11.1 The Customer Profile as a Relationship Workspace

The Customer Profile is the central workspace for information connected to an individual Customer in AIUNIFY CRM.

Rather than treating every Customer-related activity as a separate disconnected record, the Customer Profile brings permitted relationship information together so that authorized users can work from the context of the correct Customer.

11.2 Customer Profile Areas

Depending on your permissions and the functions available in your organization's CRM environment, a Customer Profile can provide access to areas such as Contacts, Notes, Statements, Invoices, Payments, Proposals, Credit Notes, Estimates, Subscriptions, Expenses, Contracts, Projects, Tasks, Tickets, Attachments, Reminders, and Vault information.

Important: The tabs and actions visible to you are permission-sensitive. If a Customer-related area is not shown, use the functions presented to your account rather than attempting to bypass the interface.

11.3 Customer Notes

Use Customer Notes for internal relationship information that should remain associated with the Customer record.

Notes are useful for information such as follow-up context, important relationship details, internal observations, or other information that authorized team members may need when reviewing the Customer.

Do not place temporary notes into permanent Customer identity fields such as the company name, address, phone number, or billing information.

11.4 Customer Attachments

The Customer Profile supports file attachments. When the attachment controls are available to your account, files can be uploaded directly to the Customer so that the document remains connected with the relationship.

Examples can include supporting documents, customer-provided files, reference materials, or other business files appropriate for storage with the Customer.

11.5 Adding External Attachments

AIUNIFY CRM also contains an external-attachment workflow for Customer records.

When that option is presented in your tenant, use it when the file is represented by an external resource rather than a normal file uploaded from your device.

11.6 Customer-Area File Visibility

Some Customer-file controls can allow an uploaded file to be shown in the customer-facing area.

Only make a file customer-visible when it is intended for that audience. Internal working files should remain internal.

Before enabling customer visibility, verify:

• The file belongs to the correct Customer.
• The file contains information appropriate for the Customer to see.
• The current version of the file is the version that should be shared.
• No internal-only notes or confidential information are included unintentionally.

11.7 Deleting Customer Attachments

Attachment deletion is permission-controlled.

Before deleting a file, confirm that you selected the correct Customer and the correct attachment. If a document must be retained for the business relationship, keep it or follow your organization's document-retention process instead of deleting it.

11.8 The Customer Vault

The Vault is a protected Customer Profile area for storing credential-style information associated with that Customer.

The Vault interface supports information such as a server or address, port, username, password, and description.

Use the Vault only for business information that your organization intends to maintain within this protected CRM function.

11.9 Creating a Vault Entry

When Vault access is available to you:

1. Open the correct Customer.
2. Open the Vault area.
3. Select the option to create a new Vault entry.
4. Enter the applicable server/address information.
5. Enter a port when required.
6. Enter the username.
7. Enter the applicable password.
8. Add a description that clearly identifies what the entry is used for.
9. Save the Vault entry.
10. Verify that the entry appears under the intended Customer.

The application records the creator of a Vault entry and protects the stored password using its encrypted storage workflow.

11.10 Viewing a Protected Vault Password

AIUNIFY CRM applies an additional security check when a protected Vault password is viewed.

When prompted, enter your own current CRM password to verify your identity. Do not use another person's credentials and do not share your CRM password with another user.

11.11 Editing and Removing Vault Entries

Normal user access to Vault-entry editing and deletion is tied to the entry and the access granted to the signed-in user.

If an Edit or Delete action is available to you, verify the Customer and the Vault entry carefully before making the change. Do not delete a credential merely because it is old; first confirm whether the credential is obsolete or must be retained.

11.12 Customer Profile File and Vault Best Practices

• Work from the correct Customer Profile before adding information.
• Use Notes for relationship context and Attachments for files.
• Use the Vault for credential-style information rather than ordinary notes.
• Never place passwords in ordinary Customer Notes when the protected Vault is the appropriate location.
• Grant customer-facing file visibility only when intended.
• Keep filenames and Vault descriptions clear enough for another authorized user to understand.
• Do not share your own CRM password when viewing protected Vault information.
• Review before deleting any Customer file or Vault entry.