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| − | =Overview=
| + | #REDIRECT [[Sales Funnel]] |
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| − | The Sales Funnel module is used to track opportunities through sales stages, provide them with proposals that contain acceptance details.
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| − | Types of Opportunities may include:
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| − | *New membership prospects
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| − | *Upgrade opportunities with existing contacts
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| − | *Volunteers or prospective board members you’d like to work with
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| − | Sales may be tracked and reported on based on source, sales category, sales person, and so on.
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| − | =Sales Funnel Initial Setup=
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| − | ==Setup Sales Sources==
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| − | Sales Sources are used to track how you learned of the opportunity. Examples of Sales Sources might include referral, trade-show, walk-in and so on.
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| − | #Click '''Setup''' in the Navigation Panel
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| − | #Click '''Sales Sources''' in the '''Sales''' section.
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| − | #Click '''Add Sales Source'''.
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| − | #On the '''Add/Edit Sales Source''' screen, enter a name and description of the sales source.
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| − | #Click the '''Active''' check-box.
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| − | #Click '''Done'''.
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| − | ==Setup Sales Stages==
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| − | Sales stages allow you to identify the level of engagement a prospect has had with your sales team. You may define sales stages that match your business processes. Examples of stage may include hot, warm, cold and so on. You may customize these to meet your needs.
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| − | #Click '''Setup''' in the Navigation Panel.
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| − | #Click '''Sales Stages''' in the '''Sales''' section.
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| − | #Click the '''Add''' button.
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| − | #On the '''Add/Edit Sales Stage''' screen, enter a name and description for the sales stage. ('''NOTE:''' - '''Color''' is N/A at this time.)
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| − | #Click '''Done'''.
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| − | ==Setup Timeline Items==
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| − | Your sales opportunity milestones can be tracked with timeline items. Examples of milestones may include when this first became an opportunity, or when you sent the proposal. You can customize standard timeline items on the '''Setup''' page.
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| − | #Click '''Setup''' in the Navigation panel.
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| − | #Click '''Timeline Items''' in the '''Sales''' section. A list of the timeline items you have already setup in your system will be displayed.
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| − | #:[[File:Timeline Items.jpg|frame|center]]
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| − | #Click the '''Add''' button.
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| − | #:[[File:Add Timeline Item.jpg|frame|center]]
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| − | #Configure the following:
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| − | #:*Enter a '''Name''' for the timeline item.
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| − | #:*Enter a '''Description''' of the timeline item.
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| − | #:*(Optional) - Select a '''Communication Category'''. This can be used for filtering and reporting.
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| − | #Click '''Done'''.
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| − | ===Automating Timeline Items===
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| − | You can automatically update your timeline with a timeline item for new opportunities and when a proposal is accepted.
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| − | '''Timeline Item Applied To New Opportunities'''
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| − | A timeline item can be automatically assigned when you first create an opportunity.
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| − | #Click '''Setup''' in the Navigation panel.
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| − | #Click '''General Settings''' in the '''Sales''' section.
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| − | #:[[File:Sales General Settings.jpg|frame|center]]
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| − | #From the '''Timeline Item Applied to New Opportunties''' select the item you want to place on your timeline when a new opportunity is created.
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| − | #Click '''Save'''
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| − | '''Timeline Item Applied To Signups'''
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| − | #Click '''Setup'''
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| − | #Click '''Sales Proposal Settings''' in the '''Sales''' section.
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| − | #:[[File:Sales Proposal Settings.jpg|frame|center]]
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| − | #Select the '''Timeline Item Applied To Signups''' from the drop-down list.
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| − | #Click '''Done''' to save your changes.
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| − | ==Sales Opportunity Status Reasons==
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| − | '''Sales Opportunity Status Reasons''' provide you with a way to categorize why a sales opportunity may be in a certain stage. For example, if a sales stage is "on-hold", you may use the sales opportunity status reason to provide further clarification on why the opportunity was put on-hold. Sales Opportunity Status Reasons are also used for reporting purposes that will allow you to further analyze.
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| − | #Click '''Setup'''
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| − | #Click '''Sales Opportunity Status Reasons''' in the '''Sales''' section.
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| − | #Click the '''Add''' button.
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| − | #On the '''Add/Edit Sales Opportunity Reason''' screen, enter a '''Name''' for the reason.
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| − | #Click '''Done''' to save the new reason.
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| − | '''NOTE:''' You may also add new reasons dynamically when creating a new opportunity in the Sales Funnel module.
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| − | ==Sales Proposal Settings==
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| − | The '''Sales Proposal Settings''' allow you to define the confirmation URL and the Confirmation Message displayed for your sales opportunities after they have accepted a proposal. Additionally, you will be able to select the timeline item that will automatically appear on your timeline when an opportunity accepts a proposal.
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| − | #Click '''Setup''' | |
| − | #Click '''Sales Proposal Settings''' in the '''Sales''' section.
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| − | #:[[File:Sales Proposal Settings.jpg|frame|center]]
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| − | #Configure the following settings:
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| − | #:*'''Confirmation Url''' - enter the URL to which you want an opportunity to be directed after they have accepted your proposal.
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| − | #:*'''Confirmation Message''' - enter the confirmation message that you would like to include after an opportunity has accepted your proposal.
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| − | #:*'''Timeline Item Applied To Signups''' - select the timeline item that you would like displayed when an opportunity accepts your proposal.
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| − | #Click '''Done''' to save your changes.
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| − | ==Create a Sales Proposal Template==
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| − | If your sales proposals follow a similar pattern, you may create a template where the standard items are already filled in, and customize it when needed. A sales proposal template is included in your database. It is formatted to pull in key information, such as the logo information, contact information and so on. for the sales opportunity. If needed, you can customize this template to meet your needs.
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| − | #Click '''Setup'''.
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| − | #Click '''Document Generation Templates''' in the '''Document Generation''' section.
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| − | #Click the copy icon to the far right under "Actions" for the '''Sales Proposal''' template.
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| − | Scroll to the bottom of the document list to view your copy. To change the file name or file type, choose the copied file name and complete your changes.
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| − | Select the "edit" icon under actions to launch the template to view and edit.
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| − | You will be taken to the document editor login. Enter your MemberZone user name and password to launch the document.
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| − | Enable editing of the document, complete your changes, select save and close the document. Your changes will be saved. You can now choose this template where applicable.
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| − | [https://info.memberzone.com/acton/attachment/12395/f-0335/1/-/-/-/-/Sales%20Proposal%20-%20Training.pdf Click here to view the Sales Proposal default template] | |
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| − | =Creating a Sales Opportunity=
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| − | #Click '''Sales Funnel''' in the Navigation Panel.
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| − | #Click the '''Add Button'''.
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| − | #On the '''Add/Edit Sales Opportunity''' screen, configure the following:
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| − | #:*'''Organization''' - Enter the name of the organization. If the organization already exist as a contact, the associated information will be populate. If this organization does not currently exist, it will be added to your contacts.
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| − | #:*'''Source''' - To track how/where your opportunities are generated from, select a source from the drop-down list. The list will display sources that you have previously set up, and you may add a new source by clicking the '''+''' button.
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| − | #:*'''Sales Person''' - Select a sales person from the drop-down list. Your current staff members will automatically be populated in the list.
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| − | #:*'''Sales Category''' - Select a sales category from the drop-down list. The list will display sales categories that you have previously used, and you may add a new sales category by clicking the '''+''' button.
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| − | #:*'''One-Time Revenue''' - Enter the expected one time revenue (dollar) for this sales opportunity. You will be able to monitor expected one time revenue on the '''Sales Funnel Report'''.
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| − | #:*'''Recurring Revenue''' - Enter the expected recurring revenue (dollar) for this sales opportunity. You will be able to monitor expected recurring revenue on the '''Sales Funnel Report'''.
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| − | #:*'''Estimated Close Date''' - Enter the date that you expect to close this sale.
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| − | #:*'''Probability''' - Enter the probability that you will close this sale.
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| − | #:*'''Stage''' - Select the current stage of the sale. You may define various stages (i.e. cold, warm, hot) as part of the initial setup.
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| − | #:*'''Status''' - Enter the current status of the sale. The status list will display the statuses currently configured in your database. '''NOTE:''' Status is not a configurable field. Many reports in your software are based off of these, as well as various automated actions. For Example: When a proposal is accepted, the status of the opportunity will automatically be changed to '''Won'''.
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| − | #:*'''Won/Lost Date''' - Leave this field blank. You will update this when the opportunity is either won or lost. '''NOTE:''' When a proposal is accepted, this date will automatically be populated with the date.
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| − | #Click '''Done''' to save the new opportunity.
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| − | ==Create a Sales Proposals==
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| − | The sales proposal is a key step in your sales process. For example, For a new membership opportunity you may create a proposal for each membership type they could select. When you create a sales proposal in the database, you are also creating an on-line sign up page. You prospect will be able to view and accept the proposal directly from the on-line page. Setting up a proposal is a two step process.
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| − | '''Step One'''
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| − | #Select '''Sales Funnel''' in the Navigation Panel.
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| − | #Click the contact for which you wish to create a proposal(s).
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| − | #Click the '''Proposals''' tab.
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| − | #Click the '''Add''' button.
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| − | #On the '''Add/Edit Sales Proposal''' screen, configure the following:
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| − | #:*'''Name''' - Name this proposal.
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| − | #:*'''Valid Until''' - Enter the date when the offer in your proposal will expire. When you create a proposal, you are also creating an on-line sign up page. Once the proposal expires, the prospect would still be able to view the proposal on-line, but would no longer be able to accept. '''NOTE:''' - you would be able to come back to this setting and change this date, if needed, to re-activate the form.
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| − | #:*'''Sales Proposal Template''' - Select a template. Prior to setting up a proposal, you will create proposal templates in '''Setup'''. The list will be populated with any sales proposals you have used previously.
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| − | #:*'''Terms/Conditions''' - Select the terms and conditions that they will need to agree to to accept this sales proposal. For example, if this is a membership opportunity, you may have a list of terms that they must agree to to be an active member of your organization. The list will be populated with previously configured terms and conditions. Additional terms and conditions may be created under '''Setup'''.
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| − | #:*'''Message Template''' - The message template would include the information that you want to display on the sign-up page. If you have a common set of instructions that you use frequently, you can create a standard message template on the '''Setup''' page; or you can enter text into the '''Message On Sign Up Page'''.
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| − | #Click '''Done''' to save the new proposal.
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| − | '''NOTE:''' You may create more than one proposal for an opportunity. For example, if this is an membership opportunity, you may create a proposal for a General Membership, and perhaps an Enhanced Membership.
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| − | '''Step Two'''
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| − | Step Two of the Sales Proposal process is setting up the pricing details.
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| − | #On the '''Proposals''' tab, click the pencil icon in the actions column for your proposal.
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| − | #:[[File:Add Edit Sales Proposal Items.jpg|frame|center]]
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| − | #Select the '''Membership Type'''. The list will include all membership types configured in your system. The fee items associated with the type will automatically be populated. This pricing may be over-ridden if you are customizing this quote. [[Membership_Management#Membership_Types|Click Here]] for further information on setting up Membership Types.
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| − | #Click '''Done''' to save the new settings.
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| − | ==Share Sales Proposal with Prospect==
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| − | Once you have completed the proposal, you provide the proposal to your prospect in several ways:
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| − | '''Download Sales Proposal'''
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| − | On the proposal tab, click the download icon in the '''Actions''' column.
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| − | '''Send Proposal URL'''
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| − | On the proposal tab, click the hyper-link for the proposal, and copy the URL displayed. You can then paste the URL into an email. Your prospect will be able to view the proposal on-line.
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| − | [[File:URL.jpg|frame|center]]
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| − | '''NOTE:''' If you want to receive a notification when a sales proposal has been accepted, you can subscribe to the '''Sales Proposal''' accepted notification. [[Getting_Started#Configure_User_Notifications|Click Here]] for details on setting up notifications.
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| − | ==Sales Proposal Timeline==
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| − | The '''Sales Proposal Timeline''' is used to track the milestones of a sales opportunity. You can setup standard milestone, for example, "Initial Contact", "Sales Proposal Sent", "Sales Proposal Accepted", and so on. [[Sales_Funnel#Setup_Timeline_Items|Click Here]] to learn more about setting up timeline items. You can also create timeline items "on the fly" on the timeline tab.
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| − | [[File:Timeline.jpg|frame|center]]
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| − | Clicking into a timeline item will display additional notes (if entered) about the timeline activity.
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| − | '''NOTE''': Two timeline items can be automatically assigned to your timeline: '''Timeline Item Applied To New Opportunities''' and '''Timeline Item Applied To Signups'''. [[Sales_Funnel#Automating_Timeline_Items|Click Here]] to learn more about setting up your automated timeline items.
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| − | ===Add an item to the Sales Proposal Timeline===
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| − | #On the '''Timeline''' tab, click the '''Add''' button.
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| − | [[File:Add Edit Sales Opp Timeline.jpg|center]]
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| − | #Select a '''Timeline Item''' from the list OR click the '''+''' to create a new item. Timeline items displayed in the list are those that you have previously created.
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| − | #Enter the '''Timeline Date'''. This is the date this timeline activity was performed.
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| − | #Enter a '''Summary''' of the timeline activity (optional). The summary will be displayed on the timeline tab, to give you an at a glance understanding of the activity performed.
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| − | #Enter a '''Description''' of the timeline activity (optional).
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| − | #Click '''Done'''.
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| − | =Sales Funnel Reporting=
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| − | The software provides a variety of reports that you can use to analyze your sales opportunities.
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| − | ==Sales Funnel Report==
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| − | The '''Sales Funnel Report''' provides you with many ways to analyze the opportunities in your funnel. For Example, you may analyze based on salesperson, sales source, sales probability and so on.
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| − | #Click '''Reports''' in the Navigation panel.
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| − | #Click '''Sales Funnel Report'''
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| − | [[File:Sales Funnel Report.jpg|center]]
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| − | #Select Desired filters for your report:
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| − | #:*'''Sales Persons''' - This filter option will help you identify sales opportunities by sales person.
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| − | #:*'''Sales Statuses''' - This filter option will help you to identify the status of your sales opportunities: Won, Lost, Active, On Hold, Pending, Prospect.
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| − | #:*'''Sales Stages''' - This filter will help you to identify the current stages of your opportunities. '''Sales Stages''' are customized by you.
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| − | #:*'''Sales Source''' - This filter will help you to identify where your sales opportunities are coming from.
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| − | #:*'''Sales Categories''' - This filter will help you to identify the types of sales opportunities currently in your sales funnel.
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| − | #:*'''Created Date Range''' - This filter allows you to view only sales opportunities created in a selected date range.
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| − | #:*'''Won/Lost Date Range''' - This filter will help you to identify won/lost sales opportunities in a selected date range.
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| − | #:*'''Estimated Close Date''' - This filter will help you to view sales opportunities expected to closed in a selected date range.
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| − | #:*'''Probability''' - This filter will help you to identify the probability of winning (or losing) sales based on the probability range that you enter.
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| − | #:*'''Criteria / Filters''' - You can select additional filtering options for your report by clicking the '''+''' button next to Criteria/Filters.
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| − | #'''Display Options''' - The display options allow you to define the fields to include in your report, how to summarize the report, and the display mode.
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| − | #:*'''Fields to Display''' - Select the items that you want to include in your report. Default fields are included, and you may select additional fields (or remove default fields) by clicking the '''Fields to Display''' box.
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| − | #:*'''Summarize By''' - This option allows you to select how you want to summarize the results of your report. For Example, you may want to summarize the report by sales person or by probability.
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| − | #:*'''Display Mode''' - This options allows you to display your report results summarized or detailed.
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| − | #Click '''Run Report''' to generate the report. In the example below, the report was generated to see the total value of all sales opportunity wins, summarized by sales person, in detail display mode.
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| − | [[File:Sales Funnel Report Results.jpg|center]]
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| − | ==Sales Opportunity Communication Report==
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| − | The Sales Opportunity Communication Report will show you a list of sales opportunities, and the number of days since the last communication. This report may be generated by sales person, sales status, sales stage, sales category and sales source. You may add additional filters as needed.
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| − | #Click '''Reports''' in the Navigation panel.
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| − | #Click '''Sales Opportunity Communication Report'''
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| − | #:[[File:Sales Opp Comm Report.jpg|center]]
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| − | #:
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| − | #Select Desired filters for your report:
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| − | #:*'''Sales Persons''' - This filter option will help you identify sales opportunities communications by sales person.
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| − | #:*'''Sales Statuses''' - This filter option will help you to identify the status of your sales opportunities: Won, Lost, Active, On Hold, Pending, Prospect.
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| − | #:*'''Sales Stages''' - This filter will help you to identify the current stages of your opportunities. '''Sales Stages''' are customized by you.
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| − | #:*'''Sales Source''' - This filter will help you to identify where your sales opportunities are coming from.
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| − | #:*'''Sales Categories''' - This filter will help you to identify the types of sales opportunities currently in your sales funnel.
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| − | #:*'''Criteria / Filters''' - You can select additional filtering options for your report by clicking the '''+''' button next to Criteria/Filters.
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| − | #'''Display Options''' - The display options allow you to define the fields to include in your report, how to summarize the report, and the display mode.
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| − | #:*'''Fields to Display''' - Select the items that you want to include in your report. Default fields are included, and you may select additional fields (or remove default fields) by clicking the '''Fields to Display''' box.
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| − | #:*'''Summarize By''' - This option allows you to select how you want to summarize the results of your report. For Example, you may want to summarize the report by sales person or by probability.
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| − | #:*'''Display Mode''' - This options allows you to display your report results summarized or detailed.
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| − | #Click '''Run Report''' to generate the report.
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| − | [[File:Sales Comm Results.jpg|center]]
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