Sugar Express User Guide Version 5.5.0 Beta 2

Viewing and Managing Record Information

Every module represents a record type such as accounts or opportunities. Sugar provides three types of views for every module: List View, Detail View, and Edit View.

List View: The List View displays, in table format, links to individual records. The list view also displays, in columns, other relevant information such as names, Email addresses, phone numbers, and account names for each record. You can click a record name to drill down to its detail information. You can click the view icon to navigate to the detail view and the Edit icon to navigate to the edit view, if you have edit permissions.

You can change the default view by adding or removing columns depending on the information that you want to view. For more information, see “Searching for Information in Sugar” on page 27.

The system paginates long lists. To sort the list, click any column title which has the icon beside it; to reverse the sort order, click the column title again.

Detail View: The Detail View displays the detail page with all the available information for a record such as name, modified date, and related records. The related records are displayed in the appropriate sub-panels. The detail page provides options to edit, delete, and duplicate record information. Similarly, you can create, edit, and delete related records that displays in the sub-panels.

Edit View: The Edit View allows you to revise the information that you viewed in the detail view.

To view and edit record information

1.	Point the cursor on the down arrow adjacent to the record name.

The address displays in the Additional Details popup window. In this window, you can click the View icon to navigate to the record’s detail page, or click the Edit icon to navigate to the record’s detail page and edit the information.

Alternatively, click the record name on the list to view its details.

The detail page displays related information in sub-panels.

For example, the detail page of an account display sub-panels for related activities, opportunities and so on. Each sub-panel consists of rows to list multiple records. You can add more records to the list, if necessary.

2.	To edit or remove a record, click the corresponding edit or rem icon respectively.

You can minimize sub-panels or reorder them as needed.

3.	Make the necessary changes and click Save. To exit the Edit view without saving your changes, click Cancel.

To manage related information in sub-panels

•	To minimize a sub-panel, click the arrow icon that is located next to its name. The sub-panel records no longer display but the sub-panel name and the arrow icon are still visible; to display the sub-panel, click the arrow icon again.

•	To move a sub-panel to a different location on the page, place the cursor on the arrow icon, hold down the cursor, drag the panel to the new location and release the cursor.

•	To create a new record, click Create above the sub-panel; to choose a record from an existing list, click Select above the sub-panel.

A list of available records for the sub-panel displays in a separate window.

•	To select one or more records from the list, click the box adjacent to the record name and then click Select.

The system adds the records in the sub-panel. This feature enables you to quickly associate multiple records; for example, you can associate multiple contacts with an account.

The screen below displays available records for the Contact sub-panel in an account.

Tracking User Activity

Users can view a history of their actions on the tracker bar located below the module tabs. When you log into Sugar, the tracker bar displays breadcrumbs of all records that you last viewed when you previously logged into the system. You can click on a breadcrumb to access that record again.

Tracking and Managing Record History

The detail page of every record displays a History sub-panel that enables you to track record-related activities such as meetings, notes, attachments, and archived emails. Each row in the panel displays icons to edit or remove the record. You can also use this sub-panel to create and record new activities.

To track and manage record history

1.	To view the details of a listed note, meeting, attachment, or email, click its title.

2.	To view a summary of all the listed records in a separate window, click View Summary.

3.	To edit or delete a record, click the appropriate edit or rem icon respectively.

4.	To archive an Email related to the record, click Archive Email. For more information, see “Archiving Emails” on page 89.

Editing and Deleting Multiple Records

Most of the modules provide a Mass Update sub-panel on their home page that enables you to simultaneously edit or delete some or all of the listed records. This feature is useful to update information shared by several records. The fields that you can edit vary depending on the module. For example, in the Contacts module you can select some or all of the listed contacts and change their account name.

To edit or delete multiple records

1.	To edit information, on the module’s home page, select the checkboxes of the records you want to edit.

2.	In the Mass Update sub-panel, enter the revised values for the desired fields and click Update.

The system updates the information in all the selected records.

The screenshot below displays the Mass Update panel of the Accounts module.

3.	To delete records, select the checkboxes of the records and click Delete.

The system deletes the record from the module.