Managing Prospect Information

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A Prospect is a contact or company that is a potential client or vendor that has not moved into the proposal/opportunity stage of the sales process yet.

 

Add-On Availability: SalesPitch

Security Right Required: Access SalesPitch

 

Article Contents

 

The Prospect Details are divided into seven separate menus. These include General, Opportunities, People, To-Dos, Files, Interactions, and Notes. Below is a description of each menu, how each function and how data can be maintained within these menus.

 

 

General

 

The Prospects > General menu provides general information about a prospect record.

 

Add a Prospect

Prospects are added from the Navigation Panel by clicking Add Data > Prospect.

 

  1. From the Navigation Panel, click Add Data > Prospect.
  2. Select the Prospect Type from the dropdown menu.
    • Users can choose either Contact or Company for the Prospect Type.
  3. Enter the Contact or Company Name in the text field.
    • Users can enter the first 3 characters of the Contact or Company name. Preexisting records will appear in the field to select and link the Prospect to an existing record.
  4. Select a Category for the Prospect from the dropdown menu.
    • Prospect Category is a List Value that can be created by clicking Maintenance > List Values > SalesPitch > Prospect > Prospect Category.
  5. Enter a Description for the Prospect if needed.
  6. Select the employee's name that is assigned the Prospect in the Assigned To field.
    • The system defaults to the Employee who is creating the Prospect Record.
    • Users can enter the first 3 characters of an employee's name to have a list of applicable employee names appear which can then be selected.
  7. Select a Sales Referral Source from the dropdown menu if desired. This field is not required.
  8. Select a Location from the Dropdown Menu.
  9. Enter a Closed On Date if applicable.
  10. Click Save. 
    • Users can click Save and Open to open to the newly created Prospect record.

 

Edit a Prospect

  1. From the Prospect > General menu, click the Edit icon.
  2. Make the desired changes to the Prospect General Information fields.
  3. Click Save. 
    • Users can reassign a Prospect to another Employee by beginning to type the name of the assigned employee in the Assigned To field and selecting the employee's name.
    • Entering a Closed on Date will remove the Prospect from the Prospects Scoreboard.
      • Users can find Closed Prospects using the Search feature by clicking the Gear button from the Prospects column and checking the box for Include closed Prospects prior to searching for Prospects.

 

 

Opportunities

 

The Prospect > Opportunities menu provides general information about all Opportunities associated with the Prospect. Prospects can have multiple Opportunities.

 

Add an Opportunity

  1. From the Prospect > Opportunities menu, click the Add icon in the upper right corner of the grid.
  2. Enter the name of the Opportunity. 
  3. Users can elect to add a date for Proposed Services Effective On, Start Date, and Close On fields. Users can also add a Sales Referral Source for the Opportunity.
    • Sales Referral Source is a List Value. If the applicable value does not exist, it can be created by selecting [Add New Sales Referral Source] and entering the value.
  4. Click Save.

 

Open an Opportunity

Users can open an Opportunity by double-clicking the record from the Opportunities grid.

 

Edit an Opportunity

  1. From the Opportunities grid, hover over the Opportunity and click the Edit icon or single click the Opportunity > click the More icon > click Edit.
  2. Make the necessary changes.
    • Entering a Closed On Date will close and remove the Opportunity and any linked Proposals from the Scoreboard.
  3. Click Save or Save and Open.

 

Delete an Opportunity

Opportunities cannot be deleted until all linked Proposals have been deleted or moved to another Opportunity.

 

  1. From the Opportunities grid, hover over the Opportunity and click the Delete icon or single click the Opportunity > click the More icon > click Delete.
  2. Click Yes to confirm the deletion.

 

 

People

 

The Prospect > People menu provides the names of contacts associated with this Prospect including their Sales Contact Role and information to further describe their relationship to the Prospect. Users can double-click a Prospect Contact Role to open the Contact Details to view more information about that contact.

 

Add a Prospect Contact Role

  1. From the Prospect > People menu click the Add icon in the upper right corner of the grid.
  2. Begin typing the contact's name in the Contact Name text box. Available contact names will appear.
    • Contacts must be previously entered in PensionPro to appear and be selected.
    • This is the first and last name of the contact.
  3. Click the appropriate Contact Name to select it.
  4. Select a Role Type from the Role Dropdown.
    • This is the Sales Contact Role for the Contact.
    • Role is a List Value. Users can create new Role List Values by clicking Maintenance > List Values > SalesPitch > Prospect > Sales Contact Role.
  5. Enter a description if applicable to further describe the contact's relationship to the Prospect.
  6. Click Save.

 

Edit a Prospect Contact Role

  1. From the Prospect > People menu, hover over a Prospect Contact Role and click the Edit icon or single click the Prospect Contact Role > click the More icon > click Edit .
  2. Make the desired changes.
  3. Click Save.

 

Delete a Prospect Contact Role

  1. From the Prospect > People menu, hover over a Prospect Contact Role and click the Delete icon or single click the Prospect Contact Role > click the More icon > click Delete .
  2. Click Yes to confirm the deletion.

 

 

To-Dos

 

The Prospect > To-Dos menu provides general information about all To-Dos associated with this Prospect.

 

To find more information on To-Dos, please review the Using To-Dos article.

 

 

Files

 

The Prospect > Files menu displays the files associated with your prospect.

 

Add a Prospect File

  1. From the Prospect > Files menu, click the Add icon in the upper right corner of the grid. 
  2. Complete all required fields as noted in the menu.
  3. Click Save.

 

Edit a Prospect File

  1. From the Prospect > Files menu, hover over a File and click the Edit icon or single click the File > click the More icon > click Edit.
  2. Update the desired file information.
  3. If you wish to Archive the file, select the Archived checkbox.
  4. Click Save.

 

Delete a Prospect File

  1. From the Prospect > Files menu, hover over a File and click the Delete icon or single click the File > click the More icon > click Delete.
  2. Confirm deletion by clicking Yes.

 

Users can access archived files by clicking the More menu > Show Archived. Users can edit an archived file and change the archived status to bring the file back to the regular grid to view.

 

Users can download files from the grid by double-clicking the File or highlighting a file and clicking the More menu > Download button.

 

 

Interactions

 

The Prospect > Interactions menu provides general information about all Interactions associated with this Prospect.

 

To find more information on Interactions, please review the Using Interactions article.

 

 

Notes

 

The Prospect > Notes menu provides general information about all notes associated with this Prospect.

 

For more information on Notes, please refer to the Using and Maintaining Notes article.