How to Set the Uniqueness Strategy on the Company Module in Kylas CRM

How to Set the Uniqueness Strategy on the Company Module in Kylas CRM

How to Set the Uniqueness Strategy on the Company Module in Kylas CRM

Managing company data efficiently is crucial for maintaining accurate records and avoiding duplication in CRM systems. Kylas CRM introduces a Uniqueness Strategy in the Company module that allows users to ensure certain fields remain unique across all records, helping businesses maintain clean and reliable data.

Table of Contents

  1. Introduction

  2. Prerequisites

  3. Steps to Set Uniqueness Strategy

  4. Use Cases

  5. Benefits

  6. Conclusion

 Overview

The uniqueness strategy in Kylas CRM ensures that key information in the Company module—such as customer codes, tax IDs, or other critical identifiers—remains unique. This prevents duplicate entries, reduces errors, and improves overall data integrity. Kylas provides two customizable fields, Unique Text 1 and Unique Text 2, that can be renamed and enabled for uniqueness based on business requirements.

Prerequisites

  • Before setting the uniqueness strategy, ensure:

    • You have administrative access to Kylas CRM.

    • You have access to CRM Settings> Customizations > Form Fields 

    • You have defined the unique fields required for your business (e.g., customer codes, company registration numbers).

Steps to Set Uniqueness Strategy

Follow these steps to enable and configure the uniqueness strategy in the Company module:

1. Navigate to CRM Settings

  • Log in to Kylas CRM.

  • Click on the Settings icon in the top-right corner.

2. Go to Customization → Form Fields → Company Module

  • In Settings, select Customization.

  • Click Form Fields.

  • Choose Company Module from the list of modules.

3. Locate Unique Fields

  • You will find two fields: Unique Text 1 and Unique Text 2.

  • These fields are placeholders for your unique identifiers.

4. Rename Fields

  • Click on the field name to rename it according to your business requirements.

    • Example: Rename Unique Text 1 to Customer Code.

5. Enable Uniqueness Toggle

  • After renaming, toggle the Enable Uniqueness option to ensure that no two companies can have the same value in this field.

6. Save Changes

  • Click Save to apply the changes.

7. Add Field to Layout

  • Navigate to Layout in the Company module.

  • Add the renamed field (e.g., Customer Code) to the desired layout so that users can enter the unique value while creating or editing company records.

Example

  • Field Name: Customer Code

  • Scenario: Every company added to CRM must have a unique Customer Code to avoid duplicate entries.




Use Cases

Use Case Description
Customer Identification Ensure every customer has a unique customer code for easy tracking.
Invoice Management Unique company codes help in mapping invoices correctly.
Data Integrity Prevents duplicate company records in the CRM system.
Reporting & Analytics Accurate data allows for precise reporting and analytics.

Benefits

Benefit Description
Prevents Duplicates Ensures no duplicate entries for critical company information.
Improves Data Accuracy Accurate data improves overall CRM efficiency.
Easy Tracking Unique identifiers simplify searching, sorting, and reporting.
Regulatory Compliance Helps maintain unique business identifiers like GSTIN or Tax IDs.
Enhanced User Experience Users are guided to enter unique values, reducing errors during data entry.

Conclusion

Setting a uniqueness strategy in Kylas CRM’s Company module is a simple yet powerful way to maintain clean and reliable company data. By using Unique Text 1 and Unique Text 2, businesses can assign unique identifiers such as customer codes, ensuring accurate tracking, reporting, and analytics. Implementing this feature helps prevent duplicates, saves time, and improves overall data quality in the CRM.


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