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Sugar Community Edition Application Guide 6.0

Sugar Community Edition Application Guide 6.0

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Sections

  • Preface
  • About this Guide
  • Audience
  • Overview
  • Core Features
  • Sales Management
  • Marketing Automation
  • Collaboration
  • Administration
  • What’s New in 6.0.0
  • UI Changes
  • Studio and Module Builder Enhancements
  • Installing and Upgrading Sugar
  • Installation Prerequisites and Guidelines
  • Installation Prerequisites and Guidelines
  • Memory Requirements
  • Database Requirements
  • Securing Your Sugar Installation
  • Compatibility Matrix
  • Downloading and Installing Sugar
  • Using the Sugar Setup Wizard
  • Upgrading Sugar
  • Upgrade Impact on Sugar Customizations
  • Compatibility Matrix for Upgrade
  • Upgrade Prerequisites
  • Using the Upgrade Wizard
  • Locking Down the Upgrade Wizard
  • Converting Sugar Editions
  • Using the Sugar Silent Upgrader
  • Uninstalling a Sugar Instance
  • Getting Started
  • Technical Requirements
  • Technical Requirements
  • Web Browser Window Controls
  • Accessing Sugar and Setting Your User Preferences
  • Troubleshooting Tips
  • User Session Rules
  • Editing Your User Settings
  • User Profile
  • Password
  • Advanced
  • Access
  • Downloads
  • Editing Email Settings
  • Managing Your Password
  • Resetting a Forgotten Password
  • Security Timeout
  • Navigating the User Interface
  • Overview of the Sugar User Interface
  • Overview of the Sugar User Interface
  • Common Module Options
  • Sugar Modules
  • Viewing and Managing Record Information
  • To manage related information in sub-panels
  • Tracking User Activity
  • Creating and Managing Records
  • Assigning Records to Users
  • Tracking and Managing Record History
  • Editing and Deleting Multiple Records
  • To edit or delete multiple records
  • Integrating Data from External Sources
  • Managing Sugar Dashlets
  • Sugar Feed and User Feed
  • Merging Duplicate Records
  • Searching for Information in Sugar
  • Global Search
  • Global Search
  • Basic Search
  • Advanced Search
  • Saving Search Criteria and Layout
  • Home Module
  • Viewing and Managing Predefined Charts
  • Leads Module
  • Creating Leads
  • Managing Lead Information
  • Converting Leads
  • Contacts Module
  • Creating Contacts
  • Managing Contacts
  • Using vCards to Import and Export Contacts
  • Accounts Module
  • Creating Accounts
  • Managing Accounts
  • Opportunities Module
  • Creating Opportunities
  • Managing Opportunities
  • Activities Module
  • Using the Calendar
  • Viewing Shared Calendars
  • Scheduling Calls and Meetings
  • Creating Tasks
  • Creating Notes and Attachments
  • Emails Module
  • Configuring Email Settings
  • General Settings
  • Mail Accounts
  • Email Folders
  • Composing and Managing Emails
  • Using the Address Book
  • Importing Emails into Sugar
  • To assign emails to users
  • Searching for Imported Emails
  • Associating Imported Emails with Other Sugar Records
  • Creating Email Templates
  • Campaigns Module
  • Creating and Importing Campaign Targets
  • Creating a Campaign
  • Types of Campaigns
  • Executing an Email Campaign
  • Creating Email Marketing Records
  • Creating Tracker Redirect URLs
  • Using the Campaign Wizard
  • Running Campaign Diagnostics
  • Testing Campaigns
  • Managing Campaigns
  • Viewing Campaign Status
  • Viewing a Campaign’s Return on Investment
  • To view a campaign ROI report
  • Creating Web-to-Lead Forms
  • Performing a Mail Merge
  • Cases Module
  • Creating Cases
  • Managing Cases
  • Bug Tracker Module
  • Creating Bugs
  • Managing Bugs
  • Documents Module
  • Creating Documents
  • Managing Documents
  • Identifying MS Word Mail Merge Templates
  • Projects Module
  • Creating Projects
  • Employees Module
  • Creating Employees
  • Importing Data
  • Overview of the Import Process
  • Importing Account Data
  • To import account data
  • Importing Contact Data
  • Importing Drop-down List Values
  • Mapping Data
  • Exporting Data
  • To export data from Sugar
  • Administering Sugar
  • Configuring Settings in Sugar
  • Configuring Settings in Sugar
  • Users
  • User Management
  • Role Management
  • Creating Roles
  • Password Management
  • Enabling Authentication in Sugar
  • Sugar Connect
  • Sugar Support Portal
  • Sugar Updates
  • Sugar Support Portal
  • Sugar Updates
  • Online Documentation
  • System
  • System Settings
  • System Settings
  • User Interface
  • Proxy Settings
  • SkypeOut
  • Mail Merge
  • Logger Settings
  • Scheduler
  • Configuring Settings for Scheduler Jobs
  • Diagnostic Tool
  • Upgrade Wizard
  • Backups
  • Repair
  • Currencies
  • Locale
  • Sugar Feed
  • Themes
  • Shortcut Bar
  • Connectors
  • Mapping Connector Fields
  • Email
  • Email Settings
  • Email Settings
  • Inbound Email
  • Campaign Email Settings
  • Email Queue
  • Developer Tools
  • Module Builder
  • Module Builder
  • Deleting Packages
  • Module Loader
  • Studio
  • Editing a Module
  • Editing Field Labels
  • Creating and Editing Fields
  • Editing Subpanels
  • Editing Layouts
  • To edit a List View
  • Exporting Module Customizations
  • Embedding Links and IFrames in a Layout
  • Creating Relationships
  • To create a relationship in Module Builder
  • Configure Tabs
  • Configure Subpanels
  • Rename Tabs
  • Dropdown Editor
  • Bug Tracker
  • Employee Records
  • Advanced Configuration Options
  • Locking Down Upgrade Wizard, Module Builder, and Backups
  • Restricting the Module Loader
  • To restrict the Module Loader
  • Limiting System Resources
  • Configuring Default Permissions for Sugar Files on Linux
  • Index

Sugar Community Edition Application Guide

Version 6.0.0

Copyright Information

Sugar Community Edition Application Guide Version 6.0.0, 2010
Copyright © 2004-2010 SugarCRM Inc. www.sugarcrm.com This document is subject to change without notice.

License
This work is licensed under the Creative Commons Attribution-Noncommercial-No Derivative Works 3.0 License (“License”). To view a copy of this license, visit http://www.creativecommons.org/licenses/by-nc-nd/3.0/ or send a letter to Creative Commons, 171 Second Street, Suite 300, San Francisco, California, 94105, USA.

Disclaimer
Your Warranty, Limitations of liability and Indemnity are expressly stated in the License. Please refer to the License for the specific language governing these rights and limitations

Trademarks
All SugarCRM logos in this document are registered trademarks of SugarCRM Inc. See the SugarCRM trademark policies at http://www.sugarcrm.com/crm/open-source/trademark-information.html for more information on how SugarCRM trademarks can be used.

09/01/10

Contents
Preface ............................................................................................................. i
About this Guide........................................................................................................................................ i Audience .................................................................................................................................................... i Overview................................................................................................................................................... ii Core Features..................................................................................................................................... ii Sales Management...................................................................................................................... ii Marketing Automation ............................................................................................................... ii Collaboration .............................................................................................................................. ii Administration............................................................................................................................ ii What’s New in 6.0.0 .......................................................................................................................... ii Getting Started.................................................................................................................................. iii UI Changes ....................................................................................................................................... iii Studio and Module Builder Enhancements ...................................................................................... iii

Installing and Upgrading Sugar.................................................................... 1
Installation Prerequisites and Guidelines.................................................................................................. 1 Memory Requirements ...................................................................................................................... 1 Database Requirements ..................................................................................................................... 1 Securing Your Sugar Installation ...................................................................................................... 2 Compatibility Matrix ................................................................................................................................ 3 Downloading and Installing Sugar ........................................................................................................... 4 Using the Sugar Setup Wizard.......................................................................................................... 6 Upgrading Sugar ..................................................................................................................................... 10 Upgrade Impact on Sugar Customizations ...................................................................................... 10 Compatibility Matrix for Upgrade................................................................................................... 11 Upgrade Prerequisites...................................................................................................................... 11 Using the Upgrade Wizard .............................................................................................................. 12 Locking Down the Upgrade Wizard................................................................................................ 13 Converting Sugar Editions...................................................................................................................... 14 Using the Sugar Silent Upgrader ............................................................................................................ 14 Uninstalling a Sugar Instance ................................................................................................................. 15

Sugar Community Edition Application Guide

1

.................................................................................................................................................................................................................................................................................................... 37 Leads Module.17 Technical Requirements ........................................................................................ 32 Merging Duplicate Records ...........................................................................................................................................................25 Overview of the Sugar User Interface ............................................................................................ 31 Managing Sugar Dashlets ..................... 33 Searching for Information in Sugar ............................................... 25 Sugar Modules .............................................................................................................................................................................................................................................................................. 18 Troubleshooting Tips.............................................................................. 30 Editing and Deleting Multiple Records .................................................................................................................................................................. 22 Downloads.................................. 41 Converting Leads .................................................................. 29 Creating and Managing Records .................... 24 Security Timeout................................................................................................................................................................................................................................................................................................................................................................................................................................ 35 Saving Search Criteria and Layout.................................. 30 Integrating Data from External Sources ............................ 24 Navigating the User Interface.............. 23 Managing Your Password................................................................................................................................................. 36 Home Module ....................................................................................Contents Getting Started............................................................................................................................................................................................................................................................................................. 31 Sugar Feed and User Feed ................................................................................................................... 18 User Session Rules ..............................................................................................................................................................................................................................................39 Creating Leads ............................... 26 Viewing and Managing Record Information ................ 39 Managing Lead Information .................................................................... 22 Editing Email Settings ........................ 34 Global Search...................................................................................................................................................................................................... 35 Advanced Search ............ 34 Basic Search....................................................................................................................... 19 User Profile.... 29 Tracking and Managing Record History ............................................................................ 29 Assigning Records to Users............. 20 Access............................................................................................................................................. 20 Password...................................................... 20 Advanced....................................................... 17 Web Browser Window Controls............. 23 Resetting a Forgotten Password.................... 18 Accessing Sugar and Setting Your User Preferences ........................................................................................................................................................................................................................................................................................................................................................... 28 Tracking User Activity ............................................................................................................................ 19 Editing Your User Settings................................................ 25 Common Module Options .........................................................................................................................................37 Viewing and Managing Predefined Charts ....................................................................................................................................................................... 42 2 Sugar Community Edition Application Guide ...................................................................................................................................................................................................................

..................................... 63 General Settings................................................................................................................................................... 75 Creating a Campaign .................................................................................................Contents Contacts Module............................................................... 84 Testing Campaigns ...................... 70 Searching for Imported Emails............................... 81 Using the Campaign Wizard........................................63 Configuring Email Settings . 80 Creating Tracker Redirect URLs.....................................................................................................47 Creating Accounts............................................................. 71 Creating Email Templates .......................................................................................................................................................................................................................................................... 67 Using the Address Book .................................................................................................................................... 70 Importing Emails into Sugar.................................................................................................................................................... 59 Creating Notes and Attachments . 67 Composing and Managing Emails................................................................................. 48 Opportunities Module .................................................................................................................................................................................................................................................. 71 Associating Imported Emails with Other Sugar Records.....................................................................................................................................................................55 Using the Calendar.......................................................................................................... 56 Viewing Shared Calendars ............................................................................................................................................................................................................................. 85 Viewing Campaign Status ........................................................................................................................43 Creating Contacts.............................................................................. 44 Using vCards to Import and Export Contacts.................. 79 Creating Email Marketing Records ........................................................................ 56 Scheduling Calls and Meetings.............................................. 72 Campaigns Module......................................... 63 Mail Accounts ................................................................................................................................................................................................................................................................................................................................................................................................................ 60 Emails Module .... 64 Email Folders.................................................... 52 Activities Module .................................................................................................. 43 Managing Contacts ................................................................................. 85 Sugar Community Edition Application Guide 3 ............................................................ 47 Managing Accounts .....................................................................................................................................................51 Creating Opportunities........................ 78 Executing an Email Campaign ....................... 84 Managing Campaigns .................................................................................... 82 Running Campaign Diagnostics ............................................................ 77 Types of Campaigns ............................................................................................................................................................................................................................75 Creating and Importing Campaign Targets ................................................................................................................................................................................................................................................................................................................................. 57 Creating Tasks ................................................................................................ 51 Managing Opportunities ...................................................... 45 Accounts Module......................................................................................................................................................

.....................................................................................................................................103 Creating Employees .......101 Creating Projects ....................................................................................................................................105 Overview of the Import Process ..................................................................................................................................................... 86 Creating Web-to-Lead Forms ......................................................................................................................................................................................................................................................................................................................................................... 97 Managing Documents ...................... 110 Importing Drop-down List Values................................................................................................................................. 115 Users .......................................................Contents Viewing a Campaign’s Return on Investment ................................97 Creating Documents ........... 117 Role Management.................................................................................................................................................................................................................................................................. 99 Projects Module..................... 110 Mapping Data ......................................................................................... 122 Sugar Connect.....................................................................................115 Configuring Settings in Sugar........................................................................................................... 91 Managing Cases .................................................... 87 Performing a Mail Merge ...93 Creating Bugs ................................................................................................................................................................113 Administering Sugar ..............................................91 Creating Cases ... 124 Sugar Support Portal.................................................................................................................................................................................................................. 119 Creating Roles ......................................................................... 119 Password Management ........................................................... 116 User Management................................................... 111 Exporting Data ............................... 93 Managing Bugs ........................................................................................................................................................................................................................................................................... 101 Employees Module ...................................... 98 Identifying MS Word Mail Merge Templates............................................................................................................................................................ 124 Online Documentation................................................................ 88 Cases Module ........................................................... 94 Documents Module ............................................................................................................................................................................ 125 4 Sugar Community Edition Application Guide ........................................................................................................................................................................................................................................ 92 Bug Tracker Module .............................................................................................................................................................. 121 Enabling Authentication in Sugar ............................................................................................................................................................................................................................................................................................................................... 109 Importing Contact Data .............................................. 103 Importing Data ............................................................................................................................................ 124 Sugar Updates................ 105 Importing Account Data ...........................................................................

................................................................... 126 SkypeOut ................................................................................................................. 168 Bug Tracker ................................................................................................................................................................................................................ 138 Sugar Feed ........................................................................ 133 Diagnostic Tool ............................................................................................................................................................................................................................................. 140 Connectors .......................................................................................... 148 Deleting Packages .......................................................................................................... 125 System Settings..................................................................................................... 151 Module Loader..................................................................................................................................................... 142 Inbound Email ............................................................................................................................ 168 Dropdown Editor ..................................................... 129 Configuring Settings for Scheduler Jobs............................................................................................................................... 125 Proxy Settings ........................................... 135 Upgrade Wizard............................................. 140 Mapping Connector Fields ........................................................................................................................................................................................ 125 User Interface ......................................................................................................................................................................................................................................................... 162 Creating Relationships............................................................................................................... 153 Editing a Module ............................................................................. 167 Configure Subpanels............................................................................................................................................................................................ 154 Editing Subpanels.......................... 140 Shortcut Bar ........................................................... 139 Themes.............................................. 167 Rename Tabs ............................................................. 154 Creating and Editing Fields .......... 142 Email Settings............. 141 Email ............................................................................................................................................. 163 Configure Tabs ................................................................................................................................................................................................................................................................................................... 130 Troubleshooting Tips................................................................................................................... 143 Campaign Email Settings ................... 137 Locale ........................................................................................................................................................................................... 127 Logger Settings............................................................................................. 136 Currencies ...................................................................................................................................................................................................... 158 Editing Layouts .................................................................................................................................................................................................................................................................................... 136 Repair.................................................................................................. 146 Email Queue .....................................................Contents System................................................................................................................. 162 Embedding Links and IFrames in a Layout ........................................................................................ 152 Studio.................................. 147 Developer Tools.................................................................................................................................................................................................................................................................. 158 Exporting Module Customizations................................................................................................................................................................................................................................... 148 Module Builder........................................................ 136 Backups................... 170 Sugar Community Edition Application Guide 5 ............................... 128 Scheduler ........................................................................................................................................... 153 Editing Field Labels ....................... 127 Mail Merge ....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... 127 Advanced................................................. 169 Employee Records ......................................................................................

.... 171 Restricting the Module Loader ............................................... Module Builder...............175 6 Sugar Community Edition Application Guide ............................................... 172 Configuring Default Permissions for Sugar Files on Linux .......................Contents Advanced Configuration Options ........................................................................... 172 Limiting System Resources ................................................................................... 172 Index .................................................. 171 Locking Down Upgrade Wizard...................... and Backups......................................................................................................................................................................

It provides integrated management of corporate information on customer accounts and contacts. Readers are not required to have any programming or software development knowledge. Welcome to the community! About this Guide The Sugar Community Edition Application Guide introduces you to some basic CRM concepts and helps you get familiar with the Sugar system. a commercial open source Customer Relationship Management (CRM) application. and assigned tasks. meetings. the most successful lead sources. advances quickly through the development and contribution of new features by its supporting community.Preface Welcome to Sugar. The system seamlessly blends all the functionalities required to manage information on many aspects of your business into an intuitive and user-friendly graphical interface. populate. and therefore. It also describes how to perform a broad range of customer relationship management tasks and administration tasks. The system also offers a graphical dashboard to track the sales pipeline. and maintain information efficiently on all aspects of their customer relationships. Audience This guide is designed for users and administrators who are new to Sugar. Sugar Community Edition Application Guide i . and the month-by-month outcomes for opportunities in the pipeline. or to CRM and Web-based applications. It describes how to install and upgrade Sugar and access it through a personal computer and a Web browser. but should be generally familiar with the use of a personal computer and a Web browser such as Mozilla Firefox. Sugar enables organizations to organize. plus activities such as calls. sales leads and opportunities. Sugar is based on an open source project.

starting with generating and qualifying leads to customer support and resolving reported bugs. edit.0. in both the feature set and usability of the software. each of which represents a specific functional aspect of CRM such as Accounts. you have the power to implement access control for these modules. As an administrator. and Opportunities.0. These modules are designed to help you manage customer accounts through each step of their life cycle. Core Features Sales Management Lead. For example. opportunities.0 With each revision of the Sugar application. tasks.Preface Overview Sugar consists of modules. Leads. and Opportunity Management to share information and pursue new business Account management to manage all customer interactions in a single location Marketing Automation Lead management for tracking and cultivating new leads Email marketing for touching prospects and customers with relevant offers Campaign management for tracking campaigns across multiple channels Campaign reporting to analyze the effectiveness of marketing activities Collaboration Activity management for emails. For example. activities. and meetings Content syndication to consolidate third-party information sources Administration Quickly edit user settings. ii Sugar Community Edition Application Guide . each module displays related information. Contact. when you view the details of a particular account. You can customize the look and feel of Sugar across your organization. the Sugar User Interface has been extensively redesigned and several features have been added or enhanced to improve user experience and performance. and the Activities module enables you to create and manage activities related to accounts. Because many of these steps are interrelated. significant advances are made. Activities. opportunities. and bugs. In 6. and create this information. etc. the Accounts module enables you to create and manage customer accounts. views and layouts in a single location Customize the application with Sugar Studio so that Sugar meets the exact needs of your company What’s New in 6.0. You can view. the system also displays the related contacts. calls. You can even create new modules if needed.

it will not display after your instance is upgraded to Sugar 6. You can set the Address field as a required field. You can customize Quick Create forms for custom modules.0. Hence. and Bug Tracker. as well as in custom modules created using the Issue template. List View has been modified as follows: The Edit icon has been moved to the left. UI Changes The Shortcuts menu has been removed. The Mass Update option is now listed in the Actions menu. All modules set to be displayed will appear in the navigation bar. see “Upgrade Impact on Sugar Customizations”. but is available in other themes. The Information icon has been moved to the right. and these options have been moved to the Actions menu. and the module action links now display below the module tabs. Getting Started A new Admin Wizard guides administrators through branding Sugar for their organization. A new User Wizard guides users through configuring their user profile and preferred settings in Sugar. The “Enter Business Card” feature has been removed from the Contacts module. You can specify the next number in Cases. For information on impact on customizations. Export. The Quick Create Form that displayed below the Shortcuts menu has been removed and will no longer appear in any Sugar theme.Preface Some of the major changes are listed below. You can revert from customized layouts to the default layouts. Sugar Community Edition Application Guide iii . Delete. You can display layout panels as tabs. The Mass Update panel does not display on the page by default. The Grouped Modules feature has been removed. and Email have been removed. You can customize “Select” pop-up windows. You can add custom fields to Sugar Dashlets and to Sugar Dashlet Search. You can set Email Address as a required field. Buttons for actions such as Merge. The Sitemap is not available in the new Sugar theme. Studio and Module Builder Enhancements You can edit properties for standard fields including field lengths and whether the field is required or audited.

Users can use this option to compose emails without navigating away from the page. “DateTime”. Custom modules based on the Person template now display an Email option in the Actions drop-down list in the List View. You can localize relationship labels.Preface New field type. DateTime creates a field to enter the date and time. iv Sugar Community Edition Application Guide .

0 or higher to use with Sugar 6.0. Installation Prerequisites and Guidelines The installation prerequisites and guidelines are listed below. Sugar Community Edition Application Guide 1 .0. After installation. install version 5. you can create users and perform other administrative tasks in Sugar. See the Sugar Community Edition Release Notes for a complete list of the supported software versions.0. Memory Requirements Increase the value of the memory_limit parameter in the php.0. ensure that you have the appropriate components installed on your server. Topics are as follows: Installation Prerequisites and Guidelines Downloading and Installing Sugar Upgrading Sugar Converting Sugar Editions Using the Sugar Silent Upgrader Uninstalling a Sugar Instance Before installing Sugar 6. Note: Install the MB String module on your Web server to support multi-byte characters.ini file as follows: MySQL Server: 96M or higher MS SQL Server: 96M or higher Database Requirements If you are using MySQL. This information is intended for administrators. SugarCRM uses GNU General Public License version 3 for the Sugar Community Edition.Installing and Upgrading Sugar This chapter describes how to install and upgrade Sugar Community Edition.

*\.*\.dll php5. Before you install Sugar.*\. you need to download the SQL Server Driver for PHP version 1.dll php5ts.dll php5ts. After you install Sugar.dll php5. Driver File php_sqlsrv_53_nts_vc6. Securing Your Sugar Installation To ensure that your Sugar installation is secure from unauthorized access.dll php_sqlsrv_52_nts_vc6.dll php5ts. 2 Sugar Community Edition Application Guide .Installing and Upgrading Sugar If you are using Microsoft SQL Server.2 Thread Safe No No Yes Yes No Yes Use with PHP .log through the browser to ensure that error #403 is displayed.txt RedirectMatch 403 (?i)/ +(soap|cache|xtemplate|data|examples|include|log4php|metadat a|modules)/+.1 from Microsoft. access the sugarcrm.dll php_sqlsrv_53_nts_vc9. a .dll php_sqlsrv_53_ts_vc6. and extract the contents to the /ext directory of the PHP installation. set AllowOverride to All for the Sugar installation directory in the httpd. Install the version for SQL Server 2008 even if you are installing on SQL Server 2005.dll php5.3 5.2 5.htaccess file is created in your Sugar installation directory.ini to enable it: extension=<dll_name>. where dll_name is a driver file listed in the table above. For more information.(php|tpl) RedirectMatch 403 (?i)/+emailmandelivery\.3 5. it is recommended that you configure the system as described below.dll php_sqlsrv_53_ts_vc9.dll PHP Version 5. If not. for Apache. check the Apache documentation.3 5. This file contains the following content: # BEGIN SUGARCRM RESTRICTIONS RedirectMatch 403 (?i)^. The driver also requires you to install the Microsoft SQL Server Native Client on the Web server.conf file.dll php_sqlsrv_52_ts_vc6. check your Apache configuration to ensure that htaccess is enabled.log$ RedirectMatch 403 (?i)/+not_imported_.dll Then add the following line in php.3 5. Select from the following DLLs as appropriate for the PHP version you are using.php RedirectMatch 403 (?i)/+cache/+upload # END SUGARCRM RESTRICTIONS To test the validity of these restrictions.

2008 1.0x.8 2.x.0x. Enterprise Server) Oracle Enterprise Linux 5. 5.0.2. 5. XP Excel 2007 Firefox 2.3.5.x XP.2 The PHP setting.0. 3.6. 3.1.4 Sugar Community Edition Application Guide 3 .0. 5. Vista OS X 5.1 Windows Mac PHP PHP CentOS 4. 2.0 MULTIMEDIA Adobe Flash RECOMMENDED STACKS Linux Stack PHP version Apache 7.Compatibility Matrix Compatibility Matrix SUGAR BUILDING BLOCKS PLATFORMS Linux Red Hat 4. 8.0 and above 5. 2.x.2.63.0-5. MBstring.2.2.5.x (Advanced Server. 2003. 2007 Word 2003. 3.0 Supports any version that runs PHP Outlook 2003.0 Safari 4.3x.2.5.6 IE 7.1 2005. 2008.2x 6.8 . 2. 5.0.0. 5.3. 2007.13.2. 7.func_overload =7 is supported Strict mode is supported for MYSQL SUPPORTED VERSIONS COMMENTS Sugar runs on any OS that runs PHP DATABASES MYSQL MS SQL Server WEB SERVERS Apache IIS MAIL SERVERS Exchange QMail GMail Yahoo SUGAR PLUG-INS Sugar Plug-In for Microsoft Outlook Sugar Plug-in for Microsoft Word Sugar Plug-in for Microsoft Excel Client (Browser) 5.

com/ 2. 4 Sugar Community Edition Application Guide .1 2005 2003 5.sugarcrm. If the global_variables parameter is not set to “EGPCS”.com/ sugarshop/downloads.8 6.ini file located in your Sugar root directory. enter your download key into Download Key field and click Submit. ensure that you restart the web server before proceeding with the installation. follow the instructions in this section. Copy the Sugar files to your Web server.ini file. If you have an earlier version of Sugar installed on your machine. Note: If you made changes in the php. Download Sugar files. Linux or Windows. Click Download Purchased Software. 4. and database on your machine as listed in the Compatibility Matrix.0 5. 3. 3.php.Installing and Upgrading Sugar RedHat Enterprise Preferred Databases MySQL SQL Server Windows Stack Windows PHP version IIS Preferred Databases MySQL SQL Server Workstation 4 5. 5. web server. refer to “Upgrading Sugar” for instructions on how to upgrade your Sugar instance.sugarcrm. install the appropriate version of PHP. To download the latest Sugar files 1. 4. 2. navigate to the php. On the Download Manager page. Log in using your Sugar user name and enter the password associated with your account. and change it. Go to http://www.2. Install Sugar Community Edition with the Sugar Setup Wizard. 5. Restart the web server before proceeding with the installation. Navigate to Support & Training/Support Portal or visit http://www. Depending on your platform. The process of installing Sugar is as follows: 1. and set them.1 2005 Downloading and Installing Sugar If you are installing Sugar on your machine for the first time. Check for dependencies and requirements.

Execute for the owner. and Read/Execute for everyone else. The system user that your Web server uses to access files in your webroot varies depending on your operating system configuration. A directory is automatically created within webroot. Prior to viewing Sugar through the browser. This is the directory on your Web server where publicly accessible files are made available by your Web server. The following directories. Rename this directory at any time. To copy Sugar files to the web server After you download Sugar. “chmod 755 <SugarInstallRoot> -R" recursively sets permissions to Read/ Write. Common Web server users include: apache (Linux/Apache) nobody (Linux/Apache) IUSR_computerName (Windows/IIS) If you are unsure of your Web server user. consult your system administrator. Locate your webroot directory on your Web server. Sugar Community Edition Application Guide 5 .php For example: "chgrp ApacheUser. ensure that file permissions are set for Read/Execute to “includes” directory and “sugar root directory “(in addition to the already existing list of directories/files). 1.0.0.Downloading and Installing Sugar 6. all subdirectories. 4.ApacheGroup <SugarInstallRoot> -R" recursively sets ownership for root directory to apache user and group. 5. For example. Click the link to the appropriate zip file to download it. Unzip the Sugar zip file into your webroot. 3.zip. Set permissions on the Sugar files. Common locations for Web root include: /var/www/html/ (Linux/Apache) C:\Inetpub\wwwroot\ (Windows/IIS) C:\Program Files\Apache Group\Apache\htdocs\ (Windows/Apache) /Library/Web server/Documents/ (MacOS X/Apache) 2. and files must be writable by your Web server user: cache custom data modules config. Sugar CE6. you need to unzip the files and set permissions.

For My SQL and SQL Server. by default. If you have the license key. c. a. The installer checks the system for compatibility and then displays the Installation Options screen. Click Next.php You can perform a typical installation or a custom installation. 3. 6 Sugar Community Edition Application Guide .Installing and Upgrading Sugar Using the Sugar Setup Wizard After you copy the Sugar files into your web root. the host name is. To modify any settings. click Next. The Database Configuration screen displays next. enter the Host Name or the Host Instance. 5. click the Back button to get back to the appropriate screen. The Installer displays installation instructions and requirements to help determine if you can successfully install Sugar. If not. you can enter it after you have installed the application. Select Typical Install. 2. If your database server is running on the same machine as your Web server.0/install. you can use the Sugar Setup Wizard. The Database Type screen displays next. While typical installation is recommended. Review the license. To perform a typical installation of Sugar 1. Click Next. 6. Enter the database name. Note: At any time prior to clicking Install in the Confirm Setting menu. you can modify any of your settings. you can choose custom installation for the following reasons: You do not want to use the same Database Admin User as the Sugar database administrator. The Installer uses sugarcrm as the default name for the database. 4. The Sugar URL http://<yourServer>/<yourSugarDirectory>/ install. and click Next. Select the database that is installed on your system and click Next. After you review the information. you can specify a new name for the database.0. b. Launch the browser and enter the URL described above. The Installer displays the Sugar License Agreement screen. However.php is the URL you will use to access the Sugar Setup Wizard. 7. Sugar displays the Welcome page. check “I Accept”. you can enter it in the Download Key field. set to localhost. For example: http://localhost/Sugar-Full_6. You want to specify the locale settings during installation instead of specifying it after you log into the Sugar application.

choose Define user to create. Enter the username and password for the Database Administrator. Reenter the password to confirm it. To obtain a printout of the settings for your records. it displays a dialog box asking you to either accept the database name or choose a new database. click Install. To include the database user password and the Sugar admin password in the printout. Ensure that the Database Administrator you specify has the permissions to create and write to the Sugar database. 8. but you can change it. If you want to change the settings. The Sugar application uses Sugar Database User to communicate with the Sugar database. the system displays the passwords and changes the button name to Hide Passwords. You can click this button to hide the passwords again. Enter the database user name and password in the fields that display below. and click Next. If a database with that name already exists. Enter a name for the Sugar administrator. The default name is “admin”. Accept No as the default value if you do not want the Sugar Demo data. 13. When the setup is complete. click Print Summary. 14. Click Accept to accept the database or else click Cancel and enter a new name in the Database Name field. 9. This screen displays a summary of the settings that you specified. the database tables will be dropped. click Next. 10. the Installer selects the Admin User as the Sugar Database User. e. The Installer displays the Registration page on the screen. Registration is optional. When you click Show Passwords. Click Next. specify the Sugar Database Username. But. For My SQL and SQL Server. select Yes to specify that you want to populate the database with the Sugar Demo data. To select an existing user. This new user information will display under “System Credentials” on the Confirm Settings page at the end of the installation process. The Installer displays the Confirm Settings screen. Sugar Community Edition Application Guide 7 . f. you can create a different Sugar Database user. To begin the installation process. 15.Downloading and Installing Sugar d. The Perform Setup page displays the installation progress on the screen. If you use an existing database name. To create a new Sugar Database user. 12. at this time. This is the user who will have administrative privileges in Sugar. re-enter it to confirm the password. The Installer validates the credentials of the specified administrator. click Show Passwords and then click Print Summary. 11. The Installer displays the Site Configuration screen on the page. Enter a password for the Sugar admin. Then. If not. click Back to navigate to the previous screens. choose Provide existing user from the Sugar Database Username drop-down list. by default.

check “I Accept”. If your database server is running on the same machine as your Web server. 8 Sugar Community Edition Application Guide 6. The Installer displays sugarcrm as default name for the database. by default. click Next. But. 2. b. Ensure that the Database Administrator you specify has the permissions to create and write to the Sugar database. or else click No Thanks to skip registration.Installing and Upgrading Sugar 16. and click Next. at this time. The Installer checks the system for compatibility and then displays the Installation Options screen Select Custom Install and click Next. c. Click Next. To perform a custom installation of Sugar 1. To create a new Sugar Database user. 4. For My SQL and SQL Server. This new user information will display under “System Credentials” on the Confirm Settings page at the end of the installation process. Enter the database name. The Installer displays the Database Type screen. Reenter the password to confirm it. 3. you can create a different Sugar Database user. Review the license. enter the necessary information and click Send Registration. but you can specify a new name for the database. To register your Sugar instance with SugarCRM. a. Enter the username and password for the Database Administrator. set to localhost. The Sugar login page displays on the screen. After you review the information. Accept No as the default value if you do not want the Sugar Demo data. Then. The Installer displays installation instructions and requirements to help determine if you can successfully install Sugar. enter the Host Name or the Host Instance. specify the Sugar Database Username. Enter the database user name and password in the fields that display below. by default. Select the database of your choice and click Next. If not. select Yes to specify that you want to populate the database with the Sugar Demo data. The Installer displays the Sugar License Agreement screen. To select an existing user. . The Welcome page displays on the screen. Launch the browser and enter the URL described above. select Define user to create. the host name is. 5. select Provide existing user from the Sugar Database Username drop-down list. You can now log into Sugar with the Sugar admin name and password that you specified during installation. For My SQL and SQL Server. The Sugar application uses the Sugar Database User to communicate with the Sugar database. the Installer selects the Admin User as the Sugar Database User.

Enter the URL of your Sugar instance. 17. Enter a name for your system to display to users on the Sugar application’s browser title bar. 12. If a database with the specified name already exists. The Installer displays the Registration page on the screen. re-enter it to confirm the password. You can now log into Sugar with the Admin user name and password that you specified during installation. The Installer displays the security options on the Site Security screen. but you can change it. enter the necessary information and click Send Registration. 10. You can set up Sugar during the login process. This screen displays a summary of the settings that you specified. For more information. Enter a name for the Sugar administrator. The Installer displays the Sugar log-in page on the screen. 15. The default name is “admin”. 16. 11. Click Next. Click Next. click Next. To begin the installation process. The Installer displays the Site Configuration screen. and then click Print Summary. Click Accept to drop current tables or else click Cancel and specify a new database name. 20. Sugar Community Edition Application Guide 9 . 19. Enter a password for the Sugar administrator. 8. Click Next. To include the database user password and the Sugar admin password in the printout. it displays a dialog box asking you to either accept the database name or choose a new database. 18. 14. click Install. The Installer validates the credentials of the specified administrator. and click Next. or you can set it up after you have logged in. or else click No Thanks to skip registration. The Perform Setup page displays the installation progress on the screen. If you use an existing database name. Registration is optional. 9.Downloading and Installing Sugar 7. click Show Passwords. see “Accessing Sugar and Setting Your User Preferences”. the database tables will be dropped. This is the user who will have administrative privileges in Sugar. The Installer displays the Confirm Settings screen. To register your Sugar instance with SugarCRM. 13. When the setup is complete. Select the security options of your choice and specify the necessary information in the appropriate fields.

and Sugar Express using the Upgrade Wizard or the Silent Upgrader. then they are ignored and the new default Lead Conversion pages will be used.5.0. If you do not want these fields in your customized layouts. Leads. Bugs.1.0-to-6. 10 Sugar Community Edition Application Guide .sugarcrm. In order to upgrade your Sugar application.0. Opportunities.com/crm/ support and upload it to your local machine.2.5. For Sugar Community Edition.5.0.1. Calls. The Picture field will be added to the Edit View and Detail View layouts of Users. Sugar Professional. Code customizations in Sugar Dashlets are preserved. you need to log into the Sugar application.3 will all use the same upgrade package.0. 5.0. For existing out-of-the-box Sugar dashlets. The Website field will be added to the Edit View and Detail View layouts of Leads. Contacts.5. and Sugar Express you can obtain the Upgrade zip file from the Sugar Support Portal at https://www. CAUTION: It is strongly recommended that you run the upgrade process on a copy of your production system. You can upgrade from Sugar versions 5. you need to download the appropriate Upgrade.0.5.5.3 to Sugar 6.5. All Sugar 5. Employees. and 5. Sugar Professional. you can upload the Upgrade zip file to your local machine from the SugarCRM website.0 will impact existing customizations as follows: Customizations made in Studio and Module Builder are preserved.0.0.5. If the customized pages are in the main module folder. the upgrade replaces existing Search and List definitions with the default out-of-the-box definitions in 6.Installing and Upgrading Sugar Upgrading Sugar This section describes how to upgrade Sugar Enterprise.zip file from the Sugar website to your local machine. to upgrade Sugar Professional from 5.zip file. 5. For example. Contracts. For Sugar Enterprise.0. To use the Silent Upgrader.2. and Targets. you will need the SugarPro-Upgrade5.5. you need to run a PHP script from the command line on the server where the Sugar instance is installed. Cases. and 5.0. Meetings. Notes. and Contacts. Upgrading from 5. the system administrator can remove them. Customized page layouts will change as follows: The Date Created and Date Modified fields will be added to Edit View and Detail View layouts of Accounts.5. Campaigns. Upgrade Impact on Sugar Customizations Upgrading to Sugar 6.x plug-ins and extensions are compatible with Sugar 6. To use the Upgrade Wizard. 5. Code-customized Lead Conversion pages are preserved if they are located in the custom/directory. Sugar Community Edition.0 to 6. This may alter previous layouts and functionality.0.

Navigate to the php.ini file on your Web Server and configure the parameters listed below as follows: Set post_max_size to at least 60MB. you will need to disable it before upgrading your Sugar installation.5. 5. Enterprise Server). Set max_input_time to a large number. You can enable it after the upgrade process is complete. see “What’s New in 6. 5.x. Sugar Community Edition Application Guide 11 .2. CentOS 4. 5.5. 2008 Oracle . For a complete list of changes. Oracle Enterprise Linux 5. If you are using Zend Core 2.ini file and increase the default value of max_execution_time to 6000 seconds.Upgrading Sugar Features that have been removed in 6.2.0.0 .9i. 5. you will need to increase the default value of the parameters listed below before you begin the upgrade process: Navigate to C:\Program Files\Zend\Core\etc\fastcgi.x Mac: OS X Upgrade Prerequisites Backup your current Sugar directory and database before beginning the upgrade process.13.6. modify and save the value of Maximum upload size to 21000000 (20MB).0. If op-code caching is enabled in the PHP configuration file.2005. 2003.0.12.x.0 such as grouped modules will not display after the upgrade. Compatibility Matrix for Upgrade PHP version Databases 5.0x.3.2.2.1 MSSQL . Because the upgrade files are large. Restart the Web Server and then begin the upgrade process. 10g (Oracle is supported only for Sugar Enterprise) Operating systems Windows: XP. and the Release Notes. do the following: In the Advanced section of the System Settings page of your current Sugar installation. Set upload_max_filesize settings to at least 60MB.x (Advanced Server.2 MySQL .1-5. 5.2. Navigate to the php.8-5.1. 2008.0” in the Preface. 5.3. Vista Linux: Red Hat 4.conf and increase the default value for ConnectionTimeout to 3000 seconds and RequestTimeout to 6000 seconds. Set memory_limit to 256MB.

3. The Upgrade Wizard includes critical upgrade logic as well as the SQL commands needed to upgrade the application. click Upgrade Wizard. Click Browse. To do this. If you have customized any module’s PHP file. In the Systems panel of the Administration Home page. then ensure that you set it to a large number or use the default value of 2GB. The upgrade to Sugar 6. any issues with file permissions.0. 6.0 will add and replace files in several locations including the Sugar root directory. and server settings are listed on the page. Log into your existing Sugar application as the administrator and click admin on the right-hand corner of the page. it is strongly recommended that you save it in the Customs directory and not within the main module. is writable. Ensure that the Webserver user has Write permissions to the Sugar database.0.php. ensure that the config.5. If not. Restart Apache and then begin the upgrade process.Installing and Upgrading Sugar If you are using an Apache Web Server and if you have set LimitRequestBody in the httpd.5. Click Next. 2.zip file. download the SugarPro-Upgrade-5. for example. located in the Sugar root directory. If the process completes successfully. 4.0. and Sugar begins the system check process.php file for your installation. click Next. on IIS. existing customizations may be overridden by changes in Sugar 6. This is because. Before using the Upgrade Wizard. The Webserver user must have Write permissions for the root folder and all sub-directories during the upgrade process.0. to upgrade Sugar Professional from version 5. The Upload an Upgrade screen displays on the page. ensure that the CGI application does not time out.0. To convert to Sugar Professional or Sugar Enterprise. The System Checks page displays on the screen. Using the Upgrade Wizard The Upgrade Wizard provides a quick way to upgrade to the latest version of the Sugar application. which is the default value. For example. 12 Sugar Community Edition Application Guide .0-to-6. database. Download the appropriate Sugar Upgrade zip file from the Sugar Website to your local machine.0 to 6.0. If you are using the IIS Web server. set the CGI script timeout to more than 300 seconds. To upgrade Sugar using the Upgrade Wizard 1. The Upgrade Wizard screen displays on the page.conf file. The process of upgrading can take up to 30 minutes. and navigate to the location of the upgrade zip file to select it. during upgrade.0. If the system check is successful. 5. download the appropriate conversion file. Note: Attempting to manually upgrade by simply replacing files and running the upgrade SQL is not supported. accounts. the page indicates that there were no issues.

php file in the Sugar root directory. The Preflight Check screen displays on the page. In the Systems panel of the Administration Home page. Optionally. Merge the file that was installed in the Sugar application directory. then manually merge the files by extracting the skipped file from the patch zip file.Upgrading Sugar The path to the file displays in the Upload an upgrade field. The system uploads the package and displays it on the page.log file in the Sugar folder for information. If you ran the SQL queries manually. 12. Click Done. you can click Show to see a list of files that were copied and the rebuilt results. click Recheck. see “Repair”. Locking Down the Upgrade Wizard If you are managing multiple instances of the Sugar application and you want to maintain complete control over the Sugar instances. If you had chosen to manually merge files or run SQL queries. click Repair and select the Rebuild Relationships and Rebuild Extensions options to perform these actions. you can lock down the Upgrade Wizard to ensure that no user with administrative privileges can upgrade any of them. Click Next. Navigate to the config. To run Preflight Check again. you will need to complete those steps now. 9. 7. By default. Click Upload Upgrade to upload the package to the Sugar application. 8. The page also displays a Delete Package button that you can use to remove the package if necessary. and the Home page displays on the screen. check the upgradeWizard. The Commit Upgrade screen displays on the page. Click Next. The upgrade is now complete. the Upgrade Wizard Runs SQL option is selected as the database update method. 11. Note: If your attempt to upgrade Sugar is unsuccessful. if not click Next. If you unchecked any files to prevent the Upgrade Wizard from overwriting them. 10. You can view differences in the Sugar databases schema between your current Sugar version and the new Sugar version when you click Show Schema Change Script. For more information. select Manual SQL Queries from the Database Update Method drop-down list and select the Check when SQL has been manually run box. You can also view skipped queries. 13. The Debrief screen confirms that the upgrade has been installed. To lock down functions on the Administration page 1. Sugar Community Edition Application Guide 13 .

the CGI (or equivalent) timeout limit.x Sugar Professional 5. you must first convert to Community Edition 6. Conversions are a two-step process.0.0.0.0.0.5.5.1-to-6.5. to move from Sugar Community Edition 5. for the root user it create files as user/group root. For example. The Silent Upgrader either avoids the limitations or better controls the settings in its stand-alone execution environment. Set the following parameter to true as below: $sugar_config['admin_access_control']=true 3.0. You can then convert from Community Edition 6. Note: The silentUpgrade.0 to Enterprise 6.0 You will need to obtain the Sugar license key from your sales representative for the Sugar edition you want.0.0 Sugar Enterprise 6.0. Using the Sugar Silent Upgrader The Silent Upgrader enables you to avoid some of the limitations that the Web application environment may have that prevents the Upgrade Wizard from completing the upgrade.0.php script creates new files for the user who is running it.5.5. Sugar Flavor Sugar Community Edition.zip file.0 using the SugarCE-to-SugarEnt-Conversion-6.Installing and Upgrading Sugar 2.0 Sugar Professional 6.zip file. The upload size limit (by PHP and sometimes even by Web server).0.0. 14 Sugar Community Edition Application Guide . The table below lists the supported conversions.0 Sugar Enterprise 6. Because Apache cannot read this.0.x Supported Conversion Sugar Enterprise 6. and the MySQL (or equivalent) session timeout limit are some of the challenges people run into when upgrading Sugar.0 Sugar Professional 6.0 using the SugarCE-Upgrade5. versions 5. Converting Sugar Editions You can convert from one Sugar edition to another using the Upgrade Wizard.1 to Sugar Enterprise 6.0. First you must upgrade your existing Sugar application from the current version to 6.x Sugar Express.0.0. You can then convert to the desired Sugar edition using the appropriate conversion zip file.0. For example. versions 5. Save the file. you must ensure that the Web server user has the permissions to read and write the script.

After upgrading. 2. MS SQL server. log into the Sugar application as the administrator and rebuild relationships and extensions using the Repair option in the Systems sub-panel. and delete the Sugar root directory.0.0.5. as appropriate. pathToSugarInstance is the full path to the instance being upgraded.zip logFile is the full path to the log file.php [upgradeZipFile] [logFile] [pathToSugarInstance] [adminUser] where: upgradeZipFile is the full path to the upgrade zip file.php script as follows: php. Then delete the Sugar database schema from MySQL.exe -f silentUpgrade. For example. Sugar Community Edition Application Guide 15 . SugarCE- Upgrade-5. Uninstalling a Sugar Instance If you need to uninstall your Sugar instance. adminUser is a valid admin user name. execute the silentupgrade. navigate to the location where Sugar is installed on your machine.0-to-6. or Oracle database.Uninstalling a Sugar Instance To upgrade Sugar using the Silent Upgrader 1. From the command line on the server where the Sugar instance is installed.

Installing and Upgrading Sugar 16 Sugar Community Edition Application Guide .

3. Navigate to Safari > Preferences > Security. Sugar has been successfully tested on the following browsers. If you are not sure whether your system meets requirements or how to use required third-party tools. A current Web browser on your computer. Network access to a server that is running the Sugar software.Getting Started This guide assumes that the resources needed to access the Sugar system are available to you and that you are familiar with how to use them.mozilla.0 and higher 4. Both JavaScript and cookie support must be enabled in the security settings of your browser. JavaScript and cookie support enabled on the Web browser.0 URL www. Web Browser Firefox Safari Version 2.com/safari/ 2. and are usually turned on by default.apple. ensure that you have the following software installed and configured on your system: 1. Topics include: Technical Requirements Accessing Sugar and Setting Your User Preferences Managing Your Password Security Timeout Technical Requirements Before you begin using the system. Check your browser configuration to ensure both JavaScript support and cookie support are enabled as follows: Firefox: Navigate to Tools > Options > Privacy and Web Features.org/firefox http://www. Safari. Sugar Community Edition Application Guide 17 . talk to your manager or system administrator. Your system or network administrator can provide you with a Web address (URL) from which the system can be accessed. such as a Web browser.

Getting Started Note: For detailed information on supported versions for all the Sugar components. see the Compatibility Matrix in the Release Notes. it is recommended that you use the Actions bar or the module tabs to navigate back and forth in the application. Click Login. the User Wizard displays on the screen. If you are a regular user. These screens may not display if you use the Web browser’s Backward and Forward buttons. click this link. Troubleshooting Tips If you cannot log into Sugar. For information on using the Admin Wizard that displays when you log in as an administrator. The Forgot Password? link displays in the Login window if the Administrator has enabled this feature. do the following: Verify that the user name and password are correct. Therefore. After you log into Sugar with this password. and click Submit. Verify with your system administrator that you have the correct user name and password. 18 Sugar Community Edition Application Guide . Web Browser Window Controls Sugar dynamically generates the HTML screens that the Web browser displays when you click certain buttons on a Web page. see “Configuring Settings in Sugar”. If you forget your password. This wizard guides you through the process of entering your Profile information and Locale settings in Sugar. Note: Sugar is designed for a minimum 1024x768-pixel screen display resolution. contact the administrator for a new password. you will need to create a new password on your User Settings page. To configure your user settings 1. Enter the Sugar URL in the address bar of your Web browser. You can also change them from the User Settings page after you log into Sugar. Accessing Sugar and Setting Your User Preferences You access Sugar through a Web browser. Contact your system administrator to ensure that your account has not been disabled. including any capital letters. you can change them in the Wizard if necessary. The system administrator assigns your user name and provides a temporary system-generated password. Sugar will send you a link to the page where you can reset your password. If the administrator has already configured these settings for you. Enter your user name and password. enter your user name and password in the fields that display below. If this link is not available to you. 3. 2.

Sugar displays the Home page on the screen. You can also view the list of modules you are allowed to access. for each module. You can specify your user name and password to send out emails using that email server. Two different users cannot log into a Sugar instance separately with two simultaneous sessions using the same username.sugarforge. Hence. Edit. Language packs change the language on the Sugar User Interface but not the data. you can change to a different language. it is recommended that you do not share your credentials with other users. such as View. 4. the administrator also configures a default SMTP email server to send out email notifications and alerts. You can. you cannot change your level of access to modules. Sugar Community Edition Application Guide 19 . When you are logged into a Sugar instance. You can now begin using the Sugar application. You can edit some of these settings to suit your requirements. Click Next to move from one screen to the next.Accessing Sugar and Setting Your User Preferences Additionally. do the following: When logged into Sugar through a browser. and click Finish to exit the wizard. The default language pack that Sugar uses is the US English language pack. If the System Administrator has installed other language packs. if another user logs into Sugar using your credentials. see “Editing Your User Settings”below. you will see an Email Settings tab in the Wizard.org/. Language packs can be found at http://www. you can also concurrently log into Sugar through the Sugar Plug-in for Outlook (or other plug-ins and extensions using the Web service APIs). If the administrator has enabled users to use this email server for outgoing emails. You can open a unlimited number of pages of a Sugar instance within a single browser. such as the Sugar modules that you want to view when you log in. make the desired changes to your settings. to avoid conflict. User Session Rules For security purposes. Sugar has set the following rules for user sessions: You cannot log into a Sugar instance simultaneously from two different machines or browsers. Editing Your User Settings When you log into Sugar. and Delete. however. and your access level permissions. However. you will be automatically logged out. your name displays at the top right of the screen. or view modules that you are not allowed to access. You can click it to view or edit your default user settings. For a description of User settings.

Email Settings The Email Settings section displays your email address and email client. title. Import/Export Character Set. The default character set to export data is UTF-8. you can change the default settings for the following: Export Delimiter. From the drop-down list. For example. you can enter the dates on this page in the User Holidays section. users in this locale will need to select SJIS as the default export character set instead of UTF-8. 20 Sugar Community Edition Application Guide . displays information such as your title. Employee Information This information. Alternatively. MS Windows uses SJIS in Japan.Getting Started User Profile This tab displays your profile information such as your full name. So. When you go on vacation. This is the character that will be used to separate field values when you export data from Sugar. you must specify the appropriate character encoding for your locale. and your contact information. you can do so automatically. you can override the administrator’s settings with your own. This ensures that the character set used by the Sugar system to create the exported file is mapped to the correct character set on your machine. The system administrator may have set up one or more email addresses for your mail accounts and may have specified your primary email address for your automated response to emails. This character encoding setting is also used when importing data into Sugar. You can edit this information as described in “To change your email settings”. The default is a comma (.). However. It also displays the teams to which you belong. entered by the administrator. you can specify another SMTP server from the Emails module as described in “Configuring Email Settings” Password Use this tab to change your password as described in “Managing Your Password”. Advanced This tab displays the following sections: User Settings In this section. The administrator sets the default export settings such as the delimiter used to separate data in export files and the default character set used to import and export data from Sugar. and email address. If the administrator has set up an SMTP server and has enabled you to use the associated mail account to send out emails. address. your supervisor’s name. your Sugar user name. phone number. Enter the user name and password for your mail account to send out emails using this SMTP server. If the administrator has not enabled you to use the mail account. select a character set to use to export and import data and in Vcard generation. If your locale is not US or Western Europe. you will see fields for the SMTP user name and password.

Accessing Sugar and Setting Your User Preferences Show Full Name. No Opportunities. Default Teams. To move up a module. do not need to be assigned opportunities. you can change the default settings for the following: Edit Tabs. If you are an administrator. click the Down arrow to move down the module. move the module tab to the Hide Tabs list using the right arrow. The System Administrator must also enable this option in order to enable users to use it. use the left arrow to move it from the Hide Tabs list to the Display Tabs list. Sugar Community Edition Application Guide 21 . You can be a member of multiple teams. and therefore. Click Select to choose a team as your primary team. You can hide modules that you do not need to use. Select this option to display your full name in Sugar Feed and User Feed entries as well as in the “Assigned to” field in records. When you enable this option. Note: You cannot hide the Home module. You can also change the order in which module tab display in Sugar. you can apply these settings globally from the Administration Home page. to display a module. select a default time interval as a reminder for calls and meetings. If you are using Sugar Plug-in for Word. To specify a secondary team. you can enable this option to merge data such as names and addresses from Sugar with form letter templates created in Word. Notify on Assignment. Select this option if you are not involved in sales activities. select the module in the Display Tabs list and click the Up arrow. click Add to add a new field and then click Select to choose the team. you can also assign yourself to the role of a Group User through the User Management option on the Administration Home page. Mail Merge. From the drop-down list. To hide a module. Similarly. Layout Options In this section. you will get an email notification when a record from any of the following modules is assigned to you: Accounts Contacts Opportunities Leads Meetings Calls Tasks Cases Bugs Quotas Knowledge Base Campaigns Projects Reminders. If you log in as the administrator.

From the drop-down list. Calendar Options Publish Key. Specify the decimal symbol to use. Locale Settings In this section. 22 Sugar Community Edition Application Guide . The administrator can enable or disable access to any Sugar module. select a date format for time stamps. You can enter a value to specify the maximum number of module tabs to display at the top of page before the overflow menu. From the drop-down list. You can then install it on your machine. Decimal Symbol. Name Display Format. you can change the default settings for the following: Date Format. Currency. The default is mm/dd/yyyy. You cannot edit these settings. appears. The default is a period (. From the drop-down list. The default is the US Dollar. Downloads This tab displays links to Sugar Plugins for Microsoft Outlook. select the number of digits that display after a decimal. Subpanel Tabs. You can provide this key to users of other calendar applications if they want to view your calendar. select the currency to use in records. and Microsoft Excel. Number of subtabs. The default is in hours. Currency Significant Digits. Microsoft Word.Getting Started Number of tabs. Subpanel Links. Set your time zone. and last name (SFL). Time Format.You can enter a value to specify the number of subtabs to display per tab before an overflow menu appears. You cannot edit your roles. To download a plug-in to your local machine. first name. You can enter a key number to publish free/busy information from an external calendar application. select a time format for time stamps. From the drop-down list. You can enable this option to display a row of shortcut links for subpanels. Time Zone. The default is Salutation. Sugar restricts access to your calendar to individuals who can provide this key. You can enable this option to group subpanels into tabs in the Detail View of records. indicated by a down arrow. such as editing and deleting records. Access This tab displays the access permissions that the administrator has granted you for a module to perform specific actions. Roles Scroll down the Access page to view roles that the system administrator has assigned to you. such as Microsoft Outlook. click the appropriate link. Specify how names will be displayed in records.).

If you selected Sugar Email Client. which displays at the top right of the Sugar screen. Managing Your Password When the administrator initially grants you access to Sugar. Enter the SMTP user name and password for your email account. 3. You will need to change this password after you log into Sugar. On the User Profile tab. 2. you will be provided with a temporary password. To add another email address. Click Send Test Email to send out a test email to ensure that the settings are correct. if you customize your Home Page or Dashboard. To change an existing email address.Managing Your Password If you want to revert to your default settings after saving any changes that you made. 5. click Add and enter the email address in the new field that displays below. you can use the administrator-configured SMTP server to send out emails. scroll down to the Email Settings section. Click your name. Ensure that you choose a password that is easy for you to remember. if the administrator has enabled users to use the default SMTP email server for outbound emails. If you selected External Email Client. select the email client of your choice. From the Email client drop-down list. To specify a different email address for automated responses to emails. 4. Click Save to save your settings. 6. Editing Email Settings You can view and edit your default email address. or External Email Client to use an external email client such as Microsoft Outlook. The first email address that you enter is selected as the primary email address. to view your User settings. Email Provider. you can use that email server to send out emails from Sugar. 8. To select a different email address. Select Sugar Email Client to send emails using the default email client that the administrator has configured. Similarly. To change your email settings 1. click Cancel to exit the page without saving your changes. You can add multiple email addresses. but difficult for Sugar Community Edition Application Guide 23 . enter the new address in the field. by default. you can restore the default settings by clicking the Reset Homepage and Reset Dashboard respectively. Additionally. this field displays the email server address. click Reset User Preferences and click OK to confirm your action. click the Primary button corresponding to the email address that you want to specify as the new primary address. select the Reply-to radio button corresponding to the email address that you want to specify as the new reply-to address. 7.

it is recommended that you periodically change your password. enter your new password. Resetting a Forgotten Password If the administrator has enabled the Forgotten Password feature. You can then log into the system.Getting Started others to guess. 24 Sugar Community Edition Application Guide . Sugar will send you an email with a link to access the Password Reset page. When you are ready to resume working with the system. you will see a “Forgot Password” link in the Login window. The system automatically loads the Login page for you. 7. This timeout period is determined by two factors: The lifetime of the PHP Session Cookie (PHPSESSID). You can then log into Sugar with the new password. the system logs you out either because the browser session timed out or because PHP session timed out. Click Save to change the password. click this link to submit your request for a new password. You can change your password at any time. 4. Therefore. If you do not see the Forgot Password link in the Login window. and change your password. 5. The default lifetime is until the browser is closed. In Confirm Password field. 3. You can also close the Web browser windows and re-load the Login page manually in a new browser window. Click Edit. click any button on the screen. Log into Sugar and click your name. enter your current password. Click the Change Password tab. Create a new password that meets the required rules and confirm it. 6. In the New Password field. Security Timeout For security reasons. The system displays a message confirming that your request has been submitted. The PHP session timeout period. which displays at the top right of your screen to view your User settings. the system automatically logs you out if you do not perform any tasks for a specified period of time. enter your new password again. if you do not perform any tasks for a certain time period. The default value is 1440 seconds (24 minutes). For security reasons. If you forget your password. To change the password 1. 2. contact your system administrator for a new temporary password. In the Current Password field.

Common Module Options The following options are available from any screen in the Sugar application: Global Search field. see “Home Module”. The Home page displays a list of your activity records such as calls and meetings. the Detail View of an account displays related contacts in the Contacts sub-panel. the Home module displays on the screen.. Tabs for other modules display alongside the Home tab. When you view a record in Sugar. allows users to enter a letter or a keyword to search all the modules for matching records. accounts. see “Global Search”. You can click a tab to open the module to view.Navigating the User Interface This chapter describes the layout of the Sugar user interface and presents an overview of the functionality. located in the Shortcut Bar. and manage records. Topics are as follows: Overview of the Sugar User Interface Viewing and Managing Record Information Integrating Data from External Sources Managing Sugar Dashlets Merging Duplicate Records Searching for Information in Sugar Overview of the Sugar User Interface The Sugar user interface consists of various modules designed to help you manage customer-related records such as contacts and accounts. When you log into Sugar. a contact can be related to a specific account. For example. groups the tools and functions needed to perform specific tasks. This enables you to work more efficiently. It also displays emails. and cases that are assigned to you. leads. For example. For more information. Each module. the system also displays related records. Sugar Community Edition Application Guide 25 . representing a record type. create. opportunities. This field. Record types can be related to one another. For more information.

title. department. However. Last Viewed. Opportunities. and training courses to guide you through the process of learning the Sugar application. to view your User settings. see “Accounts Module”. Support. see “Home Module”. Admin. These include your name. Contacts. select the record link. located at the top right of the page. Accounts. For more information. probability of close. These settings include your profile information. Place the cursor on a module tab to view this list. This menu lists options to perform actions such as creating and importing records. For more information. Click this tab to view the Opportunities module. number of employees and other data. Shortcuts menu. maintained by the administrator. are common to all modules. Knowledge Base. System links. About. see “Editing Your User Settings”. Click this tab to view the Accounts module. deal amount and other information. Support. layout options. and About. Click this link to view the Sugar Support page. see “Contacts Module”. Use this module to manage your customers. Every user is listed as an employee. This link displays only if you log in as the administrator. and email address. Contacts are usually linked to an account. You can track a variety of information about an account including website URL. To access a record again. For more information. This list. For more information. This link also provides credits and source code references. every employee may not be a Sugar user. displays information such as name. phone number. address. Click this link. and phone number. Click this link to access the Administration Home page to perform administrative tasks. Logout. see “Employees Module”. see “Administering Sugar”. and so on. 26 Sugar Community Edition Application Guide . Employees. Use this module to track people involved in doing business with your organization. This list displays records that you last accessed within the module. Employees. Your Name. Click a name to view detailed information about the employee. Click this link to view a list of other employees in your organization. Click this tab to view the Contacts module. For more information. For more information. the Admin link is also visible. email address. For more information. You can track contact information such as title. When an administrator logs in.System links. Sugar Modules The core Sugar modules are as follows: Home. Opportunities help you manage your selling process by tracking attributes such as sales stages. FAQs. Use this module to track potential customers. which provides links to Sugar documentation. Business subsidiaries can be linked to parent businesses in order to show relationships between accounts. located at the top right-hand corner of the page. The Home module provides a quick view of the relevant data and activities that you select for display. see “Opportunities Module”. Click this link to learn more about SugarCRM and view version information.

see “Leads Module”. Use this module to report and track bugs associated with a product. week. tasks. assign publication and expiration dates. Bug Tracker. see “Campaigns Module”. including both internal and external invitees. the release of software involved. Click this tab to view the Cases module. Meetings. Use this module to track and manage tasks for multiple projects. Use this module to send. Tasks can be assigned to different users and assigned estimated hours of effort. its Sugar Community Edition Application Guide 27 . You can also share your calendar with your coworkers to coordinate your daily activities. see “Documents Module”. and for email-based marketing campaigns. Tasks. Manage outbound and incoming phone calls between you and your customers. Manage notes and file attachments. Cases. and calls. see “Emails Module”. Calls. Click this tab to view the Campaigns module. as well as track related open and completed activities. mail or email-based campaigns. Documents. Use this module to help Customer Support manage product problems and inquiries by tracking information for each case such as its status and priority. For more information. which your administrator can make available to you: Projects. the user assigned. You can also automate email management. For more information. Use this module to create and manage marketing campaigns. These can be telemarketing. Manage meetings. For more information. Sugar provides the following modules. and receive emails. Click this tab to view the Emails module. You can also upload your own documents. Campaigns. create email templates for automated responses. and specify the users who can access them.Activities. month. its resolution. see “Projects Module”. For more information. see “Cases Module”. Notes. For more information. the user assigned. Manage a list of actions that you need to complete by a specific date. see “Activities Module” Activities consist of the following sub-modules: Calendar. Click this tab to view the Documents module. For more information. As tasks are in progress or completed. users can update the information. Click this tab to view the Leads module. Leads can be fed into the Sugar system automatically from your website. Use this module to view a list of documents that you can download. For more information. that you schedule or accept. Click this tab to view the Activities module. In addition. or to search for existing activities. Use this module to create or update scheduled activities. View scheduled activities (by day. Use this module to track individuals or companies that are potential customers. or year) such as meetings. You can implement and track marketing campaigns. Leads. Emails. Customer support representatives can manage software-related support problems or inquiries to completion by tracking information for each bug such as its status and priority.

if you have Edit permissions. 2. The system paginates long lists. and duplicate the record. Detail View: The Detail View displays the available information such as the record name. opportunities and so on. Each sub-panel consists of rows to list links to multiple records. in a table format. Detail View. place the cursor on the Information icon located at the end of the record row. The list view also displays. see “Bug Tracker Module”. The related records are displayed in the separate sub-panels. Alternatively. For example. opportunities. For more information. From a module’s List View. click Cancel. 28 Sugar Community Edition Application Guide . The Actions drop-down list. links to individual records. to reverse the sort order. To exit the Edit View without saving your changes. phone numbers. Viewing and Managing Record Information Every module represents a record type such as accounts or opportunities. Edit View: The Edit View allows you to revise existing information and add more details to a record. The Detail View provides options to edit. and deleting records. For more information. located next to the record name. Make the necessary changes and click Save. other options include updating. if necessary. delete. Sugar provides three types of views for every module: List View. click any column title that has a double-arrow icon beside it. edit. in columns. to navigate to the Edit View. 3. click the column title again. You can click a record name to view the details in the Detail View. you can click the Edit icon. Email addresses. and Edit View. You can add more records to the list. and delete related records in the sub-panels. click the corresponding Edit icon. other relevant information such as names. To view and edit record information 1. click a record name to see its Detail View. and related records. To sort the list. You can change the default view by adding or removing columns depending on the information that you want to view. and account names for each record. and so on. and click the View icon in the Additional Details popup window. The Detail View displays related information in sub-panels. exporting. see “Searching for Information in Sugar”.type (defect or feature) as well as track related activities. an account’s Detail View displays sub-panels for related activities. located above the record name. For example. To edit a related record. a contact’s Detail View lists sub-panels for related activities. merging. Alternatively. displays options to perform actions such as emailing individuals or adding them to a campaign target lists. You can also create. modified date. List View: The List View displays.

and deleting records also depend on the access permissions that the administrator grants you. you can associate more than one contact with an account. click the arrow icon that is located next to its name. A list of available records for the sub-panel displays in a separate window. you are the user assigned to manage it. Sugar automatically assigns this record to you. or click the Select button to select it from the Users list. The List View on a module’s Home page displays existing records. Select the module in which you want to create a record. Users can view the assigned user for records from the Detail View and Edit View. 4. to choose a record from an existing list. drag the panel to the new location and release the cursor. Tracking User Activity The Last Viewed bar displays your recently accessed records. click the rem icon corresponding to the record. You can view this list when you select the View option from the module menu. 2. The sub-panel records no longer display but the sub-panel name and the arrow icon are still visible. To select one or more records from the list. enter the user’s name. for example. This feature enables you to quickly associate multiple records. To remove a related record. such as creating. To change the assigned user. On the module’s Home page. click the box adjacent to the record name and then click Select. by default. hold down the cursor. For example. When a record is assigned to a user.To manage related information in sub-panels To minimize a sub-panel. Your ability to perform actions within a module. click Create above the sub-panel. To assign users to records 1. and click OK to confirm your action. to display the sub-panel. if you do Sugar Community Edition Application Guide 29 . select Create from the Actions bar. The system adds the records in the sub-panel. choose Create Accounts. Creating and Managing Records You can access a module only if the administrator grants you permission to access it. editing. click the arrow icon again. Enter the record name. You can change the user assignment if you need to do so. to create a record in the Accounts module. To move a sub-panel to a different location on the page. click Select above the sub-panel. To create a new record. Sugar sends out an email notifying the user. place the cursor on the arrow icon. 3. Assigning Records to Users When you create a record.

and date. In the Detail View. 5. select Mass Update to view the Mass Update sub-panel. 3. click the appropriate edit or rem icon respectively. To edit or delete a record. To view the details of a listed note. click Archive Email. To assign the record to a different user. Tracking and Managing Record History The detail page of every record displays a History sub-panel that enables you to track record-related activities such as meetings. Click Save to save the record. click Create Note or Attachment. Editing and Deleting Multiple Records Most of the modules provide a Mass Update sub-panel on their home page that enables you to edit or delete one or more of the listed records simultaneously. For example. and save it. 4. To view a summary of all the listed records. 5. Each row in the panel displays icons to edit or remove a record. Make your changes and click Update. Click Save. 30 Sugar Community Edition Application Guide . To archive an email. in a separate window. select the records that you want to edit. click Edit. and attachments. and archived emails. To edit information. To edit or delete multiple records 1. replace your name with the appropriate user’s name. click its title. meeting. attachment. To manage record assignments 1. 4. click the Clear button to remove the existing user name from the field. You can also use this sub-panel to create and record new activities. To edit or delete an assigned user. 3. status. notes. click the record name in the List View to view the record details. copy the email’s contents into the Email form. 2. such as subject. The fields that you can edit vary depending on the module. To add a note or to attach a file. Alternatively.not want to assign a user. For more information. or email. see “Creating Notes and Attachments”. click Select and choose from the Users List. 2. To track and manage record history 1. This feature is useful to update information shared by several records such as the assigned user. click View Summary. 5. 3. From the Actions drop-down list. in the Contacts module you can change the related account. 2. in the module’s List View. The Edit View displays on the screen.

its symbol displays next to the account name. images. The selected records are updated. Point the cursor at the LinkedIn symbol in the Sugar record. You can add Sugar Dashlets for modules. Sugar Community Edition Application Guide 31 . status. For example. User Feed enables users to post their status along with external links. you can add more than one Activity dashlet. and from the pop-up window. Typically. and specify the fields you want to view. Other fields that display in this panel vary depending on the module. You can filter records based on criteria such as date. Managing Sugar Dashlets Sugar Dashlets are user-configurable panels that allow you to customize your Home page to view information of your choice. and tools such as Sugar Feeds and Team Notices. Sugar Feeds enable users to notify each other immediately when one of them creates or modifies a record. Navigate to the record’s Detail View. You can add and remove Sugar Dashlets as needed. 4. Click Update to save your changes. and subject. check with the administrator to ensure that the functionality has been enabled. you can add a maximum of 10 Sugar Dashlets on your Home page. select the connection that you want to view. charts.To reassign the record to a different user. Integrating Data from External Sources You can bring data into Sugar from external systems and data sources using Sugar Cloud Connectors. A Sugar Dashlet displays a list of records similar to a module’s List View. Note: If you cannot add or move Sugar Dashlets. To integrate data through a Cloud Connector 1. You can add multiple Sugar Dashlets of the same kind and configure each one differently. and YouTube videos. you can also use Sugar Cloud Connectors to view and add data to a Sugar record from third party data providers. but the administrator can change this setting. By default. You can also move a Sugar Dashlet to a different location on the page. If the system administrator has enabled LinkedIn for the module. Sugar provides a connector to LinkedIn. you use the import functionality to add a large volume of data from an external system. Developers can extend the functionality of Sugar Dashlets to provide users with additional capabilities. However. click Select to choose a new user from the Users list. websites.

The Charts tab displays pre-defined report charts under Basic Charts. To add a chart Sugar Dashlet. Additionally. filters. and click the Edit icon. To refresh a Sugar Dashlet. and then release the mouse. drag it to the new position and release. To move a Sugar Dashlet. and so on. enter the URL in the appropriate field on the Web tab and click Add. assigned user. Sugar Feed and User Feed The Sugar Feed dashlet on your Home page enables users to notify each other immediately when one of you creates a new contact. select it from the Tools tab. point your cursor at its title bar. 32 Sugar Community Edition Application Guide . 2. and click the Delete icon. Click the Add Dashlets button located at the top right-hand corner of the Home page. To add a Jot Pad. 3. press and hold down the mouse button and move it to the new location. You can add multiple Sugar Dashlets of the same type and configure each other differently. To add a module Sugar Dashlet. or case. and the columns to display. or Sugar Feed. point your cursor at its title bar. 3. select the module on the Modules tab. Users are also notified when a lead is converted and when a case or opportunity is closed. point the cursor at its title. Your Home page displays the Sugar Dashlet. The Properties dialog box displays in a separate window. and click the Refresh icon.To add Sugar Dashlets 1. To edit a Sugar Dashlet. On your Home page. To manage Sugar Dashlets 1. opportunity. and so on. To rearrange the position of a Sugar Dashlet on the Home page. For example. To rearrange and edit Sugar Dashlets 1. the number of rows to display. 4. You can add a chart dashlet to your Home page or to the Dashboard. the User Feed enables you to post your status along with external links. lead. click OK to confirm its removal. images. To remove a Sugar Dashlet. place the cursor on its title. When the system displays a message seeking confirmation. The Add menu displays in a separate window. Click Save after you have made the desired changes. and YouTube videos. point your cursor at its title bar. To add an external Website or a News feed. 5. select the chart from the Charts tab. you can add two Sugar Dashlets for Accounts and display different columns. 2. 3. 2. You can specify the title. You can also filter records based on date.

Cases. you can do it from the module’s List View. If you need to search for duplicates of a record and then merge them. 2. The My Sugar Feed dashlet displays on the selected tab of your Home page. Before the duplicate records are deleted. The system highlights primary record fields that have different values from the duplicate records. Click Post. click Find Duplicates. The Merge Records page displays fields from primary record on the left and fields from the duplicate records on the right. and select Link. 3. history. Contacts. Opportunities. If you already know of the duplicate records that you want to merge. or YouTube video. on the detail page of a record. This ensures that there is no confusion and that your users are accessing information from only one source. If the User Feed is enabled. YouTube. Sugar Community Edition Application Guide 33 . the information automatically displays in the Sugar Feed dashlet. To merge duplicate records from the list view 1. or Image respectively. the system deletes the duplicate records.Note: If you select the Show Full Name option in your User settings. you will see your username and a field to enter the status information to post. Alternatively. or video in the Sugar Feed dashlet. Merging Duplicate Records You can merge duplicate records into a single record to update and clean up your data. image. Leads. 5. select My Sugar Feed from the Tools tab. You can select which fields you want to merge and when the process completes. The posted link. image. contacts are moved from the duplicate records to the primary record. To post an external link. select two or more duplicate records and click the Merge Duplicates link. and Bugs. The posted information displays on the Home page for all users. you can do so from the record’s Detail View. To add a Sugar Feed or a User Feed Dashlet 1. When you perform an action such as creating a contact or converting a lead. Click Add Sugar Dashlet on your Home page. You can merge duplicate records in the following modules: Accounts. related information such as activities. In the Add window. your full name will display in Sugar Feed and User Feed entries. in the My Sugar Feed dashlet. On the module’s home page. enter the URL or path in the field next to it. 4.

a. To merge duplicates from the Detail View 1. 5. click Set as Primary above the duplicate field. Select the records that you want to merge and click Perform Merge. The system searches Accounts. 2. Contacts. The system merges the selected fields. 2. Click a record in the List View to navigate to its Detail View. 34 Sugar Community Edition Application Guide . Select one or more filters and click Next Step. click the Trash icon located next to the field name. To replace a field in the primary record with a field from a secondary record. The system moves that record to the left. b. Click Find Duplicates. moves all the related information to the primary record. You will have to set filters to specify the field that you want to search for. Leads. You can also perform a quick search for a specific field value. You can perform the following types of searches in Sugar: Global Search Basic Search Advanced Search Global Search You can perform a global keyword search at the system level for text that matches the beginning of key field names.Note: The system treats the first record that you select as the primary record but you can change to a different record. Click Save Merge. For example. Searching for Information in Sugar You can search for information across Sugar or restrict it to a specific module. The Merge Records page displays on the screen. The first step of finding duplicates display on the screen. and deletes the duplicate records. to remove a filter. The search results display all the records that contain duplicate information for the specified field. The system uses a line to demarcate fields that have different data from the fields that have identical data. click its name in the search results. use the << button. Fields that have differing data display above the line. To view the details of a record. Merge records as described in “To merge duplicate records from the list view”. To specify one of the duplicate records as the primary record. 3. 4. you can search for records that have the same billing address or phone number.

click Advanced Search. followed by records from other modules. For example. click the Show All link that displays at the bottom of the Search result list. enter a letter or a keyword in the Search field and press Enter or click the adjacent Search icon. Advanced Search To further filter the search results. You can edit or delete records in the search results as described in “To edit or delete multiple records”. Global Search looks for one field at a time. select My items. last name. The search fields are context-sensitive and vary depending upon the module you are searching. You can also enter a letter to find all records whose names contain that letter. enter the record name. matching opportunities are listed first. Text entered in search fields needs to match from the beginning of the value stored in each record unless the wildcard character is prepended. or the full name in the Search field. To perform a global search. The search result lists records for the module from which you perform the search at the top of the list. you can enter the first name. then only records that match the selected fields are included in the Sugar Community Edition Application Guide 35 . To perform a basic search. When searching for contacts. if you perform a global search from the Opportunities module. Searching for “%Acme” will also match account names such as “ABC Acme Industries”. Typing additional characters restricts the search results. last name. global search on Sugar installations running on Oracle is case-sensitive. For example. For contacts. or the first letter of the name in the Search field and click Search. global search on Sugar installations running on the MySQL database is not case-sensitive. Sugar will search for all records that start with the letter “a”. Click Clear to clear the search filters.Opportunities and Cases and displays search results for each of these modules in separate sub-panels. To find only records assigned to you. When you type a character in a field. or full name. searching for “Acme” will match account names such as “Acme Industries” or “Acme Funds”. if you enter “a”. For example. Basic Search You can perform a basic search based on record name from the Search form in the List View of most modules. you can enter the first name. Sugar appends the % wildcard character when searching text fields. global search may or may not be case-sensitive. the system performs a quick search of possible values and presents a list of values starting with that character. and then click Search. To view the full search results from each module in separate panels. If text is entered in more than one search field. In general. Depending on your database configuration. The fields available for Advanced Search vary depending on the selected module.

Saving Search Criteria and Layout You can use the Saved Search and Layout option to specify information that you want to find as well as the layout of the search results. To edit or delete multiple records in the search results. select it from the Saved Searches drop-down list from the module’s home page. change the criteria as needed in the fields above. The Saved Searches drop-down list displays the last saved search at the top of the list. select the saved search from the drop-down list.filtered list. To view a saved search. 6. and assigned user. select it from the Display Columns list and use the right arrow to move it to the Hide Columns list. 5. 3. You can save the search results in the specified layout for future use. To delete a saved search. To modify a saved search. you can view or hide details such as the record name. and then click OK to confirm the deletion. To remove a column from List View. Enter a name for the search results in the Save this search as field and click Save. 7. use the Mass Update subpanel as described in “To edit or delete multiple records”. You can save an unlimited number of search results. select it in the Saved Searches drop-down list. The name now displays in the Saved Searches drop-down list. You can also sort the results in ascending or descending order. searching for “fred*” would only match first names like “Fred*erick” or other “Fred” names containing the asterisk (*) character. Note: Numeric search strings will match anywhere in a field. 36 Sugar Community Edition Application Guide . To save and manage search criteria 1. Then all matching records are displayed in a series of paginated lists. In other words. click Delete. select it from the Hide Columns list and use the left arrow to move it to the Display Columns list. For example. and click Update. To add a column to List View. 2. The system displays the results below. 4. Advanced Search also provides the option to save search criteria and related search results as Saved Search.

opportunities. The Home page displays a collection of Sugar Dashlets that display information pertaining to your activities such as meetings and calls. Notifies you when other users and create a new contact. My Leads. Lists the top five opportunities sorted by the amount. and the start date. My Emails. Opportunities with a status of “Closed-Lost” or “Closed-Won” are not included. It also displays records assigned to you. including the name. including the account and phone numbers. You can use these charts to view sales and opportunities for your organization. You can edit predefined charts to suit your requirements. including the case number. remove. and status. My Calls. including the subject of the call. and move as needed. Viewing and Managing Predefined Charts A chart is a graphical display of a report You can add charts based on predefined reports on your Home page. but you cannot delete them. lead. click the 37 . opportunity. and date created. Lists phone calls set up by you or includes you. My Accounts. Sugar Dashlets are userconfigurable panels that you can add. Lists invitations to meetings set up by you or others including the subject of the call.Home Module When you log into Sugar. To refresh the view after an update. Displays a list of leads that you created. My Open Cases. For more information. My Top Open Opportunities. Click the Edit icon to modify a chart. Sugar provides several charts based on predefined reports. such as accounts. and the start date. Tabs for other modules display alongside the Home tab. business phone number. My Meetings. or case. see “Managing Sugar Dashlets”. My Sugar Feed. the duration. Displays accounts assigned to you. You can click any colored area to drill down to the underlying data. and cases. Each distinctively colored area on a chart is linked to the data set that it represents. Displays a list of customer issues assigned to you for resolution. priority. Lists your unread emails that were imported into Sugar from external mail accounts. you will see your Home page. subject. You can display up to 10 opportunities in this dashlet. the duration.

Sugar resets your Home page. This is a pie chart that groups total sales opportunities by each lead source. 2. Campaign ROI. All Opportunities by Lead Source. click Reset Homepage. This is a horizontal bar chart that displays the total dollar amounts for all your opportunities grouped by sales stage. However. You can view the following predefined charts from the Home page: All Opportunities by Lead Source by Outcome. and click OK to confirm the action. Each bar is made up of multi-colored segments that represent the outcome proportions for the pipeline in that month. To recalculate the data source for a specific chart. doing so will delete any new Sugar Dashlets that you added to the Home module.Home Module Refresh icon. Pipeline By Sales Stage. To revert to default Home page settings 1. Each bar is made up of multi-colored segments that represent the outcome proportions for that lead source. Outcome by Month. You can revert to the default Home page setting at any time. On your User Settings page. This is a bar chart that displays the return on investment for a campaign. 38 Sugar Community Edition Application Guide . You can add additional Sugar Dashlets to your Home page as described in “Managing Sugar Dashlets”. Click your name located at the top right-hand corner of the page. click the associated Refresh icon above the chart. This is a vertical stacked bar chart where each bar displays the total sales pipeline for each month. This is a horizontal stacked bar chart that displays total opportunities for each lead source.

Enter the URL to the website of the individual’s organization. In the Leads Overview section. tab-delimited. if any. click Create Leads.Leads Module Leads are early contacts in the sales process. and track sales leads or unqualified opportunities along with related activities. Mobile. you can select the default value for the Lead Source. For more information on importing data. Enter the lead’s last name. Creating Leads You can create Leads in Sugar and you can also import them into Sugar using a comma-delimited. Enter the department to which the lead belongs. such as Direct Mail. Office Phone. Email. You can associate a lead with any type of campaign to track the effectiveness of the campaign in generating opportunities for your organization. see “Importing Data”. and history. To create a lead 1. Enter the business title of the lead. Other Phone. 2. Enter the lead’s first name. Enter the lead’s email address. Primary Address: Enter the primary address and Other Address information. 39 . Enter the name of the company related to the lead. select the Copy address from left checkbox. Enter the lead’s office phone number. Department. Website. To import Leads. When you convert the lead. To copy the other address from the primary address. Title. Other Email. Trade Show. enter the following information: First Name. Account Name. Enter the lead’s fax number. Last Name. if any. When you import Leads. Use the Leads module to create. and so on from the drop-down list in the Default Value column. manage. you have the option to create the account as a related record. Fax. Enter the lead’s alternative phone number. Enter the lead’s mobile phone number. Enter the lead’s alternative email address. or custom delimited file. In the Actions bar. sales campaigns. click Import in the Actions.

To add an additional email address. 40 Sugar Community Edition Application Guide . Referred by. the system automatically enters the address for you. lead should recycle to marketing for future follow-up Dead: No opportunity and/or bad data Status Description. select Opted Out. Note: Sugar requires the “Converted” status. Description: Enter a brief description for the lead. By default. Recycled: No opportunity at this time. Select the status of the lead from the drop-down list. You can add multiple email addresses. select Invalid to indicate it. Lead Source Description. it must not be removed. If someone referred the lead to you. enter the campaign name or click Select to select it from the Campaigns list. Email Address: Enter the email address for the organization and your contacts and campaign targets within the organization. The status options are listed below. From the drop-down list. select the origins of the lead such as Trade Show or Direct Mail. However.Leads Module If you select a lead from the Lead list. or click Select to choose from the User List. click the Add icon. If you sent out campaign emails this contact and the individual chose to opt-out of receiving them. The system automatically changes the status in this field. 3. enter the information in this field. and hence. In the Other section. Click Save to save the new lead information. Do Not Call. Enter the name of the individual who is assigned to the record. the administrator can change these to suit your organization’s requirements: New: Unassigned. Campaign. To associate the lead with a campaign. However. you can edit this information if needed. specify the following information: Assigned to. Enter a brief description of the lead source. If an email address is incorrect. this is assigned to you. enter the following details: Status. Enter a brief description for the lead status. Check this box to add the lead’s name to the Do Not Call list. This is to ensure that the lead is not contacted through the phone during campaigns. click Cancel to return to the Leads home page without saving the information. Lead Source. In the More Information section. new lead Assigned: Newly assigned to user In Process: Currently active Converted: The status appears as converted after the Convert Lead link has been selected.

Click Save to update the information. To add one or more leads to a campaign target list. Similarly. select the data source from the lead’s Detail View. click Manage Subscriptions. Managing Lead Information Managing leads includes tasks such as importing and exporting leads. To export records. click Delete. To duplicate a lead. To view detail information. To delete a lead. click the View Change Log link. click Duplicate. use the Search sub-panel on the Leads Home page as described in “Searching for Information in Sugar”. on the detail page. To merge duplicates.Managing Lead Information After you save the lead. use the Mass Update panel as described in “To edit or delete multiple records”. You can create activities and view past marketing activities. You can change the information in the duplicate record to create the new lead. Sugar Community Edition Application Guide 41 . select them from the list. follow the process described in “Using vCards to Import and Export Contacts”. To import and export leads through vCards. To edit or delete information some or all the leads. To track changes to the lead information over time. For more information on importing data. click the Export link and follow the process described in “Exporting Data”. on the detail page. see “Importing Data”. the lead’s detail page displays on the screen. For more information on data sources. click the Merge Duplicates link and follow the process described in “Merging Duplicate Records”. To manage newsletter subscriptions. To import records. To add the individual to a newsletter subscription mailing list. on the detail page. To edit information. and tracking them through their lifecycle. click Edit. Duplication is a convenient way of creating a similar lead. click on the lead name the list. click Import in the Actions bar. To pull in data from external data sources such as LinkedIn. drag the newsletter from the Newsletters Subscribed to list to the Available Newsletters list. You can also import leads as vCards just as you import contacts. to remove the individual from the mailing list of a newsletter. including a list of any campaigns that were sent out to the lead. To manage leads To search for a lead. select them in the List View and click Add to Target List to select the list from the Target Lists pop-up window. on the detail page. see “Integrating Data from External Sources”. select the newsletter from the Available NewsLetters list and drag it to the NewsLetters Subscribed To list.

click the arrow and choose the account from the Accounts list. To archive a related email. associates it with the related records and displays links to the new records. To associate the lead with an existing account. 4. Note: You can create Web-to-Lead forms for use in your Web-based campaigns and other sources such as your Website. To create a note. opportunities. in the Detail View.Leads Module To view and edit related information in a sub-panel. scroll down to the History sub-panel where related emails are listed and click Archive Email to view the Create Archived Email form. You can copy and paste the email content into the form and save it for your records. 42 Sugar Community Edition Application Guide . Information such as name and address that you entered when creating the lead displays on this page. Sugar displays fields to enter the information. You can also create other related records such as a note. 2. For example. 3. The Create Account checkbox is selected to create a new account for the lead. This Lead information is saved in the Sugar database and can be used to generate opportunities for your organization. Sugar creates a new contact. click Convert Lead. Sugar displays the Convert Lead page on the screen. task. you can convert them into contacts. To convert a lead 1. Enter the required information and click Save. and opportunity if the administrator has enabled you to do so. select the appropriate checkbox. On the Lead’s Detail View. see “Creating Web-to-Lead Forms”. and accounts. or opportunity. if you select the Create Opportunity checkbox. You can also view these records from the contact’s Detail View. fields such as Opportunity Name and Expected Close Date display below. You can edit and add information as needed. Converting Leads After leads have been evaluated and qualified. For more information. see “To manage related information in sub-panels”. appointment.

For more information. You can associate a contact with any record such as an account. Enter the contact’s fax number. tab-delimited. View Contacts. Enter the contact’s work number. Address: Enter the primary address and Other Address information. To copy the primary address into the Other Address section. or campaign. A contact is any individual who is a valid sales lead. enter the following information: First Name. In the Contacts Overview section. In the Actions bar. 2. Click this option to import a vCard file from your local system. Office Phone. opportunity. Creating Contacts You can create contacts in Sugar and you can also import them into Sugar using a comma-delimited. or custom delimited file. Enter the account name associated with the contact. Sugar Community Edition Application Guide 43 . The Actions bar displays the following options: Create Contact. Enter the contact’s last name. Enter the contact’s business title. select the Copy address from left box. Import Contacts. Associating a contact with a campaign enables you to track the effectiveness of the campaign in generating opportunities for your organization. Account Name. a lead that has been evaluated and assessed for a possible sales opportunity. Fax. that is. click Create Contact. To create a contact 1. Click this option to create a record for a new contact. Mobile. Click this option to import contact information from an external application or file. Create Contact From vCard. alternatively. Enter the contact’s first name.Contacts Module Use the Contacts module to create and manage contacts for your organization. Last Name. click Select to choose from the existing list of accounts. Click this option to view a list of your existing contacts. Title. see “To import data”. Enter the contact’s mobile phone number.

Campaign. click the Add icon. in the Detail View. such as direct mail or trade show. To add one or more contacts to a campaign target list. enter the campaign name or click Select to select it from the Campaigns list. To associate the contact with a campaign.Contacts Module If you select a contact from the Contact’s list. select Invalid to indicate it. Email Address: Enter an email address for the contact and select Primary. Similarly. To manage contacts To delete one or more of the listed contacts. Click Save to save the record and view its detail page. Lead Source. enter the following details: Reports To. To add additional email addresses. use the Mass Update panel as described in “Editing and Deleting Multiple Records”. you can edit this information if needed. Managing Contacts Managing contacts includes tasks such as editing. If you have installed Sugar Plug-in for Microsoft Outlook. To edit contact information. specify the following information: Assigned to. you are assigned to the contact. By default. select the source that generated the lead. In the Other section. Sync to Outlook. Do Not Call. However. the system automatically enters the address for you. In the More Information section. Select the individual who is responsible for communicating with this contact. Select this box to add the contact to the Do Not Call list. From the drop-down list. importing and exporting contact records. click Edit. select this box to synchronize this contact information with Outlook. select them in the List View and click Add to Target List to select the list from the Target Lists pop-up window. To display the Detail View for a contact. select Opted Out. click on the contact name in the list. Description: Enter a brief description for the contact. This is to ensure that the contact is not targeted during campaigns. if the contact is related to an account. 44 Sugar Community Edition Application Guide . If you sent out campaign emails this contact and the individual chose to opt-out of receiving them. Click Cancel to return to the Contact’s home page without creating the new contact. 3. Sugar automatically auto-fills this field with the account’s primary address. If an email address is incorrect. Click Select and select the contact’s supervisor from the Contacts list.

3. To track changes made to contact information over time. on the detail page. click Manage Subscriptions. In the Choose File dialog box. drag the newsletter from the Newsletters Subscribed to list to the Available Newsletters list. For more information on importing data. Using vCards to Import and Export Contacts vCards are electronic business cards that can be exchanged through applications such as Internet mail and Web browsers. You can save it to your local machine in order to import it into other applications. click Browse to navigate to the vCard location on the local file system. see “Integrating Data from External Sources”. in the Detail View. or on your local machine. click Duplicate. Similarly. To import a vCard 1. Duplication is a convenient way of creating a similar contact. In the Actions bar. Click Save to update the information. click the Merge Duplicates link and following the process described in “Merging Duplicate Records”. select the file and click Open. You can also create a vCard file from the record’s Detail View and save it in Outlook. 2. To manage newsletter subscriptions. To manage records in a sub-panel. or import them from another application. to remove the individual from the mailing list of a newsletter.Managing Contacts To archive a related email. click Import in the Actions bar of the Contacts Home page. To pull in account data from data sources such as LinkedIn. click the Export link and follow the process described in “Exporting Data”. the system automatically creates a vCard for it. When you create contacts in Sugar. You can change the information in the duplicate record to create a new contact. select them from the list. On the Contacts Import VCard page. You can copy and paste the email contents into this form and save it for your records. in the Detail View. Click Import vCard. For more information on data sources. To import records. Sugar displays the file path in the Contacts Import vCard field. To duplicate contact information. In Sugar. scroll down to the History sub-panel where related emails are listed and click Archive Email to view the Create Archived Email form. you can view and create a vCard file from the record’s Detail View. Sugar Community Edition Application Guide 45 . see “To manage related information in subpanels”. To merge duplicates. To add the individual to a newsletter subscription mailing list. click Create from vCard. select the data source from the contact’s Detail View. in the Detail View. select the newsletter from the Available NewsLetters list and drag it to the NewsLetters Subscribed To list. see “Importing Data”. To export records. click the View Change Log link located below the Edit button. 4.

Contacts Module

The information in the vCard displays on a new Contacts detail page. The system displays a vCard button adjacent to the contact name. You can click this button to open the vCard file and edit the information. To edit or to save a vCard to a different location 1. In the Detail View of a contact, click the vCard button located next to the contact’s name. The system displays a dialog box asking you if you want to open it or save it on your desktop as a .vcf file. 2. To edit the vCard, open it, make the necessary changes and save it; to save it to your local machine, select Save.

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Accounts Module
Use the Accounts module to create and manage customer accounts for your organization.An account contains your customer information such as name and address. Each account can be associated with other records such as opportunities and contacts. The Actions bar displays the following options: Create Account. Click this option to create a new account. Accounts. Click this option to view a list of existing accounts. Import. Click this option to import account information from external systems and data sources. For more information, see “To import account data”.

Creating Accounts
You can create accounts in Sugar, or you can import them into Sugar using a commadelimited, tab-delimited, or custom delimited file. To create an account 1. Click Create Account. 2. In the Account Overview section, enter the following information: Account Name. Enter a name for the account. Website. Enter the URL for the organization’s website. Office Phone. Enter the office phone number. Fax. Enter the fax number for the organization. Address. Enter the billing and shipping addresses. To copy the Billing Address to the Shipping Address section, select the Copy address from left checkbox. Email Address: Enter the primary email address for the account. To add additional email addresses for your contacts and campaign targets within the organization, click the Add icon. To indicate the primary email address, select Primary, if you sent out campaign emails this contact and the individual chose to opt-out of receiving them, select Opted Out, if the email is incorrect, select Invalid. Description: Enter a brief description for the lead. In the More Information section, enter the following information: Type. Enter the account category such as Customer or Partner.
Sugar Community Edition Application Guide

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Accounts Module

Annual Revenue. Enter the annual revenue for the organization. SIC Code. Enter the Standard Industrial Classification code that indicates your organization’s type of business. Member of. Enter the names of organization associated with the account. Campaign. To target the account for a marketing campaign, click Select to choose an existing campaign. Industry. From the drop-down list, select the industrial sector to which the account belongs. Employees. Enter the number of employees in the organization. Ticker Symbol. Enter the stock ticker symbol for the organization. Ownership. Specify the owner information. Rating. Enter the organization’s rating in the industry. In the Other section, specify the following information: Assigned to. Enter the name of the individual you want to assign to the account or click Select to choose from the User List. By default, this record is assigned to you. 3. Click Save to save the new account information; click Cancel to exit the page without saving the information.

Managing Accounts
Managing accounts includes tasks such as adding, editing, and deleting accounts. To view and manage accounts To sort the Accounts List View, click any column title which has the icon beside it; to reverse the sort order, click the column title again. To edit or delete all or some accounts on the list, use the Mass Update panel as described in “Editing and Deleting Multiple Records”. To import records, click Import in the Actions bar of the Home page. For more information on importing data, see “Importing Data”. To export records, select them from the list, click the Export link and follow the process described in “Exporting Data”. To add one or more accounts to a campaign target list, select them in the List View and click Add to Target List to select the list from the Target Lists pop-up window. To view the details of an account, click its name in the list. The detail page displays sub-panels for related records such as Activities, History, Contacts, Opportunities, and Leads. You can create new records or edit existing ones. To edit an account, on the detail page, click Edit, make the necessary changes, and click Save.

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see “Integrating Data from External Sources”.Managing Accounts To pull in data from data sources such as LinkedIn. in the Detail View. click the Copy button. click Delete. Duplication is a convenient way of creating a similar account. To track changes the account. To merge duplicates. To delete the account. You can copy and paste the email contents into this form and save it for your records. To archive a related email. select one or more contacts and click Copy Address to Checked Contacts. The system duplicates the account and displays its detail page. scroll down to the History sub-panel where related emails are listed and click Archive Email to view the Create Archived Email form. see “To manage related information in sub-panels”. Sugar Community Edition Application Guide 49 . and click Save. on the detail page. click the Merge Duplicates link and following the process described in “Merging Duplicate Records”. in the Edit View. click View Change Log below the Edit button. on the detail page. select the data source from the account’s Detail View. You can change the information in the duplicate record to create a new account. on the account detail page. To copy the account’s billing or shipping address to the associated contact records. click Duplicate. To view or manage related records in a sub-panel. For more information on data services. To duplicate an account.

Accounts Module 50 Sugar Community Edition Application Guide .

and at the Negotiation sales stage. A sales stage.Opportunities Module Use the Opportunities module to create and manage sales opportunities. and view related records. In the Actions bar. You can create an opportunity not only from the Opportunities module. enter the campaign name or click Select to select it from the Campaigns list. To create an opportunity 1. qualified leads. or Quote. On the Opportunities page. probability increases to 80%. enter information for the following fields: Opportunity Name. or you can import them into Sugar using a comma-delimited. the system calculates the probability of a sale. Closed Won. Creating Opportunities You can create opportunities in Sugar. such as Qualification. You can associate an opportunity with a campaign to track the campaign’s effectiveness in generating opportunities for your organization. the system calculates the probability as 65%. To associate an opportunity with a campaign. 2. Based on the sales stage. but also from the Convert Lead page. or custom delimited file. and from the Detail View of an Account. Campaign. For example. Enter the estimated amount of the sale. The estimated sales amount can vary depending on the sales stage. Currency. Contact. The administrator defines and sets the sales stage depending upon the requirements in your organization. Quote Amount. Every opportunity must be associated with an account. You can associate an opportunity with only one account but you can associate it with multiple leads and contacts. or Closed Lost identifies how close you are to making the sale. tab-delimited. For more information. at the Proposal sales stage. Sugar Community Edition Application Guide 51 . see “To view a campaign ROI report”. Note: You can associate an opportunity with only one campaign. click Create Opportunity. Enter a name for the opportunity. Select the currency used from the drop-down list. Any campaign-related opportunity that generates revenue is reflected in the campaign’s ROI (Return on Investment) chart. An opportunity specifies the estimated sales amount for an account and is tied to a sales stage.

However. Click Save to create the new opportunity. use the Mass Update subpanel as described in “Editing and Deleting Multiple Records”. click any column title which has the icon beside it. From the drop-down list. specify the following information: Assigned to. then the probability changes to 100%. Specify the current status of this opportunity from the drop-down list. see “Importing Data”. click Cancel to return to the Opportunity home page without saving the information. The value specified for the Sales Stage determines the default value displayed in the Probability field on the Opportunity page.Opportunities Module Account Name. Sales Stage. click Import in the Actions bar of the Home page. Description. 52 Sugar Community Edition Application Guide . To edit or delete some or all the listed opportunities. To merge duplicates. The expected or estimated close date for this particular opportunity. Expected Close Date. To export records. From the drop-down list. click Select. to reverse the sort order. Type. Enter the next step in closing a sale. To import records. click the column title again. if the Sales Stage value is Closed/Won. By default. this record is assigned to you. and exporting records. you can manually change the Probability% value. importing. To manage opportunities To sort a list view. Probability (%). Lead Source. In the Other section. To view the details of an opportunity. Managing Opportunities Managing opportunities includes tasks such as editing. For example. Enter a brief description of the opportunity. The system determines the values for this field based on the selected Sales Stage value. To choose from the list of existing accounts. 3. click the Export link and follow the process described in “Exporting Data”. Next Step. click the Merge Duplicates link and following the process described in “Merging Duplicate Records”. specify the lead source such as Trade Show or Cold Call. Enter the name of the individual you want to assign to the record or click Select to choose from the User List. Enter the name of the account related to the opportunity. click the opportunity name in the list. For more information on importing data. specify whether the opportunity is from an existing customer or a potential customer. select them from the list. deleting.

To delete an opportunity. click Duplicate. To track changes to an opportunity over time. To duplicate an opportunity. To archive a related email. click the View Change Log link. in the Detail View. on the detail page. click Edit. on the detail page. You can change the information in the duplicate record to create a new opportunity. scroll down to the History sub-panel where related emails are listed and click Archive Email to view the Create Archived Email form. Sugar Community Edition Application Guide 53 . on the detail page.Managing Opportunities To edit the details. To view and manage related records in a sub-panel. see “To manage related information in sub-panels”. click Delete. Duplication is a convenient way of creating a similar opportunity. You can copy and paste the email contents into this form and save it for your records.

Opportunities Module 54 Sugar Community Edition Application Guide .

the Activities sub-panel of an account’s Detail View displays scheduled calls. View Meetings. and tasks. Create Note or Attachment. a meeting. The status of a task is changed to “Completed”. Click this option to view and manage calls as described in “To manage calls and meetings”. For example. From the Detail View of a record. you create a comprehensive history of your activities and correspondence for your assigned accounts and contacts. Click this option to view and manage tasks as described in “To manage tasks”. View Tasks. An activity automatically moves to the History sub-panel when any of the following events occur: The activity is manually closed. Click this option to create or view notes as described in “Creating Notes and Attachments”. Click this option to schedule a call as described in “Scheduling Calls and Meetings” Schedule Meeting. The status of a scheduled call or meeting is changed to “Held” or “Not Held”. Click this option to create a task as described in “Creating Tasks”. you can schedule a meeting with one or more contacts to discuss a specific account or opportunity. An activity is related to a record such as an account or a contact. Sugar Community Edition Application Guide 55 . When you schedule an activity. Click this option to view and manage meetings as described in “To manage calls and meetings”. or a task as described in “Creating Notes and Attachments”. you can view related activities. meetings. View Notes. View Calls. you can also create notes and attachments if necessary. Create Task. meetings. Click this option to create a note or an attachment for a call. you can link it to related notes and attachments. For example. The Actions bar of the Activities module displays the following options: Log Call. When you associate activities with records. When you create the activity. and tasks.Activities Module Use the Activities module to schedule and manage activities such as calls. Click this option to schedule a meeting as described in “Scheduling Calls and Meetings”.

You can click any activity on your calendar to edit the information. click the Edit icon. any planned activities are displayed along with associated dates. duplicate. 4. click Shared. The page displays the Shared Calendar sub-panel. For example. Click this option to import external data into a note as described in “Importing Data”. edit. In the week. When you save the information. Use the calendar to schedule your appointments. and delete any appointment. On the Calendar home page. click its subject title. 2. calls. and delete their subordinates’ appointments. and follow the process described in “To schedule a call or a meeting”. You can view a list of existing tasks on the right side of the main calendar body. meetings. Click on a specific time to schedule a call or a meeting at that time. click the appropriate button at the top left of the main screen. The system displays a drop-down list of users. For any scheduled call or meeting. For more information. Subordinates can only view their Manager’s appointments as free/busy time. To view your calendar by day. you can add a note summarizing the outcome of a call or a meeting. Administrators have full access to any user’s calendar and the permissions to edit. you can create a related note or attachment. To view the details of a task. To view shared calendars 1. The user’s calendar displays any existing appointments. such as creating a task and archiving emails. In each format.Activities Module Import. Viewing Shared Calendars Users can view each other’s calendar in order to schedule appointments. and tasks.by one day. click the appropriate option in the Actions bar. week.Choose a user and click Select. In the Calendar Options sub-panel of your User Settings page. Using the Calendar The Activities Home page displays a calendar and a Tasks list. you can click on any date to view it in day format. month or year. Managers have permissions to view. see “To configure your user settings”. month or year. the system displays the detail page where you can view and manage related information such as contacts and notes. You can also perform other activities related to a call or a meeting. To view a user’s calendar. To schedule a call or a meeting. In Day format. week. You can move backwards and forwards in the calendar. 56 Sugar Community Edition Application Guide . you can create a Publish Key to allow users of other applications such as Microsoft Outlook to view your calendar. the calendar lists the hours of the day vertically. month or year format. 3.

the time period. you can update its status for the record. Select this box and specify the default time from the drop-down list below to send a reminder when a call or meeting is due. the day. select one of the following: Inbound. contacts. Choose this option if it is an outbound call. Add Invitees. Not Held. the busy time displays as a brown block. in hours and minutes.Scheduling Calls and Meetings Scheduling Calls and Meetings You can schedule calls and meetings with users. from the adjoining drop-down lists. Choose this option if it is an inbound call. Click the Calendar icon and select the date. or if you cancel it for any reason. Planned. enter or select the name of the related record such as an account. After you save this information. change the status from Planned to Held. If a call or meeting did not occur for any reason. Enter the subject of discussion. After a call or meeting is completed. When you enter a date. If other calls or meetings are already scheduled. and the time of the call or meeting. change the status from Planned to Not Held. click Log Call or Schedule Meeting. To schedule a call or a meeting 1. the participants. You can create a note or add attachments before or after a call or a meeting occurs. opportunity or contact from the drop-down list. Held. you can send out an invitation to all the participants immediately or at a later date. You can use the Add Invitees sub-panel to find users that you want to invite as described in “To add invitees”. Enter information in the following fields: Subject. This option is for Calls only. and the status. and leads. Status. 2. the Calls page or the Meetings page displays the following sub-panels: Scheduling. In the Actions bar of the Activities Home page. The system will send out a reminder to all participants at the specified time. From the drop-down lists. The Scheduling sub-panel displays details such as the name of the attendees. the busy time is blocked out and colored blue. you are creating a record with information regarding the subject of discussion. Sugar will implement it in the event that you do not set a reminder when you create a call or Sugar Community Edition Application Guide 57 . After you complete a call or meeting. Start Date. Outbound. Related to. This option is for Calls only. Choose this option if the call or meeting is scheduled to take place. Optionally. If you set a default time for reminders on your User Settings page. When you create the call or a meeting. If there are scheduling conflicts. When you schedule a call or a meeting. you must also select the time. Reminder.

To import a list of calls or meetings. enter the meeting location. a whole address. Duration. To manage calls and meetings To sort a list view. click its name on the list. To add invitees 1. optionally. Click Save to save the call information. a whole name. Assigned to.Activities Module meeting. use the Mass Update panel as described in “Editing and Deleting Multiple Records”. 2. Add invitees as described below. The default time will display in the Detail View after you save the record. see “Importing Data”. 4. The list of invitees displays in the Scheduling sub-panel. click Cancel to return to the Calls home page or Meetings home page without saving the information. or a partial address. The new call or meeting that displays on the page retains all the information of the original record except for the status. or lead: First Name. click Select to select from the Users list. To view the details of a call or meeting. The system closes the original call or meeting and changes its status to Held. For more information on importing data. click Import in the Actions bar of the Activities Home page. click any column title which has the icon beside it. click the column title again. You can add a letter. or a partial name. 3. The system displays the search results below with a Add button next to each name on the list. enter a brief description for the purpose of the call or meeting. revise the information and click Save. Description. if 58 Sugar Community Edition Application Guide . For meetings. To assign a different user. Optionally. By default. 5. Last Name. a whole name. to reverse the sort order. Specify the user who is assigned to the record. which by default is set to Planned. it is assigned to you. You can change it in the Edit View. enter all or any of the following information for a user. contact. In the Add Invitees sub-panel. To create a copy of the call or meeting. click Close and Create New. To edit a call or a meeting. Enter the number of hours in the adjoining box and select the number of minutes from the drop-down list. click Edit. Click Send Invites to send out an invitation to the participants. To update information for some or all calls or meetings. Click Search. 3. Click the appropriate Add button to send an invitation to the user. 6. You can add a letter. You can add a letter. on the detail page. Location. or a partial name Email.

Enter the due date information if you want to add the task on your calendar to receive a reminder when it is due. On the Tasks page. click Create Task. select the Only my items option. click Cancel to exit the page without saving your changes. 2. click Duplicate in the Detail View. Due Date. By default. Click Select to select the individual who is assigned to the task. Associated information such as contacts. click Delete. If there is no specific start date for the task. select the record and click the rem icon. use the Mass Update sub-panel as described in “Editing and Deleting Multiple Records”. click the Calendar icon and select the completion date for the task. and then click OK to confirm the deletion. enter the time in the adjoining box. on the detail page. click Advanced. To remove an association with another record. To create a task 1. When you create a task. and click Save. make the changes. you must also select the time. it is assigned to you. click OK to confirm the removal. and notes are displayed in sub-panels. If there is no specific deadline for the task. Enter the subject of the task. Creating Tasks Based on your work-related activities. You can change the information in the duplicate record to create a new activity. select the None box. Assigned to. In the Actions bar of the Activities Home page.Creating Tasks you do not want to save your changes. click the Calendar icon and select the start date for the task. To edit or delete multiple calls and meetings. To perform an advanced search with additional search filters such as related record. To edit a related record. To duplicate a call or meeting. users. enter the subject or the contact name in the Search sub-panel above and click Search. select the None box. To find a specific call or meeting in the list. To search only your records. To delete a call or meeting. When you enter a date. enter information in the following fields: Subject. you can relate it to a specific record such as an account or an opportunity. Start Date. Optionally. You can also revise the task status and priority at any time to keep your records up-to-date. click the Edit icon in the sub-panel. in hours and minutes. you can create tasks and assign them to yourself or to other users. Duplication is a convenient way of creating a similar activity. Optionally. Sugar Community Edition Application Guide 59 . from the adjoining drop-down lists.

From the drop-down list. Notes enable you to add comments on a subject and maintain a record of discussions pertaining to a call. Click Select to select a specific individual who is the contact for the task. on the detail page. In Progress. make modifications if needed. is set to Not Started. see “Importing Data”. enter information for the following fields: 60 Sugar Community Edition Application Guide . and click Save. click Import in the Actions bar of the Tasks Home page. To create a note or add attachments 1. To change the status of the task to Completed and create a new one. Related to. click Duplicate. Click Save to create the task. or task. select a priority that reflects the importance of completing the task. On the Activities tab. click Delete and click OK to confirm the deletion. use the Mass Update panel as described in “Editing and Deleting Multiple Records”. you can choose another related record such as an opportunity or contact from the drop-down list. Enter a brief description of the task. To manage tasks To edit or delete multiple tasks. Creating Notes and Attachments You can create or import notes related to a specific call. due date. click Cancel to exit the page without saving your changes. 4. meeting. You can view notes and attachments associated with a record from in the History sub-panel in the Detail View. and Completed. To duplicate the information. Status. Enter the name of the related account or click Select to search for one. Description. revise the information. 2. For more information on importing data. Instead of an account. To import tasks. You can also attach supporting documents to a note. meeting. on the detail page. click Cancel to exit the page without creating the task. and status. it is assigned to you. click Close and Create New. To edit the information. The Tasks page displays details such as the subject. Duplication is a convenient way of creating a similar task. You can change the information in the duplicate record to create a new task. click Edit. or task from the Activities module or from the History sub-panel of a record’s Detail View for distribution to participants. Contact Name.Activities Module Priority. click Cancel to exit the page without duplicating the task. on the detail page. By default. select the current status of the task. such as Not Started. On the Notes page. and click Save. click Create Note or Add Attachments from the bar. From the drop-down list. To view the details of a task. To delete the task. click its subject. The status of the new task. 3. by default.

Duplication is a convenient way of creating a similar note. To manage notes To edit or delete multiple notes. click Edit. Click Select to choose one from the Contacts list or to search for a contact in the list. You can change the information in the duplicate record to create a new note. and click Save. Note Subject. and select the file. Enter the text of the note in this box. To view the details of a note.Creating Notes and Attachments Contact. click Import in the Actions bar of the Tasks Home page. click the subject line. click Delete and click OK to confirm the deletion. 3. click Browse. revise the information. make modifications if needed. Enter the name of the contact. click Cancel to return to the Notes list without duplicating it. see “Importing Data”. To delete the note. navigate to the location of the file. use the Mass Update panel as described in “Editing and Deleting Multiple Records”. click Cancel to return to the Notes detail page without saving your changes. To import tasks. To duplicate the information. Related To. For more information on importing data. The system deletes the note and returns to the Notes list. Optionally. Note. Click Save to create the note or attachment. click Duplicate. Sugar Community Edition Application Guide 61 . Enter the subject of the note. Attachment. click Cancel to return to the Notes home page without saving your changes. and click Save. select the related record from the drop-down list or click the Select icon to search for one. To edit the information. To attach a document that is located on your machine.

Activities Module 62 Sugar Community Edition Application Guide .

The Settings window displays tabs for General settings and for Mail Account settings. General Settings The General settings tab displays options to specify the character set. View and process emails on external mail servers without downloading them into the Sugar database. To specify general settings 1. General settings apply to all your personal mail accounts in Sugar. and the bottom half of the right panel displays the contents of the email selected from the list above. Search for imported emails based on specific parameters. and automatically check for incoming emails. Create a related record. You can use the Emails module for the following: Compose and send emails. Configuring Email Settings Settings in Emails enable you to manage how you view and compose emails. compose emails. Associate an imported email with a related Sugar record such as a bug or an account to create a communication thread for future reference. Sugar supports the IMAP protocol for viewing emails in your external mail accounts and for sending emails composed in Sugar. and configure mail settings display at the top of the Emails home page. Other settings are optional. signature.. which you can change. You can customize these settings to suit your requirements. Some of these settings have default values. Click Settings at the top of the page. Using IMAP enables you to access IMAP folders selectively on the mail server in Sugar. Options to check for incoming emails. Enter values for any of the following fields: Sugar Community Edition Application Guide 63 . from an email. 2. Some settings are pre-configured with default values. the top half of the right panel lists emails. Import emails into the Sugar database for necessary action. such as a bug.Emails Module The Emails module is an email client that enables you to manage your emails. The page is divided into panels: the left panel contains the Folders list and Search.

Select this box to place your signature above the content of the email to which you are responding. Check this box to send emails in plain text format instead of the default HTML format. Sugar displays the Mail Account Properties window on the screen. and. Specify the number of emails that you want displayed per page in the pane containing the email list. The Settings window displays on the page 2. Character Set: From the drop-down list. Signature above reply. Send Plain Text Emails Only. Emails per Page. Your User settings page displays your default settings. If you want the system to check your mail accounts automatically for new emails. and password for all users. Group mail accounts are used to view and distribute emails addressed to the organization rather than an individual user. 3. To use a signature image file located on a hosted website. you can change an email’s format from the Options panel on the Compose email page. Only administrators can set up group mail accounts. Signatures. The default setting is to check manually or emails. To create a mail account 1. you can subscribe to group mail account. select an existing signature for your outbound emails. You can specify a different SMTP server if needed. To create a signature. user name. The administrator can specify the email address. Although this is the default. This section displays sub-folders that you created under the My Emails folder. on the Signature form. click Create. enter a name for the signature. 3. the administrator can set up a default SMTP server that you can use to send out emails. From the drop-down list. along with the default folders “My Drafts” and “Sent Emails”. enter information for the following fields: 64 Sugar Community Edition Application Guide . and enter the URL. In the Incoming Email section. On the Mail Accounts tab. click the Insert Image icon on the HTML toolbar. Highlight the folders that you want displayed in the Folders tab.Emails Module Check for New Mail. click Done. You can import these emails into Sugar if needed. Folder Management. click Add in the Mail Accounts section. Your preferences will be saved and the window will close automatically. To save your preferences. and add it using either HTML or plain text formatting. specify the default character set for outbound emails. select a time interval from the drop-down list. The email list is paginated to allow you to view the specified number of emails within each page. You can change this information to suit your requirements. For outbound emails. As a user. Click Settings at the top of the page. Mail Accounts You can create one or more personal mail accounts in Sugar to view emails from your external mail accounts in Sugar. Administrators and users can view and distribute these emails for necessary action.

To select multiple folders. Mail Server Port. click OK. In the Outgoing Email section. After you specify a folder. By default. enter the following information: From Name. The outbound mail server that you specified displays below in the Outgoing SMTP Mail Servers section. enter it in this field. For other accounts. After you specify the trash folder. and protocol. port number. click OK. After you select the folders that you want to view in Sugar. This field displays when you select IMAP as the protocol. Click Done to create the mail account. Enter the password of your external mail account. Enter a name for the mail account in Sugar. This box is automatically selected when you click the Prefill Gmail Defaults link. Mail Server Protocol. selecting this box will force SSL connections when importing emails into Sugar. hold down the Shift key or the Ctrl key. Group mail accounts that you are allowed to access also appear in this list. click Select to view a list of available folders in the external mail account. select IMAP. click Select. If you want responses to your emails to be directed to an email address other than the one specified in your incoming email account. 5. From Address. the system will display an error message. If your mail server supports secure socket connections. Reply to Address. The mail account appears in the Mail Accounts table in the Settings window. such as Yahoo. User Name. Click Test Settings to ensure that the specified information is correct. 4. From the drop-down list. Enter the email address you want to display in the From field of emails that you send. Use SSL. click Prefill Gmail Defaults to autofill the mail server address. The following fields display below: Monitored Folders. Enter the user name of your external mail account. and are marked active by default. or select Add to specify a new SMTP server as described in “To add a mail server for outbound emails”. To add a folder to view your outbound emails. To select a Trash folder from the Folders list. Select an existing SMTP server from the dropdown list. The system automatically populates this field with your first and last names. the system monitors the Inbox. click Select. Mail Server Address. When you deactivate a mail account. click OK to view them in your inbox. Password. Sent Folder. The system automatically populates this field with the port number for IMAP.Emails Module Mail Account Name. To monitor other folders. To access a Gmail account. All mail accounts that you create are listed in the Mail Accounts tab of the Settings window. the Sugar Community Edition Application Guide 65 . 6. enter the address of the external email server from which emails will be viewed in Sugar. Outgoing SMTP Mail Server. If errors are detected. Trash Folder.

To check if the outgoing email settings are correct. rightclick. Enter a new name in the Mail Account Name field and click OK. and select Mark and then select the appropriate option. 8. and enter the email address and password in the fields below. right-click the account and select Empty Trash. click Send Test Email. right-click the account and select Rename Folder. or Other. Click Done to add the mail server. flagged.If not. Exchange. If the mail server requires authentication to send out emails. 7. To add an Exchange server or a different server. click Clear Cache Files. 5. right-click the account. The Outbound Mail Server Properties page displays on the screen. select the Use SMTP Authentication? box. click Done to close the Settings window. and select Delete Folder. Click the Add button located below the Outgoing Mail Server list. select the Default button corresponding to the mail account name. To mark the email as read. To empty the Trash folder. To manage mail accounts To view incoming emails in your inbox. unread. To add a mail server for outbound emails 1. To specify a default mail account. and select Synchronize. 4. To create another mail account. If the settings are incorrect. 66 Sugar Community Edition Application Guide . click Exchange or Other respectively. To delete the mail account. or unflagged. and enter the server name. Add the server as follows: To add the Gmail server or the Yahoo! server. To edit or delete a mail account or an outgoing mail server. 3. click Check Mail while viewing the inbox or right-click the mail account and select Check Mail. 2. Sugar displays an error message. right-click the account. Yahoo!. select the email. You cannot delete Group mail accounts. To rename the mail account.Emails Module account is not listed on the Folders tab and emails from that account will not display in the Sugar inbox. and enter the user name and password in the fields below. The mail server displays in the Outgoing Mail Server drop-down list on the Mail Accounts tab. You can select Gmail. To clear the email cache directory in Sugar. The “From” name and email address associated with the default mail account is used when you compose emails in Sugar. click the appropriate button. click Add in the Mail Accounts panel in the Settings window and repeat the process described above. click the Edit icon or the Delete icon respectively. To refresh the mail account view.

you must select it in the General tab. In order to view a folder in the Folders tab of the Emails home page. select Create Folder. right-click the account or one of the folders. My Drafts and My Sent Emails. and click OK. To synchronize the contents of your external mail accounts with the view in Sugar. To create a local folder in Sugar. select an existing folder in the account. and select Create Folder. select it. select the account. respectively. and choose Rename Folder. To remove deleted emails from the account’s trash bin. Enter the new name in the Rename Folder window and click OK to confirm the action. contain your email drafts and emails that you sent out. Click OK to confirm the action. click OK. right-click the account in Sugar. The system displays inboxes and users can create local folders. To create a sub-folder. right-click My Email and select Create Folder in the Folders tab. and Sugar Community Edition Application Guide 67 . The Add New Folder dialog box displays on the page. you can choose the account from which to send the email. The new local folder is now listed under Folders in the left-hand panel. 2. The two sub-folders. Alternatively. Sugar lists folders in the General tab of the Settings window. and select Synchronize. select the account’s inbox in the Folders tab. right-click. 4. select it. 4. Enter a name for the folder and click OK. To create a folder 1. and select Empty Trash.Emails Module Email Folders A folder can be an inbox or a local folder. the system uses the signature and character set specified on the General tab of the Settings window. 3. 3. To manage accounts and folders 1. To delete a folder. To check for new mail in your external mail account. right-click. To rename a folder. if you have configured multiple mail accounts. 2. right-click. To create a new folder for an external mail account. drag the folder and drop it into the other folder in the account. right-click. You can import emails into this folder from any of your mail accounts. 5. Composing and Managing Emails When you compose an email. you can create additional local folders. and choose Delete Folder. All emails in your local folders reside in the Sugar database. To group and store imported emails. By default. Sugar automatically creates a folder for every mail account that you configure. This folder is not associated with any of your mail accounts. Emails in these folders reside on the mail server of the associated mail account. Sugar provides a local folder named My Email containing emails that are imported into Sugar and those that are assigned to you and your direct reports reside. right-click. and select Check Mail.

4. or click the Compose Email button in the Activities subpanel of a record's Detail View. To remove the document. To route the email through a specific mail account. enter information for the following fields: From. To access this form. see “Creating Email Templates”. click Add File and click Browse to navigate to the file location. To. Alternatively. Enter the email text in the body field. such as accounts. bold. On the Compose Email page. click Options and select from the Templates drop-down list in the Options panel. To send a copy of the email to other individuals. To send the email in plain text. When composing an email. see “Using the Address Book”. 2. or the Compose Email button in the Activities sub-panel of a record's Detail View. or click the CC button to add recipients from the address book. the Detail View of any record. in the Options panel. To attach a file located in the Sugar repository. Click this button to select recipients from the address book. To change the signature from the default. click Compose Email. You can select the desired style. This will display the Quick Compose email form.Emails Module assigns the email to your default teams specified in your User settings. click Add BCC and enter their names in the BCC field. To attach a file to the email click Attach Files. For more information on the address book. indentation and color. click any email address in the List View of any module. For more information. To populate the email with the contents of an email template. The Attach options display in the right panel. To compose an Email 1. 3. Enter the subject of the email. click the Options tab in the right-hand panel and select the Send in Plain Text box. you can also specify an email template and change the signature. and font from the appropriate drop-down list. On the Emails Home page. To apply standard formatting options such as font face. click Add CC and enter their email addresses in the CC field. To select a file from your local machine. You can also quickly compose emails using the Quick Compose form from other records. click Add Documents and click Select to choose the document from the Document List. you can click the email address from a module’s List View or a record’s Detail View. format. size. select the signature from the Signatures drop-down list. The list contains all the outbound mail account servers set up by you or the System Administrator. To send a blind copy of the email to other individuals. without leaving the record view. You can also associate an email with another record when you compose the email. Subject. or click the BCC button to select recipients from the address book. or manually enter the names of the recipients in this field. or after you send it out. highlight the text and click the appropriate buttons on the toolbar. 68 Sugar Community Edition Application Guide . 5. click the down arrow to select an existing one from the drop-down list. click Remove. italics.

flagged. click Delete. right-click. click Send. For more information. Alternatively. The saved drafts appear in the My Drafts folder. double-click it in the List View. which lists related records such as accounts. Right-click an email in the inbox to perform any of the following actions: To import the email. to view its related records. right-click. and select Open Multiple Messages. attachments and so on. contacts. To view and manage emails in the Sugar inbox To check for new emails in a personal email account. or unflagged. to save the email as a draft. To update information such as email assignments and status change for multiple emails. To mark an email as unread. and select Assign To. To print the email. 7. To associate the email with a related record. Sugar displays the Email record page. see “To create a record from an imported email”. select Reply All. select them from the email list and click Delete. For more information. open the email and click Import to Sugar. and click View Relationships. To view an email in the panel below. and choose the option of your choice. To respond to all recipients of the email. and then click Select to specify the record from the module’s List View. You can view existing relationships and create new ones from this page. To delete an email when you view it. right-click. right-click. select Mark. read. To view an email in a separate tab. select the account and click Check Mail. select two or more emails from the list. To respond to the email. select the module from the Relate to drop-down list located at the top of the page. To create a record from the email. To send the email. To view the email header information or the raw email text for debugging purposes. Sugar Community Edition Application Guide 69 . to delete multiple emails.Emails Module 6. select them from the Emails list and use the Mass Update panel as described in “Editing and Deleting Multiple Records”. select it from the list. click View and select Display Headers and Display Raw Email respectively from the drop-down menu. open the email and select the record type from the Quick Create drop-down list. and select Import to Sugar. select it in the Sent Emails folder. select Forward and enter the email address of the recipient. select the email in the List View. click Print. To view multiple emails. After you send the email. To forward it to another individual. See “To assign emails to users” for more information. To assign an imported email. select Reply. see “To import emails to Sugar”. click Save Draft. select it in the List View and click it once.

and select Relate. or account name in the Search field and click the adjacent button. Select the emails that you want to import. right-click. you can filter the list if you want to view a specific group such as contacts or users. To select email recipients. select the filter from the Recipient Type drop-down list. and select Import to Sugar. contacts. last name. To import emails to Sugar 1. to add recipients to the BCC list. To filter the listings displayed in the address book. By default. leads. The Import Settings window displays on the screen. which lists existing users. To search for an individual. Enter information for the following fields: 70 Sugar Community Edition Application Guide . However. email address. or account name. The Address Book window displays on the screen. To add recipients to the CC list. the page number display below. Importing Emails into Sugar Importing emails from external mail accounts or from email clients. such as Microsoft Outlook. Imported emails display in the My Emails folder. See “Associating Imported Emails with Other Sugar Records” for more information. Alternatively. click Add To CC. When you enter a letter. select them in the address book and click Add To.Emails Module To associate an email with another Sugar record. click the inbox of your external mail account in Sugar 2. and relate them to records. You can also click a page number to go directly to that page. all of these individuals are listed in the address book. and accounts. To view the address book. last names. email address. enter a letter or a keyword such as first name. targets. You can also view unread imported emails in the My Emails dashlet. The address book listing changes to display only the specified individuals. If the list is paginated. select the email from the Group mail inbox. On the Folders tab. drag the email from the list to a local folder. The selected names display in the Selected column. Using the Address Book When composing an email. enables you to manage them in Sugar. Sugar will display all first names. select Add To BCC. you can select email recipients from the address book. click the To button on the Compose Email page. last name. 3. 3. 4. right-click. You can also search for an individual by first name. To use the address book 1. You can click the right arrow to move to the next page or the left arrow to move to the previous page. To move to the first page. click the double-left arrow and to move to the last page. click the double-right arrow. and account names that start with that letter. You can assign imported emails to other users for follow-up. if you can add it to your Home page. 2.

The Subject. contacts. and bugs. Navigate to the Search tab located in the left-hand panel of the Emails home page. The Assign To dialog box displays on the screen 2. and Attachment. 3. Select this box to delete the email from the external email server after you import it to Sugar. Click Import to Sugar to import the emails into Sugar. do the following: 1. The “Date From” and “Date Until” time range applies to emails that were sent as well as emails that were received. The import email now displays in your My Emails folder. To assign emails to users To assign one or more imported emails from your My Emails folder or from a Group account to a different user. and then click Select to select the record from the module’s List View. To. To assign a user. appear in the My Emails folder of the assigned user. 4. To assign it to a different user. The emails no longer display in your My Emails folder or the Group account folder. select Replace and then click Select to choose a different user. select the module from the dropdown list. Date Until.Emails Module Assigned To. such as accounts. Searching for Imported Emails You can search for imported emails using one or more of the following fields: Subject. From. Relate To. Delete message from server. Click Assign. The selected user’s name displays in the Assigned To field. click Select to select from the Users List View. To search for imported emails in Sugar 1. Assigned To. 3. and To fields display in the panel. The search results display imported emails assigned to you and your direct reports in the List View. 2. To relate the email to another record. To change an assigned user. 4. right-click. Date From. during any of the following processes: Sugar Community Edition Application Guide 71 . Click More to view all the Search fields. Sugar displays a message after the email has been successfully imported. Relate To. and choose from the list of existing users. and select Assign To. but instead. From. Associating Imported Emails with Other Sugar Records You can associate an email with records in other modules. Enter the appropriate information to search for imported emails in the system. Click Search. Select the email from the list. click the Select button adjacent to the Assigned To field.

Enter the necessary information and click Save to create the record. select the module from the Related To drop-down list. 72 Sugar Community Edition Application Guide . 2. The email is now associated with the selected records and is listed in the History panel of the record’s detail page. click the Quick Create drop-down list to select the record that you want to create. Related emails are listed in the History sub-panel of the record’s Detail View. see “Executing an Email Campaign”. you enter the message in the template and then specify the variables such as the target names and addresses from the campaign target list. In the Relate Email window. contact. When you create an email template. to select a record from another module. right-click. select the email from the list. Select the email from the list. To create a record from an imported email 1. and click Select to view the list of records and choose one. Alternatively. When you create a template for an email campaign. The system inserts these variables into the template to create a personalized email for each target. 2. The Relate Email dialog box displays on the screen. Click Relate to create the association. click Quick Create. and select Relate.Emails Module Importing emails: In the Import Settings window. you can embed images and attach files from the Sugar repository or from your local file system. and click Select to choose the record with which to relate the email. The screen illustrated below displays the Quick Create form to create a lead. when you receive an email regarding a bug or a case. Creating Email Templates You can use email templates to create form letters for automated email responses to inbound emails and for email campaigns. To relate an email with another record 1. right-click. it will be imported and associated with the new record when you use Quick Create to create the record. lead. open the email. Sugar creates the new record and associates it with the email. Select the record type from Relate To drop-down list. you can select a record from another module using the Relate To drop-down list and the adjacent field. Composing emails: You can use the Relate To drop-down list and adjacent field. or task. The appropriate Quick Create form displays on the screen. For email campaigns. For more information on email campaigns. and select the record type from the drop-down list. For example. case. such as a bug. Viewing emails: When you open an email. located at the top of the page. you can insert tracker URLs into the template to track campaign activity. and select Relate. To create a record such as a bug or a case. 3. you can send out an automatic reply stating that the matter will be addressed. If you have not already imported the email.

6. click the paper clip icon that displays next to the file. and click Save. In the Actions bar of the Emails module. To view the details of a template. click HTML in the Body field. indentation and color. to remove the attachment. To embed an image file in the template. The attached file displays below the Browse button. 9. click Edit. Body. Enter a brief description about the template. Subject. 5. The adjoining field displays the tracker name for plain text format. To edit the template. click Browse to navigate to its location on your local machine. for example. To view and use the HTML editor. and click the Create link that is located next to the Email Template field. To apply standard formatting options such as font face. make the changes. Enter the email message. If you are creating an email template for email campaigns. select the record. on the detail page. select a contact and select a field such as Full Name and click Insert. size. The Body field displays a link named Default link text. and select it. including images. bold. The system displays the variable in the Body field. click Duplicate and click Save. 4. Send Text only. To duplicate the template. select the tracker URL to insert and click Insert URL Reference.Emails Module To create an email template 1. 7. Click Save to create the template. This field displays only when you create the template from the email marketing record of an email campaign. click the template name from the list on the Email Templates page. Sugar Community Edition Application Guide 73 . 8. To manage email templates To search for a template. click Create Email Template. Insert Tracker URL. italics. and click Search. Use this if you want to display the email in plain text format. Insert Variable. From the drop-down list. You can also embed images and add URL links. You can choose this option if an email client cannot render HTML code. navigate to the Email Marketing record from an Email or Newsletter campaign’s Detail View. 3. Select this box to display the email in plain text format. click the Remove button. on the detail page. Enter information for the following fields: Name. enter the name or description in the Search sub-panel on the Email Templates page. Enter the title of the message. Attachments: To attach a file. 2. Enter a name for the template. Description. From the drop-down list. highlight the text and select the appropriate option in the Body field.

To deselect templates that you selected in the list. on the detail page. click Clear All. 74 Sugar Community Edition Application Guide . and click Delete. click Delete. to delete some or all the templates. select the templates from the list on the Email Templates Home page. select them from the list on the Email Templates Home page.Emails Module To delete the template. To export one or more templates. and click Export.

Creating and Importing Campaign Targets A target is an individual that you have some information on. you can add contacts. However. you can associate a record with an existing campaign. and then associate it with a campaign. the campaign process begins with identifying the targets. A list of people who are campaign targets and receive the campaign email. Typically. Sugar Community Edition Application Guide 75 .Campaigns Module Use the Campaigns Module to track and manage mass marketing campaigns. see “Importing Data”.tsv).csv or . leads. A list of people who receive the campaign email to test how different email clients display the campaign message before you send it out to the default list. From Contacts. Targets are stand-alone records that are not attached to contacts. Leads. Contacts. Test. or opportunities. a mass marketing campaign targets a large group of individuals or organizations. Typically. you would create or import a target list. Select records from the List View of Accounts. However. You can create many types of campaigns as described in “Creating a Campaign”. You can create one of the following types of target lists: Default. these are individuals who must approve the campaign before it is launched. leads. The general process is as follows: Targets Target List Campaign A target list can specify either individuals who need to be included in a campaign or excluded from a campaign. Therefore. A list of people who need to receive the campaign email but must not be tracked as potential leads. Leads. Typically. and users to a campaign’s target list. associate it with targets. You can use one of the following methods to add targets to a target list: Import records from a file (. You can group multiple targets into a target list according to a set of predetermined criteria such as age group or spending habits. but is not qualified as a lead or contact. and Opportunities. Seed. For information on importing targets. and Targets. you can also create the campaign first and then associate it with a target list.

In the Actions bar of the Campaigns module. email address. From the Actions bar on the Campaigns Home page. Alternatively. By default. you can create a form letter in Word for your targets and merge it with names and addresses of your targets in Sugar to create a customized campaign letter for each target. 2. Suppression lists can be by ID. Enter a name for the target list. and Targets. Enter the target’s first name. from the Target List’s Detail View. 3. enter the following information: Name. A list of people you want excluded from the campaign email recipient list. Assigned to. click Create Target. To create a target 1. Note: Test and seed lists are ignored in email tracking statistics. considered to be duplicates. Note that if you have multiple targets with the same email address. see Sugar Plug-in for Microsoft Word. On the Target Lists page. For more information on the plug-in. You can now add records to the target list from the List View of Accounts. If you plan to send emails to existing Contacts or Leads. or domain.Campaigns Module Suppression List. 76 Sugar Community Edition Application Guide . you can create or select an existing target list from the campaign’s Detail View. The other email addresses. Leads. click Create Target List. this record is assigned to you. Enter a brief description of the target list. select from existing target records. see “Performing a Mail Merge”. Typically. Note: Targets are stand-alone records that are not attached to Contacts or Leads. For more information on performing a mail merge. Click Save to save the target list. From the drop-down list. Contacts. For non-email campaigns. select the target list type such as Default or Seed. you can skip the step below. 2. Enter the name of the individual you want to assign to the record or click Select to choose from the User List. Description. On the Targets page. these are people who chose to opt out of receiving your campaign message. or select a report containing target records. chosen at random. Alternatively. if you have purchased a license for the Sugar Plug-in for Microsoft Word. Sugar will send the campaign email to only one of the targets. are suppressed even though they are not on the opt-out list. you can create a new target. Type. click Cancel to exit the page without creating the list. To create a target list 1. enter information for the following fields: Target Information First Name.

Creating a Campaign You can create a campaign using the Campaign Classic option or the Campaign Wizard option. Account Name. Click Save to create the target. Enter the target’s fax number. the record is added to the List View. select Opted Out.Campaigns Module Last Name. click Add Address. if any. Enter the target’s last name. Office Phone. it guides you through the process of creating the campaign as well as completing related tasks. Do Not Call. Enter the target’s mobile phone number. Enter the target’s work number. Enter a brief description of the target. you are creating a campaign record but you are not completing related tasks such as specifying the email settings. Enter the primary address and other address information. Enter the assistant’s phone number. Enter one or more emails addresses for the contact and select Primary. you can enter the address information in one section and click the arrow button to copy it to the other section. When you save the target. When you use the Campaign Classic option. 3. Description. Enter the alternative phone number. Enter the target’s birth date. Home. click Cancel to exit the page without creating the target. Enter the name of the department to which the target belongs. Assistant. Select the user who has ownership of the account related to the target. Enter the target’s assistant’s name. Fax. Department. Address Information. Other Phone. You can now add the target to an existing target list. When you use the Campaign Wizard. Enter the target’s home phone number. If you sent out campaign emails this contact and the individual chose to opt-out of receiving them. Birthdate. Sugar Community Edition Application Guide 77 . Mobile. which lists all the campaigns that were sent to the target. To add an additional email address. To copy information from one section to the other. The target’s detail page displays the Campaign Log sub-panel. see “Using the Campaign Wizard”. Email Address(es). If an email address is incorrect. select Invalid to indicate it. Assistant Phone. Enter the name of the account related to the target. For more information on creating a campaign using the Classic option. You can add multiple email addresses. see “Creating a Campaign”. Assigned to. Select this box to add the target’s name to the Do Not Call list. For more information on creating a campaign with the Campaign Wizard.

you are creating a record in Sugar for your reference. To capture leads from an email or a newsletter campaign. see “Managing Campaigns”. You can send out a newsletter on a weekly. Enter the campaign name. and how many leads and contacts were created from the campaign. how many clicked any links that were included in the email. have been completed. Newsletter. Status. For example. After you launch an email or newsletter campaign. An email campaign is a one-time email containing information that is of interest to your targets. When you create a campaign such as Mail and Radio. When you create an email campaign or a newsletter campaign. However. 78 Sugar Community Edition Application Guide . you can view statistics such as the number of targets that responded. For more information. Print. Note: You must be an administrator to use the Email Setup option that displays in the Actions bar. Mail. a newsletter can contain information on product updates. Click the Calendar icon and select the date on which the campaign begins. to choose a user from the Users list. you can execute it through Sugar. the number of opportunities that were created. To measure the campaign’s success. In the Actions bar of the Campaigns module. For email campaigns. such as setting up a bounce-handling inbox. click Select. For example. see “Using the Campaign Wizard”. or yearly basis. Web. select the current status of the campaign. Enter the name of the user assigned to the campaign. Radio. you can view its status to determine its success. Television. see “Creating Email Templates”. To create a campaign 1. quarterly. monthly. you can create a Web-toLead form. Assigned to. For more information.Campaigns Module The Campaigns module provides an embedded Return on Investment (ROI) form that you can use to gauge the success of an executed campaign. For more information on attaching images. A newsletter campaign is an email campaign containing a newsletter sent to your targets at periodic intervals. For more information. see “Viewing a Campaign’s Return on Investment”. For more information. Types of Campaigns You can create the many types of marketing campaigns such as Email. select Create Campaign (Classic). Start Date. Enter information for the following fields: Name. see “Creating Web-to-Lead Forms”. From the drop-down list. you can embed images to your email templates instead of sending them as attachments to prevent the email from being reported as spam. A campaign diagnostic tool is provided to help ensure that all pending administrative tasks. you cannot execute the campaign through Sugar. you can view how many targets viewed the campaign email. and Telesales. 2. and the generated revenue. and click the user name.

Enter the estimated revenue from the campaign. Objective. The Campaign wizard will guide you through the steps listed below. Expected Cost. 3. Note: The Start Date. both the administrator and the user must perform a set of tasks. 3. End Date. tracker URLs. Specify a bounce-handling inbox to route campaign emails that bounce back to you. click Cancel to return to the Campaigns home page without creating the campaign. The user must complete the following tasks: 1. From the drop-down list. Executing an Email Campaign In order to send out an email campaign. you can use the Campaign Wizard to create the campaign as described in “Using the Campaign Wizard”. Enter the estimated cost of the campaign. Impressions. You will need to fill in this field after the campaign has commenced. 2. This page contains subpanels for targets. Set up outbound emails to enable you to send out email campaigns. select the campaign type such as email or trade show. and email marketing to create and view relevant information. Enter the budget for the campaign.Campaigns Module End Date. Enter the actual cost incurred to conduct the campaign. cost. and revenue. These values do not impact the execution of an email marketing campaign. For more information on email campaigns. From the drop-down list. Explain the goal of the campaign. Click Save to save the campaign. select the currency used to calculate the budget. Enter the number of page impressions generated from the campaign. Click the Calendar icon and select the date on which the campaign ends. and specify the number of campaign emails in each batch. The administrator must complete the following tasks: 1. Type. Sugar displays the campaign’s Detail View on the screen. see “Executing an Email Campaign”. Bounced emails contain specific identifiers that set them apart from emails that are responses from your targets. Alternatively. Enter a brief description of the campaign. Sugar Community Edition Application Guide 79 . Budget. Currency. Actual Cost. Description. and Status values are for your records only. Set up Scheduler jobs to process nightly mass email campaigns and bounced campaign emails. Expected Revenue. Create an email campaign as described in “To create a campaign”.

For more information on creating a mailbox. see “To create a tracker redirect URL”. and the bounce-handling inbox. enter information for the following fields: Name. Optionally. The specified start date and time must pass before the campaign is queued for delivery. To create an email marketing record 1. This includes the campaign target list. see “Viewing Campaign Status”. 12. or merge with existing target list. Request the administrator to schedule a job to send out the campaign emails. Set up tracker URLs to track response to your campaign. Optionally. you must also create an email marketing record that contains information on when and how the newsletter should be distributed. For more information. For more information. see “Creating Email Marketing Records”. 9. You can import targets. 7. Queue the email for the campaign launch. Enter a name for the record. For more information. For more information. create a new target list. For more information on test lists. 10. see “Email Settings”. Create an email marketing record that specifies information such as the target list. convert the campaign targets into leads or contacts. 2. 80 Sugar Community Edition Application Guide . For more information. see “Creating and Importing Campaign Targets”.Campaigns Module 2. run the diagnostic tool to ensure that the email campaign will be successfully executed. On the Email Marketing page. 5. 8. Note: The start date. specify one or more Tracker Redirect URLs to track campaign activities. the email template. see “To run diagnostics”. For more information. the campaign start date. Create an email template containing the message you want to convey to your targets. you can view the campaign status for information on the campaign results. start time. Send a test email to your test list to ensure the operation is successful. 3. scroll down to the Email Marketing sub-panel and click Create. and the inbox to route bounced emails. After you launch an email campaign. 4. and status specified on the email marketing page determine when the email is sent. You can associate a Web-to-Lead form with the campaign. Specify the targets as described in “Creating and Importing Campaign Targets”. the email template. Clear statistics from the test email. For more information. see “Creating Tracker Redirect URLs”. On the campaign’s detail page. see “Creating Email Templates”. 11. see “Creating Web-to-Lead Forms”. Optionally. Emails that bounce back are sent to the From address defined in this record. Creating Email Marketing Records When you create an email campaign. 6.

You can use one or more tracker URLs in your campaign emails to track the response to your campaign. Note: To queue the email for campaign launch. You can drill down the chart to view the list of recipients who performed a specific action. Note: Before you create a campaign email. Sugar Community Edition Application Guide 81 . 3. Send This Message to. You can create an Opt-out tracker URL to embed a “Unsubscribe” link that enables targets to unsubscribe themselves from your campaign mailing list. For more information. see “Viewing Campaign Status”. Creating Tracker Redirect URLs A campaign email can contain not only the campaign message but also images and links. The system generates a unique key for each URL and recipient and associates it with the email template. The Status page displays a Recipient Activity bar chart listing actions. Click the Calendar icon and select a date to send out the email. From Name. select a mailbox that is set up for Bounce Handling. to edit a template or create a new one. select the All Target Lists in the Campaign box. From the drop-down list. Do this after you ensure that the test email was successful. the system uses the unique key identifier to track their action. From the drop-down list. When recipients open the email and click on a URL link. Links can direct targets to other URLs such as an external website or a. Use Mailbox. select a date and time that have not already passed. click Cancel to exit the page without saving your changes. such as Viewed Message and Opted Out.Campaigns Module Status. Enter the time in the adjoining field. click Save. the system logs the action for your records. Email Template. select Active if the record is in use. From the drop-down list. Select Inactive if the record is not in use. only active records are queued for the campaign launch. Enter the name of the organization or person that is sending out the email. When targets click on the Opt-out link. You will need to edit the template to add the Tracker URLs described below into Text and HTML formats. to send it to all the target lists in the box.php file on your system. To save the record. Select one or more target lists from the box below. select an existing email template. check with your system administrator to ensure that the outbound email process is configured to send emails from your system. click the adjoining Create or Edit link respectively. Start Date & Time.

Enter the campaign name. scroll down to the Tracker URLs sub-panel. To create the campaign tracker. Opt-out Link? Select this box to embed your “Unsubscribe” instructions in a tracker URL. The Campaign wizard displays on the screen. Type. use alpha-numeric characters.php file which contains these instructions. On the Campaign Trackers page. select the current state of the campaign. 3. Enter a tracker name for your reference. Select the type of campaign you want to create and click Start.Campaigns Module To create a tracker redirect URL 1. http://www. Using the Campaign Wizard You can use the Campaign Wizard to guide you through the process of creating a campaign. enter information for the following fields: Tracker Name. for example. it is assigned to you. 3. This field displays only for newsletter campaigns. Sugar generates the tracker URL and displays it as “URL for Campaign Message”. click Create Campaign (Wizard). select the campaign type from the drop-down list. Enter the tracker URL. click the Calendar icon to select the date. the system uses the removeme. Enter the campaign start date. access the Email Template Editor from within an Email Marketing record. To create an email template containing tracker URLs. From the dropdown list. From the drop-down list. For more information on email templates. click Select. and click Create. click Save. On the Campaign’s detail page.com. In the Actions bar of the Campaigns module. Tracker URL. 2. By default. To select from the Users list. The screen below illustrates a Newsletter campaign. To create a campaign using the Campaign Wizard 1. Enter the name of the user who is assigned to the campaign. and displays this file name in the Tracker URL field. Assigned to.sugarcrm. If you are creating a non-email campaign. 2. 82 Sugar Community Edition Application Guide . Frequency. You can now insert this tracker URL into an email template of your choice. see “Creating Email Templates”. Enter information for the following fields: Name. Status. click Cancel to exit the page without saving your changes. Start Date. By default. select the intervals at which the newsletter will be emailed to targets.

Enter the tracker URL. If a target chooses to opt out of an email campaign. Sugar displays the new tracker. Sugar Community Edition Application Guide 83 . The system also automatically selects the Email Opt Out option on the target’s detail page. 8. Optionally. For a newsletter campaign. select the currency used for the campaign. 7. You can still include it in target lists for other newsletter campaigns and email campaigns. the system suppresses the target information only for that specific campaign. For more information. a. Enter the expected cost of the campaign. Enter a tracker name. However. enter its name in the Target List Name field and select the type from the adjoining Target List Type field. Impressions. Currency. Expected Revenue. Click Create Tracker. 5. click the Calendar icon to select the date. Click Next.Campaigns Module End Date. see “Creating Tracker Redirect URLs”. click Select and use the Search panel to find the list. To use an existing target list. From the drop-down list. To create additional tracker URLs. Click Next to enter the campaign budget information. The target list name displays below. Enter the campaign end date. the system suppresses the target’s information to ensure that they never receive any of your email campaigns or newsletter campaigns. Description. 6. If you are creating an email campaign or a non-email campaign. Expected Cost. Enter a numerical value for the campaign budget. b. 9. if a target chooses to unsubscribe from a newsletter campaign. 4. Enter information for the following fields: Budget. Opt-out link? Select this box to create an opt-out tracker that allows targets to unsubscribe from your email campaigns. enter a brief description of the campaign. Enter the actual cost of the campaign. the Subscription Information page displays on the page. Enter the estimated revenue from the campaign. The number of times the campaign advertisement is viewed on the web. click Create Tracker again and enter the new tracker information. Click Next to enter the tracker URL information. Actual Cost. To create a new target list. the Target Lists screen displays on the screen. Tracker URL. Enter information for the following fields: Tracker Name.

To perform the diagnostics again. 11. it is recommended that you test it to check how different email clients display the campaign message. Sugar displays the Campaign Diagnostics page on the screen. Contact your administrator to complete these tasks. the Marketing Email page displays on the screen. click Save and Continue. For more information. 2. The system also disables checks for duplicate email addresses. some of which can be performed only by your administrator. If you want to specify the email settings later. b. thereby allowing users to send a message multiple times. Ensure that you are sending out the campaign to the Test target list. If the email settings and a bounce-handling inbox have not been configured. click Finish. Unsubscription list: These targets are those who have chosen to opt-out of your mailing list. To save the campaign information and begin the process of specifying other details such as the email settings. For a system-generated list. Running Campaign Diagnostics Executing an email campaign or a newsletter campaign involves several steps. see “Creating Email Marketing Records”. select Allow Select and click Select to search for targets and create the list. When you click Save and Continue. The campaign diagnostic tool enables you to check if all pending administrative tasks have been completed before you attempt to launch the campaign. After clicking Finish. the campaign message is sent to targets on your suppression lists. click Re-Check. To create a custom list. 84 Sugar Community Edition Application Guide . To run diagnostics 1. select the message. the system disables your suppression lists. a. Note that in test mode. the campaign’s Detail View displays on the screen. warning messages display on this page. select Auto-Create and the system displays the name of the list in the field above the Select button. For newsletters. You can edit the information and create an email marketing record from this page. click Diagnostics. To test a campaign click Send Test and on the Campaign’s detail page. you must create the following three subscription lists: Subscription list: These targets receive the newsletter regularly. Testing Campaigns Before you launch an email or newsletter campaign.Campaigns Module 10. and click Send. In the Actions bar of the Campaigns module. Therefore. Test list: These targets are the recipients of the test email that you send out to ensure it is successful.

To view the campaign status. Duplication is a convenient way of creating a similar campaign. From the detail page. To queue email campaigns for the launch. select them in the Campaign List sub-panel on the Campaigns Home page. To view or manage related records in a sub-panel. To duplicate the campaign information. on the detail page. how many targets viewed the campaign message. click any column title which has the icon beside it. on the detail page. For more information. click Send Test. and export them as described in “To export data from Sugar”. select the message and click Send. To view the campaign’s details. click Edit. click Duplicate.Campaigns Module Managing Campaigns Managing campaigns includes tasks such as sorting. and on the Campaign Send page. on the Campaigns Home page. To edit the campaign information. see “Executing an Email Campaign”. the Campaigns sub-panel on a targets' detail page indicates the Activity Type as “Message Sent” to indicate that the campaign material was sent to that individual. click the campaign name on the list. When you click this button. on the detail page. Viewing Campaign Status After you launch a campaign. see “To manage related information in sub-panels”. A campaign’s status displays data such as the number of messages sent and the number of messages that bounced back. the number of lead and contact records that were Sugar Community Edition Application Guide 85 . click Mark as Sent on the campaign’s detail page. editing. You can change the information in the duplicate record to create a new campaign. To delete a campaign. use the Mass Update panel as described in “Editing and Deleting Multiple Records”. click Send Emails. in the Detail View. To sort the list view. click the Export icon. you can view its results on the Campaign Status page to determine its success. To send out the campaign message to the target audience. To update information for some or all campaigns. To send an email campaign to the test group before the formal launch. see “Performing a Mail Merge”. To perform a mail merge. on the detail page. To export information on one or more campaigns. After you launch non-email campaign such as a Telesales or a Mail campaign. click Mail Merge. For more information on email campaigns. To do this. you will need to mark the campaign manually as “sent”. click the View Change Log link. click Send. click the Delete. you can create Tracker URLs and Email Marketing Records for email campaigns. and duplicating campaign information. click the column title again. see “Viewing Campaign Status” To track changes to a campaign over time. on the Campaigns home page. to reverse the sort order.

To view a campaign ROI report 1. This includes how many targets viewed the message. Note that this information is tracked only if your administrator has scheduled a job to track bounced emails. You can view this report from the campaign’s detail page. This chart displays the actual revenue versus the expected revenue generated from the campaign. click View Status on the Campaign detail page. These contacts are created when leads identify the campaign and. 2. A list of contact records that were created as a result of the campaign. A list of campaign emails that bounced back for other reasons. A list of leads resulting from the campaign.Campaigns Module created. A list of opportunities that were generated from the campaign. and so on. are converted into contacts. Sugar displays the ROI chart on the screen. A list of processed campaign emails. as a result. These include those that you added to the list. number of leads created. To view a campaign’s statistics. those that were marked as “Opt Out”. as a result. Sugar provides an embedded ROI report based on the “Closed/Won” opportunities generated from the campaign. A list of email addresses that were added to the Suppression list. as well as the actual cost of running the campaign versus the budget allocated for the campaign. how many open any links that were included in the campaign email. A list of targets who viewed the campaign email. Click the View ROI option that is located next to the View Status option. and so on. Viewing a Campaign’s Return on Investment For any campaign that you execute. For example. The system displays the campaign’s status information such as response by targets. A list of targets that opted out of the campaign. and email addresses that were invalid. 86 Sugar Community Edition Application Guide . Navigate to the campaign’s Detail View. The sub-panels in the Detail View display the following information: A chart depicting the responses from campaign targets. A list of campaign emails that bounced back because of invalid email addresses. you can add targets that opted out of the campaign to the Unsubscription target list to ensure that they are not recipients of campaign emails in the future. and how many opted out of the campaign A list of any campaign emails that are still in the queue. Leads are created when targets identify the campaign and. This enables you to evaluate the effectiveness of the campaign for further action. are converted into leads. A list of targets who viewed any links that were included in the campaign email.

Post URL. Enter the name of the campaign that is related to this lead form. Enter a brief description of the form. Form description. from where you can copy it to other locations. If you do not specify a URL. you can do one of the following: Sugar Community Edition Application Guide 87 . Only administrators can add additional fields to the form. To select from the Campaigns list. 3. The Form Properties page displays on the page. To create a lead form 1. 5. Enter information for the following fields: Form header. To move all the fields. Enter the form footer. it is saved as lead information in the Sugar database. The default location where the lead information will be stored displays on the page. You can delete it and enter the desired label. click Generate Form. Click Next. You can use this lead information to generate more opportunities for your organization. Click and drag the desired fields from the Available Fields list to the First Column or the Second Column list. this record is assigned to you. The system generates the form and displays it in the TinyMCE editor. Sugar will display a “Thank you for your Submission” message. click Create Lead Form.Campaigns Module Creating Web-to-Lead Forms You can create a Web-to-Lead form to capture leads from Web-based campaigns or other Web-based sources such as your Website. By default. To save the form. click Add All Fields. You can view and edit generated forms in the TinyMCE editor. The default label displays on the page. click Select. When you generate a Web-to-Lead form. The default header displays. Related campaign. When campaign targets submit the form. The fields from the Leads page displays on the screen. In the Actions bar of the Campaigns module. Enter the URL to the page that you would like your leads to view after submitting their information. then click Save Web To Lead Form to save your changes. if needed. Assigned to. Redirect URL. You can modify the form if needed. To edit this information. To create the form. You can delete it and enter the desired header information. 4. 6. Form footer. Enter the name of the individual you want to assign to the record or click Select to choose from the User List. select the Edit post URL? box and then enter the new location. 2. it is saved to the cache/generated_forms folder. Submit button label.

To perform a mail merge 1. 4. 6. Note: You must purchase a license for Sugar Plug-in for Microsoft Word. If you need to go back to the previous step to modify the target list. 4. Select the mail merge template from the Select Template drop-down list and click Next. 5. 3. Ensure that your Administrator has enabled the Mail Merge option for your organization.Campaigns Module Copy and paste the HTML from the box to a text file on your local machine. You can copy it from the cache to a different location. open the page in a new tab. and targets. Performing a Mail Merge You can create a form letter template for campaigns using the Sugar Plug-in for Microsoft Word and merge it with your target list to create personalized letters for each target. you perform a mail merge for non-email campaigns. To notify your manager or other users. The Campaigns module is already selected in the Selected Module drop-down list. Ensure that you have enabled the Mail Merge option on your User Settings page. The process of performing a mail merge is as follows: 1. move them to the Selected list. you can right-click the link Web to Lead Form. Select the targets in the Available list and using the right arrow. click Back. Step 2 of the Mail Merge process displays on the page. click the Web To Lead Form link at the top of the page. click Mail Merge. Perform a mail merge to merge the target addresses with the campaign letter to create personalized letters. create a non-email campaign. 2. Define a template in Sugar Plug-in for Microsoft Word and upload it to Sugar. On the Campaign’s detail page. The final step of the Mail Merge process displays your selections for review. the system saves it in the cache/ generated_forms folder on the Sugar server. 7. 88 Sugar Community Edition Application Guide . For On-Premise Sugar systems. you can also add those individuals from the Users list. Click Next. The targets specified in your targets list display in the Available list. In the Campaigns module. 3. 2. select Save Page As from the browser’s File menu and navigate to the location where you want to save it. To save the generated form as a . Step 1 of the Mail Merge process displays on the page. To view the form. Create your target list and populate it with names and addresses from your list of contacts.htm file on your local machine. Typically. leads.

Campaigns Module 5. You can view these entries when you click the View Status option on the campaign’s detail page. Sugar Community Edition Application Guide 89 . the system updates these log entries. Click Begin Merge. 6. The merged document displays on the page. The system creates a log entry for each target for your records. If you perform mail merge operations repeatedly for these campaign targets. Ensure that Open with Word is selected and click OK.

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Cases Module
Use the Cases module to track and manage problems with your services that are reported by your users and customers. After you create a case, you can associate it with related bugs.

Creating Cases
You can create cases in Sugar and you can also import them into Sugar as a commadelimited, tab-delimited, or custom delimited file. To import cases, click Import in the Actions bar of the Cases module. For more information on importing data, see “Importing Data”. To create a case In the Actions bar of the Cases module, click Create Case. 1. On the Cases page, enter information in the following fields: Priority. From the drop-down list, specify the urgency of the problem. Status. From the drop-down list, specify the current status of the problem such as New or Closed. Type. Select Administration, User, or Product from the drop-down list if you want to categorize the case. Subject. Enter a brief statement of the problem. Account Name. Enter the name of associated account or click Select to choose the account. Description. Enter a clear description of the problem. Resolution. Enter the results of the investigation into the problem. In the Other section, specify the following information: Assigned to. Enter the name of the individual you want to assign to the record or click Select to choose from the User List. By default, this record is assigned to you. If the administrator has enabled email notification, then case owners receive an email whenever a case is assigned to them. 2. Click Save to save the case; click Cancel to exit the page without saving the case. Sugar displays the case Detail View on the screen. On this page, you can create new bugs for the case or associate it with existing bugs. For more information on

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creating bugs, see “To create a bug”. You can also associate the case with new or existing records such as contacts and activities.

Managing Cases
Managing cases includes tasks such as editing, deleting, importing, and exporting records. To manage cases To sort a list view, click any column title which has the icon beside it; to reverse the sort order, click the column title again. To edit or delete some or all cases, use the Mass Update panel as described in “Editing and Deleting Multiple Records”. To view the details of a case, on the Cases home page, click on the case name in the list. To edit the case details, click Edit on the detail page, make the changes and click Save. To import records, click Import in the Actions bar. For more information on importing data, see “Importing Data”. To export information on one or more cases, select them in the Case List subpanel on the Cases Home page, click the Export icon, and export them as described in “Exporting Data”. To merge duplicates, click the Merge Duplicates link and following the process described in “Merging Duplicate Records”. To duplicate a case, click Duplicate on the detail page. Duplication is a convenient way of creating a similar case. You can change the information in the duplicate record to create a new case. To find duplicates, click Find Duplicates on the detail page. To delete a case, click Delete on the detail page. To track changes to the case over time, click the View Change Log link. To create or edit related records in a sub-panel, see “To manage related information in sub-panels”. To archive a related email, in the Detail View, scroll down to the History sub-panel where related emails are listed and click Archive Email to view the Create Archived Email form. You can copy and paste the email contents into this form and save it for your records.

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Type. Category. through your organization’s website. this module is hidden. Found in Release. specify the urgency of the problem. enter information for the following fields: Subject. From the drop-down list. On the Bugs page.Bug Tracker Module Use the Bug Tracker module to report. by an external user through email. select the product version in which the bug was fixed. To create a bug 1. Description. From the drop-down list. Note: By default. Source. Select Feature if the issue is a suggested enhancement for the product. The administrator populates the drop-down list of product releases. 2. you can associate it with the related case. click Report Bug. or custom delimited file. From the drop-down list. or by an external developer community member on your organization’s forum. and manage product bugs. From the drop-down list.Bugs are defects or features associated with a particular revision of a product. From the drop-down list. select Defect if the issue is a problem with the product. After you create a bug. specify the current status of the problem such as New or Closed. Enter a description of the problem. Fixed in Release. Enter a brief statement of the problem. Priority. track. Sugar Community Edition Application Guide 93 . In the Actions bar. Creating Bugs You can create a bug in Sugar. Resolution. Status. or import them into Sugar as a comma-delimited. From the drop-down list. From the drop-down list. From the drop-down list. select the resolution to the bug. specify whether the bug was reported by an internal user. The administrator must display it in order to enable you to use it. select the product associated with the bug. select product version in which the bug was found. tabdelimited.

To merge duplicates. scroll down to the History sub-panel where related emails are listed and click Archive Email to view the Create 94 Sugar Community Edition Application Guide . You can also create a new case for the bug or associate it with an existing case. By default. click the Export icon. click Duplicate. click any column title which has the icon beside it. on the Bug Tracker home page. You can change the information in the duplicate record to create a new bug. To view the details of a bug. The bug detail page displays on the screen. see “Importing Data”. see “Cases Module”. click Cancel to exit the page without creating the bug. this record is assigned to you. To export records. click the column title again. click the Export link and follow the process described in “Exporting Data” . In the Other section.Bug Tracker Module Work Log. Managing Bugs Managing bugs includes tasks such as editing. on the detail page. To import records. and export them as described in “To export data from Sugar”. to reverse the sort order.To manage bugs To sort a list view. Enter the name of the individual you want to assign to the record or click Select to choose from the User List. Click Save to create the bug. Duplication is a convenient way of creating a similar bug. To duplicate a bug. click Delete. To archive a related email. To create or manage related records in a sub-panel. select them from the list. To edit or delete some or all of the bugs. see “To manage related information in sub-panels”. To delete a bug. To export information on one or more bugs. click the bug in the Subject column. on the detail page. importing. For more information on creating cases. you can associate the bug with related records such as contacts and projects. Use this field to record your actions to resolve the bug. in the Detail View. To track changes to the bug over time. select them in the Bug List sub-panel on the Bugs Tracker Home page. For more information on importing data. To edit the bug details. deleting. click Import in the Actions bar. click the View Change Log link below the Edit button. On this page. use the Mass Update panel as described in “Editing and Deleting Multiple Records”. click Edit. 3. on the detail page. specify the following information: Assigned to. and exporting records. click the Merge Duplicates link and following the process described in “Merging Duplicate Records”.

Sugar Community Edition Application Guide 95 . You can copy and paste the email contents into this form and save it for your records.Managing Bugs Archived Email form.

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ranging from marketing collateral to contracts. Sugar Community Edition Application Guide 97 . select None. If the document does not belong to any of the listed types. Template. The tree structure only displays in the List View to make it easier to find documents under a specific subject. Select a pre-defined category from the drop-down list. Related Document. Enter a name for the document. When you select a category and sub-category for the document. enter the revision number. To create a document 1. Click Select to associate a related document. Select a pre-defined document from the drop-down list. click Create Documents. For example. the document is added to the Document tree using a hierarchical structure. select the status to indicate the current state of the document such as Draft or Under Review. Sub Category. Expiration Date.On the Documents page. Status. select the category subset. Document Name. Category. In the Actions bar of the Documents module. Click the Calendar icon and select the date when the validity of the document expires. Creating Documents You can create a library of documents and graphics that you can share with other users and contacts. Publish Date. You can also create templates for frequently used documents. Enter the name of the file you are using to create the document. enter information for the following fields: File Name. If none of the categories apply. The administrator defines the category and sub-category values. Select this box if you are creating a template.Documents Module Use the Documents module to create and manage files that you share with users and contacts. If you selected a category. click Browse to navigate to the location of the document. select None. Click the Calendar icon and select the date when the document is published for other users to view and download it. If you revised this document. if applicable. Document Type. From the drop-down list. collateral for a sales campaign may not be useful after the campaign ends. Revision.

see “To update an attachment”. copy it.Documents Module Related Document Revision. on the Documents home page. You can change the information in the duplicate record to create a new document. The current document name and revision number appear on this page. Duplication is a convenient way of creating a similar document. Click the attachment to open it or to save it to your local machine. click the View Change Log link below the Edit button. The Documents Revision page displays on the screen. click the Export icon. if any. click the attachment link. To create or manage the related records in a sub-panel. click the column title again. click Duplicate. Click Save to create the document. To export documents. and export them as described in “Exporting Data”. To delete a document. on the detail page. In the Document Revisions sub-panel of the document’s detail page. From the drop-down list. click its name in the list. use the Mass Update panel as described in “Editing and Deleting Multiple Records”. To track changes to the document over time. To manage documents To sort a list view. on the detail page. To duplicate a document. select them in the Document List sub-panel on the Documents Home page. 2. on the detail page. Managing Documents Managing documents includes tasks such as editing. see “To manage related information in sub-panels”. To view an attachment. are displayed below Description. To edit or delete some or all the documents. deleting. to reverse the sort order. click Delete. Right-click the attachment to bookmark it. To view the details of a document. Enter information for the following fields: 98 Sugar Community Edition Application Guide . Description. click Edit. click Create. and tracking changes. Any file that you attached when you created the document displays on the detail page in the Download File field. select the revision number of the associated document. and to view its properties. Enter a brief description of the document. click any column title which has the icon beside it. links to attachments. 2. To update an attachment. click Cancel to return to the document list without saving the document. To edit a document. To update an attachment 1.

Managing Documents

FileName. Enter the name of the file containing the revised information; to navigate to the file location, click Browse. Revision. Specify a revision number for the revised document. Change Log. Enter a brief description of the revision. 3. Click Save to save your changes; click Cancel to go back to the document detail page without saving your changes. You cannot change the name of the attached file. The revised file is displayed along with its revision number in the Documents Revisions sub-panel. The row listing the older document version now displays the rem icon to remove the file. 4. To remove the previous version of the attachment, click the rem icon, and click OK to confirm the removal. Identifying MS Word Mail Merge Templates In the Documents module, you can identify Microsoft Word mail merge templates. These templates are used when a mail-merge is performed directly from within Sugar. The templates themselves can be created from the Sugar Plug-in for Microsoft Word and uploaded to the Sugar document repository. If a document is a Mail Merge template, the document type displays as “Mail Merge” on the detail page. In the navigation bar, a link allows direct access to the Sugar Mail Merge Wizard.

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Projects Module
Use the Projects Module to create and manage projects for your organization. Every project is assigned to a user. The assigned user is the project manager. By default, this is the user who created the project. The assigned user can assign the project to another user.“Assigning Records to Users” Note: By default, this module is hidden. The administrator must display it in order to enable you to use it.

Creating Projects
In the Projects module, you can create, manage, and duplicate projects and project tasks. You can define multiple project tasks for each project. When you create a project task, you must associate it with a project. You can associate a project with multiple activities, accounts, opportunities, and cases. You can also create projects and project tasks from an email’s detail page. To create a project 1. In the Actions bar, click Create Project. 2. On the Projects page, enter information for the following fields: Name. Enter a name for the project. Status. From the drop-down list, select the project status such as Draft, In Review, or Published. Start Date. Click the Calendar icon and select the project start date. End Date. Click the Calendar icon and select the project end date. Assigned to. Enter the name of the user who has ownership of the project. By default, it is assigned to you. Priority. From the drop-down list, select the importance of the project such as Low, Medium, or High. Description. Enter a brief description of the project. 3. Click Save to create the project; click Cancel to exit the page without creating the project. When you save the project, the project’s detail page displays on the page.

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Check this box if the completion on this task is considered a milestone for project completion. click Edit on the project’s detail page. enter the start time in the adjoining field. see “Searching for Information in Sugar”. From the drop-down list. Click Select and choose the project associated with the task. use the Mass Update panel as described in “To edit or delete multiple records”. To search for a project. Finish Date. you can relate the project to records such as contacts and opportunities. Enter a numerical value as the task identification number. To create a project task 1. click the column title again. Click the Calendar icon and select the date when the task is due to begin. To manage a project To sort the list view on the Projects Home page. 4. click its name in the list view. to reverse the sort order. Enter a brief description of the task. 3. Milestone. enter information for the following fields: Name. Percentage Complete. Description. To edit the project details. and click Save. Enter a numerical value to indicate what percentage of the task has been completed. On the Project Tasks page. click Cancel to return to the project detail page without creating the task. 2. Click the Calendar icon and select a date when the task is due to be completed. “Assigning Records to Users”“To manage related information in subpanels”“Assigning Records to Users” 102 Sugar Community Edition Application Guide . select a priority level that reflects the importance of completing this task. Start Date. To view the details of a project. Task ID. In the Project Tasks sub-panel. Enter a name for the task. Click Save to create the task. Project Name. Priority.Projects Module From this page. click any column title which has the icon beside it. make the necessary changes. click Create. To update or delete some or all the projects on the Projects Home page.

click the Browse button located next to the Picture field. To view or contact an employee To search for an employee. an employee needs a username and password to log into Sugar. While all Sugar users are employees. Enter the employee’s information such as name and phone numbers. Creating Employees Administrators can create and manage employee records. not all employees are Sugar users. 2. Click Save to create the record. To create an employee 1. title. Sugar Community Edition Application Guide 103 . use the Search sub-panel located above the Employees list. To update information on the supervisor or status of multiple employees. The Employees page displays on the screen. click the user’s email address to open Microsoft Outlook and create the email. Click Create Employee in the Actions bar. To be a user. To view an employee’s details such as the title and contact information. use the Mass Update panel as described in “Editing and Deleting Multiple Records”. 3. You can upload the image file in JPG or PNG format. 4. click the employee name in the list. navigate to the location of image file and upload it into the record. click Cancel to exit the page without creating the record. and email address for employees in your organization. To add the employee’s photo. Sugar displays the record in the List View of the Employees Home page.Employees Module Use the Employees module to view information such as name. To email an employee.

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or custom delimited file.Tools such as ACT! have their own export capabilities. If you are moving to Sugar from a CRM system. tasks. Overview of the Import Process The process of importing data into Sugar. tab-delimited. tab-delimited. and from Salesforce. Administrators can also import user data. You can import data for the following Sugar modules.Importing Data You can import new data into Sugar as well as update existing data. You can import this data as a comma-delimited. and from Salesforce. and ACT! Leads. Contacts: A contact is a person who belongs to an account.com and ACT!. and Cases are the customer-reported issues regarding your product. Note: You cannot import data for custom Flex Relate fields. tab-delimited. Opportunities. and best-practice recommendations are listed below. and notes): You can import this data as a comma-delimited. and from Microsoft Outlook.com. you must first obtain the data from the existing system. you will need to contact them to 105 Sugar Community Edition Application Guide . tab-delimited. Sugar auto-populates the phone number. meetings. Extract data. and Cases: Prospects are considered Leads in Sugar. or custom delimited file. For example. Accounts: Accounts are “Company” records. Targets: Targets are the people who receive your campaign emails. Opportunities are your sales opportunities. tab-delimited. and from Salesforce. you can also use files in TSV (Tab Separated Value) or custom delimited formats. Activities (Calls. when you import a contact with a listed account name. During import. You can import this data as a comma-delimited. or custom delimited file. Step 1.com. or custom delimited file. To import data into Sugar. or custom delimited file.com. email address. and mail address fields. the system populates fields in newly created related Sugar records based on fields in the imported data. You can import this data as a comma-delimited. Though the discussions in this chapter focus on importing data through CSV (Comma Separated Value) files. You can import this data as a comma-delimited. Salesforce.

From the drop-down list. Step 4. The first step in the import process displays on the screen. Perform an import test. Double Quotes. the system uses double quotes as the qualifier. incorrect formatting. The import file contains double quotes as qualifiers. select one of the following: None. To import data 1. Cleanse the data: Check for spelling errors. In the Actions bar of the module’s home page. 106 Sugar Community Edition Application Guide . and missing information. and import it into Sugar. The import file does not contain any qualifiers. if any.Importing Data obtain your data. and other data. click Import. Delete duplicate records. When you export Sugar records. Select one of the following as the data source: Comma Delimited File. For information on creating custom fields. Prepare mappings. Sugar uses “ID” fields for identifiers. If you see fields in the CSV file that do not map directly to Sugar fields. create custom fields in Studio and add them to the Edit View and Detail View layouts to store that data. This enables Sugar to create a relationship automatically between an account and associated contacts. Ensure that the import file has a header row containing the names of the associated fields to ease the mapping process. ensure they are not named “ID”. Step 2. see “Studio”. enclosing each field including delimiters in the import file.csv format. if you want to retain the field values of your identifiers. Import the data. For example: “abc”. Save a small subset of your data as a CSV file and use it to map data in a trial run of the import. create custom fields to store these values. Step 3. as well as other records containing the same account name. Fields Qualified By: Identify the qualifier.“efg”. Sugar treats columns named “date_entered” and “date_modified” specially. 2. Select this option if the fields in the import file are separated by a comma or if the file is in . Use the custom mappings that you built in the previous step. Remove any identifiers in your existing data because Sugar creates its own unique identifiers during the import process. If you have a large amount of data running into thousands of records. leads. is in an Excel spreadsheet. If the data. Step 5. You can save this mapping to use later. if any. You will need a single CSV file for each Sugar module. you can save it as a CSV file on your machine. If your data contains column names titled “date_entered” and “date_modified” and you want to retain the original date values. therefore. Always import the Account data first and then import contacts.“xyz”. for example. it is recommended that you import them in smaller batches to ensure that the process is successful. See “Mapping Data”for more information.

This option is available only to import contacts into Sugar. As a result. Click Next to proceed to the next step in the import process. Create and Update Records: Select this option to create new records and update existing records with new values. This option is available only for Sugar modules that are mapped to a corresponding module in ACT and the import data is located in the Act! 2005 database. However. To update records. the items are typically separated by carats or commas in the export csv file. Typically. If the file has a header row. Upload the file containing the import data from your local file system. select one of the following: Create Records: Select this option to create new records. Hence. Note: Salesforce record IDs are case-sensitive. then import will not occur. In the Select file field. and parent-child relationships may be lost during import. Tab Delimited File. Depending on the specified data source. Custom Delimited File.com. Other. Sugar Community Edition Application Guide 107 .‘efg’. Enter the delimiter in the Fields Delimited By field and enter the delimiter in the adjacent field. The import file contains a qualifier other than single quotes or double quotes. Select this option if the fields in the import file are separated by a tab and the file extension is . If you map those IDs to the ID fields in the module. a header row contains column titles such as Name and Address. and you do not map the IDs to the ID fields in the module. Single Quotes. Instructions to import from Salesforce display on the screen. The error log displays “ID already exists in this table” for each row containing an existing ID. MySQL and MS SQL databases do not recognize the case-sensitivity and treat such IDs as one ID. Select this option if the import file uses a delimiter other than a comma or a tab. The import file contains single quotes as qualifiers. For example: ‘abc’. 5. the import file must contain the record IDs. 4. or click Browse to navigate to the file location on your machine. Select this option if the import file is located in the Salesforce. enter the path to the file location. check the Has Header box. This will avoid record duplication. 3. If the import file contains record IDs that already exist in Sugar. Microsoft Outlook.txt. Act!2005. Therefore.com database. Salesforce. Under Import Action. the information you see on this page will vary. 6. records that have the same ID but with variation in case are treated as separate records. then new records will be created.Note: When you export records containing multi-select field items.‘xyz’. you must use double quotes to successfully this data. some records may not be successfully imported.

You can change the default settings if necessary. To add additional data to a record for which the import file does not have a corresponding field. The system automatically finds possible matches for the field names in the Header row and selects them in the Database Field column. To remove a field that you do not want to use to check for duplicates. Select an existing field in the Sugar database from the drop-down list and enter its value in the corresponding Default Value field. The Database Field column displays a drop-down list of all fields that exist in the Sugar database for the module. You can change the mapping if needed. The field with the new value is added to the list of database fields. such as Direct Mail. 8. click the corresponding Remove Field button. click Show Advanced Options. Trade Show. move the desired indexes from the Index(es) Not Used column to the Index(es) Used column using the left arrow button. Click Import Now to import the data. If the import is unsuccessful or partially successful.Importing Data 7. and so on from the drop-down list in the Default Value column. To check for duplicates using fields such as Assigned users. the Do not map this field option displays in the Database Field column. 11. Advanced Options displays the default settings. The Import Results page lists the imported data and lists how many fields were successfully imported and how many were skipped. You will be prompted to 108 Sugar Community Edition Application Guide . from your User Settings page. The page displays. for the first record in your import file. The Header Row column displays field titles in the header row for the first record in the import file. For example. scroll down to the bottom of the page and click Add Field. 12. The Default Value column provides the option to enter a value if the import file does not contain a value for the field. Row 1 displays data from the first non-header field in the first record of the import file. To check for duplicate entries. to remove it. To save the mapping as a custom mapping that you can use repeatedly. a preview of the mapping between the fields in the Sugar database and the headers in the import file. scroll down to the bottom of the page and enter a name in the Save Mapping as field. including the datetime format. To modify the datetime format or other settings to match those in the import file. Click Next to proceed to the next step in the import process. Saved mappings are listed on the first page of the import process. If you do not want leave the Do not map this field unchanged. 10. use the right arrow to move it back to the Index(es) Not Used column. Sugar displays a link o view the rows that were not imported and the error messages. Use the up and down arrows to sort the order in which the indexes are checked for duplicates. You can change the mapping if needed. when you import Leads. 9. you can select the default value for the Lead Source. scroll down to the bottom of the page and click Show Advanced Options. For unmapped fields.

2. you can import just contact data from simpler Contact Manager applications– such as Microsoft Outlook. Also look out for company names that are similar but not identical because to inconsistencies in the way the company name was entered – you should delete all duplicate records except the one with the company name spelled exactly how you want to see it in Sugar. retain only the contact whose address and telephone information best represents the account as a whole. cases. Importing Account Data If you are importing account data from another CRM system. sorted by company name. To avoid creating multiple copies of the same account in Sugar. click Undo Last Import. Contacts. First. and opportunities later. To import account data If you are importing account data from a CRM system. click Import More. and Opportunities modules.csv file and save it as Accounts.csv file containing the information. This will ensure that when you import other related records such as contacts.csv file type. To return to the module’s home page. click the Return to button. that system understands the distinction between a contact and an account – that one account can have multiple contacts.download the . you may see successive records that have the same company name if there is more than one contact from that account (in Sugar’s terminology). The system will not duplicate the record when you restart the import process. Note: If you are importing data into a custom module that allows you to relate records to accounts. correct the errors. 15. and has separate data for each contact. 13. As you scroll through your data. and then import those records into Sugar. you need to delete the duplicate contacts. You can click Try Again to restart the import process. Edit the Accounts. However. typically. If you do not want to save the imported data because of incorrect mapping. You can download the file. 3. And to make sure that the most complete information is attached to the account record.csv file using Excel. If you exported contact data. those relationships are preserved. do the following: 1.csv. You can relate records to accounts during import in the Accounts. and want to import it as account data into Sugar. proceed to step 4. Create an account spreadsheet and import account records into the Accounts module first. sort the file on the column which contains the company name. Sugar Community Edition Application Guide 109 . To import additional data. Save the Excel file as a . import the account records first if they are not already in Sugar to ensure the new account record fields are populated. Copy your exported contacts. 14.

they have associated contacts but no address or telephone information. Now you can import the contact data as described earlier in “To import data”. The Import and Export Wizard dialog box displays on the page. 1. you can export contacts from your current Contact Manager application and then import them into Sugar. and click Next. Under the File menu. Enter the filename and directory location for the exported file to be created. Select an Outlook folder from which to export – typically your contacts folder and click Next. 6. then a new contact record is automatically created for an account of that name. and click Next. Note that when account records are created automatically in this fashion. Select Export to a file and click Next. To avoid this task. 4. click Finish. In the Actions bar of the Accounts module. Other systems work in a similar manner. Therefore. 2. they are empty. item names) and not the display labels. If you are importing from Outlook. Select the option to create a file of the type Comma Separated Values (Windows). you can view the file using Microsoft Excel or a text editor. Outlook 2003 creates a . you will need to add those details manually later. This is because Sugar requires the ID associated with each option that is stored in the database. To confirm your intention to export this file. ensure that the import file contains database values (that is. During import.csv file.Importing Data 4. a particularly important field mapping is the incoming Company field to the Account Name field within Sugar. select Import and Export. That is. it is recommended that you import the account data first to create complete records with address and telephone information (and other information depending on your previous CRM system) and then import contact data. Importing Contact Data If you import a contact record that refers to an unknown account. This is required to ensure that contacts are associated with the correct accounts. After the account data has been imported. ensure that you correctly map the names of the incoming fields with the names of the corresponding Sugar fields. click Import and follow the process described in “To import data”. Importing Drop-down List Values To successfully import drop-down list options. 3. 5. 110 Sugar Community Edition Application Guide . To export contacts from your current contact manager application The process below describes exporting contact information through Outlook 2003. To ensure that the data has been exported successfully.

In the Detail view. on the Import page. select the mapping and click Publish. if the import file is using EUC-JP and your default setting is UTF-8. 3. confirm that the drop-down value you are importing is listed in your spreadsheet as it appears in the database. drop-down selection box. File Encoding allows you to use an import file that is in another language. For example. Advanced Options lists the default settings in your User Settings page. In the process of mapping data. if the user selects the appropriate file encoding. these fields must exist in the Sugar database. 4. To copy drop-down list values 1. To publish a mapping that you saved. Enter the appropriate database values without the quotation marks into the corresponding column of the import spreadsheet. You can save mappings for future use. Date format. The Source of Selection window displays the source code. From the List View. Right-click the highlighted fields and select View Selection Source. In the Edit View.To do this. If not. click Edit. you will need to map it to fields that exist in the Sugar database. You can also publish saved mappings to enable other users to use them. 5. you will need to create these fields in Sugar before you import the data. you can assign a record to a user. To un-publish a mapping that you published. on the Import page. to map the first and last names of contacts that you import into Sugar. and Time format match those in the import file. Ensure that the File Encoding format. You must highlight the next available database field to capture the drop-down selection box values. You can contact your system administrator to retrieve the database value for you. If not. select the desired record to view its details. During the import. That is. Mapping Data When you import data. then the data will be imported with the encoding specified for the Sugar instance. or you can also view it yourself by reviewing the HTML source code for a record’s Edit View. a file with a different character encoding than in the Sugar instance. Sugar Community Edition Application Guide 111 . 2. select the mapping before proceeding to Step 2 of the import process. click Un-publish on the Image page. you will need to change the default setting to EUC-JP. highlight the appropriate drop-down field. change the settings under Advanced Options before you import the data. The last stage of the import process provides an Advanced Options section to view your import file settings. To manage saved mappings To use a saved mapping. and the next available database field. For example. including the dropdown list values.

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Exporting Data
You can export Sugar records in .csv format to your local machine. Use Microsoft Excel, Notepad, or other text editors to open .csv files. The .csv file displays column titles, including the Record ID (a long string of letters and numbers used as a unique reference to each account record) and all the other fields in the module. Note: When exporting values for drop-down list options, Sugar exports the ID associated with each option (that is, item name) and not the display labels. To export data from Sugar 1. To export specific records, select them from the List View on the module’s home page and click Export. To export all records listed on the page, or all existing records in the module, click Select located above the item list and select one of the following options:
This Page. To export all the records listed on the page, select this option. All Records. To export all records on the list (if it is more than a page long), select this option.

The system displays an “Opening.csv” dialog box. 2. Select Open to open the export file in .csv format or select Save to Disk to save the .csv file to your local machine. 3. Click OK to execute the operation. If you chose to open the file, the csv file opens in Microsoft Excel. The file contains all the fields in the module from which you are exporting the data.

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Administering Sugar
This section describes options that enable Sugar administrators to configure the application to meet their organization’s requirements. Topics include: Configuring Settings in Sugar Users Sugar Connect System Email Developer Tools Bug Tracker Employee Records Advanced Configuration Options A Sugar user can be a System Administrator, or a user with or without modulespecific administration or developer privileges. A System Administrator is a user who has full access to all Sugar records and full control over administering and developing the application. Module administration privileges allow users to have administrator access to records or to have control over the customization and administration of the modules. The System Administrator can grant this type of access to a user to allow the individual to manage a specific module. For more information, see “Role Management”. When you log into Sugar as an administrator, you will see the Admin link at the top right. Click this link to view the Administration page. This page displays several sections that group tasks according to the area of administration.

Configuring Settings in Sugar
When you log into Sugar for the first time after installation, the Admin Wizard displays on the screen. This wizard will guide you through the process of branding, localizing, and configuring email settings in Sugar that will be applicable to all users in your organization. You can skip this step if you prefer to do it at a later date. To specify system-wide settings 1. On the Welcome to Sugar screen, click Next to view the Branding screen.
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Specify the image file. To configure your user settings.jpg format. Click Next to view the System Locale Settings screen. 2. To view options to perform other administrative such as creating users and teams. Select Logo. To use Gmail. If you have installed other language packs. To enter SMTP over SSL or TLS. 4. enter the appropriate username and password for SMPT authentication. If you are not using any of the above. click Yahoo. click Exchange. Specify the default settings for displaying data format. to use SMPT authentication. which is the default. enter the Exchange username and password. The system displays your Home page in Sugar. you can select a language from the Language drop-down list. 3. To ensure that you can successfully send out emails.png or . Enter the following information: Name. 6. and optionally. click Send Test Email and check if the test email was received at the specified email address. and currency. and roles. 9. and enter the email address and password. and enter the server name and port number. click Other. click Gmail. Specify the email account to send emails to Sugar users regarding assignment notifications and new user passwords. To exit the screen and begin using Sugar. containing your organization’s logo. To use Microsoft Exchange. in . Optionally. The default language pack is US English. date. click the left arrow located next to the Logout option at the top right of the page. and enter the name of the SMTP server. Click Browse to navigate to the file’s location and upload it. 7. click Continue. select the appropriate option from the drop-down list. Users This section consists of the following options to manage users. 10. and select Admin. For information on configuring user settings.Administering Sugar The Sugar logo. Sugar displays the Administration Home page on the screen. in Sugar. see “Accessing Sugar and Setting Your User Preferences”. and enter the email address and password. Click Next to view the SMTP Server Specification screen. To use Yahoo. displays as the current logo. click Finish. User Management Role Management Password Management 116 Sugar Community Edition Application Guide . 8. 5. such as time. The tasks that you can perform from this page are described below. Click Next. The recommended size of the logo is 212x40 pixels. Enter the name that you want displayed in the title bar of your browser.

and home address. user type. department. IM (Instant Messenger) type. b. c. The System Administrator can access all modules and records. You can add additional comments in the Notes field. edit. and deactivate users in Sugar. enter the user’s name. In the Employee Information section. 3. You can also specify an email client from the drop-down list. Alternatively. A Regular user can access and use Sugar modules but does not have administrative privileges. you can set one or more email addresses for the user’s mail accounts. click User Management. In the Email Settings section.Users User Management Use the User Management option to create. 4. and current status. After you create a Regular user or an Administrator. see “Configuring Email Settings”. You can create a group user from the Users Home page or when you create a group for inbound emails as described in “Inbound Email”. enter the following information: a. For example. Inactive users do not count towards the number of Sugar licenses you purchase for your organization. To create a regular user or an administrator user 1. specify information such as the user’s current status. and a Group User. You can further specify whether an email address is the user’s primary email address or whether it will be used for an automated response to email. On the Users Profile tab. A Group User is a bucket that is used for inbound emails. a System Administrator. you can enable the system to Sugar Community Edition Application Guide 117 . If you do not select a user type. the user name displays in the list on the Users Home page and the employees list on the Employees Home page. Note: You cannot delete users but you can deactivate them. Users can then distribute the emails to other users from the group inbox. You can assign users to roles depending on the tasks they perform for the organization. You can create a Regular User. and does not count toward the number of Sugar licenses that you purchase for your organization. activate. the system creates a Regular user. A System Administrator user is a user who has administrative privileges in Sugar to perform tasks such as creating users. title. In the Users panel of the Administration Home page. Group user names display in the Users list but not in the employees list. and specify the user’s account information for the pre-configured email provider. For more information on setting up and configuring emails. creating a group mail account for Support creates a group user named Support to handle customer support issues. If the system-generated password feature is not enabled. Click Create New User from the Actions bar. The Users Home page displays on the page. You can manually send the password to the user along with the user name. 2. you can create a password on the Password tab. phone numbers. On the User Profile section.

For more information on system-generated passwords. see “Password Management”. and Locale settings. To duplicate the user details. scroll down the page. 118 Sugar Community Edition Application Guide . click Duplicate. such as locale settings. click Save. Select Create Group User from the Users menu. 7. on the detail page. On the Access tab in the Detail View. The following field values cannot be duplicated: Publish key. use the Mass Update panel on the Users Home page as described in “Editing and Deleting Multiple Records”. The user is assigned to the role and the role is now listed in the Roles sub-panel. To create the user. click Select to assign the user a role from the Roles list. and in the Roles section. as described in “Editing Your User Settings”. 6. To assign a role to the user. To import user data. You can enable or disable access to any Sugar module and to any action within a module. Homepage. Select the user from the Users list to view the detail page. click the appropriate button in the Detail View. edit the information as necessary. For information on creating roles. To assign roles to a user 1. Email addresses.Administering Sugar automatically generate a temporary password and email it to the user. By default. To manage user information To update the status of some or all users. 5. Layout options. the user has permission to access any module and perform any action. click Cancel to exit the page without creating the user. and to perform specific actions. change the information as needed. click Select in the Roles section and select one or more roles that you want to assign to the user. click the name in the Users list. 2. User settings. such as editing and deleting records within the module. and click Save. To reset to the default values for User preferences. The user will need a username and password in order to log into Sugar and change the password on the User Settings page. you can specify default system settings. you can add or remove a role to change the user’s access permissions for a Sugar module. You can now assign the user to roles. To edit user details. To view a user’s details. click Import. click Edit on the detail page. To create a Group User 1. Scroll down the Access page. On the Advanced tab. and click Save. see “Role Management”. or Dashboard.

6. When new roles are created. enter a password for the user and confirm it. In the Email Settings section. users who are not assigned a role can. A role defines a set of permissions to perform actions such as viewing. select Inactive. editing. You can use this setting to ensure that a role does not affect a particular setting. Not Set: A special case is the “Not Set” value in a role definition. The default value of Not Set applies a permission to each role option as follows: Access: Not Set = Enabled User Type: Not Set = Normal Sugar Community Edition Application Guide 119 . click Cancel to exit the page without creating the user. and deleting information. the default value of Access. but not delete them. User Type. Support. 5. the more restrictive settings prevail. You can control user actions by restricting access to modules to users who are assigned to certain roles. 7. and a role can be assigned to multiple users. Support Queue 4. For example.Users 2. This allows simple roles to be constructed and then combined to achieve the desired security level. Creating Roles When you create a role. You can further specify whether an email address is the primary email address or whether it will be used for an automated response to emails. and Operations is Not Set. if a user is assigned to two roles pertaining to a module where one role grants administrator access and the other grants Regular User access. Some examples are: Assign engineers in your organization to a role that prevents access to the Opportunities module. you specify whether access is permitted or not. or else. That is. For example. and contacts. Role Management Roles control user actions on records. 3. Users are affected by a role only if they are assigned to it. Click Save to create the user. For example. Enter a user name for the Group User in the User Name field. Enter the Group User’s name in the Name field. In the Status field. accounts. by default. Assign junior sales representatives to a role that allows them to edit opportunities. then user has only Regular User access because it is more restrictive. In the Password tab. Users can have multiple roles assigned to them. set one or more email addresses for the user’s mail accounts. select Active to indicate the Group User is being used. access and take any action in any module. When a user is assigned multiple roles. the modules that the role can access and the actions that they can perform.

Edit. To specify access to a module. and select the desired option from the drop-down list. 6. List: Grants permission to access the List Views in the module. double-click the action field and select the desired option from the drop-down list. Options are as follows: Not Set: Ensures that the role does not affect a particular setting. the Delete button is disabled on the Detail page. Enabled: Permits the user to view the module. This is the default setting for new roles. Additionally. View: Grants permission to view records in the module. double-click the Access field corresponding to that module. etc): Not Set = All When you create a role. Export: Grants permission to export record data in the module. Actions: This setting lists the following actions: Delete: Grants permission to delete records in the module. Click Save to create the role. you specify the following permissions for each Sugar module: Access: This setting specifies which modules the role is permitted to access. To create the role. click Save. 4. Disabled: Hides the module from the user’s view. If None is selected. 5. In the Actions bar on the Roles Home page. You can specify who can perform each of the above actions. Options are as follows: All: All users who are assigned to the role can perform the action Owner: The person who created the record can perform the action None: Nobody can perform the action Not Set: Ensures that the role does not affect a particular setting To create a role 1. click Create Role. The Edit View displays a list of available modules along with the action type. 3. If None is selected. Edit: Grants permission to edit records in the module. To specify who can perform a specific action. Enter a name and description for the role. 120 Sugar Community Edition Application Guide . The Export link located at the top of List View is removed when this privilege is not available to the user.Administering Sugar Action (Delete. The Import link in the navigation bar does not appear when this privilege is not available. Import: Grants permission to import record data in the module. the Edit button is disabled on the Detail page. the user cannot use the Mass Update panel to update records for the module. 2. click Cancel to exit the page without saving your changes.

To view the role details. 3. scroll down to the Users sub-panel and click Select. You can create and manage templates to send system-generated passwords and links to reset passwords. Sugar provides default email templates to send system-generated passwords and links to reset user-generated passwords. click the Remove (rem) icon corresponding to the user name. Note that the users list associated with the role is not duplicated. Select users from the Users list. click Duplicate. click the role name on the Role home page. 4. To manage roles 1. and click Save. 2. You cannot change any of the privileges because they are associated with the role. 2. Alternatively. revise the information. 2. you can also assign users to a role in the User Settings sub-panel of the User Management page. 3. 6. you will need to create a new password manually and provide it to the user. enter a new name for the role. In the role’s Edit View. To edit the role. If you do not enable this option. The system assigns the selected users to the role and displays the user name in the Users sub-panel of the Roles page. The page displays details of the user’s privileges for each module. in the Users sub-panel. Role restrictions do not apply to Admin users. click List Roles by User. To view roles for a user 1. Click Save. you can use the Password Management section to create and manage passwords for users. To duplicate the access control information. New users can log into Sugar with this password and create a new password for themselves on the User Settings page. on the detail page. In the Actions bar of the Roles home page. select List Roles by User and select the user from the adjacent drop-down list. 5. Password Management As a System Administrator. Select the user from the drop-down list. You can enable the System-Generated Password option to automatically generate and send temporary passwords to new users when you create a record for them. To view access permissions for a specific user. You can view these two templates when you select Email Templates from the Actions bar of the Emails Sugar Community Edition Application Guide 121 . click Delete. The restrictions are then merged and the more restrictive settings across all roles are assigned to the user. and then click Save. on the detail page. click Edit. To delete the role. on the detail page.Users To assign users to a role 1. To remove a user. in the Actions bar.

see “Creating Email Templates”. When Sugar receives such a request. Users who forget their passwords can click this link to submit their request for a new password. By default this link is disabled for LDAP authentication purposes. Sugar uses these templates unless you specify a custom template. User Reset Password In this section. select Password Expires in and specify the time period in days. you can set an expiration date for system-generated passwords. weeks. 2. Ensure that you have configured an email server for outbound emails on the Email Settings page. You can specify the following information: System-Generated Passwords In this section. If authentication is successful.Administering Sugar module. For security reasons. Enable Forgot Password Feature. enables users who forgot their passwords to use the Forgot Password link on the Login window to submit their user name and email address to Sugar. You can specify a time period or the number of logins after which the password expires. If you are using LDAP with SOAP. To specify and manage password settings 1. select Password Expires upon and enter the number of logins. which is enabled by default. When your users attempt to log into Sugar. it automatically sends a link to a page where the user can create a new password. To specify the number of logins. and that you have valid email addresses for all your users. For more information on creating and editing email templates. you can set an expiration date for system-generated passwords. Note: When LDAP authentication is enabled. For security purposes. settings password reset are not applicable. you can enable Sugar to email a system-generated link to users who need to reset their passwords. Enabling Authentication in Sugar If your organization has implemented LDAP or Active Directory authentication. 122 Sugar Community Edition Application Guide . you can configure settings to enable users to reset their passwords using the Forgot Password link that displays in the Login Window. the application authenticates them against your LDAP directory or Active Directory. Sugar also provides an option to display the “Forgot Password” link in the Sugar Login window. you will need to specify the encryption key for the system and forward the key to your users. you can enable authentication in Sugar. In the Users sub-panel of the Administration Home page. the user is allowed to log into Sugar. or months. The system automatically sends them an email with a link to the page where they can reset their password. click Password Management. To specify a time period. This option. The Password Management page displays on the screen.

Port Number. hours. Email Templates In this section. To enable LDAP authentication. the attribute name is userPrincipleName. and click Create. Sugar creates the template and displays it in the Email Templates Home page. Enter the LDAP server name. Enable reCAPTCHA Validation. Enter the attribute name that is used to search for the user in LDAP. Enter the Public key and the Private key that you received from reCAPTCHA for your Sugar instance in the appropriate fields. or days. Login Attribute. in openLDAP. Or else. dc=com. select System-generated password email from the drop-down list and click Create. select Link Expires in and enter the time period in minutes. when the link remains active. copy the password variable provided in the default template. Enter the attribute name that is used to bind the user’s name in LDAP. into your email template. User DN. Sugar Community Edition Application Guide 123 .Users Generated Link Expiration. for example. If you are using LDAP authentication. named Systemgenerated password email. User Filter. You can select this option only when the Enable Forgot Password feature option is enabled. Enter the user DN name. Enter any additional parameters to apply when authenticating users. check the Enable LDAP box. The password variable is not available in the Insert Variable drop-down list of the Email Template form. For example. you must disable the Forgot Password option. you can enable LDAP authentication. Bind Attribute. To create an email template to send a link to users who forgot their passwords. To create an email template for system-generated passwords. In this section. For example. Select None if you do not want the link to expire. Note: If you choose to create your own templates to send passwords. is_user_id=1. LDAP Support. Email template containing system-generated link to reset password. dc=example. Use this option to specify whether the Forgot Password link expires or not. ou=people. you can create message templates to use when sending out generated passwords and links to reset passwords. the attribute name is dn. the Public key and Private key fields display below. When you enable reCAPTCHA validation. For example. Enter the server’s port number. Email template containing system-generated password. and enter the following information: Server. in openLDAP. select Forgot Password email from the drop-down list. Select Email Templates from the Actions bar of the Emails module to view available email templates.

Select this checkbox if you wish to specify that the user is a member of a specific group. To perform a manual check. Sugar Connect This section includes the following options: Sugar Support Portal Sugar Updates Online Documentation Sugar Support Portal Use this option to access the SugarCRM forums. Sugar Updates Use this option to check automatically or manually for Sugar updates. A unique identifier used to check if the user is a member of the group. Select this checkbox to use specific user credentials to bind to the LDAP server. The SugarCRM forums cover discussions on a broad range of topics such as setting up the Sugar application and FAQs (Frequently Asked Questions).Administering Sugar Group Membership. for example. However. Select this checkbox to create the user name in the Sugar database if it does not already exist. dc=example. cn=sugarcrm. The attribute of the group that will be used to filter against the User Attribute. the option to check for updates automatically is enabled.By default. download the latest Sugar version. and enter the following information: Group DN. uncheck the Automatically Check for Updates option and click Check Now. uid. 3. you will be notified when new Sugar versions or updates are available. you will need to register your organization with SugarCRM. If you already have 124 Sugar Community Edition Application Guide . Group Name. and request new features.ini file. research reported bugs. file bugs. The php_mcrypt extension must be enabled in the php. dc=com. MemberUid. enter the encryption key to encrypt user passwords in the Sugar Plug-in for Microsoft Outlook. User Attribute. Enter the group name. ou=groups. For example. If you are using LDAP with SOAP. Encryption Key. For example. Click Save to save the settings. click Cancel to exit the page without saving the settings. If you want to participate in the discussions. log into the network. for example. Group Attribute. you can view postings on any of the Sugar forums without registering your organization. buy network subscription. Enter the group DN name. If you choose to check for Sugar updates automatically. Authentication. Auto Create Users. search FAQs (Frequently Asked Questions). and enter the user name and password in the fields that display below.

System Settings Scheduler Diagnostic Tool Upgrade Wizard Connectors Themes Shortcut Bar Backups Repair Currencies Locale Sugar Feed System Settings Use this option to configure the system-wide settings according to your organization’s specifications. System This section includes the following options to configure system-wide settings that apply to all users in your organization. Select this box if you want to prevent users from moving Sugar Dashlets on the Home page. Configure the following fields: Listview items per page. Enter the maximum number of records you want displayed in the list view. Users can override some default settings. Prevent user customizable Homepage layout.System the latest version. such as the datetime format. However. To configure the user interface 1. The system paginates lists that contain more than the specified number of records. Online Documentation Use this option to view and download PDF copies of available documentation on installing and using the Sugar application and plug-ins. the message “You have the latest version available” displays at the bottom of the panel. on their User Settings page User Interface Use this section to configure the user interface. Sugar Community Edition Application Guide 125 . users can still create additional Sugar Dashlets.

Enter the maximum number of Sugar Dashlets you want displayed on the Home page. System Name. Display server response times. select this option. click Restore. This field displays your organization’s logo that currently displays in the User Interface. Select this box if you want the full name for users displayed instead of their login names. such as logging in or opening an item. click Save. 2. which is the default. The system displays fields to specify the proxy host and port number. Current Logo. Show Full Name. If you want to connect to the web through a proxy server. Select this box if you want to enable proxy authentication to allow Sugar to connect to the company’s proxy server. Enter the name of the proxy server host Port. User Name. click Cancel.Administering Sugar Maximum number of Sugar Dashlets on Homepage. Proxy Settings If you are using a proxy server to connect to the web. For example. Select this box if you want to prevent users from dragging and dropping sub-panels to a different location in their Detail View layout. Select this option if you want to display the module icon in the browser’s navigation tab instead of the Sugar icon. in Sugar. Subpanel items per page. Use module icon as favicon. The footer on every page displays the time taken to respond when users attempt to perform an action. Select Logo. 1. Enter the port number for the proxy host. Users will not be able to add more than the number of Sugar Dashlets that you specify. Enter the user name. Enter the path to the location of the logo that you want to upload from your local machine. when you are in the Accounts module. click Browse to navigate to the location of the logo on your local machine. Proxy Host. the navigation tab will display the Accounts icon. This field displays your system name. The system paginates lists that contain more than the specified number of records. you will need to enter the information here to allow the system to check for Sugar updates. The default value is 15. Authentication. To restore the default settings. with the standard transparent background color. Configure the following fields: Use proxy server. 3. Prevent user customizable subpanel layout. The dimension should be 212 X 40. Deselect this option if you do not want to display the response time. This option is enabled by default. to exit the page without saving your changes. To save the settings. Enter the maximum number of records you want displayed in the List View. in PNG or JPG format. 126 Sugar Community Edition Application Guide . Or.

To enable Skype 1. Enter a password for the user. to exit the System Settings page without saving your changes. This information is for performance tuning investigation. Advanced 1. Select any of the following advanced configuration options: Validate user IP address: For security purposes.log file. click Restore. this option allows them to perform a mail merge with Word documents. Select the Enable mail merge box. To save the setting. 2. Log memory usage. click Save. that users are allowed to upload. you can merge contact information from Sugar with form letters created in Microsoft Word. Queries that take longer than the threshold time are logged in the sugarcrm. Select this option to record memory usage in the sugarcrm.log file. in bytes. To restore the previous setting. in milliseconds. Note: The upload size is also dependent on PHP’s upload settings. SkypeOut Select this option to allow users to click a phone number field to make calls through Skype. 2. Sugar Community Edition Application Guide 127 . to exit the System Settings page without saving your changes.log file. To save the settings. to restore the previous setting. Slow query time threshold. Select the Enable SkypeOut integration box. Note: Users must also select the Mail Merge option on their User Settings page. click Save. Enter the maximum file size. click Save. Select this option to log the system’s slow responses to user queries in the sugarcrm. 2. click Cancel. click Cancel. Maximum upload size. To save the setting. click Cancel. to restore the previous settings. select this option to validate the IP addresses of users who log into Sugar. to define slow queries. For example. The Mail Merge link displays at the top of a List View. click Restore.System Password. Specify a threshold. 1. Log slow queries. to exit the System Settings page without saving your changes. This information is for performance-tuning investigation. Mail Merge If your users have installed the Sugar Plug-in for Microsoft Word. click Restore.

2. This information is for debugging purposes. Enter the file extension. Extension. to exit the System Settings page without saving your changes. Append After File Name. ‘fatal’. click Restore. the system displays where the error occurred in the application’s stack trace. error: Logs error events in the application. info: Logs informational messages. and ‘security’. the logs are written to sugarcrm. if an error occurs when users are running the application. In the Logger Settings panel. 128 Sugar Community Edition Application Guide . the application parses your Logger settings automatically from the log4. You can. The logging levels are as follows: debug: Logs events that would help to debug the application.php properties file of your previous Sugar version and populates the Logger Settings sub-panel with the information. however. To save the settings. Developer Mode. enter “0”. off. the system will create log files for the specified level as well as higher levels. Select this option to disable caching so that you can immediately view changes made to language. if you specify ‘Error’. vCal Updates Time Period. To turn off Free/Busy publishing. change the settings if necessary. warn: Logs potentially harmful events. When you upgrade Sugar. This makes it easier to identify the log that you want to view.log in the Sugar root directory. When you select this option. From the drop-down list. The logger will not log any events. To configure logger settings 1. 3. The minimum value is one month.log. By default. the system creates log files for ‘error’. When you specify a logging level. To restore the previous settings. The default is. click Save. fatal: Logs severe error events that leads the application to abort. click Cancel. This is the default level.Administering Sugar Display stack trace of errors. select a time period to append to the file name. Logs events that may compromise the security of the application. security. enter the following information: Log File Name. Specify a name for the log file. Select this option to specify the number of months in advance of the current date that Free/Busy information for calls and meetings is published. Logger Settings The Sugar Logger logs events that occur in the Sugar application. and the maximum value is 12 months. and template files. For example. vardefs.

To configure log settings 1. 3. The default is 10 logs. Enter the default date format for the log file. Sugar Community Edition Application Guide 129 . select Configure Log Settings from the Actions bar. The default is fatal. click Cancel. 1. 2. the log displays actions that occurred since the time you clicked Mark Point. Press Enter on your keyboard to search the log. The default is 10MB. On the System Settings page. click Restore.System Maximum Log Size. select the event level that you want to capture in the log file. This format must be supported by strftime. To search the log by keyword. Select this option from the Actions bar to view the system log. Click All to view the whole log. Scheduler Use the Scheduler to ensure timely execution of custom processes such as workflows and email campaigns. This job monitors inbound emails in active mail accounts that you set up using the Inbound Email option in the Email panel of the Admin page. Log Level. From the drop-down list. enter it in the Search box. To save the settings. To restore the previous settings. The default is %c. Specify the maximum number of log files to save. Default Date Format. to search the log by a regular expression. Sugar deletes the log file that was created first. Configure Log Settings. 3. You can schedule jobs such as monitoring inbound emails and dispatching campaign emails. Maximum Number of Logs. When you click Refresh From Mark. This job removes entries from the tracker and tracker_sessions database tables after 30 days. When the number of log files exceed this limit. Note: The Ignore Self field is not used. You can schedule the following types of job: Prune Tracker Tables. enter it in the Search box and check the Reg Exp box. Check Inbound Mailboxes. Specify the maximum size of the log file in MegaBytes (MB). click Save. The Scheduler integrates with external UNIX systems and Windows systems to run jobs that are scheduled through those systems. to exit the System Settings page without saving your changes. 2. Click Mark Point to show the log from that point onward.

To add a new cron job to your crontab for Unix and Linux Systems 1. Open the file using a text editor and locate a line that starts with “User”. /path/to/php -c/path/to/ php. path/to/php. Search for a file named httpd. you can use the Task Scheduler. Determine the capabilities of your PHP installation. It will vary with the distribution. contact the Customer Service department for your host. finds records that have been soft-deleted (deleted = 1).ini -f cron. 2. This job reads all the tables in your Sugar database. It is mostly a performance job. specifically the database connector. and physically deletes those records on the 1st of every month. Apache will run as your Login User ID for files in your virtual directory. type crontab -e. Determine the user ID that Apache server uses to run. Add the following line to your crontab using the full path to the PHP directory in your Sugar installation: * * * * * cd /path/to/sugar. This is an essential component of monitoring mass email campaigns. b. the IMAP libraries.Administering Sugar Run Nightly Process Bounced Campaign Emails. Typically. Configuring Settings for Scheduler Jobs For Microsoft Windows. you will need to add a new cron job to the crontab. path/to/php is the path to the PHP installation that you want to use. do the following: 1. In a properly configured virtual host environment provided by your host. At the command prompt. 3. This job processes the outbound email queue for your organization’s mass campaign emails. the “Possible Actions” parameter is set to “Bounce Handling”.conf. a. For UNIX and Linux systems. Search for the PHP binary as follows: 130 Sugar Community Edition Application Guide .ini is the path to the PHP configuration file that you want to use. Run Nightly Mass Email Campaigns. creates a large SQL file. 2. This job polls any mail account in which. Ensure that the PHP binary (php-cli or just php) is available and has those libraries available. The Sugar Scheduler is designed to work with PHP and its extensions. Save your changes and close. and the cURL libraries. If you encounter problems. and is not essential to the use of Sugar. The backup files are placed in cache/backups with time-stamped filenames. this file is located in the /etc folder.php /dev/null 2>&1 where: path/to/sugar is the path to where your Sugar installation resides. Prune Database on 1st of Month. The name that follows it directly is the name of the User that Apache will run as on your system. If you are unsure.

php -f cron. For example. move on to Step number 3. the second is the “Hours” value.exe) and is typically located in the root folder of your PHP install Sugar Community Edition Application Guide 131 . To fine tune this job.php > /dev/null 2>&1 Enter the command from "cd.php > / c. the PHP-CGI binary is named php-cgi. you will find the binary in /usr/bin or /usr/local/bin. c. Typically. do the following: a. b. change the first two “*”. On most correctly configured PHP installations. If you encounter problems. Create a batch file that will execute all the necessary commands. To add a new cron job to your crontab for Microsoft Windows (2000. c. the crontab will be able to execute successfully as well. If so. c:\path\to\php. the logic here is that if the command will execute successfully when run manually. The first is the “Minutes” value. Or b. this command will return a long list. Enter the following paths in the batch file: cd c:\path\to\Sugarinstance where SugarInstance is your Sugar installation. b. path/to/php -f cron. Determine the PHP binary to use for PHP 5.php> 4.System a. XP. enter: "*/3 * * * /dev/null 2>&1 * cd /path/to/sugar. Parse through the list to find an executable file named php.exe (not php-cli.exe -c c:\windows\php. to run the cron job every three minutes. scroll down to the Troubleshooting Tips at the end of this section and read item number 2. refer to “Troubleshooting Tips”. If any errors occur.x. Enter the following line to your crontab: * * * * dev/null 2>& * cd /path/to/sugar. Save your changes and close. Test the crontab line as follows to confirm that your system is ready to run: a.2. Type find / -name php. 2. At a terminal prompt. Create a cron job for the Apache user a. Type crontab -e -u [the Apache user].php 3. Server) Set up the Windows batch file as follows: 1. If your cron job looks as follows: * * * * * cd /var/www/html/sugarcrm. and run it. 5.2x version of PHP. 4. Type which php." to "2&>1" into a terminal and press Enter.php file. 3. This folder should contain the cron. copy and paste the command for your cron job. For the 5. php -f cron. If you cannot find the PHP binary. Run the batch file from a command prompt to ensure that the output has no errors.ini -f cron..

Click Start and navigate to Control Panel/Scheduled Tasks/Add Scheduled Task. 2. c. This can vary from system to system.Administering Sugar folder. d. and select Every Minute or specify the interval you think is appropriate. Check off Repeat task to enable the fields below it. enter the command described above. b. 5. browse to the batch file you just created. To allow it to interact with the dynamic libraries. copy and paste what Sugar’s recommendation into a blank file. enter the following information: Job Name. Change the Save As Type to "dropdown to All Files *.*. a. Open notepad. Schedule a daily job. At the bottom of the default screen. It may not work for your particular instance. On the Advanced Properties page. 6. you will see the contents of the commands you need to add to a batch file. The system will identify the php. In the Actions bar of the Scheduler home page. and select it. Status. From the command prompt.ini file. Create a scheduled task. To schedule a job 1. If you are unsure. In the Basic Setup sub-panel. Enter a name for the job. usually related to paths that cannot be found. Create the batch file.ini file and its location. Enter the full name of the batch file to execute it. Test the batch file. Note and correct any reported errors. Go through the Wizard. b. Check the folder paths because they are often the cause for problems with the Scheduler. select Active to run the job at the specified intervals. c. a. b. select Inactive if you want to save the job schedule information but not run the job.exe. e. click Create Scheduler. 8. From the drop-down list. 132 Sugar Community Edition Application Guide . c. " and save it as a . 7. Note: This is only a recommendation. a.bat file. Click Scheduler in the Systems panel of the Admin page. and ensure that you select Open advanced properties for this task when I click finish. specify the location of the php. navigate to the Schedule tab and then click Advanced. navigate to the folder where you saved the batch file. Save your changes and close the Wizard.

Active To. To manage scheduled jobs 1. You can also delete a job by clicking the del icon corresponding to the job in the Schedule list. To edit the settings. when the job becomes active. From the drop-down list. The Sugar Scheduler fails to run even though the cron. Specify the time interval to check for new scheduled jobs. Date & Time Start. click Edit. when the job becomes inactive. From the drop-down list. 5. Select a job from the drop-down list. Active From. select the time. The Apache user's PATH does not include the location of the PHP binary. 4. 3. in hours and minutes. select the time. Click Save to create the job. For advanced options. duplicate. Select this box to run any jobs that the scheduler missed. click Cancel to exit the page without saving your changes. Make the necessary changes and click Save to update the settings. in hours and minutes. select the time. Click the Calendar icon and select the start date for the job. or to run a script from a Web server enter the URL in the adjacent field. Interval.csv file format to a local machine. 6. in hours and minutes. or delete the settings.System Job. select them from the list and click Export. The default is every one minute daily. The Advanced Options sub-panel displays below. Enter information for the following fields: Execute If Missed. To export one or more scheduler definitions in a . Select any job from the job list to view its settings or the Job log. The Schedule List page displays on the page. from the adjacent drop-down list. Navigate to the System sub-panel on the Admin page. 3. You can edit.php > /dev/ Sugar Community Edition Application Guide 133 . Change the crontab entry to include the FULL path to the PHP binary as shown below: * * * * null 2>&1 * /usr/local/bin/php -f cron. 4. click Cancel to exit the page without creating the job. Click the Calendar icon and select the end date for the job. in hours and minutes. Troubleshooting Tips Linux 1.log file shows that the crontab is triggering the new job. click the Advanced Options link below the Job field. and click Scheduler. 2. select the time. Date & Time End. from the adjacent drop-down list.

Keeping in mind that this file piggybacks on Window's $PATH$ variable. Change the crontab entry to include a PHP switch to explicitly define a php. a map is useless if the information is bad. b. onwards.. Find the section named “Paths and Directories”. If you use cURL. * * * * * php -c /path/to/php. which in turn tells it where to find everything that is available. full path listing from c:\. a.ini file.ini to use as shown below. e. and thus the external libraries (such as mod_mysql and mod_imap) are unavailable at run time. To force PHP to be aware of these libraries. This is done with the commands “which curl” and “which wget”.ini in your favorite text editor. a. If you use wget. it needs to access the php. your crontab entry should look like: * * * * cron.. and add it as the line for your crontab entry. Locate the php. The pertinent entry is “extension_dir”. c.ini file.php.ini file: if you are unsure. 134 Sugar Community Edition Application Guide . As a result. Correct any errors . Windows. Open php.php * wget -q http://Domain/sugarInstance/ Note: Both curl and wget have numerous switches that do not always map to different versions on different platforms. d. Determine if this is an option at this time by finding either “curl” or “wget” on your system. No PHP binary found or it is broken. it cannot make calls to your database or to your Email server.sometimes giving an absolute path solves hard-todiagnose problems. your crontab entry should look as follows: * * * * * curl --silent http://Domain/ sugarInstance/cron.ini -f cron. double-check the paths listed.Administering Sugar The Apache user's PATH does not include the location of the php.ini file and its location. for example. 2. 1. Experiment in the terminal until you find the “perfect” line. The second most common breakage is incorrect paths to the extensions that PHP needs. The most common problem is that the PHP binary does not have the proper libraries available at run time. and sugarInstance is your Sugar installation.php where Domain is the website where your Sugar installation resides. The system identifies the php. run the following command: phpinfo().php > / dev/null 2>&1" 2. Change the mechanism by which your cron job calls Sugar's cron.

The system displays a list of system configuration files.System Necessary extensions are disabled. if any. g. it can cause problems. files have been manually customized. Open your php. like MySQL version. the system captures configuration information for all the selected files.If a custom module has been loaded.All Tables Schema .Copies the config.General Information . This enables Customer Support to learn which. etc. 2. On the Diagnostic Tool page. SugarCRM Log file .Runs md5 checks on all files in the sugar directory and compares it against a stock Sugar installation’s md5s. f.writes the schema for all tables to an HTML file. SugarCRM Custom directory .copies the log file. This file summarizes the basic information required to resolve the problem. BeanList/BeanFiles files exist . and php_imap.Configuration Table Dumps . typically php_mysql (for PHP5). Scroll down to the Windows-specific list. The bare minimum for Sugar Scheduler to run is to have php_curl. Sugar schema output (VARDEFS) . phpinfo() .php . By default. Test the batch file again. MD5 info . Attach this file to the help request you sent to Customer Support. and then click Execute Diagnostic. The system creates a zip file that contains the captured configuration information. Deselect the ones you do not want to view.php file from the root directory after replacing the DB password with an asterisk for security purposes.ini file in a text editor.Pulls up some general information. j. Find the section named “Dynamic Extensions”. Sugar Community Edition Application Guide 135 . The system performs the following actions of these files: SugarCRM Config. MySQL . MySQL . Make sure that the necessary extensions are uncommented (no “. This action checks all the references to ensure they are correct. i. To capture system configuration 1. your database connector. click Execute Diagnostic to run the tool.copies the Sugar database schema. and the author did not define these references correctly. MySQL .Executes phpinfo and stores it in a file. h.copies a few tables from the database and replaces sensitive information with an asterisk for security purposes. The diagnostic tool pulls up system information and stores it in a zip file on the server for download. character sets. Diagnostic Tool Use this option to capture system configuration for diagnostics and analysis.” preceding the line).Copies the custom directory to a zip file to enable Customer Support to know what has been customized through the Layout Editor.

Repair Use this option to upgrade and rebuild data from a previous version of Sugar for the current version of the program. you can save it to your local machine and upload it into Sugar using the Upgrade Wizard. To backup Sugar configuration files 1. 3. click Open. Expands certain char. Click Run Backup to create the . extensions. specify a directory that is writable by the same user as the Apache process. and click the file you want to view.htaccess file: Rebuilds the . To view its contents.zip file of your Sugar application files. 5. To ensure that backup can be performed. select the modules you want to repair. and select a location on your local machine. vardefs. Expand Column Width. Rebuild . 2. 4. In the Filename field. click the Download the Diagnostic file link at the bottom of the page. Sugar Dashlets.Administering Sugar 3. To save the zip file contents. and so on for selected modules. and text columns in MSSQL database. The options are listed below. refer to your database vendor's documentation. and click Repair. To view the file.htaccess file to limit access to certain files directly. In the Directory field. click Save. varchar. 4. Note: To backup your database information. Click the Backups option in the System sub-panel on the Admin page. Click this option. enter a file name for the zip file including the . to delete the file. If you choose to download the file. Note that this option does not backup the database. necessary. Quick Repair and Rebuild: Repairs and rebuilds the database. Backups Use this option to backup the Sugar configuration files.php file by updating the version and adding defaults when not explicitly declared.zip extension. Upgrade Wizard When you obtain the Sugar upgrade zip file from Sugar. see “Upgrading Sugar”. click the Delete the Diagnostic file link. the File Download dialog box displays on the page. click Rebuild. For more information. 136 Sugar Community Edition Application Guide . You also use this option to clear any custom Sugar Feed link types from the cache. Rebuild Config File: Rebuilds the config. Click this option to check the file and if. click Confirm Settings.

or execute it. Click this option. symbol (for example. $). language packs. Currencies Use this option to define a new currency and rate. Rebuild Minified JS Files: Copies original Full JS Source Files and minifies them. You can choose to display the SQL that will be executed on the screen. and if the seed users are enabled. Click this option and then click Rebuild. Rebuild Schedulers: Rebuilds your default Scheduler Jobs. Repair Roles: Repairs roles by adding all new modules that support access control as well as any new access controls to existing modules.System Rebuild Extensions: Rebuilds extensions including extended vardefs. Set the Status to Inactive if you do not want users to use this currency for transactions. but does not overwrite original JS Source files. enter the name. conversion rate to the US $. menus. Repair Activities: Repairs Activities (Calls. you will need to install Macromedia Flash8. Rebuild JS Compressed Files: Copies original Full JS Source files and replaces existing compressed JS files. Repair Inbound Email Accounts: Repairs Inbound Email accounts and encrypts account passwords. If any XSS strings are found. Rebuild JS Grouping Files: Re-concatenates and overwrites existing group files with latest versions of group files. Rebuild Javascript Languages: Rebuilds Javascript versions of language files. Remove XSS: Removes XSS Vulnerabilities from the database. click Deactivate to disable them. Repair Non-Lowercased Fields: Repairs mixed-case custom tables and metadata files to fix issues where code expects lowercase field names.includes any changes made. Repair JS Files: Compresses Existing JS files . If the seed users are disabled. select a module. the system lists them in the Object(s) found field below Repair Database: This option is applicable to MYSQL databases only. Rebuild Sugar Dashlets: Rebuilds the cache file for Sugar Dashlets. export it. the currency code (such as CDN for the Canadian dollar). then replaces existing compressed files. and click Execute. For each new currency that you define. Meetings) end dates. It repairs your Sugar database based on values defined in the vardefs. Note: To display the Euro symbol in charts. Enable/Disable Seed Users: Enables or disables seed users populated during demo installation. and administration Rebuild Relationships: Rebuilds relationship metadata and drops the cache file. Click this option. click Activate to enable them. Sugar Community Edition Application Guide 137 .

and the default character set used to export data from Sugar. language. Default Currency. Users can select a different language from the login page. You can specify any combination of salutation first name. Mr. name. Currency symbol. This character encoding is also used when importing data into Sugar. Enter the ISO code for the currency. Sugar uses UTF-8 to store and export data. time. users can override the default currency that you specify in this panel. User Interface: Use this section to set the default values in the Sugar User Interface. Users can override the default format by setting a different time format in their User Settings page. and currency. John Smith. you will need to select SJIS as the default export character set. From the drop-down list. For example: Mr. Smith. users can define a different default export character set on their User Settings page to export data from Sugar. By default. Enter the symbol for the currency. 1000s Separator. Enter the name of the currency that your organization uses to conduct business. you can also specify the collation order for records in the application. This ensures that the character set Sugar uses to create the exported file is mapped to the correct character set on the user’s machine. Use this section to override the default currency that you set during installation. Export Settings Use this panel to specify export settings such as the delimiter used to separate data in export files. and last name. Decimal Symbol. Enter the default salutation and name format to display in list views and detail views. 138 Sugar Community Edition Application Guide . If you are using MySQL. For example. Default Date Format. From the drop-down list. For locales that use character encoding other than UTF-8. From the drop-down list. Users can override the default format by setting a different date format in their User Settings page. or John Smith. So. Users can override the default format by setting a different time format in their User Settings page. The settings you specify here apply to all users in the organization. select the default language for the Sugar User Interface. However. Default Language. Specify a delimiter to separate thousands when users specify a numeric value for the amount. ISO 4217 Currency Code. Specify a default decimal symbol. Default Name Format.Administering Sugar Locale Use this option to set system-wide default formats for date. Default Time Format. for users in this locale. On the User Settings page. Currency. you must specify the appropriate default character set. select a time format to display in all records such as Cases. MS Windows uses SJIS in Japan. select a date format for all records. provided they have installed the appropriate language pack.

Select this option to enable this functionality for users in your organization. Sugar Feed enables users to be informed as soon as any user creates a new contact. The default is utf8_general_ci. Select this option if you want to prevent end users and users with administrative privileges from exporting data. You can activate Sugar Feed for one or more of the following modules: Leads. This setting manages the connection layer between SugarCRM and your MySQL database. when a case is closed. Cases. such as a comma or a period. click Sugar Feed Settings. both users and administrators can export files from Sugar. Changing this setting will not alter your existing tables. Enable Sugar Feed. Specify the following settings. and YouTube videos. Your organization can also create custom link types. For locales other than US and Western Europe. select the appropriate character set from the drop-down list. images. When a user performs any of these actions. opportunity. Specify the delimiter. Sugar displays a message in the My Sugar Feed dashlet on the Home page. and all new tables created after this change will inherit the “collation setting” name. You can select the desired collation order from the drop-down list. and should be set to match the collation of your database tables. Disable export. lead. To enable and manage Sugar Feeds 1. Additionally. you can prevent users from exporting files. click Cancel. you can enable User Feed to allow users to post status updates. or case. In the System sub-panel. Select this option to allow only users with administrative privileges to export data. Admin export only. Opportunities. external links. click Save. However. To save the settings. The Sugar Feed Settings page displays on the screen. Database Collation Sugar displays this sub-panel only if you are using the MYSQL database. Export Delimiter. and if tables in the query have a different collation. Users are also notified of status updates when a lead is converted. Sugar Feed Select this option to enable the Sugar Feed functionality for your organization. CAUTION: The database will return errors if you run queries against multiple tables. Sugar Community Edition Application Guide 139 . to exit the page without saving your changes. Default Character Set for Import and Export. and when an opportunity is closed.System By default. to use while exporting data. and Contacts. The default is UTF-8.

Navigate to the System section of the Administration Home page. To disable the Quick Create form for a module. select the checkbox appropriate for the module. they can update addresses and phone numbers for an account. By default. To delete all existing entries in the Feed. Connectors Use this option to manage Sugar cloud connectors to external data sources. links. and YouTube videos. select the module from the Disabled Modules list and drag it to the Active Modules list. all themes are available to users. 2. For example.Quick Repair and Rebuild option. and YouTube videos are automatically deleted after two weeks. and Targets are disabled. By default. Click Save to save the settings. The Themes Settings page displays available themes on the screen. 2. To enable the Quick Create form for a module. hence icons for these modules do not display in the Shortcuts bar. Select this option to enable users to post status updates. Cases. 3. Activate User Feed. Click Save to save your changes. links. images. and click Themes Settings. To enable or disable Quick Create forms for a module 1.Administering Sugar Activate Feeds For: To activate Sugar Feed for a module. Users can view the external data or merge it with the existing information in the Sugar record. to enable a theme. click the Right arrow to move it from the Enabled list to the Disabled list. 2. click Cancel to exit the page without saving your changes. Sugar Feed entries for images. To disable a theme. If you add custom link types. you can clear them from the cache using the Repair . Connectors are enabled by default to allow users to search external data sources for new information from within a Sugar record in the module. click Delete Feed Entries and click OK to confirm your action. Themes Use this option to manage Sugar themes for your organization. Click Save to update the settings. For 140 Sugar Community Edition Application Guide . select the module from the Active Modules list and drag it to the Disabled Modules list. To manage themes 1. Bug Tracker. Documents. Shortcut Bar Use this option to select the modules for which Quick Create forms would be available on the Shortcut bar. You can enable or disable a theme. click the Left arrow to move it from the Disabled list to the Enabled list. Sugar displays only enabled themes in the Theme drop-down list from which users make their selection.

and you can upload them into Sugar using the Module Loader. standard or custom. However. a mapped field for LinkedIn displays the LinkedIn icon. Sugar provides a connector to LinkedIn. click Map Connector Fields. 2. On the Connector Settings page. on the connector tab. you cannot enable connectors for it because it does not have a standard Detail View layout. that is listed in Studio provided the module has a standard Detail View layout. Leads. To enable or disable connectors 1. To disable a connector for a module. and click Connector Settings. You can disable connectors. For example. Developers in your organization can create connectors to other data sources. Each connector tab displays a list of fields in the connector and a corresponding drop-down list of fields in connector-enabled Sugar modules. a popup window displays the LinkedIn data for the field. For example. connectors are disabled for all modules. 3.sugarexchange.org and Sugar Exchange at http://www.sugarforge. Click Save to saving the settings. The Connector Settings page displays on the screen. you can enable connectors for any module. 3. Tabs for any other connectors that you install also display on this page. You can also search for other available connectors on Sugar Forge at http://www. On the Connector Settings page. To enable a connector for a module. This page displays tabs for the available data source connectors. To configure connector properties 1. Navigate to the Systems section of the Administration Home page. 2. drag the module from the Enabled list to the Disabled list. Each tab displays a column for connector-enabled modules and a column for connector-disabled modules. though the Knowledge Base module is listed in Studio. Click Set Connector Properties. see “Integrating Data from External Sources”.com. click Enable Connectors. By default. on the connector tab. and Contacts. Connectors are designed for company-type or person-type modules such as Accounts. To map connector fields 1. Mapping Connector Fields You can map connector fields to fields in a Sugar module to determine which fields display the pop-up window for the data source. Sugar Community Edition Application Guide 141 . When users point the cursor at this icon. The Set Connector Properties page displays tab for the connector that Sugar provides. You can also map connector fields to fields in Sugar as described later in this section. drag the module from the Disabled list to the Enabled list. if needed.System information on merging data.

If you are not using any of these. Enter the email address and password for the specified provider. Click Save to save the mappings. 2. and specify which HTML tags. to send emails using the outgoing mail server used to send system notifications and alerts. select the Sugar field from the drop-down list corresponding to the field in the connector. to strip from incoming emails before displaying them in Sugar. click Email Settings. you can specify the following settings: 142 Sugar Community Edition Application Guide . 6. or Exchange. To add Google’s Gmail server. If they are not. To configure email settings 1. enter information for the fields listed below. enable email notifications to users when records are assigned to them. Click Send Test Email to check if the settings are valid. The system fills in the SMTP Server and SMTP Port fields with the Gmail server’s address and port number respectively. for example.Administering Sugar 2. Allow users to use this account for outgoing email. From Address. 4. Select this option to allow all users to use the account. Sugar displays an error message. for which username and password were provided. If you do not select this option. 3. To change a default mapping or to add a new mapping. Select your email provider. Yahoo. 5. Sugar uses these field mappings when merging data. 3. including campaign emails. users will have to provide their own account information when using the outgoing mail server. using the following options: Email Settings Inbound Email Campaign Email Settings Email Queue Email Settings Use this option to configure a mail server for outbound emails. Enter the sender’s name. click Other. Email Administrators can set up and manage mail accounts for inbound and outbound emails. Enter the sender’s email address. In the Email section of the Administration page. such as applets and frames tags. In the Email Options section. From Name. click Prefill Gmail Defaults. 7. In the Outgoing Mail Configuration sub-panel. the name of your organization. such as Gmail.

The system tags every bounced campaign email with a unique identifier that enables you to identify the campaign. Inbound Email Use this option to create and manage group mail accounts. you can change CASE to a different word.com or sales@example. To strip some of the listed tags. Click Save to save the settings. which is used by Outlook. Select this option to send notifications from the email address of the user who is assigning a record to another user. the case number appears in the Subject field of the email. In the Email Security Settings section. Users can subsequently distribute emails in the Group mail account to other users. related notes and attachments are deleted when an email is deleted. When users send an email from the detail page of a case. to view and import emails from an external mail account. Delete related notes and attachments with deleted emails.Email Assignment Notifications. Send Notifications from assigning user’s email address. you can set it up to automatically generate cases from inbound emails. click Cancel to exit the page without saving your changes. Group Mail Accounts: Allow multiple users. you can specify the following information: Select Outlook Default Minimum Security Precautions. Optionally. Bounce Handling Accounts. A bounce handling account stores campaign emails that bounce back to you due to incorrect email addresses. The case number format follows the Case Macro setting that displays on the Inbound Email Home page. 8. When you create a group mail account. Toggle all options. To customize it. Check this box to strip all the listed tags from emails in the Email client. When you select this option. The email is related to the case and is listed in the History sub-panel of the case’s Detail View. you can use the auto-reply template to automatically notify customers that you received their email. You can create a bounce handling inbox separately for each campaign. you can route it to a Group mail account such as support@example. 9. uncheck this box and then select individual tags to strip. Enable this option to send email notifications to users automatically when records are assigned to them. The email’s subject line is copied to the case’s subject line and the body is copied as the case description. The Case Macro field displays the default case macro string. and bounce handling accounts. Sugar imports an email and associates it with a case based on the Subject line. Sugar Community Edition Application Guide 143 . You can also to set up the template to notify them that a case has been created to resolve the issue. Select this option if you do not want to strip the Style tag. When you receive emails that are addressed to your organization but not to any particular user. Creating Cases from Emails. or you can create one that is common to all campaigns.com. The Subject line of the email contains the number of the newly created case. but you must preserve the rest of the string.

After you specify a folder. This field. To select multiple folders. In the Mail Account Information section. which displays only when you select the Create Case option. If your mail server supports secure socket connections. Reply-to Address. click Select. Sugar displays the Group Mail Account page on the screen. Enter the email address associated with the Reply-to name. With the Least-Busy option. To monitor other folders. Enter the username to access the mail server. In the Actions bar. Status. 144 Sugar Community Edition Application Guide . select IMAP. Import Emails Automatically. Enter the address of the external mail server. Select this option to automatically create email records in Sugar for all incoming emails. Enter the server port number. enter information for the following fields: From Name. Reply-to Name. click New Group Mail Account. Monitored Folders. Distribution Method. Password. or an alternate name for the mail account. User Name. a Trash folder to store deleted emails. In the Email Handling Options section. 2. allows you to select Round-Robin or Least-Busy. By default. click Select to view a list of available folders in the external mail account. Create Case from Email. enter information for the following fields: Name. To select a Trash folder from the Folders list. This field displays when you select IMAP as the protocol. selecting this box will force SSL connections when importing emails into Sugar. the system distributes cases evenly amongst all users within the specified team. From the drop-down list. Enter the name of the person or company that will send the emails. Additional fields display on the screen to select the folder you want to monitor. the system monitors the Inbox. Enter the user’s password to access the mail server. Mail Server Port. Trash Folder. When you select this option. Mail Server Address. click OK. Enter the name to which you want replies to be addressed. Enter the email address from which emails will be sent. click OK to view them in your inbox. From the drop-down list. Sent Folder. Users cannot view emails from a deactivated account. and a Sent folder to store copies of outgoing emails. the system distributes cases to the least busy user within the team assigned to the Group folder. Mail Server Protocol. you will need to specify how the emails are distributed in the Distribution Method field. select Active to activate the Group mail account or Inactive to deactivate it. With the Round-Robin option.Administering Sugar To set up a Group mail account 1. After you select the folders that you want to view in Sugar. From Address. Select this option to create cases automatically from inbound emails. click OK. hold down the Shift key or the Ctrl key. click Select.To add a folder to view your outbound emails. Use SSL. After you specify the trash folder. Enter the user’s name.

2. and click Save. Sugar will respond to the sender with the Create Case Reply template instead of the Auto-Reply template. To set up a bounce handing mail account 1. No Auto-reply to Domain. If both templates are selected. 3. Auto-Reply Template. From the drop-down list. 4. 3. Edit the details as needed and click Save. Optionally. To activate and deactivate multiple accounts. The system creates the bounce handling account and displays its detail page. The response contains the system-generated case number in the subject line of the email. or click Create to create a new template. Click Save to save the settings. You can use a Case Reply template to set up an automated response notifying email senders that a case has been created to resolve their issue. Use this template to set up an automated response notifying email senders that you received their email. The body of the email for which the case was created displays below the template text. To manage group mail accounts and bounce handling accounts To view the details of an account. To edit an account. see “Creating Email Templates”. select an existing template. click Test Settings to ensure that the settings are accurate. You can select an existing template from the drop-down list. It is common to specify your organization’s domain to prevent auto-replies from being sent to your organization’s members. click Edit in the Detail View. Sugar Community Edition Application Guide 145 . or change team assignments.Email New Case Auto-Reply Template. revise the information. enter the domain name. Select New Bounce Handling Account from the Actions bar on the Inbound Emails Home page. click its name in the Inbound Email home page. Enter the required information as described in “To set up a Group mail account”. click Test Settings to ensure that the settings are accurate. Optionally. select them in the List View and use the Mass Update panel to make the changes. Set the maximum number of auto-responses to be sent to a unique email address during a period of 24 hours. Click Save to save the settings. To exclude a domain from receiving the automatic email response. The system creates the mail account and displays its detail page. 4. To duplicate an account. The system creates a new mail account and displays the Edit View. For information on creating email templates. click Duplicate in the Detail View. This field displays only when you select the Create Case option. Number of Auto-responses. or click Create to create a new one.

However. enter the information shown below. address. Ensure that you create three custom files with the same name as the campaign tracking files. 2. To configure campaigns email setup from Campaigns module 1. You can also enter this information using the Campaign Email Settings option on the Administration Home page. Number of emails sent per batch. You can also specify whether you want to keep copies of campaign messages or not.php. if needed: From Name. Enter the name of the SMTP server. campaign_tracker/2. any change that you make to these values reflect on the Email Settings page and not the Campaign Email Settings page that you access from the Administration Home page. if your Sugar instance is behind a firewall. Mail Transfer Agent. select Email Setup from the Actions bar. From Address. select it from the List View and click Delete. SMTP is the default protocol. The email address for the sender. select Default to accept the default location. select them in the List View and click Delete. Hence. SMTP Port. To use SMTP authentication. and Mail Transfer Agent values that display on this page reflect the default values set on the Email Settings page. Note: The name. displays the default values for the following.php. then choose User Defined and specify the path to your external Web server in the field below. the number of emails sent per batch and the location of the campaign tracking files. you can change some default values. SMTP Server. click Delete from the Detail View. To delete multiple group mail accounts. You can enter new values.php and place them in the path to your external Web 146 Sugar Community Edition Application Guide . Campaign tracking files log responses from campaign targets. If you are running Sugar on an external network.Administering Sugar To delete a mail account. The system displays the SMTP port number. In the Mass Mailing Options section. Enable SMTP over SSL or TLS: Select either SSL or TLS from the drop-down list. check this box and enter the email account username and password in the fields that display below. Enter the maximum number of emails to send per batch. removeme. In the Campaigns module. The Setup Email section. Select the mail transfer protocol from the drop-down list. and image. Alternatively. Sugar display the name entered on the Email Settings page. Location of campaign tracking files. Campaign Email Settings You can specify settings for email campaigns from the Campaigns module. namely. Use SMTP Authentication. namely. From the Administration Home page.

Keep copies of campaign messages. Specify mass mailing options as described in “To configure campaigns email setup from Campaigns module” 3. To send out campaign emails. Selecting No will store only the template of the campaign message and the required variables to recreate the message. and select Campaign Email Settings. click Cancel. click Back. 4. see “Scheduler”. The system sends out the email only after the start date/time has passed. You can select more than one campaign at a time. and delete mass campaign emails that are in the queue for dispatch. you can view its status in the Campaign module. 5. send. To manage queued emails 1. 2. to navigate back to the previous screen. select the campaign in the Queue sub-panel below and click Send Queued Campaign Emails. Click Save to save the settings and create a bounce handling inbox. These files must point to the original campaign tracking files in your Sugar instance. to go back to the Campaigns Home page without saving any of the specified information.Email server. For more information on scheduling email mailings. Navigate to the Emails section on the Administration Home page. 6. Use the Scheduler to run nightly mass email campaigns as well as to monitor bounced campaign emails. Selecting Yes will save a copy of all email messages sent during all campaigns in the Sugar database. The page displays existing bounce handling mail accounts. Sugar displays the Campaign Email Settings configuration page on the screen. Click Save. Sugar Community Edition Application Guide 147 . Hence. To create a bounce handling mail account. Enter the mail account information as described in “To set up a Group mail account” and click Next. The system tracks statistics such as the Sent date and number of times an email delivery was attempted. This takes up space in the Sugar database and slows down performance. 3. it is strongly recommended that you use the default setting. Click Next. The system displays a summary page that lists the specified settings. click Create New Mail Account. To configure campaign email setup from the Administration page 1. The updated settings display on the page as well as on the Email Setup page of the Campaigns module Email Queue Use this option to view. The Default is No. After a campaign email has been processed.

This template provides basic fields such as ID. Basic. File. see “Creating Relationships”. This template provides document-specific fields such as File Name and Document Type. This template provides organization-specific fields such as Company Name. To search for a specific campaign. The process of creating a custom module is as follows: 1. Module Builder Use the Module Builder to create custom modules in Sugar. 2. click Clear to clear the search fields. and Created By. To delete campaign emails. Developer Tools The Developer tools section displays the following options that enable you to build new modules and customize existing ones. see “Module Loader”. Create a module using one of the following templates that Sugar provides for you. Use this template to create a module that is similar to the Documents module.Administering Sugar 2. or you can use the Module Loader to install it in another Sugar instance. or recipient address in the Search fields above and click Search. click OK to confirm the deletion. Use this template to create a module that is similar to the Accounts module. To create relationships between modules. and Created By. Module Builder Module Loader Studio Configure Tabs Configure Subpanels Rename Tabs Dropdown Editor The Module Builder enables you to build custom modules and Studio enables you to customize existing modules. Use this template to create a module from scratch. 148 Sugar Community Edition Application Guide . Date Entered. 3. You can create one or more modules within a package. Company. enter the campaign name. select the campaign in the Queue sub-panel below and click Delete. you can deploy the module directly within the current instance. Industry. This template provides case and bug-specific fields such as ID. Issue. Create a package to house the new module. After you build a module in Module Builder. or recipient name. For more information. and Billing Address. Use this template to create a module that is similar to the Cases module or Bug Tracker module. Description.

Sale. Note: Apart from field names. the following information will be lost: Custom field labels will be lost and. After deployment. Sub-panels. Create new fields. However. which you can save on your local machine. if needed. typically. you can add or remove fields and make other changes to a published module. Edit View. This template provides individual-specific fields such as salutation. If you created custom fields in Studio and added them to the layouts prior to re-deployment. Sugar Community Edition Application Guide 149 . 4. Search form. When you create a custom module. The layouts for the custom module will be lost and will have to be created again. hence. you will have to add them again to the layouts in Module Builder. Detail View. title. address. You can also add or remove fields and make other changes to a deployed module through Studio. and Sugar Dashlets. Customize page layouts for List View. you can duplicate the fields and save them with a different name to customize them. Use this template to create a module that is similar to the Contacts module or the Leads module. Custom relationships will be lost. Create relationships between the new module and other modules. if necessary. has multiple relationships with other Sugar modules. Deploy. The system creates a zip file. you can define its relationship with other Sugar modules. 6. will not display in the page layouts even though the custom fields and the associated data exist in the database. You can choose one of the following options to distribute the package: Publish. The relationship tables and relationships between records that are stored in those tables are deleted from the database. Save the package and distribute it. This template provides opportunity-specific fields such as Lead-Source and Probability. you can make further changes to the module in Module Builder and deploy it again to update the installed module. and phone number. if necessary. You can then email it to one or more individuals who can use the Module Loader to upload the zip file into their Sugar instance. 5. 3. A Sugar module. if needed. This option is designed for distribution to specific users or customers. you cannot edit other field properties in a template. You can also rename default fields from the template. name. note that if you change a deployed custom module in Studio and then re-deploy it from Module Builder. Use this template to create a module that is similar to the Opportunities module. You can choose which fields appear in the module layouts. After the module is installed through Studio. However. This option is designed to install the custom module on your Sugar instance and make it available to users in your organization.Developer Tools Person.

Click the New Module icon on the Package page. The package is visible only in Module Builder and. click Duplicate. Enter information for the following fields: Author. publish. To create a package 1. The system refreshes the page and displays options to duplicate. click Module Builder to view the Module Builder page. Label. To create a module 1. 6. this option is enabled to create a tab for the module that is identical to other Sugar module tabs. Using the Module Loader. Enter a brief description of the package. Navigation Tab. developers can install it on their Sugar instance and customize it further in Module Builder if necessary. To publish the package after saving it. Click Save to create the package. Key. click Publish. Enter an alphanumeric key to distinguish modules with similar names. deploy. click Delete. export. 7. Type. Enter a name for the module that you want displayed in the Sugar User Interface. Enter a name for the package and click Save. Click Export to save the package as a zip file on your local machine. Click New Package. Enter information for the following fields: Module Name. After you save the package. By default. Click Save to save the module and add it to the package. 5. to delete the package. 8. The system creates a zip file. In the Developer Tools sub-panel. Enter a name for the module. and delete the package. only administrators can access it until it has been deployed. Click a template to select it for your module 3. This option is designed for distribution to developers. Importing. 2. directories and tables names with this key. Selecting this option to allow data import into the module. To deploy the package on your Sugar instance after saving it. click Deploy. which you can save on your local machine and email to other developers. The system will prefix all class names. Description. 150 Sugar Community Edition Application Guide . 9. Enter your name as the creator of the package. The system appends a “1” to the package name and saves it as a new package. 4. if you want to create a copy. 3. Sugar displays the Package page on the screen. hence. The Module page displays on the screen 2.Administering Sugar Export.

For information on creating new fields. see “Editing Layouts”. For information on defining relationships. or Export. labels. 2. select the package and click Publish. 2. and create relationships with other Sugar modules. 3. On the custom module page. click Sugar Dashlet Search and follow the procedure described in “To edit the Search form”. Alternatively. you have the option of retaining or removing the database tables. and relationships from the selected template are nested under the module. You do not need to delete a package before you install a newer version. Sugar Community Edition Application Guide 151 . To edit the List View. any updates that you made to the package before re-deploying will override files from the earlier package. That is. The files from the new version will override any existing files from the earlier package. sub-panels. For more information. When you select Publish or Export. see “To add fields”. The new module is nested within the package listed in the Packages panel on the Module Builder home page. see “Creating Relationships”. click View Layouts. In Module Builder. Default fields. The Packages panel on the left lists all the modules you create within a package. When you select Deploy. add new fields. You can edit the List View and the Search form for Sugar Dashlets. the system installs all the custom modules in the package on your Sugar instance. When you choose Publish or Export. Use the Module Loader to upload the file from your machine into Sugar and install the module. you can uninstall the deployed package using the Module Loader. the system saves it as a zip file that you can export to your local machine and distribute as needed. all the files that it contains are also deleted. For information on customizing a layout or the Search form. To edit Sugar Dashlets 1. select Save to Disk and click OK. Deploy. You can also edit the default layouts. When you delete a package. If you delete a package after it has been deployed. To distribute or install a package 1. layouts. To edit the Search form. When you uninstall a package. Deleting Packages You can delete a package if necessary. You can click them to view their details. click Sugar Dashlet List View and follow the procedure described in “To edit a List View”. click Layouts in the Packages panel on the left.Developer Tools The system refreshes the page to display the selected template. Click Sugar Dashlet. see “Module Loader”.

The license agreement displays on the screen. For more information on creating packages. you can uninstall the deployed module in the Module Loader.Administering Sugar Module Loader Use the Module Loader to install Sugar modules. Select the file and then click Open. the system displays a message stating that the module installed successfully. The uploaded module displays in the bottom panel. After the module has been disabled. Click Commit. When you deploy the package. upgrades. it is listed in the top panel and has already been made available to other users in your organization. Click Back to Module Loader. You can create custom modules in the Module Builder. To install a module 1. To disable and enable a module 1. 152 Sugar Community Edition Application Guide . 5. Click Upload. language packs. You can uninstall it or disable it by clicking the appropriate button. and themes. it becomes available to other users in your organization. In the System sub-panel of the Administration Home page. click Module Loader. Click Accept to accept the agreement. 6. To go back to the Module Loader page. 3. You can also disable installed modules through the Module Loader. 2. click Back to the Module Loader. 3. To disable a module. The new module tab is now visible to all users. Click Browse to navigate to the location of the module’s zip file on your local machine. A custom module is contained within a package. Sugar displays a message stating that the module has been disabled. 2. click the Disable button located next to the module’s name. see “Module Builder”. If the installation is successful. If you delete a package in Module Builder after it is already installed or deployed. 7. Click Install. custom modules. When you publish or export the package. If you deployed the package. Sugar Dashlets. The path to the zip file displays in the Module field. Select Accept to accept the agreement and then click Commit to install the module. 4. 4. Sugar displays the License Agreement on the page. you can save it as a zip file on your local machine and then use the Module Loader to upload them it into Sugar.

see the description of “Deploy” in “Module Builder” To edit a module 1. layouts. and Quick Create forms. Click Commit to uninstall the module. drop-down lists. layouts. After you edit a module. Note: If you make changes to fields and layouts of a custom module in Studio. field labels. and sub-panels. Studio. and the Dropdown Editor. Studio Studio enables you to customize modules by adding new fields. you can export it to your local machine and upload in into another Sugar instance using the Module Loader. click Enable. and field labels for a module. In Studio.Developer Tools The Enable button displays adjacent to the module’s name. labels. The associated fields. if not. Module Builder. The right panel displays the same information in the form of icons. Editing a Module You can create and edit custom fields. To uninstall a module 1. For more information. select the module that you want to edit. and sub-panels for each module are grouped within the module. click Cancel to retain the module. You can click a module in either panel to drill down to its fields. 3. To enable the module. After you customize a module. layouts. The module is removed from Sugar. 2. labels. page layouts. click the Uninstall button corresponding to the module’s name. The system displays a message stating that the module is ready to be uninstalled and displays options to remove or retain the database tables that were created for the new module. The Studio home page displays a list of existing modules in the left panel. 2. Select from the following options: Sugar Community Edition Application Guide 153 . select Remove Tables. In the Module Loader. 5. You can also edit the default fields. These include the default Sugar modules as well as any custom modules that have been deployed. You can click the Plus sign (+) preceding the module name to view them. The screen above illustrates the Accounts module. You can use Studio to make changes to a published module. sub-panels. and sub-panels. some information will be lost if the module is re-deployed from the Module Builder. the updated version will not be available to other users until you publish it. To remove the tables from the database. editing existing fields. select Do Not Remove Tables. The bottom of the page displays buttons to the Developer Tools Home.

Click Save to save your changes. You can then add the fields to the desired layout. After you create a relationship. Relationships: Select this option to view existing relationships and create new ones between modules. You can also change the default field labels for all the language packs that you have installed. The Field Editor allows you to edit some properties of custom fields and change the display label and some properties of standard fields such as the field length. Every module list displays the database fields and the labels they map to in the user interface. see “To add fields”. Select this option to edit and create drop-down lists. row size. Detail View. and to edit default fields and custom fields. the application adds the field to the appropriate database table and stores the generated metadata. Creating and Editing Fields You can add custom fields to any module in Sugar. you can also edit the Convert Lead form. and Quick Create forms.Administering Sugar Labels: Select this option to edit field labels. Subpanels: Select this option to edit one or more of the module’s sub-panels. For more information. For custom modules. 5. you can create fields in the Module Builder. see “Editing Field Labels”. module titles. link labels. For the Leads module. see “Dropdown Editor”. 3. such as Edit View and Detail View. Click Save. For more information. 3. 154 Sugar Community Edition Application Guide . 4. To change field labels 1. you will need to deploy it to make it available to users. and pop-up window messages using the Label editor. see “To edit a sub-panel”. Use Studio to edit fields in a custom module after it has been published. Fields: Select this option to create custom fields. If you want to select a different language pack. see “Creating Relationships”. For more information. button labels. Select the label that you want to edit and enter the new name. click the appropriate breadcrumb above the Save button. Layouts: Select this option to edit the List View. Edit View. select the appropriate one from the list of pre-installed language packs in the Language drop-down menu. For more information. When you add a custom field. see “Editing Layouts”. To navigate back to a different module or to Studio. For more information. Editing Field Labels You can edit field labels. A list of existing database fields and the labels to which they are mapped displays on the page. Search. Select the module and click Labels. Using the Label Editor instead of the Layout Editor to edit multiple labels for a module reduces the time to make the edits. For more information. 2.

enter values for the following: Data Type. MultiSelect.Developer Tools and column size. DateTime. Creates a checkbox for data fields with a Yes/No action. Enter the default values in the field that displays when you select this data type. Creates a text field for fields such as first name and last name. and country. 3. Text Field. Creates a field to enter the date and time. such as “first day of next month. Creates a field for information. Decimal. Creates fields for street. Creates an IFrame field. 2. IFrame. From the drop-down list. Creates a field to enter an currency. such as social security numbers. users can click the checkbox to turn on or turn off the action. see “Embedding Links and IFrames in a Layout”. Encrypt. To add a new custom field to a module. Creates a drop-down list of values. You can specify a range with the Min and Max Value fields. To add fields 1. state. Creates a drop-down list from which you can associate a related record. DropDown. The system automatically creates a field of the currency type if the field does not exist. Because you can add only one Flex-Relate field to a module. this Sugar Community Edition Application Guide 155 . You can select a date and time. Click Add Fields. Creates a field to specify positive or negative numbers. The Field Editor displays the field types as shown below: The information that you need to specify varies depending on the selected data type. city. select the module and click Fields. Creates static HTML-formatted text to display in record views. Sugar uses Blowfish encryption to encrypt passwords. whose value is stored in an encrypted format in the Sugar database. The value is not encrypted in the user interface and is visible to users. For more information on drop-down lists. Creates a field that you can associate with a drop-down list of values. select one of the data types listed below. You can also mark a standard field as a required field or an audited field. Creates a field to specify the precision past the decimal point. postal. Creates a field to enter a date. Note: You cannot edit the name or data type of a custom field. Date. Integer. For more information. Currency. Address. HTML. 12:00pm” from the drop-down list below. These properties are described in “To add fields”. The page displays the current default fields that Sugar provides as well as any existing custom fields. In the Field Editor. Users can select one or more values from the list. Flex Relate. see “Dropdown Editor”. Checkbox.

Sugar displays this option when you select the DropDown data type or the Date data type. Radio. you will need to specify values for some of the fields listed below. Display Label. Creates a radio button. You can enter a new value if needed. Sugar displays this text when users point the cursor at the field. You can specify an incremental value for the next number for numerical fields such as bug numbers and case numbers. You can add multiple Relate fields to a module. For information on creating a drop-down list. Create a field for text. Relate. Enter additional comments. about the field. Textuary. if needed. The system adds it to the Sugar database. This is the label that Sugar displays on the module’s Edit Labels page in Studio. Adds the field to the module’s Mass Update section in the detail view. Depending on the data type that you select. TextField. Sugar auto-populates this field with the label that it uses internally to refer to the field. System Label. HTML. Auto Increment Next Value. Mass Update. The system uses the field name as the label that will display in the Sugar User Interface. URL. Drop Down List. and Radio field data types. Max Size. Enter the maximum number of characters that users can enter in the field. MultiSelect. Creates a large field for a block of text. Regular users cannot view this text. see “To create a drop-down list”. Enter the HTML code in this box. For DropDown. Enter a default value for the field. Enter descriptive text for the field. Default Value. Creates a field to enter a phone number. Enter a name for the field. Sugar displays this field when you select the Integer data type. Field Name.Administering Sugar option does not display in the Data Type drop-down list if you attempt to add it to a module that already contains a Flex Relate field. This is for text data fields. Comment Text. Creates a field that links to a URL. Sugar displays this field if you select the Integer data type. Note: Relate fields and custom relationships are independent of each other. Creates a field to associate a record with another record as a one-way relationship. Do not use spaces or special characters. Enter a minimum value during data input. Sugar displays this text box when you select the HTML data type. 156 Sugar Community Edition Application Guide . You can change this value. Phone. if necessary. Enter a maximum value during data input. Help Text. Min Value. Changes made to either one are not reflected in the other. Max Value.

Importable. Audit. To manage fields To duplicate the field. Disabled: The field will not appear on the Merge Duplicates page. Default Selected Filter: The field will be used for a filter condition by default on the Find Duplicates page. enter a new name. Sugar displays this field when you select the Decimal data type. 2. and will also appear on the Merge Duplicates page. The new field is listed in the Custom section. changes to the auto-increment value will be reflected in the Sugar User Interface only after creating a record in the target module such as Bugs.Developer Tools Note: If you are using Oracle database. Enabled: The field will appear on the Merge Duplicates page. You can now add the field to the desired layout of a module. Select Required to make it a required field during import. Edit the properties as needed and click Save. Click Save to create the field. Select this option to display field values when a user clicks View Change Log on a record’s Detail View. select one of the following: Select Yes to enable users to import a value into the field. and will not be available as a filter condition on the Find Duplicates page. The system appends the field name with ‘_c’ to indicate that it is a custom field. Click the field to view its properties in the Field Editor 3. From the drop-down list. You can view the updated field in the module’s records. Select No to prevent users from importing a value into the field. In Filter: The field will appear on the Merge Duplicates page and will also be available in the Find Duplicates page. From the drop-down list. and click Save. click Clone. 4. The Edit Fields page displays custom fields in the Custom section and default fields in the Default section. Duplicate Merge. To edit fields in Studio 1. Precision. Select the module and click fields to navigate to the Edit Fields page. Required Field. Select this option to specify that users must enter a value for the field when creating a record. Enter a number to specify the number of digits to the right of the decimal point. specify one of the following options for the Duplicate Merge functionality that allows users to merge records from a record’s Detail View. Filter Only: The field will not appear on the Merge Duplicates page. Sugar Community Edition Application Guide 157 . but will not be available as a filter condition on the Find Duplicates page. but will be available on the Find Duplicates page.

5. 6. You can also remove existing fields or add new ones to a layout. click Restore Default to change back the layout to its original form. select it from the Default column and drag it to the Hidden column. 158 Sugar Community Edition Application Guide . click View History. 2. see “To preview and restore changes”. You can add or remove fields for these sub-panels depending on the information that you want to display to users. To save and display your changes in the module. To view a list of time stamps for changes that were made to the sub-panel. If you do not want the changes that you made. Select the sub-panel that you want to edit. You must also remove the field from any layout to which it was added. To remove a field from the sub-panel. You can also rename a sub-panel if needed.Administering Sugar To delete the field. Editing Subpanels Every record’s Detail View displays sub-panels for related records from other modules. You can view changes that were made at a particular time on a certain date and reinstate those changes if needed. Note: You cannot use the Restore Default button to restore the default title of the sub-panel. Editing Layouts You can rearrange a layout and change the tabbing order of the fields. 3. Select the module and then click Subpanels. To change the sub-panel’s name. click Save & Deploy. To add a field to the sub-panel. 4. The sub-panels for the selected module displays on the page. 7. The page displays the list of default fields and a list of fields that are available for display. For more information. click Delete. enter the new name in the Title field. Detail View Edit View Sub-panels Search form: This consists of the Search form for modules and pop-up windows. You can edit the following layouts: List View: This consists of List Views for modules and “Select” pop-up windows. select it from the Hidden column and drag it to the Default column. 8. To edit a sub-panel 1.

drag it from the Default or Available column and drop it in the Hidden column. Sugar displays the Pop-up window when you click Select in the sub-panel of a related module in a Detail View. fields that are available for display. 6. remove. It also provides new rows to add to the view and a list of available fields that you can add. When you select Edit View or Detail View. select Sugar Dashlet. You can also add. 4. they can tab from the Account Name field to the Website field and so on. select and drag the field from the Default column and drop it in the Available column. Select the module in Studio. Detail View. To remove a field from List View. To edit the List View of a Sugar Dashlet. select PopupView. Click Save & Deploy to display the updated List View in the User Interface. along with the fields in each section. and then choose Popup ListView. you can create a contact from the Shortcut bar or from the Contacts subpanel on an account’s Detail View. and move fields to customize the Quick Create form. You can click and drag a field from one column to the other depending on what you want to display to users. The breadcrumbs to navigate back to Studio display above.Developer Tools Convert Lead form Quick Create forms Sugar Dashlets When you select List View. For example. Sugar Community Edition Application Guide 159 . drag and drop it into its new location. click Layouts. To move a field within the layout. the system displays the various sections of the current layout. For Edit View. To edit the List View for a Pop-up window click Layouts. The Default column lists fields that are currently displayed in the User Interface. select and drag the field from the Available or Hidden columns and drop it into the Default column. the system displays separate columns of fields that are currently displayed in the view. Click Layouts. and hidden fields. and Quick Create form. 5. You can click and drag a field to a different location within the layout. To edit a List View 1. and then click Sugar Dashlet ListView. when users create a new account. Quick Create forms enable users to create a related record from the Shortcut bar or from the sub-panel of a related record that displays in the Detail View of a record. 7. The List View page displays on the screen. You can change the tabbing order to so that users tab from Account Name to email. The Available column lists fields that are available to users through advanced search. and then click ListView. Users can search for and add any of these fields that they want to view in the search results. To display a field in List View. 3. you can also change the order in which the user can tab from field to field on a page. For example. To hide a field from users. 2. The Toolbox stores fields that are not currently displayed in the layout. The Hidden column lists fields that you do not want users to view when they perform an advanced search.

a. To move a field to a different location. drag New Panel or New Row into the panel. Edit the layout as follows: To remove an existing field. or Quick Create. click the Edit icon within the field and enter the label in the Properties panel. 4. To restore the previous version of the view. To add additional fields to the panel or row. click the adjacent Preview button. Edit View. 6. Select the module in Studio. Click Save to save your changes. and 3. click the adjacent Restore button. drag the new field from Available Fields and drop it on the field that you want to replace. or Quick Create form 1. a. To revert back to the default layout. The field is removed from the layout. The tabbing order for each field is represented by numbers such as 1. A new panel or a new row contain two blanks fields. Click View History to view a list of previous changes along with the date and time of each change. Edit View. 5. To replace an existing row in the layout with another one. drag the filler row under New Row and drop it into the view. To preview the changes made at a particular time. drag it to the Recycling Bin icon in the Toolbox. 2. To display each panel as a separate tab instead of displaying all panels on one page. To add placeholders for additional fields or to replace fields with blank fields. To enter or edit a field label. You can change one or more numbers to change the order in which users tab to those fields. 3. b. b. select the Display Tabs as Panels option located next to the Restore Default button. click Save. drag it to the desired location on the page. drag New Panel or New Row into the Current Layout. 9. To preview the changes made at a particular time. 160 Sugar Community Edition Application Guide . You can then drag a field from the Toolbox into the filler row. 2. To restore the previous version of the List View. To edit the tabbing order. click Save to create the label. Click View History to view a list of previous changes along with the date and time of each change. click the Edit icon within the field and enter a numeric value in the Tab Order field of the Properties panel. click Restore Default.Administering Sugar 8. Click Layouts from the list of module components. but is not deleted from the system. click the adjacent Preview button. Click Save & Deploy to display the updated view in the Sugar User Interface. To create a new panel or a new row. To edit a Detail View. and then click Detail View. click the adjacent Restore button.

2. click a timestamp to restore the layout that existed before the changes made at that time. click Sugar Dashlet and then click Sugar Dashlet Search. To edit the Basic Search form. select the Leads module and navigate to Layouts. then any note that was created on the Convert Lead form displays in the Activities sub-panel of the contact’s Detail View. You can add and removed related modules. select the Required box corresponding to the module. click Search. if you select Notes. select the Allow Selection box. to edit the Advanced Search form. 4. To edit the Search form of the Sugar Dashlet. 3. such as accounts and opportunities in which users can create a related record during the process of converting a lead to a contact. click Restore Default.Developer Tools 7. If you want the user to create a record in a related module during lead conversion. click Restore Default. To remove an existing field from the search form. drag it from Hidden column to the Default column. By default. To revert back to the default layout. Select Convert Lead to view the Convert page. Sugar automatically lists the related record in the appropriate sub-panel on the Detail View of the newly created contact. select the Copy Data box corresponding to the module. 6. The user will then have to create the related record in order to successfully convert the lead to a contact. To revert back to the default layout. You can use this button to restore the changes made for a specific timestamp. For example. and the available fields are listed in the Hidden column. To select a record from a module that has a one-to-one relationship or one-tomany relationship with the Contacts module (that is. Alternatively. The Preview page provides a Restore button that corresponds to each timestamp. click Basic Search. The fields in the current Search form are listed in the Default column. To edit the Search form 1. click Save & Deploy. Click View History to view a list of timestamps for changes that were made to a layout. you can select only the Accounts module. To edit the Search form for the module. This page displays a list of related modules. 2. To copy data from a related record. Sugar Community Edition Application Guide 161 . 3. 4. click Advanced Search. To preview and restore changes 1. click the adjacent Preview button. 5. To save your changes. To preview the changes for a timestamp. 2. or a sub-panel. To edit the Convert Lead form 1. 5. drag it from the Default list to the Hidden list. In Studio. a Search form. To add a field to the search form. many contact records associated with one record in the related module).

click the Edit icon. 6. On Windows. or labels. Enter the following information: Package Name. To remove the relationship with a related module. To publish a customized module 1. and upload it into another Sugar instance. you will need to package the customizations in Studio.google. Exporting Module Customizations You can export a module’s customized layouts. and field labels. To edit a module’s page layout. upload and install the zip file using Module Loader. 4. To do this.Administering Sugar 6. Enter a brief description of the package. The system applies the customizations to the appropriate layouts. The deleted module no longer displays in the list of related modules in the Convert Lead form. Enter your name as the author. and field labels from one Sugar instance to other Sugar instances. Open the other Sugar instance. The Export Customizations page displays a list of customized modules and the type of customization. Select Save to Disk and click OK. and click OK to confirm the deletion. fields. click the Delete icon. Author. see “Module Loader”. The package will contain the customizations that you select. Enter a name for the export package. The system creates a zip file and displays a dialog box that allows you to open the file or save it to a disk. or it can be dynamically generated based on other fields in the record. 7. Select the customizations you want to export. export it to your local machine. Description. click the Generate URL check box and insert the following in the Default Value field: http://maps. 3. 5. and click Save. such as customized layouts. Embedding Links and IFrames in a Layout A Link field allows you to store a URL in a record such as a customer's Website or a link to a related internal or external system. To do this. make the necessary changes. Click Export. fields. fields. 2. click Export Customizations. For example. you can automatically generate a link to a google map of an accounts address. the system saves the zip file in the Downloads directory. On the Studio home page.com/?q= 162 Sugar Community Edition Application Guide . The URL can either be entered as a normal field in an Edit View. For more information.

enter the desired height in pixels for the view. In Studio. and several other modules. Click Save to create the field. When you create a relationship for a module. From the Data Type drop-down list. 6. You create one relationship at a time from the Relationship Editor. Enter a name for the field. 2. Click the Generate URL checkbox. For example. Leads. a Sugar module has relationships with other Sugar modules. Insert the base URL into the Default Value field. After you deploy a relationship in Studio. To embed a manually entered URL 1. you cannot change it. 5. Related records from these modules display in fields or sub-panels on an account’s detail page. select IFrame or URL. You can edit regular URLs in a record’s Edit view. and between undeployed modules and deployed modules. the relationship is expressed with sub-panels and related-to fields. You can only change them in the Module Builder or Studio.google. If using an IFrame. To embed a dynamically generated URL 1. 3. you can redefine or delete the relationship and then re-deploy the module package. In Module Builder. Opportunities. IFrames support regular URLs as well as generated URLs. Select a field you wish to include in the URL from the dropdown and click Insert Field. When you create a new Sugar Community Edition Application Guide 163 . select billing_address_postalcode from the drop down above the Default Value field and click the Insert Field button. you can create relationships between undeployed modules. Accounts is related to Contacts. You cannot edit generated URLs in a record’s Edit View. select IFrame or URL. From the Data Type drop-down list. 2. The default value now reads: http://maps. You cannot edit these pre-defined relationships.com/?q={billing_address_postalcode} You can also embed a view of the Website itself in the layout rather than as a link by using the IFrame field. Enter the desired max size. you can create relationships only between deployed modules. 5. Enter a name for the field 3. it is considered to be the primary module and the module that you relate it with is the related module. 4. Depending on the relationship type.Developer Tools Next. Click Save to create the field. If you want to change a relationship after you have deployed the module. 4. Creating Relationships Typically.

you can use Studio to further define the relationship for its sub-modules. and the Detail View of the related module will display a Related-to field containing a link to the related record. In Studio. and a bug can be associated with many accounts. the relationship becomes a parent-child relationship. you can select Activities as the related module but not its submodules such as Tasks. In this case. The relationship is automatically reflected in these sub-modules. 164 Sugar Community Edition Application Guide . records in both the primary module and the related module can have relationships with multiple records in each module. A sub-panel is needed to show all the related records from the other module. and the Detail View of the related module will show a sub-panel for the primary module from which you can create or select records. The Accounts Detail View will display a Bugs sub-panel. Many-to-one: Records in the primary module can have a relationship with one record in the related module. an account can be associated with many bugs. you can select a sub-module of Activities when you create a relationship. Similarly. an account can be associated with only one contact and a contact can be associated with only one account. when you select Activities as a related module in the Module Builder. you can create a relationship from Accounts to Accounts in order to create sub-accounts within the primary account. Many-to-many: In this relationship. For example. and metadata relationships. use the Relationship Editor. To create a two-way relationship between modules. For example. related-to fields. For example. Relationship Types. and many contacts can be associated with the same account. So. The type of relationship that you can create depends on your choice of primary and related modules. For example. This account value will display in the contact’s Detail View. Calls. You can also create a relationship between a module and itself. an account can be associated with one contact. an account can be associated with many contacts. This is because only a module with sub-panels can have a one-tomany or a many-to-many relationship with another module. The Detail View of the primary module will display a sub-panel for the related module. The Detail View of the primary module will display a field for the related module from which you can select a record. The relationship types are as follows: One-to-one: Records in the primary module and the related module are uniquely related to each other. Note: It is recommended that you use a Relate field to create a one-way relationship between modules. One-to-many: A record in the primary module can have relationships with many records in the related module. the Bugs Detail View will display an Accounts sub-panel.Administering Sugar relationship between two modules. the system automatically creates the necessary sub-panels. In Module Builder. and Meetings. For example. and the contact value will display on the account’s Detail View.

For example. therefore. Calls. which are noted in the table below: Relationship in Module Builder You can create relationships with other Sugar modules as well as other modules within any undeployed package. select the Default sub-panel type.Developer Tools For example. But the relationship is automatically reflected in these sub-modules. to use the Accounts sub-panel from the email’s Detail View. However. Sugar provides many sub-panel types for your use. you can create a one-to-many relationship between them because Accounts has sub-panels and. select ForEmails. Accounts cannot display related records from Knowledge Base. there are several different types of sub-panels for Contacts. However. you can select a sub-panel type for the Accounts sub-panel in the Calls Detail View. The Default type of sub-panel contains the most commonly used fields in the module. if Knowledge Base is the primary module and Accounts is the related module. there are some differences. with Accounts as the primary module and Knowledge Base as the related module. then you can choose any relationship type because all custom module types include at least one sub-panel. Knowledge Base can display related records from Accounts. If you want to change a relationship after you have deployed the module. you can create only a one-to-one relationship between them. Sugar displays all sub-panel types available for that module for your selection. you can create relationships only between deployed modules. A sub-panel can display different sets of fields depending on the primary module to which it is related. To use a sub-panel consisting of the most commonly used fields from Accounts. The Contacts sub-panel that appears under Accounts contains different fields than the Contacts sub-panel that appears under Cases. you can use Studio to further define the relationship for its sub-modules. when you select Activities as a related module in the Module Builder. Every module has a Default type that contains a set of fields to display as a sub-panel. Sub-panel Types. When you create a relationship that involves sub-panels. Sugar Community Edition Application Guide 165 . For example. therefore. If you are creating a relationship between a custom module and a Sugar module. You can create relationships in Module Builder as well as in Studio. you can redefine or delete the relationship and then re-deploy the module package. if you create a one-to-many type of relationship between Calls and Accounts. You can delete a relationship after you deploy it. Relationships in Studio In Studio. You can select Activities as the related module but not its sub-modules such as Tasks. and Meetings. You can select a sub-module of Activities when you create a relationship. Select Default if you want to display the most commonly used fields in the sub-panel in the relationship that you create. So. This is because Knowledge Base lacks a sub-panel and. but you cannot redefine it.

2. Subpanels of the related modules display on the detail page of the primary module. click its name in the Relationships list and make the necessary changes in the Edit Relationship tab and save it. To localize the relationship label. in Module Builder. If you select a One-to-One relationship. 4. To manage a relationship 1. 7. 6. click Delete. To delete a relationship. click Add Relationship. From the Subpanel field for the primary module. If you select a One-to-Many relationship. You cannot edit or delete relationships in Studio. Click Add Relationship. 2. 3. select the sub-panel that you want displayed on the detail page of the related module. you can select a related module.Administering Sugar To create a relationship in Module Builder 1. Click Save to create the relationship. on the page. The Relationship Editor displays on the page. To create a relationship. you can choose a related module. select the sub-panel type that you want displayed on the detail page of the primary module. If you select a Many-to-Many relationship. The related module displays as a field in the primary module. Sugar displays a list of existing relationships for the primary module on the page. 166 Sugar Community Edition Application Guide . if any. From the Subpanel field for the related module. To edit a relationship. you can select sub-panels for the primary module as well as the related module. Sugar displays existing relationships. select the language pack from the Language drop-down list. 5. To create a relationship in Studio 1. 2. you can select a related module. The new relationship displays under the Add Relationship button in the middle panel. Select the module in Studio and click Relationships. Click the custom module to view its details. 9. Click View Relationships. 8. and the primary module displays as a field in the related module. From Related Module drop-down list. The sub-panel options vary depending on the related module that you select. Follow the process described in “To create a relationship in Module Builder”. 3. select the module you want to relate to the primary module. The Detail View of the related module displays a sub-panel for the primary module. It is appended with an asterisk to denote that it is a custom relationship. If you select a Many-to-One relationship. Select the relationship from the Type drop-down list.

For more information. 2. see “Role Management”. Therefore. This would allow users to override the global settings that you set with the Configure Tabs option. To rearrange the order in which the tabs are displayed. Therefore. In Developer Tools. To hide a tab. select it in the Display Tabs column. users cannot view related records from the Detail View of a related module. use roles to completely block users from accessing a module. When you hide a module from a user. The Configure Tabs page displays all the tabs in the Display Tabs list. if the hidden module is related to a module that is visible to users. drag and drop the tabs to the desired positions. the module tab is not visible to the user upon logging into Sugar. 4. deselect the Allow users to configure tabs option. it displays as a sub-panel in the Detail View of the related module. Sugar Community Edition Application Guide 167 . The module tabs no longer display in your Sugar instance. users can still access related records of the hidden module from the Detail View of the related module. Configure Subpanels You can hide module sub-panels if you do not want to display them in the Detail View of a related module. Click Save to save the configuration. However. To configure module tabs 1. click Cancel to exit the page without saving your changes. select Configure Tabs. By default.Developer Tools Configure Tabs This option enables you to hide selected module tabs from users and reorder them as needed. When you hide a sub-panel. and drag and drop it into the Hide Tabs column. 3. 5. To prevent users from configuring module tabs. the following modules are hidden: Projects Bug Tracker Forecasts Contracts Knowledge Base Note: You cannot hide the Home tab. You can allow users to configure tabs for modules that they can access from their User Settings page.

2. When you create a new drop-down field in Studio. Sugar displays fields to add a new drop-down list in the Edit Dropdown tab. Fields to add a new drop-down list display in the Edit Dropdown tab. click Cancel to exit the page without saving your changes. From the drop-down list displayed above the tab labels. The hidden sub-panels no longer display in the Detail View of related modules. click the Dropdown Editor tab located at the bottom of the page. Alternatively. and drag and drop it into the Hide Subpanels column. Click Save to save the configuration. they can choose a specific industry type and an account type in the respective drop-down fields. Note: You can also add a drop-down list in the process of creating a custom field with the DropDown data type in Studio.Administering Sugar To configure a sub-panel 1. select Rename Tabs. The tab labels and the corresponding database values display on the page. To create a drop-down list 1. For example. you can select the language to display the tab. Click the label that you want to edit and replace it with the new value. 3. select it in the Display Subpanels column. on the Studio home page. To hide a sub-panel. In Developer Tools. click Undo to revert to the previous value. Scroll down to the Developer Tools section on the Administration home page. click Redo to go back to your change. and to edit values of a drop-down list to suit your organization’s needs. 2. As the administrator. you must associate it with an existing dropdown list. In Developer Tools. when users create an account. The Configure Subpanels page displays the list of displayed sub-panels in the Displayed Subpanels list. 2. select Configure Subpanels. Dropdown Editor Most modules display at least one drop-down field containing a list of values from which users can choose. 3. you can use the Dropdown Editor to create new drop-down lists. Click Save to save your changes. 168 Sugar Community Edition Application Guide . Rename Tabs You can rename tabs for Sugar modules To rename tabs 1. Click Add Dropdown. and select Dropdown Editor.

To add a new item. Click Save to save the drop-down list. click the corresponding Edit icon and enter the new label. Bug Tracker This section provides the Releases option that enables you to maintain a list of releases for your product. Click Add. You can use your own data type naming convention if needed. 8. to display them in descending order. Sugar Community Edition Application Guide 169 . 3. In the Display Label field. On the Releases Home page. Enter the version number of the release. 6. select a pre-installed language pack of your choice. 5. enter the item name and display label in the fields below. 2. 9. click Sort Descending. This list will be available in the Release drop-down box that is displayed when reporting a new bug in the Bug Tracker module. click the corresponding Delete icon. click Sort Ascending. click Redo. Click Save to save your changes. to add additional items. click Undo.Bug Tracker The Name field displays the name that you specified. 7. 3. enter a name for the item. The name of the item displays above the Item Name field. enter a label name for the item. From the Language drop-down list. To remove an item. 5. This is the name that displays in the User Interface. 2. The list displays in the dropdown list on the Edit Field tab of a module. This is the name that is saved in the Sugar database. 3. On the Administration Home page. to undo your changes. To edit an existing drop-down list 1. click Add and repeat the process. This is the label that displays to users. To create a release 1. To display the items in ascending order. 4. click Add and enter values for the next item. In the Release sub-panel that displays below the list. To add additional items. enter information for the following fields: Release Version. 4. Select an existing drop-down field from the Dropdown Editor. In the Item Name field. click Releases in the Bug Tracker sub-panel. to redo your changes. The system automatically appends _list to the drop-down name to identify the data type in the database. click Create. To change an item’s display label.

2. Title. Enter the name of the department to which the employee belongs. if any. To add the release to the list. Reports to. you can create and manage employee records. Other. Enter the employee’s user name for the IM service. From the drop-down list. To add another release to the list. From the drop-down list.Administering Sugar Status. it is automatically added to the Employees list as well as the Users list. Enter the home phone number for the employee. On the Employees page. 4. click Save. 170 Sugar Community Edition Application Guide . IM Name. Terminated: Select this option if the employee is no longer working for your organization. 3. Other Email. IM Type. Mobile. 4. select Active to display the name in the Release drop-down list. Last Name. Department. Enter the email address for the employee. To create an employee record 1. From the drop-down list. enter information for the following fields: First Name. Enter the employee’s official title. click Save and Create New. Enter an alternative phone number for the employee. Email. When you create an employee record. Office Phone. Log into Sugar as an administrator. click Create Employee. Enter a number to specify the order in which the release is displayed in the drop-down list. Order. select one of the following: Active: Select this option to specify a current employee of your organization. Enter an alternative email address for the employee. 5. Enter the employee’s last name. select the type of Instant Messenger service that the employee has. Click the Employees link located at the top right-hand corner of the page. Enter the employee’s cell phone number. Employee Status. Enter the employee’s first name. Home Phone. Enter the employee’s office phone number. Enter the name of the employee’s supervisor. Enter the fax number for the employee. if any. Fax. Leave of Absence: Select this option if the employee is going to be absent from work for an extended period of time. Employee Records As an administrator. In the Actions bar of the Employees Home page.

click Export and follow the process detailed in “Exporting Data”. To email an employee. City. Enter the name of the city. modify the information if needed. and Backups If you are managing multiple instances of the Sugar application. Advanced Configuration Options The advanced configuration options listed below enable you to exercise tighter control over user actions in your Sugar instances. Locking Down Upgrade Wizard. use the Search sub-panel located above the Employees list. State. click Cancel to exit the page without saving your changes. To go back to the Employees Home page from a detail page. To duplicate a record. Enter the name of the State. You can now view the record in the Employees List View as well as the Users List View. you can lock down the Upgrade Wizard. click Edit. Sugar Community Edition Application Guide 171 . 5. To edit the status of multiple employees. Enter the zip code of the address. Postal Code. Country. Click Save to create the employee record. To export employee records. click the employee name in the List View. Module Builder. use the Mass Update panel as described in “Editing and Deleting Multiple Records”. you can maintain complete control over the Sugar instances by preventing users with administrative privileges from making any changes. and click Save. and Backups. Module Builder. To manage employee records To search for an employee. click Duplicate.Advanced Configuration Options Notes. Primary Address. select them from the list. Note: You cannot delete an employee record. and click Save. To view an employee’s details such as the title and contact information. update the information. Duplication is a convenient way of creating a new employee. You can change the information in the duplicate record to create the new employee. To do this. on the detail page. Enter the name of the country. click Employees in the Actions bar. Enter the employee’s primary address. To edit an employee’s record. on the detail page. click the user’s email address in the List View. Enter any comments concerning the employee.

Configuring Default Permissions for Sugar Files on Linux If you are running Sugar on Linux platform.php file in the Sugar root directory. This prevents user-initiated processes from taking up too many system resources. For file_mode you may see a value of 432 which is the decimal equivalent of octal value 0660. import. and Backups 1. 'chown' => 'apache'. 'file_mode' => 0660.Administering Sugar To lock down the Upgrade Wizard. Navigate to the config. 172 Sugar Community Edition Application Guide . Restricting the Module Loader To ensure that users with administrative privileges do not load sub-standard custom modules into Sugar.). and Execute permissions for the Apache user and the Apache group on Centos operating system: 'default_permissions' => array( 'dir_mode' => 02770. Set the following parameter as shown below: $sugar_config['admin_access_control']=true 3. Save the file. Sugar terminates any request or post that runs more than 1000 queries. Navigate to the config. 3. you can restrict the Module Loader to a specific directory that you control. administration. Set the following parameters as shown below: $use_common_ml_dir=true $common_ml_dir=’ml directory’ where ml directory is the name of the directory from which module will be loaded into Sugar. Write. 2. you can control ownership and accessibility to all Sugar files and folders by configuring default user and group permissions.000 per request.php file in the Sugar root directory. Limiting System Resources By default. which is the decimal equivalent of the octal value 02770. Module Builder. This allows you to check modules before they are loaded into Sugar. the maximum number of queries allowed is 50. 2. you may see a value of 1528. For dir_mode. The following is an example of setting Read. 'chgrp' => 'apache'.php file. For export. Save the file. To restrict the Module Loader 1. You can change these settings as desired in the config. and synchronization.

Advanced Configuration Options Sugar Community Edition Application Guide 173 .

Administering Sugar 174 Sugar Community Edition Application Guide .

changing 14 currencies. backing up 136 connector fields. mapping 141 contacts creating 43 importing 110 managing 44 records. editing 160 Developer Tools 148 diagnostics. creating from 45 conversion Sugar edition. merging 33 175 Sugar Community Edition Application Guide .Index A accounts creating 47 importing 109 managing 48 records. merging duplicates 33 reporting 93 C calendar viewing 22 calendars shared. merging duplicates 33 Cloud Connectors. running 84 email marketing records. creating 80 email settings 146 email. scheduling 57 campaigns creating 77 diagnostics. creating 87 mail merge 88 managing 85 module 75 newsletter. executing 79 lead forms. merging duplicates 33 vCards. defining 137 B browser. viewing 56 calls. running 84 documents creating 97 managing 98 MS Word mail merge templates. creating 76 testing 84 viewing status 85 cases creating 91 managing 92 records. gathering data from 31 configuration. identifying 99 drop-down lists creating 168 managing 168 duplicates records. enabling 122 ROI reports 86 targets creating 75 importing 75 targets list. merging duplicates 33 activities scheduling 55 address book. creating 82 newsletter. navigating 18 bug tracker releases. using 70 authentication. creating 169 bugs creating 93 managing 94 records. description 78 D Detail View layout.

94 cache files. configuring 63. changing 111 mappings. 45. viewing 85 email marketing records. synchronizing 66 address book 70 archiving 42. creating 64 accounts. distribution options 149 Sugar Community Edition Application Guide F fields IFrames. embedding 162 fields. creating 87 leads converting 42 creating 39 managing 41 records. editing 160 email campaigns status. creating 72 employees creating 170 managing 171 module 103 export modules. publishing 111 importing data 105. 142 templates. 92. creating 80 email templates files. clearing 66 campaigns. attaching 60 G Group user definition 117 Group User. 53. configure 129 M mail merge. embedding 162 links. creating 72 settings. common 25 Projects 101 tab. managing 66 accounts. gathering data from 31 I images embedding 73 import advanced options 111 format settings. description 149 exporting contacts 110 data 113 external systems. merging duplicates 33 List View. creating 154 files. creating 118 176 . creating 67 managing 71 queue. scheduling 57 Module Accounts 47 Activities 55 Bug Tracker 93 Campaigns 75 Cases 91 Contacts 43 Documents 97 Emails 63 Employees 103 Home 37 Leads 39 Opportunities 51 options. renaming 168 module loader using 152 modules custom.Index E Edit View layout. performing 88 meetings. attaching 73 images. managing 147 records. executing 79 composing 67 creating 63. viewing 21 lead forms. editing 159 locale settings configuring 138 viewing 22 log settings. 68 folders. 49. 106 inbound emails managing 143 L layout options. embedding 73 emails accounts.

118 roles. upgrading and rebuilding 136 documentation. publishing 162 deploy. typical 6 installing. editing 161 searching advanced 35 basic 35 global 34 results. enabling 122 managing 121 settings 122 permissions. editing 158 tabs. viewing 22 project task. description. configuring 167 tabs. changing tabbing order 160 modules. description 149 description 26 disabling. backing up 136 core features ii data. managing 30 managing and viewing 28 multiple. configuring 142 fields. saving 36 security timeout. prerequisites and guidelines 1 locale settings 138 module. about 24 shortcut bar. creating 163 sub-panels. custom 8 installation. description 101 projects creating 101 managing 102 Q Quick Create form description 159 Sugar Community Edition Application Guide . enabling 152 drop-down list. creating 168 editing 153 publish. creating 102 project management standard. publishing 162 subpanels. managing 30 regular user. description 26 177 O opportunities creating 51 managing 52 module 51 records. enabling and disabling 140 R records duplicates merging 33 history. executing 82 Newsletter campaign 78 notes. creating 163 repair option 136 reports campaign ROI 86 roles viewing 22. configuring 167 Sugar about i accessing 18 configuration. managing 154 installation. description 149 relationships. definition 117 relationships. editing 160 quick create forms. accessing 125 email settings. creating 60 S scheduler troubleshooting tips 133 Search form layout. managing 140 Studio 153 layouts. hidden 167 uninstalling 153 MS Windows controls 18 layout. modules export. managing 119 N newsletter campaign.Index customized. merging duplicates 33 P password changing 23 managing 23 passwords authentication.

managing 116 V vCard. managing and viewing 28 roles. configuring 129 Skype. managing 116 sugar upgrading. prerequisites 11 Sugar Dashlets description 31 managing 31 Sugar Feed settings. assigning 118 System Administrator user 117 users. configuring 126 scheduler. advanced 127 custom modules. importing 45 W Web browser 18 T targets creating 75 importing 75 list.Index page layout. using 12 upgrading converting editions 14 user interface configuring 125 overview 25 user session rules 19 user settings viewing 20 users creating 117 group user 117 regular user 117 roles. enabling 127 proxy settings. configuring 125 user interface. editing 158 records. configuring 125 System Administrator user definition 117 system configuration diagnostics 135 U Upgrade customizations. impact 10 Upgrade Wizard. configuring 138 mail merge. configure 139 Sugar feeds 32 SugarCRM forums. creating 76 tasks creating 59 Tracker Redirect URLs creating 81 178 Sugar Community Edition Application Guide . managing 119 searching in 34 technical requirements 17 uninstalling 15 updates. overview 25 users. checking for 124 upgrading 10 user interface. enabling 127 system settings. configuring 169 configuring. specifying 138 default formats. about 124 system administration bug tracker module. specifying 138 export. specifying 139 default currency. uploading 152 database collation.

Index Sugar Community Edition Application Guide 179 .

Index 180 Sugar Community Edition Application Guide .

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