Perfex CRM Guardian

CRM Health & Follow-Up Guardian for Perfex CRM
Rescue Follow-Ups, Fix CRM Data, Review Duplicates, Watch Tickets, Contracts & Setup Health

A practical CRM health module for Perfex CRM. CRM Guardian helps managers and staff find stale leads, missed proposal and estimate follow-ups, overdue invoice chase points, idle and SLA-risk tickets, expiring contracts, ending subscriptions, incomplete records, possible duplicate records, custom field transfer gaps, and risky Perfex configuration from one clean dashboard.

It works with native Perfex tasks, staff permissions, DataTables, email settings, and cron. No external API is required.

Requires Perfex CRM 3.0.0 or higher.

◈ Live Demo

Try the module before you buy:

• Demo URL: https://crm-guardian.idevalex.com/admin
• Staff login: guardian@demo.com
• Password: demo123

▶ What CRM Guardian Does

Most CRM problems are simple but expensive: leads are not contacted, proposals sit without follow-up, invoices need chasing, support tickets go quiet, records are missing basic fields, duplicates confuse staff, and important settings are misconfigured. CRM Guardian gives your team a focused list of what needs attention today.

• Find missed follow-ups before deals go cold
• Improve CRM data quality by surfacing missing fields
• Spot duplicate records for manual review
• Monitor support tickets for idle, unassigned, and SLA-risk situations
• Watch contracts and subscriptions before expiry or renewal dates pass
• Review risky Perfex settings through a dedicated Setup alerts tab

◈ Main Dashboard

The Guardian dashboard is organized into Issues, Setup alerts, and Guardian Settings. The Issues area uses tabs so users do not need to scroll through every table.

• Today’s Rescue List – stale leads, proposal follow-ups, estimate follow-ups, invoice chase items, and custom field transfer gaps after conversion
• Incomplete Data – leads and customers missing useful CRM fields such as email, phone, source, owner, company, or active contact email
• Possible Duplicates – duplicate lead emails, lead phone numbers, customer contact emails, and customer company names
• Tickets Needing Attention – idle tickets, unassigned tickets, first-response SLA risk, and resolution SLA risk
• Contracts & Subscriptions – expiring contracts, unsigned contracts, and active subscriptions ending soon

Stat cards at the top show total matching findings after filters and dismissals. Clicking a card opens the matching issue tab.

◈ Native Perfex DataTables

All issue tables use the familiar Perfex DataTables experience.

• 25 rows per page by default
• Server-side search, sorting, pagination, reload, and export controls
• Lazy-loaded issue tabs for faster dashboard interaction
• Section-only AJAX requests so one table does not recalculate every other table
• Default ordering by latest timeline context, then risk score when no timeline exists
• CSV export for current tab, individual sections, or all issues with active filters applied

◈ Why Is This Shown?

Every issue row includes a details modal so staff can trust the result before acting.

• Matched rule or fixed Guardian check
• Condition and threshold
• Reference date
• Open task check
• Dismissal state
• Reason text
• Risk score
• View record, View task, or Create task action depending on the finding

◈ Task Actions

CRM Guardian works with native Perfex tasks. It does not invent a separate task system.

• Create Task – opens the native Perfex task modal with suggested title, due date, priority, assignee, and description
• View Task – opens the linked open Perfex task when one exists
• Manual control – staff can review and change all suggested task details before saving
• Auto-created tasks – optional cron automation can create native Perfex tasks for eligible findings when no open related task exists
• Cooldown protection – prevents repeated automatic task creation for the same finding

Open tasks do not hide rescue findings by themselves. A stale lead or overdue invoice remains visible until the underlying record is fixed, dismissed, or no longer matches the rule. Contract expiry findings are different: an open renewal task removes that contract from the Contracts tab until the task is completed.

◈ Setup Alerts

Setup alerts are admin suggestions for risky Perfex configuration and automation gaps. They are not CRM record issues and they do not modify settings automatically.

• Customers – knowledge base, registration, reCAPTCHA, GDPR, honeypot, and self-registration checks
• Leads – duplicate validation, import permissions, and unassigned lead counts
• Tickets – ticket notifications, public ticket URLs, customer status changes, and auto-assign checks
• Finance – invoice due days, public document links, draft document visibility, payment methods, and uncategorized expenses
• Cron and automation – stale cron, reminders, contract alerts, and overdue tasks
• Email and notifications – SMTP, PHP mail, critical templates, and email queue health
• Integrations – Pusher, desktop notifications, reCAPTCHA keys, and default staff role
• Security – failed login attempts, staff without roles, inactive admins, admins without 2FA, and aggressive activity log retention

Managers can snooze setup alerts with notes and restore them later.

◈ Rules, Thresholds & Rule Tester

Guardian installs baseline rules and lets managers add focused overrides.

• Baseline rules for stale leads, proposal follow-ups, estimate follow-ups, invoice chases, idle tickets, and contract expiry
• Custom overrides by lead status, lead source, proposal status, estimate status, invoice status, ticket priority, ticket status, or contract type
• Priority-based matching when multiple rules apply
• Inline rule editing and AJAX save/delete actions
• Rule tester to preview matching records before saving
• Ticket SLA settings for first-response hours and resolution days

◈ Email Digests & Notifications

CRM Guardian does not send real-time emails for every finding and does not email customers. It uses Perfex cron, Perfex email settings, and native Perfex task notifications.

• Weekly digest – sent by Perfex cron once on the selected weekday when enabled. Recipients are active admins and active staff with CRM Guardian Manage permission.
• Daily staff digest – sent by Perfex cron once per day when enabled. Recipients are active staff with CRM Guardian View permission, but only when they have matching assigned Guardian items.
• Manual digest – managers can send immediately from Guardian Settings and choose recipients in the modal.
• Digest delivery log – records manual, weekly, and daily send attempts for troubleshooting.
• Task notifications – when Guardian creates a native Perfex task manually or through optional auto-task automation, normal Perfex task assignment notifications and task email templates handle staff notifications.

Setup alerts are dashboard hints only. They do not email staff by themselves.

◈ Home Dashboard Widget

Staff with CRM Guardian View permission get a My Rescue List widget on the Perfex home dashboard. It shows assigned Guardian items sorted by risk so staff can start their day from the main dashboard.

• Shows up to 10 assigned items
• Includes rescue, incomplete data, support, and contract/subscription findings
• Links directly to the related CRM record
• Shows an all-clear state when nothing needs attention

◈ Permissions

• View – open CRM Guardian, view issue rows, view Setup alerts, use the home widget, and export visible data
• Manage – update settings, manage rules, dismiss issues, snooze setup alerts, send digests, and create tasks

CRM Guardian respects native Perfex permissions for issue rows, export, the home widget, and setup record drilldowns. Security and GDPR setup cards remain admin-only.

◈ Safe By Design

• No automatic deletion or merging of CRM records
• Duplicate detection flags records for review only
• Uses native Perfex tasks and task modals
• Optional auto-task automation is disabled by default
• Stores Guardian dismissals, rules, digest logs, setup snoozes, and auto-task cooldowns in module tables
• Uses existing Perfex cron and email configuration
• No external API keys or third-party services required

◈ Installation

1. Upload the crm_guardian module zip through Setup > Modules, or upload the crm_guardian folder to your Perfex modules/ directory.
2. Activate the module.
3. Go to Setup > Staff > Roles and assign CRM Guardian View and Manage permissions.
4. Open CRM Guardian from the admin sidebar.

Activation creates module tables for dismissals, rules, digest logs, setup snoozes, and auto-task cooldowns, plus Guardian options for digest schedules, automation limits, ticket SLA checks, and setup security alerts.

◈ Requirements

• Perfex CRM 3.0.0 or higher
• PHP and MySQL versions supported by your Perfex CRM installation
• Perfex cron configured for automatic digests and optional auto-created tasks
• Perfex email settings configured for digest email delivery

◈ Ideal For

• Sales teams losing deals to forgotten follow-ups
• Agencies managing many client accounts
• Service businesses with invoices, proposals, contracts, and support tickets
• Managers who need accountability without micromanaging
• Small companies using Perfex CRM as their daily operations hub

◈ Support

We provide support through Envato. When requesting help, include your Perfex CRM version, PHP version, module version, a screenshot of the Guardian page, and any PHP error or AJAX response shown in the browser console.

Other Modules by i-Dev

• Perfex Appointments Module
• Perfex Chat Module
• Perfex Office Theme
• Perfex Light Theme
• Perfex Dark Theme
• Custom JS Module

Change Log

[ IMPORTANT: AFTER UPDATE CLEAR YOUR BROWSER CACHE ]

Version 1.0.0 – Initial Release

• New: CRM Guardian dashboard with Issues, Setup alerts, Guardian Settings, and manager dismissals workflow
• New: Rescue list, incomplete data, duplicates, support tickets, contracts, and subscriptions issue sections
• New: Setup alerts for Perfex configuration, cron, email, integrations, finance, tickets, customers, leads, and security
• New: Risk score, activity timeline, default timeline ordering, and Why is this shown details modal
• New: Native Perfex task modal integration with Create Task and View Task actions
• New: Rule builder, rule tester, custom threshold overrides, ticket SLA settings, and baseline rules
• New: Weekly digest, optional daily staff digest, manual send modal, and digest delivery log
• New: Optional auto-created Perfex tasks with cooldown days and daily task limit
• New: Setup alert snooze/restore and issue dismissal with notes and restore/extend actions
• New: Home dashboard widget and staff permissions that respect native Perfex record access