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Managing Organizations

Learn all about creating an organization and managing organization data from this article.
B
Bindu Rekha Babu
17 Mar, 2020 - Updated 1 year ago

Introduction to Organizations

An organization represents a company you are doing business with. It could have multiple employees and sell multiple products or services. Organization records are typically created for those that buy from your business.

Now, a Contact can be a person doing business in a personal capacity, or a person representing an organization that you are doing business with. Every time you have a potential lead or a new contact, you will be creating a contact record. And you create an organization record linking the contact to the organization. 

Note: An organization record might be linked to multiple contacts.
 

The Vtiger Advantage! Vtiger CRM provides many advantages by interlinking organizations with contacts, deals, and quotes. 

  • While adding an organization, you can create quotes, contacts, contracts, sales orders, invoices, etc.
  • Whenever you add/modify data in one record, all linked records (contact, deals, etc.) are also updated. 
  • When a lead is converted into a deal, a Contact record and Organization record are created simultaneously to store personal and company information.
  • The Roll-up advantage: In addition, any comments on related records can be viewed in the deal by clicking on the ‘roll up’ button in the comments section.

Managing Organization Records 

There are many actions you can take to manage organizational data. You can add, edit or delete data or simply choose to view data. You can also display data based on filters and create reports. This section will discuss the following:

  • Displaying organizational records
  • Adding an organization
  • Editing organizational data
  • Deleting organizational data

 

Feature Availability

Sales Starter

Sales Professional

Help Desk Professional

Vtiger One Professional

Vtiger One Enterprise

Feature Availability

Organizations


 

Key Fields

Fields associated with an Organization record are listed in the table below:
 

Field name

Description

Organization Name

The name of the Organization

Website

The company’s website URL.

Member Of

The parent company for an existing Organization record.

Ticker Symbol

The company’s ticker symbol.

Primary Email

The email address of the Organization.

Ownership

The ownership type of the company.

Employees

The number of employees working in the company.

Industry

The type of industry from the pick-list.

Assigned to

The user(s) to make him/her the owner of an Organization record.

Description Details

Additional details about the Organization.


Email Domain

The domains that you receive via emails and match them with Contacts and Cases record.


Now that we have seen the relevant fields that are a part of an organization record, let us see how we can go about managing this data.


 

Displaying Organizational Data

You can display an organization record directly from the Organization module or from other module screens such as Deals, Quotes, etc.
Vtiger CRM gives you the option of displaying data in the List View, Summary View, and the Deep Dive View. While you can use the List view to display multiple records, you need to use the Summary and Deep Dive views to display the details for a single record. Let us begin with the List View. 

 

List View

The List View is the default screen that you see when you open Essentials > Organizations

This view displays a list of organizations and information related to an organizational record and lifecycle stages. Fields display information such as the time a lead was created, who it was assigned to, when was the last time you were in contact and how, the name of the contact’s organization, the last name of the contact, and the contact’s email address.

So what is special about this view? Well, you can create customized lists by using filters to select the type and number of fields you want to display. And the List View screen displays on the details you have chosen. The screen that opens depends on the filter options you had chosen on your previous login.

You can also personalize the display by:

  1. Using the Search option 

  2. Managing the columns in the list using the More (፧) icon

Actions in the List View

In the List View you can edit, add a comment, delete a record, export a record, print information, add tag names, transfer ownership and send an email using the edit toolbar. 

Note: The edit toolbar won’t be enabled or visible till you select a particular record to edit.

  • To enable the toolbar, use the radio buttons next to a contact to select a record. 
  • The Follow icon, allows you to follow a contact.

Let us see what icons and buttons you can use to perform these actions.

  • Use the Edit icon to edit information about a contact including basic information, addresses, any sensitive data, approvals, etc.
  • Use the Comment icon to add comments.
  • Use the Recycle Bin icon to delete records.
  • Use the Export icon to export records. You can export selected records, or records on a particular page or all the data.
  • Use the Print icon to print records. You can select the template in which you want to print a record. You can edit a record and export it, create a PDF and send the information by email, print paper version, or save it as a PDF document.
  • Use the Tag icon to select or add a new tag.
  • Use Transfer Ownership icon, to transfer or assign the ownership of a record to another sales rep or employee of the firm by selecting the related module and the name of the new owner, You can also transfer closed records using this action. 
  • Use the Email icon, to compose and send an email about a record.



Summary View

The Summary View displays the key details for the selected Organization. To go to the Summary View, select and click on the record for which you want to view information. 

In the Summary View, you can:

  • View details such as name, phone number, etc
  • View all the activities that have been performed on the record
  • Set different filters to view details (Like internal comments, pdates, and completed tasks)
  • Change the lifecycle stage
  • Go to the Deep Dive View for the organization
  • View the contacts, quotes, sales orders, invoices, etc related to the organization
  • Use the One View widget to display data on Contacts, Quotes, Invoices and Projects and other details associated with the selected record
  • View different widgets on the rightmost panel that can help display specific information for the organization

Note: List and Summary views not only allow you to view but also edit data. 



Deep Dive View

The Deep Dive View for an organization displays all the information related to a selected organization. From this view, you can use the Do button to reach out to the contact or add (create) various documents to the organization record.
 

Creating an Organization Record

You can create an organization record either from the Organizations module or while creating a contact.
Note: While adding an organization, you can also create quotes, contacts, contracts, sales orders, invoices, etc. Let us now see how you can create a record from the Organization module.

 

From the Organizations’ List View:

You can manually create a new organization record using the button in the Organizations List view screen. You can use this feature when,

  • you need to enter a lot of details to the organization record, or
  • you just want to enter only a few details when you are short of time and revisit the record later.

Very handy when you are in a hurry and short of time! 
Follow these steps to add an organization (using the Add Organization button):

  1. Click button on the top right corner.

  2. Fill in the organization details.

    • Note: All fields marked with an * are mandatory fields.

  3. Click Save.

  4. Click Save and Continue if you need to add more details.

Note: 

  • You can enter extensive details for an organization including VAS information, discounts, contact details, billing, lead scores, etc.
  • You can also use this screen to reach out to an organization or create a quote, contacts, contracts, sales orders, etc.
 

From the Contacts module

While adding a new contact into Vtiger CRM, you have the option of adding the organization in the Add Contacts screen itself. 
Note: You can also add a new contact for an existing organization. In that case, you will be selecting the organization from a drop-down list of available organizations. 

 

Using Quick Create

You can create an organization record using the + icon (Quick Create) on the top right corner of all screens in the CRM. You can simply add essential details and save the record. You can then come back later and all the required information. This might be helpful if you are running out of time. Follow these steps to quickly create an organization record.

  1. Click + icon on the top right corner.

  2. Click Organization under Essentials.

  3. In the Create Organization view, fill in the organization details.

  4. Click Save.

     

Editing Organization Data

You can edit single or multiple organization records from the List View. You can edit the information for a single record in the Summary View.

Editing in the List View: When you open the Organization module, the List View displays a list of available organizations. You can edit a single record or multiple records (together) depending on the action you want to take. To edit a record,

  • Enable the editing toolbar, select single or multiple records using the radio button.
  • Using the different options available on this toolbar you can perform quick actions such as edit, delete, comment, and others on each organization record in the List View.
Editing in the Summary View:
To edit a single record:
  • Select the record you want to edit
  • The Summary View window opens.
  • You can edit information such as organization details, address, description, and profile picture.
  • Click Save.

Deleting an Organization Record

You can delete an organization record from the List View and the Summary View of the Organization module.

Note: To safeguard data, not everyone can delete an organization record. 
You can delete a record if you have admin or standard access.

Do you know what will happen when you delete an organization record? The organization record will be in the recycle bin for 30 days, after which it will be permanently deleted. You can restore a deleted record within 30 days. Even if an organization record is deleted, all related information such as contacts, deals, quotes, etc will still be available in the system but the Organization field will be shown as blank. Once you restore an organization record, all links to the related information will also be restored.

Follow these steps to delete a record from the List View:

  1. Go to Essentials.
  2. Click on Organization.
  3. The List View displays the available Organization records.
  4. Select the record you want to delete.
  5. The actions tab is displayed on top.
  6. Click on the Delete icon to delete the record.
  7. Click Yes in the Delete window to confirm.

Follow these steps to delete a record from the Summary View:

  1. Click on an organization record.
  2. The Summary View opens.
  3. Click on the more icon.
  4. Click on the Delete icon.
  5. Click Yes in the Delete window to confirm.

Note: Deleted records will be kept in the recycle bin and cleared after 30 days.



One View in the Organization module
One View widget is a one-stop destination to view all the important modules related to an organization such as Contacts, Deals, Cases, Quotes, Invoices, Sales Orders, and Projects. Let us see what the One view widget in the Organization module displays the following modules:
  • Contacts: This widget displays details of contacts associated with an organizational record. 
    • You can view key fields for each contact as well as social media information.
    • You can also reach out to a contact from this section using Call, Email, and the SMS icon.
    • You can also unlink a contact from an organization. 
  • Cases: This widget displays cases raised by the contacts of an organization.
    • You can create a case from using the + icon.
    • You can also unlink a case once it is closed.
  • Deals: This widget displays deals linked to an organization record.
    • You can create potentials using the + icon through this widget.
  • Quotes: This widget displays quotes linked to an organization record.
    • You can directly create a quote from this widget using the + icon.
  • Invoices: This widget displays invoices generated for an organization.
    • You can directly create an invoice from this widget using the + icon.
  • Sales Orders (SO): This widget displays SO details for an organization. 
    • You can directly create a sales order from this widget using the + icon.
  • Projects: This widget displays project details for the projects created for an organization. 
    • You can directly create a project from this widget using the + icon.

Communicating with a Contact
We have discussed so much about an organization record here but what if you wanted to get in touch with the contact linked to an organization record? That's easy.

You can speak to, email or send an SMS to any of your contacts associated with an organization record either in the List View or the Summary View.
Simply click on relevant icons and get in touch.

Another useful feature is the DO button in the Summary View of an organization record. Using the Do button, you can:

  • Communicate with your organization's contact.
  • Set up a reminder/notification to communicate with the Organization at a scheduled time and date.
  • Attach/link various records like quotes, invoices, and service contracts to the organization.
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