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4.1. New Opportunity

To create a new opportunity, go to CRM > Opportunity > New. The following screen will appear:

Create new Opportunity

When creating a new opportunity, you are presented with the following options:

Number

Displays the system-defined number used to identify the opportunity.

Name

Enter a name to identify the opportunity.

Active

Select to specify the opportunity is active. If not selected, the opportunity will be marked as inactive, causing it to be hidden in some lists.

Account

Specify the account the opportunity is associated with.

Amount

Enter the monetary value of the opportunity.

Probability

Project the likelihood the opportunity will be closed.

Owner

Specify the user who owns the opportunity.

Assigned to

Specify the user the opportunity is assigned to.

Stage

Specify the current stage of the opportunity. It's possible an opportunity will be automatically marked as inactive when it reaches a certain stage, depending on how your system is configured. To learn more about configuring your system to automatically mark opportunities as inactive when they reach a certain stage, see Section 10.2.8.1, “Opportunity Stage”.

Priority

Specify the priority level for the opportunity.

Lead Source

Specify the source which generated the opportunity.

Opp. Type

Specify the type of opportunity.

Contact

Enter the name of the contact—or select a name from the contacts list. Details for the contact will be shown after selection.

Dates

Enter dates for the following:

Started

Specify the date when the opportunity was first identified. This date will be auto-populated when the opportunity is created.

Assigned

Specify the date when the opportunity was assigned. This date will be auto-populated when the opportunity is assigned.

Target Close

Specify the date you expect the opportunity will close.

Actual Close

Specify the date when the opportunity closed.

To add notes related to the opportunity, select the Notes tab. The following screen will appear:

Adding Notes to opportunities
Notes

This is a scrolling text field with word-wrapping for entering notes related to the opportunity. Any notes entered on this screen are for internal purposes only.

To associate characteristics with an opportunity, select the Characteristics tab. The following screen will appear:

Adding Characteristics to opportunities

To create a new characteristic for your current context, select the NEW button from the characteristics list. The following screen will appear:

Create new Characteristic

When creating a new characteristic, you are presented with the following options:

Characteristic

Select a characteristic from the list of characteristics available for your current context. To learn more about how characteristics are linked to specific contexts, please see Section 9.2.2.1, “Characteristic”.

Value

Enter a value to associate with the characteristic.

Default

In some contexts, the Default option will appear. Select if the value entered is the default value for the specified characteristic. Default values will always be listed first where characteristics are used.

To associate to-do list items with an opportunity, select the To-Do's tab. The following screen will appear:

Adding To-Do items to Opportunities

When associating to-do items with an opportunity, you are presented with the following options:

To-Do List

Display lists to-dos related to the opportunity.

To manage and track quotes and sales orders associated with an opportunity, select the Sales tab. The following screen will appear:

Opportunity Sales

When managing and tracking quotes and sales orders associated with an opportunity, you are presented with the following options:

Sales

Display lists quotes and sales orders associated with the opportunity.

The following buttons are unique to this screen:

CONVERT

Select to convert a customer quote to a sales order. All quote line items must have valid item sites for a quote to be converted successfully. Also, you may not convert quotes written for prospects.

Note

By default, the quote number will be assumed by the sales order when a quote is converted to a sales order.

ATTACH

Select to associate a quote or sales order with the opportunity.

To add comments to an opportunity, select the Comments tab. The following screen will appear:

Opportunity Comments

When adding or reviewing comments, you are presented with the following options:

Verbose Text

Select to display all comments in the list in an expanded view which includes the entire text of each comment. To edit a comment, simply select the EDIT link next to the comment. That link will not be shown for changelog comments, which can't be edited. If the Verbose Text option is not selected, the comment list will display only header level information for each comment.

Comments

Display lists comments related to the record.

The following buttons are available:

NEW

Opens screen for creating a new comment.

VIEW

Highlight a comment and then select this button to reach a read-only view of the Edit screen.

EDIT

Enables you to edit highlighted comments—as long as the comments are not changelog comments. ChangeLog comments are system-generated and may not be edited. The Edit screen is the same as that for creating a new comment—except that when editing, the fields will contain comment information. Double-clicking on a comment will also bring you to the editing screen.

To enter a new comment, select the NEW button. The following screen will appear:

Create new Comment
Comment Type

Select a comment type from the drop-down list to classify the comment. This is a required step. Comment types may be system-defined (i.e., changelog and general) or user-defined, as described in Section 13.2.3, “Comment Types”. Once you have specified a comment type, begin typing your comment in the main text area. The text area features word-wrapping and scroll-bar support for longer comments.

The following buttons are unique to this screen:

MORE

Select to show the complete list (i.e., thread) of comments associated with the record. To hide the list, simply select the MORE button again. The comment thread will show the most recent comment first.

To view the documents associated with an opportunity, select the Documents tab. The following screen will appear:

Opportunity Documents

When associating documents, you are presented with the following options:

NEW

Select to create a new document and associate it with the current record. You may create the following document types:

Image

Select to create a new image association.

Fixed Asset

Select to create a new fixed asset association.

Maintenance Order

Select to create a new maintenance order association.

Incident

Select to create a new incident and associate it.

Project

Select to create a new project and associate it.

Opportunity

Select to create a new opportunity and associate it.

To Do

Select to create a new to-do and associate it.

EDIT

Enables you to edit associated documents. The Edit screen is the same as that for creating a new document—except that when editing, the fields will contain document information. Double-clicking on a document will also bring you to the editing screen.

VIEW

Highlight a document and then select this button to reach a read-only view of the Edit screen.

ATTACH

Select to associate already-existing documents. The following document types may be attached: contact, account, customer, employee, file, image, incident, item, opportunity, project, purchase order, sales order, vendor, web site, work order.

DETACH

Highlight a document and then select this button to remove the association.

To associate already-existing documents, select the ATTACH button. The following screen will appear:

Attach a Document

When associating already-existing documents, you are presented with the following options:

Relationship

Indicate how the document is related to the current record. The following relationship options are available: related to, parent of, child of, duplicate of.

Type

Specify the kind of document you want to associate. The following document types may be attached: contact, account, customer, employee, file, image, incident, item, opportunity, project, purchase order, sales order, vendor, web site, work order. When associating files, you will also be given the option to save the file to the database.

Tip

There is no file size restriction when saving files to the database. However, excessively large files could cause storage and performance issues.

Document

Use the lookup tool to identify the specific document you want to attach. The data entry options will vary depending on the document type you select.

To view email associated with an opportunity, select the Email tab. The following screen will appear:

Email

When viewing associated emails, you are presented with the following options:

Email list

Display lists associated emails.

Email body

The content of a highlighted email will be displayed here.

Limit to

Specify the maximum number of associated emails you want to be displayed in the email list. If the list is extremely long, you may experience some slowness when opening the screen.

Load All

Select to load all associated emails into the list.

Search

Enter a string of letters or complete words to search for matches in the list of associated emails. The search will scan through subject lines, To addresses, and From addresses.

The following buttons are unique to this screen:

NEW

Select to send a new email, using the default email program on your computer.

PRINT

Highlight an email and then select this button to print a copy of the email.

REPLY

Highlight an email and then select this button to reply to the email's sender, using the default email program on your computer.

REPLY ALL

Highlight an email and then select this button to reply to everyone associated with the email, using the default email program on your computer.

FORWARD

Highlight an email and then select this button to forward the email to another person(s), using the default email program on your computer.

ATTACH

Highlight an email and then select this button to attach an email associated with a contact in your contact list.

DETACH

Highlight an email and then select this button to remove the associated email from the list.