Contenu connexe Similaire à SugarCRM Administrator Fundamentals Student Guide (20) SugarCRM Administrator Fundamentals Student Guide2. Sugar University Sugar Administrator Fundamentals Introduction
Sugar Administrator
Fundamentals
Introduction v 6.0
©2008-2010 SugarCRM Inc. All rights reserved. 1
Learning Objectives
This session will enable you to
Understand the goals, approach, and agenda for this
class
Understand how to benefit from this class
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3. Sugar University Sugar Administrator Fundamentals Introduction
Logistics
Course times
Breaks
Telephones
Network access
©2008-2010 SugarCRM Inc. All rights reserved. 3
Course Goals
These topics will enable to perform the following tasks:
Administrator Getting Started Using Sugar Studio
Navigate the Sugar Admin page Perform basic customizations to the
Configure common system settings screen layout and mobile layout of a
Add your company logo to your Sugar given module
system Create custom fields for a given module
Understand Module Loader Edit dropdown values for a standard
field or a custom field
Restore to a previous version of a
Implementing Users, Teams screen layout
and Roles
Understand user types, create, edit,
activate, and deactivate and reassign
users in Sugar
Understand team characteristics,
create teams, assign users to teams,
manage team information and create
and manage team notices
Define role characteristics, create roles
and set privileges, duplicate roles
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4. Sugar University Sugar Administrator Fundamentals Introduction
Course Goals, Continued
These topics will enable to perform the following tasks:
Using Module Builder Creating Effective Workflows
Understanding module packages Understand when to use Sugar
Develop custom modules workflow
Manager custom fields Configure your system to enable
Create module relationships workflows
Organize module layouts Utilize the Sugar workflow components
such as conditions and alerts
Deploy modules
Configuring Email Settings Configuring Tracker Settings
Configure Tracker Home Page
Schedulers
Create Tracker Reports
Configure inbound email settings for a
personal mailbox Configure Tracker Settings
Configure inbound email settings for a group Managing Connector Settings
mailbox Set Connector Settings
Configure outbound email settings for system Enable Connectors
notifications
Map Connector Fields
Configure outbound email settings for a user Manage Connector Search
Manage email queue
Considerations for email campaigns
©2008-2010 SugarCRM Inc. All rights reserved. 5
Course Goals, Continued
These topics will enable to perform the following tasks:
Password Management
Setting Password Requirements
Editing Email Templates
Setting Link Expiration
Managing User-Generated Password Expiration
Editing Login Lockout
Enabling Captcha Validation
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5. Sugar University Sugar Administrator Fundamentals Introduction
Online Agenda
Day 1 Day 3
Introduction Review
Administrator Getting Started Using Module Builder
Implementing Users, Teams, Configuring Email Settings
and Roles Recap
Recap
Day 4
Day 2 Review
Review Creating Effective Workflows
Using Studio Configuring Tracker Settings
Recap Managing Connector Settings
Password Management
Review and Conclusion
©2008-2010 SugarCRM Inc. All rights reserved. 7
Course Approach
Each topic has
Walkthroughs of Sugar
Lecture material and discussions
Labs
Training environment to work through labs
Participant Guide contains
Labs with questions and solutions
SugarCRM Online Resources
Up-to-date information
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6. Sugar University Sugar Administrator Fundamentals Introduction
SugarCRM Resources
Sugar University
Links to the Learning Session schedule and the Online
Library for step-by-step learning guides
Sugar Podcasts!
At www.SugarForge.org
Sugar Docs: end-user and administrator manuals
SugarWiki: http://www.sugarcrm.com/wiki
Sugar Support Wiki: a support knowledgebase with tips,
tricks, and troubleshooting steps
Sugar Developer Wiki: a developer knowledgebase with
documentation for extending and customizing Sugar
Sugar Forums: http://www.sugarcrm.com/forums/
Developer Zone: http://developers.sugarcrm.com
©2008-2010 SugarCRM Inc. All rights reserved. 9
How to Get the Most from This Class
Be on time at the start of each session
Turn off cell phones, IM, and email to allow you to fully
focus
The brain can only handle one thing at a time!
Switch off monitor or lower laptop during lecture
sessions
Follow along in walkthroughs
Complete each lab in the order and time allotted
Ask questions!
Participate!
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7. Sugar University Sugar Administrator Fundamentals Introduction
Summary
Now you know
The goals, approach, and agenda for this course
How to benefit from this course
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Sugar Administrator
Fundamentals
Introduction v 6.0
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8. Sugar University Administrator Getting Started
Administrator
Getting Started
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Learning Objectives
Understand the key areas of information for Sugar
Administrators
Configure Sugar's system settings
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9. Sugar University Administrator Getting Started
Agenda
Getting Friendly with the Admin Page
Users
Sugar Connect
System
Email
Developer Tools
Product & Quotes
Bug Tracker
Forecasts
Contracts
Questions and Answers
©2008-2010 SugarCRM Inc. All rights reserved. 3
Users
User Management
Team Management
Role Management
Password Management
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10. Sugar University Administrator Getting Started
Sugar Connect
License Management
Provides access to your personal Sugar Support
portal
Create and Manage Cases
View Knowledge Base Articles
Browse Training Materials
Access Sugar Forums
Sugar Updates
Online Documentation
©2008-2010 SugarCRM Inc. All rights reserved. 5
System
Overall Maintenance of SugarCRM
System Settings Themes
Scheduler Shortcut Bar
Upgrade Wizard Connectors Basic Configuration
Sugar Feed Mobile
View Offline Clients Tracker
Backups PDF
Locale Location Specific
Currencies
Diagnostic Tool Support Services
Repair
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All rights reserved. No part of this document may be reproduced, stored in a retrieval system, or transmitted by any means without written permission from SugarCRM.
11. Sugar University Administrator Getting Started
Email
Email Settings
Inbound Email
Campaign Email Settings
Manage Email Queue
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Developer Tools
Studio Rename Tabs
Module Builder Configure Tabs
Module Loader Configure Subpanels
Dropdown Editor Sugar Portal
Workflow
Management
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11
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12. Sugar University Administrator Getting Started
Product & Quotes
Product Catalog
Product Categories
Product Types
Manufacturers
Shipping Providers
Tax Rates
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Everything Else
Bugs
Forecasts
Contracts
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13. Sugar University Administrator Getting Started
Question and Answer
©2008-2010 SugarCRM Inc. All rights reserved. 11
Quick Review
Users
Sugar Connect
System
Email
Developer Tools
Product & Quotes
Bug Tracker
Forecasts
Contracts
©2008-2010 SugarCRM Inc. All rights reserved. 12
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13
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14. Sugar University Administrator Getting Started
Administrator
Getting Started
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All rights reserved. No part of this document may be reproduced, stored in a retrieval system, or transmitted by any means without written permission from SugarCRM.
15. Sugar University Implementing Users, Teams and Roles
Implementing Users,
Teams, and Roles
Learning Objectives
This section will enable you to…
Understand user types, create, edit, activate, and
deactivate users in Sugar
Reassign records
Understand team characteristics, create teams, assign
users to teams, manage team information, and create
and manage team notices
Define role characteristics, create roles, and manage
field-level access
©2008-2010 SugarCRM Inc. All rights reserved. 2
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15
16. Sugar University Implementing Users, Teams and Roles
Agenda
Key Concepts
Users
Teams
Roles
Q&A
Summary
©2008-2010 SugarCRM Inc. All rights reserved. 3
Key Concepts: User
What is a User?
A user is how Sugar identifies the people in your
organization who utilize the Sugar system
If you are not a user, you cannot access Sugar directly
A user is how Sugar authenticates you into the
system
You must supply a valid username/password
combination to be authenticated into Sugar
A user can be assigned records within Sugar
Accounts, Contacts, Opportunities, Leads, etc.
Each user can set their own preference settings
Date and time formats, display options, personal
information, etc.
©2008-2010 SugarCRM Inc. All rights reserved. 4
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16
17. Sugar University Implementing Users, Teams and Roles
Key Concepts: Team
What is a Team?
A team is a grouping of users; users are members of a
team
Users can belong to multiple teams
Teams are used to allow/restrict visibility to records
Accounts, Contacts, Opportunities, Leads, etc. are
assigned to a team
If a user is a member of the same team that the record
is assigned to, then the user can see the record
Teams are a feature of Sugar Professional and Sugar
Enterprise
Not available in Sugar Community Edition; all users
can see all records
©2008-2010 SugarCRM Inc. All rights reserved. 5
Key Concepts: Role
What is a Role?
A role defines the operations that can be
performed within a module
A role only takes effect for users who are added to
the role
Users can belong to multiple roles
The most restrictive role prevails
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17
18. Sugar University Implementing Users, Teams and Roles
Key Concepts
How Do Users, Teams, and Roles Fit Together?
Example:
A sales person is a User, and belongs to the East
Team and the Sales Role
The sales person can logon to Sugar
Can the sales person see a particular opportunity?
Only if the opportunity is assigned to the East Team
Can the sales person edit opportunities?
Only if the Sales Role allows the Edit operation
©2008-2010 SugarCRM Inc. All rights reserved. 7
Question and Answer
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18
19. Sugar University Implementing Users, Teams and Roles
Users
©2008-2010 SugarCRM Inc. All rights reserved. 9
Key Concepts – What is a User?
A user is how Sugar identifies the people in your
organization who utilize the Sugar system
A user is how Sugar authenticates you into the
system
A user can be assigned records within Sugar
Each user can set their own preference settings
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19
20. Sugar University Implementing Users, Teams and Roles
Users - Active or Inactive
Active users can
Logon
Be assigned records
Count as a license (Pro + Ent)
Inactive users cannot
Logon
Be assigned records,
Count as a license (Pro + Ent)
Why do not delete users?
Keeps historical records valid
Avoids orphaning records
©2008-2010 SugarCRM Inc. All rights reserved. 11
Users - Admins
Multiple users can be granted Admin privileges
Admin users gain access to the Administration
area
System Settings, Upgrade Wizard, Module Loader, User
Management, Studio, Schedulers, Product Catalog, etc.
Admin users bypass team security, and can view
all records (Pro + Ent)
Admin users count as a license (Pro + Ent)
The original admin user can be re-named
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21. Sugar University Implementing Users, Teams and Roles
Users - Other User Types
Portal API users are for server-to-server
authentication
Cannot logon through login screen
Only method for login is through SOAP API
Do not count as a license (Pro + Ent)
Group users are for inbound email group
mailboxes
Cannot logon
Do not count as a license (Pro + Ent)
©2008-2010 SugarCRM Inc. All rights reserved. 13
Users - Creating Users
Usernames must be unique, and no more than 20
alpha-numeric characters
Last names (surnames) and passwords are also
required for creating a user
New users are sent notification with logon
information
This may be set up through Password Management
A user cannot be selected to report to themselves
New users are automatically added to the Global
team (Pro and Ent only)
A private team is automatically created for a new
user, and the new user is automatically added to
their private team (Pro and Ent only)
Select Active or Inactive status
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21
22. Sugar University Implementing Users, Teams and Roles
Users – Editing Users
Users can modify many of their own preference
settings
Users can NOT modify:
Status (Active/Inactive)
User type (Admin, Group, Portal)
Access to Offline Client
Reports to
Tabs removed from view by an Admin
Team membership
Role membership
©2008-2010 SugarCRM Inc. All rights reserved. 15
Users – Record Reassignment
In cases where records must be transferred to
new users
Records may be assigned to teams as well
The reassignment may be applied on any or all
modules required
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22
23. Sugar University Implementing Users, Teams and Roles
Demonstration
Implementing Users
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Lab
Lab #1: Implementing Users
15 minutes
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23
24. Sugar University Implementing Users, Teams and Roles
Question and Answer
©2008-2010 SugarCRM Inc. All rights reserved. 19
Teams
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24
25. Sugar University Implementing Users, Teams and Roles
Key Concepts: Teams
What is a Team?
• A team is a grouping of users; users are members
of a team
• Users can belong to multiple teams
• Teams allow/restrict visibility to records
• If a user is a member of the same team the record
is assigned to, then the user can see the record
• Teams are a feature of Sugar Professional and
Sugar Enterprise only
©2008-2010 SugarCRM Inc. All rights reserved. 21
Teams - Record Assignment
Teams handle record-level security
Every record within Sugar may belong to one or
more teams
If a user belongs to the same team authorized to
view a record, the user can access the record
Otherwise, the user will see “Error retrieving record. You
may not be authorized to view this record.”
Admin users bypass team security and can view
all available records
©2008-2010 SugarCRM Inc. All rights reserved. 22
Copyright © 2008 SugarCRM, Inc.
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25
26. Sugar University Implementing Users, Teams and Roles
Teams are Buckets
Jim Sally
West Team North Team East Team
Contact: Ann Smith Contact Craig Elms Contact: Ann Smith
Contact: Ben Davis Account: Beta Corp. Account: Gamma Inc.
Account: Alpha Inc. Account: Alpha Inc. Account: Delta Co.
Jim has access to Sally has access to
Ann Smith Ben Davis Craig Elms Ann Smith Craig Elms
Alpha Inc. Beta Corp. Alpha Beta Gamma Delta
Inc. Corp. Inc. Co.
©2008-2010 SugarCRM Inc. All rights reserved. 23
Teams - Record Assignment, Continued
Global team is intended for records that should be visible to
all users
Important: Do not delete the Global team, or remove users
from the Global team
Private teams are denoted as the username within
parentheses
Example: (laura) for Laura Angel
Important: Do not delete the private teams, or remove users
from their private teams
Users create new records assigned to their Default Team,
unless otherwise specified
By default, the default team is the user’s private team
Users can change their default team
Team is a required field for saving records
Important: Do not remove the Team field from edit view
layouts
©2008-2010 SugarCRM Inc. All rights reserved. 24
Copyright © 2008 SugarCRM, Inc.
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26
27. Sugar University Implementing Users, Teams and Roles
Teams - Membership Types
Member or Explicit
When a user is manually assigned to a team, the user is
given explicit membership to that team
Can be removed manually as well
Member Reports-to or Implicit
When a user is manually assigned to a team, the user’s
manager (Reports To) is given implicit membership to
that team
The manager of the user is given implicit membership,
all the way up the reporting hierarchy
The manger can only be removed by breaking the
Reports To link, or by removing the original downstream
user from the team
©2008-2010 SugarCRM Inc. All rights reserved. 25
Teams - Team Notices
Team Notices broadcast team-specific alerts to
team members
Team Notices display as a scrolling marquee in a
dashlet on each team member’s Home page
Each Team Notice has a start date and an end
date
Team Notices can be set to Hidden if the admin
wants to disable the Notice
Team Notices can include a URL
©2008-2010 SugarCRM Inc. All rights reserved. 26
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27
28. Sugar University Implementing Users, Teams and Roles
Demonstration
Implementing Teams
©2008-2010 SugarCRM Inc. All rights reserved. 27
Lab
Lab #2: Implementing Teams
15 minutes
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28
29. Sugar University Implementing Users, Teams and Roles
Question and Answer
©2008-2010 SugarCRM Inc. All rights reserved. 29
Roles
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29
30. Sugar University Implementing Users, Teams and Roles
Key Concepts: Roles
What is a Role?
A role defines the operations that can be
performed within a module
A role only takes effect for users who are added to
the role
Users can belong to multiple role
The most restrictive aspect of each role prevails
©2008-2010 SugarCRM Inc. All rights reserved. 31
Roles - Access and Access Types
Roles control access levels to modules for a set of users
Access displays the module tab when set to Enabled or Not Set.
Enabled – module tab available
Not Set – set by default, which is the same as Enabled
Disabled – module table unavailable
Access Type delegates the ownership of specific tasks in certain
modules to groups or individuals.
Normal – can view and manage records in the module depending on
team membership. Regular users are granted Normal access type.
Admin – can administer all records in the module regardless of team
membership. The user does not have access to admin tools.
Developer – can access the administrator and development tools.
Admin & Developer – allows the user to view and manage all
records and access administration and development tools to manage
the module. Team membership is not required to view records in this
module.
©2008-2010 SugarCRM Inc. All rights reserved. 32
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31. Sugar University Implementing Users, Teams and Roles
Roles - Allowed Operations
Operation options:
All – all users who are assigned to the role can perform
this operation
Owner – only the assigned user of the record can
perform the operation
Not Set – setting by default, same action as All
None – none of the users in this role can perform the
operation
Operations: Delete, Edit, Export, Import, View the
List View, and View the Detail View
©2008-2010 SugarCRM Inc. All rights reserved. 33
Roles - Field Level Access
Field Level Access provides granular security
Accessible by selecting the module hyperlink
within a specific role.
©2008-2010 SugarCRM Inc. All rights reserved. 34
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31
32. Sugar University Implementing Users, Teams and Roles
Roles – Field Level Permission Types
To set permissions for a field, click Not Set and
select one of the following options from the drop-
down menu:
Read / Write
Role users are able to View and Edit
Read / Owner Write
Role users are able to View, but only record owners may
Edit
Read Only
Role users are only able to View
Owner Read / Owner Write
Only record owners may View and Edit particular record
None
The field is hidden from all users
©2008-2010 SugarCRM Inc. All rights reserved. 35
Role Examples
Role Access Example
Role A = Enable Accounts & Opportunities Modules
Disable Cases Module
Role B = Enable Accounts & Cases Module
User assigned to Role A & B = Access to Accounts
and Opportunities
Operations Example
Role A = OWNER can Edit & Delete Account records
Role B = NONE can Edit & Delete Account records
Users assigned to Role A & B = cannot Edit or
Delete Account records
©2008-2010 SugarCRM Inc. All rights reserved. 36
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32
33. Sugar University Implementing Users, Teams and Roles
Demonstration
Implementing Roles
©2008-2010 SugarCRM Inc. All rights reserved. 37
Labs
Lab #3: Implementing Roles
15 minutes
Lab #4: Record Reassignment
10 minutes
Lab #5: Field Level Access
10 minutes
©2008-2010 SugarCRM Inc. All rights reserved. 38
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33
34. Sugar University Implementing Users, Teams and Roles
Question and Answer
©2008-2010 SugarCRM Inc. All rights reserved. 39
Summary
Now you can:
Understand user types, create, edit, activate, deactivate
and reassign users in Sugar
Understand team characteristics, create teams, assign
users to teams, manage team information and create
and manage team notices
Define role characteristics, create roles, and set
privileges
Key Concepts
Users logon to the system
Teams restrict which records a user can view
Roles restrict what operations a user can perform on
those records
©2008-2010 SugarCRM Inc. All rights reserved. 40
Copyright © 2008 SugarCRM, Inc.
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34
35. Sugar University Implementing Users, Teams and Roles
Implementing Users,
Teams, and Roles
©2008-2010 SugarCRM Inc. All rights reserved. 41
Copyright © 2008 SugarCRM, Inc.
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35
36. Sugar University Using Sugar Studio
Using Sugar Studio
©2008-2010 SugarCRM Inc. All rights reserved.
1
Learning Objectives
This section will enable you to…
Organize module and mobile layouts
Restore to a previous version of a module layout
Create and edit custom fields for modules
Create and edit drop-down menus for standard and
custom fields
Edit field labels
Create and edit module relationships
Configure and rename module tabs
©2008-2010 SugarCRM Inc. All rights reserved. 2
Copyright © 2008 SugarCRM, Inc.
36
All rights reserved. No part of this document may be reproduced, stored in a retrieval system, or transmitted by any means without written permission from SugarCRM.
1
37. Sugar University Using Sugar Studio
Overview and Navigation
©2008-2010 SugarCRM Inc. All rights reserved. 3
What is Studio?
Studio is where basic customizations may be
made to the look and feel of the modules.
Studio is accessible to users with administrator
privileges
Studio is located on the Administration home page
©2008-2010 SugarCRM Inc. All rights reserved. 4
Copyright © 2008 SugarCRM, Inc.
37
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2
38. Sugar University Using Sugar Studio
Navigation
Module File Tree
Module Icons
Bread crumb trail
Help panel
©2008-2010 SugarCRM Inc. All rights reserved. 5
Exporting Customizations
Ability to export customized modules from Studio
Creates a package of one or multiple modules
Creates a .zip file for the package containing the
customizations.
•©2008-2010 SugarCRM Inc. All rights reserved.
Copyright © 2008 SugarCRM, Inc.
38
All rights reserved. No part of this document may be reproduced, stored in a retrieval system, or transmitted by any means without written permission from SugarCRM.
3
39. Sugar University Using Sugar Studio
Studio Module Components
Labels
Edit the standard and custom field labels that display in
records for the module
Fields
Create custom fields
Edit standard and custom fields
Relationships
Create custom relationships
Layouts
Add, remove, and organize panels, rows, and fields in the
layouts
Subpanels
Add, remove and organize the fields displayed in subpanels
Mobile Layouts
Add, remove and organize panels, rows, and fields for wireless
devices
©2008-2010 SugarCRM Inc. All rights reserved. 7
Demonstration
Navigating Studio
©2008-2010 SugarCRM Inc. All rights reserved. 8
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4
40. Sugar University Using Sugar Studio
Question and Answer
©2008-2010 SugarCRM Inc. All rights reserved. 9
Customizing Layouts
©2008-2010 SugarCRM Inc. All rights reserved. 10
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5
41. Sugar University Using Sugar Studio
Layout Definitions
Edit View
Contains fields for editing record data; this is where you may
change field values
Detail View
Displays the record data; this is the first view you see when
you access a record
Note: The Edit View and Detail View must be edited
separately!
©2008-2010 SugarCRM Inc. All rights reserved. 11
Layout Definitions, Continued
List View
Shows a filtered list of records based on search criteria
Quick Create Form
Shows the subpanel Create short form
Sugar Dashlets
Contains dashlet fields on the home page
Popup
Provides popup window search parameters
Search
Provides search parameters which filter records and
determine what appears in the list view
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42. Sugar University Using Sugar Studio
Layout - Buttons
Save - Changes are saved in Studio, but are not
reflected in the module
Save & Deploy - Changes are saved in Studio,
and also deployed to the module
View History - Restores the layout to a
previously saved version
Restore Default - Restores the default layout
©2008-2010 SugarCRM Inc. All rights reserved. 13
Customizing Detail View, Edit View, and Quick Create
Toolbox
View all fields, both
standard and custom, that
are not in the layout
Drag & drop to/from the
layout and Toolbox
Fields
(filler) fields
Rows
Panels
Display panels as tabs
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43. Sugar University Using Sugar Studio
Mobile Layouts
Mobile EditView / DetailView
Contains fields for editing and displaying record data
Mobile ListView
Shows a filtered list of records based on search criteria
Mobile Search
Provides search parameters that filter records and
determine what appears in the list view
Note: Featured in Sugar Professional and Enterprise.
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Demonstration
Customizing Detail View, Edit View, and Quick
Create
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44. Sugar University Using Sugar Studio
Lab
Lab #1: Adding and Removing Panels, Rows and
Fields in Detail View, Edit View, and Quick Create
Layouts
25 minutes
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Question and Answer
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45. Sugar University Using Sugar Studio
Customizing ListView, Sugar Dashlet, Popup, and Search Layouts
Adding Fields
Drag & drop fields to
Default column
Removing Fields
Drag & drop fields in
Default column to
Available or Hidden
columns
Changing Column
Width
©2008-2010 SugarCRM Inc. All rights reserved. 19
Demonstration
Customizing List View, Search Form, and
Subpanels
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46. Sugar University Using Sugar Studio
Lab
Lab #2: Adding and Removing Fields in List View
10 minutes
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Question and Answer
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47. Sugar University Using Sugar Studio
Creating and Editing Fields
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Creating and Editing Fields
Add Field button – creates new custom field
Edit Labels button – allow you to edit any field’s
label
Edit a Field – edits custom and standard fields
Custom Fields
Standard Fields
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48. Sugar University Using Sugar Studio
Field Types
Standard Fields Special Fields
Text Field URL
Text Area HTML
Address Float
Currency Image
Date Encrypt
Date/Time
List of Values Fields
Decimal
DropDown
Integer
Multiselect
Phone
Radio
Checkbox
Relationship Fields
Relate
Flex Relate
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Demonstration
Creating and Editing Fields
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49. Sugar University Using Sugar Studio
Lab
Lab #3: Create and Edit Custom Fields
10 minutes
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Question and Answer
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50. Sugar University Using Sugar Studio
Dropdown Editor
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Dropdowns Overview
Create and Edit Dropdown Fields
In Dropdown Editor, view a list of all dropdowns in
Sugar
In Studio Module Fields component, select a
Dropdown data type
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