Multi Company for vtiger 7

1.Introduction to the MultiCompany

The Multi Company 4 You module allow in easier way to manage your companies within one vtiger CRM installation. It means you can define additional companies (name, address… and lot of additional fields) and create new records under these companies. In addition, records related to the new companies can be separately numbered with their specific prefix according to your needs. This helps you no more to mix records of different companies and gives you better overview.

The Multi Company benefits are:

  • supported mostly for all modules
  • no necessary extra installation for additional companies
  • save money by buying extension tools once, not per company
  • no necessary logout for switching between companies (depends on user)

Who needs Multi Company 4 You?
Please try to answer by yourself to following questions to see whether Multi Company 4 You can make your business life easier:

  1. Would you like to use one installation for more companies?
  2. Would you like to be able to define separate numbering of the records for your companies?
  3. Are you missing some additional fields in company details?
  4. Would you like to have separate numbering of the records for different users?

If you mostly answered yes it looks that you are good candidate to use our module Multi Company 4 You. Also from our experience we see that our module is required also for “one-company installation” due to their features.

Yes No Suggest edit

2.How to install MultiCompany

Please provide following steps in order to install MultiCompany

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 MultiCompany module via Setting -> CRM Settings -> Module Management -> Modules. Click on the Import Module from Zip.
    Installation of MultiCompany for vtiger 7 - step 1

    Installation of MultiCompany for vtiger 7 – step 1

  2. Select the .zip (package) file that you downloaded from our shop. Please check that you accepted the disclaimer and would like to proceed. Click on the [Import] button.
    Installation of MultiCompany for vtiger 7 - step 2

    Installation of MultiCompany 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 [Import Now] to proceed or [Cancel] to cancel.
    Installation of MultiCompany for vtiger 7 - step 3

    Installation of MultiCompany for vtiger 7 – step 3

     

  4. MultiCompany was imported
    Installation of MultiCompany for vtiger 7 - step 4

    Installation of MultiCompany for vtiger 7 – step 4

In order to finish installation, please provide following validation and configuration steps.

  1. MultiCompany Validation. Please check your Company information and insert license key. Make sure that your server has Internet access. Click on button [Validate]. If you want to change your Company information, click on button [Change Company Information].
    Validation of MultiCompany for vtiger 7

    Validation of MultiCompany for vtiger 7

  2. Select Module. Now please choose modules which you want to have with custom numbering of  MultiCompany or which you want to have Private. (This setting is possible to change also in future according to your needs.)
    Select modules handled by MultiCompany

    Select modules handled by MultiCompany

  3. Setting Roles. On picture in this Settings step you can see example of Roles for 2 companies. There is option to continue or go to Role settings to create and edit new roles.
    Roles for MultiCompany

    Roles for MultiCompany

  4. Now, Company info from your vtiger was copied into your first MultiCompany company. Very important step is to define role of this Company. Please click on  button.
    Define role for first Company

    Define role for first Company

    Now please define role of your first Company.

    Select role of your Company

    Select role of your Company


    Select role of your Company

    Select role of your Company


    Note: All company info from your vtiger was copied into your first MultiCompany company except Company logo. Logo you have to select again.
Yes No Suggest edit

3.How to update MultiCompany

The update of the MultiCompany is initiated in the same way as MultiCompany installation or click on Upgrade Multi Company link in Customize tab of MultiCompany.

How to update MultiCompany

How to update MultiCompany

So please refer to above installation part for details how to initiate the import of the module from the file. As can be seen on following picture you will be notified that the MultiCompany module already exists. The upgrade will start immediately when you click on the button.

How to update MultiCompany

How to update MultiCompany

After upgrade the notification about successful upgrade is shown.

How to update MultiCompany

How to update MultiCompany

Yes No Suggest edit

4.How to set up Multi Company

Multi Company 4 You is module which you need to set up correctly at the beginning and let them do their work on the background. It doesn’t mean that you cannot add additional company later or change some settings related to numbering. Before you start definition of additional companies within Multi Company 4 You it is necessary to define new companies’ roles (profiles) and users. So the whole set up comprises definition of:

  • roles (profile is necessary) – standard vtiger functionality (see chapter 2.1)
  • users – standard vtiger functionality (see chapter 2.3)
  • companies – Multi Company 4 You functionality described in chapter 2.4
  • custom numbering – Multi Company 4 You functionality described in chapter 2.5

How to initialize Multi Company 4 You is shown in the below picture.

How to find Multi Company

How to find Multi Company

Yes No Suggest edit

4.1.Definition roles

During definition of roles you have to assign at least one profile. In case you don’t need for new companies separate profiles, you can start definition of roles, otherwise define firstly new profiles (https://wiki.vtiger.com/vtiger6/index.php/Profiles). Definition of roles is standard vtiger CRM functionality so please refer for example to https://wiki.vtiger.com/vtiger6/index.php/Roles or other web manuals.
To create or change Roles please go to Settings -> CRM Settings and in the section User Management click on Roles link and set Roles according to your needs as you can see in the picture below.

Define roles

Define roles

Yes No Suggest edit

4.2.Sharing rules

We suggest to set sharing rules to private (e.g. Invoice, …). Go to CRM settings and in the section User Management click on Sharing Rules link and set Private.

Modules, that you chose in installation wizard are set to Private automatically.
Sharing Rules

Sharing Rules

If you want some module set like public within one company there is option for custom rules.

For set using following step:

  1. Click on button for module you want to set custom rule
    Add Custom Rule

    Add Custom Rule

  2. Click on button
    Add Custom Rule

    Add Custom Rule

  3. Here choose who is owner of record
  4. Here choose who can access to record
  5. Set Read or Read and Write permission
  6. Click on button
    Add Custom Rule

    Add Custom Rule

Or for detail information see: https://wiki.vtiger.com/vtiger6/index.php/Sharing_Rules

Yes No Suggest edit

4.3.Definition users

After definition of roles you have to assign to users their new company related roles. Because the definition of users is also standard vtiger CRM function please refer to https://wiki.vtiger.com/vtiger6/index.php/Users for details.
To assign User to company please go to CRM settings and in the section User Management click on Users link. Here you can create or edit users.
The most important is set for each user role – that mean to which company belong it (Defined in Sharing rules chapter).

Set role for user

Set role for user

Yes No Suggest edit

4.4.Definition new company

In case the roles are defined you can beside your original company define the additional companies. The new company can be easily defined using following steps:

  1. Go to Project and click on Multi Company
  2. Click on button
  3. In appeared window please specify company details according to your needs
  4. Save a new company
How to add new Company

How to add new Company

As you can see on Picture, you can find in company details also new field “Role”. It is mandatory field for correct working of the Multi Company. After selecting of role, all subroles are assigned to company. Also please check field Assigned To. It is also important field and we recommend to Assigned Company to higher user of this Company.

In the following Picture you can see relationship between Role – User – Companies

Relationship between Roles - Users - Companies

Relationship between Roles – Users – Companies


Next sections show why the role is important for correct working of the new modules. There is one common rule how the custom numbering is applicable for companies. As you can see in the following picture, the custom numbering will be applied to selected role and all subroles that fall under this role, i.e. will be inherited. Picture shows example where all users/roles belong to “Company 1” will use Custom Numbering settings and only users of Role 2.2 and its all “child” roles will use Custom Numbering settings. Role Company 2, 2.1 etc. will use original vtiger CRM Customize Record Numbering.
Role selection for custom numbering

Role selection for custom numbering


Based on this rule two different recommend settings of the roles for more companies are shown below:

  1. For each company the highest role except CEO is selected – in this scenario the custom
    numbering settings is applicable for all users of separate company 1 or 2 but not for CEO
  2. CEO is included in the first company – custom numbering is always applicable for all users
Recommended role settings for more companies

Recommended role settings for more companies

Yes No Suggest edit

4.5.Definition the custom numbering

Within Multi Companyu you can define numbering per company and per module according to your needs. To set which module should have custom numbering please check chapter How to enable/disable module for MultiCompany.
Additional custom numbering settings consists of the following steps:

  1. Open the company
    How to set custom numbering

    How to set custom numbering

  2. Choose Numbering
    How to set custom numbering

    How to set custom numbering

  3. Select module(if module is not here please check chapter How to enable/disable module for MultiCompany)
    How to set custom numbering

    How to set custom numbering

  4. 4. Define the prefix – here you can combine your text together with fields $year$, $month$, $week$ and $day$
    5. Define start sequence – you can use for example 1, 01, 0020 etc.
    6. To finish click on button

    How to set custom numbering

    How to set custom numbering

Yes No Suggest edit

5.Additional features

5.1.Support of the PDF Maker

The PDF Maker is extension tool designed by ITS4You for vtiger CRM. It is powerful and flexible tool which allows users of vtiger CRM to create own pdf templates. Beside introduction of MultiCompany 4 You the PDF Maker was updated to support new module.
In case you are using PDF Maker for a longer time before you start using Multi Company, since the version for vtiger 7 it is not necessary to adapt your templates before continuing to use PDF Maker. PDF Maker with MultiCompany use stadnard variables like without Multi Company.
To add custom or other fields from MultiCompany Module into your template please see following steps:

  1. Open your template in PDF Maker
  2. In properties tab you can see Company information. Here you can find also new fields of “Multi Company”
  3. Choose variable and add it by button
  4. Save the template
Support of PDF Maker

Support of PDF Maker

This PDF template can be used within more companies and final PDF document will always use correct data.

Yes No Suggest edit

6.Setting

6.1.How to enable/disable module for MultiCompany

  1. First at all you need to choose Setting->CRM Settings
    Modules for Custom Numbering

    Modules for Custom Numbering

  2. Now, in Other Settings you can see Multi Company tab. Please choose it.
    Modules for Custom Numbering

    Modules for Custom Numbering

  3. Here, you can see all your modules and also modules selected for MultiCompany. You can select or deselect what you need.
    Modules for Custom Numbering

    Modules for Custom Numbering

Yes No Suggest edit

6.2.License settings

License settings of MultiCompany

License settings of MultiCompany

To open License settings part please click on License settings link.

Yes No Suggest edit

6.2.1.Deactivate license

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

  1. Click on button
    Deactivate license of MultiCompany

    Deactivate license of MultiCompany

  2. Confirm deactivation using button
    Deactivate license of MultiCompany

    Deactivate license of MultiCompany

After deactivation of license you can’t use Custom Numbering or other functionality anymore. To use MultiCompany again properly, you need to activate license key.

Deactivated MultiCompany

Deactivated MultiCompany

Yes No Suggest edit

6.2.2.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 Multi Company

    Reactivate license of Multi Company

  2. Confirm with
    Reactivate license of Multi Company

    Reactivate license of Multi Company

Yes No Suggest edit

6.3.Upgrade Multi Company

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

Upgrade of the MultiCompany

Upgrade of the MultiCompany

 

Upgrade of the MultiCompany

Upgrade of the MultiCompany

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

Upgrade of the MultiCompany

Upgrade of the MultiCompany

After upgrade the notification about successful upgrade is shown.

Yes No Suggest edit

6.4.Uninstall Multi Company

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

  • Go to the ListView of MultiCompany and in Customize choose option Uninstall Multi Company
    How to uninstall Multi Company

    How to uninstall Multi Company

  • Click on button
    How to uninstall Multi Company

    How to uninstall Multi Company

  • Confirm uninstall with button
    How to uninstall Multi Company

    How to uninstall Multi Company

Now, Multi Company is removed from your vtiger and your license is deactivated. To use Multi Company again you need to provide installation and validation steps (see chapter 2.How to install MultiCompany).

Yes No Suggest edit

7.Tips & tricks

7.1.Do you want to show Company logo based on login user?

Did you set MultiCompany logo for your Company but in left corner is still showing logo from standard Company Details?

How to show Logo from MultiCompany

How to show Logo from MultiCompany

The reason is that we can not modify vtiger source code with our extension.
But you can do it.
To show logo based on login user please provide following steps:

  1. Please find file Basic.php (location is VTIGERPATH/modules/Vtiger/views/Basic.php)
    How to show Logo from MultiCompany

    How to show Logo from MultiCompany

  2. Go to line 35
  3. Add following code and save it.
    $current_user = Users_Record_Model::getCurrentUserModel();$companyRecord = ITS4YouMultiCompany_Record_Model::getCompanyByUserId($current_user->getId());if ($companyRecord != null) {
    $companyModuleModel = Vtiger_Module_Model::getInstance(‘ITS4YouMultiCompany’);
    $logoField = Vtiger_Field_Model::getInstance(‘logo’, $companyModuleModel);
    $imageDetails = $companyRecord->getImageDetails($logoField);if (!empty($imageDetails)) {
    $imageDetails = reset($imageDetails);$companyLogo = new Vtiger_Image_Model();
    $companyLogo->setData(array(‘imagepath’ => $imageDetails[‘path’] . “_” . $imageDetails[‘orgname’],
    ‘title’ => $imageDetails[‘orgname’],
    ‘alt’ => $imageDetails[‘orgname’]));
    }
    }

    How to show Logo from MultiCompany

    How to show Logo from MultiCompany

Yes No Suggest edit

7.2.How to make Company Details visible for all users from this Company?

Did you assigned MultiCompany to the highest role of your Company but other users/roles can’t see any info about Company?

How to allow see company for all users

How to allow see company for all users

To make Company Details visible please provide following steps:

  1. Go to CRM Settings -> User Management -> Sharing Rules. Find MultiCompany module click on button and then Add Custom Rule
    How to allow see company for all users

    How to allow see company for all users

  2. Add Custom Rules for rest of your Company’s roles
    How to allow see company for all users

    How to allow see company for all users


    How to allow see company for all users

    How to allow see company for all users


    How to allow see company for all users

    How to allow see company for all users

  3. Now, other users can see Company details. And if you allow for other profiles only to see records then they can see Company details but they can’t change or delete your Company details.
    Our tip for other profiles

    Our tip for other profiles


    How to allow see company for all users

    How to allow see company for all users

Yes No Suggest edit

7.3.List of records based on Company

Is it possible for CEO to filter records based Company?
Yes, CEO have 2 option how to see list of records:

  • In DetailView of Company
    Here you can see All related modules for MultiCompany and when you select module you will see related records.
    List of related Records

    List of related Records

  • Create List and see records from ListView of module
    With installation of Multi Company is new field Company created within all modules that use Multi Company.
    Based this field “Company” you can create List (filter) to see records related to Company that you want to see.
    List of related Records

    List of related Records

Yes No Suggest edit

8.Change log

8.1.Multi Company

  • August 2017 – MultiCompany 700.1.0
    • compatibility with vtiger 7
Yes No Suggest edit

8.2.Manual of Multi Company

  • August 2017: manual based on MultiCompany 700.1.0
    • first initiate for vtiger 7.x.x
Yes No Suggest edit
Help Guide Powered by Documentor
Suggest Edit