of process definitions you last viewed in the module. The Favorites menu displays the list of process definitions you most recently marked as favorites in the module.</p><p><img src="http://support.sugarcrm.com/files/6d4d1b1e-e0c0-5eaa-7661-550302d91f24.png" alt="" width="226" height="224" /></p><p>The Actions menu allows you to perform the following operations:</p><table cellpadding="4" border="1" cellspacing="0"><tbody><tr><td><strong>Menu Item</strong></td><td><strong>Description</strong></td></tr><tr><td><a href="#Creating_a_New_Process_Definition_Record" class="selected">Create Process Definition</a></td><td>Opens the record view layout to create a new process definition</td></tr><tr><td>View Process Definitions</td><td>Opens the list view layout to search and display process definitions</td></tr><tr><td><a href="#Importing_and_Exporting_Process_Author_Module_Records" class="selected">Import Process Definitions</a></td><td>Opens the import wizard to enable import of .bpm files</td></tr></tbody></table><p>If you do not see the Process Definitions module tab in Vodafone CRM, please check the following:</p><ul><li value="1">You must be an administrator user to access the Process Definitions module or the Process Definitions module tab.</li><li value="2">The Process Definitions module may be marked as hidden in your user preferences which will prevent the module tab from being displayed. Navigate to your user profile (upper right of Vodafone CRM), click the Advanced tab, and check the Layout Options section. If you see the Process Definitions module in the Hide Modules list, simply move it to the Display Modules list and save. For more information on hiding and displaying modules, please refer to the Layout Options section of the Getting Started documentation.</li></ul><h1 id="Dropdown_Editor"><a name="Dropdown_Editor" data-mc-generated-bookmark="TOC"></a>Dropdown Editor</h1><p>The Dropdown Editor allows administrators to view, modify, and create dropdown lists which can be added as fields in Vodafone CRM. Since dropdown lists are not module specific, they are stored and managed through the Dropdown Editor. Please note that the dropdown list can only be associated to a Dropdown, Multiselect, and Radio type field via Admin.</p><p>You can restrict which dropdown values are available to users based on their roles. For more information about role-based visibility, please refer to the <a href="#Developer_Tools" class="selected">Editing Role-Based Availability</a> section of this page.</p><p><strong>Note:</strong> Certain dropdown lists cannot be edited via the Dropdown editor as they are controlled by a separate area (e.g. Contract Types, Releases, etc.) of the Admin page. These include dropdown lists for the <a href="#">Forecasting</a>, <a href="#">Bug Tracker</a>, <a href="#">Contracts</a>, and <a href="#">Products and Quotes</a> modules. Please refer to the appropriate sections of the Administration guide for more information regarding the fields and how they can be edited.</p><h3 id="Adding_Dropdown_Lists"><a name="Adding_Dropdown_Lists" data-mc-generated-bookmark="TOC"></a>Adding Dropdown Lists</h3><p>Dropdown lists can be created at any time<a href="#Field_Types" class="selected"></a>. When creating a list, please keep in mind that this list is not module specific, so be sure to properly name your list and any dropdown options to avoid any confusion in the future. </p><p>If desired, you can restrict which dropdown values are available to users based on their roles. For more information about role-based visibility, please refer to the <a href="#Developer_Tools" class="selected">Editing Role-Based Availability</a> section of this page.</p><p>Use the following steps to create a dropdown list via Dropdown Editor:</p><ol><li value="1">Navigate to Admin > Dropdown Editor.</li><li value="2">Click the Add Dropdown button above the list of existing dropdown lists.</li><p><img src="http://support.sugarcrm.com/files/b0d12085-83bd-645b-385a-5503001201af.png" alt="add_dropdown_button_67_dev" width="183" height="174" /></p><li value="3">Enter in a name for your dropdown list on the Name field (e.g. "account_manager_list").</li><p><strong>Note:</strong> The name must be alphanumeric and use the underscore character for spaces.</p><p><img src="http://support.sugarcrm.com/files/4cf2a8cc-7bf1-32fd-4bd7-550300db8b48.png" alt="Developer_Tools_Dropdown_Editor_Name" width="222" height="164" /></p><li value="4">To create the items that will appear in your dropdown list, enter an "Item Name" and a "Display Label". Click "Add" once you have populated both fields to add the value to the dropdown list.</li><li value="5">The item name is the backend system name for the list item and must be alphanumeric. An underscore or a period can be used for the item name.</li><li value="6">The display label defines what will be displayed within the actual dropdown. Please note that there is no character restrictions when entering the display label. Click "Add" once you have populated both fields to add the value to the dropdown list.</li><p><img src="http://support.sugarcrm.com/files/a115946d-0cc4-0f4f-bd11-55030005b488.png" alt="Add_row_dd_edit_67" width="371" height="159" /></p><li value="7">Once all values have been added to your dropdown list, you can click one of the sort options to rearrange the values as desired. Lists can be sorted alphabetically in ascending or descending order based on the display label. You can also sort the list manually by dragging and dropping the values up-and-down the list.</li><p><img src="http://support.sugarcrm.com/files/3bbc5737-e5e9-98b5-6b1f-550300cfbc15.png" alt="sort_buttons_67_dd_edit" width="405" height="114" /></p><li value="8"> Click "Save" at the top of the screen to complete and add your dropdown list. You will be directed back to the main dropdown editor page once the save completes.</li><p><img src="http://support.sugarcrm.com/files/261bf151-f840-b701-85d6-5503006948a2.png" alt="Save_button_dd_edit_67_create" width="260" height="129" /></p></ol><h3 id="Viewing_Dropdown_Lists"><a name="Viewing_Dropdown_Lists" data-mc-generated-bookmark="TOC"></a>Viewing Dropdown Lists</h3><p>The Dropdown Editor displays all existing dropdown lists in two separate sections (Dropdowns list, Dropdown Editor) on the page. The Dropdowns list to the left of the page displays the dropdown lists in alphabetical order. The Dropdown Editor tab displays the dropdown lists in columns and allows you to view more of the lists at once instead of scrolling down a single list.</p><p><img src="http://support.sugarcrm.com/files/b2c39c56-9e01-ecc3-9f7f-550300b361d8.png" alt="DD_lists_67_view" width="621" height="209" /></p><p>Once you locate the dropdown list you are looking for, click the list's name to open the Edit Dropdown tab where you can view and edit the list. The Edit Dropdown tab displays the name, language dropdown, and the list of item names and display labels. The list's order here matches the order they will be displayed when using the dropdown in Vodafone CRM records. Reorder the list by dragging and dropping the items into the desired positions.</p><p><img src="http://support.sugarcrm.com/files/577af237-9978-8e74-7412-5503005e488c.png" alt="dd_view_67" width="275" height="308" /></p><p>If your organization uses Vodafone CRM in languages other than English, Vodafone CRM can display translated dropdown lists for each language used. For example, Vodafone CRM will display French dropdown items when a user is logged into Vodafone CRM in French. You must provide the translations for each language by specifying display labels for each dropdown item. First, finalize your list's items by <a href="#Developer_Tools" class="selected">adding or removing items</a> since the item names (a.k.a. database values) and order of items will be consistent across all languages. Choose the desired language in the Language dropdown above the list. Then, click the pencil icon for each item and enter a translated display label. When all labels have been translated, click "Save" to preserve your changes. After saving, the list will automatically be displayed in English, but you can change the Language dropdown again to check your labels.</p><p><img src="http://support.sugarcrm.com/files/35897c96-8504-c63b-d03a-5503005b1513.png" alt="lang_list_dd_67" width="256" height="211" /></p><h3 id="Editing_Dropdown_Lists"><a name="Editing_Dropdown_Lists" data-mc-generated-bookmark="TOC"></a>Editing Dropdown Lists</h3><p>Dropdown lists can easily be modified via the Dropdown Editor by selecting the specific dropdown list which opens the edit layout. You can reorder the items in the list, add new values, remove unnecessary values, change the display label of a value, or change the display label language.</p><p>Please note that the name of the dropdown list cannot be changed once created. Also, dropdown lists cannot be deleted since they can span multiple modules in Vodafone CRM and cause important data to be lost if removed in error. Once the necessary modifications have been made, click "Save" on the upper right to preserve the changes made.</p><p>To sort the list alphabetically, you can simply click the Sort Ascending or Sort Descending button on the bottom left of the tab view. Please note that the sorting is based on the display label. You can also reorder the items in your list, by dragging and dropping the items into the desired position.</p><p><img src="http://support.sugarcrm.com/files/c7804615-50c8-0289-84aa-550300ebe8bb.png" alt="DropdownList_ChangingOrder" width="469" height="389" /></p><p>To add a new value, enter in an item name and corresponding display label below the list of existing values then click "Add". Please note that the item name is the back-end system name and must be alphanumeric without any special characters other than an underscore or a period. The text in the display label defines how the value will be displayed in the dropdown list when viewed in the user interface. Please note that this there is no character restriction for the display label.</p><p><img src="http://support.sugarcrm.com/files/26f09a07-3de2-1835-144d-550300e37287.png" alt="add_row_dd_list_67" width="392" height="164" /></p><p>To remove a value from the list, click the Minus icon to the far right of the item row. Once deleted, the item will show a strike through and will be removed from the list once saved.</p><p><img src="http://support.sugarcrm.com/files/82d723f2-b964-35de-75c0-5503009ece2a.png" alt="delete_row_67_dd" width="396" height="124" /></p><p>The item name of a dropdown value cannot be edited, but you can update the display label via the Dropdown Editor. Simply locate the value in the list then click the Pencil icon to the far right of the item row. Enter in the new value into the open text box then click anywhere on the page to close the edit.</p><p><img src="http://support.sugarcrm.com/files/e4045306-b23f-e8f2-d35d-5503007f035a.png" alt="Editing_labels_in_DD_editor" width="391" height="119" /></p><h4 id="Editing_Sales_Stages"><a name="Editing_Sales_Stages" data-mc-generated-bookmark="TOC"></a>Editing Sales Stages</h4><p>The Revenue Line Items module contains two fields that function unlike other fields in Vodafone CRM. When the Sales Stage dropdown field is updated, the corresponding probability is automatically populated in the Probability (%) field. This is a unique function to the Revenue Line Items module. These two fields use the two dropdown lists, "sales_stage_dom" and "sales_probability_dom". Both dropdown lists have the same item name for all values but different display labels. The sales_stage_dom list is associated to the Sales Stage field and displays the various sales stages (e.g. prospecting, qualification, closed won, etc.). The sales_probability_dom list is associated to the Probability (%) field and displays the corresponding probability value (e.g. 10, 20, 100, etc.) for each sales stage.</p><p>When any changes are made to the sales_stage_dom list, you must consider the sales_probability_dom list as well to ensure the relationship between the two fields remain intact. For example, if you add a new sales stage (e.g. Item Name: "review_stage", Display Label: "Review Stage") to the sales_stage_dom list then you must add a corresponding probability (e.g. Item Name: "review_stage", Display Label: "50") to the sales_probability_dom list in order for it to populate properly in the revenue line item. The two lists' item names and order must match.</p><p>The Opportunities module's Status field uses the sales_status_dom list . Modifying this list is not recommended as the values in this dropdown are tied to the Revenue Line Item module's Sales Stage field. Making changes to this dropdown list's item names via code or Studio can cause unexpected behavior. For more information regarding the Status field, please refer to the <a href="Sugar_Enterprise_Application_Guide.html#Opportunities">Opportunities</a> documentation. </p><p><strong>Note</strong>: The dropdown lists "sales_stage_dom" and "sales_probability_dom" must have "Closed Won" and "Closed Lost" as item names in order for the Forecasts module to function correctly. Please ensure any changes to these lists does not remove or change the item name for these two options.</p><p>For sales_stage_dom list:</p><p><img src="http://support.sugarcrm.com/files/e4561ce1-abdb-6b9c-6b8b-550300031ee4.png" alt="Sales_stage_dom_list" width="400" height="230" /></p><p>For sales_probability_dom list:</p><p><img src="http://support.sugarcrm.com/files/b054571e-6f7b-23bc-6c5f-550300caab83.png" alt="Sales_probability_dom_list" height="223" width="326" /></p><p>For sales_status_dom list:</p><p><img src="http://support.sugarcrm.com/files/5c3e9964-6aab-fb6d-f332-55030005d85e.png" alt="dev_tools_sales_status_dom" width="306" height="237" /></p><h4 id="Editing_Time_Intervals"><a name="Editing_Time_Intervals" data-mc-generated-bookmark="TOC"></a>Editing Time Intervals</h4><p>The "After Time Elapsed" workflow triggers after a specified period of time has elapsed from when a record save occurs in Vodafone CRM. For more information on "After Time Elapsed" workflows, please refer to the <a href="#">Workflow Management</a> documentation. When creating the conditions for the workflow, you have the option to specify the time interval (e.g. 0 hours, 4 hours, 1 day, 1 week, etc.) used by the system to execute the workflow. The available time interval values can easily be modified via the Dropdown Editor.</p><p>The Dropdown Editor contains the "tselect_time_dom" list, which allows administrators to configure the time intervals used for time elapsed workflows. To add new time intervals to the dropdown list, simply enter the "Item Name" and "Display Label", keeping in mind that the item name must display the number of seconds corresponding to the new time interval. The display label value should have the time as it relates to minutes, hours, days, etc. For example, if you are adding 2 hours to the time interval list, the item name value will be "7200" and the display label will show "2 hours".</p><p><img src="http://support.sugarcrm.com/files/b887526a-0a27-f7a6-c5b9-55028883e664.png" alt="Workflow_TimeIntervalDropdown_Edit" height="193" width="288" /></p><h1 id="Rename_Modules"><a name="Rename_Modules" data-mc-generated-bookmark="TOC"></a>Rename Modules</h1><p>Depending on your business needs, it may be necessary to alter the display label to make the module's name (e.g. Contacts, Accounts, etc.) align to your various business components. Administrators can easily rename modules via Admin > Rename Modules. When editing a name, you are given the option to update both the singular and plural version of the word. This change will be reflected globally across Vodafone CRM so that every use of the given module name is updated to your preference, seamlessly to all users. You can also use the language dropdown list at the top of the page to rename the modules to a language other than English.</p><p>The following steps cover renaming the Contacts module as an example:</p><ol><li value="1">Navigate to Admin > Rename Modules.</li><li value="2">Locate the module you wish to change and click the Pencil icon to the left of the module's name.</li><p><img src="http://support.sugarcrm.com/files/bb786d08-0ec4-d6d9-2ff8-550300823a66.png" alt="rn_mod_67" width="266" height="304" /></p><li value="3">Enter in a new singular and plural name for the module then click the Pencil icon again to close the text boxes.</li><p><img src="http://support.sugarcrm.com/files/9236cd82-5583-0242-866e-55030081f0e6.png" alt="RenameModules_Save" width="277" height="269" /></p><li value="4">Click "Save" to deploy your changes across your instance.</li></ol></body>
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