🪄 Pay attention that in the first release of our product, we named this tool Universal entities. But now you can see changes in its name in your spaces. From now on this tool will be known as Smart objects.
Smart objects are entities that are created by users independently and have a certain set of parameters. They can be used if the predefined, i.e., default CRM entities, do not fully meet the specifics of work and business needs.
After the required smart objects have been added to your Space, you can start working with them.
All of them are stored on a separate page in the list. Here you can configure and edit them.
🔍 You can read more about the possibilities of interaction with smart objects in the following article.
In addition, each smart object has its own page. Here you can work with it. Namely, to add new elements of the smart object and fill their cards, create directions and stages in them, as well as schedule activities.
If a smart object is Available to all, then users have no restrictions on working with its elements.
About everything below.
Creating elements of a smart object
It adds a new element to the base for further work with it.
After clicking on the corresponding button, the card for creating an element will open.
All required fields must be filled out and saved for the element to appear on the smart object page.
Card
This is an informational form that contains data about an element of a smart object and allows you to work and interact with it in your Space.
The card is divided into three parts:
Upper - gives an understanding of what we are working with and at what stage this work is, and also contains interaction buttons.
Left - combines all information fields.
Right - allows to track and schedule all activities related to the element.
The upper part
It contains introductory information that lets us understand exactly which entity element we are working with as well as how we can interact with it.
This part contains the following data:
Name
Person responsible.
Button to copy the link.
Change of stages - you can transfer the element to the desired stage of working with it.
Select or change the direction in which the element is located. In case that the option Support of directions is activated for the smart object and these directions are configured.
Menu of interaction with the element.
The left part
It has the form of blocks that contain a set of standard and custom fields.
The first block is General information, which contains data about the person responsible and the creation date of the element.
The second block is Additional, which contains the data entered in the user fields. That is, those that are created by users themselves.
The principle of work with custom fields in smart objects is similar to the principle of work with custom fields in CRM. As for Products, you can create your own fields for smart objects directly in the card.
🔍 You can read more about work with custom fields in the following article.
The right part
It takes up the most space in the card and is dynamic. Here you can:
schedule activities;
track them, that is, actually see the history of work with the element.
🔍 The right part of the smart object card works according to the same principle as in the CRM card. Therefore, we advise you to learn more about this in the following article.
Directions for a smart object
For each entity, you can activate the Support of directions option.
You will be able to work with the Kanban board.
And also to create separate directions, for example, to distribute work between different departments of the company or when the specifics of your entity (smart object) requires it.
🔍 The principle of work with directions in smart objects is similar to the principle of work with multifunnels in deals. Therefore, we advise you to read the following article on this topic.
If the option Support of directions is not activated, then you will not be able to work with the Kanban board.
Activities for the smart objects
You can also activate the Support of activities option for each of your own entity.
Then you can schedule activities in element cards.
Or to specify the binding between the element of the smart object and the activity when creating it.
🔍 Activity connections with smart objects work similarly to CRM connections. You can read more about how to work with activities in the following article.
If the Support of activities option is not activated, you will not be able to work with activities. The Activities item will be missing in the element card.
In the window for creating or editing an activity in the smart objects block (Universal entities), there will be no field for binding the elements of that smart object for which the option is not activated.
Tasks for a smart object
You can also activate the Support of tasks option for each custom entity.
Then, when working with an element of a smart object, it will be possible to immediately go from its card to the form of creating tasks.
A binding to this element will automatically be displayed in the corresponding block.
Or vice versa. When working on a task, for example when editing it, you can specify the binding between it and the required element of your custom entity.
🔍 You can read more about how to create tasks and their parameters in the following article.
If the Support of tasks option is not activated, then you will not be able to bind them to tasks. The Tasks item will be missing from the item card.
But in the form of creating or editing a task in the Smart objects block, there will be no field for binding the elements of that custom entity for which the option is not activated.
Work with elements of a smart object in a list
The list of elements has the form of a table consisting of rows and columns. A row is directly each individual element. And a column is a component that characterizes it, for example, the name, person responsible or date of creation.
You can configure the display of these characteristics in the list. To do this, you need to click on the gear and activate or deactivate the desired ones in the list.
Only the Title is required, it is not possible to disable the display of the title. Everything else can be either hidden or, on the contrary, configured so that it is visible.
💡 Not only standard characteristics for the smart object, but also custom fields are added to the table.
It is possible to sort the table data in each column in forward order (descending) or reverse (ascending).
When you move the cursor over the column name, a content sorting arrow appears.
In addition, in the list you can:
specify the number of rows - how many entity elements can be displayed on the page at once;
see which element is displayed on the page and their total number in this list;
use the arrows to move between the list pages.
When the cursor is hovered on an element, a button for calling the interaction menu appears.
When you click on it, actions that can be applied to the element will be displayed. Namely:
editing – opens the element card for making changes to it;
copy link - copies the link to the item's card to the clipboard and provides the ability to forward it to colleagues in the chat or insert it into the browser line and open it in a new tab.
delete - deletes the element and all data about it, is an irreversible action.
If you need to edit or delete several elements at once, use mass actions.
🔍 You can read more about mass actions in smart objects and their features in the following article.
Search and filters on the smart object page
Above the list of elements there is a search bar and filters: Creation date, Updating date, Person responsible, Created by, Updated by.
Filters help to find a certain group of elements that are united by common features. For example, you can configure the display in the list of elements that were created in a certain period and for which a certain user is responsible.
Using the search bar, you can find an element by its name.
❗️Please note that the search must take filter settings into account. What values are specified in each of them, as well as in the search bar, will affect the result.
To reset the filters, you can:
🟣 use the Clear button. It will be active if at least one value is selected for the filter.
🟣 use the global clearing button. After clicking on it, search queries and set filters are reset.
If you have additional questions or you need to contact the support, send a request to this email [email protected]