Record Management

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In this section, we will cover all areas of record management so that you can efficiently store and manage customer data.

This includes creating, editing, and deleting records in Defalto CRM to ensure your data remains accurate, up-to-date, and well-organized.

Creating Records

You can create records within each module from various locations across your CRM, giving you flexibility and quick access depending on your workflow.

Create records via Quick Create feature

Create records quickly and easily from anywhere in the CRM using the Quick Create feature. Simply click the button located in the top-right corner of the screen next to the search bar, as shown in the image.

Via Quick Create, you’ll access a short form where you can fill in the essential information to quickly create a record. If you need to enter more details, you can switch to the Full Form at any time.

Create records in the Modules list view

Create records directly from the List View of the desired module by clicking the button. This action will open the full Edit/Create View form where you can enter all necessary details.

Once you click the create option, you will see a screen similar to the Edit View described earlier.

This screen allows you to enter the necessary information for the new record. Fields marked with a red asterisk (*) are required fields. The system performs validation to ensure that the record cannot be saved unless all required fields contain valid data.

Once you have filled in all the necessary data for the record, click the Save button. You will then be redirected to either the Detail View or the Summary View, depending on the Default View preference set for your user account.

Editing Records

You can edit records from various areas of your CRM, including the following:

Edit records via Detail view or Summary view

Users can easily edit records by clicking the Pencil icon located in the top-right corner of any record, whether in the Summary View or Detail View, as shown in the image below.

From a List View

You can edit records either by clicking the three-dot menu next to the record and selecting the Edit option, or by selecting one or more records using the checkboxes and applying changes through Mass Edit.

Once you have updated the record data, click Save. Data will be changed but the list view will remain.

There is also an option to edit fields directly by double-clicking them in the List View, as shown in the image below. This feature allows for quicker updates without opening the full edit form.

Deleting Records

You can delete records within modules from the List View, Summary View, or Detail View, depending on where you are working in the CRM.

Summary view and Detail view delete records

To delete a record from the Summary View or Detail View screen, click the Delete icon located in the Actions menu at the top-right corner of the record.

When you click the Delete option, a confirmation popup will appear asking you to confirm that you want to delete the record. This helps prevent accidental deletions.

Clicking No will cancel the action and return you to the Detail View or Summary View of the record without deleting it.

Clicking Yes will confirm the deletion. The record will be permanently deleted, and you will be redirected to the module’s List View.

Mass Updating Records

You can perform a mass update of records from the List View of any module, provided this option is available to your user profile.

To mass update records:

Select the records you want to update by checking the boxes on the left-hand side of each record in the List View.
From the List View action buttons, choose the Edit option.

Clicking the Mass Edit option will open a screen similar to the Edit View, displaying all fields that you are allowed to mass update.

Once you have filled in the fields you wish to mass update, you can either click Save or Cancel.

Clicking Cancel will discard any changes and redirect you back to the module’s List View.

Clicking Save will apply the specified updates to all selected records.

Merging Records

You can merge records from the List View of any module, provided this option is available for your user role or permissions.

To merge records, first select the desired records by checking the boxes in the List View. Then, from the Bulk Action menu (accessed via the three-dot icon), choose the Merge selected records option, as shown in the image below.

After clicking on the Merge selected records option, a Merge Screen will appear. This screen displays the primary record along with the duplicate records you selected to merge into it.

The primary record will be retained after the merge process. You can choose which values to keep by selecting the preferred columns.

The duplicate record(s) will be deleted, but all related information—such as activities, comments, and linked data—will be merged into the primary record.

Once you have made the necessary selections on the Merge Screen, you can choose to click Merge or Cancel.

Clicking Cancel will discard any changes and return you to the module’s List View.

Clicking Merge will proceed with the merging process and display a confirmation prompt informing you that the duplicate record(s) will be deleted.