# KiyoCRM Documentation | User Guide, API, Setup & ConfigurationKiyoCRM
Explore the complete documentation for KiyoCRM — a powerful, low-code CRM platform by Kiyo Solutions Pvt Ltd. Learn how to set up, configure, and use sales, marketing, support, and automation modules. Access integration guides, API references, admin tools, and user tips for both KiyoCRM Pro and Lite editions.
# Introduction
Introduction
# Introduction
**The KiyoCRM Team and Vision**
KiyoCRM is a result of the innovation, dedication, and long-standing experience of the Kiyo Solutions team. Built with a mission to empower organizations with flexible and scalable CRM solutions, KiyoCRM combines modern user experience with powerful automation to meet the needs of businesses across industries. KiyoCRM has been thoughtfully developed with continuous input from real-world users, consultants, and CRM experts, ensuring a platform that’s both robust and adaptable.
Our team is committed to delivering an intuitive, high-performance system that simplifies CRM complexity, helps teams sell smarter, and supports customers more efficiently. With each release, new features and improvements are added to enhance usability, performance, and flexibility — making KiyoCRM one of the most configurable low-code CRM platforms on the market today.
## What is KiyoCRM?
KiyoCRM is a powerful, low-code Customer Relationship Management system designed for businesses of all sizes. It is available in two models — **KiyoCRM Lite**, a SaaS-based platform for small and mid-sized businesses, and **KiyoCRM Pro**, a fully customizable on-premise/enterprise-ready solution designed to support complex CRM needs.
KiyoCRM includes a comprehensive set of modules covering Sales, Marketing, Support, and Operations. It provides full control over workflows, automation, access roles, data security, and user experience — all without the need for heavy coding. Whether you're looking to manage your leads, track your sales pipeline, run automated campaigns, or handle customer support cases, KiyoCRM offers a seamless and efficient way to do so.
KiyoCRM also supports powerful integrations — from Google and Outlook calendars to payment gateways and messaging platforms like WhatsApp and SMS — giving businesses a unified system that adapts to their operations.
## Our Mission
Kiyo Solutions’ mission is simple:
- To provide a powerful CRM platform that grows with your business.
- To enable teams to work smarter, automate routine processes, and deliver exceptional customer experiences.
- To foster innovation through open customization, flexible deployment, and continuous enhancements.
We believe that a CRM should work *for you*, not the other way around.
## What's in This User Guide?
This User Guide is crafted for end users, admins, and teams adopting KiyoCRM in their day-to-day operations. Whether you're a sales rep logging your first lead, a marketing manager launching a campaign, or a system administrator configuring access roles, this guide will walk you through each part of the platform with clear, practical instructions.
Topics in the guide include:
- Getting Started with KiyoCRM
- Navigating the Dashboard
- Managing Leads, Contacts, and Companies
- Tracking Opportunities and Sales Pipelines
- Creating Quotes, Invoices, and Contracts
- Running Marketing Campaigns
- Handling Support Tickets and SLAs
- Configuring Workflows and Automations
- Customizing Modules and Fields
- Generating Reports and Analytics
No prior experience with KiyoCRM is necessary, though basic familiarity with CRM concepts and standard web applications will help. This guide aims to be your go-to companion in making the most of KiyoCRM’s features and helping your team achieve CRM success.
# Getting Started
The login page provides secure access to the KiyoCRM system for registered users. It supports traditional username/password login as well as Google-based authentication.
Username/Password Login: On clicking "Log In", credentials are validated on the server. On success, the user is redirected to the dashboard or home screen. On failure, an error message is shown.
Google Login: Redirects to Google OAuth and returns to the application with authenticated user details.
Forgot Password: Redirects to a password recovery process with Username and Email Address
Language Selector: Before logging into KiyoCRM, you can select the language you wish to use. There are many default languages for KiyoCRM and there are also additional language packs available for other languages around the world.
Once you have chosen your language and have entered your user credentials, you will be able to click Login to access KiyoCRM
# Dashboards
The KiyoCRM Dashboard allows for a highly customizable layout using panels and tabs, accessible via the three-dot menu at the top right of the dashboard interface.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Qicimage.png)
### Dashboard Options
1\. **Add Panel**
- Opens a form to insert a new dashlet (e.g., bar chart, pie chart, reports etc.).
- Users can choose panel type and data source to display relevant insights.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/MVQimage.png)
2\. **Add Tab**
- Creates a new dashboard
- Ideal for organizing data by department, role, or workflow.
- Prompts for:
- Tab name
- Number of columns (for layout)
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Pfhimage.png)
3\. Manage Panel
- Allows users to:
- Rearrange Dashboards in an order.
- Customize the layout within a tab.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/N0Kimage.png)
**Dashboard Search Function**
The Search bar at the top-left of the KiyoCRM Dashboard provides a fast and intuitive way to locate records, modules, or actions within the CRM system.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Z8Eimage.png)
#### **What It Does**
- Instant Global Search: Search across all CRM modules—Contacts, Leads, Deals, Tasks, Notes, etc.from one place.
- Full-Text Indexing: Every piece of CRM data is indexed, allowing deep keyword-based search, including partial and fuzzy matches.
# Core Modules
Core Modules
# Leads
The Leads module in KiyoCRM allows users to capture, track, and manage potential clients throughout the sales funnel.
## List View Actions
**Lead** **Creation:**
Click **+ Create Lead** to manually add new leads.
- Options for importing leads from external sources (.CSV file). Can download sample file using Download Sample Import File Template
- Lead creation via web forms or integrations is also supported through Campaigns
**2.Lead Views**
- **List View:** Displays all leads with columns such as Name, Status, Company, Phone, Email, and Assigned User.
- **Kanban View:** Visual workflow by lead status (New, Assigned, In Process, etc.).
**Note:** Set the filter by changing kanban settings using Settings icon on the top right side
**3. Lead Status Tags:**
- Easily identify progress with colored labels:
- New, Converted, Assigned, In Process, Recycled, Dead etc
4\. **Filters and Sorting**:
- Use the Filters section to segment data (e.g., by user, status, company). Having Quick filter and Advanced filter options
### Quick Filter
The Quick Filter feature in KiyoCRM provides a fast and user-friendly way to narrow down lead records based on basic criteria without needing complex conditions.
### Available Filter Options:
- Name: Search leads by entering all or part of the name.
- Open Items: Check this to view only active or unresolved leads.
- My Items: Filters to display only leads assigned to the currently logged-in user.
- My Favorites: Shows leads marked as favorites by the user.
Once criteria are selected, click Search to apply the filter and instantly update the leads list.
The Advanced Filter provides a comprehensive set of fields to refine lead searches based on contact details, company information, status, source, and assignment.
Sorting & Saving:
- Save your custom filter with a name for reuse by selecting saved filter from My Filters dropdown
- Sort results by a selected column in Ascending or Descending order.
Saved filters, recently viewed records list and favourite records displayed in the sidebar.
User Assignment:
- Each lead is assigned to a CRM user for follow-up and activity tracking.
### Quick Contact Options
- **Click-to-call, WhatsApp**, and **SMS** icons available for quick contact. Record history will be tracked under the History Submodule of detail view.
**Note**: Call recordings are also tracked and responses updated automatically through API.
**Search and Navigation:**
- Use the global Elastic Search bar to instantly locate any lead by name, phone, email, or keyword.
- To sort records on the Leads List View, click any column title which is sortable. This will sort the column either ascending or descending
- Clicking on the pencil icon on leads list view page to the display of record edit view.
- ‘i’ icon in the leads list view page gives the additional details of the lead.
## Leads Bulk Actions
In list view, Select group of records by checking the checkbox, the actions are as follows:
**1. Mass Update** —-- To update some or all the Leads on the List View, use the Mass Update panel as described in the Mass Update of Records section of this user guide.
**2. Merge** —To merge duplicate Leads, select the records from the Leads List View, click the Merge link in the Actions drop-down list, and progress through the merge process.
**3. Email** – Send a direct email to the selected leads using the system's email template or custom message.
**4. Add To Target List** – Add the selected leads to a predefined marketing or outreach list for future campaigns.
**4. Print as PDF** – Generate and download a PDF document containing details of the selected leads.
**5. Export** – Export the selected lead records into a file format (usually CSV or Excel) for offline use or reporting.
**6. Print as PDF** – Generate and download a PDF document containing details of the selected leads.
**7. Export** – Export the selected lead records into a file format (usually CSV or Excel) for offline use or reporting.
**8. Map** – View the geographic location of the selected leads on a map, if address data is available.
**9. Send Bulk SMS** – Send text messages to all selected leads simultaneously using an integrated SMS service.
**10. Delete** – Permanently remove the selected lead records from the system.
### Column Chooser
The Column Chooser allows you to customize which columns are displayed in the list view by showing or hiding specific fields.
## Leads Detail View Actions
To view a lead’s details, click the lead name in the list view. This will open the record in the detail view.
- **Edit** – Open the lead record in edit mode to update its details.
- **Duplicate** – Create a new lead record by copying the details of the current one.
- **Delete** – Permanently remove the current lead record from the system.
- **Find Duplicates** – Search for and display any duplicate lead records in the system.
- **Convert Lead** – Convert the lead into an opportunity, contact, or company and also create notes, schedule meetings, calls, create tasks based on our requirement.
We can Select an existing company or contact or else will create a new one.
After the Lead Conversion records list would be created.
- **Manage Subscriptions** – View or update the lead’s subscription preferences (e.g., for emails or newsletters).
- **Send SMS** – Send a text message directly to the lead's mobile number.
- **Print As PDF** – Generate a printable PDF version of the lead's detail view.
- **View Change Log** – View a history of changes made to the lead’s record, including who made them and when.
##
Lead's Activities Management
Lead Activity Management allows users to track and manage interactions with a lead by creating tasks, scheduling meetings, logging calls, or composing emails. Navigate to a detailed view of a record to view Activities.
All actions (emails sent, updates, etc.) are tracked per lead.
- **Create Task** – Assign a task related to the lead to ensure follow-up actions are completed on time.
- **Schedule Meeting** – Set up a meeting with the lead to discuss business opportunities or next steps.
- **Log Call**– Record details of a phone conversation with the lead for future reference.
- **Compose Email** – Draft and send an email to the lead directly from the system.
## Lead's History Management
This menu allows users to archive emails, view a summary of activity, or apply filters to refine historical data. Navigate to a detailed view of a record to view History.
Click to Call statuses, SMS and emails history of a lead would track here.
## Leads Submodules
Click on detailed view of a records to and navigate to submodules:
**Campaigns**
The "Campaigns" tab in the Lead detail view displays any campaign-related activities linked to the lead, including the campaign name, activity type, activity date, and related details.
**Events**
The "Events" tab in the Lead detail view shows any events associated with the lead, with options to create or select events.
**SMS**
The "SMS" tab in the Lead detail view displays details of text messages sent to the lead, including sender, recipient, phone number, message content, template, message ID, status, and send date.
Security Groups**
The "Security Groups" tab in the Lead detail view lists the security groups associated with the lead, showing each group's name and description, along with options to select or remove them.
When a user is created, a security group creates a default with the user name and it is assigned to the records by default to track which user created the records.
Note: --Edit view, Detail view** and **list view** form fields and layouts can be customized as per requirement using Administration Settings. Submodules also Customized as per usage.
# Contacts
In **KiyoCRM** a Contact is an individual who is typically associated with a Company (organization) or Opportunity (qualified prospect). For example, if Techco is the Company, then John Smith, Sales Manager of Techco is the Contact. This module holds all information relating to these individuals and also provides a vantage point for any history relating to a Contact record, for example if they were involved in a Meeting, raised a Case or sent an Email.
## 
## List View Actions
You can access the Contacts actions from the Contacts module menu drop down or via the Sidebar. The Contacts actions are as follows:
- **Create Contact** – A new form is opened in Edit View to allow you to create a new Contact record.
- **View Contacts** – Redirects you to the List View for the Contacts module. This allows you to search and list Contact records.
- **Import Contacts** – Redirects you to the Import Wizard for the Contacts module.
- **Kanban View** – Visual workflow by Contacts title (Mr., Ms., Mrs. )
Note: Set the filter by changing kanban settings using Settings icon on the top right side
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/kMvimage.png)
- Use Filter for Search of records - Quick filter and Advanced filters
**Note:** Refer [Quick filter of Leads.](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-quick-filter%3A--)
- Recently viewed records displayed in the side nav bar.
- Saved filters list showing in the side nav bar as **My Filters**
- **Favourite** records of contacts would be displayed in the side nav bar. (From a detailed view of records, selecting the star beside the title undergoes a record into the favourites list.)
- **Column Choose**r — The Column Chooser allows you to customize which columns are displayed in the list view by showing or hiding specific fields.
Note: Refer Leads module [Column Chooser.](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-column-chooser%3A--)
- To sort records on the Contacts List View, click any column title which is sortable. This will sort the column either ascending or descending.
- To search for a Contact, Use Search engine on top
- Clicking on the pencil icon Contacts list view page to the display of record edit view.
## Bulk Actions of Contacts
In list view, select group of records by checking the checkbox, the actions are as follows:
- **Email:** Send an email to the selected contacts directly.
- **Mass Update**: Apply changes to multiple contact records at once.
- **Merge**: Combine duplicate or similar contact records into one.
- **Add to Target List:** Add selected contacts to a marketing or campaign list.
- **Print as PDF**: Generate a PDF version of the selected contact records.
- **Export:** Download the selected contact data in a preferred format (CSV).
- **Map:** View the geographical location of contacts on a map.
- **Send Bulk SMS:** Send a text message to multiple selected contacts.
- **Delete:** Remove selected contacts from the system.
## Quick Contact Options
In List view – Click to Call Configuration, WhatsApp and SMS icons are available for quick contacting. History should be tracked under a detailed view of every record under the History Submodule.
Note: Call recordings are also tracked and responses updated automatically through API.
## Customer One view
The Customer One View provides a consolidated, real-time snapshot of a customer's interactions, transactions, and engagement across the system. This interface is designed for quick decision-making and streamlined customer management.
Click on eye icon in list view to open the Customer one view
#### 🧍♂️ Profile Section
- **Customer Name & Initials**: Displayed prominently with initials inside a circle.
- **Rating Stars:** Visual representation of customer priority or satisfaction (e.g., 3 out of 5 stars).
Contact Actions
- 📧 Email
- 📞 Call
- 🎥 Video Call
- 💬 WhatsApp
- **Basic Info**: Includes phone number, email, and location.
- **Links**: Navigate to the Compose email, Call initiation, Video Call initiation, WhatsApp chat pages when user click on Email, Phone, Video, WhatsApp icons respectively.
#### 📂 Activity Summary Cards
Each module shows the number of related records, with format:
\[Closed / Total\]
- Cases
- Tasks
- Opportunities
- Leads
- Projects
- Quotes
- Invoices
- Contracts
- Documents
- Events
#### 💰 Revenue & Purchase Insights
Displays financial and transactional data:
- First Purchase Date
- Last Purchase Date
- Purchased Products
- Pending Revenue
- Received Revenue
- Total Revenue
**Note**: If no data is available, the field displays None or 0.
#### 🎯 Quick Actions
- **Create Case**: Instantly open a support or service ticket.
- **Create Opportunity**: Initiate a new sales process from the customer profile.
#### 🔚 Close Button
- Closes the one-view screen and returns to the previous interface.
## Contact’s Detail view Actions
The Contacts Detail View in KiyoCRM provides a comprehensive snapshot of an individual contact's information. This includes personal details, communication history, activity timeline, associated companies, tasks, and notes. From this centralized interface, users can access essential tools and perform actions related to the contact, ensuring efficient management and seamless engagement.
To view Contacts detail view, click on the Name in list view.
- **Edit** – Modify the contact's existing information.
- **Duplicate** – Create a new contact by copying current contact details.
- **Delete** – Permanently remove the contact from the system.
- **Find Duplicate** – Scan and identify possible duplicate contact entries.
- **Manage Subscriptions** – Control the contact's email preferences and opt-in/opt-out settings.
- **Print as PDF** – Generate a downloadable PDF version of the contact's details.
- **View Changelog** – Review the history of changes made to this contact.
- **Send Welcome Email** – Send a predefined welcome message to the contact having customer portal access.
- **Send Reset Password Email** – Trigger a password reset email for portal access.
## Contact’s Activities Management
Contact Activity Management allows users to track and manage interactions with a Contact by creating tasks, scheduling meetings, logging calls, or composing emails
All actions (emails sent, updates, etc.) are tracked per contact.
- **Create Task** – Assign a task related to the contact to ensure follow-up actions are completed on time.
- **Schedule Meeting** – Set up a meeting with the contact to discuss business opportunities or next steps.
- **Log Call** – Record details of a phone conversation with the contact for future reference.
- **Compose Email** – Draft and send an email to the contact directly from the system'
## Contacts History Management
This menu allows users to archive emails, view a summary of activity, or apply filters to refine historical data.
Click to Call statuses, SMS and emails history of a lead would be tracked here.
## Contact’s Submodules
Click on detailed view of a records to and navigate to submodules:
**Opportunities**
The Opportunities submodule displays all sales opportunities linked to the contact, showing deal stages, values, expected close dates, and statuses. It helps track how the contact is contributing to your sales pipeline and enables quick access to each opportunity for updates or follow-up.
Create or select from existing records to linkup with contact. When lead is converted, opportunity records are linked to the contact.
**Documents**
The Documents submodule lists all files associated with the contact, such as contracts, proposals, or identification documents. It provides quick access to upload, preview, or manage relevant files directly from the contact’s profile.
Can create a new or select from an existing list.
**Leads**
The Leads submodule shows all lead records linked to the contact, including their source, status, and qualification progress. It helps track the contact’s journey from initial interest to potential conversion.
Can create a new or select from an existing list.
**Campaigns**
The Campaigns submodule displays all marketing campaigns the contact is part of, showing participation status, engagement metrics, and response history. It helps monitor the contact's interaction with your marketing efforts.
**Cases**
The Cases submodule lists all support or service cases associated with the contact, including issue descriptions, statuses, priorities, and resolutions. It provides a clear view of the contact’s support history and helps ensure timely follow-up and resolution.
Can create a new or select from an existing list.
**Bugs**
The Bugs submodule tracks all software bugs reported by or related to the contact. It includes details like bug status, severity, and resolution progress, helping teams stay informed about product issues affecting the contact.
Can create a new or select from an existing list.
**Direct Reports**
The Direct Reports submodule lists contacts who report directly to the current contact, typically used in organizational hierarchies. It provides quick visibility into reporting structures and team relationships linked to the contact.
Can create a new or select from an existing list.
**Quotes**
The Quotes submodule shows all sales quotes associated with the contact, including quote status, total value, and validity dates. It allows users to manage pricing proposals and track progress toward deal closure.
Can create a new or select from an existing list.
**Invoices**
The Invoices submodule displays all invoices linked to the contact, including invoice numbers, amounts, due dates, and payment statuses. It helps monitor billing history and manage financial interactions with the contact.
Can create a new or select from an existing list.
**Contracts**
The Contracts submodule lists all contractual agreements related to the contact, showing contract terms, start and end dates, and current status. It ensures quick access to legal and binding documents associated with the contact.
Can create a new or select from an existing list.
**Events**
The Events submodule shows all calendar events linked to the contact, such as meetings, webinars, or scheduled calls. It provides a timeline of past and upcoming engagements to support effective planning and follow-up.
Can create a new or select from an existing list.
**Projects**
The Projects submodule displays all projects associated with the contact, including project names, statuses, deadlines, and roles. It helps track the contact’s involvement in ongoing or completed initiatives, ensuring better collaboration and accountability.
Can create a new or select from an existing list.
**Security Groups**
The Security Groups submodule shows which access control groups the contact belongs to, helping manage visibility, permissions, and data security across the CRM. It ensures the right users can access and manage the contact's information.
**SMS**
The SMS submodule lists all text message interactions with the contact, including message content, timestamps, and delivery status. It provides a quick overview of mobile communication for better engagement tracking.
****Note: --Edit view, Detail view** and **list view** form fields and layouts can be customized as per requirement using Administration Settings. Submodules also Customized as per usage.**
# Meetings
The Meetings module in KiyoCRM allows Users to create a record of any Meeting that they have been involved in. The Meeting scheduler allows a User to invite attendees, email invitees, set reminders, reschedule and relate to other modules including a Company, Contact, Project and many other Objects. This module has many more helpful functions that assist the User to plan and organize their Meetings.
## List view Actions
You can access the Meetings actions from the Meetings module menu drop down or via the Sidebar. The Meetings actions are as follow:
- **Schedule Meeting** – A new form is opened in Edit View to allow you to create a new Meeting record. Allows users to schedule meetings by setting the subject, date, time, duration, and related records. Users can add reminders, invite participants, and send notifications via popup or email.
Let's users assign meetings, view availability, add invitees by name or email, and create new contacts or leads directly from the scheduling interface.
- **View Meetings** – Redirects you to the List View for the Meetings module. This allows you to search and list Meeting records.
- **Import Meetings** – Redirects you to the Import Wizard for the Meetings module. For more information, see the leads module [Import.](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-list-view-actions)
- **Kanban View**: Visual workflow by Meeting Status (Planned, held, not held)
**Note:** Set the filter by changing kanban settings using Settings icon on the top right side
- To sort records on the Meetings List View, click any column title which is sortable. This will sort the column either ascending or descending.
- To search for a Meeting, Use Search engine on top
- Clicking on the pencil icon Meetings list view page to the display of record edit view.
- Clicking on the ‘i’ icon Meetings to the display of Additional Details popup.
- Clicking on the X icon Meetings to the closure of the meeting in the list view page.
## 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 meeting records at once with common changes, saving time and effort.
- **Export:** Enables users to download meeting data in various formats for reporting or backup purposes.
- **Map:** Displays meeting locations on a map for better visualization and route planning.
- **Delete:** Lets users remove selected meeting records in bulk from the system.
## Detail View Actions
Click on the Subject to view detail view:
- **Edit, Duplicate, Delete, Find Duplicates** 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)
- **Close and Create New:** Saves the current meeting record and immediately opens a new blank form to schedule another meeting, streamlining back-to-back entries.
- **Close:** Saves the current meeting record and exits the form without opening a new one.
## Submodules
**Contacts:**
Displays and manages the list of attendees linked to a meeting, allowing users to add, search, or create contact records for scheduling.
**Users**
Allows assignment of CRM users to meetings, enabling collaboration, ownership tracking, and calendar visibility for scheduled events.
**Leads**
Enables users to link potential customers (leads) to meetings for follow-ups, demos, or discussions, helping track engagement throughout the sales process.
**Notes**
Allows users to add and view notes related to a meeting, capturing key discussion points, decisions, and follow-up actions for future reference.
**Security Groups**
Control access to meeting records by assigning them to specific user groups, ensuring only authorized users can view or modify the information.
******Note: --Edit view, Detail view** and **list view** form fields and layouts can be customized as per requirement using Administration Settings. Submodules also Customized as per usage.****
# Companies
The Companies module is the centralized base from which you can create an association with most records in KiyoCRM. It is possible to create a relationship with Contacts, Converted Leads, Opportunities, any Activity such as Emails or Meetings and Cases. Companies in KiyoCRM will typically hold all information specific to a company that your organization will have a relationship with. In real world terms a Company may be a business entity that is a qualified Sales Prospect, Customer, Supplier or Re-seller and can be used to track all interactions that take place between these entities and your organization.
## List View Actions
You can access the Companies actions from the Companies module menu drop down or via the Sidebar. The Companies actions are as follows: -
- **Create Company** – Once clicked, a new form is opened in Edit View to allow you to create a new Company record.
- **View Companies** – Once clicked, you will be redirected to the List View for the Companies module. This allows you to search and list Companies records.
- **Import Companies** – Redirects you to the Import Wizard for the Companies module.
- **Kanban View** – Visual workflow by Company type (Analyst, Competitor etc.)
**Note**: Set the filter by changing kanban settings using Settings icon on the top right side.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/WTmimage.png)
- Use Filter for Search of records - Quick filter and Advanced filters
**Note:** Refer [Quick filter of Leads.](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-quick-filter%3A--)
- **Recently viewed** records displayed in the side nav bar.
- Saved filters list showing inside nav bar as **My Filters.**
- **Favorite** records of companies would be displayed in the side nav bar. (From a detailed view of records, selecting the star beside the title undergoes a record into the favorites list.)
- **Column Chooser** — The Column Chooser allows you to customize which columns are displayed in the list view by showing or hiding specific fields.
**Note:** Refer Leads module for [Column Chooser.](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-column-chooser%3A--)
- To sort records on the Companies List View, click any column title which is sortable. This will sort the column either ascending or descending.
- To search for a Company, Use Search engine on top
## Bulk Actions
In Companies list view, there are some groups of actions which can be done by selecting group of records wish are as follows:
- **Email**: Send an email to the selected companies directly.
- **Mass Update**: Apply changes to multiple company records at once.
- **Merge**: Combine duplicate or similar company records into one.
- **Add to Target List**: Add selected companies to a marketing or campaign list.
- **Print as PDF**: Generate a PDF version of the selected company records.
- **Export:** Download the selected company data in a preferred format (.CSV).
- **Map**: View the geographical location of companies on a map.
- **Add Contacts to Target List**: Add selected companies related Contacts to a marketing or campaign list.
- **Send Bulk SMS**: Send a text message to multiple selected companies.
- **Delete**: Remove selected companies from the system.
### Quick Contact Options
In List view – Click to Call Configuration, WhatsApp and SMS icons are available for quick contacting. History should be tracked under a detailed view of every record under the History Submodule.
**Note:** Call recordings are also tracked and responses updated automatically through API.
## Company One View
The Company One View provides a centralized, comprehensive snapshot of all key data and interactions related to a company. It consolidates associated contacts, opportunities, quotes, cases, documents, projects, and communication history into a single interface, enabling sales, support, and marketing teams to collaborate effectively and make informed decisions.
Click on the eye icon in the list view to open the Company One View.
### 🧾 Profile Section:
- **Company Name & Logo Detail**s: Displayed prominently with either the uploaded logo or initials inside a circle.
- **Rating Stars**: Visual representation of customer priority or satisfaction (e.g., 3 out of 5 stars).
Company Actions:
- 📧 Email
- 📞 Call
- 🎥 Video Call
- 💬 WhatsApp
**Basic Info**: Displays the company phone, email, website, and location.
**Links**: Navigate to the Compose email, Call initiation, Video Call initiation, WhatsApp chat pages when user click on Email, Phone, Video, WhatsApp icons respectively.
### 📂 Activity Summary Cards:
Each module card shows the number of related records, with format:
\[Closed / Total\]
- Cases
- Tasks
- Opportunities
- Leads
- Projects
- Quotes
- Invoices
- Contracts
- Documents
- Events
### 💰 Revenue & Purchase Insights:--
Displays financial and transactional data:
- First Purchase Date
- Last Purchase Date
- Purchased Products
- Pending Revenue
- Received Revenue
- Total Revenue
Note: If no data is available, the field displays None or 0.
### 🎯 Quick Actions:
- **Create Case** – Instantly open a support or service ticket.
- **Create Opportunity** – Launch a new sales deal from the company profile.
🔚 Close Button:
Closes the One View screen and returns to the previous interface.
## Detail view Actions
The Company Detail View provides a complete overview of a company's profile, including key information, associated contacts, sales data, support history, and related records. It serves as the central hub for managing all interactions and relationships tied to the company.
Click on the company name to view a detailed view of the record.
- **Edit** – Modify the company's existing information.
- **Duplicate** – Create a new company by copying current company details.
- **Delete** – Permanently remove the company from the system.
- **Find Duplicate** – Scan and identify possible duplicate company entries.
- **Print as PDF** – Generate a downloadable PDF version of the company's details.
- **View Changelog** – Review the history of changes made to this company.
**Copy Button**: Copies the address to the linked contact's address field.
## Company’s Activities Management
Company Activity Management tracks all interactions and engagements with a company, including calls, meetings, tasks, emails, and notes. It helps teams stay coordinated, follow up effectively, and maintain a complete timeline of activity history.
In the detailed view, there is an activities tab. All actions (emails sent, updates, etc.) are tracked per company.
- **Create Task** – Assign a task related to the company to ensure follow-up actions are completed on time.
- **Schedule Meeting** – Set up a meeting with the company to discuss business opportunities or next steps.
- **Log Call** – Record details of a phone conversation with the company for future reference.
- **Compose Email** – Draft and send an email to the company directly from the system.
## Company’s History Management
This menu allows users to archive emails, view a summary of activity, or apply filters to refine historical data.Navigate to a detailed view of a record to view History.
Click to Call statuses, SMS and emails history of a lead would be tracked here.
## Submodules
Click on detailed view of a records to and navigate to submodules:
**Documents**
The Documents submodule stores and organizes all files related to the company, such as contracts, proposals, and reference materials, enabling easy access and centralized document management.
Can create a new or select from an existing list.
Contacts**
The Contacts submodule lists all individuals linked to the company, showing their roles, contact details, and interaction history, making it easy to manage relationships and communication.
Can create a new or select from an existing list.
**Opportunities**
The Opportunities submodule tracks all potential deals and sales pipelines associated with the company, helping teams monitor progress, forecast revenue, and drive conversions.
Can create a new or select from an existing list.
**Campaigns**
The Campaigns submodule under a company helps manage and track marketing campaigns. It allows for the creation, budgeting, execution, and analysis of campaigns, ensuring effective targeting and measurement of results across various channels.
**Leads**
The Leads submodule under a company focuses on managing potential customer leads. It helps capture, track, and nurture leads through the sales funnel. Key features include lead generation, segmentation, follow-up management, and converting leads into opportunities or sales, ensuring an organized and efficient sales process.
Can create a new or select from an existing list.
**Member Organizations**
The Member Organizations submodule refers to managing relationships with organizations that are part of a larger network, association, or partnership. It helps track details about each member organization, including contact information, membership status, participation in activities, and any agreements or collaborations. This submodule ensures effective communication, collaboration, and management of the organization's relationships with its members.
Can create a new or select from an existing list.
**Cases**
The Cases submodule helps manage customer support requests by tracking, prioritizing, and resolving issues efficiently, ensuring timely responses and customer satisfaction.
Can create a new or select from an existing list.
**Quotes**
The Quotes submodule is used to create, manage, and track sales quotes or price estimates provided to potential customers. It typically includes features for generating customized quotes, applying discounts, tracking approval processes, and converting quotes into sales orders once accepted. This submodule ensures streamlined sales processes and accurate pricing.
Can create a new or select from an existing list.
**Invoices**
The Invoices submodule manages the creation, tracking, and processing of company billing. It allows businesses to generate invoices, record payments, monitor outstanding balances, and ensure accurate financial records, supporting efficient revenue collection and accounting.
Can create a new or select from an existing list.
**Contracts**
The Contracts submodule handles the creation, storage, and management of agreements between the company and its clients, vendors, or partners. It ensures key terms, durations, and obligations are tracked, enabling compliance, renewals, and efficient relationship management.
Can create a new or select from an existing list.
**Products and Services Purchased**
The Products and Services Purchased submodule tracks all goods and services acquired by the company. It records purchase details, such as item descriptions, quantities, prices, and purchase dates, helping manage procurement, budgeting, and inventory efficiently.
**SMS**
The SMS submodule enables the company to track sent messages and communications. It is used for alerts, promotions, reminders, and notifications, supporting direct and timely engagement through mobile messaging.
**Bugs**
The Bugs submodule is used to log, track, and manage software defects or issues reported by users or by company. It helps ensure timely resolution by assigning priorities, statuses, and responsible team members, improving software quality and project transparency.
Can create a new or select from an existing list.
**Projects**
The Projects submodule is designed to plan, execute, and monitor company projects. It allows for task assignment, timeline tracking, resource allocation, and progress monitoring, ensuring projects are delivered on time, within scope, and on budget.
Can create a new or select from an existing list.
**Security Groups**
The Security Groups submodule manages user access and permissions within the system. It allows administrators to group users based on roles and assign specific access rights, ensuring data security, compliance, and controlled access to sensitive information.
When a user is created, a security group creates a default with the user name and it is assigned to the records by default to track which user created the records.
Can select from an existing list.
******Note: --Edit view, Detail view** and **list view** form fields and layouts can be customized as per requirement using Administration Settings. Submodules also Customized as per usage.****
# Opportunities
An Opportunity is a qualified Sales prospect with a likely chance that they will be able to do business with your company. You have established that they have buying power and have entered into the buying cycle. This module allows you to track your Opportunities throughout the Sales Pipeline until the deal is 'Closed Lost or 'Closed Won'.
Opportunities Actions You can access the Opportunities actions from the Opportunities module menu drop down or via the Sidebar. The Opportunities actions are as follows:
- **Create Opportunity** – A new form is opened in Edit View to allow you to create a new record.
- **View Opportunities** – Redirects you to the List View for the Opportunities module. This allows you to search and list Opportunity records
- **Import Opportunities** – Redirects you to the Import Wizard for the Opportunities module. For more information, see Leads Module [Import.](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-list-view-actions)
- **Kanban View** – Visual workflow by opportunities sales stage (Prospecting, Qualification, Need Analysis etc.)
**Note**: Set the filter by changing kanban settings using Settings icon on the top right side
- Use **Filter** for Search of records - Quick filter and Advanced filters
**Note**: Refer [Quick filter of Leads.](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-quick-filter%3A--)
- **Recently viewed** records displayed in the side nav bar.
- Saved filters list showing inside nav bar as **My Filters**
- **Favorite** records of Opportunities would be displayed in the side nav bar. (From a detailed view of records, selecting the star beside the title undergoes a record into the favorite's list.)
- **Column Chooser** — The Column Chooser allows you to customize which columns are displayed in the list view by showing or hiding specific fields.
**Note:** Refer Leads module for [Colum Chooser](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-column-chooser%3A--).
- To sort records on the Opportunities List View, click any column title which is sortable. This will sort the column either ascending or descending.
- To search for an Opportunity, Use Search engine on top.
**Opportunities Sales Stage**
- Easily identify Sales Stage type with colored labels
**Prospecting, Qualification, Needs Analysis, Prospecting** etc.
- Clicking on the pencil icon on Opportunities list view page to the display of record edit view.
- ‘i’ icon in the Opportunities list view page gives the additional details of the Opportunity.
## Bulk Actions
In Companies list view, there are some groups of actions which can be done by selecting group of records wish are as follows:
- **Mass Update**: Apply changes to multiple opportunity records at once.
- **Merge**: Combine duplicate or similar opportunity records into one.
- **Export**: Download the selected opportunity data in a preferred format (.CSV).
- **Map**: View the geographical location of opportunities on a map.
- **Delete:** Remove selected opportunity from the system.
## Detail View Actions
The Opportunities Detail View shows key info about a sales deal, including company, amount, stage, close date, and assigned user. It links to related modules and offers quick actions like edit or delete. Detailed view of a record highlights the sales stage with colored label of sales pipeline.
- **Edit –** Modify the opportunity's existing information.
- **Duplicate –** Create a new opportunity by copying current opportunity details.
- **Delete –** Permanently remove the opportunity from the system.
- **Find Duplicate –** Scan and identify possible duplicate opportunity entries.
- **View Changelog –** Review the history of changes made to this opportunity.
## Opportunity’s Activity Management
The Activities tab in the Opportunities module lets users create and manage tasks like meetings, calls, and emails related to a sales opportunity, helping track all interactions in one place. Navigate to a detailed view page to view Activities.
## Opportunity’s History Management
This menu allows users to archive emails, view a summary of activity, or apply filters to refine historical data. Navigate to a detailed view of a record to view History.
## Submodules
Click on detailed view of a records to and navigate to submodules:
**Documents**
The Documents submodule under Opportunities stores and manages all related files, such as proposals, contracts, presentations, and supporting materials. It ensures easy access, version control, and centralized documentation for each sales opportunity.
Can create a new one or select from existing records.
**Contacts**
The Contacts submodule under Opportunities links key individuals involved in the sales process. It helps track communication, roles, and relationships, ensuring effective engagement and follow-up with decision-makers or influencers.
Can create a new one or select from existing records.
**Leads**
The Leads submodule under Opportunities connects potential customers to a specific sales opportunity. It helps track lead sources, engagement history, and progress, supporting effective conversion from interest to deal.
Can create a new one or select from existing records.
**Projects**
The Projects submodule under Opportunities links related projects to a sales deal. It helps track project timelines, tasks, and deliverables, ensuring smooth execution if the opportunity is won and converted into a project.
Can create a new one or select from existing records.
**Quotes**
The Quotes submodule under Opportunities stores price estimates or proposals related to the sales deal. It allows users to create, manage, and track quotes, helping streamline the transition from opportunity to confirmed sale.
Can create a new one or select from existing records.
**Contracts**
The Contracts submodule under Opportunities manages agreements linked to the sales deal. It helps track contract terms, statuses, and renewal dates, ensuring smooth handoff and compliance once the opportunity is closed.
Can create a new one or select from existing records.
**Security Groups**
The Security Groups submodule under Opportunities controls access permissions for users based on their roles. It ensures that only authorized users can view or modify opportunity details, enhancing data security and confidentiality.
Can select from existing records.
****Note: --Edit view, Detail view** and **list view** form fields and layouts can be customized as per requirement using Administration Settings. Submodules also Customized as per usage.**
# Calls
The Calls module in KiyoCRM allows Users to schedule and log a record of inbound and outbound calls that they may be a participant of:
### List View Actions
You can access the Calls actions from the Calls module menu drop down or via the Sidebar. The Calls actions are as follows:
- **Log Call** – A new form is opened in Edit View to allow you to create a new Call record.
Allows users to record details of phone conversations with leads, contacts, or companies, including call purpose, outcome, duration, and follow-up actions for accurate communication tracking.
Using Click to Call Configuration, triggering calls and saving response through API and tracking through status. Call recordings are also saved, and we can view in detail.
- **View Calls** – Redirects you to the List View for the Calls module. This allows you to search and list Call records.
- **Import Calls** – Redirects you to the Import Wizard for the Calls module. For more information, see [Import of leads module.](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-list-view-actions)
- **Kanban View, Filters, Column Chooser, Favorites** 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--) , [Filters](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-quick-filter%3A--) , [Kanban view](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-list-view-actions) for reference.
- To sort records on the Meetings List View, click any column title which is sortable. This will sort the column either ascending or descending.
- To search for a Meeting, Use Search engine on top
- Clicking on the pencil icon Meetings list view page to the display of record edit view.
- Clicking on the ‘i’ icon calls to the display of Additional Details popup.
- Clicking on the X icon calls to the closure of the meeting in the list view page.
### Bulk Actions
In list view, Select group of records by checking the checkbox, the actions are as follows:
- **Mass Update, Export, Delete** are similar to the Meetings module. Refer Meetings module [Bulk Actions](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/meetings#bkmrk--15) for reference.
### Detail View Actions
Click on the Subject to view detail view:
- **Edit, Duplicate, Delete, Close and Create New, Close** are similar to Meetings module Actions.
- **Reschedule:** Enables users to update the date and time of a logged call, ensuring accurate scheduling and follow-up.
### Submodules
**Contacts**
Displays and manages the list of attendees linked to a meeting, allowing users to add, search, or create contact records for scheduling.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Tttimage.png)
**Users**
Allows assignment of CRM users to meetings, enabling collaboration, ownership tracking, and calendar visibility for scheduled events.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/w0aimage.png)
**Leads**
Enables users to link potential customers (leads) to meetings for follow-ups, demos, or discussions, helping track engagement throughout the sales process.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/SkJimage.png)
**Notes**
Allows users to add and view notes related to a meeting, capturing key discussion points, decisions, and follow-up actions for future reference.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/FPhimage.png)
**Security Groups**
Control access to meeting records by assigning them to specific user groups, ensuring only authorized users can view or modify the information.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/8dpimage.png)
******Note: --Edit view, Detail view** and **list view** form fields and layouts can be customized as per requirement using Administration Settings. Submodules also Customized as per usage.****
# Tasks
KiyoCRM can assist users with productivity, offering a way to record, relate and assign Tasks and to-do items that require action.
You can access the Tasks actions from the Tasks module menu drop down or via the Sidebar. The Tasks actions are as follows:
### List View Actions
- **Create Task** – A new form is opened in Edit View to allow you to create a new Task record
Used to define and assign work items with details like subject, due dates, status, priority, and related contacts or companies. The assigned user will receive email notifications.
- **View Tasks** – Redirects you to the List View for the Tasks module. This allows you to search and list Task records
- **Import Tasks** – Redirects you to the Import Wizard for the Tasks module. For more information, see the Leads Module [Import](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-list-view-actions).
- **Kanban View, Filters, Column Chooser, Favorites** are similar to other modules. Refer Leads module [Column Chooser](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/meetings#bkmrk--15) ,[ Filters](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-quick-filter%3A--) , [Kanban View](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-list-view-actions) for reference.
- To sort records on the Meetings List View, click any column title which is sortable. This will sort the column either ascending or descending.
- To search for a Meeting, Use Search engine on top
- Clicking on the pencil icon Meetings list view page to the display of record edit view.
- Clicking on the ‘i’ icon tasks to the display of Additional Details popup.
- Clicking on the X icon tasks to the closure of the meeting in the list view page.
### Bulk Actions
In list view, select group of records by checking the checkbox, the actions are as follows:
- **Mass Update, Export, Delete** are similar to the Meetings module. Refer Meetings module [Bulk Actions ](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/meetings#bkmrk--15)for reference.
### Detail View Actions
Click on the Subject to view detail view:
- **Edit, Duplicate, Delete, Close and Create New, Close** functionalities similar to Meetings module detail view actions. Refer Meetings module [Detail Actions. ](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/meetings#bkmrk-detail-view-actions%3A)
### Submodules
**Notes**
Used to add internal comments or updates related to a task for reference or collaboration.
**Security Groups**
Control user access and permissions for task creation, editing, viewing, and assignment based on roles.
****Note: --Edit view, Detail view** and **list view** form fields and layouts can be customized as per requirement using Administration Settings. Submodules also Customized as per usage.**
# Documents
The Documents module can be used as a repository for Customer issued or internal files. This content can be uploaded, revised and viewed in addition to relating to individual records within KiyoCRM.
## List View Actions
You can access the Documents actions from the Documents module menu drop down or via the Sidebar. The Documents actions are as follows:
- **Create Document** – A new form is opened in Edit View to allow you to create a new Document record.
- **View Documents** – Redirects you to the List View for the Documents module. This allows you to search and list Document records.
- **Filters, Column Chooser, Favorites** 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--) , [Filters ](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-quick-filter%3A--), [Kanban View](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-list-view-actions) for reference.
- To sort records on the Documents, click any column title which is sortable. This will sort the column either ascending or descending.
- To search for a Document, Use Search engine on top
- Clicking on the pencil icon Documents 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, Export, Delete** are similar to the Meetings module. Refer Meetings module [Bulk Actions](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/meetings#bkmrk--15) for reference.
## Detail View Actions
Click on the Subject to view detail view:
- **Edit, Duplicate, Delete functionalities** similar to Meetings module detail view actions. Refer Meetings module [Detail Actions. ](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/meetings#bkmrk-detail-view-actions%3A)
## Submodules
**Documents Revisions**
This submodule allows users to manage document versioning by recording each update with details like revision number, creation date, creator, and change log, ensuring full traceability and accountability.
**Companies**
This section links documents to specific companies, helping users organize and track files based on associated businesses for easy access and reference.
**Contacts**
This submodule links documents to individual contacts, allowing users to manage and retrieve documents related to specific people efficiently.
**Opportunities**
This submodule associates documents with sales opportunities, helping teams track proposals, quotes, and other relevant files throughout the sales pipeline.
**Cases**
This submodule links documents to customer support cases, allowing users to store and reference related files such as issue logs, screenshots, or resolution documents.
**Bugs**
Links documents to reported bugs, allowing users to attach supporting files like error logs, screenshots, or test results for better issue tracking and resolution.
**Contracts**
Associates documents with contract records, enabling users to store, access, and manage related files such as signed agreements, terms, and amendments in one place.
**Security Groups**
The "Security Groups" submodule controls user access to documents, defining who can view, edit, or delete based on assigned roles or groups, ensuring data security and integrity.
****Note: --Edit view, Detail view** and **list view** form fields and layouts can be customized as per requirement using Administration Settings. Submodules also Customized as per usage.**
# Emails
The Emails module in KiyoCRM allows Users to view, store, compose, send and receive email from their own personal email account or a shared inbox, for example a Support or Sales inbox. Emails can be imported and associated with a related KiyoCRM record, for example a Contact or a Company. These related emails can then be viewed on the history subpanel of the related record.
You will need to set up and have access to at least one personal or group email account in order to use the Emails module. Please contact the Support Team for SMTP settings.
Emails module can access from side navbar
### List View Actions
You can access the Emails actions from the Emails module menu drop down or via the Sidebar. The Emails actions are as follows:
- **Filters, Column Chooser, Favorites** are similar to other modules. Refer Leads module for reference.
- **View Email**: Opens and displays the full content of the selected email message.
- To sort records on the Emails, click any column title which is sortable. This will sort the column either ascending or descending.
- To search for Emails, Use Search engine on top
- Clicking on the pencil icon Emails list view page to the display of record edit view.
### Compose Mail
Click the Compose Mail button or select Compose from the Sidebar to open a new compose window.
This will open the compose view in the Emails module. For new emails opened in this way, the To: field will be automatically populated and the email will be related to the relevant record.
- **Email Template:** Select a template if required. (Refer Email Templates for stored templates). Once you have selected a template, a popup will warn you that the subject line and body of the email will be replaced by the contents of the email template. If you are using a template with variables, these will be populated with the relevant data from the related record when the email is sent. The To: field will also be automatically populated with the email address associated with the related record.
- **Related To**: To associate the email with a particular record, select the module (e.g. Companies, Contacts, Leads) and then click the Search arrow to search for the record. Alternatively, you can begin typing the name into the field and select the relevant record from the auto-complete list which appears.
- **From:** If you have more than one email account configured, select the account from which to send the email. The Reply To and From settings for the selected Account are displayed alongside for information.
- **To**: Selecting a related record in the with a valid email address will automatically populate the To: field. Alternatively, the To:, Cc: and Bcc: fields can be populated manually or via the select buttons which appear when you click inside the fields.
- Body: Selected Email Template body load into the body or else without template body field remains empty.
**Buttons in Compose Mail Page**
- **Send Mail:** A confirmation message will appear when the message has been sent.
- **Attach Files:** Use this button to browse for and attach an external file to the email.
- **Attach Documents**: Use this button to attach a KiyoCRM Document to the email. Search for the required Document in the popup and click Select to attach it.
- **Save Draft**: Drafts can be viewed by changing the folder in List view.
- **Discard** : Discards the draft email without sending.
### Import Mail
Email can be imported into KiyoCRM and associated with a relevant KiyoCRM record (e.g. a contact or account record). This can be very useful in keeping a history of communication with a client, for example. Emails which have been imported and related to a record in KiyoCRM can be viewed from the record’s history subpanel.
**Import Single Mail**
An individual email can be imported from a Detail view. Open the email, and then select Import from the Actions dropdown menu.
**Detail View Actions**
- **Reply:** Sends a response directly to the original sender of the selected message.
- **Reply All:** Sends a response to the original sender and all other recipients included in the message.
- **Forward:** Sends a copy of the selected message to a different recipient not originally included.
- **Delete From IMAP:** Permanently removes the selected message from the email server via the IMAP protocol.
### Bulk Actions
In list view, Select group of records by checking the checkbox, the actions are as follows
- **Import:** Allows users to bring selected emails into the system for further processing or recordkeeping.
- **Delete from IMAP**: Permanently removes selected emails from the IMAP email server.
- **Mark As Unread:** Changes the status of selected emails to unread, indicating they haven’t been reviewed.
- **Mark As Read**: Marks selected emails as read, indicating they have been viewed or processed.
- **Mark As Flagged:** Flags selected emails for follow-up or attention.
- **Mark As Unflagged:** Removes the follow-up flag from selected emails.
****Note: --Edit view, Detail view** and **list view** form fields and layouts can be customized as per requirement using Administration Settings. Submodules also Customized as per usage.**
# Email Templates
Email templates are used to send standardized responses and notifications via email. Adding variables allows you to personalize these communications and include additional relevant information such as order details.
Email templates can be viewed, edited and created from the **Email Templates** module which can be found on the **ALL** menu. Alternatively, templates can be created by the user directly from the workflow and campaigns modules.
- **View My Email** – Redirects you to your mailbox so that you can view and manage emails displayed/imported to the CRM.
- **View Email Templates** - Takes you to the List View page of your existing Email Templates. This allows you to search and list Email Template records.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/3vgimage.png)
There are a number of default **System** templates which are created on install. These are used to send out system notifications such as new passwords or case updates. These can be viewed and edited here alongside user-generated templates. Templates created here can also be used in workflows and Campaigns for example, as well as for system notifications.
Click on a template name to view the template.
To edit an existing template, either open the template and select **Edit** from the **Actions** menu, or click the pencil icon to the left of the template name. Once in **Edit** mode, the template can be edited in the same way as creating a template.
## Creating an Email Template
Select **Create Email Template** from the sidebar. This **Create** view will also appear if you choose to create a template from within another module such as Workflows, for example.
Select **Email**, **Campaign** or **System** depending on the use for the template. **System** templates are used to send system generated notifications such as case updates.
.[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/bhSimage.png)
### Body
To add text to the body of the template, click, drag and drop one of the layouts from the selection in the left-hand pane into the onto the body. You can add as many layout sections as required. Overwrite the demo text by first highlighting it.
### Adding Variables
To add a variable, select the appropriate module and field name from the drop-down lists. The corresponding variable name will be displayed in the last field.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/3bUimage.png)
You can either enter this variable manually or click on insert to insert the variable at the cursor point. Variables can be added to the subject line as well as the body of the email template.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/vsZimage.png)
Click Browse to attach an external file or Document to attach a **KiyoCRM** document to the template. Further items can be attached in the same way. The attached file(s) will be sent to all recipients of the template.
### Security Groups
Restrict access to a template by selecting a Security Group.
# Notes
The Notes module in KiyoCRM can be used to keep a record of any comments, observations or explanations that a User may have relating internally to their organization or relating to another KiyoCRM record such as a Company, Contact, Lead or many more. Notes are also used to keep record of interactions with Customers regarding Cases and Bugs.
## List View Actions
You can access the Notes actions from the Notes module menu drop down or via the Sidebar. The Notes actions are as follows:
- **Create Note or Attachment** – A new form is opened in Edit View to allow you to create a new Note record (with attachment).
- **View Notes** – Redirects you to the List View for the Notes module. This allows you to search and list Note records.
- **Import Notes** – Redirects you will be taken to the Import Wizard for the Notes module. Refer Leads module [Import](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-list-view-actions).
- **Column Chooser** -- Allows users to show or hide specific columns in a data table for customized viewing. Refer Leads [Column Chooser](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-column-chooser%3A--).
- **Filters** -- For [Quick and Advanced filter](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-quick-filter%3A--) search, refer leads module.
- To sort records on the Meetings List View, click any column title which is sortable. This will sort the column either ascending or descending.
- To search for a Notes, Use Search engine on top
- Clicking on the pencil icon Notes list view page to the display of record edit view.
- Clicking on the ‘i’ icon Notes to the display of Additional Details popup.
- Clicking on the X icon Notes to the closure of the Notes in the list view page.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/YDoimage.png)
## 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 Note records at once with common changes related to, assigned to, contact fields.
- **Export**: Enables users to download notes data in various formats for reporting or backup purposes.
- **Map**: Displays notes locations on a map for better visualization and route planning.
- **Delete**: Lets users remove selected notes records in bulk from the system.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Snwimage.png)
## Detail View Actions
Click on the Subject to view detail view:
- **Edit** – Open the note record in edit mode to update its details.
- **Duplicate** – Create a new note record by copying the details of the current one.
- **Delete** – Permanently remove the current note record from the system.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/KUUimage.png)
## Submodules
**Security Groups**
Control access to notes records by assigning them to specific user groups, ensuring only authorized users can view or modify the information.
Can select from existing records.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/BoLimage.png)
****Note: --Edit view, Detail view** and **list view** form fields and layouts can be customized as per requirement using Administration Settings. Submodules also Customized as per usage.**
# Targets
Typically Targets are used as the recipients of a Marketing Campaign, your organization knows very little about these individuals and they may be re-used for new Campaigns or deleted without any impact to the business. Your organization will spend little resources on Targets and will usually be contacted en masse. Targets can be acquired from purchased email lists or gathered from trade shows your organization has been present. The Targets module in KiyoCRM is used to store and manage information about these individuals.
## List View Actions
You can access the Targets actions from the Targets module menu drop down or via the Sidebar. The Targets actions are as follows:
- **Create Target** – A new form is opened in Edit View to allow you to create a new Target record.
- **View Targets** – Redirects you to the List View for the Targets module. This allows you to search and list Target records.
- **Import Targets** – Redirects you will be taken to the Import Wizard for the Targets module. Refer Leads[ Import](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-list-view-actions).
- Recently viewed records displayed in the side nav bar.
- Saved filters list showing inside nav bar as My Filters
- Favorite records of targets would be displayed in the side nav bar. (From a detailed view of records, selecting the star beside the title undergoes a record into the favorites list.)
- **Column Chooser** — The Column Chooser allows you to customize which columns are displayed in the list view by showing or hiding specific fields. Refer Leads [Column Chooser.](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-column-chooser%3A--)
- To sort records on the targets List View, click any column title which is sortable. This will sort the column either ascending or descending.
- To search for a target, Use Search engine on top.
- Clicking on the pencil icon targets list view page to the display of record edit view.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/b4Qimage.png)
## Bulk Actions
In Targets list view, there are some groups of actions which can be done by selecting group of records wishes are as follows:
- **Email:** Send an email to the selected targets directly.
- **Mass Update:** Apply changes to multiple target records at once.
- **Add to Target List:** Add selected target to a marketing or campaign list.
- **Export**: Download the selected target data in a preferred format (.CSV).
- **Map:** View the geographical location of targets on a map.
- **Delete:** Remove selected targets from the system.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/rGNimage.png)
### Quick Contact Options
In **List view** – Click to Call Configuration, WhatsApp and SMS icons are available for quick contacting. History should be tracked under a detailed view of every record under the History Submodule.
**Note:** Call recordings are also tracked and responses updated automatically through API.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/2pRimage.png)
## Detail View Actions
**"Targets Detail View" action** displays complete information about a selected target, including name, contact details, status, source, and any associated activities or notes.
- **Edit** – Modify the target's existing information.
- **Duplicate** – Create a new target by copying current target details.
- **Delete –** Permanently remove the target from the system.
- **Convert Target**: Changes a target into a lead or customer for further engagement.
- **Manage Subscriptions**: Allows updating or modifying the communication preferences for the target.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Xeiimage.png)
## Target's Activities Management
This **Activities** tab in the target detail view allows users to manage interactions by creating tasks, scheduling meetings, logging calls, and composing emails related to the target.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/xcoimage.png)
## Target's History Management
The **History** section in Targets displays a chronological record of all past interactions and communications with the target, including completed tasks, calls, meetings, and emails, helping users track engagement over time.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/zO5image.png)
## Submodules
Click on detailed view of a records to and navigate to submodules:
**Campaign Log**
The Campaign Log in the Targets submodule records all marketing campaigns the target has been involved in, including email blasts, newsletters, or promotional activities, helping track campaign reach and effectiveness.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Tmrimage.png)
**Events**
The **Events** section in the Targets submodule logs all calendar-based activities related to the target, such as scheduled meetings, webinars, or conferences, allowing for effective tracking and follow-up.
Can create a new or select from existing one.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/0pHimage.png)
**Security Groups**
The Security Groups section in the Targets submodule defines which users or user roles have permission to view, edit, or manage the target's information, ensuring controlled access and data security.
Can select from existing one.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/5bKimage.png)
****Note: --Edit view, Detail view** and **list view** form fields and layouts can be customized as per requirement using Administration Settings. Submodules also Customized as per usage.**
# Target - Lists
The Target Lists module in KiyoCRM is used to separate Targets into groups, these can be groups of individuals that should be excluded from a particular Campaign, test groups or a list of Targets grouped by certain criteria, for example area or market an organization works in.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/W1Timage.png)
## Target-List List View Actions
You can access the Target Lists actions from the Target Lists module menu drop down or via the Sidebar. The Target Lists actions are as follows:
- **Create Target List** – A new form is opened in Edit View to allow you to create a new Target List record.
- **View Target Lists** – Redirects you to the List View for the Target Lists module. This allows you to search and list Target List records.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Z97image.png)
- **Filters** - Use Filter for Search of records - **Quick filter and Advanced filters**
**Note:** Refer [Quick filter](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-quick-filter%3A--) of Leads.
- **Column Chooser —** The Column Chooser allows you to customize which columns are displayed in the list view by showing or hiding specific fields. Refer Leads [Column Chooser.](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-column-chooser%3A--)
- To sort records on the Contacts List View, click any column title which is sortable. This will sort the column either ascending or descending.
- To search for a Contact, Use Search engine on top
- Clicking on the pencil icon Contacts list view page to the display of record edit view.
## Bulk Actions
In Target-list list view, there are some groups of actions which can be done by selecting group of records wishes are as follows:
- **Mass Update:** Apply changes to multiple target-list records at once.
- **Export:** Download the selected target-list data in a preferred format (.CSV).
- **Delete:** Remove selected target-lists from the system.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/tUqimage.png)
## Detail Actions
**Target List & Detail View Actions** allow users to perform key functions such as view details, edit target information, delete, convert to lead/customer, manage subscriptions, log activities, and track history—all from the list or individual detail view.
- **Edit, Duplicate, Delete, Export** functionalities are similar to targets module. Refer targets module.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/TBIimage.png)
## Submodules
**Targets**
The **Targets** submodule under the Target List displays all individual target records, allowing users to view, manage, and take action on each potential lead or contact within a campaign or outreach list.
Can create a new one or select from existing from one
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/3O4image.png)
**Contacts**
The **Contacts** submodule stores and manages individual contact records, including personal and communication details. It allows users to track interactions, associate contacts with companies or deals, and maintain up-to-date relationship history.
Can create a new one or select from existing from one.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/RVZimage.png)
**Leads**
The Leads submodule captures potential customers who have shown interest in your product or service. It allows users to manage lead details, track communication, qualify opportunities, and convert leads into contacts, accounts, or deals.
Can create a new one or select from existing from one.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/V1Kimage.png)
**Users**
The Users submodule manages all CRM user accounts. It allows administrators to create, edit, assign roles, set permissions, and monitor activity for individuals who have access to the system.
Can select from existing from one.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/SBiimage.png)
**Companies**
The **Companies** submodule stores and manages organizational records, allowing users to track company details, associate contacts and deals, and monitor all related activities and communication history.
Can create a new one or select from existing from one.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/7V0image.png)
**Security Groups**
The **Security Groups** submodule is used to define and manage access control within the CRM. It allows administrators to group users and assign specific permissions to control who can view, edit, or manage modules and records.
Can select from existing from one.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/a6Fimage.png)
****Note: --Edit view, Detail view** and **list view** form fields and layouts can be customized as per requirement using Administration Settings. Submodules also Customized as per usage.**
# Campaigns
The Campaigns module in **KiyoCRM** can be a very powerful marketing and advertising tool for your organization allowing you to create and track both email and non-email based (e.g. tele sales or radio) marketing campaigns to prospective or existing customers.
With the tracking tools built into the Campaign module you can monitor the response you receive from your campaign in real time, allowing you to view the Return On Investment (ROI) and many other useful metrics. This in turn helps you to plan your strategic marketing and advertising activities effectively by visualizing which campaigns work and which do not.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/tlgimage.png)
## Create a Campaign
From the **Campaigns** module, select **Create Campaign** from the sidebar or the module dropdown menu to start the **Campaign Wizard.**
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Z3limage.png)
Select the campaign you wish to create: **Newsletter**, **Email**, Survey or **Non-email-based Campaign**. Non-email-based campaigns allow you to keep a re
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Zx6image.png)
**Note:** Note that for a Survey campaign you will first need to create the survey to attach to the campaign.
### Campaign Header
The first page of the **Campaign Wizard** is the **Campaign Header** page.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/rHeimage.png)
Enter a name for the campaign here and set the status (**Planning**, **Active**, **Inactive**, **Complete**).
Add an optional description.
The campaign will be assigned to the currently logged on user by default. Change this here if required.
## Survey Campaign
For a **Survey** campaign, you will also need to relate the campaign to an existing survey. See **Surveys** module for information on creating a survey.
## Non-Email Based Campaign
For a **Non-Email Based** campaign, you can optionally select the type of campaign.
## Campaign Budget
Scroll down to complete optional budget details for the campaign. These figures are used in ROI calculations.
For non-email-based campaigns, this section is on the next page.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/T4oimage.png)
Click **Next** at the top of the screen to continue.
## Target Lists
The next step is to specify your **Target List(s)**. Any existing target lists will be listed for you to select under **Add Existing Target List**.
Click on the target list name to add it to the campaign. Target lists added to the campaign will appear in the right-hand panel.
To remove a target list, click run
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/44Uimage.png)
### Create Target List
If you have not yet created a target list or wish to use a new list, you can create an empty one here and populate it after you have completed the rest of your campaign setup. See Target Lists for more information on the types of lists and how to use them.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/7IVimage.png)
Enter a name for the new list and select the type from the list. Note that you will need to have at least one 'default' type target list attached to the campaign.
Click **Create**
## Templates
The template is the message that will be sent out to your target list. You can select or edit an existing email template or create a new one here. See the Email Templates section of the user guide for more information.
**Note:** The template editor used for creating and editing email templates can be selected in the User Profile Settings. The default setting (Mozaik) is shown in the following screen shots.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/3mGimage.png)
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/GOWimage.png)
- **Select an existing template** – You can select from a drop-down list of existing Email Templates
- **Create a brand-new template** – Create a new email template from scratch.
- **Copy an existing template** – Allows you select an existing template and use this as a base to make amendments.
The email template editor at the foot of the page shows how your template will look. Drag and drop different layout components from the left-hand pane into the right-hand display panel where they can be edited.
Clicking on a component will show the edit menu. This provides you with a multitude of additional options which allows you to customize the layout and appearance of your template. Font type can be selected, formatted, colours changed, text alignment chosen, images and even videos can be inserted.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/gedimage.png)
### Email Variables
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/S9cimage.png)
### Track URLs
Tracker URLs can be used to insert a link to your organization’s website or direct link to a new product that you have launched, for example. A unique id is added to the link for each recipient which allows **KiyoCRM** to track click-thrus. The information gathered can be viewed on the campaign status page.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/2YZimage.png)
To add your own tracker URL link, click **Create Tracker.**
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/cYdimage.png)
Specify the text to display as the link, and the URL.
Click **Create Tracker.**
Add your tracker(s) to the template in the same way as for a variable. Click inside the template in the desired location, then select the tracker in the drop down and click **Insert Tracker.**
### opt Out Tracker URLs
An opt Out link allows the recipient to opt out of future marketing emails, and a default opt out link will be added to the template automatically. You can replace this default with your own opt Out link text by adding a custom opt Out Tracker.
Click **Create Tracker.**
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/8qdimage.png)
specify the text you require once your email template is complete, click or you opt out link.
Check the Opt-Out Link box. Note that you cannot edit the Tracker URL itself, only the link text.
Add your tracker to the template in the same way as for a variable. Click inside the template in the desired location, then select the tracker in the drop down and click **Insert Tracker.**
Once your email template is complete, click **Save.**
Click **Next** at the top of the page to continue.
## Marketing
The Marketing section of the Campaign Wizard is where you need to specify the email settings for the campaign, and set a schedule for emails to be sent out.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/T8uimage.png)
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/vFCimage.png)
| **Marketing Email Name**
| Enter a name for the this run of the campaign. This allows you to resend the campaign at a later date to a different target list, or with a modified template. The campaign will store separate status details for each marketing record, and these can be selected on the campaign status page.
|
| **Bounce Handling Account**
| Select the account set up to handle bounced campaign mail.
|
| **Outgoing Email Account**
| This will default to the system outbound mail account. If you have other outbound mail a
|
| **Schedule Date & Time**
| The campaign emails will be queued for sending at the specified time and will be sent when the **Run Nightly Mass Email Campaigns** scheduled job is next run.
|
Once details have been completed, click **Next** at the top of the screen to continue.
### Send Email and Summary
The Summary page includes a checklist which indicates whether or not each section of the Campaign Wizard has been completed satisfactorily.
| [](https://docs.suitecrm.com/images/en/user/CampaignsGreenTick.png)
| If a section is complete then this is shown with green tick icon.
|
| [](https://docs.suitecrm.com/images/en/user/CampaignsRedCross.png)
| Incomplete sections are shown with a red cross. These will need to be resolved before the campaign can be sent.
|
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/VZFimage.png)
In the example above the **Choose Targets** section has not been completed correctly as indicated by the red cross icon. This would be resolved by specifying a 'default' type target list with at least one entry.
Click on any incomplete entry in the list to navigate to the relevant section.
Once you have ensured all sections are complete you have three options:
- **Send Mail at Scheduled Time** – Once you are sure all sections of the campaign are set correctly and your campaign status is set to **Active**, click to send the campaign emails. Email will be queued at the scheduled time and will send to recipients when the **Run Nightly Mass Email Campaigns** scheduled job is next run.
- **Send Marketing Email as Test** – If you have specified a 'test' type target list, this will send the campaign to the addresses on the test list only. By doing this you can view the campaign as a recipient and double check that it appears as it should do before sending out to real recipients. Test entries (views, click-thrus etc) generated can be removed later from the Campaign Status page.
- **View Details** – Shows the Detail View of the campaign you have just created.
## Campaign Status and Response Tracking
From the campaign’s Detail view click **View Status.**
OR, from List view, click the status icon
The campaign status page gives an overview of the campaign details as well as a graphical representation of your campaign response. This includes the number of messages sent, bounced messages, number of views, opt-outs and click-thrus.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/9P1image.png)
Detailed information can be viewed in the subpanels below the graph, where responses are detailed on an individual record level. Here you can see who has viewed your email or clicked on a link, or how they have responded to a survey, for example.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/2QRimage.png)
If the campaign includes a Web to Person form you will be able to see the details of any leads which have been created via the webform in the **Leads Created** subpanel.
These records can be added to a new target list by clicking **Add to Target List.** This allows you to create new, more focused campaigns based on who has responded.
## Campaign ROI Tracking
The built-in campaign ROI tracking can be viewed from the campaign’s detail or status view by clicking **View ROI.**
This page gives a graphical representation of your campaign’s Return on Investment, allowing you to easily visualize how money spent on the campaign has translated into potential business.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/W6Timage.png)
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/WUFimage.png)
**Note:** Add or edit budget details for the campaign by clicking Launch Wizard and then navigating to the Campaign Header tab.
## Web To Person Form
The **Create Person Form** feature allows you to create a web-based form which will create a Lead, Contact or Target record in **KiyoCRM** from the information submitted on the web form. These records can be assigned to a particular user and are linked to a campaign so responses can be tracked.
You will need to relate your Web-to-Person Form to an existing campaign. See the Create a Campaign section for instructions on how to do this. A non-email-based type campaign is suitable for this
Click **Create Person Form** on the sidebar, or select **Create Person Form** from the **Campaigns** dropdown menu to open the wizard.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Twrimage.png)
## Create Person form Wizard
Select the type of record you wish to create from the web form information: **Lead**, **Contact** or **Target**, from the dropdown at the top. The list of available fields will update automatically following your selection. Use the scroll bar to see the complete list of available fields.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Rfzimage.png)
Drag and drop the fields you wish to include on the form into the empty form columns. You have the option of a one or two column layout. You must include any required fields (these are indicated with an asterisk\* and are highlighted in the list).
Click **Add Fields** to add all available fields to the form. Clicking **Reset All Fields** will remove all fields from the layout columns.
Once the required fields have been added, click **Next** to Continue.
#### Create Person Form – Additional Information
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/8Hyimage.png)
Configure the web form’s appearance by adding a header or footer and changing the label for the form’s submit button if desired.
**Redirect URL**: Specify a custom link to display once the form has been submitted.
**Related Campaign**: You must relate the form to an existing campaign. Click **Select** to select the campaign from the popup.
Once complete, click **Generate Form.**
#### Create Person Form – Editor
The final step of the Create Person Form Wizard allows you to format the web form you have setup using the editor. Font type can be selected, colours changed, text alignment chosen and images can be inserted. View and edit the HTML directly by clicking the HTML link on the toolbar.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/M5aimage.png)
Once you are happy with the appearance of your web form click **Save Webform.**
#### Save Form
To save the web form you have just generated either:
- Click on the **Web to Person Form** link to download the web form into your download folder **OR**
- Copy and paste the HTML into an existing web page. Note the line to include in the <head> section of the web page.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/mKAimage.png)
**Note:** Please note that the web form will not be stored anywhere else in **KiyoCRM**. To ensure the form is saved please carry out one of the two steps above.
# Surveys
The **Surveys** module allows you to create a web-based survey with a variety of question-type options. The responses received are stored in **KiyoCRM** and can be viewed on a per-respondent basis or as a detailed summary report using charts where appropriate.
Surveys can be sent as part of a Campaign.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/fJ3image.png)
## Create Survey
To create a new survey, select **Create Survey** from the sidebar or the dropdown menu in the **Surveys** module.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/4mjimage.png)[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Dh6image.png)
**Name:** Enter the title of the survey to be displayed to users.
**Status:**
- **Draft**: Survey in preparation, not yet ready to publish and seek responses.
- **Public**: Once ready, setting the survey status to **Public** will generate a URL link for the survey. The survey can be viewed and completed and any responses submitted will be recorded. Note that once responses have been received, the survey questions cannot be edited.
- **Closed**: A **Closed** survey will not accept any further responses. Users navigating to the survey link will see a message informing them that the survey is now closed.
**Description:** Note that this description is internal only - it will not be displayed to users as part of the survey.
#### Add Questions
Click **New Question** to add a question to the survey.
Enter the question text and select the question type from the dropdown list.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/CQHimage.png)
The available question types are as follows:
| **Text**
| A standard text input
|
| **Textbox**
| A larger text input area
|
| **Checkbox**
| Displays a single checkbox alongside the question.
|
| **Radio**
| Specify a number of answer options to choose from, with radio buttons. Only one answer can be selected.
|
| **Dropdown**
| Specify a number of answer options to choose from, in a dropdown list. Only one answer can be selected.
|
| **Multiselect**
| Similar to a dropdown list, but one or more answers can be selected.
|
| **Matrix**
| For each option specified, the user will be able to answer **"Satisfied"**, **"Neither Satisfied nor Dissatisfied"** or **"Dissatisfied"**. These responses can also be customized -see below.
|
| **Date Time**
| A Date/Time picker will be displayed for the user to select a date.
|
| **Date**
| A Date/Time picker will be displayed for the user to select a date and time.
|
| **Scale**
| A 1-10 scale will be displayed. Users can select one number on the scale in response to the question.
|
| **Rating**
| A five-star rating widget will be displayed. Users can select 0 to 5 stars in response to the question.
|
### Radio Button Example
Click on **Add Option** to add answer options to the question.
Remove Unwanted Option by clicking **X** icon.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/71cimage.png)
Click **New Question** to add more questions.
### Further Options
**Submit:** Edit the text for the survey’s Submit button here, if desired.
Customize the responses for **Matrix** type questions by editing the default matrix response text here:
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/nXGimage.png)
Click **Save** to Save the Survey.
## Detail View
The Detail View for the draft survey will be displayed. This overview shows all the survey questions and question types included in the survey.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/WRtimage.png)
## View Survey
Once completed, you can view the survey as it will be shown to participants. Select **Edit** from the **Actions** menu and then set the survey status to **Public**.
Click **Save.**
The Detail View for the survey will be displayed, now showing the URL for the survey.
Click on the URL to view the survey in your browser.
Responses can be submitted by clicking **Submit.**
Users will be redirected to a thank you page and the responses will be recorded. Responses can be viewed in the **Survey Responses** subpanel or the **Survey Report.**
## Edit Survey
From **List** view, click the pencil icon beside the survey name to open the survey in **Edit** mode.
From **Detail** view, select **Edit** from the **Actions** menu.
## Survey Responses
The Survey Responses subpanel shows the individual responses received from each respondent. The subpanel can be found in Detail View for the survey. The Survey Responses subpanel can also be accessed from the Campaign Status page for a **Campaign.**
Click on a respondent’s name to view their responses.
## Survey Reports
The survey responses can also be viewed as a Survey Report, showing a summary of all the responses by question. Charts are used where appropriate to display the data.
Individual responses cannot be viewed from the Survey Report. If you wish to view a particular respondent’s answers, these can be viewed from the survey’s Survey Responses subpanel, as shown above.
| Select **View Survey Reports** from the **Actions** menu
|
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/dH4image.png)
The Survey Report will open showing a summary of all the responses for each question.
As an example, the Survey Report for the Demo Survey above might contain the following summary for question 2:
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/mMyimage.png)
## Survey Campaign
Surveys can be sent out as part of a campaign which will track and record the survey responses received from each recipient.
From the **Campaigns** module, select **Create Campaign** from the sidebar. Select **Survey** to launch the Survey Campaign Wizard.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/IZ8image.png)
## Campaign Header
The survey is attached to the campaign on the Campaign Header tab.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/MTRimage.png)
Click **Select** to select the survey from the popup.
## Survey Email Template
Create or edit an existing template for the survey. Survey variables are available from the dropdown list.
You will need to include the **Surveys URL** variable `$surveys_survey_url_display` in your template. This will include a unique link to the survey so that individual responses can be tracked.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Q4vimage.png)
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/4uCimage.png)
Click **Save** to retain your template settings.
## Campaign Status
On the **Campaign Status** page, the **Survey Responses** subpanel can be expanded to view survey responses from individual respondents. Click on a respondent’s name to view the responses.
# Bugs
Use this module to describe and track Bugs. When creating a Bug record, you can describe in more detail the problem that caused cases and describe possible ways to fix it in Knowledge Base.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Iu4image.png)
The described Bugs can be absolutely anything: they can be tied to both the version (model) of a tangible product, and the release of the next version of the software. A user with administrative access has the ability to change the list of available versions. After describing the Bug, you can associate it with the request (in the form of viewing using the subpanel **of the Application**), and with the available version of the product (directly in the Bug editing form).
**Note:** By default, this module is hidden; to display it you need to contact you're a user with administrative access.
You can create a description of the Bug either directly in the system or import the description from a text file.
## Bug Description
1. In the module menu, select **Report Bug.**
2. On the Bug description page, complete the following fields.:
- **Subject:** Enter the name (short description) of the Bug.
- **Priority:** From the drop-down list, select a priority that reflects the urgency of solving the problem.
- **Status:** From the drop-down list, select the status option.
- **Type:** From the drop-down list, select the type: Bug or feature.
- **Source:** From the drop-down list, select the source of Bug detection.
- **Category:** From the drop-down list, select the category to which this Bug may be related.
- [](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Wo6image.png)
1. In the Actions bar, click **Create Project**.
2. On the Projects page, enter information for the following fields:
1. **Name.** Enter a name for the Project.
2. **Status.** From the drop-down list, select the Project status such as Draft, In Review, or Published.
3. **Start Date.** Click the Calendar icon and select the Project start date.
4. **End Date.** Click the Calendar icon and select the Project end date.
5. **Assigned to.** Enter the name of you who has ownership of the Project. By default, it is assigned to you.
6. **Priority.** From the drop-down list, select the importance of the Project such as Low, Medium, or High.
7. **Description.** Enter a brief description of the Project.
3. Click **Save** to create the Project; click Cancel to exit the page without creating the Project.
1. **Name**. Enter a name for the task.
2. **Task ID**. Enter a numerical value as the task identification number.
3. **Start Date**. Click the Calendar icon and select the date when the task is due to begin.
4. **Finish Date**. Click the Calendar icon and select a date when the task is due to be completed; enter the start time in the adjoining field.
5. **Percentage Complete**. Enter a numerical value to indicate what percentage of the task has been completed.
6. **Priority**. From the drop-down list, select a priority level that reflects the importance of completing this task.
7. **Milestone**. Check this box if the completion on this task is considered a milestone for project completion.
8. **Project Name**. Click Select and choose the project associated with the task.
9. **Description**. Enter a brief description of the task.
3. Add timelines and Click **Save** to create the task; click Cancel to return to the project detail page without creating the task.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/loZimage.png)
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/F0Pimage.png)
## Bulk Actions
In list view, there are some groups of actions which can be done by selecting group of records wish are as follows:
- **Mass Update:** Apply changes to multiple project records at once.
- **Export:** Download the selected Projects data in a preferred format (.CSV).
- **Delete:** Remove selected Project from the system.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/QMwimage.png)
## Detail View Actions
Clicking on the Name leads to the display of detail view of a record.
- **Edit:** Modify the selected record's details.
- **Delete:** Permanently remove the selected record.
- **Duplicate:** Create a copy of the selected record with the same information.
- **View Gantt:** Display the record in a Gantt chart view to visualize timelines and dependencies.
- **View Detail:** Open the full details of the selected record for review or analysis.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/vVgimage.png)
## Project's Activities Management
- **Create Task:** Assign and track project-related work items with due dates and responsible team members.
- **Schedule Meeting:** Plan meetings linked to the project, including participants, time, and agenda.
- **Log Call:** Record details of project-related phone conversations for tracking and follow-up.
- **Compose Email:** Send and log emails related to the project to maintain clear communication records.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Ux9image.png)
## Project's History Management
- **Create Note or Attachment:** Add notes or upload files to document important project information and updates.
- **Archive Email:** Save relevant project emails to maintain a complete communication history.
- **View Summary:** Get a quick overview of key project details, recent activities, and status.
- **Filter:** Sort and narrow down project history by date, type, or keywords for easy review.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/ARQimage.png)
## Submodules
**Contacts**
Manage and view all individuals associated with the project, including clients, team members, and stakeholders, along with their contact details.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/R8eimage.png)
**Companies**
Link and manage organizations involved in the project, such as clients, vendors, or partners, with access to their profiles and contact information.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/l62image.png)
**Opportunities**
Track potential business opportunities related to the project, including status, value, and progress through the sales pipeline.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/bfJimage.png)
**Quotes**
Manage and track sales quotations related to the project, including pricing, terms, and approval status.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Hoeimage.png)
**Resources**
Allocate and manage personnel, equipment, and materials assigned to the project, ensuring optimal utilization and availability.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/tsWimage.png)
**Cases**
Cases in the Projects submodule are records of specific issues or tasks related to a project, used to track and manage their resolution efficiently.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/91Vimage.png)
**Bugs**
Bugs are defects or errors identified within a project that require tracking and resolution to ensure project quality and stability.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/h9Pimage.png)
**Security groups**
Security Groups define sets of users with specific permissions and access rights, controlling their ability to view or modify project-related data and functions.
`[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/RTJimage.png)
# Spots
This module allows you to quickly present these systems in the form of summary tables or graphs.
## Create a Spot
**Example:**
Suppose you need to view a summary of all contractors entered into the system, taking into account their types and countries of location. For this:
- In the analysis area, select **Companies**.
- In the configuration, select the field **Company type** and move it to the header of the future table.
- In the configuration, select the **Country** field and move it to the left of the first column of the future table.
- In the first combo box, specify the method of data presentation, for example, the heat map.
- In the second combo box, select the function **Quantity**.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/igdimage.png)
The same data can be presented in the form of a graph; the same summary is shown in the form of a histogram with accumulation:
## Displaying Dashboard Spots
As well as Spots, Spots can be displayed on the main page in the corresponding dashlet.
The following options are available when configuring the Summary dashlet:
- **Title:** You can enter your dashlet title or leave the default one. Summary: Select the Summary that will be displayed in the dashlet.
- **Custom Summary:** Specify this option if you want to modify the Summary parameters directly from the dashlet.
## List View Actions
You can access Spots module from 2nd side navbar.
- **Create Spot:** Enables users to add new spots with relevant details to the system.
- **View Spots:** Allows users to browse and review existing spots and their information.
- **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. Refer Leads module.
- 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.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/7nNimage.png)
## Bulk Actions
In list view, select group of records by checking the checkbox, the actions are as follows:
- **Mass Update, Merge, Export, Delete** are similar to the Leads module. Refer Leads module [Bulk Actions](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/leads#bkmrk-leads-bulk-actions%3A-) for reference.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/fqtimage.png)
##
# Employees
This module is used to manage information about employees in your organization. Access to the module is through the user menu, which is displayed at the top right of each page:
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/rQXimage.png)
All users added to the system through the Administrator panel are automatically registered in it and as employees.
[](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/ZeQimage.png)
Employees originally added to the system through the module **Employees**: they will be displayed in the list of employees, but they cannot register in the system until the necessary login and password are assigned to them. Thus, in this module the entire list of employees of your organization can be presented, including employees who are not employed in KiyoCRM.
## Enter Employee Information
You can do the following with employee records:
- **Employee Search:**
- Use **Filters and Advanced Filters** in the module list form. Viewing employee details: To do this, click on the employee’s name in the general list.
- **Export records:**
- To do this, select the necessary entries in the list form and select the item **Export** in the menu above the selected entries.
- **Delete employee records:**
- To do this, click on the button **Delete** in the form view. Updating information about several employees at once: To do this, use **Mass Update Panel.**
- **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.
| **Allow users to use this account for outgoing mail**
| When this option selected, all users will be able to send emails using this outgoing mail account, which is the same as that used to send system notifications and alerts. If the option is not selected, users can still use the outgoing mail server after providing their own account information.
|
| **Users may send as themselves**
| When this option selected, all users will be able to send emails using the same outgoing mail account used to send system notifications and alerts. If the option is not selected, users can still use the outgoing mail server after providing their own account information.
|
| **Assignment Notifications**
| When selected, users will be emailed when a record is assigned to them.
|
| **Send notification from the email address of the assigning user**
| When enabled, the assigning user’s name and email address will be included in the From field of the email. This feature might not work with SMTP servers that do not allow sending from a different email account than the server account.
|
| **Email Security Settings**
| Tags selected here will be stripped from inbound email and will not be displayed in the **Emails** module.
|
| **System default**
| This will use the default settings, configurable via the admin panel.
|
| **Single User**
| Enter a username or click the select arrow to search for a user. Every automatically created case will be assigned to the specified user.[](https://docs.suitecrm.com/images/en/admin/EmailDistrubutionSU.png)
|
| **Round Robin**
| Select All Users or an existing security group or role. Cases will be assigned to the next member of the specified group or role.[](https://docs.suitecrm.com/images/en/admin/EmailDistributionRR.png)
|
| **Least Busy**
| Select All Users or an existing security group or role. Cases will be assigned to the member of the specified group or role with the least case assignments.
|
| **Random**
| Select All Users or an existing security group or role. Cases will be assigned randomly to members of the specified group or role.
|
| **No Auto\_Reply to this Domain**
| No auto-responses will be sent to the specified domain. Use this for example to exclude your company domain, so your users do not receive auto-reply messages.
|
| **Number of Auto-responses**
| This setting specifies the maximum number of replies to send to a particular email address in a 24hr period.
|
| **From Address:**
| Used as the from address where supported, otherwise the [system outbound](https://docs.suitecrm.com/admin/administration-panel/emails/email/#_outgoing_mail_configuration) account will be used.
|
| **Allow users to send emails using the From name and Address as the reply to address:**
| When checked, the **From Name** and **From Address** for this account will appear as a **From** option when composing an email for all users that have access to this group account.
|
- The batch size for sending campaign emails
- Where campaign tracking files are located
- Whether or not copies of campaign messages are kept
1. Add a name for the registration like "KiyoCRM"
2. Select one of the "Supported account types" depending on your needs
1. **Note** In this example we are going to use "Single tenant", that does not mean it is the one to be used for every scenario.
2. You should select the option that is appropriate for your use case
3. Set a "Redirect URI". This should be similar to: `
https:///index.php?entryPoint=setExternalOAuthToken`
1. **Note** Azure only allows https connections to host that aren’t the localhost. (the azure interface will alert you to it)
1. OAuth 2.0 authorization endpoint
2. OAuth 2.0 authorization endpoint (v2)
1. Personal
1. These are only accessible by the user that created them
2. Personal records are meant to be used when configuring access to personal accounts in exiting providers, without a custom domain. I.e. when for instance configuring access to your `@gmail` or `@outlook` accounts. These can have a shared group configuration as for each used the "Client Id", "Client Secret" and other fields are going to be unique per account.
2. Group
1. Records that will be used by many users
2. Group records are meant to be use by everyone that have accounts that share the same domain, lie `@example-inc.onmicrosoft.com`. The "Client ID", "Client Secret" and the other fields are going to be the same for all accounts that use this domain.
1. Personal
1. These are only accessible by the user that created them
2. Personal records are meant to be used when configuring access to personal accounts, like ''.
3. These accounts configuration is only accessible by the account owner and system administrators
2. Group
1. Records that will be used by many users
2. Group records are meant to be use by accounts in a domain that are meant to be used by several users, e.g. all members of the support team would have access to `support@example-inc.onmicrosoft.com`.
3. Bounce
1. Records meant to be used just for reading Campaigns bounce emails
1. Personal
1. These are only accessible by the user that created them
2. Personal records are meant to be used when configuring access to personal accounts in exiting providers, without a custom domain. I.e. when for intance configuring access to your `@gmail` or `@outlook` accounts. These can have a shared group configuration as for each used the "Client Id", "Client Secret" and other fields are going to be unique per account.
2. Group
1. Records that will be used by many users
2. Group records are meant to be use by everyone that have accounts that share the same domain, lie `@example-inc.onmicrosoft.com`. The "Client ID", "Client Secret" and the other fields are going to be the same for all accounts that use this domain.
1. Extra Provider Params: are parameters to inject to the provider when initializing. These may be used on all requests
2. Get Token Request grant type: the type of grant to use in the request to retrieve the token
3. Get Token Request options: Extra options that can be sent on the request to retrieve the token
4. Refresh Token Request Grant Type: the type of grant to use in the request to refresh the token
5. Refresh Token Request Options: Extra options that can be sent on the request to refresh the token
1. `scope` is injected into both the `authorize_url_options` and the `extra_provider_params`
2. `urlAuthorize` is injected into `extra_provider_params`
3. `urlAccessToken` is injected into `extra_provider_params`
1. They have a Role with ACLs defined for the module, i.e. Inbound Emails or External OAuth Connection
2. They belong to the Security Group that the Group record is also assigned to.
1. Create a **group** for each team of users and add the appropriate users to the group.
2. Create a **role** and select the appropriate access levels. Assign that role to each group.
3. Add the groups to records in your KiyoCRM instance. You can use the Mass Assign on the List View to do this. Going forward the groups will automatically inherit based on your Security Suite Settings. You can also use logic hooks, workflow, or do a direct database insert into the security groups records table if doing a one-time initial setup.
| **Enabled**
| Users have access to this module
|
| **Disabled**
| Users will not be able to view records for this module.
|
| **Group**
| Gives users access to all records assigned to members of the same group.
|
| **Owner**
| Gives users access only to their own records.
|
| **None**
| Users will not have access to this function for this module.
|
| **Listview items per page**
| The number of records to display per page in the list view of each module.
|
| **System Name**
| This name will be displayed on the browser tab.
|
| **Current Logo**
| This shows the logo currently displayed on the login screen
|
| **Select Logo**
| Click **Choose file** select logo file. Images can be .png or .jpg format.
|
| **Lead Conversion Options**
| |
| **Enable inline editing**
| Enables records to be edited from list or detail view by double clicking on the item to be edited.
|
| **Show Full Names**
| Displays full names for users, rather than usernames in Assigned To fields.
|
| | |
| **Developer Mode**
| Turns off caching so that code changes to files will be seen immediately. See the [Developer Guide](https://docs.suitecrm.com/developer) for more information.
|
| **vCal Updates Time Period**
| Set the number of months in advance to show free/busy information for invitees when scheduling calls and meetings.
|
- Quick Repair and Rebuild
- Repairs and rebuilds DB, Extensions, Vardefs, KiyoCRM Dashlets etc.
- Expand Column Width
- Expands certain char, varchar and text columns in database (MSSQL ONLY)
- Rebuild .htaccess File
- Rebuilds .htaccess to limit access to certain files directly
- Rebuild Config File
- Rebuilds config.php by updating version and adding defaults when not explicitly declared
- Rebuild Relationships
- Rebuilds relationship metadata and drops the cache file
- Rebuild Schedulers
- Rebuilds out-of-the-box Scheduler Jobs
- Rebuild KiyoCRM Dashlets
- Rebuilds the KiyoCRM Dashlets cache file
- Rebuild Javascript Languages
- Rebuilds javascript versions of language files
- Rebuild JS Compressed Files
- Copies original Full JS Source files and replaces existing compressed JS files
- Rebuild JS Grouping Files
- Re-concatenates and overwrites existing group files with latest versions of group files
- Rebuild Minified JS Files
- Copies original Full JS Source Files and minifies them, then replaces existing compressed files
- Repair JS Files
- Compresses Existing JS files - includes any changes made, but does not overwrite original JS Source files
- Repair Non-Lowercase Fields
- Repair mixed-case custom table(s) and metadata file(s) to fix issues where code expects lowercase field names
- Repair Roles
- Repairs Roles by adding all new modules that support Access Controls, and by adding any new Access Controls to existing modules
- Repair Inbound Email Accounts
- Repairs Inbound Email accounts and encrypts account passwords
- Sync Inbound Email Accounts
- Sync Inbound Email Accounts and Emails
- Remove XSS
- Removes XSS Vulnerabilities from the database
- Repair Activities
- Repairs Activities (Calls, Meetings) end dates
- Enable/Disable Seed Users
- Quickly enable or disable seed users populated during demo installation.
- Remove missed files from upload directory
- Please note that removal can take a lot of time
| **KiyoCRM config.php**
| Includes a copy of the config.php file from the KiyoCRM root directory. This contains many of the system settings options such as date formats, currency information, password configuration alongside configuration details such as database settings and KiyoCRM version
|
| **KiyoCRM Custom directory**
| Includes a copy of the custom directory, which contains any field or layout customizations made, either through Studio or via code.
|
| **phpinfo()**
| Includes the output of the phpinfo() function, containing information about the php configuration on the server
|
| **MySQL - Configuration Table Dumps**
| Includes a folder MySQL/Table Dumps in the diagnostic zip file with an html file for each configuration table in KiyoCRM. Each file contains field definitions (field names, data types etc), indexes (name, type and fields in the index) and data from the relevant table.
|
| **MySQL - All Tables Schema**
| Includes the file MySQL/TableSchema/TableSchema.html with two sections for each table in KiyoCRM- field definitions (table name, data types etc) and indexes (name, type and fields in the index)
|
| **MySQL - General information**
| Includes a file MySQL/MySQL-General-info.html containing database information such as version number and character sets
|
| **Enable MyActivity Stream Dashlet:**
| Enables/disables the Activity Stream dashlet for all users
|
| **Activate Feeds For:**
| Select the modules to display activity for
|
| **Activate User Feed:**
| Allows users to enter messages in the status update field for broadcast to all users
|
1. Create a package to house the new module(s).
2. Create a module using one of the following templates that KiyoCRM provides for you:
| **Basic**
| This template provides basic fields such as ID, Date Entered, and Created By. Use this template to create a module from scratch.
|
| **Company**
| This template provides organization-specific fields such as Company Name, Industry, and Billing Address. Use this template to create a module that is similar to the Companies module.
|
| **File**
| This template provides document-specific fields such as File Name and Document Type. Use this template to create a module that is similar to the Documents module.
|
| **Issue**
| This template provides case and bug-specific fields such as ID, Description, and Created By. Use this template to create a module that is similar to the Cases module or Bug Tracker module.
|
| **Person**
| This template provides individual-specific fields such as salutation, title, name, address, and phone number. Use this template to create a module that is similar to the Contacts module or the Leads module.
|
| **Sale**
| This template provides opportunity-specific fields such as Lead-Source and Probability. Use this template to create a module that is similar to the Opportunities module.
|
Furthermore, you can configure the following options:
- **Importing:** Selecting this option to allow data import into the module.
- **Navigation Tab:** By default, this option is enabled to create a tab for the module on the top navigation bar.
```
If you want to hide modules temporarily, use <> after deployment. Disable this option only for backend modules which will never be shown in the user interface.
```
3. Create new data fields. You can also rename default fields from the template.
4. Customize page layouts for List View, Edit View, Detail View, Sub-panels, Search form, and KiyoCRM Dashlets.
5. Create relationships between the new module and other modules.
6. Save the package and distribute it.
| **Deploy**
| This option is designed to install the custom module on your local KiyoCRM instance and make it available to users in your organization. After deployment, if needed, you can make further changes to the module in Module Builder and deploy it again to update the installed module. However, note that if you change a deployed custom module in Studio and then re-deploy it from Module Builder, all changes made prior in Studio will be lost.
|
| **Publish**
| This option is designed for distribution to specific users or customers. The system creates a zip file, which you can save on your local machine. You can then email it to one or more individuals who can use the Module Loader to upload the zip file into their KiyoCRM instance. After the module is installed through Studio, you can add or remove fields and make other changes to a published module.
|
| **Export**
| This option is designed for distribution to developers. The system creates a zip file, which you can save on your local machine and share with others. Using the Module Loader, developers can install it on their KiyoCRM instance and customize it further in Module Builder if necessary. The package is visible only in Module Builder and, hence, only administrators can access it until it has been deployed.
|
| **Allow users to select modules to appear in the navigation bar**
| Selecting this option allows users to customize which module tabs are visible from their User Settings.
|
1. [Introduction](https://docs.suitecrm.com/admin/administration-panel/search/elasticsearch/introduction/)
2. [Set up Elasticsearch](https://docs.suitecrm.com/admin/administration-panel/search/elasticsearch/set-up-elasticsearch/)
3. [Set up Elasticsearch integration](https://docs.suitecrm.com/admin/administration-panel/search/elasticsearch/set-up-suitecrm/)
4. [Search Syntax](https://docs.suitecrm.com/admin/administration-panel/search/elasticsearch/syntax/)
5. [Command Line Tools](https://docs.suitecrm.com/admin/administration-panel/search/elasticsearch/command-line-tools/)
6. [Troubleshooting](https://docs.suitecrm.com/admin/administration-panel/search/elasticsearch/troubleshooting/)
- Logic Hooks
- Every time a record is updated it gets re-indexed automatically.
- Scheduled task
- A scheduler job will run periodically to make sure that the database and the index are synchronized.
- Manual indexing
- A full or partial index can be requested by an administrator via the admin panel or from a Robo task.
- In the Jobs dropdown, select "Elasticsearch indexer"
- At Job Name, enter a self-chosen title, for example "Perform Elasticsearch index"
- At Interval you specify the frequency at which the job should run. A frequency of about once a day should be sufficient. To have the task run at 4 o’clock at night, click "Advanced Options" and enter 0 at min and 4 at hrs., leave date, mo., day as they are.
- hit **Save**.
- meta.created.date
- meta.created.user\_id
- meta.created.user\_name
- meta.modified.date
- meta.modified.user\_id
- meta.modified.user\_name
- meta.assigned.user\_id
- meta.assigned.user\_name
| **Data Type:**
| The type you select determines what kind of characters can be entered for the field. For example, only numbers that are integers may be entered into fields that are of the Integer data type.
|
| **Field Name:**
| The field name must be alphanumeric and must not contain any spaces. Underscores are valid.
|
| **Display Label**
| The label which will be displayed alongside the field in the views.
|
| **System Label:**
| This label is used to refer to the field in the code.
|
| **Help Text:**
| Optional explanatory text to display temporarily when the user hovers over the field.
|
| **Comment Text:**
| This is only visible in Studio and Module Builder, as a description for administrator use.
|
| **Default Value:**
| The field will have the value set here unless the user enters a new value.
|
| **Max Size:**
| The maximum number of characters that can be entered into the field.
|
| **Mass Update:**
| Enable to mass Update feature for this field.
|
| **Required Field:**
| Whether or not a value must be entered for the field before a record containing the field can be saved.
|
| **Audit:**
| If this is selected, changes made to the field value can be tracked from the record’s Change Log.
|
| **Inline Edit:**
| Whether or not the field can be edited inline, when this option is enabled in the [System Settings](https://docs.kiyocrm.com/books/kiyocrm-documentation-user-guide-api-setup-configurationkiyocrm/page/system).
|
| **Importable:**
| Select an option to allow, disallow or require the field to be imported when using the Import Wizard.
|
| **DuplicateMerge:**
| Select an option to enable or disable the Merge Duplicates and Find Duplicates features.
|
| **Data Types**
| **Description**
|
| **Address**
| Creates fields for street, city, postal code, state, and country.
Custom address fields cannot be grouped together like stock address fields (e.g. billing address)
|
| **Checkbox**
| Creates a checkbox for data fields with a Yes/No action
|
| **Currency**
| Creates a field to enter a currency value. The system automatically creates a dropdown of the currency type if the field does not already exist in that module
|
| **Date**
| Creates a field to enter a date. Includes a button for a calendar popup
|
| **DateTime**
| Creates a field to enter the date and time. Includes a Calendar icon button to choose a date via the popup calendar, as well as a dropdown list to select the time
|
| **Decimal**
| Creates a field to hold a number rounded to a specified decimal precision. KiyoCRM stores the exact representation of the number in the database (e.g. For a precision of 2: 2.539 is stored as 2.60)
|
| **DropDown**
| Creates a field where you can associate a dropdown list of values
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| **DynamicDropdown**
| Creates a dropdown list from which you can relate a single record from a variety of modules.
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| **Flex Relate**
| To specify a one-to-many relationship with another module but allows linking to several kinds of modules. For example, Notes use a Flex Relate so they can be related to Companies, Contacts, Leads, etc. Only one Flex Relate-type field is allowed per module, which explains why you can’t add another field of this kind to the Companies, Calls, Meetings, Notes, and Tasks modules.
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| **Float**
| Creates a field to hold a number rounded to a specified decimal precision. KiyoCRM stores the value differently based on the database platform KiyoCRM is running on
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| **HTML**
| Creates static HTML-formatted text to display in record views
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| **IFrame**
| Creates a field to store a URL to display in an iFrame in record views. This URL can also be generated dynamically from data in other fields.
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| **Image**
| Creates an image field to upload an image to display on a record
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| **Integer**
| Creates a field to specify positive or negative numbers with no decimal places
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| **Multiselect**
| Creates a dropdown list of values where multiple values can be selected at once
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| **Phone**
| Creates a field to enter a phone number
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| **Radio**
| Creates a radio button for a user to select one value from a dropdown list
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| **Relate**
| Creates a field to associate a record with another module’s record as a one-way relationship. You can add multiple Relate fields to a module.
Relate fields and custom relationships are independent of each other. Changes made to either one are not reflected in the other. Relate fields can be added to a report, but any data on the related record cannot be accessed in the report. To access related record data in a report you will need to create a custom relationship
|
| **TextArea**
| Creates an open text area field for multiple lines of text
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| **URL**
| Creates a field to store a URL and display as a clickable link. This URL can also be generated dynamically from data in other fields.
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| **Text Field**
| Creates a field for a single line of text
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| **Item Name**
| Used to refer to the dropdown item in the code, this must be alphanumeric, begin with a letter and contain no spaces.
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| **Display Name**
| The text shown to the user. This may contain spaces and special characters
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| **Default**
| Fields in this column will be shown by default in the list view. Re-order by dragging and dropping the field names.
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| **Available**
| Fields in this column are available for users to add to the list view using the Column Chooser button on the list view.
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| **Hidden**
| These fields are hidden from users and cannot be added to the view.
|
- We recommend using the latest release of KiyoCRM 7.x to benefit from the latest improvements and fixes.
- The user must exist in both Azure AD and KiyoCRM for login to be successful.
- The usernames in KiyoCRM 7.x must match the email address in Azure. If you have used abbreviated or shortened usernames these should be changed to email addresses in advance.
1. Enter a descriptive name such as KiyoCRM SAML Authentication'
2. Choose 'Integrate any other application you don’t find in the gallery (non-gallery)'
3. Click Create and you will be taken to the 'Application Overview' after a short delay
1. In the Identifier (Entity ID) section, enter your KiyoCRM URL as prepared in the previous step
2. In the Reply URL (Assertion Consumer Service URL) section, enter your KiyoCRM URL as prepared in the previous step
3. In the Sign on URL (Optional) section, enter your KiyoCRM URL as prepared in the previous step
4. Verify that the same URL is present in all three of these fields, then click Save
1. From the left-hand menu, select 'Users and Groups'
1. From the top menu, select 'add user/group'
1. Login URL: Paste the value of the Login URL retrieved from Azure
2. SLO URL: Paste the value of the Logout URL retrieved from Azure
3. X.509 Certificate: Paste the contents of the Base64 Certificate retrieved from Azure
1. Create or edit an existing CRM User, setting their username to match the email address in Azure.
2. Enable SAML Login for that user, by navigating to the Advanced tab, and checking the SAML2Authenticate
3. You may wish to setup and assign any Roles, Security Groups required for the user at this stage before they first login
- **Renewal Reminder Period** This defines how many days before the Contract End Date that a reminder call should be created.
- **Initial Invoice Number** Allows users to set the initial invoice number. For example 20001.
- **Initial Quote Number** Allows users to set the initial quote number. For example 456.
- **Enable Line Items Groups** If selected then users will be able to bundle line items into groups. If this is not selected then you will not be able to use the AOS Group functionality.
The Enable Line Item Groups setting should be selected before using AOS. It is difficult to migrate from/to groups once Quotes/Invoices have been created.
- **Add Tax to Line Total** If this is selected then the Tax will be added into the Line Total on Line Items. If this is not the selected the Line Total will not include Tax.
| Click on the drop-down at the top of the screen.
| [](https://docs.suitecrm.com/images/en/googleapi/cred_1.png)
|
| Click on the 'New Project' Button.
| [](https://docs.suitecrm.com/images/en/googleapi/cred_2.png)
|
| Give the project a descriptive name, like 'SuiteCRM Google Sync', and click 'Create'.
| [](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/screenshot-3.png)
|
| At the top of the page, click on the 'Select a project' dropdown…
| [](https://docs.suitecrm.com/images/en/googleapi/cred_4.png)
|
| …then click on the project you just created.
| [](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/screenshot-4.png)
|
| You’ll now see the project in the dropdown, and a notice that no API’s are enabled. Click on the ‘Library’ link in the notice.
| [](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/screenshot-5.png)
|
| In the search window, type in “Calendar”, then click on the ‘Google Calendar API’ result.
| [](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/screenshot-6.png)
|
| Click the ‘Enable’ button.
| [](https://docs.suitecrm.com/images/en/googleapi/cred_8.png)
|
| Now that we’ve enabled the API, we create the credentials. Click the ‘Create credentials’ button.
| [](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/screenshot-7.png)
|
| Set the options in section 1 like this. Click on ‘What credentials do I need?’ to continue.
| [](https://docs.suitecrm.com/images/en/googleapi/cred_10.png)
|
| For Section 2, give it a descriptive name. Leave ‘JavaScript origins’ blank.
Under ‘Authorized redirect URIs’, you need to fill in the full URI to the ‘saveGoogleApiKey’ Entry Point.
For example, if you reach your SuiteCRM install at the URI 'http://crm.yourdomain.com/' then you would append 'index.php?entryPoint=saveGoogleApiKey' to the end of that. The full URI would be
`http://crm.yourdomain.com/index.php?entryPoint=saveGoogleApiKey`
If your SuiteCRM install is under a subdirectory, you’ll need to include that. For instance
`http://crm.yourdomain.com/SuiteCRM/index.php?entryPoint=saveGoogleApiKey`
Note that this does not need to be a public URL. It only needs to be accessible to the user who is enabling the calendar sync. It is strongly recommend having an https enabled site for production on a publicly accessible site.
Then click on ‘Create OAuth client ID’.
| [](https://docs.suitecrm.com/images/en/googleapi/cred_11.png)
|
| Again, create a descriptive name. There are more options under ‘More customization options’, but they are unnecessary for this to function. Then click ‘Continue’.
| [](https://docs.suitecrm.com/images/en/googleapi/cred_12.png)
|
| Click on the ‘Download’ button. Save the .json file. We use this later in SuiteCRM. Click ‘Done’ when finished. This is all we need for all our users to be able to sync their calendars.
| [](https://docs.suitecrm.com/images/en/googleapi/cred_13.png)
|
| Note how it says 'Unconfigured'. This means there is no JSON file currently installed.
Click on the 'Choose File' button here, and select the JSON file you downloaded from the Developer’s Console.
Click the ‘Save’ button at the bottom of the screen.
| [](https://docs.suitecrm.com/images/en/googleapi/cred_14.png)
|
| This will return you to the 'Administration' menu. Go back into 'Google Calendar Settings'.
Now it says 'Configured' in green to show that the JSON file has been successfully saved.
| [](https://docs.suitecrm.com/images/en/googleapi/cred_15.png)
|
| Click on your name dropdown in the upper right of the KiyoCRM site, then on ‘Profile’.
| [](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Nrximage.png)
|
| Go to the ‘Advanced’ tab.
| [](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Lolimage.png)
|
| You should see the ‘Google Account Synchronization’ Subheading at the bottom. If it’s not shown, then the KiyoCRM server doesn’t have Google Credentials installed.
Click on the ‘Authorize’ button.
| [](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/Bfkimage.png)
|
| If you are logged into multiple Google accounts, you’ll be asked which Google account you want to sync with. Otherwise, you’ll be taken directly to this dialog:
| [](https://docs.suitecrm.com/images/en/googleapi/cred_19.png)
|
| Once you click on ‘Allow’, you’ll be taken back to the user profile page. Click on the ‘Advanced’ tab again, and you should see:
| [](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/3W5image.png)
|
| Disable the ‘Google Sync Calendars’ task(s) from Admin/Scheduler.
| [](https://docs.kiyocrm.com/uploads/images/gallery/2025-05/cWhimage.png)
|
| Delete the Google Cloud token line in `config_override.php`
| [](https://docs.suitecrm.com/images/en/googleapi/disable-2.png)
|