18 Other vtenext Settings 18 Other vtenext Settings You can define further settings within vtenext: Template email Webforms Webform with GDPR fields Customer Portal How to enable the Customer portal Customer Portal interface GDPR module settings Account Details Server SoftPhone Settings Requirements and configurations LDAP Currencies Taxes Calculation Proxy Server 18.1 Template email As for the newsletter module, the admin user will be able to access to the email template editor. An email template can be used for messages or for newsletter and can be saved in a public or private folder. Within the template the variables can be added. 18.2 Webforms Through the vtenext Webforms tool, you can create a web form to be inserted within your site, for example the classic "contact us" form. The data entered in the webform will be automatically sent to the CRM in the Leads modules. To create a new webform, from Settings > Webforms, click on the button Assigned to -->  vtenext user that will manage the lead Return URL --> By clicking on the confirm of the webform, the user will be redirected to the address here indicated Once created the webform, click on the button “Display Form” to display the html code to be included within your personal web page. 18.2.1 Webform with GDPR fields GDPR fields have been enabled inside the webforms from version 18.12 onwards. For example, you can request Marketing Consent, Third-Party Consent, Profiling Consent, etc., and save the choice made with IP and date-time in the lead data sheet. Here are the configuration details: The GDPR fields are grouped in blocks of three (view, date-time, IP). It is therefore necessary to set the information view fields as mandatory, to display the field in the webform as a picklist (YES/NO) and then force the user to make a choice. The date and IP fields must be hidden fields (so set the hidden flag to yes in the webform configuration). The following must be entered as default value in the date field: “ $(general : (__VteMeta__) date_Y_m_d) $(general : (__VteMeta__) time” The following must be entered as default value in the IP field “ $(general : (__VteMeta__) clientip”. By doing so, the setting of the consent + date-time and IP of the request is obtained in the GDPR block. Assigned to Lead Recipient Return Url When the webform confirmation button is pressed, the user will be redirected to the address indicated here (for example, the thank you page) Once the webform has been created, click on the "Show Form" button to display the HTML code to be included inside your web page. 18.3 Customer Portal You can configure the functions of your customer portal through the Customer Portal entry. In Basic Settings you can: choose which entries (modules) must be active on the portal side define the sorting of entries In the Advanced Settings you can define: the visibility of the data through the View all records option. Yes: the customer displays both the data related to their contact details (tickets, documents, etc.) and the data related to the company registry to which they are linked No: the customer displays only the data related to their contact details and not those related to the company to which they are linked. Through the Select user option (a disabled user can also be chosen) , it is possible to select a CRM user, also disabled, with a specific configuration of entries for the standard fields. The portal will display precisely those items in the available drop-down menus. When a Ticket is created by the Client Portal, it is assigned to this user. It is possible, however, to assign the Ticket to another CRM user. The assignee will receive an immediate email notification. This function is very useful for the management of active Tickets. Through the Select email template option, you can decide which email template the system should use to communicate the access data to the portal. 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 card, flag the control box in the PORTAL USER block and enter a support start date and an end date. When the flag is enabled, the system autonomously sends a message to the address indicated in the email field with the credentials to access your portal. The dates, on the other hand, determine the effective access period you allow your customer. 18.3.2 Customer Portal Interface Once they have entered their login details, your customer can first enter a new request for assistance and then access the entities that you have related to his contact card (only enabled modules) from the menu items on the left. Support requests by default provide for an email to be sent to the contact's email address, with the summary and ID of the ticket. Any subsequent comments will always be notified by email. Once you have dealt with the contact request, you can close the ticket (if satisfied with the result). 18.3.3 GDPR module settings For privacy management, you can customise certain configurations, the templates proposed for communication through GDPR campaigns and the privacy policy of your company through the different features of the GDPR module. 18.4 Account Details In Company Details you can specify the details of your company. This information can then be retrieved within the PDF Maker templates or Email or Newsletter for invoices, quotes, orders, etc. Make sure that the size of your company logo fits in the space available for it. N.B.: The recommended size is 150x60 pixels. The logo must be uploaded in .png or .jpg format. 18.5 Server SoftPhone Settings vtenext can be integrated with Asterisk, an open source telephone PBX application that allows you to route phone calls. Asterisk is a free implementation of PBX software that offers the same features as other proprietary systems at a much lower cost and with greater flexibility. Today it is a benchmark within the sector; the full range of its contents and its reliability make it an ideal platform for a wide range of applications: it is used as a supporting element to create RTG/IP switchboards (PBXs able to use both traditional telephone lines and IP channels), Centrex systems (Virtual and centralised PBXs), Call Centre management applications and more. Features and objectives: Make phone calls by clicking on phone numbers directly from vtenext. Receive notifications within vtenext with caller information when a call comes to the user. Notifications appear in the lower right corner of the screen. View call history in the PBX Manager Module (Call Manager Module) Associate the phone calls with the Contact/Account/Lead in the Activity History. Set user extensions through the User Preferences data sheet. Phone numbers format: you can save the number in vtenext in any format, with or without prefixes and also with SIP and PSTN if you use the character, to separate this prefix from the number itself. Note:  We do not recommend using special characters or hyphens in the phone/cell phone field. Requirements and configuration: vtenext installed on the system Asterisk installed on the system. The server containing Asterisk and the one containing vtenext must be able to see each other online. You must have a valid Asterisk user extension and a VoIP phone configured with that extension. When the Asterisk server is configured to function with vtenext, you must configure the vtenext settings to connect to Asterisk. To enter Asterisk server settings, choose SoftPhone Server Settings: Within User Preferences, point 6. Asterisk Configuration, you can associate the extension (internal) for the user: Receive Incoming Calls enables caller recognition for incoming calls. Once the incoming call has been answered, this option makes it possible to display a pop-up on the CRM screen, which appears at the bottom right with the caller's name and the link to access the details. If the caller's number is not present in vtenext, the popup proposes the creation of a lead, a contact or an account. Warning!  SoftPhone Server Settings is only available in “on-premise” vtenext solutions. Warning!  In order for caller recognition to be active, it is also necessary to activate the relevant CRON on the vtenext installation server. See CRONJOB – Processes to be planned chapter. 18.6 LDAP You can configure the LDAP server data in vtenext to synchronise user passwords. For configuration from Settings, choose LDAP Server. Then fill in the LDAP server information as shown in the figure: When creating a user, you can search for the user once you have configured the LDAP server data: The connection with LDAP allows: the pre-compilation of some user information (name, surname, email) the synchronisation of user access passwords 18.7 Currencies It is possible to manage different types of currencies in the event there are users who have to draw up offers in a currency different from the one proposed by default by the system (Euro). From Settings > Currencies you can view the currencies configured in the system and add new ones. The following information is required to create a new currency: Currency Name The name of the currency you want to manage, for example "USA, Dollars (USD)" Conversion Rate The conversion rate must always be linked to the base currency of vtenext Status Active/Inactive Once you have configured the currency, you can: create quotes, sales orders, invoices, DDT, and purchase orders with the new currencies. associate the default currency to each user through the Preferences data sheet. This setting will allow the user to view all currency type fields (e.g., the Invoiced field in the Account registry) in the currency chosen by default, according to the conversion rate indicated in the settings. 18.8 Tax Calculation You can set the tax items to be used on Quotes, Orders, Invoices and Delivery Notes. Negative tax values can also be managed, for example for the management of ENASARCO or withholding tax. The calculation of taxes in Quotes, Orders, Invoices and Delivery Notes can be calculated per line or per group, depending on the setting chosen by the user when creating the document: 18.9 Proxy Server If your company is using a proxy server to access the Internet, you can use the Proxy Server Settings menu, as shown in the figure.