DigiVista CRM testing and usage guide

Automation and mobile update release

Prepared for the company owner, administrator and pilot testers

Test date 9 October 2026

This guide explains the implemented sales CRM workflows, their benefits, repeatable test steps and current release limits. Pharma is a separate application and database. Test records are fictional and were entered in the local DigiVista test database, not the live customer database.

Verified result

The tested release includes rule-based lead defaults, a phone-friendly quick update form, overdue reminders, monthly targets, fixed-probability forecasting, reviewed master imports and 31 report types. Twenty scenario records were imported and updated in each full regression run. Authentication, permissions, projects, quotations, exports and signed provider simulations passed the checks described below. Passing these checks does not establish zero defects, Zoho feature parity, legal certification or support for 10,000 concurrent users.

Business benefits

Access and navigation

Use a separate named account for each person. Share the application link, not the owner password. An administrator creates staff members, assigns the role and sends a one-use activation link through the normal authorised channel.

Clean menu groups

1. Master setup: customer accounts, employees, roles, reporting managers, service rates, industry fields and recovery.

2. Daily workspace: Mobile updates, My Day, projects, meetings, follow-ups, calendar, team work and owner brief.

3. Sales and customers: leads, pipeline, roadmap, companies, opportunities, qualification, quotations and catalogue.

4. Communication: Inbox, Call desk and Campaigns.

5. Reports and automation: Reports, Sales goals, Sales insights, Automation, Import and export and Bulk assignment.

6. Administration: privacy, connections, access information and recycle bin.

Test access

1. Sign in as a test salesperson. Confirm only assigned records appear.

2. Try opening another owner’s lead ID and exporting another owner’s report. Expect an access rejection.

3. Try admin audit/staff reports and rule changes. Expect rejection.

4. Disable the test account as admin. Confirm its next authenticated request is rejected.

Do not copy passwords or private owner/setup codes into test reports or screenshots.

Lead entry and automation

Create a lead

1. Open Leads and select New lead. Enter name, email or phone, company, source and industry.

2. Choose Automatic assignment / creator to use configured assignment defaults. Choosing a specific person takes priority.

3. Leave Use automatic follow-up rule selected for the rule/default date, or clear it and enter a specific date.

4. Save. Confirm one lead exists, its owner is correct and an automatic follow-up task is linked.

5. Repeat the same identity with a new request. Expect a duplicate rejection.

6. Open the existing record and save unchanged values. Confirm the version does not increase.

Admin automation rules

1. Open Automation. Enter a rule name, source, industry, assigned sales owner and default follow-up hours.

2. Use blank source or industry for any value. Enable and save. Matching is exact; the most recently saved enabled matching rule wins.

3. Create a new matching lead. Confirm the owner and follow-up date.

4. Create another matching lead with a manual owner/date. Confirm the explicit selection is preserved.

5. Disable the rule and create a new lead. Confirm the disabled rule is not applied.

Rules apply to new leads, including imported and incoming leads when their creation supplies no manual owner/date. Rules do not reassign existing customers. Inactive or out-of-scope assignees are not selected.

Reminders

1. Give a test lead an overdue follow-up and open Automation.

2. Run reminders now. Confirm one in-app notification for the responsible person.

3. Run again the same day. Confirm no duplicate notification.

4. For a staff member with a reporting manager, make the deadline over 24 hours overdue. Confirm manager escalation.

5. Complete the task or close the lead and run again. Confirm no new overdue reminder for completed work.

While an admin has CRM open, reminders are checked every five minutes. Unattended execution requires a secure external scheduler calling the jobs endpoint. Reminders currently do not send email or WhatsApp.

Phone and remote updates

The quick update screen is designed for small displays with large controls and a sticky save area. The browser layout was inspected at 390 by 844 pixels. Actual Android/iPhone devices and public-network updates still require a live-hosted pilot.

1. Open the sidebar menu on the phone-sized view and choose Mobile updates. Confirm the menu closes.

2. Search by customer name, company, email or phone. Refine the search when there are more than 50 matches.

3. Select the customer card. Existing details and follow-up time are prefilled.

4. Use Call customer, Open email or Open WhatsApp if needed. These open device apps; communication is not automatically captured.

5. Choose Call, WhatsApp, Email, Meeting or Note. For Call, select the outcome.

6. Write the result. Select the sales stage and next follow-up. Device-local date/time is converted to an instant on save.

7. When choosing Lost, enter the required loss reason. Won or Lost closes the automatic follow-up. Clearing its date also closes it.

8. Save update and next step. Confirm the activity timeline, lead stage and automatic task all agree. Calls also appear in Call desk.

9. Repeat the same saved request. Confirm no second activity, call or stage change is created.

10. Try saving from an old version after another user updates the lead. Expect a refresh message and no stale overwrite.

Phone workflow benefit

The user does not have to separately edit the lead, create a note and reschedule a task. The quick update commits the activity, stage history and follow-up synchronisation together. Call duration is not measured by the quick form; automatic telephony/audio capture is not connected.

Public remote acceptance test

1. After live deployment, open the HTTPS CRM link on a phone using mobile data.

2. Sign in as a pilot salesperson and repeat steps 2 through 8 on a TEST record.

3. Ask a manager on another device to refresh the same record and verify the activity and next action.

4. Record device, browser, time and any issue. Do not treat the local browser simulation as this live test.

Excel and CSV uploads

Lead create and reviewed update

1. Open Import leads and download the template. Fill the required identity fields.

2. Upload Excel or CSV and choose create, update or upsert as appropriate.

3. Review matches, duplicates and invalid rows before confirming. Updates must use the previewed version.

4. Confirm and inspect each row result. Existing blanks do not erase data; imported privacy/owner changes are excluded. New lead assignment can use enabled rules.

5. Try a repeated identity, email/phone matching two different leads, invalid email and a row changed after preview. Expect skip/conflict/error rather than silent overwrite.

Other master imports

1. Open Import and export and choose Companies, Contacts, Opportunities or Services.

2. Download the Excel or CSV template. Keep its exact, unique headers.

3. For linked data, export companyId and leadId reference values from Reports first.

4. Upload at most 100 data rows and 2 MB. Use plain values; formulas, hyperlinks and rich-text cells are rejected.

5. Read the row preview. Business records are not changed at this stage; the reviewed import job is stored.

6. Confirm ready rows. Invalid rows are skipped. Successful rows are saved separately, not as one all-or-nothing batch.

7. Download row results and correct failed rows in a new file. Repeat confirmation of a processed import to verify the saved result is returned.

Project, meeting and quotation line-item imports are not implemented by this master importer. Their existing forms and exports remain available. Do not claim every module accepts bulk upload.

Quotations projects and shared work

Quotation cycle

1. Create a customer company/contact and explicitly link the lead to the company.

2. Select catalogue services in Quotations. Review description, quantity, rate, tax, validity and terms.

3. Save draft. A test with two units at INR 12,000 and 18% tax produced INR 28,320.

4. Submit, approve or reject using an authorised role. Reject invalid transitions.

5. Record sending evidence before marking Sent and acceptance evidence before Accepted. Expired quotations cannot be sent/accepted.

6. Verify the quotation export and audit history. The test used simulated handover evidence, not an actual customer email.

Projects meetings and tasks

1. Create a project from a template and review its milestones.

2. Activate once. Confirm milestone tasks are created and repeated activation does not duplicate them.

3. Create a meeting linked to the project. Enter decisions and create its action item.

4. Assign an owner, collaborators, due date and reviewer where needed.

5. Try Waiting without a blocker explanation and Completed by an unauthorised reviewer. Expect rejection.

6. Complete the valid action and verify the project task board, calendar and owner brief.

7. Try stale task edits and invalid start/end dates. Expect validation or conflict without overwrite.

Recorded owner review

Owner brief shows recorded leads, calls, overdue exceptions, task workload and recent changes. Unlogged external work is unknown. The connected project/task workflow reduces repeated assignment, but is not a complete Notion-style document editor.

Reports and sales goals

1. Open Reports. Choose a report type. Set search, status, owner and creation-date filters.

2. Preview and verify the matching record count. The screen shows the first 100 rows.

3. Download CSV and Excel. The download includes all matching rows within the supported limit, not only the preview.

4. Open Excel and check headers, filters, frozen first row and the Read me worksheet.

5. Check CSV values with formula-like prefixes. They are protected against spreadsheet formula execution.

6. Try an unauthorised report/owner. Expect rejection. More than 10,000 source records is rejected rather than silently truncated.

Date filters use record creation in IST, not expected close or call date. Staff/services do not have creation-date filtering. Activity/message ownership uses the linked lead; messages without an active linked lead are excluded from the message report.

Report catalogue

Sales goals

1. Choose an expected closing month and review included opportunities.

2. Admin sets the salesperson INR target. Verify target versus recorded won opportunity value.

3. Check weighted estimates: New 10%, Contacted 20%, Qualified 40%, Proposal 60%, Negotiation 80%, Won 100%, Lost 0%.

4. Verify a Proposal opportunity of INR 25,000 contributes INR 15,000 to the weighted estimate.

These are fixed planning probabilities, not AI predictions. Values are not payment receipts or booked revenue. Unscheduled opportunities are excluded; leads and opportunities are not summed together.

Security privacy and communication tests

Security and privacy

1. Try unauthenticated endpoints and wrong-origin writes. Expect rejection.

2. Check each role’s records, exports and update permissions. Deactivate a staff account and verify immediate denial.

3. Check audit evidence for lead, rule, target, import and quotation changes. A no-op lead save should not create a new version.

4. Set Do not contact and confirm marketing permission is not assumed. Register/revoke channel consent with evidence.

5. Create a privacy request with type, evidence and deadline. Verify it remains a review workflow, not automatic legal compliance.

6. Take an authorised workspace backup and separately retain authentication/database recovery data. Perform a restore drill in an isolated database before live rollout.

Email lead simulation performed last

1. Use only the isolated integration-test server and disposable bridge secret.

2. Submit a correctly signed enquiry for the configured sender mailbox with an event ID.

3. Enable auto-capture for the simulation and confirm one lead with source Email.

4. Replay the event. Confirm no duplicate lead. Reject invalid or expired signatures.

5. Verify privacy remains Not recorded; an enquiry does not grant marketing permission. Restore original settings.

WhatsApp lead simulation performed last

1. Use simulated Meta events, the test phone ID and a test signature.

2. Validate the subscription challenge and submit a signed text event.

3. Verify one WhatsApp-source lead. Replay and reject an invalid signature.

4. Submit Delivered then older Sent status, and Read then older Delivered status. Confirm status never regresses.

Simulation passed; no live messages were sent. Hostinger SMTP adapter tests covered TLS, sender mismatch, rejection and uncertain delivery. Actual delivery from info@digivistainfotech.com to the authorised test recipient still needs private mailbox credentials. The supplied phone number has the WhatsApp app only; Meta Business Platform/API setup is still required.

Twenty record scenario evidence

The full regression run imported and updated twenty fictional leads spanning IT, Healthcare, Logistics, Pharma and Manufacturing labels. These are sales industry labels; no Pharma inventory/customer database was mixed into DigiVista. Each update was replayed to check that one activity remained.

Additional checks covered duplicate identity rejection, unchanged lead saves, reviewed import updates, stale-version conflicts, CSV/XLSX imports, invalid/repeated rows, service versions, quotation tax and status transitions, all 31 report exports and audit evidence. Repeated runs intentionally add more local TEST records; the exported evidence describes the latest twenty-record run.

Machine-readable evidence: DigiVista-20-record-test-results.json. Reusable input fixture: DigiVista-20-dummy-leads.xlsx. Do not upload these dummy records into a production workspace.

Results fixes and release gates

Observed results on 9 October 2026

Issues corrected and retested

Corrected delivery-status regression, concurrent quick-update replay handling, report ownership filters, unchanged lead version churn, quick calls missing from Call desk, mobile menu closure and unnecessary mobile fields. Reused the MySQL pool during development reloads to avoid accumulating connections. Retests cover the changed paths; they do not prove that every possible defect is absent.

Remaining release gates

1. Deploy the reviewed source to Hostinger and smoke-test login and the new menus. Production data has not been changed by local regression fixtures.

2. Configure unattended scheduler, real Hostinger email credentials and Meta Business API using server secrets. Verify consent and the authorised live test recipient before sending.

3. Complete actual Android/iPhone and second-device remote updates.

4. Verify full database backup/restore, monitoring, independent security review, MFA and company isolation before broader rollout.

5. Test realistic load and size hosting before any claim of 10,000 concurrent users.

6. Obtain business/legal review of privacy notices, retention, processor agreements and rights handling. No GDPR/DPDP certification is claimed.

Zoho comparison reference: https://www.zoho.com/crm/complete-feature-list.html. This release adopts selected useful workflow patterns; advanced visual workflow builders, AI scoring, telephony capture and complete enterprise parity remain outside the verified release.

Local preview is the independent DigiVista application on port 5174. The separate Pharma pilot is on port 5175. The live Hostinger application must be updated before staff can use these new features remotely.