SugarCRM SupportProduct GuidesSugar Versions11.1 Sugar11.1 Sugar ServeSugar Serve 11.1 Application GuidePurchases and Purchased Line Items
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Purchases and Purchased Line Items

Overview

Sugar's Purchases and Purchased Line Items modules consist of purchase records and purchased line item records, respectively, that represent the products or services you sell to clients. The data in these modules provide a historically accurate and time-aware picture of the status and worth of your accounts.

There are various ways you can create purchases and purchased line items in Sugar. As a Sugar Sell user, purchases and purchased line items can be automatically generated when working with the Opportunities and Revenue Line Items modules. As a Sugar Serve or Sell user, purchases and purchased line items can be manually created within the modules and leveraged from within the account record view to provide information on the product(s) you support. This documentation covers the basics of the Purchases and Purchased Line Items modules as well as the various options available in performing actions related to the modules.

For instructions concerning views and actions which are common across most Sugar modules, such as creating, editing, and deleting purchase records, please refer to the Working With Sugar Modules section of this page.

Please note that you will only be able to see purchase and purchased line item records as allowed by your license type, team membershipassigned roles, and user access type. For more information, please refer to the referenced documentation in the Administration Guide.

Purchases and Purchased Line Items

Sugar's Purchases and Purchased Line Items modules are designed to give you an accurate and succinct picture of what, how much, and when your accounts have purchased from you. Each purchase record acts as a bucket, with each bucket representing a single product or service that an account has purchased. The purchased line item records that fill each bucket represent every time the account has purchased that particular product or service. As a Sugar Sell or Serve user, purchases and purchased line items may be created manually. Additionally, as a Sugar Sell user on a Sugar instance using the Opportunities with Revenue Line Items model, records that meet certain criteria can trigger the automatic generation of purchase and purchased line item records.

Ultimately, the purchase and purchased line item records will provide:

  • Revenue accuracy, either manually or with your ERP sync, without corrupting historical opportunity data
  • A flexible anchor point for license keys, contractual details, and other information needed post-sale
  • Building blocks for a time-aware analysis of customer worth and product performance
  • Historically accurate product or service details, per account, for customer support to reference

Purchased Line Items Subpanel

The Purchased Line Items subpanel is accessible within the Purchase record view and contains every record of sale in relation to the account and the product or service. Every purchase should have one or more related purchased line items, and each purchased line item must belong to a purchase.

Note: The related purchased line items in the subpanel determine the value for certain Purchase fields (e.g. Start Date, End Date, etc.). For more information please refer to the Rules of Inheritance section of this document.

Purchase Fields

The Purchases 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 following definitions are suggested meanings for the fields, but some fields can be leveraged differently to meet your organization's needs. Users with administrator or developer access have the ability to alter, add, or remove some fields via Admin > Studio. For more information on configuring fields, please refer to the Studio documentation in the Administration Guide.

Fields identified as Inherited in the following table may have inherited values. For more information, please refer to the Purchase Fields: Rules of Inheritance section of this page. 

Field Name Description Inherited Calculated
Account Name The account to which the purchase belongs  
Assigned to The Sugar user assigned to the purchase  
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.    
Date Created The date the purchase record was created in Sugar    
Date Modified The date the purchase record was last modified in Sugar    
Description A description or other information about the purchase    
End Date The date the purchase activity ends
Integration Sync ID The sync key field used by external integrations to identify Sugar records in the external application. See the Integrate REST API endpoints in the Developer Guide for more details on how to use this field.    
Product The product associated with the purchase record  
Product Category The product category associated with the purchase record  
Product Type The product type associated with the purchase record  
Purchased Line Item Count A calculated field that represents the number of purchased line item records related to the purchase
Note: This field is not on the layout by default.
 
Renewable Indicates if the purchase can be renewed  
Service Indicates if the purchase is considered a service  
Start Date The date the purchase activity starts
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 purchase record  
Total Revenue A calculated field that represents the combined total of all related purchased line items' Calculated Revenue fields  
Total Quantity A calculated field that represents the combined total of all related purchased line items' Quantity field  

Purchase Fields: Rules of Inheritance

When a purchase record is initially created automatically, the following fields inherit from the revenue line item:

  • Purchase Name
  • Account Name
  • Assigned to
  • Teams
  • Start Date (subsequent updates will be inherited from the purchased line item)
    • For services: Earliest "Start Date" of the purchased line items
    • For non-services: Earliest "Close Date" of the purchased line items
  • End Date (subsequent updates will be inherited from the purchased line item)
    • For services: Latest "End Date" of the purchased line items
    • For non-services: Latest "Close Date" of the purchased line items
  • Product
  • Product Category
  • Product Type
  • Renewable 
  • Service

Note: If a purchase record is automatically created based on an opportunity with two or more revenue line items with the same product, the fields will inherit from the revenue line item with the earliest "Date Created" value.

When a purchase is created manually, the following fields inherit from its product, if any, and its purchased line items:

  • Start Date :
    • For services: Earliest "Start Date" of the purchased line items
    • For non-services: Earliest "Close Date" of the purchased line items
  • End Date :
    • For services: Latest "End Date" of the purchased line items
    • For non-services: Latest "Close Date" of the purchased line items
  • Product Category: Inherits from the purchase's product, if any, and becomes read-only
  • Product Type: Inherits from the purchase's product, if any, and becomes read-only
  • Renewable: Inherits from the purchase's product, if any
  • Service: Inherits from the purchase's product, if any, and becomes read-only

Purchased Line Item Fields

The Purchased Line Items 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 following definitions are suggested meanings for the fields, but some fields can be leveraged differently to meet your organization's needs. Users with administrator or developer access have the ability to alter, add, or remove some fields via Admin > Studio. For more information on configuring fields, please refer to the Studio documentation in the Administration Guide.

Fields identified as Inherited in the following table may have inherited values. For more information, please refer to the Purchased Line Item Fields: Rules of Inheritance section of this page. For more information on calculated fields, please refer to the Calculated Purchase Line Item Fields section of this page.

Field Name Description Inherited Calculated
Account The account to which the purchased line item belongs  
Annual Revenue A calculated field which represents a 1 year's worth of revenue  
Assigned to The Sugar user assigned to the purchased line item record  
Calculated Revenue A calculated field that reflects the worth of the purchased line item
Close Date The date the sale occurred  
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.    
Date Created The date the purchased line item record was created in Sugar    
Date Modified The date the purchased line item record was last modified in Sugar    
Description A description or other information about the purchased line item record    
Discount The amount or percentage that the total cost is reduced by  
End Date The date the service activity ends  
Integration Sync ID The sync key field used by external integrations to identify Sugar records in the external application. See the Integrate REST API endpoints in the Developer Guide for more details on how to use this field.    
Parent Revenue Line Item The revenue line item that generated the purchased line item record  
Product The product associated with the purchased line item record  
Purchase The purchase record associated with the purchased line item record  
Quantity The number of products the customer is purchasing  
Renewable Indicates if the purchased line item record can be renewed  
Renewal

A read-only checkbox indicating the record is a renewal. In Sugar Sell, this field is automatically set during renewal generation when a renewable service line item is "Closed Won".

 

Renewal Opportunity

The related renewal opportunity; automatically set during pipeline automation and purchase generation of a product marked as renewable service.

Note: This field's value is only visible to Sugar Sell users; when this field appears on layouts, users without a supported license type will see a placeholder containing the text "License Required" instead of the field's value. See the User Management page for more details on license types.

   
Revenue The actual amount received for the purchase    
Service Indicates if the purchased line item record is considered a service  
Service Duration The length of time of the service  
Start Date

The date the purchase activity starts.

 

Status An indication if the purchased line item is a past, active, or future purchase or service.
NoteProcess Time-Aware Schedules must be active and cron must be enabled in your Sugar instance to trigger the automatic update of records. All production instances hosted on SugarCloud servers have cron enabled by default. For more information, refer to the Introduction to Cron Jobs help article.
 
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 purchased line item record  
Unit Price The amount per unit the product costs  

Purchased Line Item Fields: Rules of Inheritance

When a purchased line item record is created automatically, the following fields inherit from the related revenue line item:

  • Purchased Line Item Name
  • Account
  • Assigned to
  • Teams
  • Parent Revenue Line Item
  • Close Date
  • Start date
    • For services: Start Date of the revenue line item
    • For non-services: Close Date of the revenue line item
  • End Date
    • For services: End Date of the revenue line item
    • For non-services: Close Date of the revenue line item
  • Product
  • Renewable
  • Renewal
  • Service
  • Service Duration
  • Discount
  • Unit Price
  • Quantity
  • Calculated Revenue
  • Purchase

Note: When created automatically, the Purchase field is populated based on the appropriate Account and Product that is associated with the "Closed Won" revenue line item.

When the purchased line item is created manually, it must be associated with a purchase record. Once selected, the following fields inherit from the purchase:

  • Account: Inherits from the Account Name on the purchase record
  • Purchased Line Item Name: Inherits from the product, if one is selected from the Product Catalog on the purchase record
  • Product: Inherits if a product is chosen from the Product Catalog on the purchase record 
  • Service Duration: Inherits from the product, if a product is chosen from the Product Catalog on the purchase record 
  • Unit Price: Inherits from the product, if a product is chosen from the Product Catalog on the purchase record 
  • Renewable: Inherits from the purchase record
  • Service: Inherits from the purchase record

Calculated Purchased Line Item Fields

The Calculated Revenue, Annual Revenue, and Status fields on the purchased line item record are read-only, calculated fields. The table and sections below illustrate how these calculated fields use various other field values to generate their results.

Purchased Line Item Quantity Unit Price Discount Service Duration Start Date End Date Calculated Revenue Annual Revenue Status
Purchased Line Item A 100 $75.00 5% 2 year 1/1/2019 12/31/2021 $7,125.00 $3,562.50 Active
Purchased Line Item B 50 $250.00 $500.00 6 months 7/1/2018 12/31/2018 $12,000.00 $24,000.00 Past
Calculated Revenue

The Calculated Revenue field is equal to the quantity value multiplied by the unit price multiplied by the service duration less the discount. Service line items that are related to a product catalog record will calculate the service duration amount to be used in the formula by dividing the line item duration by the default product catalog record's duration. For example, a customer is purchasing a service for one year instead of the default three-year duration. Depending on which discount type is selected (e.g. % Percent or $ US Dollars), the following calculations occur: 

Non-service line items or service line items not related to a product catalog record:

  • Calculated Revenue = (Quantity x Unit Price) x (1 - % Discount)
  • Calculated Revenue = (Quantity x Unit Price) - $ Discount

Service line items related to a product catalog record:

  • Calculated Revenue = (Quantity x Unit Price x (Line Item Duration / Default Duration)) x (1 - % Discount)
  • Calculated Revenue = (Quantity x Unit Price x (Line Item Duration / Default Duration)) - $ Discount

Note: For more information on using different currencies within Sugar, please refer to the System documentation in the Administration Guide.

Annual Revenue

When the purchase is a service, the Annual Revenue is equal to the Calculated Revenue divided by the Service Duration, multiplied by the time period. Depending on the time period selected (e.g. Year(s), Month(s), or Day(s)) the following calculations occur:

  • Annual Revenue = Calculated Revenue / Service Duration (# years)
  • Annual Revenue = Calculated Revenue / Service Duration (# months) x 12
  • Annual Revenue = Calculated Revenue / Service Duration (# days) x 365

When the purchase is not a service, the Annual Revenue field is equal to the Calculated Revenue amount.

Status

The Status field calculates its value (Past, Active, or Future) using the current date compared to the Start and End date values.

When a purchase is not a service, two options exist and are calculated with ifElse sugar logic:

  • Past: If today's date is on or after the Start Date/End Date then the status is "Past".
  • Future: If today's date is before the Start Date/End Date then the status is "Future".

A third option exists for service line items:

  • Active: If today's date is equal to the Start Date, End Date, or falls between the two dates, then the status is "Active".

Creating Purchases and Purchased Line Items

There are various ways you can create purchases and purchased line items in Sugar. As a Sugar Sell user, purchases and purchased line items can be automatically generated when working with the Opportunities and Revenue Line Items modules. As a Sugar Serve user, purchases and purchased line items can be manually created within the modules and leveraged from within the Accounts record view to provide information on the product(s) they have purchased. For more information on manually creating records in Sugar, refer to the User Interface documentation.

The following sections cover in detail how purchases and purchased line items can be automatically generated by Sugar Sell users, manually created by Sugar Serve or Sugar Sell users, or imported.

Automatically Generating Purchases and Purchased Line Items

The Opportunities and Revenue Line Items modules provide robust support for the motions of selling and provide a historically accurate picture of the sales stages in the customer lifecycle. The Purchases and Purchased Line Items modules pick up where others leave off in order to support the crucial downstream operations of order processing, support, renewal, and analytics. The Opportunities/Revenue Line Items and Purchases/Purchased Line Items modules work together to bridge that gap, creating a flow from managing the items you intend to sell your customers to creating and maintaining a home for the products or services that have reached the "Closed Won" stage of the sales cycle.

Criteria for Automatic Generation

Purchases and purchased line items are automatically created when an opportunity's Sales Stage changes to "Closed Won"; however, the automatic generation only occurs for revenue line items that meet the following criteria:

  • The revenue line item's Sales Stage is "Closed Won"
  • The revenue line item's Generate Purchase dropdown is "Yes"

In addition, cron must be enabled in your Sugar instance to trigger the automatic generation of records. All production Sugar Sell instances, which are hosted on SugarCloud servers, have cron enabled by default. For more information, refer to the Introduction to Cron Jobs Help Article.

Note: The Generate Purchase field has a default value of "Yes" and is not available on the revenue line item record view by default. An admin user may choose to add the field to the layout and can do so from Studio.

Automatic Generation Process

The following flowchart illustrates the steps that occur automatically when an opportunity's Sales Stage changes to "Closed Won". Purchase data is only generated for revenue line items that meet the Criteria for Automatic Generation.
flowchart

The following Entity Relationship Diagram illustrates how two "Closed Won" opportunities with revenue line items for an account will relate to the purchases and purchased line item records.
erd

The following example illustrates what occurs when an opportunity with revenue line items reaches a "Closed Won" stage and the products or services associated with the line items have never been sold to the account before. In other words, we are following the above workflow when the answer to the decision element is "No".

First, the sales stage of an opportunity with at least one revenue line item changes to "Closed Won". We are assuming the Generate Purchase checkbox, hidden from view by default, is "Yes".
purchasesopprli2

Then, from the two "Closed Won" revenue line items, two new purchase records are created, one for each product. In this example, the two products are "Twila Gadget" and "24 month Service". In addition, purchased line items are created for each purchase.
purchaserecord

Note: Default layouts have been modified for this example to show relevant information in a more compact and reader-friendly way.

Manually Creating Purchases and Purchased Line Items

As a Sugar Sell or Serve user, purchases and purchased line items can be manually created within the Purchases module, Purchased Line Items module, or Purchased Line Items subpanel. Because a purchased line item must be related to a purchase, you will need to create the purchase record first. The records can be leveraged from within the Accounts record view to provide information on the product(s) they have purchased. The following steps outline an example of how to create a purchase and related purchased line item records manually:

  1. Click "Create Purchase" from the Purchases Module Tab Menu and fill in values for the purchase. Some fields may inherit values based on your input. Click "Save" to create the purchase.
    createpurchase
  2. Click the Plus button within the Purchased Line Items subpanel of the newly created purchase record to open the create drawer:
    plisubpanel
  3. Fill in your desired values. Some fields may inherit values based on your purchase record. Click "Save":
    createpli

After saving, the Start Date and End Date fields will be populated based on the values in the related purchased line item record(s):
purchpli

Importing Purchases and Purchased Line Items

The import function allows you to insert multiple purchase records into Sugar using a .csv file instead of creating them one-by-one. When you are importing purchases and purchased line items, please be sure to import your purchases first, followed by your purchased line items. Each purchased line item row must include its parent purchase's ID as well as values for its amount fields (i.e. Unit Price, Revenue). For more information on importing, please refer to the Import documentation.

Accounts, Purchases, and Purchased Line Items

When working with account records in Sugar, you can see related purchases in the Purchases subpanel, the Purchased Line Items subpanel, the Active Subscriptions dashlet, and the Purchase History dashlet.

Purchases Subpanel

The Purchases subpanel is accessible within the Account record view and contains every product or service the account has purchased from your organization.

Purchased Line Items Subpanel

The Purchased Line Items subpanel is accessible within the Account record view and contains every individual record of the products or services the account has purchased from your organization.

Active Subscriptions Dashlet

The Active Subscriptions dashlet is available to add to the Case Detail drawer in the Service Console and to the record view dashboard of any module, custom or stock, that has one of the following:

  • A one-to-one or many-to-one relationship to the Accounts module
  • A relate field targeting the Accounts module

The dashlet shows a list of all of the current account's purchases that are marked "Service", have a start date in the past, and an end date in the future. The dashlet shows each purchase's name, quantity of units, and calculated revenue line item amount next to "Total". A simple bar chart visualizes the time elapsed and time remaining for the subscription, which you can explicitly view by hovering your mouse over the bar. For more information, please review the Dashboards and Dashlets section of the User Interface documentation.
RC-active-subscriptions

Purchase History Dashlet

The Purchase History dashlet is available to add to the Case Detail drawer in the Service Console and to the record view dashboard of any module, custom or stock, that has one of the following:

  • A one-to-one or many-to-one relationship to the Accounts module
  • A relate field targeting the Accounts module

The dashlet shows a list of all the current account's purchases regardless of the start or end date of the purchase record. The dashlet shows each purchase's name, date range, quantity, and total. For more information, please review the Dashboards and Dashlets documentation.

Opportunities, Purchases, and Purchased Line Items

Sugar's Opportunities module allows you to track individual sales and their line items from start to finish. The opportunity record reflects the amount and expected close date of its revenue line items and usually progresses through the same sales stages until it is marked either "Closed Won" or "Closed Lost". When an opportunity reaches a sales stage of "Closed Won" and its related revenue line items meet the necessary criteria, this will trigger the automatic generation of purchase and purchased line item records. 

Revenue Line Items, Purchases, and Purchased Line Items

Sugar's Revenue Line Items module consists of individual line items of potential business that are included on an opportunity record and tracked through the sales lifecycle. Each revenue line item is the prospective sale of a particular product and includes relevant sale data. Each revenue line item will typically progress through several sales stages until it is marked either "Closed Won" or "Closed Lost". This allows for greater granularity when working with opportunities and forecasting since each line item within an opportunity can have its own sales stage and may be related to different products from your Product Catalog. When a revenue line item record meets the necessary criteria, this will trigger the automatic generation of purchase and purchased line item records.

 

Emails and Purchases

Purchases may be related to emails by being selected in the email's Related To field. These relationships allow the purchase to display all relevant email correspondence in the Emails subpanel and History dashlet on a purchase's record view. A purchase's Emails subpanel and History dashlet may also display emails belonging to the contacts related to the purchase. 

Emails Subpanel

The Emails subpanel in the Purchases module displays emails that are associated with the purchase record in a variety of ways:

  • Related to the purchase: If the purchase is selected in the email's Related To field, the email and purchase are explicitly related, and the email will appear in the purchase's Emails subpanel and History dashlet. Instructions for using this flex relate field are available in the Emails documentation.
  • Related to the purchase's related contacts: If the email is related, either explicitly or implicitly, to a contact record that is related to the purchase, the email will appear in the purchase's Emails subpanel and History dashlet.
    • Note: Administrators can enable or disable a purchase from displaying related contact's emails via Admin > Related Contacts Emails. For more information, please refer to the Email documentation in the Administration Guide.

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

Working With Sugar Modules

The Purchases and Purchased Line Items modules use Sugar's Sidecar user interface. The following sections detail menus, views, and actions common to sidecar modules and contain links to additional information within the page or links to the User Interface documentation.

Purchases and Purchased Line Item Menus

The Purchases and Purchased Line Items modules contain various options and functionality that are available via menus in the module tab, list view, and record view. The following sections present each menu type, using the Purchases module as an example, and its options with links to more information about each option in the User Interface documentation.

Module Tab Menu

The module tab is typically located on the navigation bar at the top of any Sugar screen. Click the tab to access the module list view. You may also click the triangle in the module tab to display the Actions, Recently Viewed, and Favorites menus. The Actions menu displays options for creating and viewing records. The Recently Viewed menu displays the list of records you last visited. The Favorites menu displays the list of records you most recently marked as favorites.
Purchasesmodulemenu

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

Menu Item Description
Create Purchase Opens the record view layout to create a new purchase
View Purchases Opens the list view layout to search and display purchases
View Purchases Reports Directs you to the Reports list view filtered to display only reports based on the Purchases module

For more information on module tab menus including reasons a module may not be included in the menu, see the User Interface documentation.

List View Menus

The Purchases list view displays all purchase records and allows for searching and filtering to locate specific purchases. You can view the basic details of each record within the field columns of the list view or click on a purchase'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 purchase records or click the checkbox in the list header to select all records displayed on the current set of list view results.
711-mass-actions

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

Menu Item Description
Mass Update Mass update one or more purchases at a time
Delete Delete one or more purchases at a time
Export Export one or more purchases 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 a purchase directly from the list view.
purchaseslistviewmenu

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

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

Record View Actions Menu

The Purchases record view displays a single purchase in full detail including its fields and subpanels of related records. To access a purchase's record view, simply click a hyperlinked purchase 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.
purchaseupdate

The Actions menu allows you to perform the following operations:

Menu Item Description
Edit Edit this purchase
Share Share a link to this purchase via email
Download PDF Download the purchase to your computer as a PDF file
Note: Clicking on this menu item will expand and contract the menu to reveal or hide the available PDF templates.
Email PDF Send an email with a PDF copy of the purchase as an attachment.
Note: Clicking on this menu item will expand and contract the menu to reveal or hide the available PDF templates. To send emails through Sugar, users must first configure a default user email account via Emails > Email Settings
Find Duplicates Locate potential duplicates of this purchase
Copy Duplicate this purchase to create a new purchase record
Note: The original purchase's product, comments, and related account will carry over to the new purchase.
Historical Summary View a historical summary of activities (e.g. calls, meetings, etc.) related to this purchase
View Audit Log View a record of changes to this purchase
Delete Delete this purchase

Common Views and Actions

The following links will open specific sections of the User Interface documentation where you can read about views and actions that are common across most Sidecar modules.

Content Link Description

Creating Records
    Basic Record Creation
    Creating via Subpanels
    Creating via Duplication
    Importing Records

The Creating Records section covers the various methods of creating new records, including via the Create button in the module, via the subpanel on related module records, duplication of an existing record, and importing a list of records into Sugar using a .csv spreadsheet.
Viewing Records
    Viewing via List View
    Viewing via Record View
    Viewing via Recently Viewed
    Viewing via Preview
    Viewing via Reports
The Viewing Records section describes the various methods of viewing records, including via the list view and record view, the Recently Viewed menu in the module tab, previewing records in the right-hand side panel, and reports displaying the record's data.
Searching for Records
    Global Search
    List View Search
        Creating a Filter
        Saving a Filter
The Searching for Records section provides an introduction to the two searching methods for locating Sugar records: global search, which searches across all Sugar modules, and list view search, which searches and filters within the module.
List View
    Total Record Count
    Create Button
    List View Search
    Checkbox Selection
    Mass Actions Menu
    Favorite Designation
    Column Reordering
    Column Resizing
    Column Sorting
    Column Selection
    Preview
    Record Actions Menu
    More Records
    Activity Stream
    Dashboards
The List View section walks through the many elements of the List View layout, which contains a filterable list of all records in the current module. While the generic menu options are described in the User Interface sections linked to the left, the options specifically available in the list view are described in the List View Mass Actions Menu and List View Record Actions Menu sections of this page. 
Record View
    Favorite Designation
    Following Designation
    Next or Previous Record
    Actions Menu
    Show More
    Subpanels
        Related Record Subpanels
        Filtering Subpanels
        Reordering Subpanels
    Activity Stream
    Dashboards
The Record View section walks through the many elements of the Record View layout which contains detailed information about a single record. While the generic menu options are described in the User Interface sections linked to the left, the options specifically available in the record view are described in the Record View Actions Menu section of this page.  
Editing Records
    Editing Inline via Record View
    Editing via Record View
    Editing Inline via Subpanels
    Editing Inline via List View
    Mass Editing via List View
The Editing Records section describes the various methods of editing existing records, including inline via the record view, in full edit mode on the record view, inline via the subpanel on related module records, inline via the list view, and via the Mass Update option on the list view. 
Deleting Records
    Deleting via Record View
    Deleting via List View
    Mass Deleting via List View

The Deleting Records section describes the various methods of deleting unwanted records, including via the record view, an individual record's Actions menu on the list view, and the Mass Actions menu on the list view.

Exporting Records The Exporting Records section provides an introduction to the export functionality, which allows you to download a list of records and all their data as a .csv file for use outside of Sugar (e.g. in Microsoft Excel).
Recalculating Calculated Values The Recalculating Calculated Values section provides instructions on utilizing the Recalculate Values list view option to update calculated field values in the module if the administrator has changed the field's formula via Admin > Studio.
Finding Duplicate Records The Finding Duplicate Records section provides instructions for locating duplicate records. If searching on matching fields (e.g. Name) identifies one or more duplicates, they can be merged into a single record.
Merging Records
    Merging via List View
The Merging Records section provides instructions for merging duplicates, which combines field values and related records into a single record.
Viewing Record Historical Summaries The Viewing Record Historical Summaries section describes the Historical Summary record view option which displays quick details of the record's related calls, meetings, emails, notes, and tasks.
Viewing Record Audit Logs The Viewing Record Audit Logs section describes the View Audit Log record view option which displays a history of changes to the record's audited fields.
PDFs
    Downloading PDFs
    Emailing PDFs
The Record PDFs section provides instructions for these record view options which allow you to download or email .pdf files of record information as configured by an administrator via Admin > PDF Manager.
Favoriting Records
    Favoriting via List View
    Favoriting via Record View
    Favoriting via Subpanel
The Favoriting Records section describes the various methods of marking records as favorites, including via the list view, record view, or any subpanel appearing on the record view of a related module. Favoriting a record allows you to easily access it from list views, dashlets, or the module tab.
Following Records
    Following via List View
    Following via Record View
The Following Records section describes the various methods of marking records as "Following", including via the list view and record view. Following a record causes its activity stream updates to be included on your Home page and list view activity streams so that you can easily keep up with changes and user posts on the record.
Sharing Records The Sharing Records section provides instructions for the Share record view option which composes an email with a link to the record. If the recipient is logged into Sugar, clicking the link will bring them directly to the record view.

Last modified: 2021-05-18 18:22:44