SugarCRM SupportProduct GuidesSugar Versions10.010.0 ProfessionalSugar Professional 10.0 Application GuideGetting Started

Getting Started

Overview

Sugar offers users a wide range of configuration options when getting started with the application. Your first time logging into Sugar the New User Wizard will step through configuring some basic settings (i.e. Your Information, Your Locale). You may skip these steps and configure these settings in your user preferences at a later time. Please note that system administrators can also set up each user's basic settings when creating the user in Sugar. This documentation will cover the various options (e.g. New User Wizard, User Preferences) available when first getting started with Sugar and accessing your account.

Note: For instances that use SugarIdentity, certain configuration options (e.g. editing certain user fields, changing passwords) will not be available. These differences are covered in the following sections. 

Accessing Sugar

Prerequisites

The following will need to be installed and configured on your local machine prior to accessing Sugar:

  • A supported web browser application (e.g. Chrome, Firefox) is required on your local machine. For more information on the various supported web browsers, please refer to the Supported Platforms page.
  • The web browser must have JavaScript and cookie support enabled in order to access Sugar.
  • Network access to a server running your Sugar instance is required.

Logging In

The Sugar login screen allows you to enter login credentials (user name and password) to access your instance. Navigate your web browser to your instance's URL (e.g. https://example.sugarondemand.com) to access Sugar's login screen. If you do not know your instance URL or login credentials, please reach out to your system administrator for assistance. The New User Wizard will launch upon your first successful login to Sugar allowing you to configure some of your basic personal settings.
GS LoginScreen

Note: If your instance has more active users than is allowed by your Sugar license, regular users will not be able to log in and a warning will be displayed on the screen once the user attempts to log in. Admin users will be able to log in but will be redirected to the Users module. For more information, see the Understanding User Types, License Types, and Sugar Licenses article.

Resetting Your Password

There may be occasions when users forget their Sugar password and will need to reset it. If the system administrator has enabled the Forgot Password feature via Admin > Password Management, users will have the option to request a password reset directly from Sugar's login screen. If you do not see the "Forgot Password?" link on your login screen, please reach out to your system administrator for further assistance.

System administrators can either enable the Forgot Password feature, send a system-generated password to the user, or manually change the user's password via Admin > User Management. For more information on how to set up and manage passwords in Sugar, refer to the Password Management documentation. Please note that the outbound mail server for the system must be configured via Admin > Email Settings and users will also need to have their personal email settings configured in their user preferences in order for the temporary password information to be emailed. For more information on setting up the system email settings, refer to the Email documentation in the Administration Guide.

Note: For Sugar instances that use SugarIdentity, administrators will not be able to configure the Forgot Password option, change the user's password, or manually send a system-generated password to the user.

Resetting Your Password Without SugarIdentity

The following steps cover requesting a new password to receive a temporary system-generated password for a Sugar instance that does not use SugarIdentity:

  1. Click the "Forgot Password?" link on the bottom left of Sugar's login dialog box.
    GS LoginScreen ForgotPW
  2. Enter your Sugar user name and primary email address on file, then click "Request Password". If submitted successfully, a message will appear that your request has been submitted.
    GS LoginScreen RequestPW
  3. A temporary password will be emailed to your primary email address.
    Note: If the administrator has disabled the System-Generated Passwords feature, then the password reset email will instead contain a link you can click to reset your password.  
  4. Enter the temporary password into Sugar's login screen.
    Note: Be sure to change your password once logged in by navigating to the Password tab in your user preferences. 

Resetting Your Password With SugarIdentity

Use the following steps to reset your password in a SugarIdentity-enabled instance:

  1. Click the "Forgot Password?" link on the bottom of Sugar's login dialog box.
    ChangingUsersPW IDM ForgotPW
  2. Enter your Sugar user name on file then click "Send". If successful, a message will appear confirming that the password reset email has been sent.  
    ChangingUsersPW ForgotPW Send
  3. Click the Reset Password link in the email sent to your primary email address.
  4. Enter your new password and confirmed password making sure to meet the password requirements listed on the screen. Click "Change password" then click the Log In button on the following dialog box if you wish to log in to Sugar.  
    Note: System administrators can configure the password requirements in SugarIdentity via the Cloud Settings console.
    ChangingUsersPW ResetYourPWScreen

Setting Your Language

Users have the option to choose the primary language they want to be displayed in Sugar by clicking the Language link on the bottom right of the Login screen. The Language dropdown list will appear allowing you to select the appropriate language you want to be displayed in your Sugar account. The out-of-the-box default language is English (US), but administrators can change the default language globally via Admin > Locale. For more information on configuring the default language in Sugar, please refer to the User Interface section of the System documentation. Once the default language is changed by the administrator, it will display as the default selection on the login screen for all users.

Administrators can also control what languages are available to select in the Language dropdown list via Admin > Languages. If you do not see one of the listed languages below displayed in the Language dropdown list, please reach out to your system administrator for assistance. For more information on managing languages in Sugar, please refer to the Languages section of the System documentation.
SugarLoginScreen Language

The following languages are available for use in Sugar:

Albanian Hungarian
Arabic Italian
Brazilian Portuguese Japanese
Bulgarian Korean
Catalan Latvian
Chinese (Simplified) Lithuanian
Chinese (Traditional) Norwegian
Croatian Polish
Czech Portuguese
Danish Romanian
Dutch Russian
English (UK) Serbian
English (US) Slovak
Estonian Spanish
Finnish Spanish (Latin)
French Swedish
German Thai
Greek Turkish
Hebrew Ukrainian

Logging Out

When you are done working in Sugar and wish to log out of the system, simply click your user name on the upper right of Sugar and select "Log Out". This will log you out completely from Sugar and you must log in again in order to access your account.
GS User LogOut

Automatic Log Outs

While working in Sugar, a user may be automatically logged out of the system. There are several valid and expected reasons that this may occur, primarily for security purposes. For more information and steps to troubleshoot this behavior, please refer to the Troubleshooting Sugar Logging Out Unexpectedly Knowledge Base article.

Please note that users can have multiple tabs of Sugar pages open within the same web browser (e.g. Chrome) without getting logged out of the system. For example, this is useful when working with multiple Sugar pages or records without navigating away from previous pages.

New User Wizard

When users first log in to Sugar, they will step through the New User Wizard to configure some basic settings (i.e. User Profile and User Locale Settings). If the system administrator already configured your basic settings when adding you as a user to Sugar, the fields in the wizard will be populated with the provided information. You can update your information as you go through the New User Wizard to make any necessary changes. Please note that you can skip the steps in the wizard if you wish to configure the settings via your user preferences at a later time.

Note: For instances that use SugarIdentity, the User Profile step of the User Wizard is read-only and the displayed fields (e.g. First Name, Last Name) will not be editable in your user profile as they can only be edited by administrators in SugarIdentity via the Cloud Settings console. 

Accepting Cookies

In order to log in to Sugar, you must accept the use of cookies in the application. You will only be asked to accept the first time you log in, and any time there are changes to the privacy policy. To accept, click the checkbox then click "Continue" to advance to your user profile information:
Cookies

Configuring Your Information

The User Profile step of the New User Wizard allows you to enter basic information (e.g. name, email address, phone) about yourself to be stored in your user profile. Please note that the information provided in this step can be updated in your user preferences at a later time if desired. For more information on configuring your personal information, please refer to the User Preferences section.

Note: For instances that use SugarIdentity, the User Profile step is read-only and the displayed fields (e.g. First Name, Last Name) will not be editable in your user profile as they can only be edited by administrators in SugarIdentity via the Cloud Settings console. 

The following options are available to configure your user profile:

  • First Name : Enter your first name.
  • Last Name : Enter your last name.
  • Email : Enter your primary email address.
  • Phone : Enter your office number.

Please note that all required fields will indicate "Required" in the field and must be completed prior to moving to the next step of the wizard. Once your personal information is entered, click "Next".
GS NewUserWizard UserProfile

Configuring Your Locale

The User Locale Settings step allows you to configure the date, time, and name format you want to be displayed in Sugar based on your current geographical location. Please note that the information provided on this page can be updated in your user preferences at a later time if desired.

The following options are available to configure your locale settings:

  • Time Zone : Select the time zone based on your current geographical location.
  • Date Format : Select the format you want the date stamps displayed in Sugar.
  • Time Format : Select the format you want the time stamps displayed in Sugar.
  • Name Format : Select the format you want the concatenated name fields displayed in Sugar's list view and record view.

Once your locale information is entered, click "Next".
GS NewUserWizard UserLocaleSettings

The following page will confirm that your set up is complete and that you are ready to use Sugar. You can access the various support resources (e.g. Documentation, Knowledge Base) available by clicking one of the boxes in the dialog box. Please note that you can click "Start Sugar" to go directly into your Sugar account.
GS NewUserWizard SetupComplete

Tour

You can launch the Welcome to Sugar tour on the Home page if you wish to see key features of the user interface. Simply click the Help link in Sugar's footer then click "Tour" in the help pane. The Welcome to Sugar window will appear and include links that provide access to additional resources (e.g. training, documentation). Click the appropriate link in the window to be directed to the specific page (e.g. Support page) in a separate tab. To begin the tour, simply click the Right arrow and a bubble will appear to point out the various parts of the application such as where to access the dashboard and activity stream, perform a global search, etc. You can click the Left arrow at any time during the tour to go back through the key features again. Once you have completed viewing the tour, click the Done button to exit the tour. Please note that you can launch the tour again by clicking the Tour link in Sugar's help pane at any time. For more information regarding the Tour link, please refer to the User Interface documentation. As you navigate around Sugar, you can launch the tour for any of the Sidecar modules (e.g. Accounts, Leads, Contacts) by clicking the Tour link in the help pane to view key features of the list view and record view.
GS Tour

User Preferences

There is a wide range of configuration options available to users when setting up their profiles in Sugar. The User Preferences section gives users the ability to view and update their basic information, personal email settings, etc. To access user preferences, click your user name on the upper right of Sugar and select "Profile".

Note: For instances that use SugarIdentity, certain fields (e.g. First Name, Last Name, Work Phone, Title) in the user's profile are read-only and can only be edited by administrators in SugarIdentity via the Cloud Settings console.
GS UserPref Profile

User Profile Tab

The User Profile tab displays basic information such as your name, license type, email address, etc. If the New User Wizard was completed, the information you entered will appear under the User Profile tab. For Sugar instances that use SugarIdentity, the User Profile step of the User Wizard is read-only and the displayed fields can only be edited by administrators in SugarIdentity via the Cloud Settings console.  The system administrator can also enter the user's basic information when creating the user via Admin > User Management. For more information on creating new users, please refer to the User Management documentation. Your personal information on this tab is grouped by default into the User Profile, Employee Information, and Email Settings sections. To enter or update your information, simply enter the appropriate values for the fields then click "Save" to preserve the changes.

For instances that use SugarIdentity, the following fields under the User Profile tab are read-only and can only be edited by administrators in SugarIdentity via the Cloud Settings console:

  • First Name
  • Last Name
  • Work Phone
  • Address Street
  • Address City
  • Address State
  • Address Postal Code
  • Address Country
  • Primary Email Address

User Profile

The User Profile section displays your Sugar name, user name, status, user type, avatar, and license type. Of these fields, regular users can only modify First Name, Last Name, and Avatar; the rest are set by Sugar administrators as described in the User Management documentation. Each user must have one or more Sugar products selected in their License Type fields. This field controls what functionality you may access. When working in Sugar or learning about the features available to you, view your profile to confirm your license type(s). A list of functionality available for each license type is listed in the User Management documentation.
GetStarted UserProfileTab

Employee Information

The Employee Information section displays your employee status, title, phone number, address, etc. If you completed the Your Information step of the New User Wizard, the information you entered will appear in this section. You can update your address, phone number (e.g. Work Phone, Mobile), description, IM Type (e.g. MSN, Yahoo!), and IM Name in this section accordingly. Please note that only system administrators can change your employee status, title, department, and supervisor information. For instances that use SugarIdentity, administrators will need to access SugarIdentity via the Cloud Settings console in order to update the Title and Department fields. For more information on administrator updates to the Employee Information section, please refer to the User Management documentation.
GS UserPref EEInfo

Email Settings

The Email Settings section contains your primary email address and preferred method for sending mail from Sugar.

Note: For instances that use SugarIdentity, the user's primary email address can only be edited by administrators in SugarIdentity via the Cloud Settings console.
GS UserPref EmailSettings

The Email Settings section contains two fields:

  • Email Address : Enter your primary email address.  
    • Sugar refers to the primary email address in the user's profile to send messages such as password-reset emails, record-assignment notifications, and workflow alerts to users.
    • Users can add multiple email addresses in email settings, but only one can be marked "Primary". 
    • If the administrator has enabled the system email account for users, the primary email address will be displayed when the user sends outbound emails via the system email account. 
    • Outgoing email accounts (e.g. support@example.com) that are used to send outbound email messages will get added to the Email Address field as Sugar links the user to that email address since they used it to send an email message through Sugar.  
  • Email Client : Select how you would like to send email from Sugar.
    • Sugar Email Client (most common) : To send messages through the Sugar application and automatically archive them in Sugar, you must select "Sugar Email Client" from the Email Settings section of your user profile. This is the default setting.
      • Note: To send email from Sugar, you must configure your outbound email server via Emails > Email Settings or, if using the system email account to send email, the system's outbound email server must be configured by an administrator via Admin > System Email Settings.
    • External Email Client : Users can choose this option if they would like to send email from an application outside of Sugar (e.g. Microsoft Outlook, Gmail). If you choose the External Email Client option, emails sent to contacts, leads, etc. will not be saved in Sugar as archived emails unless you use the Sugar Email Archiving service (a.k.a. "SNIP") or a Sugar connector such as the Outlook Plug-in or a third-party connector like Collabspot. 

Note: The administrator may have configured the user's email settings when adding the user to the system, but the user can always edit the options in their profile.

Password Tab

Users have the option to change their password in Sugar by navigating to the Password tab in their user preferences. You can use this option to change temporary Sugar passwords, system-generated passwords for password resets, etc. Administrators also have the ability to change or reset a user's password via Admin > User Management. For more information on how administrators can reset a user's password, please refer to the Resetting User Passwords section of the User Management documentation. Please note that passwords can be changed as often as you wish in Sugar. Updating passwords in Sugar on a regular basis is recommended for the security of your account.

Note: For Sugar instances that use Sugaridentity, the Password tab will not be available to change a user's password. Users will need to click the "Forgot Password?" link on the login screen if they wish to reset their password. 

To reset your password, enter your current password, new password, and confirmed password making sure to meet the password requirements listed on the right. Each password requirement will be checked off in the list as the new password meets the required conditions. Please note that the new password you enter must meet all the restrictions in order for the password to save. System administrators can configure the password requirements via Admin > Password Management. They can choose the minimum and maximum lengths required for the password, as well as indicate if any special characters are needed. Additional requirements such as upper case, lower case letters, and numbers can also be part of the set restriction. The password requirement set by the system administrator determines what users will need to include when creating new passwords. Although not recommended, administrators can choose to not set password requirements if they wish, which will allow users to change their passwords without any restrictions. For more information on configuring password requirements, please refer to the Password Requirements section of the Password Management documentation. Once you have entered the new password, click "Save" to preserve the change.
Sugar UserPreferences PWTab

Advanced Tab

The Advanced tab shows information specific to the user's preferences in Sugar. This information includes user settings, locale settings, PDF settings, calendar options, and layout options. Users can set up, view, or change the information under this tab based on their geographical location and personal preference.

User Settings

The User Settings section allows you to configure various settings for your account such as default team(s), reminders, notify on assignment, etc. The system administrator can configure these settings for you when adding you as a user in Sugar, but you can change these settings accordingly based on your personal needs and preference.
GettingStarted usersettings

The options available to configure in the User Settings section are as follows:

  • Export Delimiter : Specify the character used to delimit exported data from Sugar. By default, the comma is used to separate exported data in Sugar.
  • Import/Export Character Set : Select the default character set used for data import, data export, and vCard generation. By default, UTF-8 (US or Western Europe region) is selected as the import/export character set.
    • Please be sure to select the proper character set based on your locale setting in Sugar. This will make sure that the character set between Sugar and your local machine matches when you export data, import data, or generate PDFs.
  • Show Full Names : Check this box if you would like your full name (e.g. John Smith) instead of your assigned user name (e.g. jsmith) displayed in Sugar. If enabled, your full name will appear in the My Activity Stream dashlet, Assigned to fields, and on the upper right of your Sugar account.
  • Default Teams : Select the default team(s) that will be automatically assigned to new records you create in Sugar. Whenever you create a record, the team is set as your default team, similar to how the "Assigned To" field is set to you. You can have any number of default teams. When selecting a default team set, you must select one team as the primary team and, if the Administrator has enabled team-based permissions, you may optionally indicate whether the teams on each set should be automatically set to "selected" (Additional Permissions Enabled).
  • Email on Assignment : Check this box to receive an email notification when a record is assigned to you by another user. Both the outbound mail server and personal email settings must be configured in order to receive the notification. For more information on configuring the outbound mail server, please refer to the Email documentation.
  • Email on Mention : Select this option to receive an email notification every time your name is mentioned in a comment log.
  • Reminders : Mark the popup or email reminder checkbox to set default reminders for calls and meetings. Once marked, you can select the default reminder time (e.g. 10 minutes prior) to send reminders to invitees.

Layout Options

The Layout Options section allows users to select what modules they want Sugar to display or hide in the navigation bar.
GS UserPref LayoutOptions

The options available to configure in the Layout Options section are as follows:

  • Select Modules for Navigation Bar : Select which modules will be displayed or hidden in the navigation bar by using the left and right arrows to move modules between the Display and Hide Modules column. You can also designate the order of the modules displayed in the navigation bar by selecting the module in the Display Modules column and clicking the up and down arrows.
  • Field Name Placement : Choose whether field names are displayed above or beside field values in record view; by default, field names are displayed beside the field value. This option does not apply to the Record View dashlet.

Locale Settings

The Locale Settings section is where you can specify how you would like the data in Sugar displayed based on your geographical location. Please note that system administrators can set the system locale settings via Admin > Locale, which will be the default setting for all users in Sugar. But each user has the option to change the default locale settings for their Sugar account in their user preferences.
710-locale-settings

The options available to configure in the Locale Settings section are as follows:

  • Date Format : Select the format you want the date stamps displayed in Sugar.
  • Time Format : Select the format you want the time stamps displayed in Sugar.
  • Time Zone : Select the time zone based on your current geographical location.
    • Please note that if the selected time zone is different from your browser's set time zone, a warning message ("Your browser's timezone does not match your saved timezone Adjust Your Timezone.") will appear upon your next log into Sugar. You can click the link in the warning dialog box to change the time zone in your user preference accordingly.
    • Note: This Time Zone setting only applies to modules using the Legacy user interface. Modules using the Sidecar user interface will utilize the browser's time zone.
  • Name Display Format : Select the format you want the concatenated name fields displayed in Sugar's list view and record view.
  • Preferred Currency : Select the default currency you wish to use when creating new records.
  • Show Preferred Currency : Mark the checkbox to convert the base currency to user-preferred currency in list views and record views.
    Note: User-preferred currency is not used in the Quotes record view or for quoted line items. For more information, refer to the Quotes and Quoted Line Items documentation.
  • System Significant Digits : Select how many digits will appear after the decimal symbol for currencies.
  • 1000s Separator : Enter the default character used to separate numeric values in the thousands.
  • Decimal Symbol : Enter the default character used as the decimal symbol.

PDF Settings

The PDF Settings section allows users to set and change the default font settings for PDF documents generated in Sugar.

The options available to configure in the PDF Settings section are as follows:

  • Font for Header and Body : Select the font for the header and body of PDF documents when generated in Sugar.
  • Main Font Size : Enter the default font size for the PDF header when generated in Sugar.
  • Font for Footer : Select the font for the footer of the PDF document when generated in Sugar.
  • Data Font Size : Enter the default font size for the PDF body when generated in Sugar.

Sugar UserPreferences AdvancedTab PDFSettings

Calendar Options

Sugar calendars can be shared and viewed with various iCal compatible calendar applications such as Apple Calendar, Google Calendar, Yahoo! Calendar, Mozilla Thunderbird, etc. The calendars are viewable as read-only in the external calendar applications and any edits to existing calendar events (e.g. meetings, calls) can only be done in Sugar. The Calendar Options section allows users to generate a unique publish key to sync their Sugar calendar to external calendar application(s). The publish key is a security feature as it prevents other users from viewing your calendar unless they have this information. The user must have your publish key information to view your Sugar calendar via the external calendar application.

  • Publish Key : The publish key is used to uniquely identify a user's calendar and sync Sugar's calendar to external calendar applications (e.g. Google Calendar, Apple Calendar). A system-generated alphanumeric value (e.g. 948fc65a-9c89-a11f-b40c-5) is displayed by default, but users can change this key (e.g. mysecretkey) to whatever they wish. The Publish at my location site, Search location, and iCal Subscription URL all reflect the publish key within the URL.
  • Publish at my location : Use this URL to sync free/busy information for meetings from Microsoft Outlook to Sugar. This is helpful when scheduling meetings in Sugar as you can view the user's free/busy information to avoid scheduling conflicts.
  • Search location : Use this URL to sync free/busy information for meetings from Microsoft Outlook to Sugar. This is helpful when scheduling meetings in Sugar as you can view the user's free/busy information to avoid scheduling conflicts.
  • iCal Subscription URL : Use this URL to integrate the external calendar application with your Sugar calendar.
  • First Day of Week : Select the first day of the week that will display in Week, Month, and Year views when viewing your Sugar calendar. This setting also applies to calendar pickers which display when users are setting a value for a date field (e.g. Expected Close Date).

Use the following steps to integrate the external calendar application with your Sugar calendar:

  1. Navigate to the Advanced tab in your user profile and scroll down to the Calendar Options section.
    iCal PublishKey3
  2. Copy the iCal Subscription URL then paste the value into your iCal compatible calendar application.
    • For Apple Calendar:
      • Click "File" then select "New Calendar Subscription".
        newcalendarsub
      • Enter the iCal Subscription URL and click "Subscribe".
        iCal_SubscribeButton
    • For Google Calendar (https://www.google.com/calendar):
      • Click "Other Calendars" then select "Add by URL". 
        Google_Calendar
      • Enter the iCal Subscription URL and click "Add Calendar".
        Google_Calendar_Add

Use the following steps to sync the free/busy information from the Sugar calendar to Microsoft Outlook:

  1. Navigate to the Advanced tab in your user preferences and scroll to the Calendar Options section.
  2. Copy the Search location URL.
  3. In Outlook, go to File > Options > Calendar > Free/Busy Options.
  4. In the Internet Free/Busy section, paste the Search location URL into the corresponding box.

Please note that the settings must be configured on each user's computer. Once configured, the invitee shows as busy for any time currently scheduled in Sugar if the user's email address in Sugar matches the invitee email address in Outlook. 

For help troubleshooting or displaying your Sugar calendar in an external application, refer to the Troubleshooting Viewing Sugar Calendar in Google Calendar and Troubleshooting Feed Refresh in External Calendars articles. 

External Accounts Tab

The External Accounts tab allows users to connect to external applications (e.g. Google, GoToMeeting, WebEx) from Sugar. Please note that you must have an existing account with the external application prior to connecting in Sugar.

Connecting to your Google account enables you to upload and access documents stored in Google Drive™ from the Documents module. In addition, you can upload and view Sugar documents via Google Drive. For more information on how to upload and view external source documents, please refer to the Documents documentation.

If you connect to your GoToMeeting and WebEx accounts, you will be able to schedule meetings in Sugar to be hosted by one of these applications. Please note that you must indicate the specific meeting type (e.g. Sugar, GoToMeeting, WebEx) when creating the meeting in Sugar. For more information on scheduling meetings, please refer to the Creating Records section of the User Interface documentation.

The following steps cover connecting to the Google application as an example:

  1. Click the External Accounts tab in your user preferences then click "Create".
    Sugar UserPreferences ExternalAccountsTab
  2. Select "Google" in the Application field then click the Connect button.
    • Note: If the Google option is not available to select in the Application field, the Google connector may not have been configured properly via Admin > Connectors. Please reach out to your Sugar administrator to have the Google connector configured. For more information on configuring connectors, please refer to the System documentation in the Administration Guide.
    ExternalAccounts Google Connect
  3. After clicking "Connect", a pop-up window will appear. Click "Allow" to grant permission for the connection to occur.
    • Google's login screen may appear inside the pop-up if you are not already logged in to your Google account in the active browser window. Simply enter your credentials then click "Allow" in the next window.
    • Note: Your browser's pop-up blocker must be disabled to ensure that the Google account connects successfully to Sugar.
    GoogleApplication PopupWindow Allow New

The Google application is now connected to your Sugar account and will appear under the External Accounts tab. Please note that for Google, GoToMeeting, and WebEx, you can only be connected to one account per application in Sugar.

Access Tab

Users can view their access information (e.g. Access table, Roles, My Teams) via the Access tab in the detail view of their profile. System administrators can assign users to various teams and roles depending on what each user is allowed access to in Sugar. You will be able to view the team(s) and role(s) assigned to you via the Roles and My Teams section in the Access tab.

Access Table

The Access table summarizes the set of permissions assigned to the user and allows them to view the type of access they have along with the actions (e.g. View, Edit, Delete) they can perform in Sugar. Only system administrators have the ability to create roles and assign them to users. Users who are assigned to the role will only be able to perform actions defined by it. Please note that users with more than one role assigned will have the more restrictive role setting prevail on the access table. For example, if one role allows the user to delete records in the Contacts module, but the other role does not allow record deletion, the user will not be able to delete records in the Contacts module. The table will list the modules in rows on the far left with column headers representing the type of action (e.g. Delete, Edit, Export) users can perform in each module. For more information on the Access table column headers, please refer to the Setting Module-Level Permissions section in the Role Management documentation.

The following setting options are available for the Access column on the table:

  • Enabled : The user is allowed access to this module.
  • Not Set : Does not restrict or grant access to this module, defaults to having "Enabled" access when selected.
  • Disabled : The user will not be able to access this module, view any of its records, or see any trace of its existence in Sugar.

The following setting options are available for the Access Type column on the table:

  • Normal : The user will be able to perform standard functions in this module barring restrictions from other roles or team settings. The user will not have any type of access to the Admin menu for this module.
  • Not Set : Does not restrict or grant additional access to this module, defaults to having "Normal" access when selected.
  • Admin : The user will supersede any team restrictions for this module and be able to view all records.
    • Note: User does not get access to developer tools such as Studio and Workflow Management.
  • Developer : The user will be given access to the module-specific sections of Studio, Workflow Management, Dropdown Editor and any other necessary menus in Admin that are specific to the module.
    For more information on developer tools, please refer to the Developer Tools documentation.
  • Admin & Developer : The user will be given the rights defined with the Admin and Developer role settings.

The following setting options are available for the actions (e.g. Edit, Delete, Export) on the table:

  • All : The user will be able to perform this action on any and all records that can be accessed.
  • Owner : The user will only be able to perform this action where the Assigned To field is set to be this user.
  • Not Set : Does not restrict or grant access to this function and actions default to having "All" access when selected.
  • None : The user is not able to perform this action while using this module.

Sugar UserPreferences AccessTab RoleTable

Roles

Sugar Roles define permissions for users such as what kinds of records they can access and what level of access they are allowed. Roles work in conjunction with teams to form a robust security model for non-admin users in Sugar. Roles control three different layers of access for users within Sugar: module, field, and action-level access. Please note that only users who are assigned to the specific role will be able to perform actions (e.g. view, edit, delete) defined by it. For more information on the various actions and setting options for roles, please refer to the Access Table section. Users who are not assigned to a role can access and perform actions in any module as long as they are assigned to the record or a member of the team assigned to manage it. System administrators have the ability to create various roles and assign additional roles to users via Admin > Role Management. For more information on creating and assigning roles, please refer to the Role Management documentation.

The Roles section displays the list of roles (if any) assigned to the user. Please note that if you are assigned to more than one role, the more restrictive role setting prevails. For example, if you have two roles where one role allows exporting of records in the Leads module and the other does not, then you will not be able to export lead records due to the more restrictive role setting.
Sugar UserPreferences AccessTab Roles

My Teams

Teams consist of one or more users who are assigned to manage records in Sugar. The defined permissions determine what records a user is and is not able to access. Teams are used in conjunction with roles to form a robust security model for non-admin users in Sugar. The My Teams section displays the list of teams a user is associated with, which determines what records the user has access to in Sugar. Please note that every record is assigned to at least one team, but can be assigned to multiple teams as well if different users need access to it. The default team(s) set in the User Settings section under the Advanced tab will automatically be assigned to new records created by the user. Users assigned to the record, as well as system administrators can access the record regardless of team membership. When a user is created in Sugar, they are automatically associated with the Global team (universal team) and a Private team (users own personal team) is created by default. System administrators can assign users to additional teams via Admin > User Management or Admin > Team Management as necessary. For more information on teams as well as creating and assigning teams, please refer to the Team Management documentation.
Sugar UserPreferences AccessTab MyTeams

Downloads Tab

The Downloads tab contains the download files for the Sugar Plug-ins for Microsoft Office (Sugar Plug-in for Outlook, Sugar Plug-in for Word, and Sugar Plug-in for Excel) and Sugar Plug-in for IBM Notes. The Outlook plug-in allows you to archive emails to Sugar, synchronize contacts, meetings, and tasks, as well as create new Sugar records. The Word plug-in enables you to merge data, such as names and addresses in Sugar to perform mail merges. The Excel plug-in enables you to create, delete, update, or view data that is in your Sugar application. These plug-ins are available with all Sugar products and must be installed on each Windows computer running the Microsoft Office application where the plug-in is desired. The IBM Notes plug-in (i.e. Sugar Plug-in for Lotus Notes) allows you to integrate with Sugar by synchronizing meetings, tasks, and contacts, as well as archiving emails to records in your instance. Please note that support for the Sugar Plug-in for IBM Notes has ended as of August 30, 2020. For more information, refer to this SugarClub post.

To download the plug-in(s), click the appropriate file that corresponds with your version and bitrate of Microsoft Office Outlook, Word, or Excel. Please be sure to check for the correct version and bitrate of your Microsoft Office application in order to download the correct file for installation. For IBM Notes plug-in, the latest version will be available for installation in the Downloads tab. For more information on downloading and installing the Sugar plug-ins, refer to the appropriate Plug-ins documentation.
Sugar DownloadsTab 10.x

User Holidays

The User Holidays subpanel appears in the detail view (e.g. User Profile tab, Advanced tab) of the user's profile. Administrators can record the days that users will not be working so that the time off is considered when calculating project timelines in the Projects module. To add a holiday, click the Create button and enter the date of the holiday along with a description and then click "Save". Users will be able to select the scheduled holiday(s) via the Project Holidays subpanel in Projects-related modules. For more information on creating and managing projects, please refer to the Projects documentation. 
Sugar UserPreferences AccessTab UserHolidays Create

Resetting a User's Preferences

Users can reset their user preferences back to the default out-of-the-box settings, which will revert all changes made to the user preferences section (e.g. User Profile, User Settings, Locale Settings). To reset your user preference, click the Reset User Preferences button at the top of your profile in edit view or click the Actions menu then select "Reset User Preferences" in detail view.

From edit view:
GS UserPref ResetUserPreferences 

From detail view:
Sugar UserPreferences ActionsMenu ResetUserPreferences

Accessing Support

The SugarCRM Support page provides access to various Sugar Support resources such as the case portal, documentation, knowledge base, etc. Users can easily access the support page by clicking the Documentation & Support link in Sugar's help pane. To access Sugar's Support page outside of your instance, go directly to the SugarCRM Support site on your web browser.
GS UserPref Help Doc&Support

The Get Started section of the Support page provides users, administrators, and developers with the appropriate resources to get them started in configuring, customizing, and utilizing the application. The Documentation and Knowledge Base sections provide access to Sugar's self-help area where you can learn how to use various parts of the application via online documentation and knowledge base articles. The Knowledge Base provides articles based on specific topics and areas of Sugar while the Documentation goes over the entire Sugar application in detail.

The Resources section provides key information such as supported versions and platforms to ensure you are running Sugar in the best performing environment, customer resources to help you manage your Sugar subscription, view/download purchased orders, and access the bug and case portal. In addition, it provides guidelines for deploying Sugar on-site and requirements for setting up development environments.

The Training section directs you to the Sugar University page where you can find a variety of training options to help end users, administrators, and developers. You can find self-paced videos or e-courses, live training and webinars, personalized training, and pursue Sugar certification. The Community section navigates you to the SugarCRM community page where you can collaborate with other users, Sugar partners, and Sugar employees to answer questions, participate in discussions, solve problems, etc.

Viewing Instance Information

Users can find information regarding their version and build of Sugar by clicking their user name on the upper right of Sugar and selecting "About". For example, this will be useful if you need to confirm the current product and version of your instance.
GS About 

Last modified: 2020-11-20 22:02:16