Introduction

wolkvox CRM allows you to configure modules, forms, fields, rules, actions, dispositions, alerts, and other elements to adapt the platform to the needs of each operation.

Some of these configurations have specific limits, while others allow you to create as many elements as necessary. Additionally, there are capabilities and restrictions related to data uploading and downloading, storage, user sessions, licenses, and API consumption.

Understanding these limits helps you plan configurations, manage large volumes of information, and make effective use of the resources available in your operation.

Below, you will find answers to the most frequently asked questions about the configuration and operational limits and capabilities of wolkvox CRM.

Summary of Limits and Capabilities

Module, Form, and Field Configuration

Upload, Download, and Performance

Sessions, Licenses, Storage, and APIs

Frequently Asked Questions

Modules, Forms, and Fields

How Many Default Modules or Forms Can Be Created in wolkvox CRM?

wolkvox CRM allows you to configure one default form for each available process. If a form for a particular process already exists, another form of the same type cannot be created.

The processes available for this type of form are:

• Cases.
• Companies.
• Contacts.
• Reports.
• Dashboard.
• Frequently Asked Questions.
• Products.
• Quotes.
• Leads.
• Opportunities.
• Forecasts.
• Collections.
• Projects.

Each default form includes fields specific to the corresponding process. These fields remain in the form and can be supplemented with custom fields, provided that the 300-field limit is not exceeded.

How Many Custom Modules or Forms Can Be Created?

There is no maximum limit on the number of custom forms in wolkvox CRM.

These forms allow you to manage company-specific processes and can be created in two ways:

• Blank form: initially created without fields, allowing you to add the fields required by the process.
• Campaign form: initially includes name, identification, and phone number fields. It also allows you to add other information, such as last name, identification type, age, gender, country, state or department, city, zone, address, and additional phone numbers.

Name restrictions: custom forms cannot use the reserved names Cases, Reports, Dashboard, Contacts, or Companies.

What Is the Maximum Number of Fields That Can Be Configured in a Form?

Each wolkvox CRM form, whether default or custom, allows you to configure up to 300 fields in total.

This limit includes both the fields configured by default and any additional fields created by the company.

Example: if a default form contains 20 fields, up to 280 additional fields can be added.

Once the maximum allowed number is reached, the option to add new fields is disabled.

How Many Fields Can Be Used in the General Search?

The general search allows you to use up to 4 fields, of which a maximum of 2 can be fields added by the company.

If the limit has already been reached and another field needs to be configured for searching, one of the currently active fields must first be deselected.

This configuration allows you to define which data is used as search criteria to locate records within the CRM.

What Types of Fields Can Be Configured and What Are Their Limits?

wolkvox CRM provides different field types for recording information, selecting options, linking data, and performing calculations.

Each field is configured with a name and a type. The name supports letters, numbers, and certain special characters, but does not allow consecutive spaces.

Depending on the field type, you can also define whether it is required, add help text, and specify which profiles have permission to view or edit it.

The following table describes the available field types and their main features or restrictions.

Additional Considerations:

• Calculated fields: support addition, subtraction, multiplication, and division. They also allow you to use functions to obtain the current date, the current date and time, calculate differences between dates, add time to a date, and extract components such as the year, month, or day.
• Table fields: allow you to organize repetitive information, such as a list of products within a quote. However, each form supports only one field of this type.
• Protected data fields: allow you to control which portion of the content is displayed. For example, an identification number can be configured so that only its last four characters are visible.

Actions, Dispositions, and Automations

How Many Actions Can Be Configured in a Form?

There is no maximum limit on the number of actions per form in wolkvox CRM.

Actions allow you to automate tasks when an event occurs in relation to the form's records.

Each action can be configured with a name, description, execution trigger, and the operation to be performed.

The available triggers are:

• When a record is created.
• When a record is edited.
• When a record is deleted.

The available operations include:

• Create a record in another form: allows you to select the destination form and map the source data to the corresponding fields.
• Send an email: allows you to use a previously created email template.
• Connect to an external service: allows you to retrieve or send information through a connection to an external service.
• Send to a routing point: allows you to select the corresponding destination from the available routing points.

Conditions can also be configured to determine when an action should be executed.

These conditions allow you to compare a field's value using exact matches, check whether it contains specific text, or identify values that differ from the specified value.

There is no maximum limit on the number of conditions for actions.

Example: when a record is created with the reason "Complaint", an automation can be configured to generate a case in another form or send an email using a previously defined template.

How Many Disposition Trees Can Be Configured in a Form?

Each form allows you to configure one disposition tree, with no maximum limit on levels or options.

The tree allows you to classify the results of customer interactions using a hierarchical structure.

To configure it, you must define a name and a position on the screen. Both fields are required.

Additionally:

• The tree can be enabled or disabled.
• By default, selecting a disposition is required before closing an interaction.
• Options can be created, modified, or deleted.
• Each option allows you to define a value and a description.
• There is no depth limit for the tree levels.

Additional Disposition Settings

The tree also allows you to define certain behaviors during the interaction handling process, such as hiding the phone number when selecting a disposition, applying the disposition and entering the after-call pause, or applying only the disposition.

In the Collections module, options can include additional characteristics:

• A weight associated with the disposition.
• A contact result: right-party contact, contact with another person, or no connection.
• An interaction outcome indicator specifying whether the interaction was successful.

In Cases and custom forms, it is also possible to configure chat dispositions and save the selected sequence of levels.

How Many Web Forms Can Be Created?

There is no maximum limit on the number of web forms in wolkvox CRM.

Web forms allow you to collect information from external users without requiring them to access the CRM directly.

Their configuration allows you to define:

• The fields available for users to complete.
• The form title.
• The company logo.
• The button style.
• Rules that modify values based on the information selected by the user.

When the web form is associated with the Cases module, you can also define the case type, owner, status, and priority.

Example: a company can configure a request web form that collects the user's name, email address, and reason for contact. If the user selects "Complaint", a rule can automatically set the corresponding field to "High Priority".

How Many Field Rules Can Be Configured?

There is no maximum limit on the number of field rules, values, or related fields within these configurations.

Rules allow you to modify the behavior of other fields based on the value selected or entered in a primary field.

They can be configured to perform the following operations:

• Show fields: makes specific fields visible when a condition is met.
• Set required fields: makes it mandatory to complete specific fields based on the information entered.
• Change values: automatically modifies a field's content when the defined condition is met.

Rules can be executed when creating a record, editing it, or in both situations.

Example: if the "Reason" field in a form contains the value "Complaint", a rule can display the "Request Details" field and make it required.

How Many Alerts Can Be Configured and What Are Their Scheduling Limits?

wolkvox CRM allows you to configure an unlimited number of alerts.

Alerts are used to execute actions based on a date recorded in a form field.

Each alert allows you to define:

• The date field that will be used as a reference.
• The number of days before or after the reference date.
• The execution time.
• The operation to be performed.

Available operations include creating records in another form, sending emails, connecting to external services, and sending to routing points.

Scheduling Limits:

• Each alert must be scheduled at least 1 day before or after the selected date.
• Execution times are selected in 30-minute intervals.
• There is no limit on the number of alerts that can be configured.

Example: an alert can be scheduled to send a follow-up email to the owner of an opportunity three days before its closing date, at 8:00 a.m.

How Many Notifications Can Be Configured?

Notifications allow you to send alerts when a specific event occurs within a process.

To configure a notification, you must select the execution event, the previously created message, and the recipients.

Each notification event supports only one configuration.

This means that if a new configuration is saved for an event that already has a notification defined, the new configuration replaces the previous one.

This restriction should be considered when modifying existing notifications to avoid replacing configurations that are still needed.

How Many Dependent Field Relationships Can Be Configured?

There is no maximum limit on the number of relationships between dependent fields or the number of options associated with each value.

Dependent fields allow you to link lists within the same form so that the options available in one list change according to the selection made in another.

To configure this functionality, the form must contain at least two list-type fields:

• A primary list that determines the initial selection.
• A dependent list that displays the options related to the selected value.

Configuration Restrictions:

• The same pair of lists cannot be repeated within the relationships.
• A list cannot depend on another list that, in turn, depends on it.
• There is no maximum number of relationships or configurable options for each value.

Example: when selecting "Colombia" from a country list, the city list can display "Bogotá" and "Medellín". If "Mexico" is selected, it can display "Mexico City".

This functionality helps organize information and makes it easier to complete forms containing related options.

Record and File Uploads and Downloads

What Is the Maximum File Size Allowed in wolkvox CRM?

The maximum allowed size is 80 MB per file.

This limit should be considered when preparing documents and files to be uploaded to the CRM.

If a file exceeds the allowed size, it must be reduced before attempting to upload it.

How Many Records Can Be Included in a Bulk Upload?

Files used for bulk uploads can contain up to 1,000,000 rows and 300 columns.

This capacity facilitates importing large volumes of information through structured files.

It is important to consider both the number of records and the number of columns when preparing the upload file.

How Long Can a Bulk Record Upload Take?

For a simple upload of 1,000,000 records, a maximum reference time of 3 minutes is established.

However, processing time may vary depending on the data volume, the number of fields involved, and the system's concurrent workload.

For this reason, execution times should be considered in relation to the characteristics of each operation.

What Is the Limit for Downloading Records Directly From the CRM?

Direct data downloads allow you to obtain files of up to 30 MB.

This limit refers to the size of the generated file, not to a fixed number of records.

The number of records that a download can contain depends on the information and fields included.

How Does Downloading Large Volumes of Records Work?

For larger downloads, wolkvox CRM provides a background download process.

Information is processed in batches of 50,000 records per link.

When the file is ready, the system sends an email notification indicating that the download is available.

The time required to complete the process depends on the volume of information requested and the system's processing conditions.

User Sessions and CRM Access

How Long Can a wolkvox CRM Session Remain Inactive?

The allowed inactivity timeout is 3 hours.

This limit establishes the inactivity period applicable to user sessions.

What Is the Maximum Duration of an Active Session?

An active wolkvox CRM session has a maximum duration of 12 hours of continuous work.

This limit is independent of the inactivity timeout.

How Many Concurrent Sessions Can a User Have?

A user can maintain a maximum of 3 concurrent sessions in wolkvox CRM Web.

This capability allows the same user to have several sessions open, provided that the established limit is not exceeded.

Storage and Licensing

How Much Storage Is Included per License?

wolkvox CRM provides a storage capacity of 2 GB per billed license.

This value should be considered when estimating the operation's storage requirements.

Example: an operation with 10 billed licenses would have a calculated storage capacity of 20 GB.

What Happens to the Information of a Discontinued Operation?

Data cleanup for discontinued operations includes a period of 6 months.

This period should be considered when planning the retention and recovery of information from an operation that will no longer be used.

How Many Licenses Does a wolkvox CRM Server Support?

A wolkvox CRM server supports up to 800 licenses.

This capacity serves as a reference when sizing operations that require a large number of users.

What Is the Minimum Number of Licenses for a Dedicated Server?

For a wolkvox CRM operation with a dedicated server, a minimum of 25 billable licenses is required.

This condition is part of the licensing model for dedicated servers.

How Many Campaign Records Are Allowed per License?

On shared servers, the limit is 10,560 campaign records per license.

This capacity should be considered when planning the number of records to be used in the operation's campaigns.

Example: for 10 licenses, the calculated limit is 105,600 campaign records.

API Consumption and Tokens

What Is the Maximum Response Time for an API Request?

The maximum time established for consuming a wolkvox CRM API is 30 seconds per request.

This limit should be considered when developing integrations that retrieve or send information through APIs.

How Many Records Can Be Retrieved Through an API?

The established limit is 15,000 records per page in a query.

When a larger volume of information needs to be retrieved, the number of queries that can be performed depends on the available token limit.

How Many Simultaneous Requests Are Allowed per Token?

API consumption has a limit of 2 simultaneous requests per second per token.

This restriction should be considered when programming integrations that execute multiple requests.

What Is the Daily Token Limit for API Consumption?

The daily limit is calculated by multiplying the number of licenses by 2,000 tokens.

Formula: Daily token limit = Number of licenses × 2,000.

Example: an operation with 10 licenses would have a calculated limit of 20,000 tokens per day.

This limit should be considered when estimating the volume of queries and requests an integration will perform.

What Is the Execution Limit per AP?

The execution limit per AP in wolkvox CRM is 2 executions per second.

This restriction is part of the platform's processing capabilities and should be considered in operations that use this mechanism.

Platform Updates and Performance

How Often Is wolkvox CRM Updated?

The established frequency is 3 updates per month.

These updates are part of the platform's maintenance and ongoing development.

Are Upload and Download Times Always the Same?

No. Processing times may vary depending on the characteristics of each operation.

Factors that influence processing times include:

• The total volume of data to be processed.
• The number of fields involved.
• The system's concurrent workload.
• The processing of related modules.

For this reason, upload and download times should be considered as references for the platform's capacity and evaluated according to the characteristics of each process.

What Happens If an Operation Needs to Exceed Any of the Established Limits?

The limits and capabilities of wolkvox CRM are established to ensure the platform's stability, security, and performance.

If an operation needs to exceed any of these capacities, a prior technical assessment is required to determine the feasibility of the request.

For these types of requests, you can contact the wolkvox Customer Success team.