Records

Records is the list of everything your business sells and delivers. One record follows one enquiry from the first message to handover, with its quote, advance, job and AMC on the same page. Your record types give the screen its words, so in a solar business you see Enquiries and Contracts, never “deals”.

1. Tabs: All, then one tab per record type, such as Enquiries and Contracts. The number on each tab is how many records of that type you have.
2. Search and filters: find a record by title or reference, and narrow the list by stage, status, owner, contact, temperature or check result.
3. Record types: opens the settings where you set up your record types and their stages.
4. New…: start a new record. On the All tab, Setaflow asks Which kind? first.

Tip

Open a record type’s own tab (for example Enquiries) to filter by Stage and to see that type’s own columns, such as Site address and Roof type. On All, the stage filter stays off until you pick a type.

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Records and contacts

A contact is a person. A record is one piece of work for that person. One contact can hold many records, for example a 5 kW rooftop installation this year and an AMC contract next year. Each record keeps its own value, stage and owner.

You can open a contact’s records from their client record, on the Records tab.

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Find a record

1. Type in Search title or reference… Press / to jump to the search box.
2. Pick filters. Each filter starts at “Any”:

Filter	Choices
Stage	Every stage of the record type. Won and lost stages are marked, such as Handed over · won and Lost · lost. Only on a type’s own tab.
Status	Any status, Open, Won, Lost, Delivered, Cancelled
Owner	Any owner, Mine, or a team member
Contact	Any contact, or No contact yet
Temperature	Hot, Warm or Cold
Check	Any check, Pending, Real, Junk, No reply

3. Click a record’s title to open it.

Note

Your filters stay in place when you open a record and come back with Back to Records. Setaflow also reopens the tab you used last.

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What each column shows

Column	What it shows
Record	The title, with the record type or your reference below it
Contact	The customer. Click the name to open their client record.
Source	Where the enquiry came from, such as Website, Facebook, Justdial or Referral, with the campaign below
Check	The result of the three-question WhatsApp check: pending, real, junk or no reply
First reply	How long your team took to reply first. not yet in red means nobody has replied.
Stage	Where the record is now, such as Visit booked or Quoted
Quote	The latest quote number and total, with its status: Draft, Sent, Accepted, Rejected
Advance	Advance paid against advance needed, for example ₹0 / ₹93,000. Red means it’s short.
Owner	The team member responsible, or Unassigned
Started	When the record was created

On a type’s own tab, you also see that type’s extra fields that are set to show in the list, for example Site address, Roof type, Monthly electricity bill (₹) and System size (kW).

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Start a new record

Click New… and choose the kind of record. On a type’s own tab the button already carries the type’s name, such as New enquiry.

See Create a record for every field.

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Good to know

• Most records start on their own. When a lead is converted to a contact, Setaflow starts its record in the right pipeline. See Lead sources.
• Buttons depend on your role. If you don’t see New…, your role can’t create records. See Roles and access.
• The list shows 15 records a page. Use Previous and Next at the bottom.
• No record types yet? The page shows Set up record types instead of a list.

What’s next?

• Create a record
• The record page
• Move a record to another stage

Related articles

• Record types and stages
• Contacts overview
• Quotes