SugarCRM SupportDocumentationSugar Versions7.97.9 EnterpriseSugar Enterprise 7.9 Administration GuideSystem

System

Overview

Sugar® comes with the ability to configure many different system settings to personalize the way Sugar works. The System section is only available to administrative users and can be accessed via the Admin screen. The following sections are available options from the System section.

System contains the following menus:

System Settings Configure system-wide settings
Locale Set default localization settings for your system
Currencies Set up currencies and conversion rates
Languages Manage which languages are available for users
Search Select modules for the Global Search and configure full-text searching
Connectors Manage connector settings
OAuth Keys OAuth key management
Import Wizard Import records easily into the system
Upgrade Wizard Upload and install Sugar upgrades
Backups Back up web files for your Sugar instance
Repair Check and repair Sugar
Diagnostic Tool Capture system configuration for diagnostics and analysis
Tracker Enable/Disable tracking
Scheduler Set up scheduled events
PDF Manager Manage templates for generated PDF files
Mobile Select modules to appear in the Mobile applications
Web Logic Hooks Configure actions to call out to code hosted outside of your Sugar instance to process specified actions.

System Settings

System Settings allows administrators to configure system-wide settings to your organization's specifications. The system settings are split across a few different panes of related information. Change the values in any of the panels and click "Save" to preserve your changes.
System_Settings_Save

Alternatively you can click "Restore" to restore the system settings back to default.

User Interface

The User Interface pane consists of a group of settings that affect the interface of Sugar. Use the following settings to configure the different aspects of the interface:

  • Listview items per page : The maximum number of records to display per list view results set, as well as the search results set on the View All Results page for Global Search. By default, this is set to 20 records per results set. The system paginates lists that contain more than the specified number of list view items per page.
    • Note: The recommended setting is below 50 for acceptable performance levels. As additional fields are added to the list view, this number should be at the lower end of the recommended setting.
  • Subpanel items per page : The maximum number of records to display on a page in subpanels. The system paginates lists that contain more than the specified number of records. Defaults to 5.
    • Note: Recommended setting is no more than 25 with lower values recommended when subpanels include many fields.
  • System Name : The name of this instance of Sugar. Displays in the browser's title bar.
    System_Settings_System_Name
  • Show Full Names : Select this option to set the default value for new users to display the full name of users instead of login names throughout Sugar.
  • Current Logo : The current logo being used in the bottom left hand corner of the footer bar.
  • Select Logo : Click "Choose File" to navigate to and select a new logo for your system. The dimension should be 212 X 40 pixels, with the standard transparent background color, in PNG or JPG format.
  • Display Downloads Tab : Select this option to display the Download tab in the User settings and provide users with access to Sugar plug-ins and other available files
    System_Settings_Downloads_Tab
  • Lead Conversion Options : Select an option from the dropdown menu to determine the handling of related activity records (e.g. calls, tasks, etc.) during lead conversion. For more information, please refer to the Leads documentation in the Application Guide.
    • Move : This option moves all of the lead's activities to the contact record created during conversion.
    • Do Nothing : This option does not alter the lead's activities during conversion. The activities remain related only to the lead. This is the default setting.
  • Display actions within menus : Select to display detail view and subpanel actions within a dropdown menu. If disabled, the actions will display as separate buttons.
    • Note: Only applies to Legacy modules.
  • Collapse all subpanels and disable sticky feature : Select this option to collapse all subpanels in the record view by default and disable automatically expanding previously-expanded subpanels in order to improve performance. Once enabled, users wishing to view subpanel data will need to expand the subpanel each time they return to a module.
    • Note: Only applies to Sidecar modules.
  • Prevent user customizable subpanel layout : Select this option to prevent users from dragging and dropping subpanels to a different location in the detail view layout.
    • Note: Only applies to Legacy modules.

Proxy Settings

Proxy servers redirect Internet traffic coming from and to the server running Sugar. If you are using a proxy server, you will need to enter proxy information into the system settings to allow the Sugar instance to communicate with the internet. This is necessary to allow the system licensing to validate and update. For more information on system licenses, please refer to the License Management section of the Sugar Connect documentation in the administration guide.

Note: Proxy settings should not be used for instances hosted on Sugar's cloud service.

Use the following settings to configure proxy settings:

  • Use Proxy Server? : Select this option to use a proxy server and to reveal the following fields.
  • Proxy Host : The host name or ip address of the proxy server to use.
  • Port : The communication port of the proxy server.
  • Authentication? : Select this option if the proxy server requires authentication and to reveal the following fields.
  • User Name : The user name to authenticate to the proxy server.
  • Password : The password to authenticate to the proxy server.

System_Settings_Proxy_Settings

Customer Self-Service Portal

The Customer Self-Service Portal comes with Enterprise and Ultimate versions of Sugar and provides an external-facing website for your customers to view Cases, Bugs, Knowledge Base articles and other data in Sugar. Select the checkbox next to "Enable Portal User Management" to enable the portal.
System_Settings_Portal

This setting can also be enabled or disabled via Admin > Sugar Portal. For more information on the Customer Self-Service Portal, please refer to the Portal User Guide.

SkypeOut

SkypeOut takes any stock or custom field that has a type of Phone and makes it a link that launches Skype to call the phone number. The phone number must be formatted properly to use this feature. It must be "+" "The Country Code" "The Number" (e.g., +1 (555) 555-1234). Select "Enable SkypeOut® integration" to enable this feature.
System_Settings_Skype

Preview Pane Settings

The preview edit feature allows users to edit records directly from the intelligence pane on list views. Select the checkbox labeled "Enable edit in Preview pane" to enable this feature. For more information on using the feature, please refer to the User Interface page in the Application Guide.
Enable PreviewPaneSettings2

Advanced

The Advanced panel consists of the following group of settings for advanced configuration of Sugar:

  • Validate user IP address : Select this option to validate user's IP address while accessing Sugar. If the IP address of a user changes in mid-session, Sugar will log them out and force them to log back in for security reasons.
    Note: Some high availability systems, VPNs, and switching Wi-Fi and wired connections may change IP addresses and thus cause your users to be logged out when they have not changed their configuration.
  • Log slow queries : Select this option to log queries that take longer than the slow query time threshold. This is useful for performance debugging.
    Note: There is an inherent overhead to logging slow queries. If the threshold is set too low, it may cause performance issues.
  • Maximum upload size : Specifies the maximum file size in bytes that is allowed to be uploaded to Sugar. This setting affects images, import files, and module uploads.
    Note: The file upload size is also dependent on the php.ini upload_max_filesize and post_max_size directives.
  • Portal Session Timeout : The maximum time in seconds of inactivity for a Sugar Portal session. The session will timeout and the customer will be logged out when the time limit is reached with no activity.
    Note: This value is only used for legacy versions of Sugar Portal available in 6.5 and older.
  • vCal Updates Time Period : Determines the number of months the Free/Busy data is published to vCal. Specify the number of months in advance of the current date that Free/Busy information for calls and meetings to be published. To turn Free/Busy publishing off, enter "0". The maximum is 12 months.
  • Log memory usage : Select this option to log memory usage per action performed in Sugar. The data will be stored in the ./memory_usage.log file.
  • Slow query time threshold (msec) : Specify a threshold in milliseconds to begin logging slow queries at. If "Log slow queries" is selected, queries that take longer than the threshold to process will be logged. If you have enabled the Tracker Queries option on the Tracker page, you can run the pre-defined Slow Queries report to view slow queries.
  • Display stack trace of errors : Select this option to display where errors occur in the application's stack trace. This option is for debugging purposes and should not be left on in a production instance.
  • Developer Mode : Select this option to disable caching to immediately view changes made to language, vardefs, and template files. This option is for debugging purposes and should not be left on in a production instance.
  • Import - Maximum Number of Rows : Specify how many rows are allowed within import files. If the number of rows in an import file exceeds this number, the user will be alerted. If no number or zero is entered, an unlimited number of rows are allowed.
    Note: Header rows count towards the total number of rows in the import file.
  • Prevent private team names from inheriting the user's name fields : Select this option if private team names may be different from the user's first and last name. By default, Sugar will update a private team name to [Firstname Lastname] any time the corresponding user's profile is edited and re-saved, even if the change was not made to the user's first or last name. Enable this option to ensure that edited private team names do not revert to the system default.

Logger Settings

Sugar comes with a built-in logging system to log information or errors that occur in the application. By default, the logs are written to sugarcrm.log in the Sugar root directory. If a problem arises, you can refer to the log file for information that may help in troubleshooting the issue. The Logger Settings panel consists of a group of settings that affect the Sugar logs.

Note: The Logger Settings panel is hidden for instances on Sugar's cloud service. Should you require a log level to be temporarily changed on a SugarCloud production environment, you must open a support case. For more information about default configuration settings for Sugar's cloud environments, please refer to the SugarCloud Policy Guide.

Use the following settings to configure the different aspects of Sugar logging:

  • Log File Name : Specify a name for the log file. Defaults to 'sugarcrm'.
  • Maximum log size : Specify the maximum size of the log file in megabytes (MB). The default is 10MB. Once a log file reaches the specified size it is renamed to have an incrementing number and a new file will be created to contain new logs.
  • Log Level : Select the event level that you want to capture in the log file. The levels are listed below in the order of the most log records to the least. The default level is fatal. When specifying a logging level, the system will create log files for the specified level as well as higher levels. For example, if you select "error", the system creates log files for "error", "fatal", and "security". Please note that there is an inherent overhead to logging. If the log level is set too high, it may cause performance issues. The "info" and "debug" settings are not recommended for continuous use in a production environment.
    • debug : Logs events that help debug the application
    • info : Logs informational messages
    • warn : Logs potentially harmful events
    • error : Logs error events in the application
    • fatal : Logs severe error events that cause the application to abort
    • security : Logs events that may compromise the security of the application
    • off : The logger will not log any events
  • Extension : Specify the file extension for the log file. Defaults to .log.
  • Default date format : The date format for the log file. This format must be supported by strftime. Defaults to %c.
  • Maximum number of logs (before rolling) : The maximum number of log files to save. When the number of log files exceeds this limit, Sugar deletes the log file that was created first. Defaults to 10.
  • Append after filename : Select a time period from the dropdown list to append to the file name (None, Month_Year, Day_Month, Month_Day_Year). This makes it easier to identify the log that you want to view.

View Log

The Sugar log is stored in the root directory of Sugar and is accessible from the operating system. Administrators who do not have access to the operating system running Sugar do have the ability to view the log through Sugar. Select "View Log" from the System Settings screen.
System_Settings_View_Log

This opens the log viewer for the current log file. You have the following options for navigating the log file:

  • All : Select this option to view the entire log.
  • Mark Point : Select this option to mark a starting point in the current log file.
  • Refresh From Mark : Select this option to view any entries made in the log after the most recent mark.
  • Next : Select this option to view new entries in the current log file.

System_Settings_View_Log_Options

A common method for utilizing these options to debug a problem would be to click "Mark Point", perform the action causing problems, and then select "Refresh From Mark" to see any log entries caused by the action being debugged.

You also have the ability to search within the log file for keywords. To perform a search, simply enter a keyword into the search box and press Enter on your keyboard to execute the search.

Locale

Locale allows administrators to configure localization settings to your organization's specifications. Some of the settings specified here can be overridden by user level personalizations such as datetime format on the User Preferences page. The locale settings are split across a few different panels of related information. Change the values in any of the panels and click "Save" to preserve your changes.
Locale_Save

User Interface

The User Interface panel consists of a group of locale settings that affect the interface of Sugar. Use the following settings to configure the different aspects of the interface:

  • Date Format : Select a format from the dropdown for displaying the date throughout the application.
  • Language : Select a default language from the dropdown for use throughout the application. Users can select a different language from the login page. For more information regarding enabling or disabling languages, please refer to the Languages section.
  • Name Format : Select a format from the dropdown for displaying people names throughout the application. You can specify any combination of salutation, first name, and last name.
  • Time Format : Select a format from the dropdown for displaying the time throughout the application.

Users have the ability to override the default date, time, and name formats through their user profiles. For more information on how to set locale settings per user, please refer to the Locale Settings section of the Getting Started documentation in the Application guide.

System Currency

The System Currency panel consists of a group of currency settings that affect the interface of Sugar. The system currency is displayed in addition to a record's original currency in most places across Sugar. The value is displayed in the system currency with a grey box containing the value in the record's currency next to it. However, the system currency can be overridden by the user's preferred currency if "Show Preferred Currency" is enabled in their Locale Settings and the user's preferred currency is different from the system currency. Use the following settings to configure the different currency options:

  • Currency : The name of the default currency your organization uses to conduct business.
  • ISO 4217 Currency Code : The ISO code for the currency.
    • Note: This setting must be populated in order for the currency (e.g. EUR) to display in the Quotes detail view. 
  • Decimal Symbol : The default decimal symbol.
  • Currency Symbol : The default symbol for the currency.
  • 1000s Separator : The default delimiter to separate thousands.

Users have the ability to override the currency defaults through their user profiles. For more information on how to set currency settings per user, please refer to the Locale Settings section of the Getting Started documentation in the Application guide.

Export Settings

The Export Settings panel consists of a group of export settings that affect different aspects of exporting in Sugar. Use the following settings to configure the different export options:

  • Export Delimiter : The delimiter used to separate fields while exporting data. Defaults to a comma.
  • Disable export : Select this option to disable the export option for all users, including administrators.
  • Default Character Set for Import and Export : Select a default character set from the dropdown that handles the expected characters in an import and export. Defaults to UTF-8.
  • Admin export only : Select this option to disable the export option for standard users, administrators will be allowed to export.

Users have the ability to override the default export delimiter and character set through their user profiles. For more information on how to set export settings per user, please refer to the User Preferences section of the Getting Started documentation in the Application guide.

Note: Locales that use character encoding other than UTF-8 must specify the appropriate character set.

Database Collation

The Database Collation panel only shows if running on a MySQL database and contains an option to change the collation of the connection Sugar makes to the database. Select the desired collation from the dropdown. Defaults to utf8_general_ci.

Note: Changing this setting will not change existing tables, but only new tables going forward. If this setting does not match the collation of the current tables in the database then the database will return errors when accessing those tables.

Currencies

The Currencies module allows administrators to configure all currencies and exchange rates in Sugar. The defined currencies are displayed in a table at the top of the page and a form is displayed at the bottom for creating a new currency. From the table, you can select the currency's name to modify the details of the currency, or you can select "delete" to remove the currency.
Currencies_Table

The system currency is displayed here but is not editable. For more information on how to edit the system currency, please refer to the System Currency section. When selecting a currency, the form underneath the table is populated with the selected currency's data. Modify the following fields and click "Save" to preserve your changes:

  • Currency Name : The name or designation of the currency.
  • Conversion Rate : The conversion rate to get to this currency from the system currency. In our example above, to get Canadian Dollars, you would have to multiply US Dollars by 1.0089. This value is the conversion rate.
  • Status : The current status of the currency (e.g., Active, Inactive). Selecting "Inactive" will remove this currency from the dropdowns throughout the application.
  • ISO 4217 Code : The ISO code for the currency.
    • Note: This setting must be populated in order for the currency (e.g. EUR) to display in the Quotes detail view.
  • Currency Symbol : The default symbol for the currency.

Currency_Edit_Save
To create a new currency in the system, simply populate the Create form with the details of the new currency and click "Save".
Currency_Create_Save
Note: When creating a new currency, you can populate the ISO 4217 Code and the Currency Name and Currency Symbol will automatically populate based on the code entered.

Updating Conversion Rates

Users may use the currencies defined in Admin > Currencies when populating any currency amount field in stock or custom modules. When doing so, the exchange rate for the selected currency is stored on the record itself. The conversion rate stored on each record will update to match the current rate specified in Admin > Currencies under the following scenarios:

  • The record undergoes a save event (e.g., mass update, manual save, etc.) and the record's currency has a different conversion rate defined in Admin > Currencies than is currently saved in the opportunity.
  • An administrator updates the currency exchange rate under Admin > Currencies. This will trigger a scheduled job which updates all records saved with that currency to the new rate.

To keep amounts relevant to closed business historically accurate, opportunity and quote records will not update if they are in a closed status. For more information about updating opportunity currency rates, please refer to the Opportunities documentation in the application guide. For more information about updating quote currency rates, please refer to the Quotes documentation in the application guide.

Languages

The Languages page allows administrators to configure which languages are available for users to log in with. To disable a language, simply drag the language from the Enabled Languages panel to the Disabled Languages panel and click "Save".
Languages_Save

Any languages in the Disabled Languages section will not be in the Languages dropdown while logging in.

Global search allows users to search for information across their entire Sugar database as opposed to restricting search within a specific module. For more information on how to use global search, please refer to the Global Search section of the Search documentation in the Application guide. The Search administration settings allow administrators to configure, enable, and index full-text search as well as configure legacy global search. Global searches in the desktop application and SugarCRM Mobile will be returned by full-text search.

Sugar's global search is enabled with full-text searching capabilities which use the ElasticSearch engine. Full-text search allows users to search throughout various fields and modules for an enhanced search experience. In order for results to return for a particular module, the module must be enabled on the Full Text Search Configuration page. To enable or disable a stock or custom module for global search, simply drag and drop the module between the Enabled Modules or Disabled Modules column and click "Save".
Admin Search FullTextSearch1
Disabled modules will not be included in the global search results nor available to select in the Modules list on the Global Search bar in the desktop application. For more information on filtering global search by modules, please refer to the Filtering by Module section of the Search documentation in the Application guide. 

Modules must be enabled for Sugar Portal global search in the Legacy Global Search Configuration page.

After enabling modules for Global Search, a full system index must be performed in order for the module to appear in the search results. For more information on performing a system index, please refer to the Indexing Full Text Search section of this documentation.

Individual module fields must be enabled for full-text search in the field attributes via Studio > {Module Name} > Fields > {Field Name}. For more information, please refer to the Studio documentation.

Note: Only modules enabled for Full-Text Search can be referenced in user posts on the activity stream. For more information on referencing record's in posts, please refer to the Activity Stream documentation in the Application guide.

Sugar's global search is enabled with full-text searching abilities using the ElasticSearch engine. Full-text search (FTS) allows users to search throughout various fields and modules for an enhanced search experience. Please note that ElasticSearch is required to be set up when installing Sugar for on-site instances and it is automatically enabled by default for instances on Sugar's cloud service.

Use the following steps to configure full-text search:

  1. The ElasticSearch server is selected by default for the System Type field. Admin Search FullTextSearchSettings ElasticSearch
  2. Enter the hostname or IP address of the full-text search engine.
    • Note: Defaults to "localhost" assuming you are running the search engine on the same server as Sugar.
  3. Enter the port number for Sugar to connect to the search engine.
    • Note: Defaults to "9200", which is ElasticSearch's default port number.
  4. Click "Test" to verify that the settings are entered correctly and confirm that Sugar connects to the search engine successfully.
    Admin Search FullTextSearchSettings Host Port
    A pop-up message will confirm if the connection was successful or not.
  5. If the connection was successful, click "Save" to preserve your changes.
    Admin Search FullTextSearchSettings Save

Each enabled module has a set of fields that are enabled for full-text searching by default. Administrators can enable or disable specific fields for full-text search via Admin > Studio. For more information on how to enable or disable fields for full-text search, please refer to the Studio documentation.

Note: Once a new module or field is added to full-text search, you must perform a system index in order for that field or module to be included in the full-text search results.

Full-text search relies on an index of the records and data to be able to quickly locate results. After enabling full-text search, or enabling a module or field, you should perform a full index of your system.

Note: System performance can be affected while the index is being performed. It is recommended to run a system index during low usage or off hours.

Use the following steps to perform a full system index:

  1. Click "Schedule System Index".
    Admin Search Schedule System Index
  2. A pop-up message will display warning of potential performance issues during the index. Click "OK" to proceed.
  3. The list of available full-text search modules will display. Simply select one or more module(s) to perform the index. You may also select "All" to index all full-text search enabled modules.
    Search_FTS_Index_All
  4. Select the checkbox to delete the current index data before the index operation runs. If this is the first index being performed on the system, you do not need to select this option. If you have added fields to a module's index, then this checkbox should be selected or the new field may not show in the results.
  5. Click the Index button to schedule the index.
  6. The next time the scheduler runs, it will rebuild the index based on the selected options. For more information on schedulers, please refer to the Schedulers documentation.

Note: The time and resource it takes to perform an index is directly proportional to the number of modules selected for the indexing. It is recommended that you choose only the modules that require indexing and perform the index during low usage or off hours.

Legacy global search is only used to return results in Sugar Portal global search. In order for legacy global search to return results for a particular module, it must be enabled on the Legacy Global Search Configuration page. To enable modules for global search in the desktop application or SugarCRM Mobile, use the Full Text Search Configuration instead.

Modules may be enabled or disabled for legacy global search by moving the module to the appropriate column and clicking "Save". To move modules between the columns, simply drag and drop the module names.
Admin Search Unified Search Save

Note: Legacy global search for Sugar installations running on Oracle is case-sensitive by default. To change this, add the following line to theconfig_override.php file:

$sugar_config['oracle_enable_ci'] = true; 

Connectors

The connector settings page allows administrators to configure and manage the various types of connectors to external data sources which integrate with Sugar. A number of different connectors (e.g. Citrix GoToMeetings) come out-of-the-box with Sugar and are enabled by default to allow users to easily view external data via their instance.

Please note that connectors can be disabled and configured accordingly via Admin > Connectors. Developers in your organization can also create connectors to other data sources, which can be uploaded via Module Loader. For more information on how to upload and install packages in Sugar, please refer to the Module Loader documentation. You can also search for other available connectors via Sugar Exchange (http://www.sugarexchange.sugarcrm.com).
Admin_ConnectorSettings

Setting Connector Properties

Many connectors use web services and require certain connector properties (e.g. API Key, API Secret) to be configured prior to use. To configure the connector properties, simply click the Set Connector Properties button on the Connector Settings page.
Connectors_Properties

The Set Connector Properties page displays a tab for each connector that must be configured in order to use in Sugar. The tabs will include the necessary steps or link for you to obtain the information (e.g. API Key, API Secret) needed to set up the connector. Once the necessary information has been entered, click "Save" to preserve your settings.

The following connectors and their properties are available to configure:

Connector Property Description
Google  Client ID The Client ID provided by Google
Client secret The Client secret provided by Google
GoToMeeting Consumer Key The Consumer Key provided by GoToMeeting
IBM SmartCloud OAuth Consumer Key The OAuth Consumer Key provided by IBM
OAuth Consumer Secret The OAuth Consumer Secret provided by IBM

Please note that Sugar's WebEx integration is configured via the External Accounts tab of the user's profile. Since WebEx does not have global properties to configure, it will not appear on the Set Connector Properties page. For more information on configuring the WebEx application, please refer to the Getting Started documentation in the Application guide.

Enabling Connectors

In order to utilize the connectors in Sugar, administrators should ensure that they are enabled properly. Please note that certain connectors are enabled for the entire application while some allow you to enable specific modules for the connector. Simply click the Enable Connectors button on the Connector Settings page to configure the modules that should be enabled for certain connectors.
Connectors_Enable

The Enable Connectors page will display a tab for each connector that is available in your Sugar instance. Connectors, where you can enable specific modules for, will display the Enabled and Disabled columns where you can drag and drop the desired module from the Disabled column to the Enabled column. Please note that you can enable the connector for any modules (e.g. Accounts, Contacts) that have a standard record view (for Sidecar modules) or detail view (for Legacy modules) layout in Sugar.

Mapping Connector Fields

Some connectors query external services based on fields in Sugar. These mappings can be customized to use different fields based on your organization's needs. To configure the field mappings, simply click the Map Connector Fields button on the Connector Settings page.
Connectors_Map

The Map Connector Fields page has a tab for each connector that has field mappings available. Each of the enabled module(s) will display the connector fields and will need to have the corresponding Sugar field selected from the dropdown list. If the connector is enabled for multiple modules, be sure to select the proper fields for each module. Once the field mapping is set up properly, click "Save" to preserve your changes.

Please note that the connector fields may not always match up with a stock field in Sugar. If you wish to capture and map certain fields from the connector to Sugar, you will need to create new fields via Admin > Studio. For more information on how to create fields in Studio, please refer to the Studio documentation.

Connectors that have multiple fields for mapping need to specify which fields are to be used when searching for data in the module. To designate the connector fields for search, click the Manage Connector Search button on the Connector Settings page. Please note that there are no connectors which come out-of-the-box with Sugar that have search fields defined, so no connectors will be available to configure on this page.
Connectors_Search
The Manage Connector Search page will normally display a tab for every connector that needs connector fields defined for search. The available search fields are limited to the input parameters of the connector being used. To enable a field for search, simply drag and drop the desired field from the Available column to the Default column. Once the necessary field(s) have been selected, click "Save" to preserve your changes.

OAuth Keys

OAuth is an open standard for authorization that enables users to share private resources stored on one site with another site without divulging personal credentials such as user name and password. OAuth works with a public consumer key and a private consumer key. Together, these keys identify which application connects to the service. It is the choice of the Sugar administrator to decide how many different keys to have and to whom to give them.

OAuth Keys Fields

The OAuth Keys module contains a number of stock fields which come out-of-the-box with Sugar. The below definitions are suggested meanings for the fields, but the fields can be leveraged differently to best meet your organization's needs.

Field Description
Consumer Key Name The name or designation of the OAuth Key.
Consumer Key Public key. A user name is a suitable consumer key value.
Consumer Secret Private key. A password is a suitable consumer secret value.
Note: The private key is not sent when making a connection.
OAuth Version The version of the OAuth protocol/framework to use. (OAuth 1.0, OAuth 2.0)
Description A description or other information about the OAuth key.

OAuth Keys Module Tab

The OAuth Keys module tab appears on the navigation bar once you select "OAuth Keys" from the Administration page. Once in the OAuth Keys list view, you can click the triangle in the OAuth Keys module tab to display the Actions and Recently Viewed menus. The Actions menu allows you to perform important actions within the module. The Recently Viewed menu displays the list of OAuth keys you last viewed in the module.
System OAuthKeys ActionsMenu 7.8
The Actions menu allows you to perform the following operations:

Menu Item Description
Create OAuth Key Opens the edit view layout to create a new OAuth Key
View OAuth Keys Opens the list view layout to search and display OAuth Keys

Creating OAuth Keys

There are various methods for creating OAuth keys in Sugar including via the OAuth Keys module and via duplication. The full edit view layout opens when creating the OAuth keys directly from the OAuth menu and includes all of the relevant fields for your organization's OAuth keys. The quick create form is a shortened version of the OAuth Keys edit view and typically contains fewer fields.

Creating Via OAuth Keys Module

One of the most common methods of OAuth key creation is via the Create OAuth Key option in the OAuth Keys module tab. This opens up the edit view layout which allows you to enter in all the relevant information for the OAuth key.

Use the following steps to create an OAuth key via the OAuth Keys module:

  1. Navigate to Admin > OAuth Keys.
  2. Click the triangle in the OAuth Keys module tab and select "Create OAuth Key".
    System OAuthKeys ActionsMenu CreateOAuthKey 7.8
  3. Enter appropriate values for the Fields in the edit view layout. All required fields are marked with a red asterisk and must be completed prior to saving.
  4. Once the necessary information is entered, click "Save".
    OAuth_Create_Save

Creating Via Duplication

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

Note: The system generated OAuth Support Portal Key can not be duplicated.

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

  1. Navigate to an OAuth key record's detail view.
  2. Select "Duplicate" from the Actions menu.
    OAuth_Detail_View_Duplicate
  3. The displayed edit view is pre-populated with the original key's values. Update the necessary fields, then click "Save".
    OAuth_Duplicate_Save
    Note: When duplicating, the Consumer Key and OAuth Version are not modifiable.

Viewing OAuth Keys

There are various options available for viewing OAuth key records in Sugar including via OAuth Keys list view, OAuth Keys detail view, and OAuth Recently Viewed menu.

Viewing Via List View

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

Viewing Via Detail View

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

Viewing Via Recently Viewed

As you work in the OAuth Keys module, Sugar will keep track of which OAuth key records you have recently viewed. Click the triangle in the OAuth Keys module tab to see a list of the 3 records you most recently viewed in the module. Clicking the record's name within the list will open it in detail view.
System OAuthKeys RecentlyViewed 7.8

Searching OAuth Keys

The OAuth Keys list view includes a Basic and Advanced Search to help you locate records easily and effectively in a module-specific manner. Once the search is performed, the relevant results will be displayed in the OAuth Keys list view below. Please note that Sugar automatically appends the wildcard character (%) to the end of your search phrase. This allows the system to retrieve all records that start with the keyword entered in the search. If you would like to broaden the search, you can use the wildcard at the beginning of your text as well (e.g., %services). This will pull up any record that has the word "services" in the name, regardless of how it starts or ends.
For more information on using the various search methods as well as how wildcards are used in the different methods, please refer to the Search documentation.

Basic search offers a few, commonly used fields for a simplified search experience. From the Basic Search panel, you can click "Advanced Search" to access additional search functionality as needed.
The buttons and checkboxes available in Basic Search panel have the following functions:

  • Search : Click the Search button or press your Return/Enter key to perform the search.
  • Clear : Click the Clear button to clear all criteria from the searchable fields.

OAuth_Basic_Search
When you run a search, Sugar will return records matching all (as opposed to any) of the fields and checkboxes for which you have given a value. Once the search is complete, the relevant results will populate in the list view below the search panel. To see all OAuth key records to which you have access, simply click "Clear" and then "Search" to perform a blank search with no filters.

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

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

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

OAuth_Advanced_Search
When you run a search, Sugar will return records matching all (as opposed to any) of the fields for which you have given a value. When searching by a multiselect or dropdown field (e.g., "Assigned to"), however, Sugar will return records matching any of these selections. Once the search completes, the relevant results will populate in the list view below the search panel. To see all OAuth key records to which you have access, simply click "Clear" and then "Search" to perform a blank search with no filters.

OAuth Keys List View

The OAuth Keys list view displays all OAuth key records meeting the current search criteria. You can view the basic details of each key within the field columns. You have the option to change what fields are displayed in list view by configuring your layout options in the OAuth Advanced Search. For more information on configuring your list view, please refer to the Layout Options section of the Search documentation.

Pagination

List view displays the current search results broken into pages that you can scroll through rather than displaying potentially thousands of rows at once. To the right just below the search panel you can see which records of the total results set are currently being displayed. The two single-arrow Next and Previous buttons can be used to scroll through the records page-by-page. The two double-arrow First Page and Last Page buttons allow you to skip to the beginning or the end of your current results.
By default, Sugar displays 20 records per list view page, but administrators can change the number of records displayed via Admin > System Settings. For more information on changing the number of displayed records, please refer to the System Settings > User Interface section of this page.
OAuth_List_View_Pagination

Checkbox Selection

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

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

OAuth_List_View_Checkbox

Actions Menu

The Actions menu to the right of the checkbox dropdown allows you to perform various actions on the currently selected records.
OAuth_List_View_Actions
The options in the Actions menu allow you to perform the following operations:

Menu Item Description
Delete Delete one or more OAuth keys at a time
Mass Update Mass update one or more OAuth keys at a time
Export Export one or more OAuth keys to a CSV file

Column Sorting

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

OAuth Keys Detail View

The OAuth Keys detail view displays thorough OAuth key information including all fields. You can also view a key's related tokens which appear in a subpanel beneath the key fields. The detail view can be reached by clicking a OAuth key record's link from anywhere in the application including from the OAuth Keys list view.

Actions Menu

The Actions menu on the top left of each OAuth key's detail view allows you to perform various actions on the current record. Administrator users can change the action items to be displayed as separate buttons instead of a dropdown menu via Admin > System Settings. For more information on configuring the actions menu, please refer to the System Settings > User Interface section of this page.
OAuth_Detail_View_Actions
The options in the Actions menu allow you to perform the following operations:

Menu Item Description
Edit Edit this OAuth key
Duplicate Duplicate this OAuth key
Delete Delete this OAuth key

Next or Previous Record

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

Tokens

Beneath an OAuth key record's fields is a subpanel containing related token records. Tokens are created when the user establishes an OAuth connection with the OAuth key pair. These are connections between the Sugar user, the OAuth keys, and the permissions to enable the external application to access data. Tokens created for each OAuth connection are listed in the Tokens subpanel of the corresponding OAuth Keys detail view page. The Tokens subpanel can be collapsed or expanded by clicking the double arrow to the left of the subpanel's name.
OAuth_Detail_View_Tokens
To delete a token from an OAuth key, choose "Delete" from the far right of the record's row.

Editing OAuth Keys

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

Note: The system generated OAuth Support Portal Key can not be modified.
OAuth_Edit_View_Save

Quick create is available for editing keys from outside the OAuth Keys module and opens as a pop-up without navigating away from your current page. It generally contains fewer fields, but the Full Form button may be used to access the full edit view should you need to edit additional fields.
OAuth_Qucik_Edit_Save
Note: Consumer Key and OAuth Version fields cannot be edited after creation. If either of these fields needs to be changed, you will have to create a new OAuth key.

Editing Via Detail View

You can edit OAuth keys via the Detail View by clicking the Edit button on the upper left of the page. Once the edit view layout is open, update the necessary fields, then click "Save" to preserve your changes.
OAuth_Detail_View_Edit

Editing Via List View

You can edit OAuth keys via the List View by clicking the Pencil icon to the left of each key's name. A pop-up window will open with the quick create form which is a shortened version of the edit view layout. Update the necessary fields, then click "Save" to preserve your changes.
OAuth_List_View_Edit

Deleting OAuth Keys

If an OAuth key record is invalid or should no longer appear in your organization's Sugar instance, it may be deleted from either the OAuth Keys detail view or list view. Deleting via the detail view allows you to delete a single record while the list view allows for mass deleting multiple records at once.

Note: The system generated OAuth Support Portal Key should not be deleted.

Deleting Via Detail View

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

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

Mass Deleting Via List View

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

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

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

Exporting OAuth Keys

Sugar's Export option allows users to download all fields for the selected OAuth keys to their computers as a .CSV (comma-separated values) file. This may be useful when needing to use OAuth data with other software such as Microsoft Excel. Due to PHP memory limitations on the server, there may be occasions when the application times out while exporting a large number of key records. If you encounter an error when performing this action, we recommend selecting the records in smaller batches.
OAuth keys may be exported from the OAuth Keys list view by selecting "Export" from the Actions menu.
OAuth_List_View_Export

Mass Updating OAuth Keys

Mass Updating allows users to make the same change to multiple OAuth key records at once from the OAuth Keys list view. Due to the PHP memory limitations on the server, there may be occasions when the application times out while mass updating a large number of key records. If you encounter an error when performing this action, we recommend selecting the records in smaller batches.
Use the following steps to mass update OAuth key records from the list view:

  1. Navigate to the OAuth Keys list view by clicking the OAuth Keys module tab.
  2. Use the list view's Basic or Advanced Search to find the key you wish to modify.
  3. Select the desired keys individually or using the checkbox dropdown's options.
  4. Choose "Mass Update" from the Actions menu.
    OAuth_List_View_Mass_Update
  5. Scroll to the Mass Update panel and set values for the fields you wish to alter.
    OAuth_List_View_Mass_Update_Update
  6. Click "Update" to save the changes to all of the currently selected key records.

Import Wizard

Import Wizard allows administrators to launch an import for any import enabled module without navigating to the module itself. After selecting "Import Wizard" from the Admin menu, you can select a module to perform an import on.
Import_Wizard_Module
After selecting the module, click "Next" to continue the import. The steps to complete the import are identical to performing an import from the module. For more information on how to perform an import, please refer to the Import documentation in the Application guide.

Upgrade Wizard

The Upgrade Wizard allows on-site customers to upgrade their Sugar instance to the latest software version. The Upgrade Wizard is only available for administrators of on-site installations. For steps to complete an on-site upgrade using the wizard, please refer to the Upgrading section of the Installation and Upgrade Guide.

Backups

Backups allow administrators to easily backup the file system in their instance of Sugar. Please note that the Backups option is only available for on-site instances as SugarCRM manages backups for instances on Sugar's cloud service. Keep in mind that performing a backup will backup only the web files and you should perform database backups on a regular basis per the instructions from your database vendor.

Use the following steps to back up the web files for your Sugar instance:

  1. Navigate to the Administration page and select "Backups" under the System section.
  2. Enter a path in the Directory field to create the backup file in for Sugar. This directory must be writable by Sugar and the path needs to be fully qualified.
    • Please do not specify a path that points to any directory contained by the Sugar instance location on your server. Doing this will continue to increase the size of the backups as previous backup archives will accumulate into the most current backup.
  3. Enter a filename to use for the backup file.
    • Note: The filename should end with a .zip.
  4. Once the settings have been entered, click "Confirm Settings".
    System_Backups

The settings are confirmed by verifying that the directory can be written to and the filename does not already exist. Once the settings are confirmed, click "Run Backup". Please note that the backup can take some time depending on the size of your Sugar instance and will display a message once complete.

Note: If the backup fails to complete and your instance is hosted on-site, please evaluate your server error logs to determine the cause. If the failure is due to insufficient PHP settings, you can increase the max_execution_time setting by editing php.ini and restarting your web server.

Repair

Repair allows administrators to perform common maintenance routines on their instance of Sugar. The repair menu is available to only administrative users and can be accessed through Admin > Repair.

For more information on the different repair options available, please refer to the Repair documentation in the Administration guide.

Diagnostic Tool

Diagnostic Tool allows administrators to create a file with many diagnostic and configuration details. This tool will collect basic system information regarding Sugar and server configuration and place it all into a zip file to help debug or diagnose issues. The Diagnostic Tool has options that you can turn on and off to include only specific configuration data. Select one or more of the following available options:

Option Description
SugarCRM config.php Includes a copy of the config.php file from the root directory of Sugar. This file contains many useful system settings options in Sugar.
Note: The db password contained in this file is replaced with asterisks before sending for security purposes.
SugarCRM Custom directory Includes a copy of the entire custom directory in Sugar.
Phpinfo() Includes the output of the PHP function phpinfo() saved to an HTML file. The phpinfo() function returns information about how PHP is configured on the server running Sugar including the version of PHP, the loaded Extensions, and more.
MySQL - Configuration Table Dumps Includes an HTML file for each configuration table in Sugar. The file has three sections: field definitions, indexes, and data.
MySQL - All Tables Schema Includes an HTML file titled MySQLTablesSchema.html which has two sections for each table in Sugar: field definitions and indexes.
MySQL - General Information Includes an HTML file titled MySQL-General-info.html. This file contains some basic information about the MySQL database Sugar is running on such as version number and character sets.
MD5 info Includes a PHP file that shows any file in your instance of Sugar that has a different hash than the stock file. This can indicate which files are customized and where they are located in your file system.
Copy files.md5 Includes the list of all files and their original md5 hash in a file titled files.md5.
Note: Only available when the MD5 info option above is selected.
Copy MD5 Calculated array Includes the list of all files and their current hash in a php file titled md5_array_calculated.php.
Note: Only available when the MD5 info option above is selected.
BeanList/BeanFiles files exist Includes an HTML file titled beanFiles.html. This file contains a list of the modules in Sugar and checks all the references for that module to make sure they are correct.
SugarCRM Log File Includes a copy of the current log file for Sugar.
Sugar schema output (VARDEFS) Includes an HTML file titled vardefschema.html which contains detailed metadata on each table in Sugar.

The more options selected, the bigger the resulting zip file will be. Select the desired options and click "Execute Diagnostic".
Diagnostic_Execute
Once the diagnostic tool is finished, select "Download the diagnostic file" to download the zip file containing the results to your computer.
Diagnostic_Download
Optionally, you can then select "Delete the Diagnostic file" to remove it from the server. Large diagnostic files should be deleted from the server as they can pile up and take necessary disk space.

Tracker

Tracker allows administrators to configure the system to track certain user actions and information for Sugar modules. This information is used in tracker reports and dashlets. By default the tracker options are disabled.
Use the following options to record tracker data:

  • Tracker Actions : Tracks user actions such as modules accessed and records saved.
  • Tracker Sessions : Tracks active users' session data such as session length.
  • Tracker Performance : Tracks system performance such as database round trips, number of files accessed, server response time, and memory usage.
    Note: This option can cause performance issues and should not be enabled in a production environment.
  • Tracker Queries : Tracks any query that takes longer than the specified slow query time threshold and saves the data to the database. Tracker queries logs the query, how many times it has been run, the last time ran, and the average seconds the query took. "Log slow queries" also needs to be selected before this option tracks data.
    Note: This option can cause performance issues and should not be enabled in a production environment.
  • Log slow queries : Select this option to log queries that take longer than the slow query time threshold to the sugar log. This is useful for performance debugging.
    Note: This option can cause performance issues and should not be enabled in a production environment.
  • Number of days of Tracker data to store when Scheduler prunes the tables : Specify the number of days of data to be retained. The Prune Tracker Tables scheduler will remove any tracker records older than the specified number of days. For more information on the Prune Tracker Tables scheduler, please refer to the Prune Tracker Tables section of the Scheduler documentation in the Administration guide.
  • Slow query time threshold (msec) : Specify a threshold in milliseconds to begin logging slow queries at. If "Log slow queries" is selected, queries that take longer than the threshold to process will be logged to the sugar log. If "Tracker Queries" is selected, queries will be logged to the database.

Select the desired settings and click "Save" to preserve your changes.
Tracker_Save
Note: Changing the Log slow queries and Slow query time threshold values will also change them in Admin > System Settings.

Scheduler

Scheduler provides administrators with a method to automate the execution of custom and system processes. The Scheduler menu is available to only administrative users and can be accessed through Admin > Scheduler.
For more information on the different schedulers available, please refer to the Schedulers documentation in the Administration guide.

PDF Manager

PDF Manager allows administrators to create and manage templates for generated PDF files for any deployed module, custom or standard. The PDF Manager is available to only administrative users and can be accessed through Admin > PDF Manager.
For more information on the PDF Manager, please refer to the PDF Manager documentation in the Administration guide.

Mobile

The Mobile settings on the Administration page allow administrators to configure what modules they want enabled or disabled for SugarCRM Mobile and the browser-based Sugar mobile application . In addition, you can enable the mobile offline capability for your instance for SugarCRM Mobile.

The browser-based Sugar mobile application allows users to access various Sugar modules (stock and custom modules) via a web browser on a smartphone or PDA. SugarCRM Mobile is a native mobile application that enables users to access Sugar from certain smartphones (e.g., iPhone). For a list of supported devices for SugarCRM Mobile, please refer to the Mobile Supported Platforms page.
You can add, edit, and remove fields, including Calculated Value fields, to customize the mobile layouts via Admin > Studio. For more information on configuring fields, please refer to the Fields section of the Developer Tools documentation. For more information on configuring the mobile layouts, please refer to the Mobile Layouts section of the Developer Tools documentation.

Note: Calculated Value fields will not be updated in real time for mobile edit view layouts.

Configuring SugarCRM Mobile

You can configure what modules are available for use in SugarCRM Mobile via Admin > Mobile. Please note that the Bug Tracker, Campaigns, Contracts, Knowledge Base, Products, and Targets modules are not available for SugarCRM Mobile. For more information on enabling modules for SugarCRM Mobile, please refer to the Enabling Modules for Mobile Access section of this documentation.

Configuring Mobile Browser Access

The modules enabled for use via Admin > Mobile will also apply to the browser-based Sugar mobile application. For more information on enabling modules for the browser-based Sugar mobile application, please refer to the Enabling Modules for Mobile Access section of this documentation. Please note that the Reports module is not available for the browser-based Sugar mobile application.

Enabling Modules for Mobile Access

Use the following steps to enable modules for mobile access:

  1. Navigate to Admin > Mobile.
  2. To enable a module for the browser-based and native SugarCRM mobile application, drag and drop the module from the Disabled Modules column to the Enabled Modules column.
  3. To disable a module, drag and drop the module from the Enabled Modules column to the Disabled Modules column.
    System_Mobile_Settings1
  4. Click "Save" to apply the changes made to SugarCRM Mobile and the browser-based Sugar mobile application.

Enabling Offline Mobile Access

You can also allow mobile offline capabilities for your instance in SugarCRM Mobile by marking the Offline enabled checkbox in Admin > Mobile. Enabling offline access allows the user's mobile device to cache records for offline viewing as well as buffer changes they make to records while offline. The changes made will be synced once they are reconnected. Please note that the offline option must be enabled in Sugar first before users can enable the offline mode on their devices. For more information on enabling offline in mobile devices, please refer to the SugarCRM Mobile User Guide for your specific mobile device type (iPhone, Android).
System_Mobile_OfflineSettings2

Last modified: 2019-06-27 17:24:08