Lists

SuperOffice CRM contains many default lists, such as customer categories, activity types, sales types, and many more. If you want to change the default lists to fit your company jargon and processes, this how-to guide will show you how to edit lists. Depending on the type of business your company is in, you can tailor all lists in the system to reflect your business processes and needs. You can create new list items, deactivate unnecessary items, and edit existing ones. Some items, by default, are present in all the lists in SuperOffice CRM.

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Lists screen

The Lists screen contains descriptions and definitions of the lists in SuperOffice CRM. Here you can customize the predefined lists supplied with SuperOffice CRM. You can also add your own user-defined lists which are displayed on the More tabs in SuperOffice CRM. You specify what is displayed in the More tabs in the Fields screen. The Lists screen is divided into the following parts:

• At the top of the screen, you can click the list box to choose from among all available lists in SuperOffice, both predefined and user-defined lists.
• The Items tab contains the items that are available for the selected list.
• The User groups tab shows items filtered by user group.
• The Headings tab shows items per heading.
• In the Visible for user groups list, you can see the group(s) that the item selected in the Items list are displayed to. You can for example choose to have different follow-up types available for your Sales, Support and Accounting user groups.
• The Headings list shows the headings under which the individual items are displayed. If a list is very long (contains a large number of items), you can use headings to group the items logically. The items in the Document - Template list, for example, are grouped in the Letter, Fax, Email headings and so on.

At the upper right is the Use grouping and user group filtering for this list checkbox, where you specify if the list can be grouped and filtered. This option is deactivated for lists where this is irrelevant. At the bottom of the Lists screen is the Show deleted items and headings checkbox, which allows you to undo the deletion of items and headings.

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Items

In contrast to lists themselves, the items contained in both predefined and user-defined lists can be added to, amended or deleted.

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Duplicates

You cannot create two items with the same name in one list. The same applies to headings. If you try to create an element with the same name as an existing item or heading, a message advises you that this is not allowed. This restriction applies irrespective of if the name is in uppercase or lowercase.

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Organizing lists

SuperOffice CRM contains many default lists with even more list items. As you add your own (user-defined) lists and list items, it is a good idea to organize your lists. There are two main ways to organize lists in SuperOffice CRM:

• Grouping: Using headings in lists to categorize list items in 2 levels. Example: The General - Resource list can be grouped using two headings; Equipment and Rooms.
• User group filtering: Making list items visible only to the user groups who actually use them. Example: The Document - Template list can be filtered so that quote templates are not visible to user groups that never send quotes.

In Settings and maintenance, you can specify for most predefined and all user-defined lists that they should be grouped.