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Users

User Management - Users

Users in Zaris CRM are employees of your company who actively use the CRM, each having a unique set of login credentials and access to features. While every user is an employee, not all employees are CRM users. The User field in the Employees module helps identify employees who are also CRM users. When a user is created in Zaris CRM, an employee record is automatically generated, and the User field is enabled. However, creating an employee record does not automatically create a user account, and the User field remains disabled. If an employee record with the same Primary Email as the Username in a user account exists, the system links the user to the corresponding employee record.

Key Terminology

Field name

Description

Username

Mandatory field

The email address using which the user logs in to Vtiger

User Type

Mandatory field

The type of the user: 

  • Standard: Standard users have access to every module. You can allow/deny access to specific modules and control their privileges through Profiles. 
  • Admin: Admin users have complete access to the CRM, including the CRM Settings.
  • Light Agent:  Light Agent users have complete access to the Organizations, Contacts, Leads, Comments, and Calendar modules. They can view and create access to Cases and Internal Tickets.
  • Single App: Single App users have complete access to one of the five apps (Marketing, Sales, Help Desk, Projects, Inventory) and read-only access to records in other apps.
  • Platform User: Platform users have restricted access, designed specifically for interacting with VTAP apps via mobile interfaces. They cannot access the CRM’s web or mobile interface and are limited to MyApps, VTAP, and VCAP runtime.

Role

Mandatory field

The user’s role, for example, CEO, VP of Sales, etc.

Reports To

The reporting manager of the user.

Primary Group

The group or team to which the user belongs, for example, Marketing, Sales, etc.

Language

The language in which the user wants to use the CRM.

Primary Email

Mandatory field

The primary email of the user, which may or may not be the same as the Username.

Adding a User

You can add users to the CRM only if you are an Admin user or the CRM account owner.

Follow these steps to add a user:

  1. Click Settings. The Settings page opens. 
  2. Look for the User Management section.
  3. Select Users. The Users page opens.
  4. Click the +Add User button. A Creating New User page opens. 
  5. Enter or select the following information to create a new user:
    1. User Information
    2. Employee Information
    3. User Address 
    4. Currently and Number Preferences
    5. Phone Preferences
    6. Business Hours
    7. Vtiger Usage Preferences 
    8. Signature
    9. Many More….
  6. Click Save.

Note: 

  • Mandatory fields, such as Username, Role, User Type, Password, Confirm Password, Last Name, and Primary Email, must be completed (marked with an asterisk *).
  • A verification email is sent to the user’s Primary Email and Username email addresses. The user must click the verification link to activate email functionality. 

Changing the User Information from the User List

Follow these steps to change the username from the user list:

  1. Log in to your CRM account.
  2. Click the User Menu on the top right corner of the CRM screen.
  3. Click Settings. The settings page opens. 
  4. Look for the User Management section.
  5. Select Users. The Users page opens.
  6. Hover over the username of the user you want to change. 
  7. Select the fields you want to update.
  8. Enter or select the following information to change the fields.
  9. Click Save.

Changing the Password

Follow these steps to change the Password from the user list:

  1. Log in to your CRM account.
  2. Click the User Menu on the top right corner of the CRM screen.
  3. Click Settings. The settings page opens. 
  4. Look for the User Management section.
  5. Select Users. The Users page opens.
  6. Hover over the user you want to change. 
  7. Click the Change Password. A change password window opens.
  8. Enter or select the following information to change the Password:
    1. New Password – Enter the new password.
    2. Confirm Password – Re-enter the new password to confirm it.
  9. Click Save.

Changing the Primary Email address

Follow these steps to change a user’s Primary Email:

  1. Log in to your CRM account.
  2. Click the User Menu on the top right corner of the CRM screen.
  3. Click Settings. The settings page opens. 
  4. Look for the User Management section.
  5. Select Users. The Users page opens.
  6. Open the user’s record from the Users list.
  7. Double click the Primary Email address on the user records. 
  8. Enter the new email address and click on Save button.

Changing the Access Key

Access Key is a unique security token generated automatically when a user is created. It is used for authentication in REST APIs/Web Services.

Follow these steps to change a user’s access key:

  1. Log in to your CRM account.
  2. Click the User Menu on the top right corner of the CRM screen.
  3. Click Settings. The settings page opens. 
  4. Look for the User Management section.
  5. Select Users. The Users page opens.
  6. Open the user’s record from the Users list.
  7. Click the More icon on the top right corner of the screen. 
  8. Click Change Access Key. A New access key requested window opens. 
  9. Click yes.

The access key will be successfully updated

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