This is a clear violation of the rules. It can affect customer buy phone number library relationships, create incorrect records of inventory levels, and even make it appear that the salesperson has completed their tasks when in fact they have not.
If this is a problem you have been facing for a long time, you should create a system that can avoid incorrect check-ins on the customer site or incorrect entries in the CRM. It's time to talk about one-time password (OTP) rules and the verification function in Vtiger CRM.
What is Vtiger OTP verification rules and function?
There is a growing need to protect CRM from fraudulent updates and maintain the integrity of business operations. Vtiger's OTP Rules and Validation is an optional feature that adds an extra layer of security to your CRM operations.
Vtiger OTP rules help you combat these issues by providing an effective way to protect your transactions. Before we dive in, let’s understand the key concepts:
One-time passwords: This is a one-time code that is usually generated for authentication purposes.
OTP Rules: These are configurable settings that determine when and how OTP verification is required for certain actions.
One-time password verification: This is necessary to confirm the authenticity of the action performed, which checks the entered one-time password with the generated one.
In a nutshell, OTP rules in Vtiger CRM allow administrators to set up conditions to trigger OTP-based verification for specific CRM records and actions. Now you might be wondering how Vtiger OTP rules can help solve the above problem.
By using OTP rules, you send the OTP to the customer's messaging platform (e.g., the OTP is sent via SMS to the customer's phone). Your field sales rep can then request the OTP from the customer and enter that OTP into the CRM to mark the task as complete.
This ensures that tasks are completed correctly and recorded without errors in the CRM. It also ensures transparency between your business and your customers.
Navigation through OTP rules in Vtiger CRM
Let’s look at a real-life example to understand how OTP rules work in Vtiger. Let’s say you run a delivery business and use Vtiger CRM to manage your day-to-day operations. You want to ensure that delivery confirmations are genuine and prevent deliveries from being marked as completed by fraudulent means.
Here are 9 steps you might find useful to know to set up OTP rules for this scenario:
Create an OTP rule: Create a new rule named “Delivery Confirmation OTP” and specify Vtiger Delivery Notes as the target module. Configure your OTP by specifying the type, length, max retry attempts, verification attempts, etc.
One-time password option: Set up an OTP as a five-digit numeric code that is valid for five minutes.
Trigger Conditions: Set up a condition to trigger the one-time password when the field changes to "Delivered".
Delivery Channel: Select a delivery channel to automatically or manually send the OTP to the recipient via email, SMS or WhatsApp.
Now when the courier tries to mark the delivery as "Delivered":
Vtiger will generate and send a one-time password via your chosen delivery channel.
The recipient of the one-time password will share the one-time password with the delivery agent.
The delivery agent will be required to enter this one-time password before the status can be changed to "Delivered".
The system compares the entered one-time password with the generated one.
The status will be automatically updated in the CRM record.
These are simple yet effective processes that ensure your deliveries are fulfilled, particularly by reducing the number of fraudulent CRM updates.
Dive into the article to learn more.
Benefits of OTP Rules in Vtiger CRM
OTP rules offer numerous benefits such as:
Robust data integrity
By implementing OTP verification for mission-critical tasks, companies can ensure that only authenticated changes are made to CRM records. This way, you can maintain the accuracy of business data.
Increased customer confidence
When your customers see that you go the extra mile to protect their information, it builds trust. This trust can foster long-term relationships, encourage repeat business, and positively impact your brand’s reputation.
Reducing the number of false updates
Companies can significantly reduce false updates and achieve customer satisfaction. When customers are confident that tasks are marked as completed only after OTP confirmation, it improves the customer experience.
The Future of CRM Security
Looking ahead, one thing is for sure: the role of OTP rules will evolve in exciting ways. CRMs of the future may begin to use OTP verification in conjunction with biometric authentication, such as fingerprints or facial recognition. Get ready, because the future is fast approaching.
If you want to improve your current situation by strengthening the security of your CRM processes, immediately adopt the Vtiger OTP rules.
