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Ivinex Admin Documentation

Administrator Options

Ivinex CRM provides unparalleled control over your data,  interface, and settings. Through the administration tools, you can build and customize your CRM solution to fit your business process, and display exactly the information you need.

The rest of this document will outline and give detailed information on the administration tools available to you in the Ivinex admin area.

General Settings

System Preferences

  • General
    • Session Timeout: The default session timeout (log out) is 30 minutes. Type in a different number to set a custom session timeout.
  • Passwords
    • Min Length: Set the minimum length that passwords need to be.
    • Require Letter: Require passwords to include a letter (default is no).
    • Require Uppercase Letter: Require passwords to include an uppercase letter (default is no).
    • Require Lowercase Letter: Require passwords to include a lowercase letter (default is no).
    • Require Number: Require passwords to include a number (default is no).
    • Require Symbol: Require passwords to include a symbol (default is no).
  • System Email Accounts
    Add/Edit/Delete system email accounts. Email Accounts that will be available (system wide) in the Ivinex system.
  • Alert Matrix
    Add/Edit/Delete alert matrix rules. The Alert Matrix is a system that is useful for elevating Support Tickets for customer service reps.
  • Email Mapping
    Settings associated with the Outlook plugin and customer portal email forms.
    Tutorial: Email Mapping
  • Active Connections
    View current active sessions and end or audit each connection.
  • Feature Manager
    Extra features (add-ons) enabled for your CRM system.
  • Colors
    • Table Header: Use the tool to set a custom color.
    • Table Row Dark: Use the tool to set a custom color.
    • Table Row Light: Use the tool to set a custom color.
    • Table Row Selected: Use the tool to set a custom color.
    • Table Row Mouse Over: Use the tool to set a custom color.

Workflow Wizard

The workflow wizard is what really makes our CRM platform powerful. You can create unlimited workflow groups with unlimited workflows within each group.

Tutorial: Workflow Wizard

  • Workflow Group:A workflow group is an easy way to group your different workflows and keep things organised.
    • Workflow:A workflow is a set of conditions that help to automate your business process. When creating your workflow you must first choose the type (timer, when a record is created, when a record is updated, when a record is created or updated, when two records are linked).
      • Actions: Workflow actions are the output of the workflow (what happens when the workflow is completed). There are a few action types to choose from: create new record, send email, or send survey.
      • Filters: Filters are used throughout the Ivinex CRM system to facilitate the filtering of data. In this case, the filter is used to modify a workflow or action by further refining what will trigger the workflow or action.
        Tutorial: Using Filters

Group Manager

The group manager is used to create user groups with different permissions. All users in the same group will have the same permissions.

Tutorial: Group Manager

User Manager

The user manager is for configuring  individual settings per user account including which User Groups they belong to and extra permissions per module.

Tutorial: User Manager
Note: The user manager tutorial is where you will find information about our existing click-to-dial system.


Creating custom modules is one of the most important things that really makes Ivinex shine. Being able to create a structure for your data exactly the way you want it is what sets the Ivinex CRM platform apart from other CRM solutions. A module is essentially a custom data set that you create through the admin interface.

New Module

  • Singular Name: The module singular name (Example: Product).
  • Plural Name: The module plural name (Example: Products).
  • Copy From: When creating a new module, you can copy from another module. Only the fields and layout are copied.
Warning: All new data modules have NO permissions by default. Remember to setup your permissions for each new module you create.

 Module Management

  • Module Details
    • Singular Name: The module singular name (example: Product).
    • Plural Name: The module plural name (example: Products).
    • Import Data: Tool for importing spreadsheet data (.CSV) into a module.

    • Displayed Related Items: Determines a relationship between two modules. Use this tool to pull data from one module and display it in a different module.
    • Display Colors: Tool for creating rules that determine when to change text color and background color for a table cell or row in the table view.
      Tutorial: Display Colors
    • Default Filter: Each module can have many filters (a way to view and sort the data). This tool is for defining the default filter to be used.
      Tutorial: Using Filters
    • View Fields:A tool for selecting fields (system or custom) that will display in the table view area. You can pick and choose from any field that exists in the currently selected module, or choose a system default field. System default fields are: Created By, Created Date, Modified By, Modified Date, and Record ID.
      • Column Order: This determines if the field will be shown in the table view. You can set the column order (left to right) in which the field displays. If column order is set to 0, it will not display in the table view.
    • Display Conditions: Custom conditions that control element display properties (visible/hidden). You can set conditions at the module level, field level, and field options level. Display conditions are essentially filters (they use the same system). 
      Note:When using display conditions, you cannot currently use field syntax that includes the ID of a field. You must use syntax that uses the name of the field. Example: [Field: email_address] works, [Field: 12953] does not work. This should be fixed in the near future.
      • Edit/New: Tool for creating display conditions (uses the filter dialog).
    • Conversion Options:Tool for converting data from one module to another. Example: Convert leads into clients.
  • Details Layout
    • Save Layout: Save the current layout. Saves the position of the elements you have placed in your module.
    • New Field:Tool for creating fields for your module.
      • Field Name: Equal to the display text setting (also has a unique ID number).
      • Display Text: Text to the left of the field that will be displayed. 
        Warning: Do not type HTML or any code in this field.
      • Data Type:Select the data type you want to use.
        • Text: Stores data as plain text.
        • Select: This is a Dropdown box. You can add your own items to it for users to select.
        • Multi-Select: The Multi-Select field is similar to a Dropdown, but it allows you to select multiple items rather than just one.  
          Warning : If you need to search for data contained in this field, use a different field type. This field’s data cannot currently be searched.
        • Radio: Allows you to create one or more radio fields, which are similar to check boxes, but only one in a group can be selected at a time.
        • User: This is a Dropdown box that will list all your users, or just selected groups.
        • Multi-Select-User: This is similar to the USER field, but instead of a dropdown, it is a multi-select field. This will allow you to select more than one user.
        • Checkbox: This is a simple check box field.
        • Integer:  Simple text box, but it requires the user to enter a whole number.
        • Decimal: Similar to the Integer field, but instead of whole numbers, it allows decimal points.
        • Calendar-Select: Calendar button that will allow you to link a record to one of the systems calendars.
        • Date: The date data type is a simple text box with a calendar button beside it that allows you to select a specific date. You can manually type a date or use the calendar button to select a date.
        • Time:  It allows you to click the clock icon next to a text box and pick a time of the day. The time range shown (when clicking the clock icon) is determined by the user preferences. You can manually type a time into this field.
        • DateTime: Combines the Date and Time fields. Allows you to pick a specific date and then time.
        • File: This field type allows you to store a file in your field. It accepts any kind of file that you want to store within Ivinex.
        • Linked Record: Lets you link two records from different modules together. 
          Warning: When attempting to set a Linked_Record with a workflow, you must use the |0 syntax as this field type is stored as an ID only.
        • Record List: Similar to the the Linked Record data type, but this allows you to link to multiple records, and shows them all as a table.
        • Button: Allows you to create a button. You can assign an existing workflow to the button. The workflow will execute when the button is clicked. When used with script or survey modules, you can program the button to navigate the module sub-tabs.
        • Hierarchy Wizard: The Hierarchy Wizard is used to describe parent / child relationships within a module. This is helpful when you want to create a module that describes the problem solving workflow for support tickets. It allows users to follow a specified course to a solution.
        • Survey Item: The Survey Item allows you to create a field that will capture a rating within a scale specified by you.
        • Color Picker: A popup color chart used to generate Hexadecimal color codes.
        • Phone Number: A text box that stores phone numbers. It’s similar to the Phone Number display type of the text box, but it’s specifically for phone numbers.
        • Static: A static field is a place where you can enter in static text or images. This is a read only field that can help you when you want to have a background color behind your fields or when you want a header image for the module data. 
          Warning: Pasting content from Microsoft Word into the static field editor may cause issues with display conditions.
        • Category: A tool for creating or pulling data from another module that is displayed in a categorized format.
        • Module: Creates a select box with the names of your existing modules.
        • TimeStamp Diff: A non-editable LABEL that displays the end result of an automatic equation related to dates and times.
      • Display Type: This setting determines how the field will display. 
        • Text: Text box (single line).
        • Textarea: Text box (multi line).
        • Phone Number: Converts field data into a phone number format (000)000-0000.
        • Hyperlink: Field value is shown as a hyperlink.
        • Email: When clicking the email tool (in the user interface), this field will be used to populate a list of email addresses that you can send to.
        • Duration: Adds a time select tool like the Time data type.
        • Label: Used to display data that is not editable (display only).
      • Sub Tab: Choose which sub tab you want the field to display on.
      • Required Field: Check the box to make the field required.
      • Display Title: Check to show the display text (text to the left of the field).
      • Read Only: Used to display data that is not editable (read only). The field will look slightly grayed out, and the contents of the field will be non editable.
      • Display When: Tool for configuring when the field will display.
        • Always: This is the default.
        • Never: Never show this field.
        • *Your Display Condition Name*: Any display conditions that you have setup for the current module, will show up here and can be selected.
      • Column Order: Order that the columns will display in the table view. If set to zero, the column will not display.
      • Table Editable: Check to make this field editable in the table view.
      • Default Value: Set the default value for the field.
      • Equation: The equation field is a very powerful type of field that lets you create equations. The equation field currently supports +, -, *, /, ^, and %. You can create a simple equation like this: [Field: field_name]+[Field: field_name]. You would replace field_name with the actual name of your field.
        Note: Only DECIMAL or INTEGER field types have the ability to evaluate equations. Any equation you create must also be based on DECIMAL or INTEGER field types.

      • Label Style: Tool for styling the label element.
      • Value Style: Tool for styling the displayed value.
    • New Tab: Each module can have multiple “tabs” or “sub-sections”. Using this tool, you can create different areas within the module and switch between them by clicking the tab. 
      Warning: Adding “sub tabs” to your module AFTER adding static fields will cause all static fields in your module to disappear. If you plan on using “sub tabs” in your module, place at least one before creating static fields. This should be fixed in the next Ivinex version.
    • Field Tab Order: This tool is used to set the order you move through data fields when you hit the tab button on your keyboard. To set the Field Tab Order, click the “Field Tab Order” button, and then click the fields in the order you want to tab through them.
  • Field Display Options: Clicking an item in the details layout screen, will load the settings for that field into the field display options screen. You can then modify the field.


Scripts follow the same setup and administration process as modules. All the admin tools that are available for modules are also available for script creation and administration.

There are a few additional tools available for creating and using scripts as outlined below.

More Information Coming Soon..


Surveys follow the same setup and administration process as modules. All the admin tools that are available for modules are also available for survey creation and administration.

There are a few additional tools available for creating surveys as outlined below.

Survey Management

  • *Survey Details (currently named Module Details) 
    Note: You must create at least 1 survey option set before you are able to “launch” the survey within the Ivinex system.
    • Survey Options: Supports multiple survey option sets.
      • Add New/Survey Settings Window
        • Title: The title of your survey settings that will display below the survey options area.
        • Header Text: The text that will appear in your survey header. This field supports HTML code.
        • Footer Text: The text that will appear in your survey footer. This field supports HTML code.
        • Background Color: The background color for your survey.
        • Last Page URL: The URL link you may want to display on your last survey page.
        • Hide Next Prev Buttons: 0 = false, 1 = true.
        • Allow Resubmit: 0 = false, 1 = true.


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