# Advanced Modules
Advanced Modules
# New Page
# 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:
- Product Categories
- Products
- PDF Templates
- Quotations
- Invoices
- Contracts
- Payments
- ## Product Categories
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.](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-list-view-actions)
- ## Products
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.](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-list-view-actions)
- ## PDF Templates
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.
- ## Quotations
### 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:
- **Print as PDF** – Allows you to select a template and download or save a PDF of the Quote.
- **Email PDF** – Allows you to select a template then directs you to the KiyoCRM email client 'Compose' screen. The Quote PDF will be attached to email and the email will be addressed to the related Contact of the Quote. This allows you to fill out the email body.
- **Email Quotation** – This directs you to the KiyoCRM email client 'Compose' screen. The email will be addressed to the related Contact of the Quote. There will be no attachment, and the Quote will be displayed within the body of the email.
- **Create Opportunity** -- Create Opportunity from Quotation allows users to generate a new sales opportunity directly based on the details of a quote, ensuring a smooth transition into the sales pipeline.
- **Edit, Duplicate, Delete, Find Duplicates, View Changelog** are similar to other modules (Refere leads detail view actions for reference)
- **Convert to Invoice** – With AOS you can convert Quotes to Invoices. This can be achieved by clicking the 'Convert to Invoice' button on the Quote Detail View.
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'.
- **Create Contract:** As well as converting to an Invoice, AOS allows users to create a Contract based on a Quote. This can be done by clicking the 'Create Contract' button on the Quote Detail View.
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:
- **Mass Update:** Allows users to update multiple quote records at once, saving time on repetitive changes.
- **Export:** Enables users to download quote data in a structured format for reporting or offline use.
- **Delete:** Lets users remove one or more quote records from the system as needed.
###
List View Page Actions
- **Import, Filter, Column Chooser functionalities** are similar to other modules. Refer Leads module [Column Chooser](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-column-chooser%3A--), [Filter](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-quick-filter%3A--) and [Import](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-list-view-actions) features.
- **Import Line Items**:-- Import Line Items feature in Quotes allows users to quickly add multiple products to a quote by uploading them from a file, streamlining the quote creation process.
Download sample file using **Download Import File Template**. Add data and upload file (.csv)
- To sort records on the Quotes List View, click any column title which is sortable. This will sort the column either ascending or descending.
- To search for a Quotes, Use Search engine on top
- Clicking on the pencil icon Quotes list view page to the display of record edit view.
###
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:
- **Print as PDF** – Allows users to select a template and download or save a PDF of the Invoice.
- **Email PDF** – Allows users to select a template then directs you to the KiyoCRM email client 'Compose' screen. The Invoice PDF will be attached to email and the email will be addressed to the related Contact of the Invoice. This allows the user to fill out the email body.
- **Email Invoice** – This directs you to the KiyoCRM email client 'Compose' screen. The email will be addressed to the related Contact of the Invoice. There will be no attachment, and the Invoice will be displayed within the body of the email.
- **Edit, Duplicate, Delete, Find Duplicates, View Changelog** are similar to other modules (Refer leads [detail view actions](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-leads-detail-view-ac) for reference)
### Bulk Actions
In list view, select group of records by checking the checkbox, the actions are as follows:
- **Mass Update**: Allows users to update multiple invoice records at once, saving time on repetitive changes.
- **Export:** Enables users to download invoice data in a structured format for reporting or offline use.
- **Delete**: Lets users remove one or more invoice records from the system as needed.
###
List View Page Actions
- **Import, Filter, Column Chooser functionalities** are similar to other modules. (Refer Leads module Actions)
- **Import Line Items:**-- Import Line Items feature in Quotes allows users to quickly add multiple products to a quote by uploading them from a file, streamlining the quote creation process.
- Download sample file using **Download Import File Template**. Add data and upload file (.csv)
- To sort records on the Invoices List View, click any column title which is sortable. This will sort the column either ascending or descending.
- To search for a Invoice, Use Search engine on top
- Clicking on the pencil icon Invoices list view page to the display of record edit view.
### 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.
- To sort records on the Contracts List View, click any column title which is sortable. This will sort the column either ascending or descending.
- To search for a Contracts, Use Search engine on top
- Clicking on the pencil icon Contracts list view page to the display of record edit view.
### Bulk Actions
In list view, select group of records by checking the checkbox, the actions are as follows:
- **Mass Update**: Allows users to update multiple invoice records at once, saving time on repetitive changes.
- **Export**: Enables users to download invoice data in a structured format for reporting or offline use.
- **Delete**: Lets users remove one or more invoice records from the system as needed.
###
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
- **View Payments**: Displays a list of all recorded payments with details like amount, status, payment method, and linked invoices for easy tracking and management.
- **Import Payments**: Allows users to bulk upload payment records using a CSV file, streamlining data entry and ensuring efficient payment tracking.
- **Filters, Column Chooser, Favorites functionalities** similar to other modules. Refer Leads module.
- To sort records on the Payments List View, click any column title which is sortable. This will sort the column either ascending or descending.
- To search for a Payment, Use Search engine on top
- Clicking on the pencil icon Payments list view page to the display of record edit view.
### 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
- **Edit, Duplicate, Delete, Find Duplicates, View Changelog** functionalities are similar to other modules. Refer Leads module [Detail view actions.](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-leads-detail-view-ac)
### 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.
- **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.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/EvZimage.png)
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:
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/6aQimage.png)
## 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:
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/iRiimage.png)
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:
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/IVvimage.png)
## 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:
# 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.
- **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.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/f6Qimage.png)
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.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/kxuimage.png)
This allows you to specify the following:
- **Name** – Any name you want to give to the Workflow.
- **Assigned To** - The assigned user of the Workflow process.
- **Workflow Module** – A drop down list of all the modules found within the KiyoCRM instance. This is the module the Workflow is run against. For example, when an Company is created/edited.
- **Status** – Active or Inactive. Only active processes will run, so you can use this field to deactivate a Workflow without having to delete it.
- **Run** – This controls the way the Workflow is triggered.
| **On Save**
| The Workflow will run immediately for a given record when a save action occurs in the module specified.
|
| **On Scheduler**
| The Workflow will be started from the Scheduler Job **Process Workflow Tasks**, the next time the job runs, and will apply to every record in the module, restricted by the **Run on** property and by the Workflow’s conditions.
|
| **Always**
| The Workflow will run on both the situations described above.
|
- **Run On** – This specifies the selection of records for which the Workflow will be executed.
| **New Records**
| The Workflow will run only for new records being created.
|
| **Modified Records**
| The Workflow will run only for records that were already created and are being changed.
|
| **All Records**
|
- For **On Save** workflows, this means the Workflow will run for both new and modified records.
- For **On Scheduler** Workflows, this means the Workflow will go through every record in the module, even old ones that weren’t changed.
When setting **On Scheduler**, **All Records** Workflows, consider that they might cause very long operations if your module has many records. These operations will run in the background, but will still consume server resources, so it’s a good idea to run them after work hours.
|
- **Repeated Runs** – Workflows keep track of each individual record that they have been applied to in the past. This allows you to control whether you want the Workflow actions to run only once for each record, or repeatedly, as the Workflow is triggered again.
| **Unchecked**
| The Workflow will be blocked from running against any record that has already been handled by the current Workflow in the past.
|
| **Checked**
| The Workflow will run against every record, regardless of whether that record has already been handled by the current Workflow in the past.
It is wise to consider whether there are enough restrictions in place so that this will not create excessive runs.
For example, if one of the specified Actions negates (or will lead to the negation) of one of the specified Conditions; or if the Workflow is set to target individual records (**On Save**, **New Records**, **Modified Records**).
|
- **Description** – useful to include a description of the process, its intended goals, and other notes to clarify what the current Workflow is all about.
- **Value** – This is used to directly compare the Field to a value. The value type offered is dynamic to the field type of the Field selected. For example, if the field type is a drop down then the value field type will be the same drop-down list.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/lDWimage.png)
- **Field** – This is used to action a workflow process when one field is compared to another field in the record.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/d0Gimage.png)
- **Multiple** – This can be selected if the Field is a drop down/multiselect. This allows users to specify multiple values to action the workflow from.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/DyHimage.png)
- **Date** – This allows you to specify the record to be selected for the Workflow after/before an amount of time from either another date field or 'Now'. For example, when the start date of a call is 'Now + 10 minutes'. This can only be used when the Field is a date field. The amount of time before or after the date can be specified in Minutes, Hours, Days, Weeks or Months.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/HGrimage.png)
##### Removing Conditions
You can remove Condition Lines by clicking '**-**' on the left-hand side of the condition.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Oloimage.png)
## 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.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Wtlimage.png)
This will cause the Action Line to appear.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/bt2image.png)
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.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/9Zdimage.png)
Once selected you can add fields or relationships to this record using the **Add Field** and **Add Relationship** buttons.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/TZ2image.png)
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:
- **Value** – This will allow you to input the value directly using the same field type as the field selected.
- **Field** – This will make the field the same value as a field found in the Workflow Module.
- **Date** – Only selectable if the field is a date field. This will allow you to specify the value as an amount of time after/before another date field or 'Now'.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/C6bimage.png)
Selecting the 'Assigned-To' field also gives you more options. As well as by value and field you can assign a user by:
- **Round Robin** – This will select each user in turn.
- **Least Busy** – This will select you with the least amount of records assigned to you for that module.
- **Random** – This will select a random user.
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.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Y58image.png)
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.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/hj2image.png)
**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.
- **Email** – This will send an email to a specific email address. You must specify the email address and the email template.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/lKHimage.png)
- **Record Email** – This will send an email to the primary email address specified on the record which actioned the workflow process. This can only be used if the record has an email field such as Companies and Contacts. For this option you only need to specify the template.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Clzimage.png)
- **User** – This will send the email to a specified Users email address. You must specify the recipient user and the template of the email.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/EN8image.png)
- **Related Field** – This will send an email to the primary email address specified on a related modules record. In this case you must specify the related module (From a drop down list) and the email template.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/3Ayimage.png)
##### 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.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/pWTimage.png)
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'**.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/1Tmimage.png)
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:
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/oqSimage.png)
##### 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:
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/vF1image.png)
## 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:
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/1pximage.png)
##### 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:
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/2gximage.png)
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:
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/vlGimage.png)
##### 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:
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/OzQimage.png)
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:
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/95qimage.png)
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Bvlimage.png)
## 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:
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/4fZimage.png)
##### 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:
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/TY6image.png)
##### 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:
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/BfWimage.png)
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:
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/xbrimage.png)
# 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.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/RHsimage.png)
## 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!
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Djkimage.png)
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!
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/6xdimage.png)
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.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Qnlimage.png)
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
|
| **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
|
| **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
|
| **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
|
| **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
|
| **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
|
| **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
|
| **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
|
| **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
|
| **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
|
| **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
|
| **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
|
| **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
|
| 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
|
| **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
|
| **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
|
| **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
|
| **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
|
| **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
|
| **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
|
| **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
|
| **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
|
| **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
|
| **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
|
| **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
|
| **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
|
| **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
|
| **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
|
| **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
|
| **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
|
| **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
|
| **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
|
| **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
|
| **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
|
| **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
|
| 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
|
| **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
|
| **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
|
| **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
|
| **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
|
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)
| **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
|
| **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
|
| **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
|
| **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
|
| **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
|
| **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**
|
| **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
|
| **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
|
| **Name:** as you wish
| **Workflow Module:** Opportunities
|
| **Status:** Active
| **Run:** Only on save
|
| **Run on:** All records
| **Repeated runs:** checked
|
- **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.
- **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**.
- **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.
- **Pie Chart**
- **Bar Chart**
- **Line Chart**
- **Radar Chart**
- **Stacked Bar**
- **Grouped Bar**
- **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.