# 15 Other Functions # New Page # 15.1 RSS It is possible to provide constant and real time updates to all vtenext users through the RSS Feed links available on the web or specially created by the company. vtenext provides the option of choosing from a list of RSS feeds available for users and viewing every available article on the display. Each RSS feed has a unique address similar to the web URL searched for on the Internet. To see an RSS feed, you must enter this address in vtenext. [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2026-05/scaled-1680-/nFbimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2026-05/nFbimage.png) # 15.2 My Sites This area allows you to view websites of interest directly on vtenext. The system is also very useful for connecting to shipment tracking or communicating with web-based suppliers. [![15.2 [1].png](https://usermanual.vtenext.com/uploads/images/gallery/2022-06/scaled-1680-/15-2-1.png)](https://usermanual.vtenext.com/uploads/images/gallery/2022-06/15-2-1.png) # 15.3 License and number of users The Copyright and the License icon is found on the bottom right-hand corner of all vtenext pages; by clicking on it, you can access a popup containing all the terms of use of the program’s Business license. Since the 19.10 version, and only for **On-Site installations**, you can see how many users are available for that particular license and how many of them have been activated. The **expiration date** of the installed license is also available in the same popup. [![15.3 [2].png](https://usermanual.vtenext.com/uploads/images/gallery/2022-06/scaled-1680-/J5I15-3-2.png)](https://usermanual.vtenext.com/uploads/images/gallery/2022-06/J5I15-3-2.png)*License on Cloud* [![15.3 [2].png](https://usermanual.vtenext.com/uploads/images/gallery/2022-06/scaled-1680-/15-3-2.png)](https://usermanual.vtenext.com/uploads/images/gallery/2022-06/15-3-2.png) *License On-Site* # 15.4 Synchronizations From vtenext settings the crm synchronization function can be accessed with other applications. The synchronizable platforms available are as follows: - VTENEXT - Hubspot - Jira - Magento - PrestaShop - Salesforce - Shopify - SuiteCRM - vtiger - WooCommerce - Zapier - ZenDesk It is possible to **create multiple synchronizations for multiple systems at the same time**. By clicking the **ADD** button at the top right, you can choose which external system to configure and add all the ones you need. [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2026-02/scaled-1680-/qWBimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2026-02/qWBimage.png) The modules that can be synchronized, for each individual synchronization, differ depending on the platform selected. Below is a diagram that summarizes which modules can be synchronized. The supported versions are specified in parentheses.
**VTENEXT**- HelpDesk - Accounts - Contacts - FAQ - Providers - Assets - Leads - ProjectTask - Potentials - ProjectPlan - Products - Services - TicketComments - Users
**Note:** This function is essential when linking two vtenext installations, for instance, **to synchronize the TEST environment with the PRODUCTION environment**. **Warning: The vte authentication password for synchronization with another vte must be defined using its access key and NOT the user’s login password**
**Hubspot (only cloud version)** - Trouble Ticket - Accounts - Contacts - Potentials - Targets - Users **\***record deletions from Hubspot to vtenext are not covered **N.B.** The "scopes". The crm indicates to insert the following "scopes": [![image-1663685096632.png](https://usermanual.vtenext.com/uploads/images/gallery/2022-09/scaled-1680-/image-1663685096632.png)](https://usermanual.vtenext.com/uploads/images/gallery/2022-09/image-1663685096632.png) **ATTENTION:** it is essential to select exactly those indicated, otherwise the synchronization will not work!
**Salesforce** - Trouble Ticket - Ticket Comments - Ticket Attachments - Emails - Accounts - Campaigns - Contacts - Installations - Leads - Potentials - Products**\*** - Users
**SuiteCRM (only on-premise version)** - Trouble Ticket - Accounts - Campaigns - Contacts - Installations - Leads - Potentials - Products**\*** - Users **\***images are not imported
**Jira (only cloud version)** - Trouble Ticket - Project Tasks - Projects - Ticket Comments - Users
**vtiger (only cloud version)** - Trouble Ticket - Accounts - Contacts - Vendors - Installations - Leads - Potentials - Products**\*** - Services - Users **\***images are not imported
**Magento (only on-premise version 2.4.0)** - Accounts - Currencies - Sales Orders - Products**\*** - Configurable products - Taxes **\***images are not imported
**Prestashop (only on-premise version 1.7.6.7)** - Accounts - Currencies - Sales Orders - Products**\*** - Configurable products - Taxes **\***images are not imported
**Shopify (only cloud version 2019-20)** - Accounts - Currencies - Sales Orders - Products**\*** - Configurable products **\***images are not imported **ATTENTION**: To synchronize Shopify products, it is necessary to also set up the **Configurable Products** module in the configuration.
**WooCommerce (only on-premise version 4.4.0)** - Accounts - Currencies - Sales Orders - Products**\*** - Configurable products - Taxes **\***images are not imported
**Zapier****PAY ATTENTION: T**o properly set up the Zapier connector, it's essential to carefully read the ZAPIER MANUAL provided in Chapter 15.7. FOTO
**Zendesk** - Trouble Ticket - Accounts - Ticket Comments - Ticket Attachments - Users
When accessing the configuration page from SETTINGS > BUSINESS PROCESS MANAGER > SYNCHRONIZATIONS the synchronization to be set and towards which system can be configured with a few simple steps. The page is identical to the page shown in the image below. [![15.4 [1].png](https://usermanual.vtenext.com/uploads/images/gallery/2022-06/scaled-1680-/tCK15-4-1.png)](https://usermanual.vtenext.com/uploads/images/gallery/2022-06/tCK15-4-1.png) *View of the synchronizations configuration page* **Configuration** 1. The first required action is to choose the **External system** in the available drop-down menu 2. Specify the **Instance address** to which you wish to connect (where required) 3. Now choose the required synchronization modules from those available and take them to the **Selected modules** column by means of the right-pointing arrow 4. Once the operation in step 3 has been completed, a popup will open in which you can select the synchronization method for each of the selected modules (see example in the image below) [![15.4 [2].PNG](https://usermanual.vtenext.com/uploads/images/gallery/2022-06/scaled-1680-/7LZ15-4-2.PNG)](https://usermanual.vtenext.com/uploads/images/gallery/2022-06/7LZ15-4-2.PNG) *View of the synchronization configuration of the Trouble Ticket module selected in point 3* 5. Enter the authentication data, stating the authentication mechanism **Type**, **Username** and **Password** for login. By clicking on the ![](https://usermanual.vtenext.com/uploads/images/gallery/2021-03-Mar/scaled-840-0/image-1616147127331.png) icon it is possible to have further information to retrieve the data to be entered in the username and password that differ for each synchronizable platform. [![image-1616160325840.png](https://usermanual.vtenext.com/uploads/images/gallery/2021-03-Mar/scaled-840-0/image-1616160325840.png)](https://usermanual.vtenext.com/uploads/images/gallery/2021-03-Mar/image-1616160325840.png) **N.B.:** synchronization occurs in accordance with the interval set for the crons, which is every minute by default, but which can be subject to variation depending on the number of synchronizations set, other cron processes, and the machine workload. # 15.5 Recycle Bin The CRM includes a module called “Recycle Bin”, which allows users to restore deleted records from any module. Using the search bar located in the lower-left corner and typing “Recycle Bin”, you will be able to click the corresponding menu item to open it. [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2026-05/scaled-1680-/urpimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2026-05/urpimage.png) *Recycle Bin detail* **How to restore a deleted record?** First, in the upper-right menu, you must select the module from which the record was deleted (e.g., Accounts or Help Desk). [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2026-05/scaled-1680-/9flimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2026-05/9flimage.png) *Module selection from where restore the entities in detail* Once you have selected the module, a list of deleted records will appear. From here, you can filter the available fields to search for the deleted item. [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2026-05/scaled-1680-/jHlimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2026-05/jHlimage.png) Here you can find several possibility: [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2026-05/scaled-1680-/mlaimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2026-05/mlaimage.png) 1. By selecting manually different entities it is possible to restore them by clicking on the appropriate button placed in the upper left: **RESTORE** 2. It is possible to restore a single entity by clicking the button "Restore" placed on the row of the selected record. 3. By clicking **SELECT ALL** placed in the upper left you will select every removed record from the module you have chosen. Then, you can click on "Restore" to restore all the records. If you do this, you will be able to find those records by opening the module itself. 4. Eventually, by clicking **EMPTY RECYCLE BIN**, **EVERY RECORD OF EVERY MODULE WILL BE REMOVED DEFINITELY!** 5. Clicking **DELETE SELECTED** will permanently delete only the selected records. # 15.6 Push Notifications As soon as the version 23.08 is installed or updated, in the CRM's notification area, you will find the following notice: *With this update, it's now possible to send push notifications to devices using the Wilson app. Each user can select the events to enable on their own device. If you want to provide this functionality to your users, click here to enable the service.* Once you click the link, you will be directed to the SETTINGS > OTHER SETTINGS > PUSH NOTIFICATIONS area. [![image-1692970370644.png](https://usermanual.vtenext.com/uploads/images/gallery/2023-08/scaled-1680-/image-1692970370644.png)](https://usermanual.vtenext.com/uploads/images/gallery/2023-08/image-1692970370644.png) *Push Notifications Page in the vtenext Settings* From this page, you can enable notifications for all CRM users by clicking the ACTIVATE button directly on the right side of the screen. [![image-1692970414307.png](https://usermanual.vtenext.com/uploads/images/gallery/2023-08/scaled-1680-/image-1692970414307.png)](https://usermanual.vtenext.com/uploads/images/gallery/2023-08/image-1692970414307.png) Once done, in the **AVAILABLE SERVICES** area, the **status** label will change from **NOT AUTHENTICATED** to **AUTHENTICATED**. Further down, you will find another section called **MOBILE DEVICES**, where you will see the list of all devices of users who have chosen to activate vtenext's push notifications from the **Wilson app (but we'll see that shortly)**. So, once push notifications are activated, you will need to access the Wilson app and proceed as follows: [![image-1693382802361.png](https://usermanual.vtenext.com/uploads/images/gallery/2023-08/scaled-1680-/image-1693382802361.png)](https://usermanual.vtenext.com/uploads/images/gallery/2023-08/image-1693382802361.png) Firstly, Wilson will ask to ENABLE push notifications. Simply tap the ENABLE button to activate them. If you choose to enable them 'later', you can always do so from the app settings. [![image-1693383125336.png](https://usermanual.vtenext.com/uploads/images/gallery/2023-08/scaled-1680-/image-1693383125336.png)](https://usermanual.vtenext.com/uploads/images/gallery/2023-08/image-1693383125336.png) By clicking on ENABLE, the Wilson app will show us this screen, giving us the option to choose which notifications to enable. Specifically, you can enable notifications for:
**2FA** allows receiving notifications for two-factor authentication
**Talks** enables receiving notifications for the Conversations module. **CAUTION**: A notification won't be sent each time a new conversation is received; they are grouped.
**Messages** enables receiving notifications for the Messages module. **CAUTION**: A notification won't be sent for every new email received; they are grouped
**Process Tasks** allows receiving notifications for process tasks involving the logged-in user
**Event Reminders** enables receiving notifications for upcoming Events
**Task Reminders** enables receiving notifications for upcoming Tasks
**General CRM notifications** enables all generic CRM notifications **(by default, this option is disabled due to the potentially high number of push notifications it could generate)**
[![image-1693383933097.png](https://usermanual.vtenext.com/uploads/images/gallery/2023-08/scaled-1680-/image-1693383933097.png)](https://usermanual.vtenext.com/uploads/images/gallery/2023-08/image-1693383933097.png) Additionally, you can configure WHEN TO RECEIVE NOTIFICATIONS, with the following options:
**Custom Schedule** allows receiving notifications during user-selected days and hours. For example, you can set to receive notifications from Monday to Friday, between 8:00 AM and 7:00 PM
**Always** allows receiving app notifications at all times, any day of the week.
[![image-1693383358762.png](https://usermanual.vtenext.com/uploads/images/gallery/2023-08/scaled-1680-/image-1693383358762.png)](https://usermanual.vtenext.com/uploads/images/gallery/2023-08/image-1693383358762.png) Here's how the screen for choosing the custom schedule for receiving Wilson app notifications looks: [![image-1693383529414.png](https://usermanual.vtenext.com/uploads/images/gallery/2023-08/scaled-1680-/image-1693383529414.png)](https://usermanual.vtenext.com/uploads/images/gallery/2023-08/image-1693383529414.png) Finally, you can enable or disable the app's concurrent usage check. This feature allows vtenext to check if the user is using the app concurrently with the web client. You can set an idle time, so if the user is using the web client and is away from their workstation for a certain number of minutes, as determined by the idle time, they will start receiving notifications on their mobile device. If the web client continues to be used with this option active, push notifications will stop being sent to the mobile device. [![image-1693383610835.png](https://usermanual.vtenext.com/uploads/images/gallery/2023-08/scaled-1680-/image-1693383610835.png)](https://usermanual.vtenext.com/uploads/images/gallery/2023-08/image-1693383610835.png) And here is how the interface for selecting the idle time looks. The available options, determined in minutes, are: 5, 10, 15, 30, 60. # 15.7 Synchronization with Zapier Zapier is a product that allows end-users to integrate web applications and automate workflows. It enables the connection of various web applications through "ZAPs," which can be customized based on user needs. Zapier functions as a bridge between different applications, allowing the automation of business processes and saving valuable time. The guide to create a Zapier integration is available here: [https://usermanual.vtenext.com/books/creation-of-external-apps/chapter/zapier](https://usermanual.vtenext.com/books/creation-of-external-apps/chapter/zapier) --- **Name of the fields in vtenext** In the linked tutorial several internal field names of vtenext have been used. These names are not normally visible from the web interface, so a special page has been prepared, where all field names can be seen, to be used in integrations using the API. To see them, go to **Settings** -> **REST Webservices** and click on **Show**: [![Screenshot_20240412_095750.png](https://usermanual.vtenext.com/uploads/images/gallery/2024-04/scaled-1680-/screenshot-20240412-095750.png)](https://usermanual.vtenext.com/uploads/images/gallery/2024-04/screenshot-20240412-095750.png) A popup will open, showing the id of the modules and field names: [![Screenshot_20240412_095814.png](https://usermanual.vtenext.com/uploads/images/gallery/2024-04/scaled-1680-/screenshot-20240412-095814.png)](https://usermanual.vtenext.com/uploads/images/gallery/2024-04/screenshot-20240412-095814.png) # 15.8 Employees Module The Employees module allows you to register your employees or co-workers, both internal and external, within vtenext. Every time a new user is created, a new collaborator profile is automatically generated. The module can be managed like all the others, by modifying the picklist entries for "collaboration type" or by adding new fields as desired. The default fields, such as First Name and Last Name, as well as all those present in the "User Information" section, cannot be modified through the module. Changes can only be made through "User Preferences." Any modifications made in the user preferences reflect within the Collaborators module. A collaborator profile can be linked to one of the four profiles present in vtenext: Lead, Company, Contact, or Supplier. [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2026-05/scaled-1680-/mrdimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2026-05/mrdimage.png) A practical example of using this module could be to input personal evaluations for each collaborator into a field that's only visible to the Human Resources department (dedicated profile). In this scenario, the Employees module in vtenext allows the HR team to maintain individual performance assessments for employees or co-workers. This information can be entered into a custom field within the module, specifically designed to store performance ratings or comments. The visibility of this field can be restricted to the HR profile only, ensuring that sensitive performance data is accessible only to authorized personnel. By utilizing the Employees module in this manner, the company can effectively manage and monitor the performance of its workforce while maintaining data confidentiality and security. # 15.9 Klondike Co-Pilot (Your Personal Assistant) *(This plugin is sold separately)* Klondike Co-Pilot is an advanced solution that enhances the capabilities of the vtenext CRM, offering automated and assisted support for managing business processes and customer interactions. This integration aims to improve operational efficiency, reduce human errors, and optimize workflow through intelligent automation and proactive assistance. **Key Features** - **Proactive Assistance**: Provides real-time suggestions while performing complex tasks, helping users make quick and informed decisions. - **Artificial Intelligence**: Uses AI to analyze data and customer needs, optimizing responses to their requests. - **Seamless Integration**: Integrates smoothly with vtenext and its main modules, ensuring a continuous workflow and synchronization of all shared customer information with all users. **Where to Find Klondike Co-Pilot** - **Trouble Tickets**: You can request a summary within a ticket when dealing with a large amount of information represented by the ticket's DESCRIPTION, COMMENTS, and NOTES. Klondike helps by summarizing all the relevant content (with the possibility to update the summary when new details, comments, or notes are added to the ticket). [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2024-09/scaled-1680-/uiyimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2024-09/uiyimage.png) [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2024-09/scaled-1680-/l1eimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2024-09/l1eimage.png) - **Messages Module**: You can request a summary of an email or a series of threads in the same email to make them easier to understand, especially when dealing with long text or multiple responses. This function is very useful when involving another user in conversations, as it allows them to grasp the essence of the entire email exchange. [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2024-09/scaled-1680-/uUWimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2024-09/uUWimage.png) [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2024-09/scaled-1680-/G6eimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2024-09/G6eimage.png) Additionally, Klondike Co-Pilot can help users respond to emails by reformulating the content and constructing a coherent reply according to the chosen "character traits." [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2024-09/scaled-1680-/cjfimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2024-09/cjfimage.png) In the email composition popup, at the bottom right, there are two icons: a GEAR and a ROBOT. Clicking on the **gear** opens the "**Tone of Voice**" selection screen. [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2024-09/scaled-1680-/9AKimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2024-09/9AKimage.png) Once the selection is made and you click SAVE SETTINGS, Klondike Co-Pilot can act. To do so, simply select the text (or portion of text) you want to reformulate (after having written it) and finally click on the robot icon. This will open a popup that will display the transliteration and reinterpretation done by Klondike, as shown below: [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2024-09/scaled-1680-/6nHimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2024-09/6nHimage.png) By clicking the APPLY button, the original text in the email body will be replaced with the one rewritten by Klondike Co-Pilot. - **Conversations**: In the Conversations module, just like in the Messages module, Klondike can help respond to colleagues. You can choose a Tone of Voice, write what you intend to communicate, and let your personal assistant do the rest. [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2024-10/scaled-1680-/image.png)](https://usermanual.vtenext.com/uploads/images/gallery/2024-10/image.png) Of course, Conversations also have the summary processing feature, simplifying the reading of complex or long conversations for users. [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2024-10/scaled-1680-/FD4image.png)](https://usermanual.vtenext.com/uploads/images/gallery/2024-10/FD4image.png) - **Co-Pilot** From the Conversations, you can request assistance from Klondike Co-Pilot in two ways (by selecting the Klondike user, which will appear in the list of available users to chat with): 1. **General inquiries (ChatGPT-style)** 2. **Internal document inquiries (e.g., an online manual)** [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2024-10/scaled-1680-/W1Eimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2024-10/W1Eimage.png) [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2024-10/scaled-1680-/uYuimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2024-10/uYuimage.png) In case 1, you can ask general questions, either related to or beyond the current context, for personal information or customer assistance. Essentially, you can use the conversation as if it were ChatGPT, by selecting Klondike as the user. In case 2, you can query Klondike to search within specific documents or online manuals that it is linked to. For example, the manual you are currently reading could be connected to Klondike in vte, allowing you to search chapters or topics directly through a conversation. **Conclusion** Klondike Co-Pilot for vtenext represents a significant step forward in automating customer relationship management and business processes. With its ability to automate, analyze, and provide real-time support, this tool makes vtenext even more powerful and indispensable for companies aiming for efficiency and excellence in customer service. # 15.10 External Applications --- This functionality of vtenext, located in **Settings > External Applications**, allows external services to connect to the CRM using the OAuth2 authorization protocol. [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2026-05/scaled-1680-/7QTimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2026-05/7QTimage.png) *Configuration page for External applications* How does it work? External services, here called *External Applications*, connect to vtenext via REST API, passing a access\_token to authenticate. This token is provided by vte via the OAuth2 protocol, using one of the 2 avaialble flows. Let's see an example: [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2024-11/scaled-1680-/t24image.png)](https://usermanual.vtenext.com/uploads/images/gallery/2024-11/t24image.png) This flow is called **Client Credentials** and there are 3 parties: 1. Application (for example an ERP) 2. Authorization Server (in case of vtenext, it's the same as the point 3) 3. Resource Server, the server containing the data to be retrieved (vtenext in this case) Briefly, the Application (eg: ERP reading Invoices), asks the Authorization Server the Access Token, sending the pair (Client ID, Secret Key) to authenticate itself. If the credentials are correct, an Access Token is given to the Application, that can be used to retrieve information from vtenext via REST API. An example of REST API call with access token is: ```bash curl -X POST '/restapi/v1/vtews/query' \ -H 'Content-Type: application/json' \ -H 'Authorization: Bearer ' \ -d '{"query":"SELECT * FROM Invoice;"}' ``` The advantage of access tokens is that they have a limited time validity (usually 1 hour) and it's revokable server side, so it's possible to allow access to external apps in a controlled way, without providing them the main password. After the token expiration it's necessary to obtain a new one, repeating the procedure. This flow is recommended for communication between 2 servers, without human intervention after the initial configuration The second flow is called **Authorization Code** and it involves an additional party, called the User. [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2024-11/scaled-1680-/VLlimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2024-11/VLlimage.png) In this example, the Application that wants to connect to vtenext is, for example, Facebook, that needs to reads the user's Leads. The difference is that it's not Facebook directly that requires this data, but the user delegates Facebook to access his own data present in vtenext. The objective is then to provide Facebook with this data, without giving it the user's full credentials (password) to the system. So Facebook will ask the user to obtain an authorization code, exchanged then by Facebook with an access token, used then to retrieve the data. The access token can be used once only, or renewed automatically (if the user granted this type of access). So, even though Facebook got access to Leads in vte, it never read the user password and after the expiration of the access token, it won't have access anymore. This flow is recommended when the application needs to ask user's permission to access the data. --- **General configuration** [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2026-05/scaled-1680-/pJYimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2026-05/pJYimage.png) At the beginning of the page, there are some general settings:: - Enable OAuth2 access: enable or disable globally the use of OAuth2 protocol. If disabled, no external app can use the REST API with an access token (standard authentication via access key is allowed) - Allow users to view and change the secret key of apps associated to them: if active, non admin users can see and modify the secret key for applications linked to their user in the user's page - Allow connections with admin users: if enabled, external apps can connect with an admin user **Service Account Configuration** [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2024-11/scaled-1680-/mkrimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2024-11/mkrimage.png) *Click on the button ADD on the right* [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-03/scaled-1680-/3fCimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-03/3fCimage.png) 1. Click on the **ADD** button on the right. 2. A wizard screen appears to guide the configuration process. 3. Select the **Client Type**, choosing between: - **Web or Mobile Application** (if access requires user login) - **Service Account** (if access occurs in the background between two servers) To configure a **Client Credentials flow**, select: - **Key Type** = Service Account - **Secret Type** = Secret Key Additional configuration fields will then appear: **Configuration details:** - **Name:** Assign a descriptive name to the configuration (e.g., connection to a management system). - **Client ID & Secret Key:** These are auto-generated. - **Scope:** Define the level of API access (read-only, write-only, or read/write). - **User Association:** All operations done in vte will be executed as this user. Of course, visibility rules apply according to role and profile configuration. By providing the **Endpoints, Client ID, and Secret Key** to the external system’s technician, the connection can be finalized. For **JWT signed authentication**, the Secret Key is not a simple string, but a cryptographic key in PEM or JWK format, generated only after saving the configuration. [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-04/scaled-1680-/YeYimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-04/YeYimage.png) **Web or Mobile Application Configuration** [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2024-11/scaled-1680-/mkrimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2024-11/mkrimage.png) *Click on the button ADD, on the right* [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-04/scaled-1680-/v68image.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-04/v68image.png) You are presented with the same wizard, but this time choose **Web or mobile application**. So we get the following: [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-04/scaled-1680-/JF1image.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-04/JF1image.png) **Application Type Options:** - **Web Application:** For browser-based applications. - **Native or Single Page App:** For mobile or native apps (same as Web Application, but the OAuth2 flow requires PKCE). For a **Web Application**, the configuration follows a similar process to the Service Account setup: - **Client ID & Secret Key** are generated. - Define the **Scope** (read-only, write-only, or read/write). **Offline Access:** By enabling **Offline Access**, together with the access token, a **refresh token** is returned, that can be used to automatically obtain a new access token after its expiration. **Redirect URL Configuration:** - After logging into vtenext, the User is redirected back to the requesting application (e.g., Facebook). - Access control settings allow restricting access to **All Users** or **Selected Users/Groups**. **Authorization Screen Customization:** - The authorization request screen (e.g., "Facebook wants to access your vtenext data. Do you authorize?") can be customized with: - **Name** - **Description** - **Icon** --- From the settings page, **Settings > External Applications**, it's possible to see the list of registered applications and deactivate them or revoke all the active tokens: [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2024-11/scaled-1680-/ukiimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2024-11/ukiimage.png) In this list it's possible to see **Expired tokens.** In case of expired tokens the user will have to re-authenticate to obtain new ones. On the right some tools are present: - ![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2024-11/scaled-1680-/iwpimage.png) edit the configuration - ![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2024-11/scaled-1680-/4gPimage.png) revoke all access tokens - ![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2024-11/scaled-1680-/laiimage.png) remove the external application configuration --- **Linked Applications in User Preferences** [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2024-11/scaled-1680-/RcDimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2024-11/RcDimage.png) In **User Preferences**, under **Linked Applications**, users can view all applications associated with their account. - **View Configuration Details:** Users can see (but not modify) the configuration unless they are Admins. - **Disable or Revoke Tokens:** Users can manually revoke access tokens. # 15.11 Cases Module The **Cases** module is designed to manage reports, issues, and internal requests within the company, enabling a structured and traceable workflow. Below are the main features and functionalities of the **CASES** module, which specifically handles internal cases and subcases: - **Creation and Management of Cases** - **Management of Subcases** - **Progress Tracking** - **Immediate View of Involved Subcases (or Other Modules)** - **Processes and Automations** - **Communication and Collaboration** - **Reporting and Analysis** - **Integration with Other CRM Modules** A well-structured **CASES** module improves operational efficiency, reduces request handling time, and increases transparency within the company. It allows for the management of **CASES** and **SUBCASES** in a way that tracks percentage-based progress and sets reminders through pre-installed processes. [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2026-05/scaled-1680-/jezimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2026-05/jezimage.png) **Main Page View of the Cases Module** The interface allows expanding the list view to include related modules, a feature configurable through filters in **vtenext**. Let’s examine the first **Case** in the list above. You can immediately notice an arrow on the left, which allows expanding the view. This function is called the **Relationship Navigator** and is explained in **Chapter 2.6.1 Creating a Filter**. By clicking on this arrow, you can expand the view and access more information regarding, for example, related subcases. Each **Case** has a **status** and a **due date**. The number of **closed Subcases** determines the **progress percentage**. This automation is coded and cannot be modified from the interface. [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2026-05/scaled-1680-/5Sximage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2026-05/5Sximage.png) In the example above, there are two **Subcases**, one of which is **Closed**, causing the progress bar to automatically update to **50%**. The progress bar is a **uitype 1024** field, which can only be activated and configured via code. **Case Management Processes** There are pre-installed processes that automatically manage **deadline alerts** and **status changes**, transitioning from "Due Soon" to "Expired." Let’s examine them in detail: **Set Alert Date** If the **Due Date** field of a **Case/Subcase** is not filled in at the time of creation, this process sets the due date to **5 days from the current date**, assuming that the case is being created at that moment. [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-03/scaled-1680-/jzHimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-03/jzHimage.png) **Expiration Management** This process monitors the values in the **Due Date** fields of cases/subcases. **One day before the due date**, the process automatically updates the case’s status to either **"Due Soon"** or **"Expired"**, depending on the status change. In summary, the case/subcase status follows this pattern: - **Not Expired**: When the due date is still far away. - **Due Soon**: When there is only one day left before the due date. - **Expired**: When the due date has been reached or exceeded. If the due date is manually changed, the status will be automatically updated based on the described parameters. [![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-03/scaled-1680-/Nu9image.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-03/Nu9image.png)