Implementation guide

The Edit fields function is used to control the visibility of fields in various modules for the entire organization. This feature enables you to create custom fields, rearrange fields, edit field properties, and move fields inside and across blocks.

To choose module:

  1. Click on the    icon at the top of page.
  2. On the left sidebar, click Designer > Edit Fields.
  3. Select the desired module from the drop-down in the top-right of the screen as shown below:

    field


This feature enables you to add custom fields in addition to default fields offered by Second CRM. To add custom fields in the selected module:

  1. Click on the Add Custom Field button as shown below:

    field1

  2. Select Field Type from the drop-down, provide field name in the Label Name field, and specify field length in the Length field.

    field2

  3. Once done click the Save button.

Second CRM offers a wide variety of choices in creating custom fields according to your business requirements. The following table contains the complete information of custom Fields that are supported in Second CRM.

Field Type Description Fields Information
Text To add text Label: Provide field name
Length: Provide field size
Maximum Characters: 255
Decimal To add decimals Label: Provide field name
Length: Provide field size
Decimal: Provide number of decimal places
Maximum Characters: 59
Integer To add integers Label: Provide field name
Length: Provide field size
Maximum Characters: 255
Percent To add percentage Label: Provide field name
Currency To add currency values Label: Provide field name
Length: Provide field size
Maximum Characters: 255
Email To add email address Label: Provide field name
Phone To add Phone number Label: Provide field name
Pick List To add drop-down fields Label: Provide field name
Picklist values: Provide picklist values
URL To add website address Label: Provide field name
Check-Box Enable check-box for true. Disable for false. Label: Provide field name
Text Area To add long text Label: Provide field name
Multi-Select Combo Box Add picklist field to select multiple values Label: Provide field name
Picklist values: Provide picklist values
Skype To add Skype ID Label: Provide field name
Time To add time Label: Provide field name

This feature enables you to create new blocks in addition to default blocks offered by Second CRM. To add custom blocks in the selected module:

  1. Click on the Add Custom Block button as shown below:

    field3

  2. A pop-up will appear. Provide a label in Block Name and select a block from the Add After drop-down to specify the placement of your next block.

    field4

  3. Once done click the Save button.

This feature gives you the flexibility to modify the arrangement of the fields according to your business requirements. Click on the desired field and drag it on to any selected location in and across blocks. To rearrange fields:

  1. In the Fields and Layout Editor, select the desired module, and click on the desired field.
  2. Drag the field to the desired location (you can move fields in all possible directions: left, right, up, and down).

    field5

  3. After rearranging fields, click the Save Field Sequence button in the top-right.

    field6


This feature helps you to configure basic characteristics of fields. You can change some of the properties of a field by clicking on the edit icon to the right of each field.


field7

Field Property Functionality
Mandatory field To make the field mandatory for the Users to fill in.
Active To enable or hide the field for all users.
Quick Create To make the field available in Quick Create popup.
Summary View To display the field in summary view of the record.
Mass Edit To make the field available during mass edit.
Default Value To set default value for the field.

Some check-boxes are disabled for some fields because their properties cannot be edited. This is to prevent inconsistency in Second CRM.

This feature enables you to hide fields, so that they are not used by users. Hiding fields will not delete the data associated with it and can be restored when required. To hide fields:

  1. Click on the edit icon next to your desired field.

    field8

  2. Uncheck the [Active] check-box to hide that particular field.

    field9

  3. Once done, click the Save button.


Picklists are drop down menus which are offered to you at the edit or ajax view of several Second CRM modules. This menu allows you to define the content of the picklists based on the roles.

To customize the Picklist:

  1. Click on    icon at the top of page.
  2. On the left sidebar, click Designer > Picklist Editor to get an overview about the CRM modules which have pick lists included, as shown below.

    picklist

The content of the picklist for each individual (non-admin) user depends on the role which has been assigned. You may use this feature for instance to create pick lists in different languages or to restrict the users access to certain entries.

At the edit and detail view of the Second CRM modules the content of the pick lists is displayed in alphabetical order. A user with admin privileges always sees all picklist entries, independent of its role assignment. If a picklist entry has been assigned that is not accessible by the role of the current user a message "not accessible" will be displayed.

To add new Picklist:

  1. Click on    icon at the top of page.
  2. On the left sidebar, click Designer > Picklist Editor.
  3. Select the desired module from Select Module dropdown (example:Leads) and select desired picklist from Select picklist dropdown as shown below.

    picklist1

  4. Click on the Add Value button and a pop-up will appear as shown below. You can add new values in textarea on top and assign role(s).

    picklist2

  5. Once done, click the Save button.

If you don't select any role for the new picklist values, they will be present in the picklist values but not displayed for any role (other than admin).

To edit the picklist value, click on the Rename Value button and a pop-up will appear as shown in below figure. Then, select a picklist value you want to edit and click Save once done.

picklist3

To delete the picklist value, click on the Delete Value button and a popup will appear as shown below. Delete one or multiple values and select a value from Replace with dropdown, to replace all the values with that name.

picklist4

You cannot select a blank value for replacement.

The Picklist Dependency Setup menu allows you to link contents of a picklist with content of another picklist. That means, you will need to setup dependency between two picklist fields. By selecting a value in source picklist field, you will have to complete control over the target picklist fields.

To customize the Picklist Dependency

  1. Click on the    icon at the top of page.
  2. On the left sidebar, click Designer > Dependency Picklist to get an overview of the Second CRM modules which have picklist dependency, including source fields and target fields as shown below.

    picklistdep

You use this menu to define the dependencies. The Target Field is controlled by the Source Field. To add new Picklist Dependency:

  1. Click on the    icon at the top of page.
  2. On the left sidebar, click Designer > Dependency Picklist.
  3. Click on the + Add Picklist Dependency button at the list view and below figure will appear.

    picklistdep1

  4. Once done, click the Save button.

Values in grey are selected and values in white are unselected.

Please note the following rules:
  • Click on the respective cell to change the mapping for picklist values of target field.
  • Only mapped picklist values of the Source field will be shown below (except for the first time).
  • If you want to see or change the mapping for the other picklist values of the Source field, then you can select the values by clicking on the Select Source Values button on the right side.
  • Selected values of the Target field values, are highlighted as Selected Values.

You can edit the picklist dependency by clicking on the edit icon provided for each picklist dependency.

picklistdep2

Once you are done with the changes, click on the Save button to save your changes to the picklist.

The module, the source field and the target field cannot be changed.


To delete the picklist dependency, click on the Trash icon and a pop-up will appear as shown below:

picklistdep3


Users are employees in your organization who can log into their Second CRM accounts, access information, and perform tasks according to permissions that have been defined to them. In Second CRM, admin users have the ability to create and edit user accounts.

To view the list of Second CRM users, click on the    icon on the top right of the page to open the Admin Dashboard. Click User Management > Users on the left sidebar, and your screen should appear as below:

user

This user list includes the user name, role, e-mail address and other details for each individual user.

You may edit or delete users at this view. If you wish to remove a user, click the Trash icon on the right, at the end of the user row.

This function deletes a user but not the user data. You will be asked who you want to assign as the new owner of the data. You cannot delete default users provided by Second CRM.

To create a new user in Second CRM, click on the + Add User button and enter the user information. Fields marked with an asterisk [ * ] are mandatory.

user1

Click the Save button to save the details and new Second CRM user.

If you wish for the user to be able to create business documents, you must assign a company to that user. To learn about assigning a company, click here.

When a new user is created, an automatic e-mail will be sent to this user with the login data. It is advisable to inform a prospective user in advance of the purpose of this e-mail.


You can delete user accounts to revoke their access to Second CRM. After deletion, the user will not be able to log into Second CRM. To delete a user, follow the steps below:

  1. To delete a user, click the Trash icon on the right, at the end of the user row. A pop-up will appear to confirm your wish to remove the user from Second CRM. Click Yes to continue.

  2. You will be taken to a page where you may re-assign the deleted user’s records to another user. Select the desired user for the records to be transferred to from the drop-down list, as shown below:


  3. user2

  4. Click Save to continue.

You may check the check-box beside Delete User Permanently to permanently remove the user from Second CRM. This means that instead of being marked ‘Inactive’ , the user will be completely removed from the user list. To restore the user, an admin will need to create a new user account.


To view the user details, click on the name (User ID) of a particular user as displayed in the figure below. This view includes user master data related to login, the user role and other user information.

User privileges are not shown. These privileges are defined by the user profiles and organization-wide settings as will be explained later.

user3

You can perform the following operations by clicking on the corresponding button in User detail view:
  • Select Change Passwordopen a new window from which you may change the user's password.
  • Select More > Delete to remove the user from Second CRM.
  • Select Edit to edit the user master data.

There are 5 tabs in the user detail view:

Preferences Contains user details, as well as Calendar settings, Currency and Number configuration details, contact information and more.
Education User's previous and current level of education.
Work Experience User's previous and current work experience.
Projects Previous projects the user has been involved in and current projects.
Language & Skills The list of the user’s languages and skills.
Emergency Contact User’s emergency contact information.
Leaves Leaves: For user to apply leave, view their leave balances and leave requests status.

Second CRM offers default numbering that corresponds to every module according to your requirements.

To Customize Record Numbering:

  1. Click on the    icon at the top of the page.
  2. On the left sidebar, click Other Settings > Customize Company Numbering.
  3. Then, you can customize record numbering and prefix for Quote, Invoice, Purchase Order and Sales Order modules and other modules as shown below:

    settingCompNum1

  4. Once done, click the Save button.

Record numbering by company is only available for inventory modules (Quotes, Invoices, Sales Order and Purchase Order). Other modules can only have 1 record numbering.


Company Numbering

Setting Company Numbering helps you to separate record numbering for Business Documents (Quotes, Invoices, Sales Order and Purchase Order) based on company.

To enable Setting Company Numbering:

  1. Click on the    icon at the top of the page.
  2. On the left sidebar, click Other Settings > Setting Company Numbering and check the checkbox to enable setting company numbering as shown below:

    settingCompNum

  3. Once done, click the Save button.

Second CRM offers different home page widgets that will provide a graphical representation of current status and key performance indicators. As complete analysis of data is displayed on a single screen, decisions and conclusions can be monitored at a glance.

home

List of widgets displayed on Home page

  • Top Potentials - Detailed list of Potential records and revenues are displayed.
  • Leads by Status - Graphical representation of Leads are displayed according to the Lead Status.
  • Leads by Source - Graphical representation of Leads are displayed according to the Lead Source.
  • Leads by Industry - Graphical representation of Leads are displayed according to the Industry they belong to.
  • Overdue Activities - Displays the list of pending events and to dos.
  • Service Request by Status - Graphical representation of Service Requests are displayed according to their Status.
  • Open Service Request - Diagram displays open Service Requests assigned to different users in Second CRM.
  • Leaves - Displays list of employees currently on leave and any future leave.
  • Leaves pending Approval - Displays list of Leaves which are waiting for approval.
  • Timeline - It displays the operations performed on record in modules such as Create and Edit. It also displays the comments made on a record. As it displays complete history, it will help the administrators to track the changes made to records.
  • Upcoming Activities - It displays the list of Events and to dos that are scheduled to be completed in future. Upcoming Activities is a default widget and cannot be deleted.
  • Sales Funnel -Displays the list of Potentials on record according to their Sales Stage.
  • Potentials by Stage -Displays a graphical representation of Potentials on record, as assigned to different users according to Sales Stages.

When setting up an incoming mail server, it must be done by every user you have in your Second CRM account as it will require the user name, password and email ID for each user.

How to use

Select your email provider to receive all emails right in Second CRM. If your email provider is either Gmail, Yahoo, or Fastmail, then mail server name will be automatically populated. Otherwise, you will have to input the server name or IP address manually.

To setup Incoming Mail:

  1. Go to All > General > Mail Manager menu at the navigation area.
  2. Under Settings tab, select your email provider as shown below:

    mailmanager

  3. Input your user name and password.
  4. Select a Refresh time.
  5. Once done, click the Save button.

If your mailbox is not configured yet, you will be navigated to Settings. If your mailbox is already configured, you can find Settings on the left.

If you have received an email from an address that either does not match or does not exist as a record in Second CRM, you can input it as a Lead, Contact, Account, or Ticket from within your email.

To create records from your email:

  1. Click on email to open.
  2. On the right side of page under Related Records, a look-up is displayed based on email ID. Click on the Actions to open a drop-down menu as shown below:

    mailmanager1

  3. Click on either Add Leads, Add Accounts, Add Contacts or Add Tickets.
  4. Modify values in the pop-up if necessary, and click Save.

If the email address matches an existing record in Second CRM, you can add a To Do, Ticket, or Comment, or attach the email to a corresponding record.

To update a record from your email:

  1. Click on the email to open it.
  2. On the right side of page under Related Records, a look-up is displayed based on email ID. Click on the Actions to open a drop-down menu as shown below:

    mailmanager2

  3. Click to select either Add ToDo, Add Ticket, Add Comment or Attach Email.
  4. Modify values in the pop-up if necessary, and click the Save button.

You are allowed to setup multiple email and switch between one mailboxes to another in Second CRM.

To add multiple email:

  1. Go to All > General > Mail Manager menu at the navigation area.
  2. At the top of page you click on add button as shown below:

    add new mail

  3. Then, below screen will appear where you can setup your mailbox.

    setup new mail


    setting new mail
  4. Once done, click Save button.
  5. The new mailbox will appear in the dropdown list as shown below where you can switch between one mailbox to another:

    select new mail



If you wish to send e-mails from Second CRM or if you want to receive notifications, you must configure the mail server first.

All Second CRM users will use the same outgoing mail server. If a user sends an e-mail using Second CRM, the user's e-mail address as defined for each individual user at the user settings will be used automatically as the sending e-mail address.

To setup Mail Server:

  1. Click on the    icon at the top of page.
  2. On the left sidebar, click Other Settings > Mail Server Settingand click edit as shown below:

    outgoing

    Provide your Mail Server details and make sure that the server can be reached by Second CRM.

    outgoing1

    Server Name Provide mail.yourdomain.com:port where yourdomain.com is the actual domain name followed by port. For instance, gmail accepts ssl://smtp.gmail.com:465
    User Name Provide your user name.
    Password Provide your password.
    From Email Emails will be sent from the email id you would specify in this field; else, emails will be sent via the email id of the current user.
    Requires Authentication Click on the check-box to enable authentication before sending an email.
  3. Once done, click Save.

Multiple from Address

The Multiple From Address function allows you to create a list of email addresses to select from when a user composes an email from within Second CRM. This allows the user to define who is listed in the “From” field when a record receives the email.

outgoing2

To add a new from email address to the list click the New From Email Address button as displayed in figure above.


Upon clicking the New From Email Address button, you will be redirected to the Edit New From Address page as shown in the figure below. Add relevant details and click the Save button.

outgoing3

To send an email, select one or more email recipients at the List View of any module. Click on Actions > Send Email as shown below.

outgoing4

A Compose Email pop-up will appear as shown in the figure below. You may select an email sender (From Address) from a dropdown list in the From field.

outgoing5


Second CRM provides you with several possibilities for evaluating your data according to criteria you have selected beforehand. You have a set of predefined reports available which you can customize to your needs.

You can use these report and analysis features to get an overview of customer related activities and to draw conclusions on how to improve your sales process.

How to use

You may summarize the data stored in Second CRM with Reports. Follow the steps below to create a new Report:

  1. Go to All > General > Reports or simply click on Reports at the navigation area.
  2. Click on the + Add Reports > Detail Report button.

    STEP 1: Report Details
    In Step 1 of creating a report, you'll need to provide a few basic details as shown below:

    report

    • Report Name: Provide desired label for your report
    • Report Folder: Select from the existing folders to store your report
    • Description: Provide report description. This is just for future reference
    • Primary Module: Select a module to create report on records of that module
    • Select Related Modules: Select maximum two related modules to include fields of those modules while creating a report
      You can also proceed without selecting any related modules.

  3. Then, click Next button.
  4. Select desired columns to be displayed on your report.

    STEP 2: Select Columns
    The second step in creating reports enables you to select columns to be displayed in your report, group by a particular field in ascending or descending order, and perform calculations on integer and currency fields.

    report1

    • Selecting columns
      You can select fields from selected module to be displayed in your report. You will need to click on the text space provided to select fields.

    • Group By
      This feature enables you to group information based on selected fields. You can group them alphabetically in either ascending or descending order.

    • Calculations
      Select check-boxes to perform calculations on Currency and Numeric fields.


  5. Click Next button.
  6. Provide conditions to filter selected records. You can skip this step if you would like to create a report on all existing records in the selected module.

    STEP 3: Filters
    Records filtering conditions have been made very simple. Conditions are grouped into two blocks.

    report2

  7. Click the Generate Report button to generate your report.

You may modify a recently created report by clicking on the Customize button in the detail view of the report as shown below.

custreport

You can also export your reports to .csv or .xlsx files. Click on the corresponding icon in the detail view of the record to export it.

exportreport

With this feature enabled you can now send Reports in csv format at regular intervals to specific users through email without logging in to Second CRM.

During Report creation, Step 1 captures the required configuration for Scheduled Reports as shown below.

schedulereport

Then, frequency can be configured based on how often you would like a Report to be dispatched.

schedulereport1


Fields Information
Daily Report will be emailed every day at the specified time.
Weekly Report will be emailed every week, on the specified days at the specified time.
On Specific Date Report will be emailed on the specified date at the specified time.
Monthly By Date Report will be emailed every month, on the specified days at the specified time.
Yearly Report will be emailed every year, on the specified month & date at the specified time.

Recipients of the Email can be selected from the list of existing Users, Roles or Groups. It can be also be sent to any specified email address.

schedulereport2

For the Scheduled Emails functionality to operate, a workflow Cron job should be active in the Scheduler.

To create custom Chart:

  1. Go to All > General > Reports or simply click on Reports at the navigation area.
  2. Click on the + Add Reports > Charts button.

    STEP 1: Report Details
    In Step 1 of creating reports, you'll need to provide a few basic details as shown below:

    chart

    • Report Name: Provide desired label for your report.
    • Report Folder: Select from the existing folders to store your report.
    • Primary Module: Select a module to create report on records of that module.
    • Select Related Modules: Select maximum two related modules to include fields of those modules while creating a report.
    • Description: Provide report description. This is just for future reference.

  3. Then, click the Next button.
  4. Provide conditions to filter selected records. You can skip this step if you would like to create a report on all existing records in the selected module.

    STEP 2: Filters
    Records filtering conditions have been made very simple. Conditions are grouped into two blocks.

    chart1

  5. Then, click the Next button.
  6. Select type of chart for your report. You can either select Pie Chart, Vertical/Horizontal Bar Chart or Line Chart.

    STEP 3: Select Chart

    chart2

  7. Then, click the Generate Chart button and you will see a page like the figure below. You can add this chart to the dashboard by clicking Bring to Dashboard button.

    chart3

  8. To view the chart, go to homepage dashboard by clicking the    icon.

The Edit fields function is used to control the visibility of fields in various modules for the entire organization. This feature enables you to create custom fields, rearrange fields, edit field properties, and move fields inside and across blocks.

To choose module:

  1. Click on the    icon at the top of page.
  2. On the left sidebar, click Designer > Edit Fields.
  3. Select the desired module from the drop-down in the top-right of the screen as shown below:

    field


This feature enables you to add custom fields in addition to default fields offered by Second CRM. To add custom fields in the selected module:

  1. Click on the Add Custom Field button as shown below:

    field1

  2. Select Field Type from the drop-down, provide field name in the Label Name field, and specify field length in the Length field.

    field2

  3. Once done click the Save button.

Second CRM offers a wide variety of choices in creating custom fields according to your business requirements. The following table contains the complete information of custom Fields that are supported in Second CRM.

Field Type Description Fields Information
Text To add text Label: Provide field name
Length: Provide field size
Maximum Characters: 255
Decimal To add decimals Label: Provide field name
Length: Provide field size
Decimal: Provide number of decimal places
Maximum Characters: 59
Integer To add integers Label: Provide field name
Length: Provide field size
Maximum Characters: 255
Percent To add percentage Label: Provide field name
Currency To add currency values Label: Provide field name
Length: Provide field size
Maximum Characters: 255
Email To add email address Label: Provide field name
Phone To add Phone number Label: Provide field name
Pick List To add drop-down fields Label: Provide field name
Picklist values: Provide picklist values
URL To add website address Label: Provide field name
Check-Box Enable check-box for true. Disable for false. Label: Provide field name
Text Area To add long text Label: Provide field name
Multi-Select Combo Box Add picklist field to select multiple values Label: Provide field name
Picklist values: Provide picklist values
Skype To add Skype ID Label: Provide field name
Time To add time Label: Provide field name

This feature enables you to create new blocks in addition to default blocks offered by Second CRM. To add custom blocks in the selected module:

  1. Click on the Add Custom Block button as shown below:

    field3

  2. A pop-up will appear. Provide a label in Block Name and select a block from the Add After drop-down to specify the placement of your next block.

    field4

  3. Once done click the Save button.

This feature gives you the flexibility to modify the arrangement of the fields according to your business requirements. Click on the desired field and drag it on to any selected location in and across blocks. To rearrange fields:

  1. In the Fields and Layout Editor, select the desired module, and click on the desired field.
  2. Drag the field to the desired location (you can move fields in all possible directions: left, right, up, and down).

    field5

  3. After rearranging fields, click the Save Field Sequence button in the top-right.

    field6


This feature helps you to configure basic characteristics of fields. You can change some of the properties of a field by clicking on the edit icon to the right of each field.


field7

Field Property Functionality
Mandatory field To make the field mandatory for the Users to fill in.
Active To enable or hide the field for all users.
Quick Create To make the field available in Quick Create popup.
Summary View To display the field in summary view of the record.
Mass Edit To make the field available during mass edit.
Default Value To set default value for the field.

Some check-boxes are disabled for some fields because their properties cannot be edited. This is to prevent inconsistency in Second CRM.

This feature enables you to hide fields, so that they are not used by users. Hiding fields will not delete the data associated with it and can be restored when required. To hide fields:

  1. Click on the edit icon next to your desired field.

    field8

  2. Uncheck the [Active] check-box to hide that particular field.

    field9

  3. Once done, click the Save button.


Users are employees in your organization who can log into their Second CRM accounts, access information, and perform tasks according to permissions that have been defined to them. In Second CRM, admin users have the ability to create and edit user accounts.

To view the list of Second CRM users, click on the    icon on the top right of the page to open the Admin Dashboard. Click User Management > Users on the left sidebar, and your screen should appear as below:

user

This user list includes the user name, role, e-mail address and other details for each individual user.

You may edit or delete users at this view. If you wish to remove a user, click the Trash icon on the right, at the end of the user row.

This function deletes a user but not the user data. You will be asked who you want to assign as the new owner of the data. You cannot delete default users provided by Second CRM.

To create a new user in Second CRM, click on the + Add User button and enter the user information. Fields marked with an asterisk [ * ] are mandatory.

user1

Click the Save button to save the details and new Second CRM user.

If you wish for the user to be able to create business documents, you must assign a company to that user. To learn about assigning a company, click here.

When a new user is created, an automatic e-mail will be sent to this user with the login data. It is advisable to inform a prospective user in advance of the purpose of this e-mail.


You can delete user accounts to revoke their access to Second CRM. After deletion, the user will not be able to log into Second CRM. To delete a user, follow the steps below:

  1. To delete a user, click the Trash icon on the right, at the end of the user row. A pop-up will appear to confirm your wish to remove the user from Second CRM. Click Yes to continue.

  2. You will be taken to a page where you may re-assign the deleted user’s records to another user. Select the desired user for the records to be transferred to from the drop-down list, as shown below:


  3. user2

  4. Click Save to continue.

You may check the check-box beside Delete User Permanently to permanently remove the user from Second CRM. This means that instead of being marked ‘Inactive’ , the user will be completely removed from the user list. To restore the user, an admin will need to create a new user account.


To view the user details, click on the name (User ID) of a particular user as displayed in the figure below. This view includes user master data related to login, the user role and other user information.

User privileges are not shown. These privileges are defined by the user profiles and organization-wide settings as will be explained later.

user3

You can perform the following operations by clicking on the corresponding button in User detail view:
  • Select Change Passwordopen a new window from which you may change the user's password.
  • Select More > Delete to remove the user from Second CRM.
  • Select Edit to edit the user master data.

There are 5 tabs in the user detail view:

Preferences Contains user details, as well as Calendar settings, Currency and Number configuration details, contact information and more.
Education User's previous and current level of education.
Work Experience User's previous and current work experience.
Projects Previous projects the user has been involved in and current projects.
Language & Skills The list of the user’s languages and skills.
Emergency Contact User’s emergency contact information.
Leaves Leaves: For user to apply leave, view their leave balances and leave requests status.

To create a new user in Second CRM, click on the + Add User button and enter the user information. Fields marked with an asterisk [ * ] are mandatory.

user1

Click the Save button to save the details and new Second CRM user.

If you wish for the user to be able to create business documents, you must assign a company to that user. To learn about assigning a company, click here.

When a new user is created, an automatic e-mail will be sent to this user with the login data. It is advisable to inform a prospective user in advance of the purpose of this e-mail.


If you have your user data in .csv and .vcf format, you can import the records instantly and effectively. To import user:

  1. Click on Action > Import as shown below:

    import user

  2. Then, below screen will appear. You can follow the same step here to import user.

    import-step

Administrator can track the actions performed by the users on records in My Account. To view user history:

  1. Go to Users and click on selected user.
  2. Then, click on View History button as shown below:

    view-user-history

  3. A popup window will appear as per below image where you can see user history.

    user-history


Profiles are used to control the actions that users can perform on records. In addition, profiles can be used to restrict access to specific fields, modules, and features such as import, export, etc. When a profile is associated to a role, the access rights defined in the profile will be applied across all users in that role.

To see the list of profiles in Second CRM, click on the    icon on the top right of the page to open the Admin Dashboard. Click on User Management > Profiles on the left sidebar, and your screen should appear as below:

profile

  1. To create a new profile click the + Add Profile button in list view.

  2. Give the profile a unique name and a description for easy identification.
    profile1

  3. Configure the access privileges for all modules by checking/un-checking the check boxes on the header row. This determines if the profile has permission to edit, view or delete selected data.
    profile2

  4. Then, you can configure the profile related access privileges for each individual Second CRM module. You may select Create/Edit, View and Delete privileges as well as the modules the profile will have access to.
    profile3

  5. Click on the v button in the Field and Tool Privileges column to edit viewing and editing permissions. Move the colored ball to the left of each field to define privileges:
    • Green: Represents Write. This means the user may modify the value in the associated field.
    • Orange: Represents Read Only. This means the user may only view but cannot make any modifications on the value.
    • Blue: Represents Invisible. This means the field is completely hidden and not visible to the user.

  6. Click Save to save your profile to Second CRM.

A Profile cannot be directly linked with users. You will need to associate a profile with a role; as a result, privileges are imposed to all users who belong to that role.

To set the role, Click User Management > Roles on the left sidebar. Then, select Assign privileges from existing profiles and enter the desired profile in the text box.

profile4

Click Save to save your changes.


A group can be a combination of different users, roles, departments (called Role and Subordinates in the module) and groups within an organization. Creating a Group in Second CRM will help users share sets of records among various collectives.

To see the list of groups in Second CRM, click on the    icon on the top right of the page to open the Admin Dashboard. Click on User Management > Groups on the left sidebar, and your screen should appear as below:

group
  1. To create a new group, click the + Add Group button in list view. The new entry window as shown below allows you to define the conditions for a group.

  2. group1

  3. Give the group a name and provide a short description. Then select the criteria for a membership of this group. You may chose users, roles, roles and subordinates as well as other groups as group members.

  4. Click Save to store the new group in Second CRM.

The Roles administration feature enables you to create roles for your users to mimic your organization-wide hierarchy.

You can define access privileges while you create a role. The idea is to reduce clicks and navigation. Having privileges defined on a role eliminates the necessity to create a different profile and associate it to a role. Additionally, you need not visit individual profiles to view or modify privileges you have defined earlier.

  1. To see the hierarchical role view, click on the    icon on the top right of the page to open the Admin Dashboard. Click User Management > Roles on the left sidebar, and your screen should appear as below. Roles such as Management, Manager, and Staff are provided by default.

  2. roles

  3. To view available actions, move your computer mouse pointer over a role entry. Click on the + icon to add a new role. Your screen should appear as below:

  4. roles1

  5. Enter all relevant information. Fields marked with an asterisk [ * ] are mandatory.

  6. From here you can choose to either Assign privileges directly to Role or Assign privileges from existing profiles.
    • With Assign privileges directly to Role, you can view and select from privileges available to existing profiles as well as specify custom privileges as needed.
    • With Assign privileges from existing profiles, you can directly assign privileges from existing profiles, allowing the role to have the same privileges as those selected profiles.

  7. Once done, click Save to save the information and finish creating the new role.

Field Information

Table: List of master data entry fields for Roles
Name Provide a desired label for your role.
Reports To This field is auto-selected. The role superior to the current role is displayed here.
Assign privileges directly to a Role The access privileges can be defined here without having to create a new profile and assigned to your role.
Assign privileges from existing profiles Select from existing profiles to impose privileges defined on selected profile.
Copy privileges from If you have already defined permissions in an existing profile, you can populate them by selecting desired profile from the drop-down list.

Picklists are drop down menus which are offered to you at the edit or ajax view of several Second CRM modules. This menu allows you to define the content of the picklists based on the roles.

To customize the Picklist:

  1. Click on    icon at the top of page.
  2. On the left sidebar, click Designer > Picklist Editor to get an overview about the CRM modules which have pick lists included, as shown below.

    picklist

The content of the picklist for each individual (non-admin) user depends on the role which has been assigned. You may use this feature for instance to create pick lists in different languages or to restrict the users access to certain entries.

At the edit and detail view of the Second CRM modules the content of the pick lists is displayed in alphabetical order. A user with admin privileges always sees all picklist entries, independent of its role assignment. If a picklist entry has been assigned that is not accessible by the role of the current user a message "not accessible" will be displayed.

To add new Picklist:

  1. Click on    icon at the top of page.
  2. On the left sidebar, click Designer > Picklist Editor.
  3. Select the desired module from Select Module dropdown (example:Leads) and select desired picklist from Select picklist dropdown as shown below.

    picklist1

  4. Click on the Add Value button and a pop-up will appear as shown below. You can add new values in textarea on top and assign role(s).

    picklist2

  5. Once done, click the Save button.

If you don't select any role for the new picklist values, they will be present in the picklist values but not displayed for any role (other than admin).

To edit the picklist value, click on the Rename Value button and a pop-up will appear as shown in below figure. Then, select a picklist value you want to edit and click Save once done.

picklist3

To delete the picklist value, click on the Delete Value button and a popup will appear as shown below. Delete one or multiple values and select a value from Replace with dropdown, to replace all the values with that name.

picklist4

You cannot select a blank value for replacement.

The Picklist Dependency Setup menu allows you to link contents of a picklist with content of another picklist. That means, you will need to setup dependency between two picklist fields. By selecting a value in source picklist field, you will have to complete control over the target picklist fields.

To customize the Picklist Dependency

  1. Click on the    icon at the top of page.
  2. On the left sidebar, click Designer > Dependency Picklist to get an overview of the Second CRM modules which have picklist dependency, including source fields and target fields as shown below.

    picklistdep

You use this menu to define the dependencies. The Target Field is controlled by the Source Field. To add new Picklist Dependency:

  1. Click on the    icon at the top of page.
  2. On the left sidebar, click Designer > Dependency Picklist.
  3. Click on the + Add Picklist Dependency button at the list view and below figure will appear.

    picklistdep1

  4. Once done, click the Save button.

Values in grey are selected and values in white are unselected.

Please note the following rules:
  • Click on the respective cell to change the mapping for picklist values of target field.
  • Only mapped picklist values of the Source field will be shown below (except for the first time).
  • If you want to see or change the mapping for the other picklist values of the Source field, then you can select the values by clicking on the Select Source Values button on the right side.
  • Selected values of the Target field values, are highlighted as Selected Values.

You can edit the picklist dependency by clicking on the edit icon provided for each picklist dependency.

picklistdep2

Once you are done with the changes, click on the Save button to save your changes to the picklist.

The module, the source field and the target field cannot be changed.


To delete the picklist dependency, click on the Trash icon and a pop-up will appear as shown below:

picklistdep3


Users are employees in your organization who can log into their Second CRM accounts, access information, and perform tasks according to permissions that have been defined to them. In Second CRM, admin users have the ability to create and edit user accounts.

To view the list of Second CRM users, click on the    icon on the top right of the page to open the Admin Dashboard. Click User Management > Users on the left sidebar, and your screen should appear as below:

user

This user list includes the user name, role, e-mail address and other details for each individual user.

You may edit or delete users at this view. If you wish to remove a user, click the Trash icon on the right, at the end of the user row.

This function deletes a user but not the user data. You will be asked who you want to assign as the new owner of the data. You cannot delete default users provided by Second CRM.

To create a new user in Second CRM, click on the + Add User button and enter the user information. Fields marked with an asterisk [ * ] are mandatory.

user1

Click the Save button to save the details and new Second CRM user.

If you wish for the user to be able to create business documents, you must assign a company to that user. To learn about assigning a company, click here.

When a new user is created, an automatic e-mail will be sent to this user with the login data. It is advisable to inform a prospective user in advance of the purpose of this e-mail.


You can delete user accounts to revoke their access to Second CRM. After deletion, the user will not be able to log into Second CRM. To delete a user, follow the steps below:

  1. To delete a user, click the Trash icon on the right, at the end of the user row. A pop-up will appear to confirm your wish to remove the user from Second CRM. Click Yes to continue.

  2. You will be taken to a page where you may re-assign the deleted user’s records to another user. Select the desired user for the records to be transferred to from the drop-down list, as shown below:


  3. user2

  4. Click Save to continue.

You may check the check-box beside Delete User Permanently to permanently remove the user from Second CRM. This means that instead of being marked ‘Inactive’ , the user will be completely removed from the user list. To restore the user, an admin will need to create a new user account.


To view the user details, click on the name (User ID) of a particular user as displayed in the figure below. This view includes user master data related to login, the user role and other user information.

User privileges are not shown. These privileges are defined by the user profiles and organization-wide settings as will be explained later.

user3

You can perform the following operations by clicking on the corresponding button in User detail view:
  • Select Change Passwordopen a new window from which you may change the user's password.
  • Select More > Delete to remove the user from Second CRM.
  • Select Edit to edit the user master data.

There are 5 tabs in the user detail view:

Preferences Contains user details, as well as Calendar settings, Currency and Number configuration details, contact information and more.
Education User's previous and current level of education.
Work Experience User's previous and current work experience.
Projects Previous projects the user has been involved in and current projects.
Language & Skills The list of the user’s languages and skills.
Emergency Contact User’s emergency contact information.
Leaves Leaves: For user to apply leave, view their leave balances and leave requests status.

Second CRM is an award winning business automation solution, designed to make medium to large corporations more productive, by automating their business operations, using Internet and mobile technologies. Second CRM focuses on improving sales & marketing, customer support and operations.