Accounts

 

Overview

Sugar's Accounts module consists of companies with whom your organization has a relationship and is generally seen as the hub for managing and analyzing your business' interactions with each customer. There are various ways you can create accounts in Sugar such as via the Accounts module, duplication, importing accounts, etc. Once the account record is created, you can view and edit information pertaining to the account via the Accounts detail view. Each account record may then relate to other Sugar records such as contacts, meetings, cases, opportunities, and many others as the customer's relationship matures. This documentation will cover how to use the Accounts module as well as the various actions and options available from within the module.

Account Fields

The Accounts module contains a number of stock fields which come out-of-the-box with Sugar. The below definitions are suggested meanings for the fields, but the fields can be leveraged differently to best meet your organization's needs. Users with administrator or developer access have the ability to alter, add, or remove fields via Admin > Studio. For more information on configuring fields, please refer to the Studio documentation in the Administration guide.

Field Description
Alternate Phone The account's alternate phone
Annual Revenue The company's annual revenue
Assigned To The Sugar user assigned to the account
Billing Address The account's billing address
Campaign The campaign, if any, from which the account originated
Copy Address From Left Select the box to copy the account's billing address to the shipping address field
Date Created The date the account record was created
Date Modified The date the account record was last modified
Description A description or other information about the account
Email Address The account's email address
Employees The number of employees at the company
Fax The account's fax number
Industry The industry type to which the company belongs
Name When viewing, the account's name
Office Phone The account's office number
Ownership Indicate if the company is privately or publicly owned
Member Of Designate a parent-child relationship between the account and another account in Sugar
Rating The rating for the company compared to other companies in Sugar
Shipping Address The account's shipping address
SIC Code The Standard Industrial Classification (SIC) code for the account
Teams The Sugar team(s) assigned to the account record
Ticker Symbol The stock trading symbol for the company
Type The account type (e.g. customer, investor, etc.)
Website The website URL associated with the account

Accounts Module Tab

The Accounts module tab is typically located on the navigation bar at the top of any Sugar screen. Click the tab to access the Accounts list view. You may also hover on the tab to display the Actions, Recently Viewed, and Favorites menu. The Actions menu allows you to perform important actions within the module. The Recently Viewed menu displays the list of accounts you last viewed in the module. The Favorites menu displays the list of accounts you most recently marked as favorites in the module.
Actions_Menu.png

The Actions menu allows you to perform the following operations:

Menu Item Description
Create Account Opens the edit view layout to create a new account
View Accounts Opens the list view layout to search and display accounts
View Account Reports Displays existing reports based on the Accounts module
Import Accounts Opens the import wizard to create or update accounts using external data

If you do not see the Accounts module tab in Sugar, please check the following:

  • The top navigation bar may be filtered based on a specific tab grouping (e.g. Activities, Reports, etc.) of which the Accounts module is not a member. Click the More tab (last tab on navigation bar) then hover on "Filter Menu By" to check how the navigation bar is grouped. For more information on tab grouping, please refer to the User Interface documentation.
  • The Accounts module may be marked as hidden in your user preferences which will prevent the module tab from being displayed. Navigate to your user profile (upper right of Sugar), click the Advanced tab, and check the Layout Options section. If you see the Accounts module in the Hide Modules list, simply move it to the Display Modules list. For more information on hiding and displaying modules, please refer to the Layout Options section of the Getting Started documentation.
  • The administrator may have disabled the Accounts module for your entire Sugar instance. Reach out to your Sugar administrator to have the Accounts module displayed. For more information on displaying and hiding modules throughout Sugar, please refer to the Developer Tools documentation in the Administration guide.

Creating Accounts

There are various methods for creating accounts in Sugar including via the Accounts module, quick create, duplication,and importing accounts. The full edit view layout opens when creating the account directly from the Accounts menu and includes all of the relevant fields for your organization's accounts. The quick create form is a shortened version of the accounts edit view and typically contains fewer fields. Both the Edit View and Quick Create layouts can be configured by administrators via Admin > Studio. For more information on configuring layouts, please refer to the Studio documentation in the Administration guide.

Creating Via Accounts Module

One of the most common methods of account creation is via the Create Account option in the Accounts module tab. This opens up the edit view layout which allows you to enter in all the relevant information for the account.
Use the following steps to create an account via the Accounts module:

  1. Hover on the Accounts module and select "Create Account".
    ActionsMenu_CreateAccount.png
  2. Enter appropriate values for the fields in the edit view layout. All required fields are marked with a red asterisk and must be completed prior to saving.
  3. Once the necessary information is entered, click "Save".
    CreateAccount_Save.png

Creating Via Quick Create

The Quick Create menu allows you to easily create new records from anywhere in Sugar. Simply click the quick create button on the upper right of all Sugar pages to access the menu. You can also quick create an account from any Accounts subpanel on related module records.
Use the following steps to create an account via Quick Create:

  1. Open the Quick Create menu on the upper right of any Sugar page and select "Create Account" or select "Create" on any Accounts subpanel on a related module's detail view.
    From Quick Create menu:
    QuickCreate_CreateAccount.png
    From subpanel:
    Subpanel_CreateAccount.png
  2. Enter appropriate values in the fields in the quick create form. All required fields are marked with a red asterisk and must be completed prior to saving.
  3. If additional fields are desired, click the Full Form button to use edit view instead.
  4. Once the necessary information is entered, click "Save".
    AccountsSubpanel_Create1.png

Creating Via Duplication

You can also create a new account by duplicating an existing account record. The duplicate option is useful if the account you are creating has similar information to an existing account.

Use the following steps to create an account by duplicating an existing record:

  1. Navigate to an account record's detail view.
  2. Click the Actions menu and select "Duplicate".
    Duplicate_CreateAccount.png
  3. The displayed edit view is pre-populated with the original account's values. Update the necessary fields, then click "Save".
    Duplication_Save.png

Importing Accounts

The import function allows you to push multiple account records into Sugar using a comma (or other character) delimited file instead of creating them one-by-one. For more information on importing, please refer to the Import documentation.

Use the following steps to import accounts via the Import Accounts option:

  1. Hover on the Accounts module tab and select "Import Accounts".
    ActionsMenu_ImportAccount.png
  2. In Step 1, select the import file and choose "Create new records only". Click "Next".
  3. In Step 2, confirm the import file properties. Click "Next".
  4. In Step 3, confirm the field mappings for the import. Click "Next".
  5. In Step 5, view the import results.
    • The Created Records tab will show all of the new account records.
    • The Duplicates tab will show any records in the file that were identified as duplicates of existing records and thus not imported.
    • The Errors tab will show records that were not imported due to errors detected during import.

Viewing Accounts

There are various options available for viewing account records in Sugar including via Accounts list view, Accounts detail view, Accounts Recently Viewed menu, dashlets, and reports. Please note that you will only be able to see account records as allowed by your team membership, user access type, and assigned roles. For more information on teams and roles, please refer to the Team Management and Role Management documentation in the Administration guide.

Viewing Via List View

The Accounts list view displays all account records meeting the current search criteria. To access the list view, simply click the Accounts module tab. While list view shows key account fields, you can click the account's name to open the record in detail view. For more information on viewing accounts via list view, please refer to the Accounts List View section of this documentation.

Viewing Via Detail View

The Accounts detail view displays thorough account information including all account fields followed by subpanels of the account's related records belonging to various modules. The detail view can be reached by clicking an account record's link from anywhere in the application including from the Accounts list view. For more information on viewing accounts via detail view, please refer to the Accounts Detail View section of this documentation.

Viewing Via Recently Viewed

As you work, Sugar will keep track of which accounts you have recently viewed. Hover on the Accounts module tab to see a list of your most recently viewed accounts and click each name to open the account in detail view.
ActionsMenu_RecentlyViewed.png

Viewing Via Dashlets

The Home page displays a collection of Sugar Dashlets which allow users to get a quick view of various records, activities, reports, etc. You can view account information in account-based dashlets such as "My Accounts" as well as in dashlets based on other modules such as "My Calls". Clicking an account's name from any dashlet will open the account in detail view. For more information on using dashlets and viewing account records via dashlets, please refer to the Modules section of the Home documentation.
Dashlets_View.png

Viewing Via Reports

Users with access to the Reports module can build, run, and manage reports to gather key data regarding accounts and their related records. In addition to only displaying desired fields and relationships, reports can also incorporate complex filters to only display specific subsets of your records. Once the report is run, you will be able to view the account record's detail view by clicking the account's name in the report results. Please note that you can only directly access account detail views with Rows and Columns-type and Summation with Details-type reports as Summation-type and Matrix-type reports do not include hyperlinks in their display columns. For more information on using reports, please refer to the Reports documentation.
Reports_View.png

In addition to navigating to the Reports module and finding or building relevant reports, you can use the Account module tab's View Account Reports option to see all account-based reports to which you have access.
ActionsMenu_ViewAccountReports.png

Please note that your ability to access reports may be restricted by a role. For more information on roles, please refer to the Role Management documentation in the Administration guide. Check with your system administrator if you cannot access the Reports module.

Searching Accounts

The Accounts list view includes a Basic and Advanced Search to help you locate records easily and effectively in a module-specific manner. Once the search is performed, the relevant results will be displayed in the Accounts list view below. Global Search allows users to search for information across their entire Sugar database as opposed to restricting search within a specific module. Please note that Sugar automatically appends the wildcard character (%) to the end of your search phrase. This allows the system to retrieve all records that start with the keyword entered in the search. If you would like to broaden the search, you can use the wildcard at the beginning of your text as well (e.g. %services). This will pull up any record that has the word “services” in the name, regardless of how it starts or ends.

For more information on using the various search methods as well as how wildcards are used in the different methods, please refer to the Search documentation.

Basic search offers a few, commonly used fields for a simplified search experience. From the Basic Search panel, you can click "Advanced Search" to access additional search functionality as needed.

The buttons and checkboxes available in Basic Search panel have the following functions:

  • Search : Click the Search button or press your Return/Enter key to perform the search.
  • Clear : Click the Clear button to clear all criteria from the searchable fields.
  • My Items : Select this box to return only records assigned to you.
  • My Favorites : Select this box to return only records you have marked as favorites.

Search_Accounts.png

When you run a search, Sugar will return records matching all (as opposed to any) of the fields and checkboxes for which you have given a value. For example, if you select "My Items" and enter an account name, Sugar will only return account records with a matching name that are assigned to you. Once the search is complete, the relevant results will populate in the list view below the search panel. To see all account records to which you have access, simply click “Clear” and then “Search” to perform a blank search with no filters. Please note that you will only be able to see account records as allowed by your team membership, user access type, and assigned roles. For more information on teams and roles, please refer to the Team Management and Role Management documentation in the Administration guide.

Administrators can configure what fields appear on the Accounts Basic Search via Admin > Studio. For more information on editing layouts, please refer to the Studio documentation in the Administration guide.

Advanced Search offers a more in-depth search experience than Basic Search including additional fields, layout options, and saved search capability. From the Advanced search panel, you can click "Basic Search" for simplified searching.

The buttons, checkboxes, and dropdowns available in Advanced Search have the following functions:

  • Search : Click the Search button or press your Return/Enter key to perform the search.
  • Clear : Click the Clear button to clear all criteria from the searchable fields.
  • My Favorites : Select this box to return only records you have marked as favorites.
  • Layout Options : Use the expandable Layout Options section to configure your list view. For more information, please refer to the Layout Options section of the Search documentation.
  • Saved Searches : Save, recall, update, and delete searches which you use often. For more information, please refer to the Saved Search section of the Search documentation.

Advanced_Search.png

When you run a search, Sugar will return records matching all (as opposed to any) of the fields for which you have given a value. For example, if you select "My Favorites" and enter in an account name to search, Sugar will only return account records with a matching name that you have marked as favorites. When searching by a multiselect or dropdown field (e.g. "Assigned to"), however, Sugar will return records matching any of these selections. Once the search completes, the relevant results will populate in the list view below the search panel. To see all account records to which you have access, simply click “Clear” and then “Search” to perform a blank search with no filters. Please note that you will only be able to see account records as allowed by your team membership, user access type, and assigned roles. For more information on teams and roles, please refer to the Team Management and Role Management documentation in the Administration guide.

Administrators can configure what fields appear on the Accounts Advanced Search via Admin > Studio. For more information on editing layouts, please refer to the Studio documentation in the Administration guide.

Global Search allows users to search for information across their entire Sugar database as opposed to restricting search within a specific module. Beginning with version 6.5.0, Full Text Search may be used with Global Search to search throughout nearly all fields and modules for an enhanced search experience. The Global Search bar is located on the top right hand side of Sugar. You can click the magnifying glass icon or hit Return/Enter to perform your search once the text string is entered in the search box.
GlobalSearch.png

To use global search, you need to first enter the keyword into the search box. With Full Text Search enabled, pop-up results will begin appearing once you input three or more characters. Clicking the magnifying glass icon or hitting your Return/Enter key will cause Sugar to return exact matches for your keyword rather than matches with words beginning with your keyword. When Full Text Search is not enabled, results starting with your keyword will appear after clicking the magnifying glass icon or hitting your Return/Enter key. For more information on using and configuring Global Search, please refer to the Global Search section of the Search documentation.

Regular Sugar users can configure some aspects of global search such as what modules are displayed in the search results. For more information on configuring your Global Search, please refer to the Search documentation. Administrators can control additional elements of global search via Admin > Search and Admin > Studio. For more information on administrator configuration of Global Search, please refer to the Field Options section of the Studio documentation as well as the Search section of the System documentation in the Administration guide.

Accounts List View

The Accounts list view displays all account records meeting the current search criteria and to which your user has access. You can view the basic details of each account within the field columns. Please note that you will only be able to see account records as allowed by your team membership, user access type, and assigned roles. For more information on teams and roles, please refer to the Team Management and   Role Management documentation in the Administration guide.

You have the option to change what fields are displayed in list view by configuring your layout options in the Accounts Advanced Search. For more information on configuring your list view, please refer to the Layout Options section of the Search documentation. Users with administrator or developer access also have the ability to change what fields are visible in the list view via Admin > Studio. For more information on editing layouts, please refer to the Studio documentation in the Administration guide.

Pagination

List view displays the current search results broken into pages that you can scroll through rather than displaying potentially thousands of rows at once. To the right just below the search panel you can see which records of the total results set are currently being displayed. The two single-arrow Next and Previous buttons can be used to scroll through the records page-by-page. The two double-arrow First Page and Last Page buttons allow you to skip to the beginning or the end of your current results.

By default, Sugar displays 20 records per list view page, but administrators can change the number of records displayed via Admin > System Settings. For more information on changing the number of displayed records, please refer to the   System documentation in the Administration guide.
Pagination.png

Checkbox Selection

You can perform several actions on account records directly from the list view by first selecting the desired records. To select individual account records on the Accounts list view, mark the checkbox on the left of each row. To select or deselect multiple account records on the list view, use the options in the checkbox dropdown menu:

  • Select This Page : Selects all records shown on the current page of account results.
  • Select All : Selects all records in the current search results across all pages of account results.
  • Deselect All : Deselects all records that are currently selected.

Checkbox_Selection.png

Actions Menu

The Actions menu to the right of the checkbox dropdown allows you to perform various actions on the currently selected records.
ListView_ActionsMenu.png

The options in the Actions menu allow you to perform the following operations:

Menu Item Description
Delete Delete one or more accounts at a time
Email Email one or more accounts at a time
Mass Update Mass update one or more accounts at a time
Mail Merge

Perform a mail merge on one or more accounts at a time
Note: This option only appears when Mail Merge is enabled at the system level and under the user's profile.

Merge Merge two or more duplicate accounts
Add to Target List Add one or more accounts to a target list
Export Export one or more accounts to a CSV file

Favorite Designation

Users have the option to mark account records as favorites via the list view as well as the detail view. This allows users to designate records that are important or will be viewed often so that they can easily be accessed via search or from the Accounts module tab. In the Accounts list view, the star on the left of each account's row is yellow once marked to indicate a favorite account. For more information on how to mark records as favorites, please refer to the Favoriting Accounts section of this documentation.

Favorite_Designation.png

More Information

Additional details for each account can be viewed by clicking the "i" icon to the far right of each list view row. This provides users a quick view of additional account information in addition to what appears in the display column fields. The resulting pop-up window will show the Billing Address, Fax, Industry, and Description fields by default. The list of fields appearing here may only be configured through a code-level customization.
More_Information1.png

Column Sorting

List view provides the ability to sort all of the current search results by a field column in either ascending or descending order. To sort by a field or switch the sort direction, click the column header noting that the fields which allow sorting will have a pair of arrows. The list view may be sorted by only one column at a time. You can also set a default order-by column using the layout options in Advanced Search. For more information on setting a default column sort, please refer to the Layout Options section of the Search documentation.
Column_Sorting1.png

Accounts Detail View

The Accounts detail view displays thorough account information including all account fields which are grouped by default into the Overview, More Information, and Other panels. You can also view an account's related records (Activities, Opportunities, Leads, etc.) which appear in subpanels beneath the account fields. The detail view can be reached by clicking an account record's link from anywhere in the application including from the Accounts list view.

Please note that you will only be able to view an account record according to your team membership, user type, and role restrictions. For more information on teams and roles, please refer to the Team Management and Role Management documentation in the Administration guide. Users with administrator or developer access have the ability to change the detail view by configuring the layout via Admin > Studio. For more information on editing layouts, please refer to the Studio documentation in the Administration guide.

Actions Menu

The Actions menu on the top left of each account's detail view allows you to perform various actions on the current record. Administrator users can change the action items to be displayed as separate buttons instead of a dropdown menu via Admin > System Settings. For more information on configuring the actions menu, please refer to the System documentation in the Administration guide.
DetailView_ActionsMenu.png

The options in the Actions menu allow you to perform the following operations:

Menu Item Description
Edit Edit this account
Duplicate Duplicate this account
Delete Delete this account
Find Duplicates Locate potential duplicates of this account
Get Data Search, view, and merge additional company data via Hoover's and/or Zoominfo connector
View Change Log View a record of changes to this account

Favorite Designation

Users have the option to mark account records as a favorite via the detail view as well as the list view. This allows users to designate records that are important or will be viewed often so that they can easily be accessed via search or from the Accounts module tab. In the Accounts detail view, the star on the right of the account's name is yellow once marked to indicate a favorite account. For more information on how to mark records as favorites, please refer to the   Favoriting Accounts section of this documentation.
DetailView_Favorites.png

Copy Address

Users also have the option to copy the account's billing or shipping address to the related contact(s) by clicking the Copy icon in the address field. A pop-up window will open displaying the list of all related contacts to the account. Select the contact record(s) you wish to copy the account's address to, then choose either "Copy to Primary Address" or "Copy to Other Address". The copied address will appear in the primary or other address field of the related contact's detail view.
CopyAddress_Icon.png

Next or Previous Record

On the upper right of the Accounts detail view, there are two buttons that allow you to page through each account in the Accounts list view's current search results. Clicking the Previous button displays the previous account of the current search results while clicking the Next button displays the next account of the current search results. The text in between shows which account result you are currently viewing within the total number of current results.
DetailView_Next_Previous1.png

Subpanels

Beneath an account record's fields are subpanels containing related records from various modules, campaign interaction history for this account, and the account's InsideView information.

The most common type of subpanels displayed on an account's detail view contain the account's related records belonging to various modules. The relationship type determines whether a related record will be displayed in the field listing or in a subpanel. For example, an account may be related to multiple contacts, which means that the related contacts will be displayed in a subpanel beneath the fields.

Users with administrator or developer access have the ability to change the fields (e.g. Name, Assigned User, etc.) and labels of each subpanel by configuring the layout via Admin > Studio to provide visibility to the most important fields. For more information on modifying subpanels, please refer to the Studio documentation in the Administration guide.

Related record subpanels allow the following operations to be performed. Please note that administrators in Sugar can change the subpanel's Action menu to be displayed as separate buttons instead of a dropdown via Admin > System Settings. For more information, please refer to the System documentation in the Administration guide.

  • To view the details of a related record, click the record's name in the subpanel to open it in detail view.
  • To relate an existing record to the account, choose "Select" from the subpanel's Action menu, then locate and select the desired record.
  • To relate a new record to the account, choose "Create" from the subpanel's Action menu, then complete the Quick Create form and click "Save".
  • To delete the account's relationship to a record, choose "Unlink" from the dropdown on the far right of the record's row. This removes the relationship, but does not delete the record itself.
  • To collapse or expand the subpanel, click the double arrow to the left of the subpanel's name.
  • To move the subpanel to a new location on the detail view, drag and drop the subpanel's header.

Please note that administrators can prevent users from moving subpanels to different locations in the detail view. For more information on preventing rearranging of subpanels, please refer to the System documentation in the Administration guide. Check with your system administrator if you are not able to rearrange your subpanels.
Contacts_Subpanel1.png

Activities and History Subpanels

The Activities subpanel lists open or upcoming tasks, calls, and meetings that are related to the account record. Once the activities have taken place or are completed, they will instead appear within the History subpanel. The History subpanel also includes notes and emails associated with the account record. For more information on the history and activities subpanel, please refer to the User Interface documentation.
Activities_History_Subpanel.png

Campaigns Subpanel

The Campaigns subpanel contains historical information regarding an account record's interaction with all Sugar campaigns. When a mass marketing campaign is sent to an account (or manually marked as sent in the case of non-email campaigns), the related campaign activity information will appear within the Campaigns subpanel. This information mirrors the "View Status" page available from within each individual campaign and shows activities such as when a campaign was sent, when the recipient viewed the campaign message, when the recipient clicked a tracked link within the campaign, etc. Since this subpanel contains historical campaign interactions for the account, it cannot be used to associate an account with a campaign or otherwise manage a campaign or target list. For more information on associating an account with a campaign, please refer to the Adding Accounts to a Target List section of this documentation. For more information on campaigns, please refer to the Campaigns documentation.
Campaigns_Subpanel.png

InsideView Subpanel

The InsideView subpanel, if you are an InsideView user, provides relevant company information, news, and social media insights within your account's detail view. The InsideView subpanel will appear by default on the detail view. The panel can be minimized by clicking the double arrow next to "InsideView". For more information on viewing account information via InsideView, please refer to the User Interface documentation. Administrators in Sugar also have the ability to disable InsideView for the entire instance so that it is not visible to users. For more information on disabling InsideView, please refer to the Connectors section of the System documentation in the Administration guide.
InsideView.png

LinkedIn and Twitter Connector

The LinkedIn connector allows users in Sugar to view any connections they have to companies through LinkedIn. The Twitter connector allows users to view, reply, retweet, etc. to live Twitter feeds posted for the company. Users can simply click the LinkedIn and Twitter icons to the right of the account's name to view the account specific information if they wish. For more information on utilizing the connectors, please refer to the Connectors section of the User Interface documentation. Please note that the LinkedIn and Twitter connectors are enabled by default for the Accounts module. Administrators have the ability to disable the connectors via Admin > Connectors if they do not want it viewable by users. For more information on disabling connectors, please refer to the Connectors section of the System documentation in the Administration guide.

LinkedIn_Twitter_Connector.png

Editing Accounts

Accounts may be edited at any time to update or add information to the record. You can make changes to existing account records via the Accounts edit view and quick create forms. Edit view is available within the Accounts module and includes all of the Account fields you should need.
EditView_Save.png

Quick create is available for editing accounts from outside the Accounts module and opens as a pop-up without navigating away from your current page. It generally contains fewer fields, but the Full Form button may be used to access the full edit view should you need to edit additional fields.
Edit_Dashlet.png

Please note that your ability to edit accounts in Sugar may be restricted by a role. For more information on roles, please refer to the Role Management documentation in the Administration guide. Check with your system administrator if you do not see the Edit options.

Administrators in Sugar may configure both the Accounts edit view and quick create via Admin > Studio. For more information on configuring layouts, please refer to the Studio documentation in the Administration guide.

Editing Via Detail View

You can edit accounts via the detail view by clicking the Edit button on the upper left of the page. Once the edit view layout is open, update the necessary fields, then click "Save" to preserve the changes made.
DetailView_Edit.png

Editing Via List View

You can edit accounts via the list view by clicking the Pencil icon to the left of each account's name. A pop-up window will open with the quick create form which is a shortened version of the edit view layout. Update the necessary fields, then click "Save" to preserve the changes.
ListView_Edit.png

Editing Via Dashlets

You can edit accounts by clicking the pencil icon to the far right of any accounts-based dashlet on your Sugar home page. For example, clicking the pencil icon within the My Accounts dashlet will open a pop-up window with the quick create form which is a shortened version of the edit view layout. Update the necessary fields, then click "Save" to preserve the changes. For more information on dashlets, please refer to the Home documentation.
Dashlet_Edit.png

Editing Via Reports

Sugar reports also allow you to edit an account record by clicking on the pencil icon next to an account's name. This opens a pop-up window with the quick create form which is a shortened version of the edit view layout. Update the necessary fields, then click "Save" to preserve the changes. Please note that you may only directly edit accounts from Rows and Columns-type or Summation with Details-type reports as Summation-type and Matrix-type reports do not include the pencil icon. For more information on reports, please refer to the Reports documentation.
Reports_Edit.png

Deleting Accounts

If an account record is invalid or should no longer appear in your organization's Sugar instance, it may be deleted from either the Accounts detail view or list view. Deleting via the detail view allows you to delete a single record while the list view allows for mass deleting multiple records at once. Deleting account records will not delete the related records and will only remove the relationship, so you may wish to also delete any related records to avoid orphaned records.

Please note that your ability to delete accounts in Sugar may be restricted by a role. For more information on roles, please refer to the Role Management documentation in the Administration guide. Check with your system administrator if you do not see the Delete options.

Deleting Via Detail View

Use the following steps to delete an account record via the detail view:

  1. Navigate to an account record's detail view.
  2. Select "Delete" from the Actions menu.
    DetailView_Delete.png
  3. A pop-up message will display asking for confirmation. Click "Ok" to proceed.

Mass Deleting Via List View

Use the following steps to delete one or more account records via the list view:

  1. Navigate to the Accounts list view by clicking the Accounts module tab.
  2. Use the Basic or Advanced Search to find the Account records you wish to delete.
  3. Select the desired account records individually or using the checkbox dropdown's options.
  4. Choose "Delete" from the Actions menu.
    ListView_Delete.png
  5. A pop-up message will display asking for confirmation. Click "Ok" to proceed.

Due to PHP memory limitations on the server, there may be occasions when the application times out while deleting a large number of account records. If you encounter an error when performing this action, we recommend selecting the records in smaller batches.

Exporting Accounts

Sugar's Export option allows users to download all fields for the selected accounts to their computers as a .CSV (comma-separated values) file. This may be useful when needing to use Account data with other software such as Microsoft Excel or to update existing records by exporting, making changes, then importing the altered accounts back into Sugar. For more information on updating existing records via import, please refer to the Import documentation. Due to PHP memory limitations on the server, there may be occasions when the application times out while exporting a large number of account records. If you encounter an error when performing this action, we recommend selecting the records in smaller batches.

Accounts may be exported from the Accounts list view by selecting "Export" from the Actions menu. Users with access to the Reports module also have the option of creating or accessing reports containing specifically chosen fields for accounts and their related record(s). Please note that only Rows and Columns-type reports have the ability to be exported. For more information on exporting records in Sugar, please refer to the Export documentation.
ListView_Export.png

Please note that your ability to export accounts from Sugar may be restricted by a role. For more information on roles, please refer to the Role Management documentation in the Administration guide. Check with your system administrator if you do not see the Export option.

Mass Updating Accounts

Mass Updating allows users to make the same change to multiple account records at once from the Accounts list view. Users with administrator or developer level access can control which fields are available to change during mass update via Admin > Studio. Currently, only fields with the data type of date, datetime, dropdown, multiselect, and radio may be altered during a mass update. For more information on configuring mass update, please refer to the   Studio documentation in the Administration guide. Due to the PHP memory limitations on the server, there may be occasions when the application times out while mass updating a large number of account records. If you encounter an error when performing this action, we recommend selecting the records in smaller batches.

Please note that your ability to mass update accounts may be restricted by a role. For more information on roles, please refer to the Role Management documentation in the Administration guide. Check with your system administrator if you do not see the Mass Update option.

Use the following steps to mass update account records from the list view:

  1. Navigate to the Accounts list view by clicking the Accounts module tab.
  2. Use the list view's Basic or Advanced Search to identify accounts you wish to modify.
  3. Select the desired accounts individually or using the checkbox dropdown's options.
  4. Choose "Mass Update" from the Actions menu.
    ListView_MassUpdate.png
  5. Scroll to the Mass Update panel and set values for the fields you wish to alter.
    Note: For the Teams field, use "Replace" to remove existing team assignments before adding those specified here. Use "Add" to add the teams specified here to any existing team assignments.
    MassUpdate_Panel.png
  6. Click "Update" to save the changes to all of the currently selected account records.

Finding Duplicate Accounts

Between multiple users working in Sugar, importing new records, and converting leads, it is possible for duplicate account records to be accidentally input to the system. Before creating a new account record, a good practice is to first check that the account does not already exist in Sugar. You can locate duplicate records for cleanup using Basic and Advanced Search from the Accounts list view. Searching for accounts with similar names or other information can turn search a powerful, duplicates-finding tool. Sugar also provides a wizard for finding potential duplicates that is available from the Accounts detail view and may be used as shown below. If duplicate account records are detected, you can perform a merge per the Merging Accounts section of this documentation.

Please note that your ability to use the Find Duplicates action may be restricted by any role which prevents account deletion. For more information on roles, please refer to the Role Management documentation in the Administration guide.Check with your system administrator if you do not see the Find Duplicates option.

Use the following steps to locate duplicate accounts using the Find Duplicates option from the Account detail view:

  1. Navigate to an account record's detail view.
  2. Choose "Find Duplicates" from the Actions menu.
    Find_Duplicates.png
  3. Move any fields you wish to use in identifying duplicates to the list on the right by selecting the field and clicking the arrow.
    Find_Duplicate_Condition.png
  4. Click "Next Step" to display a list of potential duplicate account records which match all of the specified filters.
    Duplicate_Results.png

Once you determine which accounts of the resulting list are indeed duplicates of your original record, select the duplicates by marking the checkboxes, then click "Perform Merge" to begin a merge with the current record. Instructions for the merge process that follows can be found in the Merging Via Detail View section of this documentation.

Merging Accounts

When duplicate records are identified in Sugar, you have the option to merge two or more accounts into a single record. Once the merge is complete, the duplicate account record(s) will be deleted, and the primary record will remain. Please note that all relationships belonging to the duplicate accounts will be merged to the primary record meaning that any calls, meetings, cases, etc. related to the duplicate account record(s) will automatically be related to the resulting, merged account record.

Merging Via Detail View

Use the following steps to merge accounts via the Accounts detail view:

  1. Navigate to an account record's detail view.
  2. Use the Find Duplicates option as shown in Finding Duplicate Accounts to identify duplicate accounts.
  3. Possible duplicates will be displayed in the results list. Select the duplicate record(s).
    Perform_Merge.png
  4. Click "Perform Merge" to display the Merge Accounts page. The primary record's field values are displayed on the left while other records' values are in columns to the right. Saving the merge will preserve only the leftmost values for each field into a single account record.
    Save_Merge.png
  5. To change which record is considered the primary, click the "Set as primary" double arrows.
  6. Review the field values in each column and use the associated double arrows to move the best value for each field to the leftmost column.
  7. Click "Save Merge" once the left column contains all fields you wish to appear on the single, merged record.
  8. A pop-up message will display confirming that the duplicate record(s) should be deleted. Click "Ok" to proceed.

Merging Via List View

Basic and Advanced Search may be used to identify duplicate accounts by, for example, searching for accounts with similar names. Once your search has identified duplicate accounts, you can merge them directly from the Accounts list view.

Use the following steps to merge accounts via the list view:

  1. Use the list view's Basic or Advanced Search to identify duplicate accounts.
  2. Possible duplicates will be displayed in the list view. Select the duplicate record(s) that you wish to merge.
    ListView_Merge.png
  3. Select "Merge" from the Actions menu to display the Merge Accounts page. The primary record's field values are displayed on the left while other record's values are in columns to the right. Saving the merge will preserve only the leftmost values for each field into a single account record.
    Save_Merge.png
  4. To change which record is considered the primary, click the "Set as primary" double arrows.
  5. Review the field values in each column and use the associated double arrows to move the best value for each field to the leftmost column.
  6. Click "Save Merge" once the left column contains all fields you wish to appear on the single, merged record.
  7. A pop-up message will display confirming that the duplicate record(s) should be deleted. Click "Ok" to proceed.

Favoriting Accounts

Each Sugar user has the option to designate their own favorite accounts which are important or will be viewed often so that they can easily be accessed via search or from the Accounts module tab. Once records are marked as favorites, use the My Favorites checkbox in the Accounts Basic or Advanced Search to retrieve your favorites or select from your most recent favorites directly from the Accounts module tab .

Favoriting Via List View

Use the following steps to mark records as favorites via the Accounts list view:

  1. Navigate to the Accounts list view by clicking the Accounts module tab.
  2. Use the Basic or Advanced Search to find the Account records you wish to mark as favorites.
  3. Mark the star icon on the left of each desired account's row.
  4. To remove the account as a favorite, click the star again to revert it to white.
    ListView_Favorites.png

Favoriting Via Detail View

Use the following steps to mark records as favorites via the Accounts detail view:

  1. Navigate to an account record's detail view.
  2. Click the star icon to the right of the account's name in the upper left of the detail view to designate it as a favorite.
  3. To remove the account as a favorite, click the star again to revert it to white.
    DetailView_Favorite.png

Viewing Account Change Logs

Changes made to each account record are tracked over time, and users are able to view the history of changes via the change log in each account's detail view. To view the change log, navigate to an account in detail view and select "View Change Log" from the Actions menu. Please note that only fields marked as "Audit" in Admin > Studio will be displayed in the change log. For more information on designating for audit, please refer to the Studio documentation in the Administration guide.
View_Change_Log.png

Emailing Accounts

Sugar allows users to compose and send outbound emails to accounts. There are various ways to send outbound mail to accounts including emailing via the Emails module, Emails quick compose, Accounts module, campaigns, and workflows. Please note that administrators in Sugar must first configure the outbound mail server for the system via Admin > Email Settings in order for users to send outbound emails. For more information on setting up the system email settings, please refer to the Emails documentation in the Administration guide. Users will also need to have their email settings configured in their user preferences prior to sending outbound email from the Emails module, Emails quick compose, or Accounts module. For more information on setting up your user preferences' email settings, please refer to the Getting Started documentation.

Emailing Via the Emails Module

Use the following steps to compose and send an email to an account via the Emails module. For more detailed information on sending emails via the Emails module, please refer to the Emails documentation.

  1. Navigate to the Emails module by clicking the Emails module tab.
  2. Click the Compose button on the upper left of the Emails module.
    EmailsModule_Compose.png
  3. For the "Related To" field, select "Accounts" as the module then type or select the desired account's name. The email's To field will automatically populate with the name and email address of the selected account record.
  4. Enter a subject and body for the email message then click "Send".
    Emails_Compose_Template.png

Once the email is sent successfully, the email record will appear in the History subpanel of the account record.
History_Subpanel_Emails.png

Emailing Via Quick Compose

The quick compose option allows users to compose emails from various places in Sugar without navigating away from the current page.

While viewing an account record, you can select "Send Email" from the Quick Create menu on the top right of any Sugar page. Quick creating an email while viewing an account record's detail view automatically populates the To field with the account's name and email address as well as relating the email to the account record.
QuickCreate_SendEmail.png

Users can also use Quick Compose by clicking an account's email address anywhere it is displayed as a link. Clicking the email address automatically populates the To field with the account's name and email address as well as relating the email to the account record.
DetailView_EmailAddress.png

Quick Compose is also available from the Activities subpanel in an account's detail view. Choosing "Compose Email" from the Actions menu automatically populates the To field with the account's name and email address as well as relating the email to the account record.
Activities_ComposeEmail.png

Once the email is sent successfully, the email record will appear in the History subpanel of the account record. For more information on sending emails via quick compose, please refer to the Emails documentation.
History_Subpanel_Email.png

Emailing Via Accounts List View

One or more accounts may be emailed at a time from the Accounts list view. For more information on sending emails via the Accounts list view, please refer to the Emails documentation.

Use the following steps to compose and send an email from the Accounts list view:

  1. Navigate to the Accounts list view by clicking the Accounts module tab.
  2. Use the Basic or Advanced Search to find the Account records you wish to include on the email.
  3. Select the desired accounts individually or using the checkbox dropdown's options.
  4. Select "Email" from the Actions menu.
    ListView_Email.png
  5. In the Quick Compose email template, enter in the subject and body of the email message, then click "Send".
    The To field will be automatically populated with the name and email address of the selected account record(s).

Once the email is sent successfully, the email record will appear in the History subpanel of the account record(s).
HistorySubpanel_Email.png

Emailing Via Campaigns

Sugar's Campaigns module can be used to create email and newsletter campaigns to send mass emails to a relevant set of accounts. Email-type campaigns are mass emails sent to a target list while newsletter-type campaigns are a series of mass emails sent to a consistent or growing target list periodically or on a regular basis. For more information on sending mass emails to accounts via a campaign, please refer to the Campaigns documentation.

Emailing Via Workflows

Sugar's Workflow module enables you to automate tasks, send email alerts, and execute various actions. With each workflow, a set of conditions trigger a combination of actions and email alerts potentially including alerts to account records. You also can create alert email templates used by workflows to insert relevent data to the automated email notifications. For more information on workflow email notifications, please refer to the   Email Alert section of the Workflows documentation.

Adding Accounts to a Target List

A target list consists of a group of individuals or organizations you wish to be included or excluded on a mass marketing campaign. These targets are typically identified based on a set of predetermined criteria such as being a prospect or existing customer, age group, industry, etc. There are various ways to add accounts to a target list in Sugar including using the Add to Target List option from the Account list view's Actions menu. For more information on target lists and other methods of adding accounts, please refer to the Target Lists documentation. Due to the PHP memory limitations on the server, there may be occasions when the application times out while adding account records to a target list. If you encounter an error when performing this action, we recommend selecting the records in smaller batches.

The following steps cover adding account records to a target list via the Accounts list view as an example:

  1. Navigate to the Accounts list view by clicking the Accounts module tab.
  2. Use the Basic or Advanced Search to find the Account records you wish to add to a target list.
  3. Select the desired account records individually or using the checkbox dropdown's options.
  4. Choose "Add to Target List" from the Actions menu.
    Add_to_Target_List.png
  5. Locate and select the desired target list in the pop-up window or click "Create Target List" to add to a new target list.
    Target_List_Window.png

In order to view the accounts that have been added, you can navigate to the Target Lists module. Click the target list's name to enter the detail view, and you will see the account records within the Accounts subpanel.
Accounts_Subpanel_TargetList.png

Connectors

Connectors in Sugar allow the system to connect existing account records in Sugar to external applications such as Hoovers and Zoominfo. Users can search, view, and merge additional data for the account from the specific data source by selecting "Get Data" from the Actions menu of the Accounts detail view. For more information on utilizing the connectors to get data, please refer to the Get Data section of the User Interface documentation. Please note that the Zoominfo connector is not enabled by default for the Accounts module. Administrators must first enable the connector via Admin > Connectors in order to search and view data from Zoominfo via the Get Data option. For more information on enabling connectors, please refer to the Enabling Connectors section of the System documentation in the Administration guide.
 

Last Modified:11 Sep 2014 08:53