SugarCRM SupportProduct GuidesSugar Versions10.010.0 ProfessionalSugar Professional 10.0 Application GuideAccounts



Sugar's Accounts module consists of companies with whom your organization has a relationship. It is generally seen as the hub for managing and analyzing your business' interactions with each company. Each account record may then relate to other Sugar records such as contacts, meetings, cases, opportunities, and many others as your relationship with the customer matures. This documentation will cover information and actions specific to the Accounts module. For instructions concerning views and actions which are common across most Sugar modules, such as creating, editing, and deleting accounts, please refer to the Working With Sugar Modules section of this page.

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.

Account Fields

The Accounts module contains a number of stock fields that come out-of-the-box with Sugar. For information on using and editing various field types, refer to the User Interface documentation. The definitions below are suggested meanings for the fields, but the fields can be leveraged differently to best meet your organization's needs. Administrators or users with developer-level role 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
Comment Log A shared log of messages, comments, or other text, including the name of the user that added the log entry and the date and time it was added. It is possible to tag other users and link to other Sugar records in Comment Log entries by inserting a clickable pill; see the User Interface documentation for more details.
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
DUNS The unique 9-digit number associated with the company in D&B
Email Address The account's email address
Employees The number of employees at the company
Facebook Account The account's Facebook account information
Fax The account's fax number
Google Plus ID The account's Google Plus ID
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
Tags User-created keywords that can be used to identify records in filters, dashlets, and reports
Note: For more information on creating and using tags, please refer to the Tags documentation.
Teams The Sugar team(s) assigned to the account record
Ticker Symbol The stock trading symbol for the company
Twitter Account The account's Twitter account information
Type The account type (e.g. customer, investor, etc.)
Website The website URL associated with the account

Working With Sugar Modules

While the Accounts module has some features that only apply to accounts, it also uses the Sidecar user interface that most Sugar modules are based on. In the table below, the left column contains links to the User Interface page covering topics that are applicable to all Sidecar modules. The right column has links to sections of the current page that cover topics specific to accounts.

General Instructions for Working With Sugar Modules Accounts-Specific Instructions
Use the links below to navigate to the User Interface page which covers topics generic to many Sugar modules. When Accounts-specific help exists for each topic, use the links below to navigate to sections of the current page.
Creating Records Creating via Lead Conversion
Viewing Records  
Searching for Records  
List View List View Mass Actions Menu
List View Record Actions Menu
Record View Record View Actions Menu
Intelligence Pane  
Editing Records  
Deleting Records  
Emailing Records Emails and Accounts
Campaigns and Accounts
Exporting Records  
Recalculating Calculated Values  
Finding Duplicate Records  
Merging Records  
Viewing Record Historical Summaries  
Viewing Record Audit Logs  
Record PDFs  
Favoriting Records  
Following Records  
Sharing Records  

Account Menus

The Accounts module contains various options and functionality which are available via menus in the module tab, list view, and record view. The following sections present each menu and its options with links to more information about each option in the User Interface documentation or, for Accounts-specific functionality, within this page.

Module Tab Menus

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 click the triangle in the Accounts tab to display the Actions, Recently Viewed, and Favorites menus. The Actions menu allows you to perform important operations within the module. The Recently Viewed menu displays the list of accounts you most recently viewed. The Favorites menu displays the list of accounts you most recently marked as favorites. 

The module tab's Actions menu allows you to perform the following operations:

Menu Item Description
Create Account Opens the record 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 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.

List View Menus

The Accounts list view displays all account records and allows for searching and filtering to locate specific accounts. You can view the basic details of each record within the field columns of the list view or click an account's name to open the record view. To access a module's list view, simply click the module's tab in the navigation bar at the top of any Sugar page.

List View Mass Actions Menu

The Mass Actions menu to the right of the checkbox option in the list header allows you to perform mass actions on all currently selected records. You can use the checkbox on each record's row to select individual account records or click the checkbox in the list header to select all records displayed on the current set of list view results.
Accounts LV MassActionsMenu

The Mass Actions menu allows you to perform the following operations:

Menu Item Description
Email Email one or more accounts at a time
Mass Update Mass update one or more accounts at a time
Add to Target List Add one or more accounts to a target list
Merge Merge two or more duplicate accounts
Delete Delete one or more accounts at a time
Export Export one or more accounts to a CSV file
Recalculate Values (Available in certain circumstances) Updates calculated values to reflect changes to calculated fields made in Studio 

List View Record Actions Menu

The Record Actions menu to the far right of each record's row allows you to perform actions on the individual account directly from the list view.
Accounts ListView RecordActionsMenu

The list view's Record Actions menu allows you to perform the following operations:

Menu Item Description
Preview (Eye icon) Preview this account in the intelligence pane
Edit Edit this account
Follow Follow this account
Delete Delete this account

Record View Actions Menu

The Accounts record view displays a single account in full detail including its fields, subpanels of related records, and activity stream. To access an account's record view, simply click a hyperlinked account name from anywhere within Sugar. The record view's Actions menu appears on the top right of the page and allows you to perform various operations on the current record.

The Actions menu allows you to perform the following operations: 

Menu Item Description
Edit Edit this account
Share Share a link to this account via email
Download PDF Download account information as a PDF file
Email PDF Email account information as a PDF attachment
Find Duplicates Locate potential duplicates of this account
Copy Duplicate this account to create a new account
Historical Summary View a historical summary of activities (e.g. calls, meetings, etc.) related to this account
View Audit Log View a record of changes to this account
View Personal Info Display this record's fields which an admin has designated as personal information
Delete Delete this account

Emails and Accounts

Accounts include an email address which can be used to email the account as a recipient. The methods for doing so are covered in the Emailing Records section of the User Interface documentation. Accounts may also be recipients of campaigns that allow you to send email messages to a large group of recipients as well as to track the results of that message. Please refer to the Campaigns and Accounts section of this page for more information. In addition to being a recipient or sender of an email, accounts may be related to emails by being selected in the email's Related To field. These relationships allow the account to display all relevant email correspondence in the Emails subpanel and History dashlet on an account's record view. An account's Emails subpanel and History dashlet may also display emails belonging to the contacts related to the account.

Emails Subpanel

The Emails subpanel in the Accounts module displays emails which are associated with the account record in a variety of ways:

  • Explicitly related to the account : If the account is selected in the email's Related To field, the email and account are explicitly related, and the email will appear in the account's Emails subpanel and History dashlet. Instructions for using this flex relate field are available in the Emails documentation.
  • Implicitly related to the account : If one of the account's email addresses appears in the email's From, To, or Cc fields, the email and account are implicitly related, and the email will appear in the account's Emails subpanel and History dashlet. This implicit relationship is made for emails sent from Sugar as well as any email imported into Sugar via Inbound email accounts or email archiving.
  • Related to the account's related contacts : If the email is related, either explicitly or implicitly, to a contact record that belongs to the account, the email will appear in the account's Emails subpanel and History dashlet.
    • Note: Administrators can enable or disable an account from displaying related contact emails via Admin > Related Contacts Emails. For more information, please refer to the Emails documentation in the Administration Guide.

For more information on working with subpanels, please refer to the User Interface documentation.

Campaigns and Accounts

Sugar's Campaigns module can be used to send mass emails or a series of newsletter emails to Sugar accounts, contacts, leads, and targets. The results of each campaign are recorded to measure its impact. Accounts are not related directly to campaigns. Rather, each campaign is related to several target list records, and each target list is related to accounts and other recipients. To send a campaign email to an account, the account should belong to a default-type target list associated with the campaign. To prevent an account from receiving emails from a campaign, the account should belong to the campaign's suppression list-type target list. Once a campaign is sent, the results specific to a particular account will appear in the Campaign Log Subpanel on the account's record view as described in the Campaign Log Subpanel section of this page.

Accounts can be added to target lists via the target list record itself or from the Accounts list view as described below. For instructions on other available methods of adding to target lists, please refer to the Target Lists documentation.

Adding to a Target List via Accounts List View

A target list consists of a group of individuals or organizations you wish to be included in or excluded from 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 Mass Actions Menu. For more information on target lists and other methods of adding accounts, please refer to the Target Lists documentation.

You can use the Select All feature in the list view when adding to a target list, which will allow you to easily select the first 1000 records in the result set. If you wish to add more than 1000 records or add a specific group of records to the target list, please use the filter option in the list view search to perform the additions in smaller batches. 

Use the following steps to add accounts to a target list via the Accounts list view:

  • Navigate to the Accounts list view by clicking the Accounts module tab.
  • Use the List View Search to find the Account records you wish to add to a target list.
  • Select the desired account records then choose "Add to Target List" from the Mass Actions menu.
    Accounts LV MassActionsMenu AddToTargetList
  • Below the search bar, locate and select the desired target list in the dropdown list or click "Create new target list" to add the accounts to a new target list. Click "Update" to add the record(s) to the target list.
    Accounts LV AddToTargetList Panel

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 open the record view, and you will see the account records within the Accounts subpanel.

Campaign Log Subpanel

The Campaign Log subpanel contains historical information regarding an account'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 Campaign Log subpanel on the account's record view. 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 to a Target List via Accounts List View section of this page. For more information on campaigns, please refer to the Campaigns documentation.

For more information on working with subpanels, please refer to the User Interface documentation.

Leads and Accounts

Once a lead has been evaluated and qualified, it can be converted into an account in addition to a contact and opportunity. Please note that Sugar automatically checks for any duplicate records in the system when converting the lead. The Convert Lead page will display any records that are detected as duplicates in a list view within the module panels (e.g. Account). You can either select the existing record or create a new record as necessary. For more information on lead conversion and creating new records, please refer to the Leads documentation.
Accounts Leads Convert Duplicate

Creating via Lead Conversion

Sugar enables you to create a new account record during the lead conversion process. For more information about lead conversion, please refer to the Leads documentation.

Use the following steps to create an account during lead conversion:

  • Navigate to a Leads record view.
  • Select "Convert" from the Actions menu or click the Unconverted button to initiate the lead conversion process.
  • If there are no duplicate records found for a module (e.g. Contacts) in lead conversion, the new record will be automatically marked for creation on the Convert Lead page and related to the lead. The panel will be collapsed as well, but you can click the header to open the panel and view the record's details.
  • If there are duplicate records found for a module (e.g. Accounts), you can either select an existing account or create a new account record if none of the suggested duplicates are valid. Click "Ignore and create new" to create a new account record.
    Accounts Leads Convert CreateNew
  • Some of the fields (e.g. address, phone, etc.) on the displayed record view will be pre-populated with the lead's values. Simply update any necessary fields then click the Create Account button.

Note: You can click "Save and Convert" at the top of the page if you wish to convert the lead at this point. However, if you wish to create or relate an opportunity record to the lead as well, please complete the Opportunity panel on the Convert Lead page before saving and converting.

Once the lead has been converted successfully, the lead's record view will display the converted contact, account, and opportunity information below the record's detail. You can click the Preview icon to the far right of each record's row to view the details of the converted account and other records.

Last modified: 2020-11-20 16:57:10