Activating Sugar Enterprise

Overview

Sugar Enterprise includes several features that provide ways for your team to collaborate and manage business processes. In addition, you may purchase solution add-ons to enhance the functionality. Some of these solution add-ons (e.g., Sugar Automate) are available as soon as you purchase the license and assign the appropriate license type to your users. Others (i.e., Sugar Connect) require activation and configuration. This article provides an overview of the process that your primary Sugar administrator should perform to activate and configure Sugar Enterprise as well as processes that are relevant only if you have purchased the associated add-on.

Note: The information contained in this article pertains to Sugar Enterprise version 13.0.x as there may be differences in prior versions.

This article covers the following steps that are required to activate your Sugar Enterprise capabilities in logical order:

Install Sugar and log in for the first time.
Create users.
Go live with Sugar.
Activate Sugar Connect.*
Give users access to Sugar Connect.*
Learn about Sugar Automate.*
Encourage user adoption.

* Applies only if you purchased the corresponding add-on.

Note: This article only references solution add-ons purchased directly from Sugar. You can find many more third-party solution add-ons in SugarOutfitters.

Prepare

Before activating Sugar Enterprise, make sure that you have access to the following items:

SugarCRM Order Confirmation: Find your order confirmation email that contains any subscription keys you will need below.
List of Sugar Users and Responsibilities: You should make a list with each user's full name, username, email address, and physical address so that you can create multiple users via import. You should understand how each user will be permitted to engage with Sugar through the lens of teams and roles.
SugarCRM Customer or Partner Portal login: You need a sugarcrm.com account to download Sugar and Sugar Automate (if purchased). You may have had this account previously, or if you purchased Sugar online, a new account would have been automatically created. You should have received an email with a subject line similar to, "Welcome to SugarCRM Customer Portal". If you have not received this email, or you did not place your order online, you can register for the portal at https://auth.sugarcrm.com/register or by contacting your sales representative.

The steps on this page may take several hours or several days depending on your level of preparedness, business process complexity, and familiarity with Sugar solutions. Please review the following sections before starting and be sure you have enough time to commit to the activation and configuration for each step.

Install Sugar and Log in for the First Time

Welcome, administrator! The first step for assembling your Sugar Enterprise instance is to install and log in to Sugar.

Download Sugar Enterprise.
1. Go to Sugar's Downloads page to download Sugar Enterprise.
  Note: You must be a registered sugarcrm.com user to access the download manager.
2. Choose your Sugar version and then choose "Enterprise" from the adjacent dropdown to access your package.
Prepare and install Sugar Enterprise.
1. Ensure that your system meets the Sugar requirements.
2. Prepare your installation.
3. Install Sugar via the Setup Wizard.
Navigate to your new Sugar instance.
1. Log in using the credentials that you configured during installation.
2. Step through the New User Wizard to configure some basic profile settings, and then click "Start Sugar" to access your Sugar account.
Edit your admin user record.
1. Click your profile icon in the upper right of Sugar and select "Profile".
2. Click "Edit" and edit the details as follows:
  1. Set your first and last name, user name, and email address.
  2. Enable all available license types in the License Type field to ensure you can access all of Sugar's functionality. To select all licenses, click the first license in the list, press and hold the Shift key on your keyboard, then click the last item on the list.
Define password requirements in Password Management.
1. Click your profile icon in the top right corner of Sugar and select "Admin". Then choose "Password Management".
2. Set your organization's password requirements.
  Note: For more information on configuring the password requirements, refer to the Sugar Enterprise Guide.
Set your password.
1. Once you have established your organization's password requirements, return to Admin > Profile, click "Edit", then set your password on the Password tab.

Note: Do not share your login credentials with others. If you would like to designate another person as an admin user, please create a new user with the User Type field set to "System Administrator".

Create Users

For the remaining sections, you will need to have user records loaded into Sugar so that you can associate them with the appropriate capabilities before they log in.

Create the user records in your Sugar instance.
1. Create users individually or create multiple via import.
  Note: You may refer to the list you prepared earlier before starting the Sugar Enterprise activation process.
If you purchased the Sugar Automate add-on, assign user licenses.
1. Assign licenses to your users by going to Admin > User Management. The Sugar Enterprise license is automatically applied to new users, but if you purchased the Sugar Automate add-on, you will have to select "Sugar Automate" in the License Type field as well.
Set up teams and roles in your Sugar instance.
1. Create Teams and Roles according to your business needs to control user access and actions throughout Sugar.
2. Relate the users that you created in Step 1 of this section to the teams and roles.

Go Live With Sugar

Before introducing users to Sugar, you may want to make changes to Sugar's standard fields and layouts. Take some time to evaluate and configure Sugar's capabilities for your unique business processes. The following links may help guide you during this exciting process of leveraging the flexible Sugar platform.

Configure your system settings.
1. Refer to the First Settings to Configure article for some common settings that you may want to configure.
Welcome your users.
1. Send a welcome email to your users to provide them with the instance URL and information on how to log in.

Activate Sugar Connect

To start using Sugar in your Gmail or Outlook client, you must create and configure a Sugar Connect tenant and then configure your Sugar instance to sync with that tenant. As the primary administrator of your Sugar instance, we recommend that you also be the administrator of Sugar Connect. All Sugar Connect admins must also be admins for the Sugar instance.

Note: Skip this section if you did not purchase Sugar Connect.

Refer to the Setting up Your Sugar Connect Tenant section in the Sugar Connect Deployment and Administration Guide to learn how to set up your organization's instance of Sugar Connect.
- When setting up your Sugar Connect tenant, you will be required to provide your SugarCRM license key. This key is found in your SugarCRM order confirmation email under the Additional Capabilities heading.
- If users will authenticate with Google Workspace accounts, you may need to add Sugar Connect to your Google Workspace account's trust list.
Configure the email sidebar and sync settings as detailed in the Sugar Connect Deployment and Administration Guide.
- To customize the Connect sidebar record view, navigate to Sugar Connect Portal > Admin Center > Customization.
- To configure email tracking, calendar sync, and contact sync settings, navigate to Sugar Connect Portal > Admin Center > Settings.

Refer to the Sugar Connect Deployment and Administration Guide for details about other settings that you may want to configure at this time. Please note that Sugar Connect does not support Sugar instances using single sign-on (SSO) unless the instance uses SugarIdentity. If you would like to use Sugar Connect with SSO, the Sugar administrator will need to activate SugarIdentity for their on-site instance.

Note: Users do not yet have access to this capability. You will be giving users access in a later section once you have added users to Sugar and Connect.

Give Users Access to Sugar Connect

If you purchased Sugar Connect, you may now give your users access. Before giving users access to Sugar Connect for mail and calendar integration, they must have already set up their Sugar user accounts with their business email address and have created a Sugar password. Use the following steps to give those users access to Sugar Connect.

Note: Skip this section if you did not purchase Sugar Connect.

Add users to Sugar Connect.
1. Manually add users to Sugar Connect or auto-add new Connect users from your domain.
2. Once a user has been added, you may make any user a Connect admin via the Users action menu in Admin Center > Users.
Map Sugar Connect users to Sugar.
1. Sugar Connect users are automatically mapped to their Sugar user accounts. Admins may manually map Connect users to their Sugar user accounts via the Add User Link button in the Connect Portal > Admin Center > CRM Data Source.
Ask users to install the Google or Microsoft extension.
1. Provide users with the Sugar Connect User Installation Guide for instructions on how to install Sugar Connect.

Refer to the Sugar Connect User Guide for Google Workspace or Microsoft Office 365, or the Sugar Connect Portal User Guide for more details on how to use Sugar in your email client.

Learn About Sugar Automate

An additional capability can be added to Sugar Enterprise that provides enhanced functionality for you and your team. The following section introduces the feature and includes ways to find additional information.

Smart Guides

Smart Guides is powered by Sugar Automate and allows you to create easy-to-follow visual business processes for users to follow and complete against their Sugar records. Each Smart Guide created by Sugar Automate is an end-to-end process that is split into color-coded stages, and each stage contains one or more call, meeting, or task activities that the user can complete with optional dependencies and actions on related records.

For additional information on smart guides, please refer to the Sugar Automate documentation in the Application Guide.

Note: For Sugar instances 12.0 and lower, you must install and configure Sugar Automate before you can use it in your Sugar Enterprise instance.

Encourage User Adoption

Now that you have activated your Sugar Enterprise instance, learn more about how to help your organization succeed in using this new technology by visiting the Adoption page of SugarClub. This will provide you with resources to help you organize and communicate with your users so that you can get the most out of Sugar!