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How to add a new client (VTiger)

Prerequisites​

You have received a signed purchase order (PO) and Agreement.

Getting Started​

  1. Open the email from DocuSign and click VIEW COMPLETED DOCUMENTS.
  2. Download the PO and agreement to a temporary location. Choose the Separate PDFs option.
  3. Open the PDFs and make note of the exact Organization name.

Find the next available ClientID in VTiger​

  1. Go to VTiger > Organizations and filter the list to All Clients.
  2. Click the CLIENT ID column heading to sort in descending order (largest to smallest).
  3. The first entry is the most recent client. Make note of their ClientID. The new client's ID will be this number + 1.

Search for and Update the Organization​

  1. Click the All Clients button to change the filter, then select All Organizations.
  2. In the Organization Name field, type the name of the new client and press Enter.
  3. Hover your mouse over the new client's name and click the pencil icon that appears in the quick pop-up menu on the far right.

Update Organization Details​

  1. Assign ClientID:

    • Change TYPE to Client.
    • Change Organization Status to Client.
    • Enter the new Client ID (last client's ID + 1).
    • From the downloaded Purchase Order, check the Tax Exempt box if applicable.

  2. Update Additional Contact Details:

    • Assigned to = Support Group
    • SLA Name = Standard SLA
    • (Optional) Set Is Management Client and Member Of as necessary if this client will have subordinate clients.

  3. Update Address Details:

    • Enter the shipping and billing addresses from the Purchase Order.

  4. Update Client Profile Picture:

    • Go to the client's website and download their logo. This logo appears when they sign in to the customer portal.
    • Click Browse and select the downloaded logo file.
    NOTE

    Make sure the logo is a PNG of a reasonable size. Use a tool like TinyPNG to reduce file size if needed.

  5. Click Save.

Finalize Client Folder​

  1. Open the shared storage location for client files (e.g., Box or Google Drive).
  2. Create a folder for the new client.
  3. Rename the PO and Agreement PDFs using the standard file naming convention.
  4. Upload the files to the client's folder.