In this article, we address how users are able to simply view and manage their data within the SugarCRM interface.
How to View and Manage Records in SugarCRM
Every module represents a record type such as accounts or opportunities. Sugar provides three types of views for every module: List View, Detail View, and Edit View.
List View in SugarCRM
The List View displays links to individual records in a table format. By default, Sugar sorts records in descending order of their creation date. The List View also displays other relevant information such as the name, email address, and phone number for each record. You can change the default view by adding or removing columns depending on the information that you want to view. For more information, see
Searching for Information in Sugar.
You can mark records that you frequently access as My Favorites from the List View of most modules. You can use the My Favorites search filter to find your favorite records quickly. You can also add a My Favorite Records Dashlet to your Home page to view these records.
You can click a record name to view its details. Alternatively, if you have Edit permissions, you can click the Edit icon located next to the record name to navigate to the Edit View.
The Actions drop-down list, located above the Name column in List View, provides options to perform actions such as Delete, Email, Mass Update, Merge, Add to Target List, and Export one or more records.
Sugar paginates long List Views. Click any column name that has a double-arrow icon beside it to sort the list. Click the column name again to reverse the sort order.
Detail View in SugarCRM
The Detail View displays available information such as the record name, modified date, and related records. The related records are displayed in the separate sub-panels. For example, a Contact’s Detail View displays sub-panels for related Activities, History, Documents, Opportunities, and so on. The Detail View enables you to edit, duplicate, find duplicates, manage subscriptions, and view change log for the record. You can also create, edit, and delete related records in the sub-panels.
Quick Edit Forms in SugarCRM
This feature is available in List Views and sub-panels of most modules. It enables you to make quick changes to records without navigating away from the list of records displayed in the List View or sub-panel. This is particularly helpful when you need to make changes to multiple records within sub-panels on the same page or the same List View.
This feature is not available in Classic Theme.
To make quick edits to a record:
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Go to the List View of a module.
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Click on the Edit icon located to the left of any record name in the List View.
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This displays the Quick Edit form.
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Update the record and click Save.
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If you want to make detailed changes, click View Full Form in the Quick Edit form to go to the Edit page.
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Edit View: The Edit View enables you to update existing information and add more details if needed.
To view and edit a record
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Click a record name in a module’s List View, to see its Detail View.
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Click Edit in the record’s Detail View to edit the record.
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Input the required information and click Save.
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Click Cancel to exit the Edit View without saving your changes.
To manage related information within sub-panels in SugarCRM
The Detail View of a record displays related information in sub-panels. Each sub-panel consists of rows to list links to records. You can add more records to the list, if necessary This feature enables you to quickly associate multiple records. For example, you can associate more than one contact with an account.
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To minimize a sub-panel, click the arrow located to the left of a sub-panel’s name. This hides the sub-panel, but still displays its name and the arrow icon. Click the arrow icon to display the sub-panel.
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To move a sub-panel to a different location on the page, mouse over the sub-panel name, click and drag the panel to the desired location on the page.
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To create a new record, click Create below the sub-panel name. This displays the the Quick Create form. Input required information and click Save. Click Full Form to include additional details and click Save.
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To choose a record from an existing list, click Select above the sub-panel.
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A list of available records for the sub-panel displays in a separate window.
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To select one or more records from the list, click the box adjacent to the record name and then click Select.
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To delete a related record, click the rem icon located to the extreme right of the record row, and click OK.
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Tracking User Activity in SugarCRM
The Last Viewed list displays recently accessed records, as well as calls and meetings you recently scheduled. You can view this list in the module menu, which displays when you point the cursor at a module’s tab. To view a record again, click its link in the Last Viewed list.
You can also create tracker reports to track information such as how many modules were accessed, how many files were modified and so on. For more information, see
Viewing and Creating Tracker Reports.
Creating and Managing Records in SugarCRM
You can access a module only if the administrator grants you permission. Your ability to perform actions within a module, such as creating, editing, and deleting records also depend on the access permissions that the administrator grants you.
Sugar displays existing records on a module’s Home page. You can see this List View when you select the View option from the module menu.
Assigning Records to Users and Teams
When you create a record, by default, you are the user as well as the team assigned to manage it. You can change the user and team assignments if required. Assigning a user to the record is optional, assigning a team is a requirement. The assigned user is not required to be a member of the assigned team.
Assigning a record to a team ensures that data is viewed only by users who have the authority to do so. The actions that each team member can perform, such as viewing, editing, and deleting records depends on the permissions that the administrator has granted them.
When a record is assigned to a user, Sugar sends an email notifying the user. You can view the assigned user from the record’s Detail View and Edit View.
The following teams are available in Sugar:
Private: All users have their own private team. By default, records that you create are assigned to your private team to allow you to access and manage them.
Global: This is a universal team consisting of all Sugar users. All users can view any record that is assigned to the Global team.
Regular: A regular team may reflect a geographical area, a specific task, or other considerations. When a record is assigned to a regular team, only its members can access it. Two regular location-based teams, East and West, are available out of the box. The administrator creates and manages regular teams.
Team Types in SugarCRM
You can assign multiple teams to the record to enable users who are spread across teams to perform record-related tasks. When you assign a record to more than one team, the first team you select is the primary team by default. You can also select a different primary team.
The module’s List View displays the primary team. A Down arrow next to the team name indicates that the record has been assigned to more than one team. Mouse over the arrow to view secondary teams assigned to the record.
You can search for records using team names if the administrator has included Team as one of the search fields.
To assign users and teams to records
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Select the module in which you want to create a record.
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Select Create from the Actions list on any page within the module. For example, to create a record in the Accounts module, choose Create Account.
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Click the Create icon located on the top right of any page within the module.
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Enter the record name.
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Sugar automatically assigns this record to your private team. A green button indicates the primary team. You are also the assigned user.
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To change the primary team assignment from your default team to a different team, enter the name of the new primary team, or click the Select button to select from the Teams list.
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To change the assigned user, enter the user’s name, or click the Select button to select it from the Users list; if you do not want to assign a user, click the Clear button to remove the existing user name from the field.
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To assign more teams to the record, click the Select button to choose new teams from the Teams List, or click the Add button to add additional team fields and then enter the team names in the fields.
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To change the primary team to a different team, select the radio button to the right of the team that you want to specify as the primary team.
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To delete a team, click the Trash icon located next to the Select button.
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Click Save to save the record.
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To manage record assignments
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To edit or delete an assigned team or user, click the record name in the List View.
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This displays the Detail View of the record.
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Click Edit in the Detail View.
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This displays the Edit View of the record.
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To select a secondary team as the primary team, click the button corresponding to the team; to select a team that is not already assigned to the record, enter the name of the team in the primary team field.
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To assign a new secondary team, click Add and enter the team name in the blank field that displays or the screen. Alternatively, click Select to choose a team from the Team List.
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To remove a team, click the Trash icon corresponding to the team name.
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To assign your record to a different user, replace your name with the appropriate user’s name. Alternatively, click Select and choose from the Users List.
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Tracking and managing record History in SugarCRM
The Detail View page of every record displays a History sub-panel that enables you to track record-related activities such as meetings, notes, attachments, and archived emails. Each row in the panel displays icons to edit or remove a record. You can also use this sub-panel to create and record new activities.
To track and manage record history
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To view the details of a listed note, meeting, attachment, or email, click its title.
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To sort records in ascending or descending by date, click the Up or Down arrow located next to the Due Date column.
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To archive an email, click Archive Email, copy the email’s contents into the Email form, and save it.
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To view a summary of all the listed records, such as subject, status, and date, in a separate window, click View Summary.
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To edit or delete a record, click the appropriate edit or rem icon respectively.
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Editing and Deleting Multiple Records in SugarCRM
Most of the modules provide a Mass Update sub-panel on their home page that enables you to edit or delete one or more of the listed records simultaneously. This feature is useful to update information shared by several records such as the assigned user and teams. The fields that you can edit vary depending on the module. For example, in the Contacts module you can change the related account.
To edit or delete multiple records
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To edit information, in the module’s List View, select the records that you want to edit.
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From the Actions drop-down list, select Mass Update to view the Mass Update sub-panel.
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Make your changes and click Update.
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You can update team assignments as follows:
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To select a new primary team from the teams you added, click the Primary radio button corresponding to the team name.
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To assign additional teams to the selected records, click Select to select from the Team List, or click Add to create a new team field and enter the team name.
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To replace the current assigned teams for the selected records, click the Replace radio button; to add the teams to the selected records, click the Add radio button.
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To reassign the record to a different user, click Select to choose a new user from the Users list.
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Other fields that display in this panel vary depending on the module.
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Click Update to save your changes.
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The selected records are updated.
For full instructions, click here.
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