Managing Prospect Information

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A Prospect is a Contact or Company that could be a potential source of new business, but which have not moved to the Opportunity/Proposal stage of the sales process yet.

 

Add-On Availability: SalesPitch

 

Requires Security Rights: Access SalesPitch

 

Article Contents

 

 

 

Adding a Prospect

 

To add a new Prospect:

 

  1. From the navigation menu on the left, select Add Data > Prospect. The corresponding window displays.
  2. Select the Prospect Type.
    • A Prospect can either be a single Contact or an entire Company, depending on the circumstance.
  3. Search for and select the Contact or Company name, depending on the chosen Prospect Type.
    • If the Company record doesn't exist, select Addadd_2.png on the right to create it. This option is not available for Contacts.
  4. Select the Prospect's Category.
    • Prospect Category is a List Value.
  5. Use Assigned To to choose the Employee responsible for this Prospect.
  6. (optional) Select a Sales Referral Source, if applicable.
  7. Choose a Location.
  8. Enter any other Prospect details, then select Save.

 

 

Views on the Prospect Tab

 

The Views panel on the left side of the Prospect tab separates Prospect information into a selection of categories. The Proposal tab contains the following views: General, Opportunities, People, To-Dos, Files, Interactions, and Notes. The aim of this guide is not to provide an exhaustive list of Prospect fields and properties. However, any items of particular note are covered in each view's section, below.

 

 

General

 

The General view contains the information that was entered during Prospect creation. Use Editedit.png at the top-right of the grid to make changes to this information.

 

Fields Displayed:

  • Name: The name of the Contact or Company linked to this Prospect.
  • Category: This is a dropdown list that pulls from the Prospect Category List Value. Use this category to help organize and track Prospects.
  • Description: Additional details about the Prospect.
  • Assigned To: The Employee that the Prospect is assigned to.
  • Location: The Location the Prospect is assigned to.
  • Sales Referral Source: This is a dropdown list that pulls from the Sales Referral Source List Value. This field identifies how the firm learned of the Prospect.
  • Communication List: If the Contact has been added to any Communication Lists, they will be listed here. Not applicable to Companies.
  • Sales Territory\Team: The sales team assigned to the Contact. This is set on the Sales view of the Contact tab. Not applicable to Companies.

 

 

Opportunities

 

The Opportunities view includes all sales opportunities generated from Prospect. An Opportunity is a Company that the firm is interested in bringing on as a Client. Prospects can have multiple Opportunities.

 

Double-clicking on an Opportunity in the grid opens it in a new tab. Use Addadd.png at the top-right of the grid to add a new Opportunity, or hover over any entry to display the Editedit.png and Deletedelete.png options on the right-hand side.

 

Fields Displayed:

  • Title: This is the name of the Opportunity.
  • Start Date: This is the date the opportunity was started.

 

 

People

 

The People view provides the names of Contacts associated with this Prospect, as well as their role in this sale opportunity. These are similar to Plan Contact Roles.

 

Use Addadd.png at the top-right of the grid to add a new Contact Role , or hover over any entry to display the Editedit.png and Deletedelete.png options on the right-hand side. Double-click a Role entry in the grid to open the individual's Contact tab.

 

Fields Displayed:

  • Name: This field is a text field that pulls from the list of active Contacts. Enter the first few letters of the Contact's name and a list of matching Contacts will display for selection.
  • Role: This field is a dropdown list that pulls from the Prospect Sales Contact Role List Value. Select the Role to identify the Contact's responsibility in the sales process.
  • Description: Additional details about the Contact or their Role.

 

 

To-Dos

 

The To-Dos view displays any To-Do items that relate to the Prospect. These are reminders or directions that assist in tracking and completing unexpected work.

 

Use Addadd.png at the top-right of the grid to add a new To-Do, or hover over any entry to display the Editedit.png and Deletedelete.png options on the right-hand side. For more information, refer to the article To-Dos.

 

 

Files

 

The Files view contains any stored documents related to this Prospect.

 

Use Addadd.png at the top-right of the grid to add a new file, or hover over any entry to display the Editedit.png and Deletedelete.png options on the right-hand side. Double-clicking a File downloads it to the user's device.

 

Archived Files are hidden from the Files views by default; to view these records, select Moremore_options.png > Show Archived.

 

For more information on using Files, refer to the article Files & Documents.

 

 

Interactions

 

The Interactions view records conversations and communications that are related to the Prospect. Double-clicking an entry within the grid opens the Interaction in a new tab.

 

Use Addadd.png at the top-right of the grid to add a new Interaction, or hover over any entry to display the Editedit.png and Deletedelete.png options on the right-hand side.

 

For more information on Interactions, refer to the article Interactions.

 

 

Notes

 

The Notes view is used for recording any miscellaneous information that pertains to the Prospect. This could be confirmation of communications, possible sales strategies, or simply information that doesn't fit anywhere else.

 

Use Addadd.png at the top-right of the grid to add a new Note, or hover over any entry to display the Editedit.png and Deletedelete.png options on the right-hand side. To view archived Notes, select Moremore_options.png > Show Archived.

 

For more information, refer to the article Notes.