AutoCRM Platform Administration¶

Administrator guide for configuring and managing the AutoCRM system. This documentation is intended for system administrators responsible for setting up, maintaining, and optimizing the platform.

Purpose and Scope¶

This documentation covers complete platform administration:

User management - creating accounts, assigning roles, managing access
Roles and permissions - defining access rights, permission hierarchy
Teams and organizational structure - data sharing settings, organizational units
Workflow and automation - rules, approval processes, scheduled jobs
Integration - API, webhooks, external systems
System settings - global configuration, security, performance

Required Permissions

Access to system administration requires the Administrator role or specific administrative permissions.

Administration Architecture¶

flowchart TD
    subgraph AdminPanel["Administration Panel"]
        UM[User Management]
        RM[Role Management]
        TM[Team Management]
        WF[Workflow]
        INT[Integration]
        SYS[System]
    end

    subgraph UserMgmt["Users"]
        U[User]
        R[Role]
        T[Team]
        P[Portal]
    end

    subgraph Config["Configuration"]
        EM[Entity Manager]
        LM[Layout Manager]
        LBM[Label Manager]
        FM[Formula Manager]
    end

    subgraph Automation["Automation"]
        WFR[Workflow Rules]
        BPM[BPM Processes]
        SJ[Scheduled Jobs]
        WH[Webhooks]
    end

    UM --> U
    RM --> R
    TM --> T
    WF --> WFR
    WF --> BPM
    INT --> WH
    SYS --> EM
    SYS --> LM

User Management¶

Creating a User¶

flowchart TD
    A[Administration → Users] --> B[New User]
    B --> C[Fill Basic Details]
    C --> D[Assign Role]
    D --> E[Assign to Teams]
    E --> F{Active?}
    F -->|Yes| G[Send Login Credentials]
    F -->|No| H[Save as Inactive]
    G --> I[User Active]

Required User Fields¶

Field	Description	Validation
Username	Login name	Unique, no spaces
Email	Email address	Valid email
First Name	Given name	Min. 2 characters
Last Name	Family name	Min. 2 characters
Password	Access password	Min. 8 characters, complexity

User Settings¶

Basic DetailsAccessPreferences

Field	Description
Username	Login identifier
First and Last Name	Display name
Email	Primary email
Phone	Contact phone
Title	Job title

Setting	Description
Roles	Assigned roles (multiple possible)
Teams	Team memberships
Default Team	Main team for new records
Is Active	Account status
Is Admin	Full system access

Preference	Options
Language	Czech, Slovak, English
Time Zone	Europe/Prague, UTC, etc.
Date Format	DD.MM.YYYY, YYYY-MM-DD
Time Format	24h, 12h AM/PM
Week Start	Monday, Sunday

User Types¶

Type	License	Access	Usage
Regular	Full	All per role	Internal users
Admin	Full	Administration	System administrators
Portal	Portal	Portal only	External users
API	API	API only	Integrations

Password Management¶

flowchart TD
    subgraph PasswordPolicy["Password Policy"]
        MIN[Min. 8 characters]
        COMPLEX[Upper + lower + number]
        EXP[Expiration 90 days]
        HIST[History 5 passwords]
    end

    subgraph Actions["Actions"]
        RESET[Reset Password]
        FORCE[Force Change]
        LOCK[Lock Account]
        UNLOCK[Unlock Account]
    end

    subgraph Recovery["Recovery"]
        EMAIL[Email with link]
        ADMIN[Administrator reset]
        SELF[Self-service change]
    end

Two-Factor Authentication (2FA)¶

Method	Description	Configuration
TOTP	Time-based code (Google Authenticator)	User → Profile → Security
Email	Code via email	Automatic on login
SMS	SMS code (extension)	Requires SMS gateway

Enforcing 2FA for all users:

Administration → Authentication
Enable "Require 2FA"
Set transition period
Users activate on next login

Roles and Permissions¶

Permission Architecture¶

flowchart TD
    U[User] --> R1[Role 1]
    U --> R2[Role 2]
    R1 --> P1[Permission A]
    R1 --> P2[Permission B]
    R2 --> P3[Permission C]

    subgraph Entity["Access Levels"]
        ALL[All]
        TEAM[Team]
        OWN[Own]
        NO[None]
    end

    subgraph Actions["Actions"]
        CREATE[Create]
        READ[Read]
        EDIT[Edit]
        DELETE[Delete]
        STREAM[Stream]
    end

    P1 --> Entity
    P2 --> Actions

Creating a Role¶

flowchart TD
    A[Administration → Roles] --> B[New Role]
    B --> C[Name the Role]
    C --> D[Set Entity Permissions]
    D --> E[Set Field Permissions]
    E --> F[Assign to Users]
    F --> G[Save]

Permission Matrix¶

Level	Description	Example
All	Access to all records	Administrator, director
Team	Own team's records	Team leader
Own	Only own records	Regular user
None	No access	Restricted access

Entity Permissions¶

Basic ActionsExtended Actions

Action	Description	Levels
Create	Creating records	Yes/No
Read	Reading records	All/Team/Own/No
Edit	Editing records	All/Team/Own/No
Delete	Deleting records	All/Team/Own/No
Stream	Access to stream	All/Team/Own/No

Action	Description
Export	Data export
Mass Update	Bulk editing
Merge	Merging duplicates
Convert Lead	Lead conversion

Field Level Security¶

flowchart LR
    R[Role] --> FL[Field Permissions]
    FL --> E1[Entity: Contact]
    E1 --> F1[Field: Phone]
    F1 --> A1[Read: Yes]
    F1 --> A2[Edit: No]

Setting	Description
Read	Can see field value
Edit	Can change field value
None	Field is not visible

Pre-built Roles¶

Role	Description	Recommended Usage
Administrator	Full access	IT administrators
User	Basic access	Regular users
Sales	CRM access	Sales team
Manager	Team access	Team leaders
Portal User	Limited access	External users

Teams and Organizational Structure¶

Team Hierarchy¶

flowchart TD
    COMPANY[Company] --> DIV1[Division A]
    COMPANY --> DIV2[Division B]
    DIV1 --> TEAM1[Team Prague]
    DIV1 --> TEAM2[Team Brno]
    DIV2 --> TEAM3[Sales Team]
    DIV2 --> TEAM4[Support Team]

    subgraph Sharing["Data Sharing"]
        UP[Upward to parent]
        DOWN[Downward to children]
        LATERAL[Lateral within level]
    end

Creating a Team¶

Field	Description	Required
Name	Team name	Yes
Roles	Default member roles	No
Parent Team	For hierarchy	No
Position	Display order	No

Basic RulesExtended Rules

Rule	Description
Owner	Owner always has full access
Team	Team members per role permissions
Hierarchy	Parent teams see child data

Rule	Configuration
Sharing Up	Administration → Settings → Teams
Sharing Down	Automatic
Cross-sharing	Via workflow

Team Positions¶

flowchart LR
    T[Team] --> P1[Leader]
    T --> P2[Member]
    T --> P3[Observer]

    P1 --> A1[Full access to team data]
    P2 --> A2[Standard access]
    P3 --> A3[Read only]

Workflow and Automation¶

Automation Types¶

Type	Description	Usage
Workflow Rules	Simple automatic actions	Notifications, field updates
BPM Processes	Complex processes	Approvals, escalations
Scheduled Jobs	Time-driven actions	Reports, data cleanup
Webhooks	External integration	API calls, notifications

Workflow Rules¶

flowchart TD
    subgraph Trigger["Trigger"]
        T1[After Create]
        T2[After Update]
        T3[After Assign]
        T4[After Relate]
    end

    subgraph Condition["Condition"]
        C1[Field = value]
        C2[Field changed]
        C3[Formula]
    end

    subgraph Action["Action"]
        A1[Send Email]
        A2[Create Record]
        A3[Update Field]
        A4[Webhook]
        A5[Assign User]
    end

    Trigger --> Condition
    Condition --> Action

Creating a Workflow Rule¶

Administration → Workflow
Create rule:

Step	Setting
Name	Descriptive rule name
Entity	Target entity (Lead, Opportunity...)
Trigger Type	After create, After save...
Conditions	When rule should fire
Actions	What to perform

Workflow Action Types¶

CommunicationDataIntegration

Action	Description
Send Email	Send email (template)
Send Notification	In-app notification
Create Notification	Create alert

Action	Description
Update Entity	Update fields
Create Entity	Create related record
Create Related Entity	Create linked record
Update Related Entity	Update linked record

Action	Description
Execute Formula	Run formula
Trigger Workflow	Trigger another workflow
Make HTTP Request	Webhook/API call
Run Service	Custom service

BPM Processes¶

flowchart TD
    START((Start)) --> T1[Task: Review]
    T1 --> G1{Gateway: Approved?}
    G1 -->|Yes| T2[Task: Process]
    G1 -->|No| T3[Task: Return]
    T2 --> END1((End))
    T3 --> END2((End))

BPM Elements¶

Element	Symbol	Usage
Start Event	Circle	Process start
End Event	Bold circle	Process end
Task	Rectangle	Action/task
Gateway	Diamond	Decision
Flow	Arrow	Process flow

Scheduled Jobs¶

Job	Interval	Description
Check Inbound Emails	/1 * * *	Check incoming emails
Process Mass Email	/15 * * *	Process bulk emails
Cleanup	0 1 * * 0	Clean old data
Report Generation	0 6 * * 1	Generate weekly reports

Creating a custom scheduled job:

Administration → Scheduled Jobs
Create new job
Configure:
Name and description
Cron expression (interval)
Job type (Job, Report)
Parameters

Portals¶

Portal Architecture¶

flowchart TD
    subgraph Portal["Customer Portal"]
        PU[Portal User]
        PA[Portal Account]
        PR[Portal Role]
    end

    subgraph Access["Access"]
        CASES[Cases/Tickets]
        KB[Knowledge Base]
        DOCS[Documents]
        QUOTES[Quotes]
    end

    subgraph Security["Security"]
        AUTH[Authentication]
        PERM[Permissions]
        BRAND[Branding]
    end

    PU --> PA
    PA --> PR
    PR --> Access
    Portal --> Security

Creating a Portal¶

Step	Setting
1. Basic	Name, URL, active
2. Roles	Default portal role
3. Appearance	Logo, colors, layout
4. Access	Allowed entities and actions
5. Registration	Self-registration, approval

Portal Roles¶

Role	Access	Usage
Customer	Own records	Customers
Partner	Team records	Partners
Vendor	Limited entities	Vendors

Entity Manager¶

Entity Customization¶

flowchart LR
    EM[Entity Manager] --> E[Select Entity]
    E --> F[Fields]
    E --> L[Layouts]
    E --> R[Relationships]
    E --> FM[Formulas]

    F --> FA[Add Field]
    F --> FE[Edit Field]
    L --> LD[Detail Layout]
    L --> LL[List Layout]
    R --> RN[New Relationship]

Field Types¶

Type	Description	Example
Varchar	Text field	Name, code
Text	Long text	Description, notes
Int	Integer	Quantity, order
Float	Decimal number	Price, percentage
Currency	Currency	Amount with currency
Date	Date	Birth date
DateTime	Date and time	Meeting time
Boolean	Yes/No	Is active
Enum	Selection from options	Status, type
Multi-Enum	Multiple selection	Tags, categories
Link	Link to entity	Assigned user
Link-Multiple	Multiple links	Teams, contacts
File	File	Attachment
Image	Image	Logo, photo

Creating a Custom Field¶

Administration → Entity Manager
Select entity
Fields → Add Field
Configure:

Parameter	Description
Name	System name (camelCase)
Label	Display name
Type	Field type
Required	Require completion
Audited	Track changes
Default Value	Pre-filled value

Layout Manager¶

Detail LayoutList LayoutSearch LayoutMass Update Layout

Record detail layout:

Panels (sections)
Columns
Field order
Field width

List layout:

Displayed columns
Column order
Column width

Search filter:

Available filter fields
Filter order

Bulk editing:

Fields for mass update

Entity Relationships¶

Relationship Type	Description	Example
One-to-Many	1:N	Account → Contacts
Many-to-One	N:1	Contact → Account
Many-to-Many	N:M	Opportunity ↔ Contacts
One-to-One	1:1	User → Profile
Parent	Generic relationship	Activity → Any entity

Label Manager¶

Label Management¶

flowchart LR
    LM[Label Manager] --> S[Scope/Entity]
    S --> C[Category]
    C --> L[Labels]
    L --> T[Translations]

    T --> CS[Czech]
    T --> EN[English]
    T --> SK[Slovak]

Label Categories¶

Category	Content
labels	General labels
fields	Field names
links	Relationship names
options	Selection field options
tooltips	Help text

Editing Labels¶

Administration → Label Manager
Select scope (Global or specific entity)
Select language
Find and edit label
Save

Translation Tips

Maintain consistent terminology
Use short and clear labels
Test in different languages
Export and version translations

Integration¶

REST API¶

flowchart LR
    EXT[External System] --> AUTH[Authentication]
    AUTH --> API[REST API]
    API --> CRUD[CRUD Operations]

    subgraph Authentication
        BASIC[Basic Auth]
        APIKEY[API Key]
        OAUTH[OAuth 2.0]
    end

    subgraph Operations
        GET[GET - Read]
        POST[POST - Create]
        PUT[PUT - Update]
        DELETE[DELETE - Delete]
    end

API Authentication¶

Method	Usage	Security
Basic Auth	Simple integrations	Lower
API Key	Server integrations	Medium
OAuth 2.0	User integrations	High

Creating an API User¶

Administration → Users
Create new user
Type: API User
Assign API role
Generate API key

Webhooks¶

sequenceDiagram
    participant CRM as AutoCRM
    participant WH as Webhook
    participant EXT as External System

    CRM->>CRM: Event (record creation)
    CRM->>WH: Trigger webhook
    WH->>EXT: HTTP POST with data
    EXT->>WH: Response 200 OK
    WH->>CRM: Log success

Webhook Configuration¶

Parameter	Description
URL	Target address
Event	When to trigger
Entities	For which entities
Payload	Data format (JSON)
Headers	Custom headers
Secret	Verification key

Security¶

Security Settings¶

Area	Setting	Recommendation
Passwords	Minimum length, complexity	Min. 10 chars, all types
Session	Timeout, single session	30 min, single device
2FA	Required for admins	Recommended for all
IP whitelist	Access restriction	For production
SSL	HTTPS	Always required

Audit Log¶

flowchart LR
    A[User Action] --> AL[Audit Log]
    AL --> D[Details]

    D --> WHO[Who]
    D --> WHAT[What]
    D --> WHEN[When]
    D --> WHERE[Where]

Tracked Actions	Description
Login/Logout	Sign in and sign out
Create	Record creation
Update	Record change
Delete	Record deletion
Export	Data export
Mass Update	Bulk changes

Backup¶

Type	Frequency	Retention
Full backup	Daily	30 days
Incremental	Hourly	7 days
Attachments	Daily	90 days

Performance and Optimization¶

Monitoring¶

Metric	Target	Action When Exceeded
Response time	< 2s	Query optimization
Memory usage	< 80%	Increase memory
Database size	Monitoring	Archive old data
Queue length	< 100	Increase workers

Optimization Tips¶

DatabaseApplicationServer

Regular index maintenance
Archive old data
Optimize complex reports
Monitor slow queries

Proper cache settings
Limit complex workflows
Optimize layouts
Regular rebuild

Sufficient RAM
SSD disks
PHP OPcache
Redis cache

Troubleshooting¶

Common Issues¶

User cannot log in

Check if account is active
Verify password is correct
Check for account lock
Verify 2FA settings
Check IP whitelist

Workflow not triggering

Verify workflow is active
Check conditions
Review error log
Test with debug mode
Check permissions

Slow performance

Check server metrics
Analyze slow queries
Verify cache settings
Check complex workflows
Optimize reports

Diagnostics¶

flowchart TD
    P[Problem] --> L[Check Logs]
    L --> S{Server logs?}
    S -->|Yes| SA[Analyze errors]
    S -->|No| A{Application logs?}
    A -->|Yes| AA[Debug workflow/API]
    A -->|No| U[User error]
    SA --> F[Fix]
    AA --> F
    U --> T[Training]

System Logs¶

Log	Location	Content
Application	data/logs/	Application errors
Upgrade	data/logs/upgrade.log	Upgrade records
SQL	Debug mode	SQL queries
Workflow	Debug mode	Workflow executions

Additional Resources¶

Platform Usage - User guide
Reference - Technical API documentation
EspoCRM Documentation - Official platform documentation

Need help?

For technical support, contact support@autocrm.cz.