Wilson for vtenext App - User Manual Wilson for vtenext enables you to work anywhere, just as if you were sitting in your office in front of a computer. The App connects to the VTE service (both Cloud and On Site) and offers direct operation on data to manage diary entries, contacts, potential customers, projects, and much more. With Wilson you do not even need the native smartphone/tablet instruments, like for example the calendar and address book. 1. Access and Homepage Wilson for vtenext allows you to work anywhere, just as if you were sitting in your office in front of a computer. The App connects to the vtenext service (both Cloud and On Site) and offers direct operation on data to manage diary entries , contacts , potential customers, projects, and much more. With Wilson for vtenext you do not even need the native smartphone/tablet instruments, like for example the calendar and address book. Wilson for vtenext App Access window Once the App is running on your mobile device, you see the screen illustrated above. You are asked to enter your username and password (the same as those for vtenext) and the address of the cloud service (if you do not specify a protocol, https:// is the default ). After login the Homepage opens immediately, showing all the available modules with the same functions as the desktop version of vtenext. For more information about the purpose and content of each module, refer to the vtenext manual at the website www.vtenext.com , or contact us at the e-mail address info@vtenext.com Scrolling down from the initial screen reveals all the modules available in the CRM accessible by the user (according to their profile). Clicking on the three short lines at the lower right gives access to other options and modules as shown in the following illustration. In the Homepage and other modules, three new functions have been added (visible in the tools section): Recent (last items viewed in the CRM) Favorites (all items marked as favorites with the star icon) Tracking (to view all ongoing tracking directly in the app) Also note the instrument bar at the bottom of every screen, functioning as follows : Go to Homepage Display Process notifications See and reply to Conversations See and manage e-mail Messages Button for list of available Modules 2. Instruments 2.1 Instrument Bar and Icons The instrument bar on every page of the App has the following icons. Starting from the left: Homepage: to go to the initial page of the App. Processes: to display processes underway requiring the attention of the user. Conversations: to open the module of the same name and reply to users as required (a notification indicates the number of unread conversations). Messages: to open the messages module and read your e-mail (the number of unread messages is indicated). Others: to return to the page listing all modules. Each module also includes a search field and the + button to add a new record in the current module . Entering a module you might see the following icons at the top alongside the logo (starting from the left): Settings: for accessing the settings for connecting the App to the Cloud or On Site CRM. Exit: to logout from the Wilson for vtenext mobile App. In the list display mode, or when viewing the list of records within a module, there are other icons to help navigate and use the App: Gives access to the list of filters available for the present module Allows creation of a new record within the module Inside each card (Company, Contact, Lead, etc.) there is a series of icons that enable different actions: Conversations regarding the displayed record Notes about the displayed record Calendar events involving the displayed record Tasks involving the displayed record Access to the list of available relations in the displayed record Allows modification of the displayed record The cards contain a number of fields that function as follows: “ Assigned to” field : it is possible to select/display the assignee of the item, in other words the CRM owner User or Group Text field: for inserting a name, number, information , etc.   Pick-list field (drop-down menu): allows selection of a single value from those in the list   Field for selecting the date Text Area field : allows, for example, an extended text description 3. Modules 3.1 Calendar and Tasks These two modules are used to add activities and deadlines in the vtenext Calendar. Everything that is entered will appear within a few seconds in the same Calendar but web side. When a new Calendar record is created it must be assigned to a user (yourself, or another vtenext user) and it can also be associated with a Contact and/or a Company. Other data is also required : the date, start time, status, description, and all other information considered necessary. In the left-hand column it is possible to navigate to other information (and modules) related to the activity just created. The list of Tasks is displayed as follows when this item is clicked in the menu: Clicking on the icon   allows selection of Calendar view modes: Clicking on the icon opens the list of available users (who have shared the Calendar with us): This is how the Calendar appears, opened by clicking this item in the menu. It shows all the appointments for the selected day and their temporal sequence during the day . You can change the view from “Day” to “Month” or view the details of a single task. Day View Month View   3.2 Messages The Messages module allows you to read e-mails using the vtenext App. As soon as the module is opened a screen is displayed like the following: This view shows a list of all folders available for the predefined mailbox and, below, you can choose among the configured Mailboxes . Clicking the button opens a dialogue window for writing and sending a new e-mail. Clicking on the Inbox folder opens the following view with a list of all e-mails in arrival, both read and unread: In both the Inbox and other folders, you can search for emails by using the dedicated field in the header. Additionally, you can activate search in SUBFOLDERS by using the corresponding button: It is also possible to access the 'TO READ' folder to facilitate the use of emails even on mobile: Clicking on a specific incoming e-mail displays a screen like the following : Every e-mail can be associated with vtenext records or can be the starting point for the creation of a new record. The available modules are displayed at the top of the e-mail message display, or by clicking on the icon   3.3 Leads The Leads module is displayed according to the filters available in the App, which are those defined in your user account via web. It is therefore possible to choose how to display this list by clicking on the icon  at the top right. Filters available for the Leads module List of Leads This is how a Lead page is displayed once saved or when searched for within Wilson   fo VTENEXT. There's a ' Open Map ' button that allows you to open Google Maps and locate the Lead Here is how the lead detail page looks once you have saved or searched for it within VTECRM Mobile: From the Leads module in the Wilson app, you can also perform conversion. Just click on the three dots at the top right, which are present in the details of the relevant record. A popup will appear with the option to CONVERT LEAD . Once you click on CONVERT LEAD , the conversion page opens directly, giving you the option to choose what to convert the Lead into (Company - existing or new - Contact and/or Opportunity) and which fields to fill out. Logically, clicking on the icon , shows all the relations in the present record, and clicking on them opens the connected records. All the record details are shown in the center of the display. Organizational layout of the modules related to Leads Conversations Notes PDF Maker Activities (Calendar) Tasks (Calendar) Documents Products Services Messages Visit Reports Trouble Tickets Processes   3.4 Accounts As with the Leads, the Companies are also organized with filters and information cards (address, description, etc.). The relations menu at the top right gives access (and allows additions) to various correlated data items. For example, from the Companies module it is possible to progress to the next stage of the sales cycle, creating a potential automatically correlated with the account information. List view showing filter applied App side (fields displayed below each record) Account detail view There's a 'Open Map ' button that allows you to open Google Maps and locate the Account Organizational layout of the modules related to Companies Conversations Notes PDF Maker Activities (Calendar) Tasks (Calendar) Products Contacts Messages Sales Order Trouble Tickets Potentials Quotes Services Documents Invoices Installations Projects Project Tasks Service Contracts Processes DDT Visit Reports     You can also modify or eliminate the correlated data, for example (as in the figure) the Contact associated with the account. The arrow icon (top right) gives direct access to the Contacts page. N.B.: The order and presence of related items can be modified in the mobile editor layout (configurable web side). Display of a Contact related to a Company   3.5 Contacts As with Leads and Companies, Contacts are also organized with filters and information cards. The main Contact information includes the relation with the respective Company. The relations menu can be used to access (and add) correlated data. Contact Detail view There's a ' Open Map ' button that allows you to open Google Maps and locate the contact. Organizational layout of related modules Conversations Notes Activities (Calendar) Tasks (Calendar) Messages Potentials Touble Tickets Quotes Purchase Orders Sales Orders Products Documents Invoices Services Service Contracts Projects Processes Visit Reports 3.6 Potentials Potentials are starting points for negotiations. The module is organized with filters and information cards. Within the main information, a Potential must be correlated with a Company / Contact (so that the commercial information flow is complete). The relations menu gives access to the data of related modules. As usual, a relation can be added by pushing the relevant button . For example, from a P otential it is possible to progress to the next stage of the sales cycle by creating a Quotation, which is automatically correlated with the Potential / Account information. Potential Detail The image above shows a Quotation related to a Potential Organizational layout of related modules Conversations Notes PDF Maker Documents Activities (Calendar) Tasks (Calendar) Products Contacts Quotes Sales Orders Services Messages Account Processes     3.7 Quotes The Quotations module is again organized with filters and information cards (Customized Information, Address, Terms and Conditions, etc.). Within the main information a Quotation must be related to a Company and a Potential (so that the information flow is complete). The Quotation includes products and/or services to be added (+) along with quantity, price, discount, etc. The relations menu gives access to (or addition of) correlated data. Quote detail Products in a Quotation Totals, Taxes, Discounts, and Shipping & Handling Charges Organizational layout of related modules Conversations Notes PDF Maker Messages Activities (Calendar) Tasks (Calendar) Sales Order Documents Processes   3.8 Sales Orders Sales Orders are also organized with filters and information cards. The main information must include a correlation between the Sales Order and a Company/Contact, a Quotation, and also a Potential (so that the information flow is complete). The relations menu can be used to access and add all correlated data for the modules that appear in the list . For example, from a Sales Order you can progress to the next stage in the sales cycle and create an Invoice. Sales Order Detail Products in a Sales Order Sales Order Total, Taxes, Shipping & Handling Charges, Discounts and Rounding off Organizational layout of related modules Conversations Notes PDF Maker Invoices DDT Activities (Calendar) Tasks (Calendar) Documents Installations Project Tasks Service Contracts Messages Processes       3.9 Invoices Invoices are again organized with filters and information cards. Within the main information an Invoice must be correlated with a Company/Contact and also a Sales Order (so that the information flow is complete). The relations menu gives access and enables addition of correlated data regarding the modules that appear in the list. Invoice details Products in an Invoice Invoice Total, Discounts, Shipping & Handling Charges, Rounding off Organizational layout of related modules Conversations Notes PDF Maker Activities (Calendar) Tasks (Calendar) Documents DDT Installations Messages Processes       3.10 Products In Wilson for vtenext the Products module only exists as a relation for other modules that use it, like Quotations, Sales Orders, Purchase Orders, Invoices, etc. Product description 3.11 Installations Installations are organized with filters and information cards. Within the main information an Installation must be related to a Product and a Company, and also requires a Serial Number. A connection is also required with a Sales Order and an Invoice (so that the information flow is complete). The relations menu can be used to access and add all correlated data for the modules that appear in the list. Installation details Schema di organizzazione dei moduli relazionati Conversations Notes Trouble Tickets Messages Documents Processes   3.12 Services This module contains the list of services that can be offered to customers. As in the Web version, they differ from Products only by including management of man hours, which is difficult to manage using the Products module. The relations menu can be used to access and possibly add data correlated with the related modules present. Service detail Organizational layout of related modules Conversations Notes Quotes Sales Orders Invoices Accounts Potentials Messages Trouble Tickets Purchase Orders Leads Contacts Documents Service Cotracts Processes   3.13 Service Contracts Service Contracts (services measured in hours/days) are organized with filters and information cards. They include direct relations with Companies, Sales Orders, and Services (so that the information flow is complete). Service Contract detail Organizational layout of related modules Conversations Notes Trouble Tickets Messages Documents Processes   3.14 Trouble Tickets The Help Desk module contains all the Trouble Tickets opened by customers or internally by the Technical Support staff. They can be related to Companies/Contacts, a Product, Project, or Project Activity. Trouble Tickets detail In a Ticket display view there is an area for signing by the customer. This serves for the creation of an Intervention Report that can be sent to the customer in PDF format, containing all the Ticket data including the signature (as shown below). Ticket Signature detail   Ticket Signature Window detail   Organizational layout of related modules Comments Conversations Notes PDF Maker Messages Activities (Calendar) Tasks (Calendar) Documents Services Service Contracts Installations Interventions Processes       3.15 Projects Projects is the most appropriate place for managing a new project, checking its development, and coordinating resources. A Plan is typically linked to an Account and its Operations. Project details Operations related to a Plan Organizational layout of related modules Conversations Notes Trouble Tickets Messages Project Tasks Milestones Documents Activities (Calendar) Tasks (Calendar) Processes       3.16 Project Tasks Project Tasks are part of a Plan and are important for establishing “who does what” within a project. Each operation contains information regarding a specific work process, including progress as a percentage of completion. This provides a clear overview for Plans. Like the other modules, Operations is organized with filters and information cards. Within the main information a project activity must be correlated with a Project and a Sales Order (so that the information flow is complete). Project Task detail Organizational layout of related modules Conversations Notes PDF Maker Activities (Calendar) Tasks (Calendar) Trouble Tickets Messages Documents Processes   3.17 Milestones Milestones are useful for managing project deadlines or daily/weekly/monthly/annual company Milestones. As in the other modules, Milestones are organized with filters and information cards and must be correlated with a project. Milestone detail Organizational layout of related modules Conversations Notes Messages Activities (Calendar) Tasks (Calendar) Processes   3.18 Vendors This module is for managing the purchasing cycle. Vendors are organized with filters and information cards (main information, address, notes, etc.). The Purchase Orders module also appears within the Vendors module. This assists management of the purchasing cycle and shows profit margins on Products. Vendor detail Organizational layout of related modules Conversations Notes Contacts Documents Messages Products Purchase Orders Activities (Calendar) Tasks (Calendar) Projects Processes     3.19 Purchase Orders Purchase Orders are again organized with filters and information cards (main information, address, terms and conditions, etc.). Within the main information, a Purchase Order must be related to a Vendor as part of the purchasing cycle. Purchase Order detail Products in Purchase Order Organizational layout of related modules Conversations Notes PDF Maker Activities (Calendar) Tasks (Calendar) Documents Messages Processes     3.20 Visit Reports This module is for managing visits to potential or established customers. As usual it is organized with filters and information cards, where it is possible to note down the details of a visit (main information, expenses, etc.). It is also possible to send a PDF document to a potential customer with details of a completed visit. This provides the customer with a reminder of the visit. Visit Reports detail Organizational layout of related modules Conversations Notes Products Activities (Calendar) Tasks (Calendar) Messages PDF Maker Processes     3.21 Delivery Notes Like all the VTENEXT modules, Delivery Notes are organized with filters and information cards. They must be related to a customer order and an account. Delivery Notes detail Products in a Delivery Note Organizational layout of related modules Conversations Notes PDF Maker Documents Invoices Messages Processes       4. Conversations 4.1 Conversations Clicking on the relevant icon in the control bar at the bottom opens the Conversations panel as shown below . Active Conversations detail The Conversations module allows you to exchange short Messages with other vtenext users on specific subjects. Unread Conversations are highlighted with a darker color while those already read have lighter backgrounds . When you start a new Conversation or reply to an existing one, a screen opens as shown below , where you can write and select user recipients, as shown below. Composing a Conversation When users are selected the following window is displayed. A small pop-up indicates which users are available and those we have already selected. Choice of user recipients A Conversation can also be linked to a record. To do this, simply go to the relevant record page, select Conversations in related items, and add by pressing the + button. As usual, the conversation can be started addressed towards everyone, or only to certain specific users. 5. Settings 5.1 Settings Overview The Settings page can be opened using the icon at the top right of the Home page, displaying the following information General Settings  (not editable) : - Web address: to which the Wilson for vtenext mobile App connects; - Username: identity of the user who accessed the App; - Vtenext version: the currently installed version of vtenext on your server or cloud; - App version: the version currently in use of the Wilson for vtenext App; Notifications :  - Receive push notifications : enable or disable push notifications (only if they have been previously activated from the web settings); - Configure push notifications : you can choose for which modules to receive notifications, set a customized time range to receive them, and choose whether to be simultaneously notified or not when using the web application; - Open settings : to enable or block notifications and to activate or deactivate the notification badge on the mobile device; Two-factors Authentication (2FA): - Biometrics: enable or disable access to the app and other actions that can be performed with the app using fingerprint recognition instead of the device PIN; Settings detail view 1 Settings detail view 2     5.2 Applying Changes When customizations are applied in the CRM (server side), it is necessary to close and then reopen the App in order to see and changes (it is not necessary to Logout/Login). This mainly involves: Changing privileges for modules / fields / profiles Creation, modification, or cancellation of users / groups Filter changes Creation, renaming, cancellation, or modification of visibility of fields / blocks Changes in relations between modules Language changes 5.3 Push Notifications When you first open the Wilson app, you will be asked whether to activate Push Notifications: By enabling Push Notifications in the settings, you can configure for which modules these notifications will be delivered. By clicking on CONFIGURE PUSH NOTIFICATIONS in the settings, you can access the following page: Push notifications settings 1 Push notifications settings 2 ENABLE NOTIFICATIONS   2FA Enable two-factor authentication notifications Talks Enable conversation notifications Messages Enable email message notifications Process Tasks Enable notifications for process tasks involving the user Event Reminders Enable notifications for upcoming calendar events Task Reminders Enable notifications for upcoming calendar tasks General CRM Notifications Enable all general CRM notifications (those that can be read from the web by clicking the bell icon in the top right) RECEIVE NOTIFICATIONS Custom Schedule allows you to choose a custom schedule for receiving notifications (time and day) Always allows you to receive notifications at all times regardless of the day and time ADVANCED Check for concurrent usage Push notifications are not sent if the user is concurrently using the web client 5.4 Two-factors Authentication With the Wilson app, you can enable two-factor authentication by first configuring it in the user settings, as explained in Chapter 2.7.2 Two-Factor Authentication (2FA) . Two-factor authentication can be done in two ways: via device code sent by email (a 6-digit number to be entered when prompted) through biometric fingerprint or face registered on your mobile device With active two-factor authentication (2FA), when accessing the Wilson app, an action will be required from the user As a first step, upon login, you will be asked whether to enable biometrics to avoid entering the 6-digit device code that is sent to the user's email address every time. If you have chosen to access the Wilson app with two-factor authentication from user settings and fingerprint access has not been activated, this is the screen that will appear. In this screen, you need to enter the code that you chose during the activation of the function (ranging from 4 to 8 digits). If fingerprint access has been activated from the app settings, this is the screen that appears. Click on Biometric Access , and the following screen will appear: You will then be prompted to place your fingerprint on the sensor of your mobile device to complete the login. 6. Global Research When it is necessary to search for a record across the entire CRM, start by clicking the magnifying glass icon at the top right . This opens the screen shown below containing some options for refining the search : Search entire CRM Clients Projects Sales Inventory Collaborations Others Global Search detail How to run a Global Search? After typing a search key word, if the “Clients” button is clicked a pop-up opens containing the search results. Clicking on “Others” makes it possible to choose to search within other modules (e.g. Plans, Sales Orders, Potentials, Quotations, etc.). Pressing the “Search entire CRM” button searches the entire database.