This article will walk through how to add new users to your RealNex CRM Desktop, as well as how to install and set up the software on their PC to access the database.
To learn how to add users to your RealNex subscription, This Article will walk through the steps. Users must be added to both the RealNex CRM Desktop database as well as to the RealNex subscription to take advantage of both the Desktop and Online versions of the RealNex CRM.
Table of Contents
You can add users to the RealNex CRM either from Database Manager on the server PC, or from within the RealNex CRM Desktop application while logged in as an Administrator.
This is generally the option we suggest of the two methods for creating user accounts, as this option gives more control, such as setting up teams or setting user permissions.
You must be logged in as an administrator in order to create or edit user accounts.
Within the desktop CRM, click Tools > Administration > User Management.
You'll see the User Management window appear, showing a list of users, and which user accounts are active.
Click the New button to add a new user to your account. You can also use the Properties button to manage the users, and change Teams, Permissions, or User Details.
The User Properties window will appear.
User ID - The User ID is an identifier that will appear for Time/Date stamps and in other various areas of the CRM. Generally we suggest using either the first name of the user, or the user's initials. It is common for this to be the same as the user's Login, and when you enter a value in this field, it will automatically populate the same value in User name and Login.
User Name - The full name of the user
Login - The login that is used for this user to access the RealNex Desktop CRM application. This is commonly the same as User ID.
RealNex Email - The email address that the user utilizes to access the RealNex site.
Default Team - The team that will be set by default for any records created by the user. The default option will select the <everyone> team, meaning all CRM users can see those records. You can change this accordingly to either default to a specific team or to have records the user creates default to Private, so only that user and any Super Users on the account can see. For more information on team, see below.
Account is Enabled - For the user to be able to login to the system, this checkbox must be checked. Un-checking this checkbox in the future will remove access for that user to the CRM.
Change Password - Clicking this button will ask you to supply and confirm the password that will be used to access the Desktop CRM. This does not have any effect on the user's password to login to the RealNex website. If you do not click this button, once you click the OK button to create the user, you will be prompted to create the password.
On the Teams tab, you can select any teams that you wish for that user to have access to. Teams are a way to set access, so you can have different users that are able to access different records. The example image shows one example of how teams are used, where multiple agents are split up based on specialty, so an Industrial agent will see different records from a Multi-Family agent.
On this page, you can also set the permissions for that user on a team-by-team basis, with the option to turn on or off the ability to add or edit various types of records.
The permissions tab allows you to set general permissions, as well as Team permissions for the Global <everyone> team.
User Administrator - This setting allows the user to access the Administration settings under the Tools menu in the CRM, such as User Administration.
Backup database - This allows the user to be able to create a full backup of the CRM Desktop.
Superuser - Superusers are able to see all records in the database, regardless of Team setting. This setting allows the Superusers to view private records in the CRM database as well.
Change Record Owners - This setting allows the user to change the Record Owner setting on records.
Edit field definitions - This setting allows the user to set the various field definitions, such as the name, for the fields in the CRM.
Edit popup tables - This allows the editing of the pop-up tables that are accessible from any Character field in the CRM, allowing them to add or modify the items in the pop-up lists.
Edit system tables - This setting grants access to the System Tables options under the Tools menu, which includes setting up Event Types and Property Types.
Import data - The ability to import CSV and Access files into the CRM. For more information on importing, see This Article.
Export data - The ability to utilize the export buttons from List windows and the Dashboard to export records to Microsoft Excel or Word.
Synchronize with Microsoft Outlook - The ability to synchronize Contacts and Events with Outlook. For more information on synchronizing with Outlook, see This Article.
Create Teams - The ability to create or edit teams.
Delete X - The remainder of the settings allow you to turn on and off the ability to delete various types of records within the CRM, such as Saved Queries, Attachments, Groups, and Templates.
The information on the User Information tab allows you to set up the contact information for the user. This information can then be used in Mail Merge documents, so multiple agents can share Mail Merge Documents, and the contact info that is printed or emailed will be whichever agent is using that document at the time.
Once you've opened the Database Manager application and logged in, click the User Accounts button to add or de-activate users.
Once you click the Add button, you'll be asked to fill in the User Details.
Once you click OK, it will ask you to create and confirm a password for the account.
You will first need to download the installation software. You can click the following link to download the CRM Workstation Installer.
Once downloaded, run the file. The Installshield Wizard will appear.
Click the Next button through the prompts to install the RealNex CRM workstation software. The workstation installer does not have any options during the installation.
Once the installation has completed, if you checked the box to Launch RealNex CRM, clicking the Finish button will open the CRM application. Otherwise, open the application either from the desktop icon or from your Windows Start Menu.
The login screen will appear.
Fill out the Server Name, Login and Password, check the "Log in automatically" if you wish to bypass this login screen in the future when opening the CRM, and click OK.
The Login and Password are the ones that were created when setting up the user.
The Server Name should be identical for all users sharing the CRM. The server name is composed of the Computer Name of the server, followed by a \, followed by the instance name, which by default will be REALNEX. In the example above, the Computer Name in Windows of the server is URSA-MAJOR. You can see the Server Name at the bottom-left corner of the CRM Desktop on any user that is currently logged in.