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Using the AutoCRM Platform

Comprehensive user guide for working with core AutoCRM system functions. The AutoCRM platform forms the common foundation for all modules - providing a unified environment for user management, communication, workflow, automation, and integrations. This documentation covers key features used by all users regardless of which specialized modules they work with.

Purpose and Scope

This documentation covers all fundamental aspects of working with the AutoCRM platform:

  • Navigation and orientation - dashboard, menu, search, working with widgets
  • Working with records - creating, editing, deleting, filters, views
  • Communication - emails, internal chat, notifications, alerts
  • Workflow and automation - BPM, triggers, scheduled jobs
  • Reporting - reports, charts, data exports

Who is this guide for

This guide is intended for all users of the AutoCRM system. It covers basic skills needed for effective work with the platform. For administrator settings, see Platform Administration.

Key Concepts

Before starting work with the platform, it's important to understand the basic terms and principles.

Platform Architecture

flowchart TD
    subgraph Users["User Interface"]
        D[Dashboard] --> M[Menu/Navigation]
        M --> E[Entities/Modules]
        E --> R[Records]
    end

    subgraph Data["Data Management"]
        R --> C[CRUD Operations]
        R --> F[Filters and Views]
        R --> S[Search]
    end

    subgraph Communication["Communication"]
        EM[Email] --> R
        CH[Chat] --> R
        N[Notifications] --> U[User]
    end

    subgraph Automation["Automation"]
        W[Workflow] --> R
        T[Triggers] --> R
        SC[Scheduler] --> R
    end

Core Platform Entities

Entity Purpose Description
User System access Person with login credentials
Team User organization Group of users for data sharing
Role Permissions Definition of access rights
Dashboard Overview Home screen with widgets
Record Data unit Specific item in a module
Entity Record type Data structure definition

Entities and Records Principle

AutoCRM is built on the concept of entities and records:

flowchart LR
    subgraph Entity["Entity (record type)"]
        ED[Field Definitions]
        EL[Links/Relationships]
        EV[Views]
    end

    subgraph Record["Record (actual data)"]
        RD[Field Values]
        RL[Linked Records]
        RH[Change History]
    end

    Entity -->|instance| Record
  1. Entity defines the structure - what fields a record has, what relationships it has
  2. Record contains actual data - filled values, attachments, history
  3. View determines how records are displayed - list, kanban, calendar

Example

The Contact entity defines fields like Name, Email, Phone. A specific record then contains values "John Smith", "john@company.com", "+1234567890".

Prerequisites

System Requirements

To work with AutoCRM, you need:

  • [x] Valid login credentials (email and password)
  • [x] Assigned role with appropriate permissions
  • [x] Supported web browser (Chrome, Firefox, Edge, Safari)
  • [x] Stable internet connection

When logging in for the first time, we recommend:

  • Change your default password
  • Set up two-factor authentication (2FA)
  • Review and complete your profile information
  • Familiarize yourself with the dashboard layout

For effective work, configure:

  • Profile photo
  • Email signature
  • Preferred language settings
  • Time zone
  • Notification preferences

The dashboard can be customized:

  • Add/remove widgets
  • Change layout
  • Set default filters
  • Favorite records and entities

Module Integration

The AutoCRM platform provides a common foundation for all specialized modules:

Shared Functions Across Modules

flowchart TD
    subgraph Platform["AutoCRM Platform"]
        Auth[Authentication]
        Nav[Navigation]
        Search[Search]
        Rep[Reporting]
        Wf[Workflow]
    end

    subgraph Modules["Specialized Modules"]
        Sales[Sales]
        Warehouse[Warehouse]
        Invoicing[Invoicing]
        HR[HR]
        Project[Project]
        Manufacturing[Manufacturing]
    end

    Platform --> Sales
    Platform --> Warehouse
    Platform --> Invoicing
    Platform --> HR
    Platform --> Project
    Platform --> Manufacturing
Platform Function Module Usage
Authentication Single sign-on for all modules
Permissions Roles and ACL for all entities
Search Global search across modules
Reporting Reports from any entities
Workflow Process automation for all modules
Email Integration Sending from any record
Notifications Alerts from all modules

User Roles and Permissions

Role Permissions Typical Use
Administrator Full access to everything System management, configuration
Manager Read all data + team management Department head
Regular User Access to assigned records Standard employee
Portal User Limited access via portal External user

Work Procedures

Daily User Workflow

flowchart TD
    A[Login] --> B[Check Dashboard]
    B --> C{New Notifications?}
    C -->|Yes| D[Process Notifications]
    C -->|No| E[Work with Records]
    D --> E
    E --> F[Create/Edit Records]
    F --> G[Communicate with Colleagues]
    G --> H[Check Tasks]
    H --> I[Logout]

Record Work Workflow

sequenceDiagram
    participant U as User
    participant S as System
    participant W as Workflow
    participant N as Notifications

    U->>S: Create Record
    S->>W: Run Triggers
    W->>S: Automatic Actions
    S->>N: Send Notifications
    N->>U: Alert
    U->>S: Edit Record
    S->>S: Save Change History

Key Features

Working with Records

Function Description Keyboard Shortcut
New Record Create a new record Ctrl + Space
Quick Search Global search /
Save Save changes Ctrl + S
Edit Switch to edit mode Ctrl + E

View Types

Tabular display with options for:

  • Custom columns
  • Sorting and filtering
  • Bulk actions
  • Export to CSV/Excel

Visual board for:

  • Record states/phases
  • Drag & drop moves
  • Color labels
  • Quick preview

Time-based display for:

  • Meetings and events
  • Tasks with deadlines
  • Activity planning
  • Synchronization

Automation

Type Trigger Example Use
Workflow Status change Approval process
Trigger Record create/update Automatic email
Scheduler Time schedule Daily report
Webhook External event API integration

Handling Common Situations

Forgotten Password

How to reset password?

  1. On the login screen, click Forgot Password
  2. Enter your email
  3. Check your email inbox (including spam)
  4. Click the link in the email
  5. Set a new password

Cannot Find a Record

flowchart TD
    A[Record Not Found] --> B{Correct Filter?}
    B -->|No| C[Clear Filters]
    B -->|Yes| D{Have Permission?}
    D -->|No| E[Contact Administrator]
    D -->|Yes| F{Was it Deleted?}
    F -->|Yes| G[Trash / Archive]
    F -->|No| H[Global Search]
    C --> H

Notifications Not Working

Notification Check

  1. Check settings in Profile > Notifications
  2. Verify email is not in spam
  3. Check browser notification settings
  4. Contact administrator to check system settings

Section Contents

Detailed guides for individual features can be found in these chapters:

Chapter Description
Purpose and Scope Documentation overview and target audience
Key Concepts Basic terms and platform principles
Prerequisites What you need to get started
Login and Profile User account management
Dashboard and Navigation System orientation
Working with Records CRUD operations, filters, views
Communication Email, chat, notifications
Workflow and Automation BPM, triggers, scheduler
Reporting Reports, charts, exports
Key Features Overview of important features
Handling Common Situations FAQ and troubleshooting

Additional Resources

Need help?

For support, contact support@autocrm.cz or use the chat in the bottom right corner of the application.