The recordings

Creating a record #

There are many ways to create a record in Kafinea. Here is a non-exhaustive list:

1. Manual creation: a + Add record button is present in the top right-hand corner of all modules in each application, sometimes translated with the name of the record in question, e.g. + Add prospect. Once clicked, an input form appears, allowing you to fill in the fields you require. Once you've completed the form, press Save.
2. Quick creation from another record: some records can be created from an input field on another record. For example, it is possible to create a new product in the Catalog module directly from the screen for enteringa new invoice . This is a handy feature that avoids having to interrupt the entry of a record. To do this, press the + button at the end of the field in question. A quick creation form is displayed with a reduced number of fields. Once you press Save, the new record is created in its corresponding module.
3. Automated creation via workflows: Workflows can trigger the automatic creation of a record. For example, a workflow applied to a customer purchase order can generate an automatic recurring invoice .
4. CSV import: using the CSV data import feature, you can import pre-existing records into Kafinea.
5. Import via API: The Kafinea API allows you to create new records dynamically and automatically using data from a computer system external to Kafinea.

The structure of records #

A Kafinea record always includes the following elements:

• a header
• a view Summary
• a view Details
• a Modifications tab
• one or more relational tabs

The header of the records #

The header is located in the upper left corner of a record. It is customizable and displays the information of your choice so you can see important data at a glance. To customize this header, use the layout manager in the Kafinea settings.

The Record Summary view #

The Summary view provides some of the information about the record and the actions to be performed in relation to it. It is composed of different blocks. Some are common to all records:

• Key fields: this block contains fields that can be used in graphical reports (such as histograms) or in widgets on dashboards. These fields can be customized for each module from the layout manager.
• Documents: this block allows you to upload and view documents related to the record in question. For example, this is where you would add PDF supporting documents such as supplier invoices. Adding a document injects it into Kafinea's powerful Electronic Document Management system, allowing you to sort by file or tag.
• Activities: This block allows you to add and display tasks to be performed or planned activities to a record. For example, a task such as " Call back prospect " can be assigned to an entire sales team or just to one of the sales agents.
• Comments: this block allows you to add and view comments posted by all users who have access to this record. It is very useful for sharing information or taking notes to keep.

Additional blocks with advanced functionalities specific to the module to which they belong are available on certain modules.

The Record Details view #

The Details view displays all the information for a record in the form of blocks. At the bottom of this screen is a table listing the products and services that are the subject of a transaction in the quotes, purchase orders, invoices, and credit memos.

The Record Modifications tab #

The Changes tab keeps a history of all operations performed on a record, such as creating the record, adding, modifying, or deleting a field, etc. The system indicates which user performed each operation and when.

The relational tabs of the records #

This feature is one of Kafinea's great strengths. For each record, you can see its relationships with other records at a glance and switch to one of these related records without having to go back to the navigation menu.