Descriptions 4 You for Vtiger 7

1.Introduction

Descriptions extension is a tool designed for the Vtiger CRM system. The new descriptions are created in CK Editor so you can use adding tables and images to make your description attractive. The new descriptions can be stored separately, it means you can have an additional description to original one or you can simply replace original descriptions by new Descriptions extension. The Descriptions allow you to create a description for particular module as well as global description templates, so you can create one global template and use it everywhere in Vtiger CRM and save time with additional description formatting.

With Descriptions you can:

  • Improve the look of your descriptions and terms & conditions for CRM records.
  • Use CK Editor for customization.
  • Turn off/turn on which modules will be using Descriptions extension (Integration)
  • You can use adding tables and images to make your description more attractive.

Features of Descriptions:

  • Easy navigation
  • Supported for all modules
  • Supports images, tables and other text formatting
  • Easy using Descriptions templates Pick list
  • Usable for Terms & Conditions
  • Usable for Custom text area fields
  • Support of PDF Maker
  • Support of EMAIL Maker

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2.How to Install Descriptions

Please provide following steps in order to install Descriptions extension.

It is highly recommended to finish the installation without any interruption. For successful installation we need to exchange information (see license for details).
  1. Install the .zip (package) file of the Descriptions extension via Setting -> CRM Settings -> Module Management -> Modules. Click on the Import Module from Zip.

    Installation of Descriptions for Vtiger 7 – step 1

  2. Select the .zip (package) file that you downloaded from our e-shop. Please check that you accepted the disclaimer and would like to proceed. Click on the  button.

    Installation of Descriptions for Vtiger 7 – step 2

    Note: If you have after this step error message: Sorry! Attempt to access restricted file. Please check if folder test/vlib has correct write permission for browser (apache, www-data).

  3. Verify the import details parsed from the .zip (package) file. Please check that you accepted the license agreement and click  to proceed or Cancel to cancel.

    Installation of Descriptions for Vtiger 7 – step 3

  4. Descriptions extension was imported successfully.

    Installation of Descriptions for Vtiger 7 – step 4

In order to finish installation, please provide following validation steps:

  1. Descriptions validation Step. Please check your Company information and insert license key. Make sure that your server has Internet access. Click on button . If you want to change your Company information, click on button .

    Descriptions validation for Vtiger 7 – step 1

  2. If Descriptions are installed successfully you will see following screen. Click on .

    Descriptions validation for Vtiger 7 – step 2

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3.How to update Descriptions

The upgrade of Descriptions is initiated in the same way as installation or click on Upgrade link in List view of Descriptions. So please refer to above installation part for details how to initiate the import of the module from the .zip file.

Upgrade of Descriptions

Upgrade of Descriptions

As you can be seen on the picture below you will be notified that the Descriptions extension already exists. Confirm License agreement and upgrade will start immediately when you click on the  button.

Upgrade of Descriptions

After upgrade the notification about successful upgrade is shown.

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4.Work area

The Work area of the Descriptions consists of:

  • List view – used for common tasks like select records, delete records, edit records, merge records
  • Detail view – shows already created Descriptions in details
  • Edit view– allows to edit already created Descriptions
  • – used for Integration and License settings, Upgrade and Uninstall
  • – used to import records from the other Vtiger systems if needed
  • – used to add new Descriptions

For more details about List view, Detail view & Edit view please see next sections.

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4.1.List view

The common tasks like add/delete/find duplicates, import/export Descriptions or start editing has to be initiated via Descriptions List view. Go MENU —> TOOLS and click on DESCRIPTIONS 4 YOU link and Descriptions List view will appear on your screen.

Descriptions – List view

The main part of the Descriptions List view consists of the list of the Descriptions, which gives you information about a Description name, number, module & field used. In the list you can also select one or more Descriptions and consequently delete or export the selected group of Descriptions or do additional tasks.

You can also have the option to create own List of Descriptions and set own fields to see via  button on the left side of the screen.

List view of Descriptions consists of:

  •  –  to search Descriptions based on field,
  •  – is used to add new Description,
  •  – is used to import Descriptions from other Vtiger CRM system,
  •  – allow you to set Integration, License setting, Upgrade and Uninstall,
  •  – if you select records this option becomes available and you can edit or delete selected records,
  •  – used to perform additional actions like: follow, unfollow, add tag, merge records, find duplicates and export,
  • – next/previous page of Descriptions.
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4.2.Detail view

From List view you can directly open any Description in Detail view. The Detail view consists of:

  • Description Details:
    • Description Name
    • Module (choose the module for which you will be using Descriptions extension)
    • Description No
    • Modified Time
    • Assigned To
    • Field (choose the field which will be used for Descriptions)
    • Created Time
    • Source
  • Description – the actual block where you add your descriptions
  • Group of buttons:
    •  – following a record is a nice fashion of marking a record as a favorite. This will act as a shortcut to get to favorite or active records. By following a record you get updates on it as the users modifies the record,
    •  – switch to Edit view and start editing,
    •  – delete or duplicate Description,
    •  – switch between already created Descriptions in your list view.

Descriptions – Detail view

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4.3.Edit view

The Edit view shown in the picture below is divided into two areas:

  • Description Details area – is used for Description Name, Assigned to and choose modules that are allowed + set field for which descriptions will be used
  • Editing area – is mainly used for inserting/editing your own text, tables, images etc. and to make some design adjustment of the Description like font change, color, format, size, background color of the text etc. This editing can be initiated via many toolbars located in the above part of editing area.

Descriptions – Edit view

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4.4.Descriptions picklist

After installation Descriptions, you are able to see Descriptions Pick list in allowed modules that provides you to replace or add Description in the text areas.

Descriptions block in modules

Consists of:

  • Available Descriptions for module
  •  – is used to replace all old text by your Description (old description will be deleted)
  •  – is used to add new Description after old text (old description won’t be deleted)

 Note: After adding or replacing Description you can edit it manually.

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5.How to create Descriptions

To create Description please follow next steps:

  1. Go to Descriptions extension List view and click on  button.

    Creating Description – step 1

     

  2. After click on + Add Description you will be redirected to Edit view window.
    Creating is divided into two areas:
    Area 1) Current information of your Description:
    Description Name – name of your description
    Assigned To – set to whose is description assigned to
    Module – for which module you can use your description. To add/delete allowed module please see chapter 7.1 Integration. Global is for all allowed modules.
    Field – field for which you can use your description. If you want use own fields please see chapter 6.3 Support of Custom Text area fields

    Area 2) CK Editor area – The second area is CK Editor that is mainly used for inserting/editing your own text, tables, images etc. and to make some design adjustment of the Description like font change, color, format, size, background color of the text etc. This editing can be initiated via many toolbars located in the above part of Editing area.
    Fill the data you need and click on  button.

    Creating Description – step 2

Now, you are able to add/replace your description into allowed modules. For adding or replacing your old description please check chapter 4.4 Descriptions pick list.

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6.Additional features

Additional features for Descriptions are:

  • Support of PDF Maker
  • Support of EMAIL Maker
  • Support of Custom Text area fields
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6.1.Support of PDF Maker

The PDF Maker is extension tool designed by It-Solutions 4 You for Vtiger CRM. It is powerful and flexible tool which allows users of Vtiger CRM to create own PDF templates. For more information check following link:

http://www.it-solutions4you.com/extensions/vtiger/pdf-maker/

Before creating PDF file you need to create template of PDF Maker. To create template please check manual for PDF Maker:

http://www.it-solutions4you.com/manuals/vtiger7/pdfmaker/

How to use Descriptions extension with PDF Maker

Create template with PDF Maker
Create description
Insert description, for example into your Invoice
Go to PDF Maker template for Invoice and insert variable for descriptions $INVOICE_DESCRIPTION$

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6.2.Support of EMAIL Maker

The EMAIL Maker is an extension tool designed for the Vtiger CRM. Using EMAIL Maker, you can create email templates with predefined information and send them from all the modules. There are available all the fields from source and related modules, the fields related to recipients, the company information and many more.

The intention was to provide powerful and flexible tool which allows users of Vtiger CRM to create own email templates. Using the email templates you can send mass emails from the List view (e.g. Invoices, Quotes, Products, etc.) and finally save a lot of your time. Sending is running in the background. You are informed about sending process by a small pop-up window.

For more information check following link:

http://www.it-solutions4you.com/extensions/vtiger/email-maker-extension-vtiger-crm/

Before sending email you need to create template of EMAIL Maker. To create template please check manual for EMAIL Maker:

http://www.it-solutions4you.com/manuals/vtiger7/email-maker-vtiger-7/

How to use Descriptions extension with EMAIL Maker

Create template with EMAIL Maker
Create description
Insert description, for example into your Invoice
Go to EMAIL Maker template for Invoice and insert variable for descriptions $s-invoice-description$

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6.3.Support of Custom Text area fields

You can add your description or text into your own Custom Fields for all modules, that are “Text area” type. To create own Text area fields please provide following steps (if you have created your Custom Text area field already, you can skip steps 1-3):

  1. Click on  in module you want to edit and choose Fields & Layouts

    Descriptions – Custom fields – step 1

  2. Next, click on  button

    Descriptions – Custom fields – step 2

  3. Choose Text area and type name of your field. You can also set field as mandatory or choose other settings for this field. Click  on and your field will be created

    Descriptions – Custom fields – step 3

  4. Now you can use Custom field in Edit view and add your own Description template

    Descriptions – Custom fields – step 4

  5. Your description in Detail view

    Descriptions – Custom fields – step 5

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7.Settings

Settings for Descriptions can be found in the List view via  button.

Descriptions – Settings

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7.1.Integration

Via Integration settings you are able to activate/deactivate modules for which you can use Descriptions extension.

Example: if you deactivate module Tickets in Integration settings, you will not see this module active for Descriptions and you can’t choose it when you are creating Descriptions.

 Note: by default / after installation of Descriptions, modules are turned off in Integration settings, means you need activate modules you need.

Descriptions – Integration settings

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7.2.License Settings

To open License settings part please click on Customize icon  –> License settings in List view of Descriptions.

License settings for Descriptions

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7.2.1.Deactivate license

If you want to deactivate your license please provide following step:

  1. Click on button 

    Deactivate license of Descriptions

  2. Confirm deactivation using  button
    Deactivate license of Dynamic Fields

    Deactivate license of Descriptions

After deactivation of license, Descriptions doesn’t work at all and work area is not accessible either.

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7.2.2.Reactivate license

In case that some problem occurs with license key (moving, copying, migrating, changing Company info) you need to reactivate your license key.

To reactivate license key please provide following steps:

  1. Click on 

    Reactivate license of Descriptions

  2. Confirm with 

    Reactivate license of Descriptions

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7.3.How to update Descriptions

The upgrade of Descriptions is initiated in the same way as installation or click on Upgrade link in List view of Descriptions. So please refer to above installation part for details how to initiate the import of the module from the .zip file.

Upgrade of Descriptions

Upgrade of Descriptions

As you can be seen on the picture below you will be notified that the Descriptions extension already exists. Confirm License agreement and upgrade will start immediately when you click on the  button.

Upgrade of Descriptions

After upgrade the notification about successful upgrade is shown.

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7.4.Uninstall

There is also available option to remove Descriptions from your Vtiger. To uninstall please provide following steps:

  1. Go to the List view of Descriptions and in Settings choose option Uninstall

    Uninstall Descriptions

  2. Click on  button

    Uninstall Descriptions

  3. Confirm uninstall with  button

Now, Descriptions are removed from your Vtiger and your license is deactivated. To use Descriptions again you need to provide installation and validation steps (see chapter 2. How to install Descriptions).

 Unistalling Descriptions

  • If you uninstall a module, all descriptions you have made before will stay in your records, but you will not see them correctly (The HTML tags will be included if you used bold font or similar options/customizations).
  • This prevents to loose any data saved in the Descriptions or Terms & Conditions window.
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8.Change Log

  • Check latest versions available and fixes applied
  • What was changed/added to manual
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8.1.Descriptions

  • March 2019 – Descriptions 700.1.1 – 700.1.3
    • fixed problem with HTML tags showing in the Detail view
    • fixed compatibility with PDF Maker and Email Maker
    • minor bug fixes
  • March 2019 – Descriptions 700.1.0
    • compatibility with Vtiger 7
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8.2.Manual of Descriptions

  • March 2019: manual based on Descriptions 700.1.0
    • first initiate for Vtiger 7
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