Advanced Modules

Advanced Modules

Sales

AOS (Advanced Open Sales) is the first set of advanced modules. It helps manage everything after a sales opportunity, like sending quotes, creating invoices, and handling ongoing contracts. These features are available through modules like:

The Product Categories module allows Users to structure Products into a hierarchical category structure. To create a Product Category record, navigate to the Product Categories module and click the 'Create Product Categories' button in the action bar.

The Parent Category field is a relationship field to another Product Categories record. If you check the 'Is Parent Category' field then this signifies that the category is the highest level. Once selected you will not be able to select a Parent Category using the related field


Note: Other features like Import, Filters, Column Chooser, Bulk Actions and Detail view Actions are similar to other modules. Refer Leads.

You can create Product records using the Products module. Creating products allows users to select product lines when preparing Quotes using AOS. The products module allows users to specify the Products Name, Part Number, Category and Type. Additional fields for Products can be added using Admin settings.

The module also allows users to define a Cost and Price for the product. Price is the selling price which will be used in the quoting process. A related Contact can be associated with the product. This is the point of contact with the supplier concerning this product. If you have an Image of the product then this can be uploaded within the products record. A URL to the products page on your website can also be specified.

Note: Other features like Import, Filters, Column Chooser, Bulk Actions and Detail view Actions are similar to other modules. Refer Leads.

The PDF Templates module in CRM allows users to create and manage customized templates for generating PDF documents, such as quotes, invoices, contracts, and reports. These templates can include company branding, predefined layouts, and dynamic fields that pull data directly from CRM records, ensuring consistent, professional, and automated document generation. Please contact the support team for PDF template creation or updates.

Creating a Quote

You can create a Quote by going to the Quotes module and clicking 'Create Quote' from within the actions bar. The first panel allows you to specify details concerning the quote such as the Title, related Opportunity, Stage and Payment Terms. The Quote Number field is calculated automatically.


The second panel allows you to specify who the Quote is for by relating a Company and Contact to the Quote. When you select the Company, the Billing Address and Shipping Address are dynamically pulled from the Company and populated into the fields on the Quote record.

The third panel allows users to specify Line Items and the Currency. A Line Item can be a Product Line or a Service Line, each with its own details such as quantity, price, and description. The panel helps organize and calculate the total amount for the quote.

To add a Product Line, click on Add Product Line button and to add Service line click on Add Service Line button.

To select a Product, you can start typing in the Product or Part Number field which will provide a list of results similar to any related field. Alternatively click the arrow button next to the Part Number field. This will display a pop-up window allowing you to select from a list of Products.

Once you have selected a Product, the List, Sale Price and Total will populate automatically. You can change the Quality, add Discounts (Percentage or Amount) and increase the Tax percentage. These will alter the Sale Price, Total Price and Total fields.

For Service Lines, you must specify the List price. This will populate the Sale Price. Tax and Discounts can be added similarly to the Product Line.

The Shipping field allows you to add a shipping cost. The Shipping Tax field allows you to add tax to this value. Once the Quote has been compiled, Click on Save to save the quote.

Sending Quotations / Detail View Actions

To output a Quote, you can select one of the following three buttons from the Quote Detail View.

AOS provides users with three methods of sending Quotes:

This functionality will redirect users to the Edit View of an Invoice record. Fields will be populated based on your Quote counterparts and Line Items will be copied over. When you are ready to create the Invoice, click the Save button. Converting a Quote to an Invoice will set the Invoice Status of the quote to 'Invoiced'.

This will redirect you to the Edit View of a Contract record, pulling through any appropriate fields from the Quote. This includes any Line Items on the Quote.


Bulk Actions

In list view, select group of records by checking the checkbox, the actions are as follows:


List View Page Actions


Download sample file using Download Import File Template. Add data and upload file (.csv)



Quotes Submodules

Click on the detailed view of a Quote to view Submodules.

Contracts

The Contracts submodule under Quotes links approved quotes to contract generation, allowing seamless transfer of terms, products, and pricing into a formal agreement. 

Can Create a new one or select from existing records.

Invoices

The Invoices submodule under Quotes allows users to generate invoices directly from approved quotes, carrying over all relevant billing details to streamline the payment process.

Can Create a new one or select from existing records.

Projects

The Projects submodule under Quotes links quotes to related projects, helping track the delivery of quoted products or services once the quote is accepted.

Can Create a new one or select from existing records.

Invoices

Creating Invoice

Creating an Invoice record is very similar to creating a Quote record. You can create an Invoice by going to the Invoices module and clicking 'Create Invoice' from within the actions bar. The first panel allows you to specify details about the Invoice such as Status and Due Date.

The second panel allows you to specify who the Invoice is for by relating a Company and Contact to the Invoice. When you select the Company, the Billing Address and Shipping Address are dynamically pulled from the Account and populated into the fields on the Invoice record.


The third panel allows users to specify Line Items and the Currency. A Line Item can be a Product Line or a Service Line, each with its own details such as quantity, price, and description. The panel helps organize and calculate the total amount for the quote.

To add a Product Line, click on Add Product Line button and to add Service line click on Add Service Line button.

To select a Product, you can start typing in the Product or Part Number field which will provide a list of results similar to any related field. Alternatively click the arrow button next to the Part Number field. This will display a pop-up window allowing you to select from a list of Products.

Once you have selected a Product, the List, Sale Price and Total will populate automatically. You can change the Quality, add Discounts (Percentage or Amount) and increase the Tax percentage. These will alter the Sale Price, Total Price and Total fields.


Sending Invoices / Detail View Actions

To output an Invoice you can select one of the following three buttons from the Invoice Detail View.


AOS provides users with three methods of sending Invoices:

Bulk Actions

In list view, select group of records by checking the checkbox, the actions are as follows:




List View Page Actions


Invoice Submodules

Click on the detailed view of an Invoice to view Submodules.

Quotes

The Quotes submodule under Invoices links each invoice to its original quote, ensuring accurate billing based on agreed items, pricing, and terms.

Can create a new or select from existing records.

Payments

The Payments submodule under Invoices manages and tracks payment details like amount, date, and method. In KiyoCRM, whenever an invoice is created or updated, a corresponding payment record is automatically generated or refreshed. A Razor pay payment link is sent to the customer via SMS. For every partial payment, the system creates a new payment record for the remaining amount and sends an updated Razor pay link to the customer, ensuring accurate tracking until full payment is received.

Can create a new or select from existing records.

Contracts

AOS allows users to create Contracts using the Contracts module.

When the Contract is created the Renewal Reminder Date will populate automatically based on the amount of days specified in the AOS Settings in Admin. A Call will be scheduled and assigned to the Contract Manager for this date.

AOS allows users to add Line Items for Contracts. This is completed in the same way as Quotes. Please refer to the Quotes section for details on how to create Line Items.

The Second panel shows the Line items section. 

Contracts List View Actions

Import, Column Chooser, Filter, My Filters, Favorites are Similar to other modules actions. Refer Leads module.



Bulk Actions

In list view, select group of records by checking the checkbox, the actions are as follows:





Detail View Actions

Refer Quotes module for Edit, Duplicate, Delete, Find Duplicates, Print as PDF, Email PDF, View Changelog Log functionalities similar to quotes.

Contracts Submodules

Click on the detailed view of a Contract to view Submodules.

Documents

Allows users to upload, manage, and associate relevant documents with contract records for easy reference and compliance.

Can create a new one or select from existing records.

Quotes

Enables users to create, manage, and link sales quotes to contracts, supporting pricing, product details, and customer terms for streamlined contract generation.

Can create a new one or select from existing records.

Payments

The Payments module in CRM enables users to record, track, and manage customer payment transactions efficiently. It links payments to related invoices, contracts, and customer records, ensuring transparency and accuracy in financial tracking. The module supports multiple payment methods, partial or full payments, and provides a clear overview of outstanding balances and payment history based on Invoice. This helps sales and finance teams monitor cash flow, follow up on overdue payments, and maintain strong customer relationships through timely financial interactions.

List View Page Actions


Creating Payments

When Invoice is created, a payment record is generated initially and later updated manually. Initial payment record will be created, later on need to update manually.

Note: Name filed will generate automatically or we can mention manually.

Enables users to record and manage customer payments, link them to invoices, and track status, amount, and method for accurate financial reporting.

When Razor pay is selected as the payment gateway, the Razor pay details panel is enabled. Upon saving, a Razorpay payment link is automatically sent to the contact associated with the linked invoice.

If customer paid through the link and response will be updated in payment as well as in Invoice record.

Detail View Actions




Payments Submodules

Click on the detailed view of a Contract to view Submodules

Security groups

Control access to payment records by assigning user roles and permissions, ensuring data security and proper authorization.



PDF Templates

This module allows you to create document templates. In the future, based on these templates, PDF documents or emails can be created, in which the necessary data from KiyoCRM will automatically be added during the merge process.

Creating a PDF Template

  1. In the module menu, select the option "Create PDF Template".
  2. In the Edit Form fill in the following fields:
PDF Template: 

Specify the name of the template being created.

Assigned to:

Please enter/ select the name of the Assigned to user of this template.

Type: 

Here you should select the type of document to be created based on this template. By default, the system suggests creating templates for the following documents: Quotes, Invoices, Contracts, Contacts or a Lead.

Note: When adding a new item to the combo box list pdf_template_type_dom, the name of the key to be added must match the module name. In the following example, the item Prospects is added to the list.
Detailed information on adding a new element to the combo box is described in the Developer Tools page.

Load Sample

The system Quotes several options for ready-made templates, if necessary.

Active

An option that determines whether the current template will be offered in the list of templates when creating a document (see the section below, Creating PDF Documents Based on a Template),

Page Size/ Orientation

If necessary, select the size and orientation of the template page. Then default is A4 size and portrait page orientation.

Inserting into a Field

This option allows you to add the necessary variable to the template, which later (in the process of creating a document-based template) will be replaced with the necessary data from the KiyoCRM+

To insert a variable:

  • In the left combo box, select the module from which you want to get information.

  • In the middle combo box, select the name of the field of the selected module, then the name of the necessary variable corresponding to the selected field, so it appears in the right field.

  • In the text of the template, specify the place where the selected variable should be added and click the button Insert.

The following picture shows an example of adding the variable $aos_invoices_number, which, when creating the document based on the current template, will be automatically replaced with the account number.

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If it is necessary to add data in the template, for example, listing positions in the Offer or Invoice, then such data should be arranged in a table:

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Creating Headers and Footers

At the bottom of the Template Editing Form are two fields that allow you to customize the header and footer for the current template:

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Footers are able to use special variables:

  • {PAGENO}, Showing the current page number.

  • {DATE D.m.Y}, Showing the current date in the required format

Setting Page Parameters:

Under the header and footer there are several fields that allow you to customize different page parameters, such as the size of the indents from the page edges of the header and footer fields:

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Creating PDF documents based on a Template

  1. When creating a PDF document for modules Companies, Contacts and Leads use the menu item Print as PDF from the action menu of the View module of the corresponding module:

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If several templates were created for the current module, they will be presented in the form of a list, from which you need to select the desired position:

If only one template was created for the current module, then the necessary document will be immediately created on its basis.

If you need to create several similar documents for several module entries at once, select the necessary entries in the List Form and then use the Create Letter (PDF) from the action menu:

Contacts:

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  1. When creating a PDF document for Quotes, Invoices or Contracts, use the items Print as PDF, Email PDF and Email Invoice from the action menu of the View module of the corresponding.

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For a detailed description of this functionality, see the relevant sections of the Sales Modules.

Manage PDF Templates:

  • Search Templates - utilize Filters and Advanced Filters in the module list form.

  • Export templates, for this, select the necessary records in the form.

  • Editing or deleting information about several templates at once, use this Mass Update in list form.

  • View detailed information about the template, to do this, click on the name of the template in the general list.

  • Data editing, for the purpose or in the Form of viewing click on the button Edit or directly in the List Form, click the button to the left of the record being edited. You can also perform Quick Edit.

  • To duplicate a template, in the action menu select Duplicate. Duplication is a convenient way to quickly create similar records; you can change the duplicated information to create a new template.

  • To delete a template, click on the button Delete.

  • You can track changes to the entered information; to do this select the button View Changelog in the form of viewing.

 

Knowledge Base

The knowledge base can be used as a structured repository of solutions coming Appeals. When a new treatment is entered into the system, the system compares the topic of the new treatment with the topics and contents of the existing Knowledge Base articles and automatically suggests options for suitable articles, which makes it possible to speed up the search for an answer to the received treatment.

Adding an Article to the Knowlege Base

  1. In the module menu, select Add article to the knowledge base.

  2. On the page that appears, complete the following fields.:

    Article:

    Specify the title of the article. The name should be as informative as possible.

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Status:

From the drop-down list, select the article status option: Draft, Expired, Pending, Not Published, Published.

Article text:

Enter a detailed description of the solution. If further when entering the topic of a new appeal, matches are found with the topic or text of the Knowledge Base article, then this article will be automatically offered as a possible solution.

Version of the article: 

Specify the version of the article.

Resolution:

Indicate a brief solution to the question under discussion. In the future, the text of the resolution can be specified as decision incoming treatment.

Author of the Article:

Specify the author of the text.

Approved by:

Select a user of the system that approved the text of the article.

Categories of Knowlege Base Articles

With a large number of articles, they can be grouped into different categories. Categories are created in a separate module Knowledge Base Categories.

When creating a category, fill in the following fields.:

Category

Enter a category name.

Description

Enter a description of the category.

Created

If necessary, change the user who created the category description category.

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After creating a category, a list of articles can be added to it. To do this, use the sub-panel Knowledge Base Article in the Category View Form.

Managing Articles and Knowledge Base Article Categories

  • Sorting the list of records. To do this, click on the icon in the header of the column to be sorted. To reverse sort, click on the icon again.

  • Editing or deleting information in several records at once, for this use Mass Update Panel. (Refer Leads module List view Actions)

  • View detailed information on the entry, to do this, click on the name of the article or category in the general list.

  • Data editing, for this purpose or in the Form of viewing, click on the button Correct or directly in the List Form, click the button to the left of the record being edited. You can also perform Quick Edit using icon in list form.

  • Duplication of information, for this in the action menu, select Duplicate. Duplication is a convenient way to quickly create similar records; you can change the duplicated information to create a new record.

  • Merge Duplicates, to do this, select the necessary entries in the List Form and in the action menu select the Combine item.

  • Delete a record, to do this, click on the button Delete.

  • Tracking changes to the entered information, to do this, click on the button View Changelog in the form of viewing.

  • Search for information - use Filters or Advanced Filters in the module list form.

WorkFlows

Workflows is a module for KiyoCRM allowing users to create custom workflow processes. Historically this module was called Advanced Open Workflow (AOW). It allows users to trigger various system actions based on conditions from any KiyoCRM module.

Creating a Workflow Process

You can create workflow processes by navigating to the 'Workflow' module within KiyoCRM. Click the 'Create Workflow' button within the action bar to start creating the process. The first panel allows users to set up the workflow process.

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This allows you to specify the following:

Conditions

Adding Conditions

Once set up, you can add conditions to a workflow process using the conditions panel. This allows you to specify restrictive criteria so that only the records matching all these conditions will be affected by the Workflow’s Actions.

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To add a Condition Line, you must click Add Condition.

Note: You must select your Workflow Module on the first panel before adding a Condition Line.

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You can have an unlimited amount of Condition Lines. To add another line click Add Condition again and it will appear. On the line you will have four fields: Field, Operator, Type and Value.

Field and Operator

Field is a drop down which automatically populates with all the fields found in the Workflow Module.

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The Field selected will determine the options available for Operator and Type. If the field type is not a number or date then the operators available will be 'Equal To' or 'Not Equal To'. For number and date fields you can also choose from additional logical operators; 'Less Than', 'Greater Than' 'Less Than or Equal To' or 'Greater Than or Equal To'.

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Condition Types

You can specify workflow processes to trigger on different condition types. These are as follows:

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Removing Conditions

You can remove Condition Lines by clicking '-' on the left-hand side of the condition.

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Actions

Adding Actions

Actions are defined in the third panel. These specify what events should occur when the conditions have been met. You can add an Action by clicking the Add Action button.

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This will cause the Action Line to appear.

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From the Action Line you can Select Action and give it a Name. The actions available are; 'Create Record', 'Modify Record' and 'Send Email'. You can specify an unlimited number of actions for each workflow process.

Create Record

If you select 'Create Record' you will be prompted to select a Record Type. This is the module type of the record you are looking to create.

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Once selected you can add fields or relationships to this record using the Add Field and Add Relationship buttons.

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When Adding fields the first drop down in the line will populate with all the fields from that module. The second drop down allows you to specify how the value for that field is going to be derived. For most cases the options are as follows:

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Selecting the 'Assigned-To' field also gives you more options. As well as by value and field you can assign a user by:

For each of the above options you can choose if you want you to be selected from all users or users from a specific role. If you have the Security Suite module installed, you can additionally choose if you want you to be selected from all users from a particular Security Group or all users from a particular security group with a particular role.

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When adding relationships, you must select the related module from the drop-down list then select the record that the new record should be related to.

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Note: You must select the related module using the arrow button – The auto completion on the text field is not currently developed.

Modify Record

This provides the same functionality as 'Create Record' but instead of creating a new record you are modifying the record which met the conditions of the workflow process. With this action you can modify any field found within the record or you can add a relationship to another record. This is completed in the same way as 'Create Record' except you are not required to specify the Record Type.

Send Email

The 'Send Email' action allows users to create workflow processes which will send an email based on an template to individuals.

Note: The Email will be sent from the System Email Account. It is not possible to send from emails specified in the User Profile, because Workflows sometimes run from a Scheduler job, without any user being logged on.

Using this action there are four different types of recipients.

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Calculate fields

If you select 'Calculate Fields' from the Action dropdown the Calculate Fields user interface will be loaded after a second and looks like the picture below.

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There is a separate page with detailed documentation of the many possibilities of Calculated Fields in Workflows. Refer that.

Process Audit

Advanced OpenWorkflow allows users to audit your processes. In the Detail View of each Workflow record there is a sub-panel called 'Processed Flows'.

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This lists all the workflow processes which have been actioned including details on the record which actioned the flow, its status and the date it was created.

You can view this information at a higher level by clicking the 'View Process Audit' button within the module action bar. This will show all the processes that have run for all the Workflow records.

Examples

Customers To Target List

This tutorial will show you how to create a workflow process to add companies who are customers to a Target-List when the record is created or modified. Set Up

  1. Start by navigating to the Workflow module and clicking 'Create Workflow' from the action bar.

  2. Give your workflow a Name such as 'Populate Target List'.

  3. Select Companies as the Workflow Module.

  4. Ensure Repeated Runs is NOT selected, and the Status is Active (this should be done by default). Optionally you can change the Assigned-To and add a Description.

Conditions

  1. Create a new Condition Line by clicking Add Condition.

  2. Select 'Type' from the Field drop down.

  3. Keep the Operator as 'Equals To' and the Type as 'Value'.

  4. From the Value drop down select 'Customer'.

Once these steps have been completed the Conditions panel should look like this:

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Actions

Create a new Action by clicking Add Action.

  1. Select 'Modify Record from the Select Action drop down list.

  2. Using the Name field, give the action a name such as 'Add to Target List'

  3. Add a Relationship Line by clicking the Add Relationship button.

  4. A drop down will appear above the 'Add Relationship' button. Select the relationship from this drop down box. In this case we are looking for 'Target Lists: Prospect List'

  5. This will populate the rest of the line. Click the arrow button next to the relate field to select your target list.

Once these steps have been completed your Actions panel should look like this:

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Cases Remainder

This tutorial will show you how to create a workflow process to notify the assigned user and then a particular manger user when an open Case has not been updated/modified within two days. Set Up

  1. Start by navigating to the Workflow module and clicking 'Create Workflow' from the action bar.

  2. Give your workflow a Name such as 'Case Escalation'.

  3. Select Cases as the Workflow Module.

  4. Ensure Repeated Runs is NOT selected and the Status is Active (This should be done by default). Optionally you can change the Assigned-To and add a Description.

Once these steps have been completed the first panel should look like this:

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Conditions

Create a new Condition Line by clicking Add Condition.

Select 'Date Modified' from the Field drop down.

Change the Operator to 'Less Than or Equal To' and the Type to 'Date'

From the Value fields select 'Now', '-', '2', 'Days' in order.

Once these steps have been completed the Conditions panel should look like this:

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Repeat step 1.

This time select 'Status' from the Field drop down.

Keep the Operator as 'Equals To' and change the Type to 'Multiple'.

From the Value multi-select field select any values which signify an open case

Once these steps have been completed the Conditions panel should look like this:

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Actions

  1. Create a new Action by clicking Add Action button.

  2. Select 'Send Email' from the Select Action down-down list.

  3. Give the action a Name such as 'Assigned User Reminder'

  4. On the Email Line select 'Related Field' from the first drop down, 'Users: Assigned To' from the second drop down and a email template from the third drop down.

Once these steps have been completed the Actions panel should look like this:

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Repeat steps 1, 2 and 3 but change the name of this action to 'Manager Escalation Email'. 2. On the Email Line select 'User' and then select you who should receive the email. Select an email template from the third drop down. 3. When you are finished click Save to create your workflow. Once these steps have been completed the Actions panel should look like this:

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Follow-up Web Leads

This tutorial will show you how to create a workflow process to assign web Leads to a particular user from a particular role within KiyoCRM. This user will be chosen by round robin. The workflow process will also set a follow up call for one day after the Lead is created.

Note: You can change the Sales role to any role found in your own system.

Set Up

  1. Start by navigating to the Workflow module and clicking 'Create Workflow' from the action bar.

  2. Give your workflow a Name such as 'Web Lead Assignment and Follow Up'.

  3. Select Leads as the Workflow Module.

  4. Ensure Repeated Runs is NOT selected, and the Status is Active (This should be done by default). Optionally you can change the Assigned-To and add a Description.

Once these steps have been completed the first panel should look like this:

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Conditions

  1. Create a new Condition Line by clicking Add Condition.

  2. Select 'Lead Source' from the Field drop down.

  3. Keep the Operator as 'Equals To' and the Type as 'Value'

  4. From the Value drop down select our condition, 'Web Site'

Once these steps have been completed the Conditions panel should look like this:

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Actions

  1. Create a new Action by clicking Add Action.

  2. Select 'Modify Record' from the Select Action down-down list.

  3. Using the Name field, give the action a name such as 'Assign to Sales'

  4. Add a Field Line by clicking Add Field.

  5. Select 'Assigned-To' from the new drop-down box that has appeared above the Add Field button.

  6. Change the middle drop-down box from 'Value' to 'Round Robin'

  7. Change the third drop down box from 'ALL Users' to 'ALL Users in Role'

Once these steps have been completed the Actions panel should look like this:

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  1. Now create a new Action by repeating step 1.

  2. This time select 'Create Record' from the Select Action down-down list.

  3. Using the Name field, give the action a name such as 'Create Follow Up Call'.

  4. From the Record Type drop down select 'Calls'.

  5. Click the Add Field button to add a new field:

  6. Select 'Subject' from the first drop down box. Leave the second drop down box as 'Value' then type the desired subject into the text field at the end.

  7. Add another field, this time selecting the 'Start Date' from the first drop down box.

  8. Change the second drop down box from 'Value' to 'Date'.

  9. In the third drop down box select 'Now'. In the fourth drop down box on the line select '+'.

  10. In the text box type '1' and in the drop down next to it select 'Days'.

  11. Add another field, this time select 'Assigned-To', 'Field', 'Assigned-To' – This will relate the assigned User of the Lead to the Call.

  12. You can add any other fields that you wish to include in the call at this stage. To finish click Save.

Once these steps have been completed the Actions panel should look like this:

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Workflow Calculated Fields

In Workflows, there is a particularly powerful and complex Action called Calculated Fields which allows you to do operations on the values in the records you’re handling.

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Adding Parameters

It is possible to add parameters to the formulas by using the dropdown in the Parameters section of the Calculate Fields’s user interface. The dropdown contains all of the (basic and custom) fields which belongs to the module selected in the basic fields section.

To add a parameter, select the field from the dropdown and click Add Parameters After this action, a new line appears in the parameter table with the name of the field and the given identifier.

For some fields (dropdowns and multi-selects) an additional dropdown shown up where the user can select if the raw or the formatted value should be used in Calculated Fields. The raw format means the value which is stored in the database and the formatted value means the label for that database value.

To remove a parameter from the table, simply click the '-' in the row of the parameter. Be aware, that if you remove a parameter, all of the identifiers are recalculated, so the identifiers could change for fields!

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The identifier is used to reference this field when the user creates the formula. For example, all appearances of the {P0} identifier will be replaced with the Company’s name in the formula. All parameters are like {Px} where x is the sequential order of the parameter. The amount of the parameters is not limited.

Adding Relation Parameters

Relation parameters are very similar to the regular parameters; the only difference is that the user first selects an entity which is in a one-to-one or one-to-many relationship with the actual entity.

To add a relation parameter, select the relation first, and then select the field from the connected entity and push the Add relation parameter button. After this action, a new line appears in the relation parameter table with the name of the relationship, the name of the field and the given identifier.

As for parameters for some relation parameter fields (dropdowns and multi-selects) an additional dropdown shown up where the user can select if the raw or the formatted value should be used in Calculate Fields.

To remove a relation parameter from the table, simply click on the '-' button in the row of the relation parameter. Be aware, that if you remove a relation parameter, all of the identifiers are recalculated, so the identifiers could change for fields!

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The identifier is used to reference this field when the user creates the formula. For example, all appearances of the {R0} identifier will be replaced with the creator user‘s username in the formula. All relation parameters are like {Rx} where x is the sequential order of the relation parameter. The amount of the relation parameters is not limited.

Creating Formula for a Field

In the Formulas part of the user interface the user can add formulas for fields of the actual entity.

To add a formula, select a field from the dropdown first and then push the Add formula button. After this action, a new line appears in the formula table with the name of the field and with the place for the formula.

To remove a formula from the table, simply click on the '-' in the row of the formula.

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The formula is a textbox where the user can write the formulas. The module evaluates the formula on the given time (on save, on scheduler run or both) and fills the selected field with the evaluated value.

The formula can contain any text (with full UTF-8 support), but only the function parts (functions with parameters between ‘{‘and ‘}’) are evaluated. For example, and with the parameters added in the previous sections, if we fill the formula like: Company {P0} created by username {R0}, then the description field will have the following value after save: Company My Company created by username My User (implying the Company’s name is My Company and the creator user’s username is My User).

The Calculate Fields has many built-in functions which allows the user to build complex formulas to achieve various goals. These functions are described in the next section.

Available Functions

As it is mentioned above, all of the functions are wrapped between {and} signs, and they look like {function Name (parameter1; parameter2; …)}. The count of the parameters is different for the different functions. The module evaluates the functions and changes them with their result in the formula.

The functions can be embedded into each other (using a result of a function as a parameter for another function) like in this example:



{power({subtract({divide({add({multiply(10; 2)}; 12)}; 8)}; 1)}; 2)}


This function is the formalized look of the following mathematical expression:



((((10 * 2) + 12) / 8) – 1)2


The functions are divided to six groups. These groups are described in the next section of the document.

Logical Functions

Logical functions are returning true or false in the form of 1 and 0 so checkboxes typed fields can be filled with these functions. They can be also used as the logical condition for the ifThenElse function.

equal

Signature

{equal(parameter1;parameter2)}

Parameters

parameter1: can be any value of any type

parameter2: can be any value of any type

Description

Determines if parameter1 equals with parameter2

Returns

1 if the two parameters are equal or 0 if not

Example call

{equal(1; 2)} returns 0

notEqual

Signature

{not Equal(parameter1; parameter2)}

Parameters

parameter1: can be any value of any type

parameter2: can be any value of any type

Description

Determines if parameter1 not equals with parameter2

Returns

0 if the two parameters are equal or 1 if not

Example calls

{not Equal(1; 2)} returns 1

greaterThan

Signature

{greater Than(parameter1; parameter2)}

Parameters

parameter1: can be any value of any type

parameter2: can be any value of any type

Description

Determines if parameter1 greater than parameter2

Returns

1 if parameter1 greater than parameter2, 0 if not

Example call

{greaterThan(3; 3)} returns 0

greaterThanOrEqual

Signature

{greaterThanOrEqual(parameter1; parameter2)}

Parameters

parameter1: can be any value of any type

parameter2: can be any value of any type

Description

Determines if parameter1 greater than or equal parameter2

Returns

1 if parameter1 greater than or equal parameter2, 0 if not

Example call

{greaterThanOrEqual(3; 3)} returns 1

lessThan

Signature

{lessThan(parameter1; parameter2)}

Parameters

parameter1: can be any value of any type

parameter2: can be any value of any type

Description

Determines if parameter1 less than parameter2

Returns

1 if parameter1 less than parameter2, 0 if not

Example call

{lessThan(3; 3)} returns 0

lessThanOrEqual

Signature

{lessThanOrEqual(parameter1; parameter2)}

Parameters

parameter1: can be any value of any type

parameter2: can be any value of any type

Description

Determines if parameter1 less than or equal parameter2

Returns

1 if parameter1 less than or equal parameter2, 0 if not

Example call

{lessThanOrEqual(3; 3)} returns 1

empty

Signature

{empty(parameter)}

Parameters

parameter: text value

Description

Determines if parameter is empty

Returns

1 if parameter is empty, 0 if not

Example call

{empty(any text)} returns 0

notEmpty

Signature

{notEmpty(parameter)}

Parameters

parameter: text value

Description

Determines if parameter is not empty

Returns

1 if parameter is not empty, 0 if empty

Example call

{notEmpty(any text)} returns 1

not

Signature

{not(parameter)}

Parameters

parameter: logical value

Description

Negates the logical value of the parameter

Returns

1 if parameter is 0, 0 if parameter is 1

Example call

{not(0)} returns 1

and

Signature

{and(parameter1; parameter2)}

Parameters

parameter1: logical value

parameter2: logical value

Description

Applies the AND logical operator to two logical values

Returns

1 if parameter1 and parameter2 is 1, 0 if any parameters are 0

Example call

{and(1; 0)} returns 0

or

Signature

{or(parameter1; parameter2)}

Parameters

parameter1: logical value

parameter2: logical value

Description

Applies the OR logical operator to two logical values

Returns

1 if parameter1 or parameter2 is 1, 0 if both parameters are 0

Example call

{or(1; 0)} returns 1

Text Functions

Text functions are used to manipulate text in various ways. All the functions listed here are fully supports UTF-8 texts, so special characters should not raise any problems.

substring

Signature

{substring(text; start; length)}

Parameters

text: text value

start: decimal value

length [optional parameter]: decimal value

Description

Cuts the substring of a text field from start. If the length optional parameter is not set, then it cuts all characters until the end of the string, otherwise cuts the provided length. Indexing of a text’s characters starting from 0.

Returns

Substring of the given text

Example call

{substring(This is my text; 5)} returns is my text

{substring(This is my text; 5; 5)} returns is my

length

Signature

{length(parameter)}

Parameters

parameter: text value

Description

Count the characters in a text.

Returns

The count of the characters in a text.

Example call

{length(sample text)} returns 11

replace

Signature

{replace(search; replace; subject)}

Parameters

search: text value

replace: text value

subject: text value

Description

Replace all occurrences of search to replace in the text subject.

Returns

subject with replaced values.

Example call

{replace(apple; orange; This is an apple tree)} returns This is an orange tree

position

Signature

{position(subject; search)}

Parameters

subject: text value

search: text value

Description

Find position of first occurrence of search in a subject

Returns

Numeric position of search in subject or -1 if search not present in subject

Example call

{position(Where is my text?; text)} returns 12

lowercase

Signature

{lowercase(parameter)}

Parameters

parameter: text value

Description

Make text lowercase

Returns

The lowercased text.

Example call

{lowercase(ThIs iS a sAmPlE tExT)} returns this is a sample text

uppercase

Signature

{uppercase(parameter)}

Parameters

parameter: text value

Description

Make text uppercase

Returns

The uppercased text.

Example call

{uppercase(ThIs iS a sAmPlE tExT)} returns THIS IS A SAMPLE TEXT

Mathematical Functions

Mathematical functions are used to manipulate numbers in various ways. Several mathematical operators are implemented as functions in Calculate Fields.

add

Signature

{add(parameter1; parameter2)}

Parameters

parameter1: number value

parameter2: number value

Description

Adds parameter1 and parameter2

Returns

The sum of parameter1 and parameter2

Example call

{add(3.12; 4.83)} returns 7.95

subtract

Signature

{subtract(parameter1; parameter2)}

Parameters

parameter1: number value

parameter2: number value

Description

Subtracts parameter2 from parameter1

Returns

The distinction of parameter2 and parameter1

Example call

{subtract(8; 3)} returns 5

multiply

Signature

{multiply(parameter1; parameter2)}

Parameters

parameter1: number value

parameter2: number value

Description

Multiplies parameter1 and parameter2

Returns

The product of parameter1 and parameter2

Example call

{multiply(2; 4)} returns 8

divide

Signature

{divide(parameter1; parameter2)}

Parameters

parameter1: number value

parameter2: number value

Description

Divides parameter2 with parameter1

Returns

The division of parameter2 and parameter1

Example call

{divide(8; 2)} returns 4

power

Signature

{power(parameter1; parameter2)}

Parameters

parameter1: number value

parameter2: number value

Description

Raises parameter1 to the power of parameter2

Returns

parameter1 raised to the power of parameter2

Example call

{power(2; 7)} returns 128

squareRoot

Signature

{squareRoot(parameter)}

Parameters

parameter: number value

Description

Calculates the square root of parameter

Returns

The square root of parameter

Example call

{squareRoot(4)} returns 2

absolute

Signature

{absolute(parameter)}

Parameters

parameter: number value

Description

Calculates the absolute value of parameter

Returns

The absolute value of parameter

Example call

{absolute(-4)} returns 4

Date functions

There are several date functions implemented in Calculate Fields, so the user can manipulate dates in many ways. Most of the functions uses a format parameter, which is used to set the result of the functions formatted as the user wants to. The options for these formats are equivalent with the PHP format parameters:


Format character Description Example returned values

For day

d

Day of the month, 2 digits with leading zeros

01 to 31

D

A textual representation of a day, three letters

Mon through Sun

j

Day of the month without leading zeros

1 to 31

l

A full textual representation of the day of the week

Sunday through Saturday

N

ISO-8601 numeric representation of the day of the week

1 (for Monday) through 7 (for Sunday)

S

English ordinal suffix for the day of the month, 2 characters

st, nd, rd or th. Works well with j

w

Numeric representation of the day of the week

0 (for Sunday) through 6 (for Saturday)

z

The day of the year (starting from 0)

0 through 365

For week

W

ISO-8601 week number of year, weeks starting on Monday

42 (the 42nd week in the year)

For month

F

A full textual representation of a month, such as January or March

January through December

m

Numeric representation of a month, with leading zeros

01 through 12

M

A short textual representation of a month, three letters

Jan through Dec

n

Numeric representation of a month, without leading zeros

1 through 12

t

Number of days in the given month

28 through 31

For year

L

Whether it’s a leap year

1 if it is a leap year, 0 otherwise

o

ISO-8601 year number. This has the same value as Y, except that if the ISO week number (W) belongs to the previous or next year, that year is used instead

1999 or 2003

Y

A full numeric representation of a year, 4 digits

1999 or 2003

y

A two digit representation of a year

99 or 03

For time

a

Lowercase Ante meridiem and Post meridiem

am or pm

A

Uppercase Ante meridiem and Post meridiem

AM or PM

B

Swatch Internet time

000 through 999

g

12-hour format of an hour without leading zeros

1 through 12

G

24-hour format of an hour without leading zeros

0 through 23

h

12-hour format of an hour with leading zeros

01 through 12

H

24-hour format of an hour with leading zeros

00 through 23

i

Minutes with leading zeros

00 to 59

s

Seconds, with leading zeros

00 through 59

For timezone

e

Timezone identifier

UTC, GMT, Atlantic/Azores

l

Whether or not the date is in daylight saving time

1 if Daylight Saving Time, 0 otherwise

O

Difference to Greenwich time (GMT) in hours

+0200

P

Difference to Greenwich time (GMT) with colon between hours and minutes

+02:00

T

Timezone abbreviation

EST, MDT

Z

Timezone offset in seconds. The offset for timezones west of UTC is always negative, and for those east of UTC is always positive.

-43200 through 50400

For full date/time

c

ISO 8601 date

2004-02-12T15:19:21+00:00

r

RFC 2822 formatted date

Thu, 21 Dec 2000 16:01:07 +0200

U

Seconds since the Unix Epoch (January 1 1970 00:00:00 GMT)

  

For all functions without timestamp parameter, we assume that the current date/time is 2016.04.29. 15:08:03

date

Signature

{date(format; timestamp)}

Parameters

format: format text

timestamp: date/time value

Description

Creates a date in the given format

Returns

timestamp in the given format

Example call

{date(ymd; 2016-02-11)} returns 160211

now

Signature

{now(format)}

Parameters

format: format text

Description

Creates the actual date/time in the given format

Returns

Current date/time in the given format

Example call

{now(Y-m-d H:i:s)} returns 2016-04-29 15:08:03

yesterday

Signature

{yesterday(format)}

Parameters

format: format text

Description

Creates yesterday’s date/time in the given format

Returns

Yesterday’s date/time in the given format

Example call

{yesterday(Y-m-d H:i:s)} returns 2016-04-28 15:08:03

tomorrow

Signature

{tomorrow(format)}

Parameters

format: format text

Description

Creates tomorrow’s date/time in the given format

Returns

Tomorrow’s date/time in the given format

Example call

{tomorrow(Y-m-d H:i:s)} returns 2016-04-30 15:08:03

datediff

Signature

{datediff(timestamp1; timestamp2; unit)}

Parameters

timestamp1: date/time value

timestamp2: date/time value

unit: years/months/days/hours/minutes/seconds; default: days

Description

Subtracts timestamp2 from timestamp1

Returns

The difference between the two dates returned in unit

Example call

{datediff(2016-02-01; 2016-04-22; days)} returns 81

addYears

Signature

{addYears(format; timestamp; amount)}

Parameters

format: format text

timestamp: date/time value

amount: decimal number

Description

Adds amount years to timestamp

Returns

Incremented date in format

Example call

{addYears(Ymd; 2016-04-22; 1)} returns 20170422

addMonths

Signature

{addMonths(format; timestamp; amount)}

Parameters

format: format text

timestamp: date/time value

amount: decimal number

Description

Adds amount months to timestamp

Returns

Incremented date in format

Example call

{addMonths(Ymd; 2016-04-22; 1)} returns 20160522

addDays

Signature

{addDays(format; timestamp; amount)}

Parameters

format: format text

timestamp: date/time value

amount: decimal number

Description

Adds amount days to timestamp

Returns

Incremented date in format

Example call

{addDays(Ymd; 2016-04-22; 1)} returns 20160423

addHours

Signature

{addHours(format; timestamp; amount)}

Parameters

format: format text

timestamp: date/time value

amount: decimal number

Description

Adds amount hours to timestamp

Returns

Incremented date in format

Example call

{addHours(Ymd H:i:s; 2016-04-22 23:30; 5)} returns 20160423 04:30:00

addMinutes

Signature

{addMinutes(format; timestamp; amount)}

Parameters

format: format text

timestamp: date/time value

amount: decimal number

Description

Adds amount minutes to timestamp

Returns

Incremented date in format

Example call

{addMinutes(Ymd H:i:s; 2016-04-22 22:58; 5)} returns 20160422 23:03:00

addSeconds

Signature

{addSeconds(format; timestamp; amount)}

Parameters

format: format text

timestamp: date/time value

amount: decimal number

Description

Adds amount seconds to timestamp

Returns

Incremented date in format

Example call

{addSeconds(Ymd H:i:s; 2016-04-22 22:58; 5)} returns 20160422 22:58:05

subtractYears

Signature

{subtractYears(format; timestamp; amount)}

Parameters

format: format text

timestamp: date/time value

amount: decimal number

Description

Subtracts amount years from timestamp

Returns

Decremented date in format

Example call

{subtractYears(Ymd; 2016-04-22; 5)} returns 20110422

subtractMonths

Signature

{subtractMonths(format; timestamp; amount)}

Parameters

format: format text

timestamp: date/time value

amount: decimal number

Description

Subtracts amount months from timestamp

Returns

Decremented date in format

Example call

{subtractMonths(Ymd; 2016-04-22; 5)} returns 20151122

subtractDays

Signature

{subtractDays(format; timestamp; amount)}

Parameters

format: format text

timestamp: date/time value

amount: decimal number

Description

Subtracts amount days from timestamp

Returns

Decremented date in format

Example call

{subtractDays(Ymd; 2016-04-22; 5)} returns 20160417

subtractHours

Signature

{subtractHours(format; timestamp; amount)}

Parameters

format: format text

timestamp: date/time value

amount: decimal number

Description

Subtracts mount hours from timestamp

Returns

Decremented date in format

Example call

{subtractHours(Ymd H:i:s; 2016-04-22 12:37; 5)} returns 20160422 07:37:00

subtractMinutes

Signature

{subtractMinutes(format; timestamp; amount)}

Parameters

format: format text

timestamp: date/time value

amount: decimal number

Description

Subtracts amount minutes from timestamp

Returns

Decremented date in format

Example call

{subtractMinutes(Ymd H:i:s; 2016-04-22 12:37; 5)} returns 20160422 12:32:00

subtractSeconds

Signature

{subtractSeconds(format; timestamp; amount)}

Parameters

format: format text

timestamp: date/time value

amount: decimal number

Description

Subtracts amount minutes from timestamp

Returns

Decremented date in format

Example call

{subtractSeconds(Ymd H:i:s; 2016-04-22 12:37; 5)} returns 20160422 12:36:55

Control Functions

There is only one control function implemented in Calculate Fields so far, but this function ensures that the user can write very complex formulas with conditions. Since the functions can be embedded in each other, the user can write junctions with many branches.

ifThenElse

Signature

{ifThenElse(condition; trueBranch; falseBranch)}

Parameters

condition: logical value

trueBranch: any expression

falseBranch: any expression

Description

Selects one of the two branches depending on condition

Returns

trueBranch if condition is true, falseBranch otherwise

Example call

{ifThenElse(\{equal(1; 1)}; 1 equals 1; 1 not equals 1)} returns 1 equals 1

Counters

There are several counters implemented in Calculate Fields which can be used in various scenarios.

The counters sorted into two groups:


  1. Global counters: Counters which are incremented every time an affected formula is evaluated

  2. Daily counters: Counters which resets every day. (Starting from 1)


In this chapter we assume that the counters current value is 4, so the incremented value will be 5 with the given format.

GlobalCounter

Signature

{GlobalCounter(name; numberLength)}

Parameters

name: any text

numberLength: decimal number

Description

Increments and returns the counter for name with length numberLength

Returns

Counter with length numberLength

Example call

{GlobalCounter(myName; 4)} returns 0005

GlobalCounterPerUser

Signature

{GlobalCounterPerUser(name; numberLength)}

Parameters

name: any text

numberLength: decimal number

Description

Increments and returns the counter for name for the user who creates the entity with length numberLength

Returns

Counter with length numberLength

Example call

{GlobalCounterPerUser(myName; 3)} returns 005

GlobalCounterPerModule

Signature

{GlobalCounterPerModule(name; numberLength)}

Parameters

name: any text

numberLength: decimal number

Description

Increments and returns the counter for name for the module of the entity with length numberLength

Returns

Counter with length numberLength

Example call

{GlobalCounterPerModule(myName; 2)} returns 05

GlobalCounterPerUserPerModule

Signature

{GlobalCounterPerUserPerModule(name; numberLength)}

Parameters

name: any text

numberLength: decimal number

Description

Increments and returns the counter for name for the user who creates the entity and for the module of the entity with length numberLength

Returns

Counter with length numberLength

Example call

{GlobalCounterPerUserPerModule(myName; 1)} returns 5

DailyCounter

Signature

{DailyCounter(name; numberLength)}

Parameters

name: any text

numberLength: decimal number

Description

Increments and returns the counter for name with length numberLength

Returns

Counter with length numberLength, or if the counter is not incremented this day then 1 with length numberLength

Example call

{DailyCounter(myName; 1)} returns 5

DailyCounterPerUser

Signature

{DailyCounterPerUser(name; numberLength)}

Parameters

name: any text

numberLength: decimal number

Description

Increments and returns the counter for name for the user who creates the entity with length numberLength

Returns

Counter with length numberLength, or if the counter is not incremented this day for this user then 1 with length numberLength

Example call

DailyCounterPerModule

Signature

{DailyCounterPerModule(name; numberLength)}

Parameters

name: any text

numberLength: decimal number

Description

Increments and returns the counter for name for the module of the entity with length numberLength

Returns

Counter with length numberLength, or if the counter is not incremented this day for this module then 1 with length numberLength

Example call

{DailyCounterPerModule(myName; 1)} returns 5

DailyCounterPerModule

Signature

{DailyCounterPerUserPerModule(name; numberLength)}

Parameters

name: any text

numberLength: decimal number

Description

Increments and returns the counter for name for the user who creates the entity and for the module of the entity with length numberLength

Returns

Counter with length numberLength, or if the counter is not incremented this day for the user who creates the entity and for this module then 1 with length numberLength

Example call

{DailyCounterPerUserPerModule(myName; 1)} returns 5

Example - Calculate monthly fee for an Opportunity

Use Case

The user would like to calculate a monthly fee of an opportunity to a custom field by dividing the amount of the opportunity by the duration.

Setup

Our opportunities module has a dropdown field called Duration with values: (database value in brackets) 6 months [6], 1 year [12], 2 years [24]. There is also a currency field called Monthly.

Workflow

Go to Workflow module and create a new Workflow. Set the base options like the following:


Name: as you wish

Workflow Module: Opportunities

Status: Active

Run: Only on save

Run on: All records

Repeated runs: checked

image.png

We do not create any conditions, since we would like the Workflow to run on all opportunities.

Now, add an action and select Calculate Fields from the dropdown.

Then, add two fields from Opportunities as parameters. First, select Opportunity amount (amount) and add it as a parameter (it will be {P0}) then select Duration and the raw value option from the data type dropdown and add it as parameter two (it will be {P1}). There is no need to add any relational parameters for this formula.

Now, add a formula for the monthly field and fill the textbox with the following formula:



{divide({P0}; {P1})}


So the whole action should look like this:

ExampleCF updated1

Save the Workflow and create a new Opportunity:

ExampleCF orig2

As you can see, we did not even add the monthly field to the EditView, because we don’t want to force the user to make calculations. Save the Opportunity and check the results on the DetailView:

ExampleCF orig3

AOW Calculated Fields was contributed by diligent technology & business consulting GmbH

Removing Actions

You can remove Action Lines by clicking the 'X' on the top right-hand side of the Action.

image.png

Removing Fields and Relationship Lines

You can remove Field and Relationship Lines by clicking the '-' on the left-hand side of the Action.

image.png

Events

Event Locations

The Locations module is used to capture the venue/site information where events are held.

Creating Locations

1. Access locations module from second side nav bar and select 'Create Location'.

image.png

2. This will take you to the Edit View. Enter information into the appropriate fields, all required fields are marked with a red asterisk and must be completed prior to saving.

image.png

image.png

3. Once the necessary information is entered, click Save.

Events

The Events module is used to capture information an particular event and send out invites to delegates. To view the Events held within the system click the 'Events' tab on the navigation bar. This will take you to the Events List View.

Creating Events

1. You can access the Events module on the side navigation bar and select 'Create Event'.

image.png

2. This will take you to the Edit View. Enter information into the appropriate fields, all required fields are marked with a red asterisk and must be completed prior to saving.

image.png

The following fields are found on the Events module:


  • Name – The name of the event

  • Start Date – The date and time of when the event starts

  • End Date – The date and time of when the event ends

  • Duration – The duration of the event. This will automatically change the end date or be altered automatically if the end date is changed.

  • Location – This is a relationship to the Event Locations module.

  • Budget – The budget for the event.

  • Email Invite Template – The Email Template that will be sent to associated Delegates.

  • Accept Redirect URL – The web page invitees should be redirected to after you accept an invite using the link provided in the Email Template.

  • Decline Redirect URL – The web page invitees should be redirected to after you decline an invite using the link provided in the Email Template.

  • Description – More information about the Event.

  • Assigned-To – Who the assigned user is for this event. This defaults to you who creates the event.

  • Created By – Which user created the event.


3. Once the necessary information is entered, click Save

Adding Delegates

1. Navigate to the Event Detail View.

2. Navigate to the Delegates sub-panel found below the 'Event Details' panel.

image.png

3. Click 'Select Delegates'. A list of options will appear.

image.png

4. Select the appropriate option depending on who should be added to the Event.


  • Target List – Select a Target List of individuals to be associated to the event. All Targets, Leads and Contacts on this '''Target List '''will be added to the Event.

  • Targets – Select Targets to be associated to this Event.

  • Contacts – Select Contacts to be associated to this Event.

  • Leads – Select Leads to be associated to this Event.

  • Events – Select an Event to associate that Event’s delegates to this Event.


5. Once an option has been chosen a new pop-up box will appear to search and select records from the module type that was chosen.

6. The Delegates sub-panel will populate with the records selected.

Sending Invites To Delegates

1. Navigate to the Delegates sub-panel.

2. Choose action 'Send Invites'.

image.png

3. This will send the email template selected in the 'Email Invite Template' to all Delegates who have the status 'Not Invited'

4. Once selected the Delegate status will automatically update to 'Invited'.

image163

5. Choosing 'Resend Invites' will send invites out to all Delegates associated to the Event who have yet to respond.

Managing Delegates Acceptance Manually

1. Navigate to the Delegates sub-panel.

2. Select the Delegates that require your 'Accept Status' to be updated.

3. Choose action 'Manage Acceptances'

image.png

4. A list of options will appear. Select appropriate statuses:

228Acceptances

5. This will update the Delegates 'Accept Status' accordingly.

229Accepted

Acceptance will my automatically updated if the Delegate chooses to accept using the link provided in the email template.

Updating Delegates Status Manually

1. Navigate to the Delegates sub-panel.

2. Select the Delegates that require your attendance to be updated.

3. Choose action 'Manage Delegates'

image.png

4. A list of options will appear. Select the appropriate status; Invited, Not Invited, Attended or Not Attended.

231Manage delegates

5. This will update the Delegates 'Status' accordingly.

232Updated status

Acceptance will be automatically updated if the Delegate chooses to accept using the link provided in the email template.

List view Actions, Detail View Actions and Bulk actions are similar to Leads module. Refer Leads module.

Reports

Advanced Open Reports (AOR) is the reporting module within KiyoCRM. AOR can be accessed by clicking the 'Reports' link within the navigation menu. The reporting module allows users to report on CRM data from any module and has many features to display key information quickly.

Creating Reports

You can access the reports module from the side nav bar and select 'Reports', then click on 'Create Report'.

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You will be presented with the report Edit View. To obtain a list of fields to add to the report, you have to select a module from the Report Module drop down.

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Adding Fields

Once you have selected a Report Module, the list of fields available will display on the left panel. You can add fields to the 'Fields' section of the report by expanding the module you wish to select fields from and then drag and drop those fields into the field section.

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Once you have added fields to a Report, there are multiple options to configure for those fields:


  • Display – True or false option. Allows you to specify whether this field should be displayed on the report, or hidden. Users may wish to add fields to perform a function/sort/group/total but may not wish to show this on the Report.

  • Link – True or false option. Allows you to make the field a link. Setting this option to true will hyperlink the field on the Detail View of the report, allowing you to click on the record. This will navigate you to the appropriate record. For example, linking the Opportunity Name will take you to the Detail View of that Opportunity.

  • Label – This is the label that will be displayed for the Column/Field on the Report. You can change the label from the default to any alphanumerical value.

  • Function - Provides five options: Count, Minimum, Maximum, Sum and Average. Allows you to perform functions on alphanumerical fields. Users may wish to calculate the average Opportunity Amount, or Count total Opportunities at a given Sales Stage.

  • Sort – Ascending or Descending. Allows you to select whether to sort the field/column descending or ascending. This can be done for all fields.

  • Group – True or false option. Allows you to group by this field. For example, you may wish to group by Sales Stage when reporting on an Opportunity.

  • Total – Provides three options: Count, Sum and Average. This allows users to perform total calculations on numerical fields. This is useful for financial reporting such as the total value of all Opportunities at a given Sales Stage.

Adding Conditions

Once you have added the fields to your Report, you can add condition lines to the Report. You can add conditions with the same procedure as adding fields. Using the drag and drop functionality, you can drag fields into the 'Conditions' area which will add the field and allow you to specify the condition for that field.

Charts

You can add charts to Reports. Charts provide a visual representation of the Report data to you. In some scenarios, or for particular users, visual aids such as charts can assist quicker analysis and better understanding.

Chart Types

There are six types of charts that the user can select to display Report data. These are:


  • Pie Chart

  • Bar Chart

  • Line Chart

  • Radar Chart

  • Stacked Bar

  • Grouped Bar


To add a chart, you can click the 'Add Chart' button, below the Conditions section within the Report Edit View.

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Once you click add chart, you will be presented with the option to specify the following information:


  • Title – Allows the user to specify the title for the chart. This will show on the Detail View of the Report and also on the dashlet chart.

  • Type – This allows the user to select from one of the six chart types detailed above.

  • X Axis – Allows the user to select the column that should be used for the X Axis.

  • Y Axis – Allows the user to select the column that should be used for the Y Axis.


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Once you have specified the chart details, save the Report. This will display the chart on the Detail View of the Report, below the list of records returned.

Reports Dashlets

You can display a Report within a dashlet. It is possible to view multiple Report results as you can add multiple Report dashlets and select different Reports within each dashlet. To do this, add the Reports dash let to your homepage.

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Once you have added the dashlet, you need to select the Report you wish to display within the dashlet. To do this, click the pencil icon to edit the dashlet.

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This allows the user to select the Report they wish to display within the dashlet.

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Once you have selected the Report, click Save. This will update your Reports dashlet to show the results of the Report.

For full details on adding and managing dashlets, see the Dashboard section of this user guide.

Reports Charts Dashlets

You can specify to only select to display a chart for Report dashlets. To do this, edit your Report dashlet and select the 'Only use charts' option. This will then list all charts you have created for this Report.

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Select a chart or multiple charts and click Save. This will display the results in the chart selected.

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Scheduled Reports

You can schedule reports to be automatically run and emailed to the required Contact(s). This allows users to schedule reports to be sent to Managers or Team Leads either Daily, Weekly or Monthly. To create a Scheduled Report, you can click the 'Create' option within the Scheduled Reports Sub-panel on the Detail View of the Report. You can also select existing Scheduled Reports to relate to the Report.

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Once you have clicked 'Create', there are options to set for the Scheduled Report. Give the Scheduled Report a relevant name. In this example, we will use 'Daily Opportunities Report for Managers'.

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You can select the 'Advanced' option for report scheduling. This will provide a cron notation style option. This is best suited for System Administrators or advanced users.

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Once you have entered a name and selected a schedule, click Save.

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Once you save the Scheduled Report record, this will display in the Scheduled Reports subpanel within the Detail View of the Report.

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You can view when the Scheduled Report last ran by viewing the 'Last Run' column/field on the sub-panel. This shows in a date/time format.

Reschedule

Rescheduling a Call

To reschedule a Call, you can click the 'Reschedule' button on the Detail View of a Call which has been defined as Outbound and Planned.

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Defining the Details

Clicking the Reschedule button will produce a pop up or dialogue box up. This enables users to set the date and time for the rescheduled Call.

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You can also select a reason for the incomplete/unsuccessful Call from the drop-down list. Once the details have been defined, click the 'Save' button to save the Call.

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Tracking History

Once Saved, the Call is rescheduled for the new date and time. you can view all Call Reschedule history by clicking the 'Reschedule' tab on the Calls Detail View.

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Altering Reasons Dropdown

System Administrator users can edit the reasons available in the Reschedule pop-up using the drop-down editor. The drop-down list used is called 'call_reschedule_dom'.

Summary

In this chapter we have covered the functionality of the advanced modules. These modules have a very specific purpose - enabling users to improve processes and efficiently report on and manage data.

In the next chapter, we will cover some third-party modules which are part of the KiyoCRM product. These third-party modules provide additional functionality to you such as teams and location mapping.