CRM For Magento 2

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Contents

About CRM For Magento 2

CRM For Magento 2 is a module created to allow easy customer relationship management into your eCommerce platform.
You can handle your contacts and follow-ups in an automated fashion.
Add new leads and potentials, alter their statuses and create accounts if you decide to convert them into clients.
  • Extension Features:
✔ Create Leads
✔ Convert Contact Type
✔ Send Mass Email To:
✔ All Clients
✔ Chosen Client Groups
✔ Contacts From Chosen Campaigns
✔ Convert Contact Types Between Lead And Potential
✔ Assign Client Account To Contact
✔ Assign Administrator To Contact
✔ Quickly Edit Contact Details
✔ Add And Manage Contact's Follow-ups
✔ Add And Manage Contact's Notes
✔ View Contact Orders
✔ Create And Manage Email Templates
✔ Send Email From Template Or Custom Message - Include Files
✔ Create And Manage Outgoing Mailboxes
✔ Upload And Manage Files From Contact Profile
✔ View Announcements For Administrators
✔ View Logs Concerning Contact
✔ View Dashboard Containing Incoming Follow-ups
✔ View Calendar With All Reminders Sorted By Type
✔ View CRM Statistics And Graphs Concerning Contacts
✔ Import Contacts In Chosen File Formats: CSV, XSL, XSLX and ODS
✔ Export Contacts In Chosen File Formats: CSV, XSL, XSLX, ODS and PDF
✔ Upon Removing, Contact Is Moved To Archive Where They Can Be Restored From If Needed
  • Follow-up Features:
✔ 3 Types Of Notifications: Now, On Follow-up Date, Before Follow-up Date - Both For Administrators And Clients
✔ Follow-up Type - Easier Determination Of Follow-up Purpose
✔ Administrator To Notify - Defines Included Administrators Per Notification Type
✔ Notify Administrator via Email
✔ Use Email Template Or Place Custom Message
  • Campaign Features:
✔ Create Campaign
✔ Define Campaign Duration Time
✔ Assign Leads To Campaign Using Filters
✔ Manually Assign Campaign To Lead
✔ Display Dashboard Per Campaign
✔ Display Campaign Description Inside Of Assigned Lead Profile
  • Extension Settings Features:
✔ View Extension Status - Contains Status Of CRM Key Elements
✔ Define Whether To Use Administrator Assignment
✔ Define Follow-up Types And Default Notifications On Follow-up Reschedule
✔ Define Temporary And Permanent Notifications For Administrators
✔ Define If Notification Needs To Be Acknowledged By Administrators
✔ Manage Custom Fields:
✔ Create Fields Groups
✔ Create Custom Fields - Text, Textarea, Checkbox, Radio And Select
✔ Add Description To Custom Field
✔ Add Validators To Custom Fields
✔ Define Custom Contact Types:
✔ Define Contact Type Color And Icon
✔ Define Contact Type Visibility On Navigation
✔ Configure Default View Of Leads And Potentials Lists - Visibility And Order In Columns
✔ Define Permissions Per Administrator Role Group
✔ Define Personal Settings:
✔ Define Avatar
✔ Define Visible Fields And Their Order For Leads, Potentials And Dashboard
✔ Configure Default View Of Leads And Potentials Lists - Visibility And Order In Columns
✔ Create CRM Email Templates
✔ View Information About CRM Cron
  • General Info:
✔ Connect With CRM Using Its API
✔ Standalone Mode - Display CRM Outside Of Magento
✔ Display Any Page Or Panel In Full Screen Mode
✔ Multi-Language Support
✔ Supports Magento 2 And Later

Installation

This tutorial will show you how to successfully install and configure CRM For Magento 2.

We will guide you step by step through the whole installation and configuration process.

Installation

1. Log in to your client area and download the extension.
CRMa2 1.png
2. Upload and extract the extension package into the main Magento 2 directory.

Files in your Magento 2 directory should look like on the following screen.

CRMa2 2.png
3. When you install CRM For Magento 2 for the first time you have to rename 'license_RENAME.php' file.

File is located in 'your_magento/app/code/community/Modulesgarden/Crm/license_RENAME.php'.
Rename it from 'license_RENAME.php' to 'license.php'.

CRMa2 3.png
4. In order to configure your license key, you have to edit the previously renamed 'license.php' file.
Enter your license key between quotation marks as presented on the following screen. You can find your license key in your client area → 'My Products'.
CRMa2 4.png
5. Finally, set 'your_magento/app/code/community/Modulesgarden' folder rights as writable.

Activate The Extension

6. Now you have to activate the extension in your Magento 2 platform.

Log in to your Magento 2 admin area. Go to 'System' 'Web Setup Wizard' and choose 'Component Manager'.
Afterwards, find 'Modulesgarden/CRM' and press 'Enable' button next to it.

CRMa2 5.png
7. To enable 'Modulesgarden_Crm' follow the steps described on your screen one by one.

Check reediness of your environment.

CRMa2 6.png
8. Create backup of your current environment (optional) and enable the extension.
CRMa2 7.png
10. You have just successfully installed CRM For Magento 2!

You can access the extension in 'Customers' 'CRM'.

Configuration and Management

CRM For Magento 2 is an extension which allows you and your staff to manage relations with your current as well as possible customers in one place.

Dashboard

When you proceed to 'CRM' in your sidebar menu, you are automatically moved to the application dashboard.

From there you have a quick preview of the most important information in your CRM.
View follow-ups on calendar, list of latest leads/potentials and the last activities.

CRM2x 1.png
It is possible to adjust the dashboard view according to applied filters. Choose dashboard view of CRM for a selected administrator.
Select '--Any' if you want to show all content. Select 'Not Applied' if you want to clear the filtering.
CRM2x 2.png

Contacts

Create Contact

To create a new contact press button marked on the screen below.
CRM2x 3.png
You are moved to a contact creation form. As you can see below, fields are divided into two sections: Options and Information.
Fill out the form and press 'Add' to add the contact to the list. There may be visible some custom fields if they have been added and enabled.

Note: Only staff members with full privileges can assign admins to the contacts.

CRM2x 4.png
Immediately, after a new contact is added you are moved to its summary, where you can find/edit some additional data.

Read more about them in the following section.

CRM2x 5.png

Manage Contacts

In 'Actions' column you can find various useful operations which can be performed on a contact.

As you can see, in dropdown menu, actions such as 'Convert To Potential' and 'Move To Archive' can be found.

CRM2x 6.png
Now, let's proceed to the contact itself.

Press pencil icon to move to the contact's summary page.

CRM2x 7.png

Summary

To edit any of the options in the contact summary page, simply press a pencil icon that appears when you hover you mouse cursor on the option.
In this way you may reassign the administrator, alter the name and change the current status. Mark appropriate number of stars to change the contacts priority:
  • Low
  • Medium
  • Important
  • Urgent
CRM2x 8.png
Aa mentioned above, when you press the pencil icon, you may select current status, choose from (default):
  • New
  • Active
  • Closed
  • Urgent

Every time you are editing any information please press the green confirmation button to save the changes.

CRM2x 9.png
The extension allows assignment of a client account to the contact.

This can be done in two ways, by creating a new client from a contact or by selecting an existing client to a contact.

CRM2x 10.png
When you hover over email address, two icons appear. Press the first one and you will be redirected to a section where you can send email messages from.
When you decide to edit (2.), simply type in the new address.
CRM2x 11.png
Just like in case of any other option in this section, you may assign your contact to any campaign if such exists.
When assigned, campaign details appear in a separate widget.
CRM2x 12.png
In 'Summary' page you may also find a brief conclusion on cerated notes, list of flow-ups and quickly do actions like:
  • adding new notes
  • sending emails
  • adding follow-ups
CRM2x 13.png

Follow-ups

Follow-ups allow you to send email templates or text messages to contacts and staff members, and create ToDo entries.
CRM2x 15.png
Any follow-up can be rescheduled (1.), edited (2.) or removed (3.) using buttons in the 'Actions' column.

You can search for the desired follow-up using search box and sorting by one of the columns.

CRM2x 14.png
To add a new follow-up, fill out the 'New Follow-up' form.

Here you can define:

  • Date - (required) time when the notifications will be sent.
  • Description - (required) short description of a follow-up, it will be afterwards visible in the follow-up list.
  • Follow-up Type - allows you to define the type of a follow-up for easier determination of its purpose.
  • Admin - admin whom ToDo entry will be assigned.
CRM2x 16.png
The last step is defining reminders, we will discuss each of them below.

Reminders for Administrators

  • 'On Create' - Notification is sent to an admin, who is assigned to a contact, immediately when a follow-up is created.
  • 'Follow-up Due Date ' - notification is sent to an admin, who is assigned to a contact, on the set date.
  • 'Before Follow-up Due Date ' - Specify time (date/hours/minutes etc) before the Follow-up Due Date to send notification to an admin, who is assigned to a contact.

Reminders for Clients

  • 'On Create' - Notification is sent to a client, who is assigned to a contact, immediately when a follow-up is created.
  • 'Follow-up Due Date ' - Notification is sent to a client, who is assigned to a contact, on the set date.
  • 'Before Follow-up Due Date ' - Specify time (date/hours/minutes etc) before the Follow-up Due Date to send notification to a client, who is assigned to a contact.
CRM2x 17.png
Added follow-up will turn up on the list of all follow-ups of the lead. Use action buttons to delete the follow up, reschedule and edit.
CRM2x 18.png
In order to reschedule a follow-up you must always give the reason!
CRM2x 18 1.png
Edit follow-up details:
  • edit details
  • add reminders
  • manage existing reminders
CRM2x 19.png

Notes

'Notes' enables you to make and manage notes about the contact.

On the following screen you can see how to add an exemplary note.

CRM2x 20.png
Any existing note can be modified, hidden or deleted. Hover over the note to see the action buttons.
CRM2x 21.png

Emails

Any staff member can send an email from the contact's profile.

As you can see, you can manually fill out email subject, content and files to attach.

CRM2x 23.png
Alternatively, you can choose one of email templates to send.
CRM2x 24.png

Orders

Move to orders page where you can place orders for the contact. When you press 'Add New Order' and you will be redirected to your Magento 2 page where orders can be placed.
Preview details of all orders and edit them if required.
CRM2x 25.png

Files

'Files' tab allows you to upload and manage files related to your contact.

To upload a new file, select file to upload and describe it shortly, press 'Upload'.

CRM2x 26.png
Any uploaded file can be downloaded from the CRM by pressing its name or using actions icons.

It can be also removed by pressing an adequate icon.

CRM2x 27.png

Logs

To view the latest actions performed on the contact, go to 'Logs' tab.

As you can see, it contains all details you might want to find in the logs.

CRM2x 28.png
'Logs' page, apart form displaying all the logs concerning the contact, contains searchbox.

Using the search option you can find logs of actions performed by specific administrators, at desired time and concerning desired actions.
On the following screen we were searching logs of associated with any event on client.

CRM2x 29.png

Calendar

Access calendar tab and you will find a fully manageable and adjustable calendar.

Switch between days, month and week views to have a clear and precise view on your scheduled events (click on a selected day to see details).

Month view:

CRM2x 30.png
Under the calendar, there is a detailed legend of visible items with enumerated types of follow-ups.

Click on any follow-up to see its details.

CRM2x 31.png

Campaigns

Another functionality that CRM For Magento 2 has to offer is the possibility to create customized campaigns.

If you decide to apply this option, you will be able to create many various campaigns with selected contacts included and filtered according to your personal configurations.
Let's check how this functionality works.

Add Campaign

In order to add a new campaign use 'Create Campaigns' button.
CRM2x 32.png
Start with filling out some basic data about the campaign such as its name and descriptions. Select color that will be used to distinguish items.
Assign admins who will have access to the campaign entries and declare beginning and ending dates.
CRM2x 33.png
In the second part you need to select filters to assign wanted record to this campaign. You may use both predefined system fields and your custom fields.
Finally 'Add Campaign'.
CRM2x 34.png

Campaigns List

Find all the created campaigns stored together on a convenient list with the most crucial data close at hand.

Use Action buttons to:
1. Manually force record reassignment
2. Move to edition page
3. Delete unused campaign

CRM2x 35.png

Settings

Due to the wide variety of possible configurations, 'Settings' section has been moved to underneath to make the presentation more precise.

In 'Settings' 'General' page of the extension you can check current status, enable major features and define follow-ups' settings.

General

System Overview

Under System Overview you can find information about:
  • Cron job setup
  • Number of CRM email templates

In 'Cron Details', you can find all the information about the cron such as its path, last execution date and interval between cron runs.

CRM2x 36.png

Options

In 'Options' you may enable the option to assign leads to administrators.
CRM2x 37.png

Follow-ups

In the next section of 'General Settings' there are basic options to configure follow-ups.
In settings part, you may enable follow-up per day, it means that a follow-up can be added within a day, not a specific hour.
You can also choose email template that will be used to notify admins about a follow-up being rescheduled.
CRM2x 38.png
Add new follow-up type by entering its name, assigning a color and finally enabling it to use. Once added you will see it on the list of available underneath.
CRM2x 39.png

Personal

Personal Settings

Provide a URL to your avatar to personalize your CRM as you only wish!
CRM2x 40.png

Fields' View

In this place you may decide which columns exactly and even in what order they will appear in each of the possible sections (Contact's page and Dashboard).
Click on each section one by one to set its view.

Drag and drop available fields to create a perfect configuration.

CRM2x 41.png

Mailbox

Under 'Settings' → 'Outgoing Mailbox Configuration' you will a section where multiple mailboxes can be managed.
Configure your mailboxes to make management of your mail as easy and clear ads possible. Press 'Create Mailbox' to begin.
CRM2x 42.png

Outgoing Mailbox Configuration

You need to provide all details on your existing mailbox to get access to it from your CRM. Except form name and its description please type in:
  • username and password
  • used server
  • port
  • select encryption type

Press 'Add Mailbox' to finish its setup.

CRM2x 43.png

Email Templates

In your CRM For Magento 2 you have a direct access to all your email templates. Move to 'Setting' → 'Email Templates' to see a list of all them.
You may update them directly from the extension or delete if it is unused.
CRM2x 44.png

Add New Template

Press 'Create Template' button marked on the screen below to add a new template.
CRM2x 46.png
Use the creation form to create a customized email template. Select its type: 'admin'/'general' or 'crm'.
Type in the email message using available system merge fields and assigned clients variables.
CRM2x 45.png

Fields

Manage 'Fields' fully, add new fields, group them, define statuses and map existing fields.

List Of Fields

Each field, regardless of its type, has its name, description, assigned group and obviously its type.

Available types and validators for each of the types (seen when editing existing field)

  • text: required, min, max, email, url, ip, regex
  • textarea: required, min, max, regex
  • radio: required, min, max
  • checkbox: required, min, max
  • select: required, min, max

On the following screen you can see an example of a chckbox type custom field.
To add a field, press 'Add'.

CRM2x 47.png

Groups

Place where groups to segregate fields are created. Once you already know how you want to group your fields, create an adequate groups.
Name them, assign a color and enable to start using it.
CRM2x 48.png

Status

Exactly, just like in case of groups, you may add hare statuses that later on will be used to segregate fields.
Name the new status, assign a color and enable to start using it.
CRM2x 49.png

Contact Types

'Leads' and 'Potentials' are the only predefined contact types that are available from the beginning you start using your CRM.

However, to make our CRM For Magento 2 even more customizable and user friendly we have implemented a function which allows creating new contact types and their full management.

CRM2x 50.png

Add New

To add a new type simply fill out the visible on the screen below form.
  • Enter its name and choose color
  • Enter icon code - the icon will be always visible next to this contact type name, remember to use available formats, e.g.: 'fa fa-empire', 'fa fa-plus-circle '
  • Visibility in navigation bar - choose whether you wish to have the new contact type visible on the main navigation menu and submenu (under 'Contacts' tab)
  • Dashboard - if you select this option, the new type will be visible on dashboard, and you will be able to filter the view by this type.

Press 'Add' button to finish the process.

CRM2x 51.png

Contacts Management

Under the creation form, there is a list of all available in your CRM contact types, together with the predefined 'Leads' and 'Potentials'.

Here you can fully customize your contact by:

  • changing assigned color or icon,
  • turning on/off its availability in navigation menus and dashboard
  • activating/deactivating the contact
  • deleting useless types.

Important!
Any changes made in this section require reloading the page or clearing browser cache! Changes to contact types are not instant.

CRM2x 52.png
If you want to delete a contact type, you will be asked to choose another type to which any contacts of the deleted type will be reassigned to.

If you do not want to reassign the contacts to another type, you can move them to the archive, to do so, simply select 'Move to Archive' option.
Still, you will have to choose a type for contacts. It will be used in case you decide in future to restore these contacts from the archive.

CRM2x 53.png

Permissions

The last section in 'Settings' is responsible for assigning permissions to certain roles of group of administrators.

Select permissions for each existing role.

CRM2x 55.png
Once you have added a new role, use actions buttons to move the page where you can choose single permission rights for the group.

Select the one you need and 'Update' the settings.

CRM2x 56.png

Import/Export

Export File

In order to export a file from your CRM system, simply choose a target file format (CSV, xls, xlsx, ods or pdf) and press 'Export' button.
A file with a list of contacts available in your system with their details such as name, type, priority, phone etc will download shortly.

A list of available fields that can be included in the file to either import or export are available underneath.
Important!
It is required that you use only the fields that are visible underneath. In case you name your columns in any other way, the import action will fail!

CRM2x 57.png

Import File

In order to import a file to your CRM system, simply select a file from your disc and press 'Upload' button.

A file with uploaded list of contacts will be available shortly.
Note: you can upload files of 'pdf', 'csv', 'xls', 'xlsx' or 'ods' format only.

CRM2x 58.png

Utilities

Statistics

'Statistics' section includes graphs that describe several aspects of your contacts.

There can be distinguished graphs showing for example: the number of Leads and Potentials per status, new contacts per admin, per month and per day.
Additionally, administrators with extended permissions are able to view statistics of chosen administrators.

In 'Statistics' you can find the overall information such as graphs on Leads and Potentials of chosen status.
See a list of recently added contacts with details such as assigned admins, status or creation date.

CRM2x 59.png
There are graphs and statistics tables presenting number of leads/potentials added within certain periods of time (year/month)
CRM2x 60.png

Notifications

In this part you can manage any notifications that shall be delivered to any administrator depending on the configuration.

Let's check how it works. Press 'Create Notification' to begin.

CRM2x 61.png
You are moved to 'New Notification' creation form. Fill out the data to tailor the notification base perfectly in accordance with your needs.
  • Choose its 'Type' from 'Temporary' and 'Permanent'.
  • Select importance: 'Normal', 'Information', 'Warning' and 'Danger'.
  • Mark administrators that this notification will be displayed to. You may surely select more than one admin.
  • In 'Message' field simply type in the text of the notification. It is allowed to use HTML code here.
  • Select 'Starting' and 'Ending' dates for 'Temporary' notifications
  • 'Confirmation' - if you select this box, administrator will have to confirm reading such notification by pressing 'Accept' button visible on the notification
  • 'Hide Once Accepted' - decide whether accepted notification should disappear from the widget

'Create Notification'.

CRM2x 62.png
A newly created notification form is now visible on the list of all notifications in the system.

You may easily edit the notification (you will be moved to creation form where you can make any changes) or delete useless notification.
You will see here information if notifications have been accepted by administrators (if required) and by which ones exactly.

CRM2x 63.png
Created notifications are visible for selected in the configuration admins on any page of their CRM system.

'Accept' your notifications if it is required. Such info boxes like on the screen below will be visible until the specified in the configuration 'Ending Date',
or once accepted if 'Hide Once Accepted' option has been selected. You may easily hide it by pressing icon in the top right corner of the widget.

CRM2x 64.png

Mass Messages

Configure mass messages templates that can be used in your campaigns!

Press 'Create Mass Message' and fill out the template form.

CRM2x 65.png
  • Choose a group the messages will be delivered to, these can be single users, groups of users or campaigns.
  • Select message type: email
  • Enter subject of the message
  • Select date when messages will be placed on the list to send (triggered by cron)
  • Select user groups/users or campaigns (depending in the chosen target)
  • Describe the template shortly
  • Create the message
    • Enter the main content of the message, use an advanced tool to edit the input (email only) and available merge fields.
CRM2x 66.png
Once added, mass message template will be visible on the list. You will find there short info on each template.

Use action buttons to edit or remove a template.

CRM2x 67.png

Archive

List of unused leads/potentials. Use action buttons to edit entries and convert them back to lead or potential from the archive.
CRM2x 68.png


Tips

1. If you want to see a specific part of your CRM, a single widget only, use full screen mode for widgets.
You will find it in the top right corner of each widget.

Common Problems

1. When you have problems with connection, check whether your SELinux or firewall does not block ports.
2. Disabling cache may extremely slow down CRM For Magento 2.
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