Skip to content

Commit 594fcdb

Browse files
Vadym-KharchenkoVadym-Kharchenko
committed
Add documentation for managing companies and contacts in Django CRM
1 parent 4bbd6c3 commit 594fcdb

4 files changed

Lines changed: 337 additions & 3 deletions

File tree

‎docs/help/company-management.md‎

Lines changed: 164 additions & 0 deletions
Original file line numberDiff line numberDiff line change
@@ -0,0 +1,164 @@
1+
---
2+
title: Managing Companies
3+
description: Learn how to manage companies in Django CRM, including company creation, access permissions, list overview,
4+
searching, filtering, bulk actions, and exporting data.
5+
---
6+
7+
# **Managing Companies in Django CRM**
8+
9+
The **Company** object in the [CRM](../index.md) stores information about existing or potential client companies.
10+
Accurate company data is essential for sales operations, segmentation, and marketing outreach.
11+
This guide explains how to create companies, import company data, assign managers,
12+
and filter your company list for efficient sales and marketing work.
13+
14+
---
15+
16+
## **What Is the Company Object in Django CRM?**
17+
18+
A Company record represents a client or potential client. It includes key business details such as name,
19+
address, contact details, type, registration number, assigned sales manager, newsletter status, and industry.
20+
Maintaining accurate company profiles helps sales teams segment markets and manage the sales pipeline.
21+
22+
---
23+
24+
## **How Companies Are Added to the CRM**
25+
26+
Django CRM supports multiple ways to create or import companies:
27+
28+
### 1. Automatically when creating a deal
29+
30+
If the request contains information about a company and this company is not found in the CRM,
31+
then when creating a [deal](deals-management.md), the Company record will also be automatically created.
32+
33+
### 2. Manual creation
34+
35+
You can add a company manually by clicking **Add Company** and completing the form.
36+
Before creating a new company, check whether a **Lead** with the same company name already exists.
37+
38+
> See also: [Managing Leads in CRM](lead-management.md).
39+
40+
### 3. Import from Excel
41+
42+
To add multiple companies at once:
43+
44+
1. Click **Import**.
45+
2. Select an Excel file prepared according to the CRM’s import format.
46+
3. Upload it to create or update company entries.
47+
48+
### 4. Converting a Lead
49+
50+
When converting a Lead to a client, the CRM can automatically create a corresponding Company record.
51+
52+
---
53+
54+
## **Company Access Permissions**
55+
56+
Access to company records depends on user roles and departments:
57+
58+
- **Sales managers** and **operators** see only companies belonging to their own department.
59+
- **Company managers** and **super operators** have access to companies across all departments.
60+
61+
If you do not see the company you expect, contact your CRM administrator to review your permissions.
62+
63+
---
64+
65+
## **Company List View and Table Fields**
66+
67+
All companies are displayed as a sortable table. Most column headers allow ascending/descending sorting.
68+
69+
### **Table Columns**
70+
71+
- **Company name**
72+
- **Company type** *(distributor, dealer, reseller, customer end competitor)*
73+
- **Date added**
74+
- **Assigned sales manager**
75+
- **Country**
76+
- **Newsletter recipient status**
77+
- **Company ID**
78+
- **Registration number**
79+
80+
These sets of types and industries can be adjusted to match your business specifics.
81+
Contact your CRM administrator if customization is needed.
82+
83+
---
84+
85+
## **Newsletter Status Indicators**
86+
87+
The newsletter subscription status is shown as a colored mailbox icon:
88+
89+
- **Red** — The company has not yet received any newsletters.
90+
- **Turquoise** — The company received newsletters and has not unsubscribed.
91+
- **Gray** — The company unsubscribed from newsletters.
92+
93+
---
94+
95+
## **Searching for Companies**
96+
97+
Use the search bar to find companies by:
98+
99+
- Company name
100+
- Keywords
101+
- Company ID
102+
103+
Search results update instantly based on your input.
104+
105+
---
106+
107+
## **Filters for Company Database Management**
108+
109+
Use the filter panel to narrow down the list by:
110+
111+
- Department (based on your role)
112+
- Presence of linked contact persons
113+
- Assigned sales manager
114+
- Last updated date
115+
- Industry
116+
- Company type
117+
- Country
118+
- Newsletter subscription status
119+
- VIP status
120+
- Tags
121+
122+
These filters help you segment companies for marketing, sales follow-up, or reporting.
123+
124+
---
125+
126+
## **Bulk Actions**
127+
128+
Select one or more companies and use the **Action** drop-down menu to perform group actions:
129+
130+
- **Create mass mailing** (email campaigns)
131+
- **Set or remove VIP status**
132+
- **Export selected companies to Excel**
133+
- **Reassign companies to another sales manager** (role permitting)
134+
135+
Administrators can also transfer selected companies to another manager from this menu.
136+
137+
To transfer a single company along with its Contacts, change the **Owner** field on that company’s page.
138+
139+
---
140+
141+
## **Creating Mass Mailings**
142+
143+
There are two ways to launch a mass mailing:
144+
145+
- From the **Action** menu (for selected companies)
146+
- Via the **Make massmail** button (for a large group)
147+
148+
---
149+
150+
## **Exporting Companies**
151+
152+
You can export company data using:
153+
154+
- **Export** (for selected rows)
155+
- **Export All** — exports the entire company database to Excel
156+
157+
Users can only export companies assigned to them.
158+
159+
---
160+
161+
## Related Topics
162+
163+
- [Managing Commercial Requests in CRM](commercial-requests-management.md)
164+
- [CRM Email Marketing](../features/massmail-app-features.md)

‎docs/help/contact-management.md‎

Lines changed: 168 additions & 0 deletions
Original file line numberDiff line numberDiff line change
@@ -0,0 +1,168 @@
1+
---
2+
title: Managing Company Contacts
3+
description: Learn how to manage company contacts in Django CRM, including contact creation, access permissions,
4+
list overview, searching, filtering, bulk actions, and exporting data.
5+
---
6+
7+
# **Managing Company Contacts in Django CRM**
8+
9+
Managing company contacts is one of the core features of [CRM](../index.md). The **Contacts** section in CRM allows users to store, organize, and work with information about employees and representatives of client companies. This guide explains how contacts appear in the CRM, how to manage them, how to use filters and bulk actions, and how to understand contact statuses.
10+
11+
> For related topics, see **[Company Management](company-management.md)**
12+
13+
---
14+
15+
## **What a Contact Represents**
16+
17+
A **Contact** is an individual person — an employee or representative of a client company. Contact records store key communication details and are used for sales processes, support, and email marketing campaigns.
18+
Each contact is linked to a company, assigned to a sales manager, and included in newsletters or mass mailings.
19+
20+
---
21+
22+
## **How Contacts Are Added to CRM**
23+
24+
Django CRM supports several ways to add contacts to the system:
25+
26+
### 1. Automatic creation
27+
28+
Contacts can be created automatically when a user creates a **deal**, based on sales request data.
29+
30+
### 2. Manual creation
31+
32+
Users can manually add new contacts:
33+
34+
1. Click **Add Contact**.
35+
2. Fill out the form with the required personal and company information.
36+
3. Save the contact.
37+
38+
### 3. Import from Excel
39+
40+
If you need to upload contacts in bulk:
41+
42+
1. Click the **Import** button.
43+
2. Select an Excel file prepared according to the CRM’s import format.
44+
3. Upload it to add the contacts to the system.
45+
46+
### 4. Conversion from Lead
47+
48+
When a **Lead** is converted into a company and contact, CRM automatically creates a **Contact** record.
49+
50+
> Learn more: **[Lead Management](lead-management.md)**
51+
52+
---
53+
54+
## **User Access to Contacts**
55+
56+
Access to the contacts database depends on a user’s role and department:
57+
58+
- **Sales managers and operators** — access only contacts belonging to their own department.
59+
60+
- **Company managers and super operators** — access all contacts across all departments.
61+
62+
This ensures that sensitive data is available only to authorized team members within the organization.
63+
64+
---
65+
66+
## **Working With the Contacts List**
67+
68+
The contacts list appears in a **sortable table**, allowing users to quickly organize and locate necessary information. Clicking on an active column header will sort contacts by that field.
69+
70+
### Table Columns
71+
72+
The table includes the following fields:
73+
74+
- Contact name
75+
- Email
76+
- Phone number
77+
- Company name
78+
- Country
79+
- Status as a newsletter recipient
80+
- Date added to CRM
81+
- Assigned sales manager
82+
83+
Sorting and structured data improve speed and efficiency when working with large client databases.
84+
85+
---
86+
87+
## **Newsletter Subscription Status Indicators**
88+
89+
Next to each contact, a mailbox icon indicates their newsletter subscription status:
90+
91+
- **Red** — The contact has **not received any newsletters** yet.
92+
- **Turquoise** — The contact **receives newsletters** and has **not unsubscribed**.
93+
- **Gray** — The contact has **received newsletters** but has **unsubscribed**.
94+
95+
These visual markers help identify mailing preferences at a glance.
96+
97+
---
98+
99+
## **Searching and Filtering Contacts**
100+
101+
### Search bar
102+
103+
Use the search bar to find contacts by:
104+
105+
- Keywords (name, email, company, etc.)
106+
- Contact ID
107+
108+
### Available filters
109+
110+
You can filter the contact list by:
111+
112+
- Department (if user role allows)
113+
- Assigned sales manager
114+
- Company industry
115+
- Company type
116+
- Country
117+
- Newsletter subscription status
118+
- VIP status
119+
- Tags
120+
121+
These filters allow precise segmentation for sales analysis and marketing campaigns.
122+
123+
---
124+
125+
## **Bulk Actions for Contacts**
126+
127+
The **Action** dropdown menu allows users to perform mass operations on selected contacts:
128+
129+
- Create a **mass mailing**
130+
- Set **VIP** status
131+
- Remove **VIP** status
132+
- **Export** selected contacts to Excel
133+
134+
Note: Users can export only the contacts assigned to them.
135+
136+
---
137+
138+
## **Mass Mailing Options**
139+
140+
There are two ways to create mass email campaigns from the Contacts page:
141+
142+
- **1. Mass mailing for selected contacts**
143+
144+
Use the **Action → Make massmail** option.
145+
146+
- **2. Mass mailing for large groups**
147+
148+
Use the **Make massmail** button at the top to start a campaign for many contacts at once.
149+
150+
---
151+
152+
## **Exporting Contacts**
153+
154+
You can export contact data in two ways:
155+
156+
### Export selected contacts
157+
158+
Use the **Action → Export** option.
159+
Users may export only the contacts they are responsible for.
160+
161+
### Export all contacts
162+
163+
To download the entire list (users can only export contacts assigned to them), use the **Export All** button.
164+
165+
---
166+
167+
> Recommended reading: [CRM application features](../features/crm-app-features.md)
168+
> For more on mailings, see [Email Campaigns and Newsletters](../features/massmail-app-features.md)

‎docs/help/index.md‎

Lines changed: 3 additions & 3 deletions
Original file line numberDiff line numberDiff line change
@@ -34,7 +34,7 @@ available features, and step-by-step instructions *(content is being supplemente
3434
* [Requests](commercial-requests-management.md)
3535
* [Deals](deals-management.md)
3636
* [Leads](lead-management.md)
37-
* Companies
37+
* [Companies](company-management.md)
3838
* Emails in CRM
3939
* Payments
4040
* Shipments
@@ -72,8 +72,8 @@ available features, and step-by-step instructions *(content is being supplemente
7272
??? success "CRM"
7373

7474
* Cities
75-
* Companies
76-
* Contact persons
75+
* [Companies](company-management.md)
76+
* [Contact persons](contact-management.md)
7777
* Currencies
7878
* [Deals](deals-management.md)
7979
* Emails in CRM

‎mkdocs.yml‎

Lines changed: 2 additions & 0 deletions
Original file line numberDiff line numberDiff line change
@@ -100,6 +100,8 @@ nav:
100100
- Commercial request management: help/commercial-requests-management.md
101101
- Deal management: help/deals-management.md
102102
- Lead management: help/lead-management.md
103+
- Company management: help/company-management.md
104+
- Contact management: help/contact-management.md
103105

104106
extra:
105107
analytics:

0 commit comments

Comments
 (0)