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User Manual vtenext 22.05

1 Introduction

Introduction

vtenext supports management of all customer-related flows, from acquisition to assistance, allowi...

1.1 Examples of vtenext application areas

Customer Acquisition & Sales Automated acquisition of potential accounts via contact webform; ...

1.2 Flows managed by vtenext

Customer acquisition cycle Acquired customer cycle Assistance cycle Purchasing cycle (ve...

1.3 Notes on the manual (Disclaimer)

The images and functions of vtenext shown in this manual may be subject to minor changes with the...

1.4 vtenext Business 18.02 Release Note

USER PREFERENCES New language packs Four new language packs can be selected from the user prefe...

1.5 vtenext Business 18.05 Release Note

The update to version 18.05 provides for the addition of the section relating to the functionalit...

1.6 vtenext Business 18.12 Release Note

NEW INTEGRABILITY vtenext becomes more and more a platform able to bidirectionally communicate a...

1.7 vtenext Business 19.10 Release Note

Automatic updates from the interfaceThis makes it easier to keep the system constantly updated so...

1.8 vtenext Business 20.04 Release Note

BPMN engine improvements 1. Process History in detailview. In addition to the tab “Process graph...

1.9 vtenext Business 21.01 Release Note

General improvements 1. European national holidays support on Calendars. 2. Improved centrali...

1.10 vtenext 21.10 release notes

Innovations introduced in the new vtenext version 21.10 Eye-catching look and greater perfomance...

1.11 vtenext Business 21.10.1 Release Note

Here updates made with the new version: add Mexico timezones add support to check european ta...

1.12 vtenext Business 22.05 Release Note

Here the updates made: Support for the new app Wilson for vtenext vte prop for default tax ty...

2 First steps: how to browse vtenext

2 First steps: how to browse vtenext

This section consists in a brief introduction to vtenext for those who are accessing the system f...

2.1 System login

To login to vtenext enter your user credentials in the system login page and click on the Login b...

2.1.1 User session duration

The duration of the user session in vtenext depends mainly on the php session, that is, on a para...

2.2 Home

When the user logs in to the CRM the user-specific home page can be displayed (this setting can b...

2.3 Navigation methods: menus

The navigation within vtenext is guided from two menus positioned on the left and right of the sc...

2.3.1 Global Search

The global search function, located in the first place on the right-hand toolbar, allows interrog...

2.3.2 Fixed Icons

Processes: clicking on this icon gives access to the detailed view of all processes imple...

2.3.3 Contextual Icons

The button, is used to create a new entity in the module in which you are currently positioned. ...

2.4 Search in module

To find a term in a specific module, press the icon search. The search result is temporary, in...

2.5 Modules structure

The application is structured according to relations between the various modules, based on the pr...

2.5.1 Record structure (detail view)

1. Relations with other modules: positioned on the right of the screen, this function summarise...

2.5.2 Quick look relations

In the list view and in the detail view, the CRM allows you to preview several summary items of a...

2.6 Filters

The filters facilitate CRM search activities. Setting up a filter means creating a search system ...

2.6.1 How to create a Filter

The following section explains how to create a customised filter starting from a list of accounts...

2.7 Users preferences

To access user settings click on the icon of your personal avatar and then click on PREFERENCES...

2.8 Access privileges

The access privileges associated with the user and used to access vtenext are defined by the admi...

3 Customers records and basic data management

3 Customers records and basic data management

vtenext identifies 4 types of customer records: Leads: potential customers; Accounts: acquire...

3.1 Leads

A lead is a potential customer whose interest in the products or services offered by your company...

3.1.1 Lead creation

Creating a new lead: to create a new record, access the LEADS module and click on the button ...

3.1.2 Lead conversion

A show of interest from the lead in relation to your proposal corresponds to the opening of a com...

3.2 Accounts

The accounts module contains the records concerning the corporate titles of: Customers; Poten...

3.3 Contacts

Contacts contains the lists of the physical persons with whom relations have been established: ...

3.4 Vendors

The Vendors module contains the business name records that correspond to companies that supply go...

3.5 How to import and export records

If authorised by admin, you will find two specific buttons for data Import/Export in the vtenext ...

3.5.1 Imports

In all modules that involve master data, is possible to import data from CSV files, clicking on t...

3.5.2 How to format the CSV file

Data must be in ASCII format with values separated by commas or semi-colons. The csv format is fr...

3.5.3 Export

The export process allows the records to be saved in a csv file. Click on the icon to open a menu...

3.5.4 Checking duplicates in a module

You can check for the presence of duplicates in a module by means of a wizard. To launch the dup...

3.5.5 Save Mapping

All users can perform a uniqueness check on each module by means of the "Find Duplicates” button ...

3.6 Mass Edit

The Mass Edit function is useful for rapid updating of fields in one or more selected records. F...

4 Calendar and Activities

5 Personal communication tools

5 Personal communication tools

The main purpose of a CRM system is management of customer relationships, in regard to which comm...

5.1 Outbound mail configuration (SMTP)

To activate the transmission of emails from CRM, fill in the SMTP server data in Settings > Mail ...

5.2 Messages Module

The vtenext Messages module uses the IMAP email account. You can work on emails through vtenext a...

5.2.1 IMAP configuration and folders

Once you have set the SMTP server (see above), the IMAP server can be set up here or directly fro...

5.2.1.1 Set Centralized Signature

The Centralized Signature makes it possible to set a default signature, identical for all crm use...

5.2.2 Writing and reading emails

There are three equivalent options to send an email, e.g. to a contact: 1. clicking on the email...

5.2.3 Email Functions

Compose a new email. Download emails from the email server ...

5.2.4 Emails Sharing

To share an email with another user, simply open a conversation on the email concerned. The “Conv...

5.2.5 .ics support for calendar

Attachments in .ics format are identified as invitations to attend an appointment and they create...

5.2.6 Other Settings

Layout: change the emails list layout Filters: set up filter rules for automatic trans...

5.2.7 Mass email

A mass mailing tool is available send an email to multiple recipients (20 max) in a single shot. ...

5.3 Email Templates

The vtenext admin user can make email templates available to other users for use for single email...

5.4 Talks Module

vtenext proposes an alternative solution to manage the exchange of information within your organi...

5.5 Notification Module

vtenext keep users informed of the data of interest by means of the Notifications tool.Each user ...

5.5.1 vtenext version update notification

From version 19.10 you can receive a notification from the CRM when a new vtenext version update ...

5.6 Documents

vtenext features a simple but invaluable documents manager. Documents manager main characteristi...

5.6.1 Documents revision and sharing

Document revisions can be managed by means of the “Add Revision” button in the OTHER tab. On...

5.6.2 Create new document from related list

Opening DOCUMENTS in a CRM entity makes it possible to upload one or more files using drag and dr...

5.7 Notes

Notes can be found in the vtenext records, located at the bottom left (available in most modules)...

6 Marketing Communication Tools

6 Marketing Communication Tools

vtenext contains various tools for mass communications: Newsletter Campaigns Step 1: Campai...

6.1 Newsletter Campaigns

The Newsletter module, integrated with the “Campaigns” module, is the vtenext solution for manage...

6.1.1 Step 1: Campaign

In order to create a regular newsletters (e.g. with weekly frequency) addressed to a specific t...

6.1.2 Step 2: Target

At this point the campaign recipients target must be defined, associating Targets and Campaigns. ...

6.1.3 Step 3: Newsletter

Return to the campaign record and, through the “Relations” menu, choose the Newsletter module the...

6.1.4 Special variables in the newsletter template

Refer to the previous sections for the general template configuration instructions. There are spe...

6.1.5 “Create Newsletter” wizard

As explained in section 6.1, the create/send procedure can be facilitated with the "Create Newsle...

6.1.6 New Newsletter editor

From vtenext 20.04, a new newsletter editor is available and allows creating newsletter in a easi...

6.1.7 Newsletter Template Creation

Now we will learn how to create a new Newsletter Template by using the drag&drop editor. Accessin...

6.2 Email Sending Statistics and more

Once you send an email, you can access the Statistics tab from the Campaigns module to view an ov...

6.2.1 Manual unsubscriptions management

You can decide manually to send or not send newsletters to a single Contact, Account and/or Lead ...

6.2.2 Requirements and settings for use of the Newsletter module

For correct use of the Newsletter module the following requirements must be met, or the following...

6.2.3 Newsletter Configuration (SMTP)

From Settings > Other Settings, is possible to access the newsletter configuration page, which al...

6.3 SMS Module

vtenext can be enabled to send SMS text messages. To configure the transmission of SMS messages, ...

6.4 FAX Module

vtenext can be enabled to send faxes. To configure the transmission of Fax messages login as an A...

7 Modulo GDPR

8 Inventory: products, services and price books

9 Sales: from the potentials to the invoice

10 After-sales: trouble tickets and activity tracking

11 Passive cycle: vendors and purchase orders

12 Projects and orders management

13 Reports and charts

14 PDF Maker

15 Other Functions

16 Hierarchical roles and user profiling

16 Hierarchical roles and user profiling

You can access the Check User Login section using the Settings item, present in the menu of the a...

16.1 Profiles

The profile defines the privileges of a user in regard to access to, and use of, vtenext modules ...

16.1.1 Create new profile

STEP 1: Once on Settings > Profiles, press New Profile: STEP 2: in the configuration window fo...

16.2 Roles

Roles underpin the entire security system, each of which is based on a profile. The administrator...

16.3 Users

From Settings > Users you can create and manage users, which are displayed in a list on the main ...

16.4 Groups

Groups are effective tools for bringing together users who belong to the same team. They are used...

16.5 Sharing Access

vtenext allows you to set the access privileges of the Roles, defining whether the content of the...

16.5.1 Global Access Rules

The first thing to define is the Sharing Access rule for each of the modules. With what degree of...

16.5.2 Custom Rules

At the bottom of the Sharing Access panel, you can create exceptions to the permissions that you ...

16.6 Access Field

The available function is used to control the visibility of the fields in the various modules on ...

16.7 Advanced Sharing Access

This allows you to extend data access permissions for a user on a specific module, based on rules...

16.8 Audit Trails

The Audit Trails function allows the system administrator to know what a user has done in vtenext...

16.9 User Login History

As a vtenext administrator, you can monitor access to the system and view the history of each use...

16.10 Check User Login

Again, as an administrator user, you can view failed login attempts for each user and if they hav...

17 vtenext customization: advanced settings

17 vtenext customization: advanced settings

Customisation features are very important because they guarantee the use of vtenext for a wide ra...

17.1 Process Manager

The Process Manager is the tool that makes it possible to manage processes within a company, inte...

17.2 Workflow

The Workflow tool was replaced by the module processes (Process Manager). It is possible to see a...

17.3 Status Manager

This tool makes it possible to implement flow logics in the management of information through the...

17.4 Conditionals

Conditionals allow you to define special permissions to access one or more fields of the same mod...

17.5 Wizard Creator

The "Wizard Creator" function allows the administrator to create guided procedures (called wizard...

17.6 Modules Creator

This tool allows for the autonomous creation of entire modules integrated perfectly within the st...

17.6.1 Create new module

STEP 1: Module informationThe explanation of the individual entries can be found next to the fiel...

17.6.2 Other functions on modules

Unistall, import, export Uninstall the module: it will no longer be usable and the...

17.6.3 Import new language pack

The module manager allows you to import a new language package. The procedure below sets out the ...

17.7 Layout editor

From Settings > Business Process Manager > Module name (es. Accounts) is possible to access to La...

17.7.1 BUTTON field in vtenext

The button field, present in SETTINGS > MODULE MANAGER > MODULE NAME > LAYOUT EDITOR, allows us t...

17.7.2 Custom fields mapping for Leads conversion

For the Leads module only, you can map the custom fields for the transfer of content to the Accou...

17.7.3 Modules Manager and Layout Editor

The Modules Manager allows for the activation and deactivation of all modules within the CRM, b...

17.8 Standard Picklist Editor

It allows you to modify the content of Picklists, adding or modifying the values present, and ass...

17.9 Multilingual Picklist Editor

It is necessary to configure multi-language drop-down menus when you have users accessing vtenext...

17.10 Linked picklist editor

Configuring Linked Picklist fields means establishing a dependency between the values of two drop...

17.11 Encrypted Field Editor

The encrypted field editor allows you to protect the content of a field by means of an access pas...

17.12 Menu Settings

This allows you to choose the main modules, and the order of items, of your CRM, which will be ...

17.13 List view colours

Allows for the application of custom colours of views by list, or related list, based on the valu...

17.14 Field Formulas

Field Formulas are custom fields that handle simple calculations and generate the result directly...

17.15 Mail Converter

The Mail Converter is a tool that allows you to read one or more mailboxes and, when a condition ...

17.16 Data Import

This tool makes it possible to import data in vte (if the installation is on-site) from an extern...

17.17 Klondike A.I. connector

From vtenext 20.04 in settings is available the new additional plug in Klondike AI. It allows to ...

18 Other vtenext Settings

18 Other vtenext Settings

You can define further settings within vtenext: Template email Webforms Webform with GDPR fi...

18.1 Template email

As for the newsletter module, the admin user will be able to access to the email template editor....

18.2 Webforms

Through the vtenext Webforms tool, you can create a web form to be inserted within your site, for...

18.2.1 Webform with GDPR fields

GDPR fields have been enabled inside the webforms from version 18.12 onwards. For example, you ca...

18.3 Customer Portal

You can configure the functions of your customer portal through the Customer Portal entry.In Basi...

18.3.1 Enabling the customer portal for a user

Only the contacts in your vte can be enabled in your customer portal. Inside the single contact c...

18.3.2 Customer Portal Interface

Once they have entered their login details, your customer can first enter a new request for assis...

18.3.3 GDPR module settings

For privacy management, you can customise certain configurations, the templates proposed for comm...

18.4 Account Details

In Company Details you can specify the details of your company. This information can then be r...

18.5 Server SoftPhone Settings

vtenext can be integrated with Asterisk, an open source telephone PBX application that allows you...

18.6 LDAP

You can configure the LDAP server data in vtenext to synchronise user passwords.For configuration...

18.7 Currencies

It is possible to manage different types of currencies in the event there are users who have to d...

18.8 Tax Calculation

You can set the tax items to be used on Quotes, Orders, Invoices and Delivery Notes. Negative ...

18.9 Proxy Server

If your company is using a proxy server to access the Internet, you can use the Proxy Server Sett...

19 Customise module numbering

20 System logs

21 CRONJOB – Processes to Plan