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

 

Requires Security Rights: Access SalesPitch

 

Article Contents

 

The Prospect tab is divided into the General, Opportunities, People, To-Dos, Files, Interactions, and Notes views. Below is a description for these views and the information that can be found in each.

 

 

Adding a Prospect

 

To add a new Prospect:

 

  1. From the Navigation Panel, click Add Data > Prospect. The corresponding window displays.
  2. Select the Prospect Type from the dropdown menu.
    • A Prospect can either be a single Contact or an entire Company, depending on the circumstance.
  3. Enter the Contact or Company Name based on the chosen Prospect Type.
    • Use this field to search for and select the desired Contact or Company. A new Company can be created at this time by selecting Add on the right.
  4. Select a Category for the Prospect from the dropdown menu.
    • Prospect Category is a List Value.
  5. Enter a Description for the Prospect if needed.
  6. Use the Assigned To field to choose the Employee responsible for the Prospect.
  7. (optional) Select a Sales Referral Source from the dropdown menu if desired.
  8. Select a Location.
  9. Enter a Closed On date if applicable.
  10. Click Save.

 

 

Views on the Prospect Tab

 

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 provides general information about a Prospect.

 

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.

 

To edit Prospect information, select Edit at the top-right of the grid.

 

 

Opportunities

 

The Opportunities view includes all Opportunities associated with the Prospect. An Opportunity is a company that the firm is interested in bringing on as a Client. Prospects can have multiple Opportunities. To open an Opportunity from this view, double-click on its record in the grid.

 

Add/Edit/Delete:

  • Add an Opportunity: Click the Add icon in the Opportunities view of the Prospect. Complete all required fields and click Save. Users also have the option to add an Opportunity from the Add Data menu.
  • Edit an Opportunity: From the Opportunities view of the Prospect, hover over the record in the grid and click the Edit icon. Update the desired information and click Save.
  • Delete an Opportunity: Hover over the Opportunity in the grid and click the Delete icon. Click Yes to confirm deletion.

 

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 sales role.

 

Add\Edit\Delete:

To add a Contact record to the Prospect, click the Add icon in the upper right corner of the grid. In the corresponding window, search for and select the Contact's name, then select a Sales Contact Role from the Role dropdown. Optionally, enter a description further defining their relationship to the Prospect, if applicable. Click Save.

 

To edit an existing Contact's association, hover over the Contact's name and click the Edit icon. Modify the record and click Save. Double-clicking the grid item opens the Contact record where edits to the individual's details can be made.

 

To delete a Contact’s association with this Prospect, hover over the Contact's name and click the Delete icon. Click Yes to confirm deletion.

 

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 provides general information about all To-Dos associated with the Prospect.

 

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

 

 

Files

 

The Files view displays the files associated with the Prospect.

 

To find more information on Files, please review the Files & Documents article.

 

 

Interactions

 

The Interactions view records Interactions associated with this Prospect.

 

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

 

 

Notes

 

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

 

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