Create and Edit Items

Important: Users can create only items he or she has permissions to.

The article contains these chapters:

1. Create item
1. New item right in the list
2. Edit item
   1. Change the item owner
   2. Entering and formatting phone numbers
   3. Custom fields
   4. HUB
3. Work with workflow

Create item

The item can be created right on the welcome page. If you want the description of this function, go to Welcome Page.

You can create an item right in the list of the current module. The user just clicks the New... button, if he or she wants to create the item in the current module:

Or the user needs to click an arrow next to this button, so he or she will see the list of items that can be created. At the same time, you have the option to click Show More to view the extended menu.

A wider menu will appear, allowing you to create items directly with the specified type.

The form for creating a new item will be opened over the list. You can fill in all fields you want and have permission for them.

As soon as an item is saved, it is loaded into the server database. All other users of your eWay-CRM have access to this item.

If the dialog header contains, for example, a company or contact name, it is a clickable link.

You can also set a picture for the item right from the dialog header. Click the small round button over the picture placeholder (or over an existing picture) to choose an image file from your computer. Once a picture is set, clicking the same button opens a menu where you can Edit or Delete it. The picture is saved as soon as you choose it - there's no need to click Save. This works the same way in every module's item dialog, not just in modules like Contacts where a picture is the obvious fit.

Availability: Available starting with eWay-CRM version 9.5.

A specific feature is the creation of a new email: a new email window opens in Outlook (or in the default email client you use), with the item name pre-filled as the Subject. For more information about configuration, see the Settings article.

New item right in the list

If a module's list doesn't have too many items, you can also create a new item right in the list, instead of using the New button: click the Click to Add New ... row at the bottom of the list (or press Ctrl + Insert) and type the item's name.

If the module has no other mandatory field besides the one you just filled in, the item is saved as soon as you press Enter or click elsewhere - the item dialog never opens.

If the item has another mandatory field, the full item dialog opens instead, with the missing field or fields already marked so you can fill them in.

Edit item

If you want to edit an item, just click it in the list and then click the Open button in the item preview

In the item dialog, you can change all values you have permission to.

If you want to save changes, click Save or Save and Close.

As soon as the item is saved, it is loaded into the server database. All other users of your eWay-CRM have access to this item.

If the dialog header contains, for example, a company or contact name, it is a clickable link.

You can also set a picture for the item right from the dialog header. Click the small round button over the picture placeholder (or over an existing picture) to choose an image file from your computer. Once a picture is set, clicking the same button opens a menu where you can Edit or Delete it. The picture is saved as soon as you choose it - there's no need to click Save. This works the same way in every module's item dialog, not just in modules like Contacts where a picture is the obvious fit.

Availability: Available starting with eWay-CRM version 9.5.

Change the item owner

Each item in eWay-CRM has its owner. In eWay-CRM Web, you can see it at the detail bottom:

If you want to change the owner, just click it:

You can see two options:

• Open - it opens the user details of the current owner.
• Edit - it opens a list of users where you can select a new owner. Double-click him or her. Now, the owner is changed. The previous owner isn't removed from the item - they're automatically added to its Users tab, so you don't lose track of who used to be responsible for it.

Entering and formatting phone numbers

The Contacts, Companies, Opportunities, and Users modules contain a field for entering a phone number.

If the Country of the address is filled in, the phone number is automatically formatted according to the selected country during entry, and the appropriate country code is added.

If the Country is not filled in, automatic formatting does not occur, and the phone number is entered using digits only. In that case, it is sufficient to enter the number including the country code (for example +1), and it will also be formatted automatically.

Custom fields

If your administrator has configured custom fields for the module, you'll find them in the item dialog's Custom Fields tab. Fields are organized into groups - by default, all of them appear under Not Categorized.

You can fill in a value the same way as for any other field, provided you have permission to. The + and pencil icons next to a group's name don't add or edit values here - they open the Custom Fields Management page in Admin Center, where custom fields themselves are created and configured (you need administrator access). See Custom Field Types for the full list of field types available there.

HUB

The HUB tab on an item gathers everything related to it into two lists: Next Steps (open tasks and upcoming calendar events) and History (everything else - journal entries, emails, documents, and so on).

Its Search box looks through more than what's shown on screen: the subject, the note or body text, the owner, and the names of related items (company, contact, project, and so on), plus - depending on the module - the type and status. It does not search custom fields. Oddly, the date shown next to each entry is usually not part of this - a search for a date that's clearly displayed can still come back with no results, except for calendar events and time sheet entries, where the date is searched too.

Work with workflow

Some modules like Deals or Projects have a special feature called workflow. It is the setting of different statuses and flows among them. A status specifies in what phase a deal, project, etc. are; flow between two statuses can contain some actions related to the flow (e.g., check whether the customer is filled; whether the proposal is related, etc.; options of actions in eWay-CRM are wider).

Workflow has the same function as in eWay-CRM Desktop and there was an effort to make the workflow in eWay-CRM Online the most familiar. When you open an item with the workflow, you will see this in the header of its dialog:

Statuses of a workflow can have these colors:

Color	Description
Blue	Current status.
Green	Available status.
White	Selected but not saved status.
Gray	Unavailable status.

To select a new status, just click the green one. Green turns to white:

Even at the moment when you select a new status, some action can be made - for example, Set Field Value.

You need to confirm your choice, so you need to save the dialog by clicking Save. Now, your new status is blue and other green (available) or gray (unavailable).

After save, other actions that are related to the flow, proceed. For more information about actions, go to Workflow Actions.