News from Workflow Designer

23. December 2016 Module


This time I want to show you some new features from Workflow Designer.
At first if you don’t want to read the complete post: Starting with 7th of January I change my prices from included tax to excluded tax, because my partners mention, it is wrong, how I handled it.
And because it is christmas I also create a coupon with 15% discount, which could be used until 31th of December 2016. Enter christmas2016 into the coupon field.
Maybe you decide to try the module for your company. I’m sure you won’t regret the decision.

Now to the new features I implement into the module and which could be used by every owner of Workflow Designer for free!

Show Buttons directly within fields

Let us start with something small: Now you could trigger Workflows directly from Fields, where your CRM Users search for information.

In this example (Live version here) it is only a useless workflow, which set a random number into Office Phone field.
But maybe your CRM User search the right button for a specific process. With this option, they could trigger every process directly, where they work.
Also this starts to train your CRM users not to use the sidebar anymore, why they is completely removed in Vtiger 7.

How to use this?

Look at the Frontend Manager. There you could configure workflow to be shown with “Button in Field”. There are also other new options to show Workflow Buttons.

Interact with your CRM User during Record Editing/Creation

Now something important, which is really helpful and avoid to buy other more specific modules for single problems.
You are annoyed of your employee, because they set fields to wrong values? Or your employee create Invoices for companies, which are blocked for further sales, because of missing payments? Or more simple you create a Custom Module with Relationship to another module and you directly want’s to import some values after selection, like the Billing Address in Invoices from Accounts?

The new “Frontend Workflows” will executed dynamically within the Editing View and could react live on values your users set.

For example, the situation I mention before. You will stop your Users to create Invoices for companies, which are blocked. Or dynamically decide if the Invoice could be created, because maybe a special condition match?

Try to create an Invoice in my demo for the Organization “Blocked Organization”. (Link to Demo System) You will then get the following confirm request:

This is done by using a process like this:

In this example the confirmation only disable some values in picklists based on response in confirmation request. But you also could disable submit button to prevent storage or show Tooltips on some fields.

You could integrate all tasks of default Workflows. For example send a Push Notification to Sales Manager, he needs to contact the Sales person. Because the default “background” Workflows, also could be used you could create another workflows to “accept” such records.

You also could request values during Record Creation to generate new values, the User must set in a specific format. At the moment there are still some limits, but from version to version you get more options with this.
Planned is to transfer environment variables from “Frontend Workflows” to “Default Workflows”. So you could set values in background you later could use.
At the moment I research all opportunities you get with this feature. Because creativity with this module is unlimited, I’m sure you found ways to heavily increase the options.

Multiple SMTP Server

Imagine you are using your companies SMTP Server and want’s to send a Newsletter to all of your Contacts. I wouldn’t do this over your default SMTP Server. You could getting blacklisted.

Why not use another SMTP Server to send the Newsletter? And why not using Workflow Designer for this task? He is doing great with this task.

Check the “Provider Manager” in Workflow Designer sidebar and add a “Mail Delivery Method”.






You could set a individual SMTP Server to every “send Mail” task your use.

Other new Implementations

I reach the number of 60 different Blocks you could use. Every one completely different.

Some of the new one:

  • Call AND parse a REST API within VtigerCRM Workflow
  • Export Records/SQL Query into Excel
  • migrate Related records
  • create styled comment output
  • create styled productlist HTML from Invoices

At least there are more interfaces external developers could use to customize the Workflow Designer or implement own tasks. (Click for Documentation)

I’m happy to talk with you, if you have additional functions you would use. Tasks, which are useful also for other users are implemented for free into Core.

I wish you a merry Christmas and a happy new Year with your family/friends.

We will see in 2017. There are lot’s of great projects coming.






VtigerCRM PDFMaker Special chars missing

26. August 2016 vtigerCRM 6.0


A short info to users of VtigerCRM, which recognize a problem with special chars in PDF’s generated by PDFMaker module of ITS4you, since some weeks.

Not PDFMaker have a problem, but the used library to create the PDF and you could fix this problem quickly by yourself.
The reason why this is not recognized earlier is an update, Adobe released some weeks ago, which have a problem with special fonts.

Download this ZIP and extract the files to your local disk:

Upload the 4 ttf font files to this directory in your vtiger: modules/PDFMaker/resources/mpdf/ttfonts/

Then your PDF should working without bugs.



2 bugfix, extensions, PDFMaker, vtigercrm,

Heavily enhance the CustomView filter

22. August 2016 vtigerCRM 6.0


A short notice about my latest modification:

It is not really a module, but fully compatible to Module Manager. It improve the options you have during Editing of CustomViews and give you more power over the ListView.

You could add fields from related records, for example, fields from Account inside Contacts ListView, or filter based on this columns.
You could change the default sort column of CustomViews or add some custom virtual columns in ListView, your PHP developer also could extend. At least you could modify the Headline Fieldlabel of VtigerCRM ListView, if it waste space.
But the most important feature is the display of columns, not only from current record, but from any related record. Maybe you want to list Contacts of Organizations in a specific industry. Or create a listin of custom Jobs module based of a special industry from Account.

The “Search Plus” module is mainly based on my EventHandler module. Maybe you already recognize or install it for one of my other modules. You need to modify some core files, which could be done automatically. (Read setup instructions:

Because it is integrated deeply within vtigercrm, you should check the configuration of everything you do. It have the power to make big problems, if you do something, I don’t imagine. I test lot’s of configurations, but not everything.

That’s why you should test before you buy.
You could do this here:
Check default Filter of Contacts module.

If you want to purchase the module, you could do this here:
ead the requirements carefully!

Because it is created with interfaces, you could also send me some features, you would like to use within this modification. Then I could add this.
You found available extension for this module, which already implemented in Core together with SourceCode, here:



0 customview, filter, modification, related fields, vtiger,

Send Newsletter by using VtigerCRM Workflow Designer

31. July 2016 vtigerCRM 6.0


Today I want to present another function, which you could use if you combine the functions of Workflow Designer in a special way.

This is a function, other modules could also do, or maybe could do better. But to buy another modules and use MailChim/CleverReach for only a small amounts of Newsletter could be too much effort.

But pay attention to this: If you sending large amounts of Mails with a Newsletter, you maybe come better with professional Newsletter services, because they better prevent you from flagged as Spam.

To handle this, you must have the Professional Version of my VtigerCRM Workflow Designer, because you needs to trigger an external workflow.

You have two opportunities with Workflow Designer PRO. At first you could integrate the selector, which records should get the mail, directly within the Workflow. But this will require you adjust it every time you want to change something.

A better option will be to create a Filter, for example “Newsletter” and define conditions there. You could select this Filter during the process, I explain to use the records for newsletter.

Let us start!

The process will be the following:
Create a Workflow, which select the records for newsletter and trigger another workflow to send Newsletter to this records. This also makes it possible to send the Mail manually to records, afterwards.

First step: Create E-Mail Workflow

The first process we create is the one, which will send the E-Mail to the record. This workflow could be very simple and only need one task “send email”. If you already read the first tutorial, you also could trigger SMS campaigns.
But I will handle the situation you want to send an email.

The only required configuration you need, is the recipient, which should be the email field of the record you want to send to. Sender, Subject, Content or a (EMail-Maker )Template could be chosen like you need.

Since some versions, the “send email” block have the option “Directly embed images to mail“. This will improve the first view of client, because you increase the chance mail clients directly load images and not require the receiver to click on “load images”. The used technique is compatible to Google Mail, too.

This is an example Configuration to send mail to Contact. Subject and Content is empty, because this is loaded from Mailtemplate.
This is an example Configuration to send mail to Contact. Subject and Content is empty, because this is loaded from Mailtemplate.

You could setup this Workflow to “execute only” permissions if you do not want to trigger the Newsletter manually. This will prevent your employees to make a wrong click.

An additional notice to improve the process: If you want to be sure, every Contact only receive 1 version of this newsletter, you could enable the checkbox “only one Execution per Record” in start block. In this case you could start the main newsletter process multiple time and only write to records, not already get the mail.

Second step: Create Trigger Workflow

The second required workflow will internally trigger the first workflow for every record you select.

You have the option to set the checkbox “allow execution without a related record” in start block. This will allow you to trigger the workflow without a selected record. It is easier, but will remove the status of execution from the record you use for main execution.

But regardless if you set this option, you need to open the Start block, to set the “runtime of this workflow” to “delayed”. Then you could directly continue working in vtigercrm, after you trigger the workflow, because Newsletter is send by next Cronjob runtime. (Be sure to setup VtigerCRM Cron) Otherwise you need to wait until the newsletter is completely send to records.

Add one “execute Workflow with external record” and within select the module of the Records you want to write the newsletter.

Within the field “execute this workflow” please select the process you create in step 1.

Now you need to setup the condition to select receiver.
Like I write earlier you could decide to write the mail to Records from CustomView or from a condition you manually configure.
The manually configuration also allows you to select records, you added to a campaign, which could be nice to have in case you use campaigns. 😉

That’s all!

I use a test run in any case I send a newsletter. Nothing is more a problem, then a wrongly send mail to all clients. This test could be done by change the receiver email to a static one you own or a campaign you use for tests.

Because the process is very easy I do not prepare a download file you could import.

You also could combine more feature of Workflow Designer to extend the functions of such function. For example in combination with the Workflow Planer you could automatically send an email to every record you add to a campaign/filter.


0 crm, newsletter, workflow, workflow designer,

Use Workflow Designer to communicate with your clients

29. July 2016 vtigerCRM 6.0


After a long time of silence in this blog, I will starting to get back. At the moment we are in the process if founding a web agency, which will support my modules and also will be involved in the development of new modules.

With the help of friends from SamsonovDesign in Leipzig and an agency from Berlin, I ‘m sure to build a stable and useful company for users of VtigerCRM and YetiForce.

Today I want to describe the way, how you could use the Workflow Designer to communicate with your clients. In this example by the usage of SMS. You could use the function with PRO AND BASIC version.

During the last release, I introduce the feature for external developers to add and update own custom tasks into the module. To also use this feature for my new company, I introduce a complete SMS Implementation into the Workflow Designer.
It implements the usage of Twilio, Plivo, ClickworkerSMS,, ClickATell

The opportunities of such system are not only to send manually custom SMS to your clients. You also could send static SMS if an order was shipped. Or to confirm some actions to client.

To get this new tasks, you need to add a second Repository to your Workflow Designer. To do this, go to this page:

And copy any URL within your VtigerCRM system. It doesn’t matter, which is visible on this URL, because the URL is not transferred to server. If you press the button a small clientside script will forward you to a page of your VtigerCRM / Workflow Designer, where you could add this Repository.

After you have done this, go to “Task Management” in your sidebar, scroll down and install “Communicate Core” and “Communicate by SMS”.

Now you could open the “Provider Manager” in the sidebar and add your Account credentials of your provider.

Then you could create a Workflow “send SMS”, for example in the module Contacts.

In our example I would create a Workflow, which send custom SMS to a client. But you could use the “communicate by SMS” block in any other case, too.

Open the configuration of Start block and add one value to request, before execution. This will be the content of the SMS in your example.

Also set the trigger to “start manually” in this example. The default text “Hallo $firstname” I used for default template, because this will be a good start for any message and could be extended.

Now add a “communicate by SMS” task and connect the task with start block.

The configuration of this block will looks like:

Provider is the provider you setup. Receiver and Sender should be clear.
I choose to send the SMS to the $mobile fieldvalue of Contact. You could also add this to the request values form in start block.

Content is the content of the request values field you configure. Here you could maybe add some hardcoded text around this message, too.

That’s all!

The most important fact with this tool is, to provide the mobile number in a compatible format. This format is depending on your provider. You will get the information from their documentation. You cannot do anything wrong if you use +49 XXXXXXXXX (+49 or your country code)

Activate the workflow, go to Contacts, open a test record and start the Workflow. For easier handling, you maybe want’s to add this Workflow in the form of colored button. Use Frontend Manager to do this.

If you start, you will see the configured request values form.

Some seconds, depending on provider also minutes, later you will have the SMS on your phone.


PS: You could get back every day. I will present my VtigerCRM Workflow Designer module in the next days very intensive. I get the notice, not everybody understand how to work with this powerfull tool.

PPS: It’s easy to add other SMS provider. Read one of the first pages in our new documentation.


2 example workflow, sms communication, vtiger, workflow, workflow designer,

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