Leads & Opportunities

Updated till version 1.1.9

Dashboard

The Dashboard consists of three key components:

1. Board represents an easy-to-read visual interpretation of your sales pipeline. They help you to monitor and handle your sales prospects as they move through the different stages of the buyer's cycle.

2. Columns keep cards organized in their various stages of the buyer's cycle. A Dashboard is organized into the following columns:

   • Leads: New, Active, Converted, Lost;
   • Opportunities: New, Prospecting, Qualification, Quotation, Negotiation, Won, Lost.

3. Cards represent the smallest, but most detailed unit of a Dashboard. You can drag and drop cards across columns to show progress.

Customize dashboard layout

Cards on the Dashboard can be displayed in three ways. Select your preference by clicking a respective icon in the upper right of the page.

The available display options are as follows:

• Large. Display the Leads/ Opportunities details such as the stage of the buyer's cycle, the button to add a new Lead/ Opportunity, the subject, and the icon to reveal an additional menu, the company's name, partner, status, and lead class.
• Small. Display the stage of the buyer's cycle, the button to add a new Lead/ Opportunity, the subject, the icon to reveal an additional menu, and the company's name.
• Collapsed. Display the Leads/ Opportunities details such as the stage of the buyer's cycle, the button to add a new Lead/ Opportunity, and the icon to expand the card.

Rearrange dashboard cards

Cards are the building blocks of the Dashboard. VNCcrm offers an array of drag-and-drop cards using which you can customize the dashboard to suit your needs.

1. Click and hold anywhere in the area of a selected card.
2. Drag the card to its new location.

Leads

A Lead is an organization that is interested in your product or service and can become your customer.

Generating a lead is the first step of the sales process in CRM. Lead records are designed to store all known information on the lead, including the company name, partner, and the lead's current status in the sales funnel.

There are 2 ways to access the "Leads" interface:

1. Click Leads on the top navigation menu;
2. Navigate to Pipeline > Leads.

Create a lead

There 2 ways to add a lead record.

Way 1. Using the plus icon.

You can add a lead record by using the plus icon located in the lower right corner of the Dashboard, "Lead List" page, or "Lead Details" page.

1. In the lower right corner, click the plus button.
2. Select New Lead from the dropdown menu.
3. Give the lead a name.

4. Fill in all required fields and any other fields that you want:

   • Select a Company where a lead is working.
   • Select a Partner from the dropdown menu.
   • Select a Status of lead from the dropdown menu.
   • Select a Campaign from the dropdown menu.
   • Select a Priority from the dropdown menu.
   • Select a Lead Source from where the lead is generated.

   • From the Lead Class dropdown menu, select one of the following options:

     • A. Hot Lead (short-term, real pain, very realistic chance to win, budget available);
     • B. Warm Lead (short-/medium-term, real pain, chance to win, budget likely);
     • C. Lukewarm Lead (medium-/long-term, interest in our offering, budget on the horizon);
     • D. Nearly Cold Lead (long-term, has to be contacted again in x months).

   • Select a Sales Person from the dropdown menu.

   • Select a Project from the dropdown menu.
   • Specify the Number of Employees in the lead's company.
   • Select an Industry to which the lead belongs.
   • In the Description field, enter any other details about a lead.

5. Under the Products section, click the plus icon and select a required option.

6. Under the Competitors section, click the plus icon and select a required option.
7. Under the Attachments section, click the plus icon and select a required file/ image from your computer.
8. Click Save.

Way 2. From the Dashboard.

1. Navigate to Pipeline > Leads.
2. Under a required column, click the plus icon.
3. The further steps are the same as for the first way of adding a lead record.

Filter the list of leads

You can add filters to find leads that have a certain status, were created within a specific time period, have a definite author, etc.

To add a new filter, click the + Filter button that will open up the Filters dropdown where you can search by different attributes. You can filter activities by author, company, lead class, campaign, priority, and so on.

To extend filtering options:

1. From the top navigation menu, click Leads. You will be redirected to the "Lead List" page.
2. Click Filters.
3. Click the plus icon and select the filter you want to apply.
4. Click Group results by to group results by status, salesperson, author, company, and other.
5. Click Apply.
6. Click the save icon to add the lead as a saved query.

Edit a lead

There are 2 ways to edit a lead record.

Way 1. From the Dashboard.

1. Navigate to Pipeline > Leads.
2. In the upper right corner of the lead card, click the kebab menu icon .
3. Select Edit in overlay from the dropdown menu.
4. Make your changes.
5. Click Save.

Way 2. From the "Lead Details" page.

1. From the top navigation menu, click Leads. You will be redirected to the "Lead List" page.
2. Click the lead's name.
3. In the upper right corner of the lead detail page, click the Edit button.
4. The further steps are the same as for the first way of editing a lead record.

Way 3. Inline editing.

1. Navigate to Pipeline > Leads.
2. Click on the field you want to update.

You can also change only one attribute from the "Lead Details" page. Click on the field you would like to update. There is also no need to press save when you edit details, as whatever you enter is saved as soon as you click a field.

Add a watcher to a lead

While you are creating or editing a lead, you can add a watcher by clicking the plus icon under the "Watchers" section. To activate the CRM-Watcher role, refer to the "Add a CRM-Watcher role" section, for a step-by-step guide.

1. Under the Watchers section, click the plus icon .
2. Search for and select a user you want to assign as a watcher.
3. Click Save.
4. To remove the watcher from the CRM item, click the cross icon next to the watcher's name.

Clone a lead

1. Navigate to Pipeline > Leads.
2. In the upper right corner of the lead card, click the kebab menu icon .
3. Select Clone from the dropdown menu.
4. Change the required details.
5. Click Save.

Copy a lead record link

There are 2 ways to copy a link.

Way 1. From the Dashboard.

1. Navigate to Pipeline > Leads.
2. In the upper right corner of the lead card, click the kebab menu icon .
3. Select Copy Link.

Way 2. From the "Lead List" page.

1. From the top navigation menu, click Leads. You will be redirected to the "Lead List" page.
2. Click the kebab menu icon next to a required lead record.
3. Select Copy Link from the dropdown menu.

Convert a lead to an opportunity

A qualified lead can be converted into an opportunity. By converting a lead, you will simultaneously create a new contact record and organization record to store personal and company information.

There are 2 ways to convert a lead into an opportunity.

Way 1. From the Dashboard.

1. Navigate to Pipeline > Leads.
2. In the upper right corner of the lead card, click the kebab menu icon .
3. Select Convert to Opportunity from the dropdown menu.
4. When prompted, click Yes confirming that you want to convert a lead to opportunity.

Way 2. From the "Lead Details" page.

1. From the top navigation menu, click Leads. You will be redirected to the "Lead List" page.
2. Click the lead's name.
3. In the upper right corner of the "Lead Summary" section, click the Convert to Opportunity button.
4. When prompted, click Yes confirming that you want to convert a lead to opportunity.

Open a "Lead Details" page

There are 2 ways to open a "Lead Details" page.

Way 1. By using the "Open in a new tab" option.

1. Navigate to Pipeline > Leads.
2. In the upper right corner of the lead card, click the kebab menu icon .
3. Select Open in a new tab from the dropdown menu.

Way 2. By clicking the lead's name.

1. From the top navigation menu, click Leads. You will be redirected to the "Lead List" page.
2. Click the lead's name.

Delete a lead record

When you delete a lead, you can also delete all associated activities.

There are 2 ways to delete a lead record.

Way 1. From the Dashboard.

1. Navigate to Pipeline > Leads.
2. In the upper right corner of the lead card, click the kebab menu icon .
3. Select Delete from the dropdown menu.
4. When prompted, click Ok confirming that you want to delete a lead record.

Way 2. From the "Lead List" page.

1. From the top navigation menu, click Leads. You will be redirected to the "Lead List" page.
2. Click the kebab menu icon next to a required lead record.
3. Select Delete from the dropdown menu.
4. When prompted, click Ok confirming that you want to delete a lead record.

Opportunities

Leads that have developed into a potential sale for your company should be converted to an "Opportunity". With an opportunity, you can forecast sales revenue, keep track of the sales process from beginning to end, and review reasons for opportunities lost.

There are 2 ways to access the "Opportunities" interface:

1. Click Opportunities on the top navigation menu;
2. Navigate to Pipeline > Opportunities.

Opportunity statuses

Here’s the sales process and set of opportunity statuses.

Status	Description
Prospecting	- Opportunities in the prospecting status represent your long-term pipeline; - No budget; - The Close Date is uncertain and likely to be several months in advance.
Qualification	- The potential for a deal exists; - This stage typically includes determining whether the customer has an appropriate budget.
Quotation	- A quotation describes a detailed offer for products or services that you send to a client or prospect; - A formal offer for products or services with set prices.
Negotiation	- A close plan has been mutually agreed with the customer; - This may include agreeing on commercial terms and sorting out the legal paperwork.
Closed Won	- “Closed won” is a sales term used when a prospect has signed a contract or made a purchase and officially becomes a customer; - Closed won is the final deal stage in the sales cycle.
Closed Lost	- “Closed lost” is a term used in sales when the sales cycle officially ends without closing a deal: in short, when a prospect gives you a final “no.”

Create an opportunity

You can use one of the following methods to create an opportunity:

• Convert a lead to an opportunity.

In this case, information from the lead record is copied to the opportunity. All the activities and notes in the lead record also become available in the corresponding opportunity record.

Refer to the "Convert a lead to an opportunity" section, for a step-by-step guide.

• Create a new opportunity from scratch.

Create an opportunity with the details you have. You can update the opportunity as you progress through the different stages of the opportunity — "Prospecting", "Qualification", "Quotation", "Negotiation", and "Closed (as Won or Lost)".

There are 2 ways to create a new opportunity.

Way 1. Using the plus icon.

You can add an opportunity record by using the plus icon located in the lower right corner of the Dashboard, "Opportunity List" page, or "Opportunity Details" page.

1. In the lower right corner, click the plus button.
2. Select New Opportunity from the dropdown menu.
3. Give the opportunity a name.

4. Fill in all required fields and any other fields that you want:

   • Select a Company where a lead is working.
   • Select a Partner from the dropdown menu.
   • Select a Status of an opportunity from the dropdown menu.
   • Select a Campaign from the dropdown menu.
   • Select a Priority from the dropdown menu.
   • Select a Lead Source from where the lead is generated.

   • From the Lead Class dropdown menu, select one of the following options:

     • A. Hot Lead (short-term, real pain, very realistic chance to win, budget available);
     • B. Warm Lead (short-/medium-term, real pain, chance to win, budget likely);
     • C. Lukewarm Lead (medium-/long-term, interest in our offering, budget on the horizon);
     • D. Nearly Cold Lead (long-term, has to be contacted again in x months).

   • Select a Sales Person from the dropdown menu.

   • Select a Project from the dropdown menu.
   • Specify the Number of Employees in the lead's company.
   • Specify the Potential Revenue, Probability, Estimated Revenue and Estimated Close Date.
   • Specify the Expected Closing Date.
   • Select an Industry to which the lead belongs.
   • In the Description field, specify a summary of the opportunity

5. Under the Products section, click the plus icon and select a required option.

6. Under the Competitors section, click the plus icon, and select a required option.
7. Under the Attachments section, click the plus icon and select a required file/ image from your computer.
8. Click Save.

Way 2. From the Dashboard.

1. Navigate to Pipeline > Opportunities.
2. Under a required column, click the plus icon.
3. The further steps are the same as for the first way of adding an opportunity record.

Filter the list of opportunities

1. From the top navigation menu, click Opportunities. You will be redirected to the "Opportunity List" page.
2. Click + Filters and select the filter you want to apply.
3. Click Group results by to group results by status, salesperson, author, company, and other.

4. Under the Totals section, check the box next to the following options:

   • Potential Revenue if you want to include results with potential revenue info.
   • Expected Revenue if you want to include results with expected revenue info.

5. Click Apply.

6. Click the save icon to add the lead as a saved query.

Edit an opportunity

There are 2 ways to edit an opportunity.

Way 1. From the Dashboard.

1. Navigate to Pipeline > Opportunities.
2. In the upper right corner of the lead card, click the kebab menu icon .
3. Select Edit in overlay from the dropdown menu.
4. Make your changes.
5. Click Save.

Way 2. From the "Lead Details" page.

1. From the top navigation menu, click Leads. You will be redirected to the "Lead List" page.
2. Click the opportunity's name.
3. In the upper right corner of the lead detail page, click the Edit button.
4. The further steps are the same as for the first way of editing a lead record.

Way 3. Inline editing.

1. Navigate to Pipeline > Opportunities.
2. Click on the field you want to update.

You can also change only one attribute from the "Opportunity Details" page. Click on the field you would like to update. There is also no need to press save when you edit details, as whatever you enter is saved as soon as you click a field.

Add a watcher to an opportunity

While you are creating or editing an opportunity, you can add a watcher by clicking the plus icon under the "Watchers" section. To activate the CRM-Watcher role, refer to the "Add a CRM-Watcher role" section, for a step-by-step guide.

1. Under the Watchers section, click the plus icon .
2. Search for and select a user you want to assign as a watcher.
3. Click Save.
4. To remove the watcher from the CRM item, click the cross icon next to the watcher's name.

Clone an opportunity record

1. Navigate to Pipeline > Opportunities.
2. In the upper right corner of the opportunity card, click the kebab menu icon .
3. Select Clone from the dropdown menu.
4. Change the required details.
5. Click Save.

Copy an opportunity link

There are 2 ways to copy a link.

Way 1. From the Dashboard.

1. Navigate to Pipeline > Opportunities.
2. In the upper right corner of the lead card, click the kebab menu icon .
3. Select Copy Link.

Way 2. From the "Lead List" page.

1. From the top navigation menu, click Opportunities. You will be redirected to the "Opportunity List" page.
2. Click the kebab menu icon next to a required lead record.
3. Select Copy Link from the dropdown menu.

Open an "Opportunity Details" page

There are 2 ways to open an "Opportunity Details" page.

Way 1. By using the "Open in a new tab" option.

1. Navigate to Pipeline > Opportunities.
2. In the upper right corner of the lead card, click the kebab menu icon .
3. Select Open in a new tab from the dropdown menu.

Way 2. By clicking the opportunity's name.

1. From the top navigation menu, click Opportunities. You will be redirected to the "Opportunity List" page.
2. Click the opportunity's name.

Close an opportunity as won or lost

You can perform the following actions on an opportunity:

• Won. An Opportunity can be closed as WON if the customer has accepted your proposal.
• Lost. An Opportunity can be closed as LOST if the customer has declined your proposal.

To close the opportunity as won or lost, do the following:

1. From the top navigation menu, click Leads. You will be redirected to the "Lead List" page.
2. Click the lead's name.

3. In the upper right corner of the lead detail page, select one of the following:

   • To close your opportunity as won, select Mark as Won.
   • To close your opportunity as lost, select Mark as Lost.

4. When prompted, click Ok to confirm that you want to mark your opportunity as won or lost.

Access closed opportunities

There are 2 ways to access closed opportunities.

Way 1. From the "Pipeline" page.

1. Navigate to Pipeline > Opportunities.
2. All closed opportunities you can find under the "Won" and "Lost" columns.

Way 2. From the "Opportunities List" page.

1. From the top navigation menu, click Leads. You will be redirected to the "Lead List" page.
2. Click Filters.
3. Click the plus icon and select Opportunity Status from the dropdown menu.
4. Click the plus icon and select Won or Lost.
5. Click Apply.