In part 5 we're going to be covering the following topics:
- Notification Builder
- Related Lists
- Webhooks
- Workspace
Open the menu and go to Admin Settings > App Setup. You can also use the search function to get there faster, just start typing 'Apps'.
Notification Builder
The Notification Builder allows the team administrator to create system notifications for any of the existing Apps in the FreeAgent CRM account. Not only that, you can fully customize the message displayed to team members and create role-specific notifications.
User Permissions: Only the team's administrator can create new notifications.
Navigate to Notification Builder
Go to Admin Settings, then click on 'Automations' to display the available options. There click 'Notification Builder'.
Create New Notification
To create a New Notification click the 'Add Notification' button.
In order to create new notifications, you will need to add the following information:
| FIELD | DESCRIPTION |
|
| App | From the dropdown, select the App for which you are creating the notification. | |
| Name | Give your notification a name. This name will appear on the Notifications Settings page, for your team members to see. | |
| Description | Add a description that helps your team members identify the purpose of the notification. | |
| Message Template | This will be the message displayed in the notification bell, once the event occurs. If you want to add the name, Id or other information about the record, type {{ and select the desired option. | |
| Roles | By default, the 'All Users' option is added. However, you can select specific roles that should have access to the notification. | |
| Trigger |
There are 3 different triggers available: After Create - The notification will occur if the conditions are met after a new record on the selected App is created. After Update - The notification will occur if the conditions are met after a record on the selected App is updated. On Create or Update - The notification will occur if the conditions are met once a record is created or updated. |
|
| On Update Fields* |
Only available when the trigger is either 'After Update' or 'On Create' or 'Update'. Select the field that needs to be updated in order for the notification to occur. |
|
|
CONDITIONS You can specify as many conditions as necessary for your notifications. All of these will need to be met in order for the notification to trigger. |
||
| Field | Operator | Value |
|
Select the fields that will have an impact on the notification. This usually includes the field selected under 'On update Fields' when you are expecting a specific value. |
Select from the available options. The operators available will depend on the type of selected field. |
Select the value required for the condition to be met. The options available will vary according to the field type. |
Once you have configured your notification, click the 'Save' button.
Out-Of-The-Box Notifications
There are some really useful Notifications already included for the existing Apps. Here is a list of some of the most popular ones :
| NOTIFICATION | DESCRIPTION | APP Availability |
| [App] Assigned |
When a Team Member is selected under the Owner field, whether it is when the Record is created or updated, there will be a notification sent to the Team Member. Available for All Users. |
Existing Apps where the Owner field is in use. |
| Email Clicked / Opened / Received | If Email Tracking is enabled for the Organization, All Users will receive notifications for the three main email cases. | |
| Assigned | When a Team Member is selected under the Owner field, whether it is when the Record is created or updated, there will be an event logged in the Timeline. | Existing Apps where the Owner field is in use. |
Notification Example
Let's use the following use case as an example: Managers would like to receive a notification when a Quote is ready for Approval.
Since Sales representatives can create quotes and set their status as Approved, or simply update an existing one, for this example you will use the 'On Create or Update' trigger. The rest of the configuration would look something like this:
| FIELD | EXAMPLE |
|
| App | Quotes | |
| Name | Quote requires Approval | |
| Description |
Notifies Managers when a Quote's stage is set to 'Requires Approval'. |
|
| Message Template | Quote {{id}} is awaiting Approval. | |
| Roles | Managers | |
| Trigger |
On Create or Update |
|
| On Update Fields* |
Stage |
|
|
CONDITIONS |
||
| Field | Operator | Value |
|
Stage |
Is |
Awaiting Approval |
Related Lists
Related lists are based on reference fields, and they allow you to see and create content for a particular entity in the system.
We know that your business is unique, so some related list items are more important to you than others, and naturally, you want to see those first. With Related lists, you can not only decide the order of items that matter to you the most but also decide if you want them to show there at all!
One of the things that make FreeAgent CRM so visually pleasing to use is the ability to not see a bunch of stuff that doesn’t matter to you.
Creating data relationships in FreeAgent CRM is super easy. When a relationship is created, FreeAgent includes a Preview Card in a Related List that provides quick context into the related record.
User Permissions: Only the Administrators can use this feature.
Navigate to Related Lists
Open the menu and navigate to Admin Settings > App Setup. From here select your desired app and click on 'Related List'. You can also use the search function to get there faster, just start typing 'Related List'.
Create Related Lists
In the top right-hand corner, click on the 'Add New Related List' button. This will bring up the 'Create New Related List' box. From here you will be prompted to name your new List. You will then designate a Reference and a corresponding Reference Field based on your current App.
FreeAgent CRM now offers full control over the creation and management of your Related Lists. Through the 'Conditions' filter you can customize your Related List to show specific filtered records. For example, you can now create a 'To Do' list that only shows your incomplete tasks.
You can add any number of conditions to achieve your desired List and modify these settings at any time. Once ready, click 'Save' to create your new Related List.
Edit Related Lists
Here you will see a list that includes a Related List for each 'Reference field' that you have created within the 'Form Fields' menu. This field as its name implies, makes a reference to an existing element within FreeAgent CRM, in order words, it creates a relationship between the main entity (app) and the field.
You can rename the Related list by entering a new value in the Name and Singular Name fields. Here you can also create some logic to map fields so that their information will auto-populate when you create a new element.
Field Mapping
Note: Field Mapping is now achieved through an App Action that requires custom code. Existing field mapping will continue to function as previously set. However, an App Action will be needed to add, edit or create future Field Mapping
The way the field mapping works is really simple. You basically identify those fields that exist between two Apps and create a relationship between them, so that the system automatically adds the value for them. You can map as many fields as you need.
Reorder Related Lists
Changing the order of your Related lists is quite easy. Just click the 'Reorder' button. If you would like to reorder related lists that have been deactivated, you will need to activate them first. To do this, click the 'show deactivated' checkbox, activate them, and then click the 'Reorder' button. This will bring up a window with all the Active Related List elements. Here you can drag&drop the elements in the desired order. This new order will be available in the Rolodex view as well as the detailed view of your records.
Deactivate/Activate Related Lists
If you created a Reference field but you don't need to use the Related list, you can deactivate it by selecting it in the Related list configuration of the desired app. Then just click the 'Deactivate' button.
It will be necessary that you confirm this process before your Related list becomes inactive by clicking on the 'Deactivate' button in the confirmation dialog box.
To know if a Related list has been deactivated click on 'Related Lists' near the top of the screen and click on 'Deactivated Related Lists'. This will show you all deactivated lists.
You can then reactivate a list by selecting the options menu and clicking on "Activate".
It will be necessary that you confirm this process before your Related list becomes active by clicking on the 'Activate' button in the confirmation dialog box.
Webhooks
Webhooks capture and orchestrate flows within FreeAgent based on real-time events generated by 3rd party systems that have support for HTTP callback notifications - no more polling for changes on external systems which support callbacks.
Webhooks allow you to easily define new incoming HTTP webhooks to capture external integration-related events within FreeAgent as they happen.
Both GET/Post requests are supported.
User Permissions: Only Admins or App Admins can add new webhooks.
Navigate to Webhooks
Go to Admin Settings > Integrations > Webhooks.
Create New Webhook
Click the 'Create New Webhook' button. You will need to give your Webhook a name and add a description. We recommend that name is something easy to identify.
The URL field is greyed out, as it is a system field. This means that FreeAgent will automatically create an URL for your webhook.
Up next, there is the App field. If you go to the Webhook settings page through your App it will be specified here. If you are an admin, you can choose between your existing Apps.
There are two supported methods for Webhooks:
| METHOD | DESCRIPTION |
| GET | Requests Data. |
| POST | Sends Data. |
If you are using your Webhook in an Automation, then you will need to select it in the Automation field.
Webhook for Automations
You can consume your wehbook as triggers for your automations.
It is important that you create the automation first and then your Webhook as there is a field in which you will have to specify the automation.
The alternative would be to create the Webhook first, then the automation and once it is done, you will need to update your Webhook to add the automation you just created.
Webhooks in Workflows
You can use Webhooks in Workflows to add support for 'Message Received' Events within them. This will allow you to pause/continue workflows through webhook-based triggers.
Workspace
Admins can edit the existing layouts for the detail page of each existing App to create a custom Workspace.
A Workspace can include any of the existing Widgets: Form, Activity Timeline, Related Lists, and Charts, among others. Refer to our library to see all the out-of-the-box widgets available to you in FreeAgent. Let's get started!
User Permissions: Only Administrators and App Admins can use this feature.
Open your Menu and click under Admin Settings to display the available options. Click on App Setup to display the list of existing apps, select the desired one and click 'Workspace'. You can get there faster using the Global search function, just start typing 'Workspace'.
Create a New Workspace
Creating a new workspace is a simple 3-step process.
Step 1 - Add New Panel
Now you will need to customize your Workspace. You can rearrange the existing panels or start adding new ones by clicking the 'Add New Panel' button in the right-hand corner. Each of these Panels represents the space dedicated on the detail page for the Widget you will select as part of the Next Step.
You can rearrange the Panels in your Workspace by dragging and dropping them at the desired location as there are three different layout options, split-screen, tabs, or a combination of both. You also have the option to resize each Panel to create the perfect layout.
Note: to drag the panels you need to click and hold on the title of the panel you would like to move.
Step 2 - Add Widget
Once you have added a new panel you will need to select a Widget. The required information will vary according to the Widget type you select. For most of them all you need to do is specify the following information:
| FIELD | DESCRIPTION |
| Type | Attachments, Meeting, Phone Call, Note... |
| Title | Name that will be displayed on the detail page. |
| Frame ID | This ID can be anything that will help you identify your Widget, as long as it doesn't contain any spaces. |
| Integration | Select one of your available integrations if the widget should interact with it. |
For the full list of Widgets you can add to your panels, refer to our: Widget Library
Step 3 - Save
Once you have added all the widgets you need to your Workspace, don't forget to save your changes. If you don't want to keep the changes made to the Workspace, simply exit the page by navigating to any other FreeAgent page. If you see the 'Unsaved Changes' warning, simply click on 'Don't Save'.
Once you have clicked 'Save' the changes made to your Workspace will be available to you and your team right away.
