Sugar’s flexibility empowers users to configure the platform for their specific needs. This article explains some of the most basic settings an administrator should configure to get their users up and running with Sugar.
You must be an administrator or have developer-level role access to make the necessary changes in the Admin panel.
Sugar offers administrators a comprehensive range of configuration options to set up their instance according to their organization’s needs and processes. On the initial login, the Admin Wizard helps you set up your company logo, system locale settings, outbound mail configuration, and other core settings, but you can skip the wizard if you would like to configure these options later. The following sections cover some key things that administrators should configure when first setting up Sugar.
To set the system’s default language and default date, time, and name formats, navigate to Admin > Locale. Review and adjust the localization options when first configuring your Sugar instance. Individual users can later change these settings to suit their personal preferences via their user profiles.
Administrators can configure aspects of the Sugar interface that affect user experience via Admin > System Settings. You can customize several aspects of Sugar’s appearance while, at the same time, limiting potential stress on the server and browser. This is especially important for the main layouts where users work with data on a regular basis. This section explains these system user interface options in detail.
Review and adjust the following layout options when first configuring your instance:
- Listview items per page : Specify the number of records to display by default on list views. Try to keep the number of list items per page between 20 and 50 for the best page-load performance.
- Subpanel items per page : Set the number of records to display by default within a subpanel’s list view under a Sugar record. Try to keep the number of list items per subpanel to 10 or less for the best page-load performance.
- System Name : Enter a custom name for this Sugar instance. This name will appear as the browser tab header when Sugar is open.
- Select Logo : Replace the SugarCRM logo in Sugar’s footer and login page with your custom logo. For the best results, upload a .png or .jpg image file that is 212 pixels wide and 40 pixels high.
- Display Downloads Tab : Check this box if you want users to have access to the Sugar Plug-ins for Microsoft Office and other available files. When enabled, users can see the Downloads tab in their user profiles.
- Collapse all subpanels and disable sticky feature : For Sidecar modules (e.g. Accounts, Contacts, and Meetings), select this option if you want Sugar to ignore a user’s preference for open and closed subpanels, thereby closing all subpanels by default. This option improves page load performance by forcing users to expand the subpanels manually as needed.
Please note that some of the settings on this page are specific to legacy modules. For more information on these and other system settings in Sugar, please refer to the System documentation.
Administrators manage password settings for users via Admin > Password Management. This section explains the various password management options available to you.
Note: For instances that use SugarIdentity, password rules are configured in SugarIdentity via the Cloud Settings console. Please note that only some SugarCloud instances use SugarIdentity. Refer to the SugarIdentity Guide to determine if yours is configured to do so. Existing customers will be notified before their instances begin using the service.
Configure the Password Requirements section to set complexity rules for user-created passwords via controls over the length and strength of valid passwords.
The System-Generated Passwords feature lets administrators email temporary passwords to users. You can also set the expiration timeframe for temporary passwords from this section (i.e. 7 days).
Once this option is enabled, simply click “Reset Password” in the user’s profile to send system-generated passwords via email to, for example, new users or users who need their password reset. If you do not enable the system-generated passwords feature, then you must manually create passwords for users under the Passwords tab of their user records.
Note: For instances that use SugarIdentity, administrators will not be able to manually change or reset the user’s password via the user’s profile.
Finally, enable the Forgot Password feature if you want users to have the option to request a new password from the login screen:
When a user clicks the link, they will receive an email allowing them to reset their password. If you choose to use the Forgot Password feature, remember to set an expiration interval for the reset link and to ensure all users have valid email addresses in their user profiles. For more information, please refer to the Enabling Users to Reset Forgotten Passwords article.
For detailed information on password options in Sugar, please refer to the Password Management documentation.
Many Sugar functions depend on properly configured email settings, so it is important to set up the system email early to ensure delivery of forgotten password requests, scheduled reports, assignment notifications, workflow notifications, campaign emails, and various other system-generated emails. This section covers the basic email configurations an administrator should define in Admin > Email Settings.
Configure Sugar’s outgoing mail by completing all of the fields in the Outgoing Mail Configuration section.
- “From” Name : Enter the name that you want to appear in the “From” line of system emails sent to users from Sugar. The “From” name is commonly the same as the System Name that was configured via System Settings.
- “From” Address : Enter the email address that Sugar will use to send system emails to users. For example, email@example.com.
- Choose your Email provider : If your email provider is Gmail, Yahoo! Mail, or Microsoft Exchange, simply click the corresponding button to automatically populate certain fields with the correct server settings. For any other email provider, click the Other button and manually enter the credentials and server settings given to you by your provider.
- After completing the form fields, click “Send Test Email” to confirm that you have configured the outbound mail server successfully.
For more detailed information on setting up the system email settings, please refer to the Emails documentation.
One of the first things that users will want to do is start using the Sugar Mobile app. As an administrator, you can enable or disable modules for mobile access via Admin > Mobile.
Simply drag and drop module names from the enabled panel to the disabled panel and vice versa to configure the available modules for the mobile app. You can also turn offline access on or off from this page by checking the “Offline enabled” box.
To view enabled modules within the app, click the three-bar icon to open the Main Menu:
For more information about using Sugar Mobile, please refer to the System documentation or the Accessing Sugar From a Mobile Device article.
Before working with business opportunities in Sugar, customers using Sell, Serve, Ultimate, or Enterprise products should decide which level of granularity that they would prefer for tracking opportunities and building forecasts. Your company can choose to use opportunities alone or opportunities in combination with revenue line items. Sugar admins should configure the opportunity model that makes the most sense for their organization via Admin > Opportunities.
Note: Revenue Line Items are only available in Sell, Serve, Ultimate, and Enterprise versions of Sugar.
It is important to make this decision before sharing the application with your sales team because changing your instance’s opportunity model once users have started working in Sugar will result in the loss of forecast data and break related workflows, dashlets, reports, and other key analytic tools. To confirm or change your opportunities configuration, navigate to Admin > Opportunities, select your preferred option, and then click “Save”.
To learn more about which opportunity configuration is best for your organization and the risks involved with changing the configuration in an existing Sugar instance, please refer to the Opportunities Configuration documentation.
If your company negotiates business in more than one currency, you can create and manage various currencies and conversion rates via Admin > Currencies. To add a new currency to the system, click the Create button on the upper right of the Currencies list view. Enter appropriate values for the fields in the record view layout then click “Save”. To update a currency’s exchange rate, you can click on the currency’s name (e.g. Euro) to edit the necessary fields via the record view layout or click the Record Actions menu to the far right of the record’s row in the list view to edit individual fields. For more information on configuring the system currencies, please refer to the System documentation.
Sugar’s scheduler executes critical processes in Sugar, such as automated workflows, campaign distribution, and periodic cleanup tasks. For instances hosted on Sugar’s cloud service, schedulers are automatically enabled. But administrators for on-site instances must configure schedulers via Admin > Scheduler. In order for the scheduler to function properly, you will need to set up a cron job if you are running on a Unix-based system, or a Scheduled Job if you are running on Windows. For more information on cron jobs, please refer to the Introduction to Cron Jobs article.
For more information on schedulers, please refer to the Schedulers documentation.
After configuring these recommended settings, you should be ready to start using a basic installation of Sugar. It is recommended to review the Administration Guide in its entirety and set up structural essentials like teams and roles as well as to use Studio and Module Builder to adjust Sugar’s modules, fields, and relationships to suit your business model before sharing login information with the user base.