1. Introduction
This manual serves as a comprehensive, step-by-step user guide for utilizing Defalto, a robust Open Source Customer Relationship Management system. It is designed to be a clear and supportive reference work, providing detailed assistance to Defalto users in navigating and maximizing the capabilities of the CRM system.
What is Defalto?
Defalto is a forked software derived from the world’s leading Open Source Vtiger CRM system, developed and maintained by IT-Solutions4You (its4you). The anticipated release date is set for 2025.
Defalto Developer Team
IT-Solutions4You is a dedicated open-source consultancy specializing in the Vtiger CRM system. As the creators and maintainers of the VtigerCRM fork, Defalto, we have successfully delivered over 5000 Vtiger CRM projects. Recognized as a leading publisher of first 3rd extensions and an authoritative resource for open-source CRM expertise, our clientele spans enterprises, small, and medium-sized businesses globally.
1.1 Getting Started
Logging Into Defalto CRM
Access to Defalto CRM is granted through a username and password provided by your administrator.
Once you’ve entered your user credentials, you can access Defalto CRM by clicking Sign in button.
Recover Password
In case you lose access to your Defalto CRM account due to a forgotten password, click Recover password on the login form to receive a recovery email sent to your account’s associated email address.
Summary
In this chapter, we walked through how to log in to Defalto CRM using the login form. We also explained how to recover access using the Recover password feature in case your login credentials are lost or forgotten.
1.2 User Wizard
After installing Defalto CRM, the user is presented with the Defalto CRM Welcome Wizard upon first login. The wizard provides options for the next steps, including links to the official website, product documentation, user forums, and a quick start guide.
Quick Start Guide
This guide will help you quickly get started with the application. It will walk you through the basic features and functionalities.
Import Demo Data is required to start the guide, so you can procced via button Import Demo Data button.
On the next screen, the user can click the Start Guide button to launch the guide. The guide interface appears as shown below:
After completing the guide, click the Finish Guide button. You can then remove the demo data and records by clicking the Delete Demo Data button.
1.3 Managing User Accounts
Once you’re logged into the system, you’ll have access to a variety of configuration options. To view or update your preferences, click your user icon in the top-right corner of the navigation menu and select My Preferences.
User Login & Role / Password or Access Key change
After clicking on My Preferences, you’ll be directed to the user settings page, where you can configure details such as your name, email, role, and more via Edit button. These options will be explained in detail in this section of the manual.
- User Name – Each user must have a unique and secure username. Use at least 8 characters. Once created, usernames cannot be changed by the user.
- Admin – Check this box only if you want to create a user with administrator privileges, regardless of their role.
- First Name and Last Name – Enter the user’s name. The first name will be used in the welcome message. If no first name is provided, the welcome message will use the last name instead.
- Role – Roles define the permissions for a user. Each individual user must be assigned a role, and the role must be created in advance.
- Primary Email – Enter the user’s email address. This address will be used by the CRM system for outgoing emails.
- Profile – Profiles define user privileges that allow access to, modification, or deletion of data. The CRM system uses profiles to manage access permissions for modules and fields.
- Status – You can set the user as active or inactive. Inactive users cannot log in.
- Default Lead View – Here you can set the default view for the first contact and decide how initial contacts will be displayed on the homepage.
You also have the option to click the More button, where you can choose to Change Password or Request Access Key.
Selecting Change Password allows you to update your account password if needed. To proceed, first enter your current password, then provide a new password and confirm it.
For security reasons, it is recommended to use a strong password. The minimum recommended requirements are:
At least one uppercase letter
At least one lowercase letter
At least one number
A minimum length of 8 characters
By selecting Change Access Key, you have requested a new Access Key.
Please note that you must replace the old key with the new one in all installed extensions.
Currency and Number Field Configuration
You can set your preferred currency by selecting it from the list and choosing the default for your account. You may also define how the currency symbol is displayed, whether before or after the amount. Additionally, you can configure number fields by setting the decimal and thousand separators, specifying the number of decimal places, and ensuring consistent formatting across all numeric fields.
- Currency – Select the currency you want to use for displaying values in your fields.
- Digit Grouping Pattern – Define how numbers should be grouped to enhance readability (e.g., 1,000 or 1.000).
- Decimal Separator – Choose the symbol that separates whole numbers from decimal values (e.g., “.” or “,”).
- Digit Grouping Separator – Specify the character used to separate groups of digits in large numbers (e.g., comma or dot).
- Symbol Placement – Set whether the currency symbol appears before or after the number (e.g., $100 or 100€).
- Number of Currency Decimals – Determine how many decimal places should be shown for currency values (e.g., 2 for 100.00).
- Truncate Trailing Zeros – Enable this to remove unnecessary zeros after the decimal point (e.g., 100.00 becomes 100).
More Information
Provide additional user details by filling in the available fields. This helps personalize the experience and improve communication within the CRM.
- Title – Enter your job title as it should appear within the CRM.
- Department – Enter the department you belong to in the organization.
- Reports To – Specify the person/user you report to (e.g., your manager).
- Other Email – Enter an alternative email address for notifications or recovery purposes.
- Home Phone – Provide your personal/home telephone number.
- Office Phone – Enter your work phone number for business contacts.
- Mobile Phone – Add your mobile/cellular number for direct communication.
- Secondary Phone – Optionally include an additional phone number (e.g., fax or secondary office).
- Secondary Email – Provide an extra email address for backups or separate communications.
- Signature – Create or update your email signature used in CRM messages.
- Documents – Displays any documents associated with your profile.
- Internal Mail Composer – Enable the built-in mail composer for sending emails directly from the CRM.
- CRM Phone Extension – Set your internal phone extension for CRM’s telephony feature.
- Left Panel Hide – Toggle whether the left navigation panel is visible or hidden by default.
- Language – Select your preferred language for the CRM interface.
- Default Record View – Choose the layout style (e.g., summary or detail) shown by default when opening records.
- Default Landing Page – Set which page (e.g., Dashboard, Calendar) you see upon logging in.
User Address
You can enter your address information, including street, city, state, country, and postal code.
Street Address – Enter the name and number of your street or road.
City – Specify the city associated with your address.
State – Provide the state, province, or region for your location.
Postal Code – Input the ZIP or postal code relevant to your address.
Country – Select the country where you reside.
User Photograph
User Image – upload User Image which will be presented as Avatar within Defalto CRM.
User Advanced Options
Access Key – Displays your unique, system-generated security token used for API authentication.
