User Manual vtenext 22.05

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

The vtenext calendar allows you to award a priority to your activities, specifying the users or c...

In the Calendar module you can click the green create button or click on the agenda area, draggin...

To-dos are always assigned to a user or a group of users; it is not however possible to invite ot...

The user can set up several fields from the calendar settings icon  (accessible also from User Pr...

To manage privileges to view and edit the calendar it is essential to know the Sharing Access (fr...

To import or export Activities between vtenext and other applications, the standard iCalendar for...

Version 21.01 onward includes the new Book me function to make appointments based on the calendar...

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

The vtenext GDPR APP is a self-service tool for personal data management by customers. To allow ...

Requirements:Use vtenext 19.10, making sure the system is configured for sending emails 1) First...

Process start emailA pre-compiled email template introduces the requirement to confirm your choic...

The employee module allows you to register your internal and external employees and co-workers in...

To manage the sales process via vtenext, first you must define the products/services catalogue, t...

You can create and manage product bundles by defining parent-child type inter-product relationshi...

A product Line combines a group of products that meet the same type of needs. In simple terms, a ...

Like the Products module, designed to distinguish the catalogue of physical products in the inven...

The function of a price book is to collect a set of products whose price changes compared to the ...

With the export and import functions, you can exchange vtenext data with a large number of third-...

You can reach this option from Settings > Other settings > Inventory: Terms and conditions. It al...

From vtenext 20.04 it is possible to manage product variants with the new module Configurable Pro...

The main modules and processes involved in the pre-sales, sales and after-sales phases are: Le...

A potential is established if there is a real interest in your products/services from both potent...

You can create a new quote through the reports and Add Quote menu from the potential, company or ...

The potential can be considered as obtained when the order confirmation arrives. The order, howev...

It is possible to activate the automatic generation of invoices from the sales order through the ...

The Potentials module shows information relating to their progress in relation to other linked it...

The billing module is useful for managing the administrative part in vtenext (amounts to be paid,...

The Delivery Notes module is used to manage transport documents and is the last step in the sales...

The after-sales phase is focused on customer support and requires: Managing any problems or cu...

A ticket applies across different areas: in HelpDesk it is considered as a request by the client,...

The tickets can mainly come from three different communication channels: Phone: the client calls...

It is possible to associate resolution actions with the tickets. This is a second level of detail...

The Service Level Agreement defines the level of efficiency that a company is committed to mainta...

To configure the SLA module, access the SLA.config.php file in the subfolder where the CRM module...

Tracking is useful for always storing and monitoring the time invested on your customers for any ...

In vtenext there is the SERVICE CONTRACTS module dedicated to the management of a service sold to...

Some companies need to associate a specific serial or registration number to a sold product. vten...

FAQs (Frequently Asked Questions) refers to typical questions relating to the standard scenario, ...

vtenext allows you to manage the passive cycle through the modules: Vendors Purchase Orders

In the same way as the Accounts registries, you can enter the vendor data sheets here that contai...

Through Add Purchase Order from the reports menu of the supplier data sheet, you can attach a pre...

Project management in vtenext is organised over four modules: Job Orders Projects Project Ta...

From vtenext 20.04 the new module Job Orders is now available. The module is linked to the Projec...

To create a new project, access the module and press the button Key fields: Related t...

Operations comprise the internal phases of the planning that, once completed, lead to the conclus...

Project Milestones represent the end points of planning steps. In the graph they are represented ...

A further level of detail, under Project Tasks, relates to tickets.To use tickets as project acti...

Through Reports and Charts, you can examine the data in vtenext and extrapolate them from differe...

Reports are organised in folders. You can create new ones and delete them (only empty folders can...

Once you have created a report you can generate a chart from it using the Create Graph button. ...

The PDF Maker module allows you to create PDF documents that are generated with the rationale of ...

To create a new template for the PDF Maker module, click on the ADD TEMPLATE key or button on the...

Press the Image button in the editor: URL insert the URL of the image (if alread...

To create a table in the PDF Maker, simply use the appropriate function in the editor, which is h...

For the Quotes, Sales Orders, Purchase Orders and Invoices modules, you can insert the product bl...

It is possible to insert barcodes inside the template through the "Other information" Tab: It ...

To generate a PDF, access the main module registry (e.g.: Quotes) and click the Other button in t...

In the product block models, you can also add thumbnails related to the images uploaded in the pr...

It is possible to define custom functions for data processing within the PDF Maker. To add a cust...

In the PDF Maker Settings tab, you can define the name of the output PDF file. This option allows...

You can import or export the templates of the PDF Maker module in XML format using the appropriat...

It is possible to provide constant and real time updates to all vtenext users through the RSS Fee...

This area allows you to view websites of interest directly on vtenext. The system is also very us...

The Copyright and the License icon is found on the bottom right-hand corner of all vtenext pages;...

From vtenext settings the crm synchronization function can be accessed with other applications. T...

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Through this menu you can modify the sequence and the coding of the prefix of each entity present...

Manages and displays the system logs of file or database type for modules:

For the correct functioning of the application, it is necessary to activate the jobs related to a...