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Introduction to Summary View
Want to see all the details of a record on a single page? Then go to the Summary View of a record.Summary View for a record displays:
- Key information (depending on the module), and
- The actions performed on that record.
It means you won’t be clicking on different tabs to view information scattered in different places. And more importantly, you can customise the Summary View to suit your business needs! Just add the required fields or widgets and display the required data.
So how is the Summary View useful to you? Let us see…
- You won’t be clicking on different tabs to view information scattered in different places.
- And more importantly, you can customize the Summary View to suit your business needs! Just add the required fields or widgets and display the required data.
Let us now learn how you can use the Summary View of a record.
We have considered records from the Contacts module to show you more about the Summary View.
Displaying the Summary View for a Record
The Summary View is the landing page of a record. For instance, if you go to Sales > Contacts and open a contact record, you land on the Summary View of the contact. It is called the Summary View because it gives you an overview of the record on a single page.To go to the Summary View of a record, you need to display the List View of the module, to which the record belongs.
Follow these steps to go to the Summary View of a record:
- Go to the List View of a module to display related records .
- Click the record whose details you want to view.
- The Summary View of the selected record is displayed.
Here you will be able to edit the contact record, follow or unfollow, add tags, Open the record in a new tab and copy the direct link. You can also view the assigned to, Email, Last Contacted on, Emailing city, and Emailing country.You can see the weather details of that particular record. On the right-hand side of the record, you will view the different widgets.
Setting the Summary View as the Default View
If you want to view the Summary View as the default view and would want it to appear first when you log in, make the necessary settings under My preferences after clicking the User Profile.
Follow these steps to set the Summary view as your default view:
- Click the User Profile on the top right of the screen.
- Click My Preferences.
- Scroll down the page to Vtiger usage preferences section.
- Select Summary from the Default record view drop-down.
- Select a record to display its Summary View.
- You can now see the Summary View of that particular record.
Actions in the Summary View
Summary View displays data in different sections for easy viewing. You can also perform various actions on a record in this view. Summary View help to do a lot of actions on a single page. You can edit, follow, tag, open in a new tab, copy the link of that particular record.
For ease of understanding, we have used the screenshot of a contact record’s Summary View as an example.
You can perform different actions on a record by clicking different icons in the Summary View.
- Edit: You can edit the first and last name of the contact.
- Follow: You can follow a record to get updates on all the activities performed on that record.
- Tags: You can add tag names to a record to identify the record easily.
- Open New Tab: You can open the record in a new tab.
- Link: You can click on the link icon that copies the URL. You can then paste the URL to a notepad, in your browser, or in an email.
- naturalForms - naturalForms is a mobile app that replaces paper forms and collects information electronically that exactly matches your current paperwork. Collect documents, signatures, photos and sketches. Click here to learn about natualForms.
- Convert Contact - This helps you to choose the contact type and contact status. You can convert the contact type based on the contact status. You can also create a new deal.
- Lead - This gives the lifecycle of a contact where you can choose the contact type from the contact type drop-down. You can also change the status of the contact type based on the stages – Hot, Cold, NLWC, Warm, or duplicate.
- Best Time to Contact - This feature predicts the best time to get in touch with a contact based on touchpoints like email opens, clicks, phone calls, meetings, cases, etc.
- Clearbit - This feature gives you the details of a contact such as location, company name, title and time zone. Click here to learn more about Clearbit.
- Contact information: You can edit the following contact information:
- Assigned to
- Primary Email Id
- Organization Name
- Email Opt-in
- Mailing City
- Mailing Country
- Description: Descriptive text about, notes, the contact for reference can be added here.
- Touchpoints - You can see the activities on the selected record such as events, portal, documents, email campaigns, emails, phone calls, webchats, cases and SMS messages.
- Filters - You can add filters based on touchpoints internal comments or customer touchpoints by checking or unchecking the box.
- Activity - You can add comments and mention them to the user, group, and all to notify.
You can perform different actions on a record by clicking the More icon, (:)
- Show Map: Displays the current location of the contact.
- Transfer Ownership: Transfer ownership of the record.
- Contact Hierarchy: Denotes the contact’s hierarchy in the organization. When you click this icon, the Contact Hierarchy window opens. You cannot only see the details about the contact but also update information such as the reporting manager
- Followers: Displays the list of those who are following the record.
- Create Reminder: You can create a reminder for an upcoming event
- Print: Using this icon, you can perform the following actions on a document,
- Edit and Export
- Email with PDF
- Save as PDF
8. Delete: You can delete a record by clicking this icon.
- Note: Deleted records are stored in the recycle bin and are deleted permanently after 30 day.
10. Attachment: Schedule an email, event or task with the contact.
11. Link: - Add or create other modules related to the Sales.
- Note: The Summary View in the Invoices module gives you the Share option. Using this option, you can share the invoice as a link or as an attachment
- Note: Widgets are specific to each module. The widget covered here is available only in a contact record.
- One View - All the modules related to the contact are displayed here.
- Tasks -All the tasks related to the contact are displayed here. You can also do a new task from here by clicking the + button.
- Events - All the events related to the contact are displayed here. You can also see a new event from here by clicking the + button.
- Activity -All the activities made on the contact are displayed here. Here you can add comments related to the contact.
- Analytics -You can view all the metrics related to the contact in the form of charts, mini-lists, etc. You can also create new ones here.
- Documents - You can create a new document or add an existing document to the contact. All the document-related details are displayed here.
- Items - You can view the assets linked to the contact or create a new asset.
- Sales Ops - You can view the credit notes linked to the invoice or create a new credit note.
- Settings - You can change the template of the invoice here.
Customizing the Summary View
Not every business needs to see the same information on their screens. You will want to display information specific to your business model.
You can customize Summary View in two ways by:
- Configuring and displaying the required fields on the screen
- Adding widgets to display required data
Configuring Summary View fields
You can customize the List or Summary Views further by choosing the fields and layout that you want to display. Configuring helps in customizing the screen to display information to suit your business.
You can configure the Summary View for a module through Module Management > Module Layouts & Fields.
- Detail View Layout
- Duplicate Prevention
- Dependent Fields/Block
- Closed States
And each of the above tabs has blocks of information where you can choose the fields you want to display. In this screen, you can:
- Add a new block of information
- Activate or deactivate a key field
- Add a custom field
- View hidden fields
- Collapse or expand a block of information
Now, follow these steps to configure the Summary view:
- Click on the display picture icon on the top right of the screen.
- Click on the Settings button.
- Scroll down the page to the Module Management section.
- Click on the Module Layouts & Fields option.
- Select a module from the drop-down.
- Select the tab for which you want to edit information.
- In this section you can:
- Click on the Key Fields icon to activate or deactivate the fields. If you deactivate a field, it will remain hidden in the Summary View.
- Click on the Edit icon to edit the different fields.
- Click on the +Add Custom Field button to add a custom field.
- Click on the Hidden Fields button to view hidden fields.
- You can add a new field in some of the sections such as Language, Customer Information, Customer Portal Details, Address Details, etc.
- Click the +Add button to add a new field.
Using widgets is a great way to display data related to a module as a list or a chart in the Summary View. As an Admin, you can also decide what information your sales team can view.
Consider the following examples.
Noah is a Support Manager and has the privileges of the admin role. He wishes to see the list of open cases on an Organization record. He then creates a widget in the Organization module to view the Open Cases chart. Also, anyone else having the permission to view the Organization and its related Cases will be able to view the chart.
As a Sales Manager, Shanice creates:
- a list widget in a contact record to view the number of pending work orders, and
- a chart widget to get the list of all the Opportunities in the Open state in an Organization record.
Widgets and key fields in the Summary View
Represents all activities - upcoming and pending calendar events, comments, touch points and updates.
All key fields in the Summary View will be displayed under the related modules tab.
Key fields: Lists any fields marked as Key fields in the Module Layout editor.
Adding Widgets to the Summary View
Let us create an Open Cases Chart widget in an Organization record. Here are the steps to create a widget:
- Go to an Organization module.
- Select a record from the List View.
- In the Summary view, click the Analytics tab.’
- Click the + icon (Add widget).
- Select Create a new widget option.
- Add the following information in the Add Widget window:
(For demo purposes, we are using the Cases module as an example.)
- Widget Name - Enter the widget name. For example, Open Cases.
- Select related module -Select the Cases module from the drop-down.
- Select widget type - Select the type of widget, List or Chart Note: The image below shows a screenshot of Widget Type - Chart.
- Type of Chart: Select the type of chart from the displayed tabs. Available types of charts in the CRM are Pie Chart, Donut Chart, Vertical Bar Chart in the CRM, data fields for List widget; and Chart type, Group by and data fields for Chart widget.
- Conditions: Enter the conditions, for example, Case status equals Open.
- Next, click Save.
- You can view the widget created at the bottom of the page.