Mobile Access to SugarCRM and SuiteCRM
User Manual
App Version: 8.0 – Server module: 6.3
QuickCRM Mobile gives you access to your CRM data on your smartphone or tablet.
QuickCRM Mobile comes in two editions:
QuickCRM
Mobile Basic (AGPLv3)
QuickCRM
Mobile Full (Commercial License)
Once QuickCRM Mobile is installed on your CRM server, you can access the mobile version from our iOS and Android native apps or from your device browser.
For more information about QuickCRM Mobile Full:
Visit www.quickcrm.fr/mobile or contact us at quickcrm@ns-team.fr
Disclaimer:
The software and documents are distributed on an "AS IS" basis, WITHOUT WARRANTY OF ANY KIND, either express or implied.
New with Server version 6.2:
-
Graphs defined in SuiteCRM Reports can be displayed on the home
page.
- Admin users can edit Home page definitions and copy a
home page to all users or users in a given role.
On the Home Page,
tap on
in the left panel.
To open the left
panel, tap on
or swipe left on the homepage.
Choose "My CRM Server" then enter your CRM URL, your username and your password.
Tap on Save.
Notes:
- If you are using LDAP, please enter your local Username.
If you have access to multiple instances of Sugar/SuiteCRM, a dropdown menu will be displayed with the list of instances and usernames you have used in the past so that you can easily switch from one instance to the other.
On the top of the Home Page, 4 buttons are available for the main features of QuickCRM:
The
labels of these buttons can be displayed or hidden in Options /
General / Toolbar Labels On or Off.
Note: depending on your configuration, some of these buttons might not be available.
The main window can be customized with:
- Buttons for Saved Searches (Full Version)
- Buttons for Creation (Full Version)
- Icons for your favorite modules
- Dashlets (Full Version)
The “Today” dashlet displays the calls and meetings, and optionally the iPhone/iPad or Android calendar events:
Tap and hold on the date to display activities of another day, or click on the left/right arrow to display the previous or following day:
The search options are available with the search icon on the list view:
You can search any module with
- Name
- "My items"
- "Favorites"
- Other standard or custom fields (Full version only).
For date fields, you can search From a date, To a
date, between dates, today, this week, this month, etc.
When
searching ‘Between dates, minimum and maximum dates are optional so
that you can also search before a date or after a date.
When searching for a number field (int, float, currency), you can search for >=, <= or between.
Searching automatically extends your search keyword with wildcards, so you just need to type a few letters to search data.
Example:
- Searching for ban might return
o Bank of America
o Union Francaise de banque
Search on Contacts looks for your keyword in First Name and Last Name.
Search fields can be extended with other standard or custom fields (see Fields Management).
When searching for Tasks or Opportunities (Full Version) you could, for example, search by Task status or Opportunity Sales stage:
Users can save their favorite searches on their mobile:
For example, you can create a search named "Pipeline" where you select Opportunities not in Closed Won sales stage and Expected Close Date This year.
The search will be saved when you click on Save.
If you click on "Icon" on a saved search, this search will be directly accessible by a button on your home page:
If you click on "Dashlet" on a saved search, this search will be directly visible on your home page.
Saved Searches can be public or private.
Public saved searches will be available to all users, however, how these Saved Searches are displayed on the homepage is user-dependent. A user can have it displayed as an icon and another as a dashlet.
If a user has a smartphone and a tablet, display may also be different (such as icon on the smartphone and dashlet on the tablet).
Public Dashlets can be renamed or deleted only by admin users or by the creator of this saved search.
Global search allow you to search for a text in multiple modules.
You can access Global Search from the Homepage.
Global search allow you to search for a text in multiple modules.
When clicking on Search, you get the list of records matching your search filter:
Number of items found and current page information (ex: 1-20/200) are displayed with SugarCRM 6.2 and later.
You can swipe left on a record to edit or delete that record (assuming your access rights allow it).
If Maps are enabled for that module, swiping right will show you that record on a map.
On tablets, the detail view in combined with the list view:
On smaller screens, the detail view is displayed when you click on a line in the search results.
If you click on a phone number, a call will be placed to that phone number.
If you have selected "Log Calls" on the Options page, a call will be created in your CRM (Full version).
For mobile phone
numbers, a text message (SMS) will be initialized if you click on the
button.
When clicking on an address, a map is displayed.
If you click on an email address, an email is prepared for that contact, lead or account.
On Contacts form, tapping on “Copy to Address Book” will copy the contact to your device’s Address book. This button is not available for users without export rights.
To edit existing data (Account, Contact, Opportunity, etc.), find this element, then click on the Edit button or menu.
You can also access the edit function from list views or subpanels by swiping left on a record.
A form is then opened allowing you to update existing data:
Click Save to save your modifications.
If your access rights do not allow you edition on these data, you will get an "Access Denied" error message.
You can also edit individual fields from the Detail
View (Inline Edit).
Tap on a field and hold your finger a second
on that field.
You can show/hide empty fields by tapping on the Details header.
This will allow you to edit empty fields from the Detail View/
Records can be created from Search Pages, List Pages or All Module page.
You can also create records from subpanels:
For example, a Contact can also be created from the detail view of its account.
When creating a contact from an account, the link with the account will be automatically set, avoiding you searching for the account.
The address and phone number will be automatically copied from the account.
A contact can be imported from your device Address
Book.
From the creation page, tap on “Address Book”, then
select the contact to be imported.
You can also create a
new contact by scanning a business card containing a QR Code.
From
the Contact creation view, tap on QR Code.
Place the business
card in front of your camera. If the QR Code is a valid contact QR
code, the information contained in the QR code will be entered into
the creation form.
Depending on your device and OS version, you will be able to upload attachments to notes. On most devices, that would be limited to images.
You can display on a map Contacts, Accounts, ... within a given distance from:
· your current location (if GPS is enabled and you have authorized the app to access it):
o Select Here in the From dropdown
· an address:
o Select Address in the From dropdown
o Type an address or a city (the text entered for the address must be precise enough for Google Maps to find it)
· a selected Contact, Account, ... (Full Version only)
o Select Account, Contact, … in the From dropdown
o Type a few letters to display a list of records matching this text
o Select the record.
With QuickCRM Mobile Full, you can combine distance search with “My Items” or Saved Searches.
For example, if you have a Saved Search named “My Open Opportunities”, you will be able to filter Opportunities displayed on the map with those Assigned to you and not Won or Lost.
Different markers might be displayed depending on field values (see Fields management and List View configuration).
This function requires SuiteCRM or JJWDesign Google Map module. It is only available in iOS and Android native apps.
The distance unit is the default distance unit selected in JJWDesign Google Maps settings (Admin Page).
Choose Day or Week to display activities for one day or for a full week.
Days are marked when calls and meetings are set for these days.
The days are marked in red when past calls or meetings have not been held.
iPhone/iPad or Android calendar is integrated into QuickCRM calendar (this option can be disabled in General Options).
Depending on your access rights, you will be able to display other user’s calendar.
Meetings of the day or week can be displayed on a map (requires SuiteCRM or JJWG module).
Alerts are available in the native apps for iOS and Android (Basic and Full Version) and in the "web app" (Full Version only).
These alerts will be displayed if another user assigns data to you or modifies your own data.
New alerts are available when a flag appears on the top right of the Home screen.
Tap on the flag to display the alerts list.
Tap on any item in the list to view this item.
Tap on Clear to clear the alerts list.
Alerts also appear immediately on the bottom of the pages:
You can access these new records in detail or edit
mode.
If phone numbers are available, a phone icon will allow
you to call the related person or account.
Alerts can be turned on/off on the Options page. They are turned on by default in the native apps.
Only Contacts, Leads, Calls and Meetings are supported.
This documentation applies to Server module version 6.3 and later.
If you have a lower version, please consider upgrading.
The offline mode gives the capability to use QuickCRM without actually being connected to the internet and send the updated data to your CRM when back online.
That can reduce communication costs for some users, and make access much faster when users have a bad internet connection.
The
first time you open the app, your data are loaded on your
device.
That can take several minutes, but you can use the app
while data are loaded.
Whenever
the app syncs data with your CRM, the
icon will be displayed
Once your data are loaded :
- Offline mode is started if you lose Internet connexion.
The
home page shows an orange icon
- If internet access is available again :
The
home page shows a green icon
Any data you entered or modified while in Offline mode are automatically sent to your server.
If you have a bad Internet connection, or if you know you will have a bad Internet connection, you can force entering to Offline mode.
Click on the green icon.
The
home page shows a red icon
You can come back to Online mode at any time by clicking on the red icon.
Depending on your CRM settings, you might be able to remain offline in next sessions.
In that case, when clicking on the green Icon, a popup will open :
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No : you will switch to Offline mode Yes : you
will switch to Offline mode and you will always open the app in
offline mode until you manually switch to online mode. Cancel : Action is cancelled and you remain Online. |
A Sync Status Page is available under Options :
This page displays, for each module, the number of records as well as the number of records that were created, updated or deleted in Offline mode that have not yet currently been saved to you CRM.
If you have an Internet connexion and you have forced the Offline mode, a Sync button will allow you to send modified data to your CRM and retrieve new data from the CRM.
The memory available on your device is too small to download the complete CRM.
The Sync options allow you to refine which data are downloaded.
For each module, you can select:
- None: This module will not be available offline
- Related: Only records required by other modules will be downloaded.
o For example, if you select My items for Accounts and Related for Opportunities, opportunities will be downloaded only for your accounts
- My items: Your items will be downloaded
-
My items + related: Your items will be downloaded,
as well as items related to other modules that are downloaded.
For
example, If Opportunities are set to “My items + related”, your
opportunities will be downloaded, as well as other opportunities
related to your accounts,
- Users: items assigned to the list of users defined on the bottom of the options page will be downloaded, as well as items related to other modules
- All: All items will be downloaded, regardless of assignments.
The number of items for each module is limited to 10000.
You can set a lower limit to some modules by selecting "Limit" for these modules. The limit is then defined in the options (default: 400)
Please note that Documents sync can be disabled in Views Configuration / General.
This can take a lot of storage space on your device and the first sync may be quite long.
You can restrict access to your data with a password using the lock function.
To set a password:
Open
the left panel on the Homepage and tap on
Enter twice your password and tap on Save.
To remove the lock and access your CRM without password:
Open
the left panel on the Homepage and tap on
Enter your password and tap on Save.
From the Home Page
on your handset, click on Options
Theme: 3 themes are available in QuickCRM:
Light theme:
Green theme:
Dark theme:
QuickCRM toolbars can be displayed with or without labels.
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Toolbar Labels: Hide or display labels in the toolbar icons Rows Per Page / Dashlet / Subpanel: Number of items displayed on lists, dashlets or subpanels Search: If Partial word search is checked, searching for a name will find all records containing the text you entered. If Partial word search is not checked, searching for a name will find all records starting with the text you entered. You can enter % before your text if you want to search records containing “text” Subpanels: Subpanels can be hidden when no data are available in that subpanel. |
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Emails can be sent using your device Mail client or using
SuiteCRM/Sugar client (with that option, emails will be archived
in the CRM). |
On iOS, the Address option allows you to select your favorite navigation app (Google Maps, Apple Maps, Waze, Navigon, …).
This app will be opened when clicking on an address or on the Direction icon in maps.
This option is not available on Android where you will be able to select the navigation app after a click on an address.
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Checking Today will activate the “Today” dashlet on the Home page (Full version only). When Icon is selected, the icon will be displayed on the home page. A Create button will be displayed on the home page if Create is selected (Full version only) |
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The "Filter Old Data" option allows you to hide all data created before a chosen date from all lists and subpanels. Usually you will want to keep all accounts and contacts, but you could hide all opportunities, calls and meeting created before a certain date. |
With the sort order options, you can define how the lists will be ordered.
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Log Calls : Create a Call in your CRM when placing a call. |
Several options are available to limit the quantity of displayed data in the calls and meetings subpanels of Accounts, Contacts, Leads or Opportunities.
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My Items : Displays only Calls and Meetings assigned to me # days before Do not display Calls and Meetings dated before that number of days # days after Do not display Calls and Meetings dated after that number of days By default, only Calls and Meeting between now - 30 days and now + 30 days are displayed. # Status Display Calls and Meetings depending on their status |
Graphs can be displayed on the home page.
Open a report in the app:
Tap on the graph, then
tap on the Home icon. This Home icon becomes orange and will be
displayed on the home page.
Tapping again on the home icon will
remove it from the home page.
Admin users can install or upgrade QuickCRM Mobile using Module Loader.
Please make sure that custom and mobile folders and subfolders are writable before installation.
Important:
If
you uninstall QuickCRM before upgrading, please run Repair/Repair
Roles after upgrading.
When you install QuickCRM Mobile Full for the first time, you need to select users authorized to access QuickCRM Mobile.
Go to the admin page and click on Users in the QuickCRM Mobile section:
Select the users by moving them to the "Mobile Users" table:
Then click "Save".
Go to the admin page and click on "Select Modules".
Drag and Drop the modules (including Custom Modules) that you want displayed or hidden on the mobile, then click on Save.
You can also order the displayed modules to define the order of icons on the mobile Home Page.
With QuickCRM Mobile Full, very few fields are displayed by default on the mobile.
Before using the software, you should define which fields you want to display for each module, or use as search fields.
Go to the admin page and click on "Configuration of QuickCRM Mobile".
Select a module, and then click on Detail View, Edit View, List View, Search Fields or Displayed subpanels.
You can select for each module which fields will be displayed (including custom fields) and the order of those fields.
Panels can be inserted at any place in the list.
You must click on "Save" before customizing another module or another view.
In Search Fields, Drag and Drop the fields to be used as additional search criteria, then Save.
Due to Sugar/SuiteCRM limitations, Relate fields are only available when the fields are stored in database.
Similarly, go to Module / ListView to select fields displayed in lists.
Header fields are displayed in bold characters on the first line.
On list views, you can choose to have records background color depending on the value of a field of the record:
- None : no background color,
- User : background color will be different if the record is assigned to you,
- Any Dropdown or boolean field
Totals can also be displayed for any numeric field.
You can
choose if these totals are displayed on Dashlets, List View and
Subpanels
The totals can also be displayed splitted by another field.
For
example, you will be able to display total amount of Opportunities
grouped by Sales stage
For each module, you can define and order the subpanels displayed on the detail view.
In the admin options, select Homepage
The list of homepages defined by all users on mobile or tablet is displayed.
Click on the home page you want to copy:
The copy to users menu allow you to copy that home page to all users. You can also select a role and copy that home page only to users with that role. This will replace their current home page definition.
Please note that access rights are applied to Saved searches and Reports. You should make sure the users have appropriate access right to view the reports and saved searches.
This also allows to
edit a home page and add, remove or order:
- Icons
- Create
buttons
- Report graphs
- Saved searches dashlets or icons
Rows per page: Default number of records in list views
Rows per subpanel: Default number of records in subpanels
Rows per dashlet: Default number of records in dashlets
Device calendar: Enable
Unified calendar displaying CRM calls and meetings as well as events
available in the device calendar.
This option should be turned
off if you use additional modules synchronizing your CRM with Outlook
or Gmail to avoid events being displayed twice.
Maximum offline duration: Security settings for offline
mode.
After this duration, data stored locally on the device
will be erased so that users having left your company can no longer
access your CRM data.
Audio Notes: Enable audio recording in Notes
Documents : Sync: Enable Documents Offline synchronization
Group Users:
Check that box if you allow group users to be assigned to records.
The QuickCRM Update (rebuild configuration) menu on the admin page must be activated when:
- You upgrade Sugar/SuiteCRM to a new version
- You add a new language or change default language
- You change a field definition or edit a drop-down list
- You update a custom.js file
Users familiar with JavaScript can extend QuickCRM Mobile appearance and behavior.
You can add your specific functions by creating a JavaScript file at custom/QuickCRM/custom.js.
Once you have created or modified a custom file, please click on QuickCRM Update on the admin page so that the apps take these changes in consideration.
See Developpers Guide available at http://www.quickcrm.fr/doc/mobile/latest/QuickCRM_Developers_Guide.pdf
