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Configure Your Preferences

Set up your preferences - from date and time to currencies and phone numbers.

Ruba

17 Jun, 2024 - Updated 6 months ago

Introduction

As a Vtiger CRM user, you can set up your personal information and preferences.

My Preferences page is where you can set up your email addresses, phone numbers, and other personal information. You can also select your business hours, phone preferences, and currency preferences from the page.

Configuring My Preferences

To set up My Preferences:

Log in to your CRM account.
Click the User Menu on the top right corner of the screen.
Click My Preferences.
Click the Edit icon on the top right.

Note: You can also go to My Preferences from Settings > My Preferences.

Here is everything that you can set up under My Preferences:

Display Picture

You can only upload a picture of size 2MB or less. The picture is shown on the User Menu, located on the top right corner of the screen.

User Information

User information provides the following details:

Field Name	Description
Username	Mandatory field You can log in to your Vtiger account using this username.
User Type	Mandatory field Defines the type of CRM user that you are. Admin: Administrative privileges gives you access to all the information across the CRM, along with edit and delete permissions. Standard: Standard users have limited access to information in the CRM.
Role	Mandatory field Defines your role in the company hierarchy set up in the CRM (for example, CEO, Marketing Manager, etc.)
Reports To	The person or user you report to (for example, your lead, manager, etc.)
Primary Group	The group or team you belong to (for example, the marketing team, customer support team, etc.)
Language	The language in which you want to use the CRM.
Access Key	A unique security token is generated automatically when a user is created, used for authentication in REST APIs/Web Services.

Admin users vs. Standard users

As an Admin user, you can edit all the fields mentioned above for yourself and other users. However, Standard users can only edit the Language field and view permission for the other fields under User Information.

You can speak to your CRM admins to get administrative privileges.

Employee Information

Employee information includes name, email address, phone number, and other details.

Field Name	Description
First Name	Enter your first name.
Last Name	Mandatory field Enter your last name.
Title	Provide your designation in your company.
Department	Mention the department to which you belong in your company.
Primary Email	Mandatory field Enter your primary email address.
Secondary Email	Enter your secondary email address.
Other Email	Provide another email address where you can be contacted.
Home/Office/Mobile/Secondary Phone	Enter the phone numbers on which you can be contacted.
Fax	Provide your fax number.

Note: Mandatory fields can be identified by an asterisk (*) beside them. You cannot save changes without filling the mandatory fields.

My Groups

This is a read-only block. It shows the groups you are a part of, such as the marketing group, sales group, etc., in the CRM.

Group Name specifies the name of the group.
Description gives you a brief idea about the group.

Admin users can add other users to a group by going to Settings > User Management > Groups.

User Address

This block is where you must enter your address. The address consists of:

Street
City
State
Country
Postal Code

Currency and Number Preferences

If you use Inventory modules such as Invoices, Quotes, Sales Orders, etc., you can specify your currency and other related preferences. Doing this will make it convenient for you to view amounts.

Here are the fields that you can set up:

Field Name	Description
Preferred Currency	Select your preferred currency.
Show Amounts In Preferred Currency	Enable the checkbox if you want to show amounts across the CRM in your preferred currency; disable otherwise.
Digit Grouping Pattern	Select the digit grouping pattern to improve the readability of amounts.
Decimal Separator	Select a decimal separator to separate the integer and the fractional parts of amounts.
Digit Grouping Separator	Select a digit grouping separator to improve the readability of amounts.
Symbol Placement	Select a position for symbol placement, for example, before or after a number.
Number Of Currency Decimals	Select the number of decimals to show after a currency value.
Truncate Trailing Zeros	Enable the checkbox if you want to truncate trailing zeros; disable otherwise. For example, 89.00000 will be shown as 89.00 if this option is enabled.

Note: When the destination fields are updated with the source field values via workflows or approvals, the CRM account owner’s preferences are applied. The preferences are set up under My Preferences and Calendar Settings.

Consider this example: If a deal’s Description field (destination) is updated with the deal’s Expected Close Date (source) via a workflow, then the date format in the Description field takes the CRM account owner’s format.

Phone Preferences

You can set up phone numbers for incoming and outgoing calls under this block. When you set up a phone number for a gateway, you ensure that the gateway is active to receive and make calls. Phone gateways can be configured under Settings > Extensions > Phone Configuration.

To learn more about Phone Calls in Vtiger CRM, click here.

User Business Hours

A user’s business hours are their working hours. You can select suitable business hours from the drop-down list. They are especially useful if you work in a customer-facing team.

To configure business hours, go to Settings > Configuration > Business Hours.

Vtiger Usage Preferences

Field Name

Description

Default Page After Login

Select the page to show by default after you log in to your Vtiger account.

Use Vtiger’s Mail Composer?

Enable the checkbox to use Vtiger’s email composer to write emails.

If disabled, the email client installed on your computer will be used to compose emails.

Signature

The Signature block lets you add a signature at the end of your emails - Here is an example:

Note: Use the Image option from the toolbar to insert your company’s logo into the signature.

Enable the Insert this signature before the quoted text to insert your signature before the quoted text in your emails.

Inserting a signature into your emails

You can insert your signature while creating an email.

Follow these steps to insert a signature into emails:

Open the Compose Email window.
- You can do this from the Inbox or click a contact’s or organization’s email address from the List View.
Enable the Include Signature checkmark.

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