ZGI CRM USER MANUAL

You can view this information at a higher level by clicking the 'View Process Audit' button withinthe module action bar. This will show all the processes that have run for all the WorkFlow records.TutorialsCustomers to Target ListThis tutorial will show you how to create a workflow process to add accounts who are customers to aTarget-List when the record is created or modified. Set Up 1. Start by navigating to the WorkFlow module and clicking 'Create Workflow' from the the action bar. 2. Give your workflow a Name such as 'Populate Target List. 3. Select Accounts as the WorkFlow Module. 4. Ensure Repeated Runs is NOT selected and the Status is Active (This should be done by default). Optionally you can change the Assigned-To and add a Description.Conditions 1. Create a new Condition Line by clicking Add Condition. 2. Select 'Type' from the Field drop down. 3. Keep the Operator as 'Equals To' and the Type as 'Value'. 4. From the Value drop down select 'Customer'.Once these steps have been completed the Conditions panel should look like this:USER MANUAL 200

ActionsCreate a new Action by clicking Add Action. 1. Select 'Modify Record from the Select Action drop down list. 2. Using the Name field, give the action a name such as 'Add to Target List' 3. Add a Relationship Line by clicking the Add Relationship button. 4. A drop down will appear above the 'Add Relationship' button. Select the relationship from this drop down box. In this case we are looking for 'Target Lists: Prospect List' 5. This will populate the rest of the line. Click the arrow button next to the relate field to select your target list.Once these steps have been completed your Actions panel should look like this:Cases ReminderThis tutorial will show you how to create a workflow process to notify the assigned user and then aparticular manger user when an open Case has not been updated/modified within two days. Set Up1. Start by navigating to the WorkFlow module and clicking 'Create Workflow' from the the action bar.2. Give your workflow a Name such as 'Case Escalation'.3. Select Cases as the WorkFlow Module.4. Ensure Repeated Runs is NOT selected and the Status is Active (This should be done by default). Optionally you can change the Assigned-To and add a Description.Once these steps have been completed the first panel should look like this: 201 USER MANUAL

ConditionsCreate a new Condition Line by clicking Add Condition.Select 'Date Modified' from the Field drop down.Change the Operator to 'Less Than or Equal To' and the Type to 'Date'From the Value fields select 'Now', '-', '2', 'Days' in order.Once these steps have been completed the Conditions panel should look like this:Repeat step 1.This time select 'Status' from the Field drop down.Keep the Operator as 'Equals To' and change the Type to 'Multiple'.From the Value multi-select field select any values which signify an open caseOnce these steps have been completed the Conditions panel should look like this:USER MANUAL 202

Actions 1. Create a new Action by clicking Add Action button. 2. Select 'Send Email' from the Select Action down down list. 3. Give the action a Name such as 'Assigned User Reminder' 4. On the Email Line select 'Related Field' from the first drop down, 'Users: Assigned To' from the second drop down and a email template from the third drop down.Once these steps have been completed the Actions panel should look like this:Repeat steps 1, 2 and 3 but change the name of this action to 'Manager Escalation Email'. 2. On theEmail Line select 'User' and then select you who should receive the email. Select an email templatefrom the third drop down. 3. When you are finished click Save to create your workflow. Once thesesteps have been completed the Actions panel should look like this:USER MANUAL 203

Follow Up Web LeadsThis tutorial will show you how to create a workflow process to assign web Leads to a particular userfrom a particular role within ZGI CRM. This user will be chosen by round robin. The workflow processwill also set a follow up call for one day after the Lead is created.You can change the Sales role to any role found in your own system.Set Up 1. Start by navigating to the WorkFlow module and clicking 'Create Workflow' from the the action bar. 2. Give your workflow a Name such as 'Web Lead Assignment and Follow Up'. 3. Select Leads as the WorkFlow Module. 4. Ensure Repeated Runs is NOT selected and the Status is Active (This should be done by default). Optionally you can change the Assigned-To and add a Description.USER MANUAL 204

Once these steps have been completed the first panel should look like this:Conditions 1. Create a new Condition Line by clicking Add Condition. 2. Select 'Lead Source' from the Field drop down. 3. Keep the Operator as 'Equals To' and the Type as 'Value' 4. From the Value drop down select our condition, 'Web Site'Once these steps have been completed the Conditions panel should look like this:Actions 1. Create a new Action by clicking Add Action. 2. Select 'Modify Record' from the Select Action down down list. 3. Using the Name field, give the action a name such as 'Assign to Sales' 4. Add a Field Line by clicking Add Field. 5. Select 'Assigned-To' from the new drop down box that has appeared above the Add Field button. 6. Change the middle drop down box from 'Value' to 'Round Robin' 7. Change the third drop down box from 'ALL Users' to 'ALL Users in Role' 8. Select from forth drop down box on the line 'Sales'.Once these steps have been completed the Actions panel should look like this:USER MANUAL 205

1. Now create a new Action by repeating step 1. 2. This time select 'Create Record' from the Select Action down down list. 3. Using the Name field, give the action a name such as 'Create Follow Up Call'. 4. From the Record Type drop down select 'Calls'. 5. Click the Add Field button to add a new field: 6. Select 'Subject' from the first drop down box. Leave the second drop down box as 'Value' then type the desired subject into the text field at the end. 7. Add another field, this time selecting the 'Start Date' from the first drop down box. 8. Change the second drop down box from 'Value' to 'Date'. 9. In the third drop down box select 'Now'. In the fourth drop down box on the line select '+'. 10. In the text box type '1' and in the drop down next to it select 'Days'. 11. Add another field, this time select 'Assigned-To', 'Field', 'Assigned-To' – This will relate the assigned User of the Lead to the Call. 12. You can add any other fields that you wish to include in the call at this stage. To finish click Save.Once these steps have been completed the Actions panel should look like this:USER MANUAL 206

EventsEvents LocationsThe Locations module is used to capture the venue/site information where events are held.Creating Locations1. Hover over the Locations module on the navigation bar and select 'Create Location'.2. This will take you to the Edit View. Enter information into the appropriate fields, all required fieldsare marked with a red asterisk and must be completed prior to saving.USER MANUAL 207

3. Once the necessary information is entered, click SaveEventsThe Events module is used to capture information an particular event and send out invites to delegates.To view the Events held within the system click the 'Events' tab on the navigation bar. This will takeyou to the Events List View.Creating Events1. Hover over the Events module on the navigation bar and select 'Create Event'.2. This will take you to the Edit View. Enter information into the appropriate fields, all required fieldsare marked with a red asterisk and must be completed prior to saving.The following fields are found on the Events module: 208 • Name – The name of the event USER MANUAL

• Start Date – The date and time of when the event starts • End Date – The date and time of when the event ends • Duration – The duration of the event. This will automatically change the end date or be altered automatically if the end date is changed. • Location – This is a relationship to the Event Locations module. • Budget – The budget for the event. • Email Invite Template – The Email Template that will be sent to associated Delegates. • Accept Redirect URL – The web page invitees should be redirected to after you accept an invite using the link provided in the Email Template. • Decline Redirect URL – The web page invitees should be redirected to after you decline an invite using the link provided in the Email Template. • Description – More information about the Event. • Assigned-To – Who the assigned user is for this event. This defaults to you who creates the event. • Created By – Which user created the event.3. Once the necessary information is entered, click SaveAdding Delegates1. Navigate to the Event Detail View.2. Navigate to the Delegates sub-panel found below the 'Event Details' panel.3. Click 'Select Delegates'. A list of options will appear. 209 USER MANUAL

4. Select the appropriate option depending on who should be added to the Event. • Target List – Select a Target List of individuals to be associated to the event. All Targets, Leads and Contacts on this '''Target List '''will be added to the Event. • Targets – Select Targets to be associated to this Event. • Contacts – Select Contacts to be associated to this Event. • Leads – Select Leads to be associated to this Event. • Events – Select an Event to associate that Event’s delegates to this Event.5. Once an option has been chosen a new pop-up box will appear to search and select records from themodule type that was chosen.6. The Delegates sub-panel will populate with the records selected.Sending Invites to Delegates 2101. Navigate to the Delegates sub-panel.2. Choose action 'Send Invites'. USER MANUAL

3. This will send the email template selected in the 'Email Invite Template' to all Delegates who havethe status 'Not Invited'4. Once selected the Delegate status will automatically update to 'Invited'.5. Choosing 'Resend Invites' will send invites out to all Delegates associated to the Event who have yetto respond.Managing Delegates Acceptance Manually1. Navigate to the Delegates sub-panel.2. Select the Delegates that require your 'Accept Status' to be updated.3. Choose action 'Manage Acceptances'USER MANUAL 211

4. A list of options will appear. Select appropriate statuses:5. This will update the Delegates 'Accept Status' accordingly.Acceptance will my automatically updated if the Delegate chooses to accept using the link provided inthe email template.Updating Delegates Status Manually1. Navigate to the Delegates sub-panel. 2122. Select the Delegates that require your attendance to be updated. USER MANUAL

3. Choose action 'Manage Delegates'4. A list of options will appear. Select the appropriate status; Invited, Not Invited, Attended or NotAttended.5. This will update the Delegates 'Status' accordingly.Acceptance will be automatically updated if the Delegate chooses to accept using the link provided inthe email template.USER MANUAL 213

ReportsReportsAdvanced Open Reports (AOR) is the reporting module within ZGI CRM. AOR can be accessed byclicking the 'Reports' link within the navigation menu. The reporting module allows users to reporton CRM data from any module and has many features to display key information quickly.Creating ReportsTo create a report, hover over the Reports module on the navigation bar and select 'Create Report'.You will be presented with the report Edit View. To obtain a list of fields to add to the report, you haveto select a module from the Report Module drop down.Adding FieldsOnce you have selected a Report Module, the list of fields available will display on the left panel. Youcan add fields to the 'Fields' section of the report by expanding the module you wish to select fieldsfrom and then drag and drop those fields into the field section.USER MANUAL 214

Once you have added fields to a Report, there are multiple options to configure for those fields: • Display – True or false option. Allows you to specify whether this field should be displayed on the report, or hidden. Users may wish to add fields to perform a function/sort/group/total but may not wish to show this on the Report.<br/> • Link – True or false option. Allows you to make the field a link. Setting this option to true will hyperlink the field on the Detail View of the report, allowing you to click on the record. This will navigate you to the appropriate record. For example, linking the Opportunity Name will take you to the Detail View of that Opportunity.<br/> • Label – This is the label that will be displayed for the Column/Field on the Report. You can change the label from the default to any alphanumerical value.<br/> • Function - Provides five options: Count, Minimum, Maximum, Sum and Average. Allows you to perform functions on alphanumerical fields. Users may wish to calculate the average Opportunity Amount, or Count total Opportunities at a given Sales Stage.<br/> • Sort – Ascending or Descending. Allows you to select whether to sort the field/column descending or ascending. This can be done for all fields.<br/> • Group – True or false option. Allows you to group by this field. For example, you may wish to group by Sales Stage when reporting on an Opportunity.<br/> • Total – Provides three options: Count, Sum and Average. This allows users to perform total calculations on numerical fields. This is useful for financial reporting such as the total value of all Opportunities at a given Sales Stage.<br/>USER MANUAL 215

Adding ConditionsOnce you have added the fields to your Report, you can add condition lines to the Report. You can addconditions with the same procedure as adding fields. Using the drag and drop functionality, you candrag fields into the 'Conditions' area which will add the field and allow you to specify the condition forthat field.ChartsYou can add charts to Reports. Charts provide a visual representation of the Report data to you. Insome scenarios, or for particular users, visual aids such as charts can assist quicker analysis and betterunderstanding.Chart TypesThere are six types of chart that the user can select to display Report data. These are: • Pie Chart • Bar Chart • Line Chart • Radar Chart • Stacked Bar • Grouped BarTo add a chart, you can click the 'Add Chart' button, below the Conditions section within the ReportEdit View.Once you click add chart, you will be presented with the option to specify the following information:• Title – Allows the user to specify the title for the chart. This will show on the Detail View of the Report and also on the dashlet chart.USER MANUAL 216

• Type – This allows the user to select from one of the six chart types detailed above. • X Axis – Allows the user to select the column that should be used for the X Axis. • Y Axis – Allows the user to select the column that should be used for the Y Axis.Once you have specified the chart details, save the Report. This will display the chart on the DetailView of the Report, below the list of records returned.Reports DashletsYou can display a Report within a dashlet. It is possible to view multiple Report results as you can addmultiple Report dashlets and select different Reports within each dashlet. To do this, add the Reportsdashlet to your homepage.USER MANUAL 217

Once you have added the dashlet, you need to select the Report you wish to display within the dashlet.To do this, click the pencil icon to edit the dashlet.This allows the user to select the Report they wish to display within the dashlet.USER MANUAL 218

Once you have selected the Report, click Save. This will update your Reports dashlet to show theresults of the Report.For full details on adding and managing dashlets, see the Dashlets section of this user manual.Reports Charts DashletsYou can specify to only select to display a chart for Report dashlets. To do this, edit your Report dashletand select the 'Only use charts' option. This will then list all charts you have created for this Report.Select a chart or multiple charts and click Save. This will display the results in the chart selected.USER MANUAL 219

Scheduled ReportsYou can schedule reports to be automatically run and emailed to the required Contact(s). This allowsusers to schedule reports to be sent to Managers or Team Leads Daily, Weekly or Monthly. To createa Scheduled Report, you can click the 'Create' option within the Scheduled Reports Sub-panel on theDetail View of the Report. You can also select existing Scheduled Reports to relate to the Report.Once you have clicked 'Create', there are options to set for the Scheduled Report. Give the ScheduledReport a relevant name. In this example, we will use 'Daily Opportunites Report for Managers'.USER MANUAL 220

You can select the 'Advanced' option for report scheduling. This will provide a cron notation styleoption. This is best suited for System Administrators or advanced users.Once you have entered a name and selected a schedule, click Save.Once you save the Scheduled Report record, this will display in the Scheduled Reports subpanel withinthe Detail View of the Report.USER MANUAL 221

You can view when the Scheduled Report last ran by viewing the 'Last Run' column/field on the sub-panel. This shows in a date/time format.USER MANUAL 222

RescheduleRescheduling a CallTo reschedule a Call, you can click the 'Reschedule' button on the Detail View of a Call which hasbeen defined as Outbound and Planned.Defining the DetailsClicking the Reschedule button will produce a pop up or dialogue box up. This enables users to set thedate and time for the rescheduled Call.USER MANUAL 223

You can also select a reason for the incomplete/unsuccessful Call from the drop down list. Once thedetails have been defined, click the 'Save' button to save the Call.Tracking HistoryOnce saved, the Call is rescheduled for the new date and time. You can view all Call Reschedulehistory by clicking the 'Reschedule' tab on the Calls Detail View.Altering Reasons Drop DownSystem Administrator users can edit the reasons available in the Reschedule pop-up using the dropdown editor. The drop down list used is called 'call_reschedule_dom'.SummaryUSER MANUAL 224

In this chapter we have covered the functionality of the advanced modules. These modules have a veryspecific purpose - enabling users to improve processes and efficiently report on and manage data.In the next chapter, we will cover some third party modules which are part of the ZGI CRM product.These third party modules provide additional functionality to you such as teams and location mapping.USER MANUAL 225

Lawful basisTable of Contents • Lawful Basis o Updating Lawful Basis Manually • Lawful Basis Automisation o Updating Lawful Basis Automatically (WebToLead) o Updating Lawful Basis Automatically (Email)This documentation refers to ZGI CRM 7.10.5 and later.ZGI CRM 7.10.5 introduces new abilities to track the basis for which a business has permission toboth store and process a user’s information.Lawful BasisThe lawful basis feature covers the following fields: Lawful basis, Lawful basis source and DateReviewed. You can ensure fields are included by default by opening the Admin panel→ Studio → Desired Module → Edit/Detail View, and then adding the fields into the display.USER MANUAL 226

By using the \"View Change Log\" action you will be able to see that these three fields are available tobe tracked as auditable fields.Updating Lawful Basis ManuallyTo update any of the lawful basis fields manually you can either edit the detail/edit view directly ortake advantage of the \"Mass Update\" action in the list-view. This is accomplished by selecting thecheckboxes on one or more records on the list-view and then selecting the \"Bulk Action\" drop-down,\"Mass Update\". After scrolling to the bottom of the list-view you will see the three lawful basis fieldsvisible and able to be mass updated.USER MANUAL 227

Lawful Basis AutomationBy updating your email settings to use \"Confirmed Opt In\" you are able to automatically update thelawful basis fields of records when using campaigns web to lead forms or by sending confirmed opt-in emails. See confirmed-opt-in-settings for further details.Updating Lawful Basis Automatically (WebToLead)By using WebToLead functionality you are able to automatically update the lawful basis fields of arecord. With opt in email settings set to \"Confirmed Opt In\", any person form created in the campaignsmodule will automatically update generated records with the correct lawful basis information. E.g.Lawful Basis: Consent, Lawful Basis Source: Website, Date Reviewed: The date that the link wasclicked in the users format.Updating Lawful Basis Automatically (Email)With a contact, lead or target that has been set to \"Opt in\" you are able to automatically update thelawful basis fields through email. By navigating to the list-view and selecting the checkbox for eachrecord you want to update you can then select \"Bulk Action\", \"Send Confirm Opt In\". This will thensend an email to the primary email address of each record which upon completion of the confirmedopt in step will result in the related records in the CRM having their lawful basis fields updated tomatch. E.g. Lawful Basis: Consent, Lawful Basis Source: Email, Date Reviewed: The date that the linkwas clicked in the users format.USER MANUAL 228

ThemesTable of Contents • Changing Theme ColoursChanging Theme ColoursZGI CRM introduces four new colour ways for the SuiteP theme. Set your preferred colour way inyour User Profile.Open your User Profile by selecting Profile from the dropdown menu under your username at the topright of the screen.Click the Layout Options tabUSER MANUAL 229

The theme colour is set from the Style dropdown. The default colourway is Dawn.Select the required colourway.Click SAVE to view the new theme colour. Here, the Night colourway has been selected.USER MANUAL 230

To choose another colourway, select Edit from the Actions menu to view the Layout Options tab.USER MANUAL 231

Confirmed Opt InTable of Contents • Overview • Opt In Email Settings o Opt In o Confirmed Opt In • Email Opt In Indication o List and Detail View o Edit View • Sending/Resending Opt In Emails Manually • Campaigns o Web To Person Form Opt InOverviewZGI CRM 7.10 introduces a new Confirmed Opt In feature which provides two opt in settings foremail addresses: Opt In and Confirmed Opt In. 1. Opt In is used to indicate that a Contact, Lead or Target has opted in to receive marketing communications. 2. Confirmed Opt In further requires users to confirm their opt in status by clicking a link sent to them via email. This email can be configured to send automatically (e.g. on submission of a Web-To-Person form) or manually, and the template used to send this email can be customized.Once Opt In or Confirmed Opt In settings have been selected: • An additional Opt In checkbox will be visible in Detail and Edit views for email address fields in Contacts, Leads and Targets.USER MANUAL 232

• Opt In, Confirmed Opt In and Pending Confirmed Opt In status will be visible in List view for records in these modules. • Web-To-Person Forms will automatically include an Opt In checkbox. • Campaign emails will NOT be sent to email addresses which are not marked as Opt In or Confirmed Opt In, depending on which settings you choose here.Opt In Email SettingsTo configure your Opt In settings, open the Admin panel and select Email Settings. Opt In settingscan be found on the Email Options panel.Opt InSelect Opt In from the Opt In Settings: menu.There is no need to configure the other Opt In settings, as Opt In emails are not sent with this setting.Click SAVEConfirmed Opt InSelect Confirmed Opt In from the Opt In Settings: menu.USER MANUAL 233

With this setting, users are required to further confirm their opt in by clicking a link sent to them viaemail.Select Automatic Opt In Email to have this email sent automatically (e.g. on submission on a Web-To-Lead form). The default template for these emails is the Confirmed Opt In template. You can editthis template from the Email Templates module, but note that it must contain the Opt In link.Click SAVEEmail Opt In IndicationList and Detail ViewOnce Opt In or Confirmed Opt In is set, the status of a Contact, Lead or Target email address isindicated in both List view and Detail view with a tick or double tick. Email addresses which have been opted in are indicated by a single green tick. Email addresses which have had their opt in status confirmed are indicated by a double green tick Email addresses which are pending an email confirmation are indicated with a single grey tick.Edit ViewUSER MANUAL 234

An Opted In checkbox indicates the opt in status in Edit view.Note that for Confirmed Opt In, manually checking the Opted In box here will result in a statusof Pending Confirmation, rather than Confirmed Opt In. The user will still be required to confirmtheir opt in via email.Sending/Resending Opt In Emails ManuallyIf you have Confirmed Opt In configured, confirmation emails can be sent/resent manually, either inbulk or individually.To send in bulk, select the records to send to by checking the boxes to the left of the records in Listview.Select Send Confirm Opt In Email from the Bulk Action menuUSER MANUAL 235

.To send to an individual, open the contact record and select Send Confirm Opt In Email fromthe Actions menu.Email(s) will be sent silently (without confirmation) using the predefined template.CampaignsYour opt in settings will affect your target lists for Campaigns. Campaign emails will NOT be sent toemail addresses unless they are Opted In or Confirmed Opted In, depending on which settings youhave chosen.USER MANUAL 236

Web To Person Form Opt InWhen creating a Web To Person form, an Opt In checkbox will be automatically added after the emailaddress field if Opt In or Confirmed Opt In is configured.If the user checks this box, the email address will be set as Opted In (or Pending Confirmation ifyou have Confirmed Opt Inconfigured) when the record is created in ZGI CRM.Note that if you have Confirmed Opt In configured and Automatic Opt In Email selected, the OptIn email will be sent automatically following submission of the form. If Automatic Opt In Email isnot selected, these emails will need to be sent manually.USER MANUAL 237

Password ManagementTable of Contents • Password Management o Password Security Settings • Two Factor AuthenticationPassword ManagementFrom the Admin panel, select Password Management to open the settings page.Password Security SettingsThese are optional password security settings for user passwords. Once set, user passwords must meetthe selected criteria.Check the boxes to select the required password features.Note that special characters are #$%^&*()+=-[]';,./{}|:<>?~Click Save to retain the settings.Two Factor AuthenticationTwo Factor Authentication can be enabled on a per-user basis. Once enabled, a user will be requiredto enter a code received via email each time they log on to ZGI CRM.Open the user’s profile and select Edit from the Actions menu.USER MANUAL 238

Check the Two Factor Authentication box.Click SAVE to retain the settings.When the user logs on, after entering their username and password, they will be asked to enter the codewhich will have been sent to them via email.Once they have entered the correct code and clicked VERIFY they will be logged into ZGI CRM.Email TemplateThe template for the Two Factor Authentication code email which is sent to users can be setin Password Management from the Admin panel.USER MANUAL 239

Security Suite (Groups)Security Suite allows control of what users can access. It allows restricting sensitive data in ZGI CRMto specific teams (groups). Security Suite comes loaded with options which allow you to configure itto meet your exact needs. Choose from a number of automatic assignment options to ensure that yourusers can always access the data that you need.Create GroupsSystem Administrators can add groups and roles or set up Security Groups preferences in SecuritySuite Settings found at the top of the Admin page.Allow Non-admins to Create GroupsSystem Administrators can allow non-admin users to add groups to records. This can be done by doingthe following steps: 1. Navigate to Configure Tabs. Add Security Groups to the displayed tabs. 2. Run Repair Roles, within Admin→Repair, to be able to assign rights to Security Groups. 3. Edit role(s) to Enable Security Groups Management. 4. Edit role(s) to set List to All or Group for Security Groups Management as desired.USER MANUAL 240

Configure Security Suite SettingsSecurity Suite is very configurable and allows for support near every possible situation. Because ofthat there may be a learning curve and some time required to understand what each option does andhow it may be used for your specific needs. You can find the settings page by going toAdmin→Security Suite Settings.Groups SetupThere are 3 key steps to setting up Groups so that you work correctly. 1. Create a group for each team of users and add the appropriate users to the group. 2. Create a role and select Group for the access level for every appropriate cell in the grid. Assign that role to each group 3. Add the groups to records in your ZGI CRM instance. You can use the Mass Assign on the List View to do this. Going forward the groups will automatically inherit based on your Security Suite Settings. You can also use logic hooks, workflow, or do a direct database insert into the security groups_records table if doing a one-time initial setup.If your users should only typically see their own records then the role assigned to the group would beconfigured to have Owner only rights. A manager who is a part of the group, but who should see beable to see all records in the group would have a role directly assigned to you record that gives Groupaccess.Roles determine what a user can do with a record once they have access to it. 1. Create the roles 2. Edit role(s) to Enable Security Groups Management 3. Edit role(s) to set List to All or Group for Security Groups Management as desiredUSER MANUAL 241

A Typical Hierarchy SetupAlthough Security Suite can handle any organizational structure, the most common scenario it is usedfor is one where the owner can sell everything, managers can see both their own records and those oftheir team, and team members can only see their own records.The ScenarioThis company has 2 sales teams; East and West. The owner, Jill, should be able to see everything. TheEast Sales team is lead by Will and Sarah leads the West Sales team. Both of them should seeeverything just in your own respective teams. The rest of the Sales Reps in each teams should only beallowed to see your own records.Set up the Groups 1. Create a group called East Sales 2. Add Will and the Sales Reps 3. Create a group called West Sales 4. Add Sarah and the Sales RepsSet up the Roles 1. Create a role called Everything and set the rights to All.Tips and Tricks: Click the header in any column on the role grid and you can set the rights for the whole column at one time 2. Assign the Everything role directly to Jill’s user account 3. Create a role called Group Only and set the rights for everything to Group 4. Assign the Group role directly to Will and Sarah 5. Create a role called Owner Only and set the rights for everything to Owner 6. Assign the Owner Only role to the East Sales and West Sales groupsUSER MANUAL 242

Assign the GroupsThis instance already has some existing Leads so we will assign them to the appropriate groups. 1. Go to the Leads List View and search for the Leads that should belong to the East Sales group 2. Check the appropriate Leads, in the Mass Assign panel choose East Sales, and click \"Assign\" 3. Repeat for the West Sales teamGoing forward the groups will be automatically inherited by any Calls, Contacts, Notes, etc that getadded based on the Security Suite Settings that are configured. If the ZGI CRM instance is alreadyloaded with lots of data at the time of starting with Security Suite then there may be some initial workto be done to add those groups to the related records. The Mass Assign functionality on the List Viewcan be used or direct database insertion into the security groups_records table. See existing data in thattable for how to format the data. This will require SQL knowledge if you want to go that route.Check the SettingsThese settings determine how Security Suite functions. In the Group Inheritance Rules panel thedefaults of \"Inherit from Created By User\", \"Inherit from Assigned To User\", and \"Inherit from ParentRecord\" will work perfectly in this scenario.Any Lead that gets created will automatically have groups assigned to it based on who created it andwho gets assigned to it. If a Call is created for a Lead then the Call will inherit the groups from theLead record (parent record) along with inheriting the groups from the created by user and the assignedto user.Another key setting is \"Strict Rights\". In the scenario above the default settings will cause the links onthe List View for the team Leads to show with no link for records that are assigned to your group. Inmany cases you will want to uncheck \"Strict Rights\" so that you can assign groups in the mannerdescribed in this doc.That’s it!USER MANUAL 243

The hardest part is always the initial setup. Once you have things configured and figured out it willjust run on its own.Have a more complicated structure? Apply the same principles here for each additional level ofhierarchy that you may have. The key is to create a group at the lowest levels of the structure and thenwork your way back up.Advanced OptionsZGI CRM System Administrators can configure many advanced options for Security Suite. This allowsyou to control various access/rights, inheriting of records, filters and more.Additive Rights 244User gets greatest rights of all roles assigned to you or user’s group(s)Strict Rights USER MANUAL

If a user is a member of several groups only the respective rights from the group assigned to the currentrecord are used.New User Group PopupWhen creating a new user show the Security Groups popup to assign you to a group(s).User Role PrecedenceIf any role is assigned directly to a user that role should take precedence over any group roles.Filter User ListNon-admin users can only assign to users in the same group(s)Use Popup SelectWhen a record is created by a user in more than one group popup a group selection screen otherwiseinherit that one group. Inheritance rules will only be used for non-user created records (e.g. Workflows,etc).Use Creator Group SelectAdds a panel to a record creation screen if a user is a member of more than one inheritable group thatallows a user to select one or more groups that you belongs to that should be associated with the newlycreated record. If a user is in just one group the normal inheritance rules will instead be applied.The new record will still inherit from the Assigned To user or Parent record if these options are set.This setting only overrides the Created By setting.Shared Calendar - Hide RestrictedUSER MANUAL 245

By default users can see when other users are busy on the Shared Calendar. Even if you doesn’t haverights to the meeting, call, etc. It will display on the calendar, but you cannot view more details unlessyou have rights to that specific calendar item. By setting this option you cannot see these items on theShared Calendar; only items that you actually has rights to.Inherit from Created By UserThe record will inherit all the groups assigned to you who created it.Inherit from Assigned To UserThe record will inherit all the groups of you assigned to the record. Other groups assigned to the recordwill NOT be removed.Inherit from Parent Recorde.g. If a case is created for a contact the case will inherit the groups associated with the contact.Default Groups for New RecordsSet groups that should always be attached when a specific module is created.Inbound email accountLocks down inbound email accounts in the email client to only list those that belong to the same groupas the current user.USER MANUAL 246

JJW MapsJJW Maps provides mapping functionality for ZGI CRM. JJW Maps is a third party module, providedby JJW Design.USER MANUAL 247