FreeAgent CRM allows you to fully customize your experience so that it fits your sales process instead of having to change your sales process to fit your CRM. This starts with something as simple as the naming convention. Since not every business uses the same terminology, you can change the current Apps to something that is best suited for your process.
By default, the main Apps are called: Contacts, Accounts, and Deals. However, you can customize them to fit your sales process.
If you would like to reorganize the elements of the menu to better suit your process, learn how to deactivate/activate them or even restrict access, you are in the right place. This tutorial will cover:
- Search function introduction
- Access Level needed to change the Menu
- Getting to the App page
- Reorganize (drag&drop)
- Edit Apps
- Deactivate/Active Apps
- Limit the access to some elements in the menu
Search function introduction
At the top of the menu, you will find a Search box that will enable you to search within the menu elements. This will help you get to where you need to go faster.
Please note that this doesn't mean that you can search for a contact or a deal, for that you will need to use the search box located in each of the apps.
Access Level needed to change the Menu
This feature is available for users with Administrator rights. If you are not an administrator but you would like a different order on the menu, we recommend that you contact your team's administrator.
Getting to the Apps page
Open the menu and click on the search box to start typing 'Apps'. You can also scroll down the menu, click on Settings then on System Settings to display the options and then click on Apps.
You can rearrange the order of the elements in the menu by clicking on the Reorder button. This will display a window where you can drag&drop the elements in the desired order, just like in the animation below. You can do this for all the elements on the menu.
Keep in mind that the changes you make will be available for your entire team. This means that the order you choose will be available for everyone in your team.
You have the option to change the name of the elements in the navigation. Just select the element you wish to change and click on the 'Edit' button.
In the edit window, you can rename the App and/or limit access to it based on your uses roles, as described in the 'Navigation Access Roles' section of this tutorial.
Here you also have the option to enable the 'Enforce Individual Access' checkbox. As its name implies, this will restrict the access to this app for those users with individual access. This means that they will be able to see only the records they own. Once you are ready, click the 'Save' button.
In case you would like to hide an element from the menu, simply select the element and click on the 'Deactivate' button.
After a few seconds, a success message will appear in the top right corner to indicate that the element was successfully updated and it won't be visible on the menu. As this happens the element will be removed from the menu and its status under the 'Active' column will change to 'No'. To add it back to the menu, first, enable the 'Show deactivated' checkbox, then select it and click the 'Activate' button.
Navigation Access Roles
It is also possible to limit access to certain elements on the menu based on the 'User Roles'. FreeAgent CRM comes with 5 predefined user roles, but you can customize them. Once you have your roles, all you need to do to use them to restrict access in the Navigation is to select the element and click the 'Edit' button.
On the Edit window click the 'Access Roles' box in order to display the available options. Please note that the options available on the list could be different than those of the image if you have already customized your team's roles. Select the role or roles that should have access to the navigation element. If a role is not added here, the users that have that role assigned will not be able to see that element under the menu.
This is especially useful for those Apps that have sensitive data that only some users should have access to. Please note that you will need to assign the users to the 'Access Role' specified in this step in order for them to have access to it.