> For the complete documentation index, see [llms.txt](https://docs.xenoraa.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.xenoraa.com/xenoraa-tenant-onboarding-guide/workspace-settings-and-customization.md).

# Workspace Settings & Customization

## Workspace Settings & Customization ⚙️

The **Settings & Configuration** module allows tenant administrators to customize Xenoraa to match their specific business workflows. Here you can configure email delivery, customize system dropdown options, manage employee permissions, and monitor system activity logs.

***

### 👤 Step-by-Step Settings Walkthrough

#### 1. SMTP Email Configuration

To send invoices, quotes, receipts, and marketing campaigns to your customers, you must configure your custom outgoing mail server.

* **Where to Configure:** Navigate to `Settings > Mail Configuration` or `admin/crm2/settings/mail`.
* **Database Storage Rule:** Unlike standard Laravel apps that store mail settings in the static `.env` file, **Xenoraa stores your mail configuration directly in the database** (`crm_mail_configs` table). This ensures that your custom settings are preserved across system updates and deployments.
* **SMTP Parameters:** Fill in your mail server details:
  * *SMTP Host:* (e.g., `smtp.gmail.com` or `smtp.mailgun.org`)
  * *SMTP Port:* (usually `465` for SSL or `587` for TLS)
  * *Encryption:* `ssl` or `tls`
  * *Username:* Your email address
  * *Password:* Your email password or app-specific password
  * *From Name & Email:* The name and email address customers will see when receiving your messages (e.g., *RK Sales* [*sales@rkexports.com*](mailto:sales@rkexports.com)).
* **Test Connection:** Click **Send Test Email** to verify that your mail server connects successfully.

#### 2. Custom Dropdowns & Enums

Tailor Xenoraa's dropdown fields to match your industry's terminology.

* **Managing Dropdowns:** Navigate to `Settings > Dropdown Customization` or `admin/crm2/settings/dropdowns`.
* **Customizable Fields:** You can add, edit, or reorder options for:
  * *Lead Statuses:* (e.g., New, Contacted, Proposal Sent, Nurturing)
  * *Lead Sources:* (e.g., Website, Exhibition, Cold Call, Referral)
  * *Support Case Priorities:* (e.g., Low, Medium, High, Critical)
  * *Product Categories:* Define your inventory hierarchy.

#### 3. Outgoing Mail Templates

Save time by standardizing your customer communications.

* **Managing Templates:** Navigate to `Settings > Mail Templates` or `admin/crm2/settings/templates`.
* **Creating Templates:** Click **Create Template**. Specify the category (e.g., *Invoices*, *Quotes*, *Welcome Emails*) and write your subject and body.
* **Dynamic Merge Tags:** Use placeholders to personalize emails automatically:
  * `{{customer_name}}` → Replaced by the customer's full name.
  * `{{invoice_number}}` → Replaced by the invoice ID.
  * `{{grand_total}}` → Replaced by the invoice total (formatted in Rs.).
  * `{{due_date}}` → Replaced by the payment deadline.

#### 4. Role-Based Access Control (RBAC)

Grant your team members the exact permissions they need to do their jobs.

* **User Roles:** Navigate to `Settings > User Management`. Define roles for your team:
  * *Administrator:* Full access to all modules, financial reports, and system settings.
  * *Sales Representative:* Access to CRM leads, contacts, and deals; cannot view accounting or system settings.
  * *Accountant:* Full access to the Chart of Accounts, expenses, payroll, and financial statements; cannot edit POS or CRM settings.
  * *Cashier:* Locked to the POS terminal screen; can open/close sessions and process sales; cannot view CRM or backend accounting.

#### 5. System Logs & Audit Trails

Maintain complete visibility over your business operations.

* **Audit Logs:** Navigate to `Settings > Audit Logs`. Track every action taken by your team, including:
  * Who logged in and when.
  * Which leads, invoices, or products were created, updated, or deleted.
  * Manual ledger postings or journal entries.
  * Xena AI API calls and tool executions.

***

### 💡 Pro-Tips for Administrators

* **App-Specific SMTP Passwords:** If you are using Gmail or Outlook for your SMTP mail server, ensure you generate an **App Password** in your Google/Microsoft account settings instead of using your main account password. This is required for secure third-party email delivery.
* **System Backups:** While Xenoraa runs daily automated backups at 2:00 AM UTC, you can trigger a manual database backup from `Settings > Maintenance > Backup Database` before performing major data imports or system updates.


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