CRM

This guide provides step-by-step instructions for setting up the CRM module, starting with the required Territory configuration.

Prerequisite: Opportunity Stage & Lead Status Setup

By default, the system provides a few basic statuses under the Customized Fields/Define Status Field menu by selecting module

Crm -> submodule -> Opportunity -> stage

Crm -> submodule-> Lead -> status

You can edit these existing statuses or add your own as needed.

These statuses will later be used in the Opportunity Form &Lead Forms.

Configure Opportunity Stage & Lead Status

• Open the App Launcher on the left side and click Setup.

• Go to Customized Fields and select Define Status Fields.

• Choose the Module, then the Submodule, and finally pick the Status you want to set.

Add New Status

• Click on the Add button.

• Go to Customized Fields → Define Status Fields.

• A popup window will appear displaying all the fields that need to be filled (refer to the screenshot).

• Fill in the required details:

  • Modules: CRM

  • Submodules: Opportunity / Lead

  • Field: Stage field for Opportunity or Status field for Lead

  • Status Category: Choose the appropriate status category

  • Status Value: Enter the status value you want to add

Territory Setup

Territory Setup ensures proper assignment of Accounts, Opportunities, and Leads, making it a critical step in CRM configuration.

Create a Territory

1. From the left-hand App Launcher, click Setup.

2. Navigate to menu CRM → Define Territory.

3. Click Add Territory.

4. Fill in the following details:

a. Territory Name – Enter a unique name for the territory.

b. Description – Provide a short description or purpose (e.g., “North Region Sales Territory for managing leads and opportunities in New York”).

5. Click Save to create the territory.

Add Members to a Territory

This feature lets you assign users or teams to a specific territory, ensuring the right members handle leads and opportunities within that region.

1. Open the newly created territory record.

2. Click Add Member.

3. Select the users or to include in this territory & their access level.

4. Save the changes.

Object Manager

The Object Manager menu is used to manage dynamic fields in CRM modules such as Account, Opportunity, Contact, and Lead. It also handles field validation and field relationships.

Submodules

Object Manager currently has four submodules:

· Account

· Opportunity

· Contact

· Lead

Each submodule contains four menus:

1. Fields – Add dynamic fields to the module.

2. Field Relationship – Define relationships between two fields. When you select two fields, options appear based on the selected values.

3. Page Layout – Customize the layout by grouping fields and arranging them using drag-and-drop.

4. Validation Rules – Add formulas to validate data entered in fields (e.g., ensure numeric ranges, mandatory conditions).

Page Layout

· A default page layout is created for all modules (Account, Opportunity, Contact, Lead).

· In Fields, you can create dynamic fields.

· In Page Layout, you can:

o Add groups.

o Drag and drop created fields into groups.

· The same pattern will appear in forms for Account, Opportunity, and Lead.

Adding Dynamic Fields

You can create new fields in the Fields section of Object Manager by providing the following details:

· Data Type – Choose from options such as:

o Text

o Phone

o Date

o Text area

o Picklist

· Field Name – A unique identifier for the field within the submodule.

· Field Label – The display name for the field.

· Uniqueness – Ensure the field name is unique for the selected submodule.

· After entering the details, click Save to create the dynamic field.

Adding Validation Rules in Object Manager

Validation Rules allow you to enforce data quality by applying conditions that must be met before saving a record. If the condition evaluates to true, the system displays an error message and prevents the record from being saved.

• Go to Setup, open the Object Manager, and select the module you want (for example, Account).

• Click on Validation Rules.

• Click Add Rule to create a new validation rule.

• Enter a Rule Name and a brief Description for what the rule does.

• Define the Error Condition Formula

  • In the Error Condition Formula section:

    • Enter the formula that determines when the rule should trigger.

    • Example: ISBLANK(AccountName) — this checks whether the Account Name field is empty.

    • Use Insert Field and Insert Function to help you build the formula.

• Set the Error Message

  • In the Error Message section:

    • Type the message that should appear when the condition is met.

    • Example: “Account Name must not be blank and should have at least 3 characters.”

• Save the Rule

  • Click Save to activate the validation rule.

Adding Field Relationships in Object Manager

Field Relationships allow you to create a dependent relationship between two fields so that the values in one field (dependent) are dynamically filtered based on the value selected in another field (controlling). This is commonly used for picklists or multi-select picklists.

Step 1: Navigate to Field Relationships

• First, open Setup, go to the Object Manager, and select the module you want—for example, Opportunity. Then click on Field Relationships and choose Add Field Dependency.

Step 2: Select Controlling and Dependent Fields

• In the New Field Dependency screen, select the field that will act as the Controlling Field (such as Account). Then choose the Dependent Field, which is the field whose values will be filtered (such as Team). After selecting both fields, click Next.

Step 3: Configure the Dependency Matrix

• On the Add Field Dependency screen, you will see a matrix where the controlling field values appear as columns and the dependent field values appear as rows.

• Click on the cells in the matrix to turn visibility on or off for each combination.

  • A highlighted cell means that the dependent value will be available when that controlling value is selected.

• If you need to select multiple cells at the same time, you can use the multi-select options provided.

• Example: If the dependent value Team = com should only appear when the controlling value sub = tel is selected, simply highlight that specific cell in the matrix.

Step 4: Save the Relationship

• Once you finish configuring the matrix, click Save.

• The field dependency is now active, and the dependent field values will automatically filter based on the controlling field selection.

Email

Please ensure that the email configuration is properly set up so that we can receive all notifications without interruption. Refer to the Email Setup section below for detailed instructions and additional information.

Email And Notifications - Setup