Opportunities Overview

Effectively managing contacts and opportunities in your CRM by assigning distinct owners for each enhances oversight and streamlines task delegation. This feature empowers your organization to fine-tune control and adapt the system to match your operational needs. Feature Highlights Default Opportunity Ownership: When a new opportunity is generated, the system will automatically assign the opportunity to the same owner as the contact. However, this default setting can be adjusted to allocate ownership as necessary. Additional Settings: Update Contact Follower with Opportunity Ownership Change: Enabling this option ensures that the contact follower is updated whenever there is a change in the opportunity owner. Update Opportunity Follower with Contact Ownership Change: Enabling this option ensures that the opportunity follower is updated whenever the contact owner changes. These features are fully integrated, whether you’re working with opportunities and contacts through Automations or Bulk Actions. Advantages of Assigning Separate Owners Enhanced Customization: Adjust ownership settings to mirror your company’s unique workflow and organizational hierarchy. Streamlined Communication: Automatic updates to followers based on ownership changes facilitate better team collaboration and information flow. Steps to Activate Separate Owners for Contacts and Opportunities 1. Access the Settings: Head over to the "Opportunities & Pipeline" section within your account settings.    2. Turn on the Feature: Look for the option "Allow different owners of contacts and their opportunities" and toggle it to “On.” ? Important: Enabling this setting may cause automations that currently update owners to stop updating the opportunity owner. It's crucial to review and adjust all related automations to ensure they function correctly. By activating the option to assign different owners to contacts and opportunities, your CRM becomes more versatile, supporting both customization and enhanced team communication. This feature is geared towards making your sales pipeline management more efficient. Frequently Asked Questions Can I revert to the previous ownership settings? Absolutely, you can switch the setting off to return to having the same owner for both contacts and opportunities. Will this change impact existing contacts and opportunities? No, these adjustments will only affect new entries made after the feature is enabled. How do I modify automations related to ownership changes? Review and revise each automation to ensure they now account for both contact and opportunity ownerships. Troubleshooting Guide Automations Not Updating Opportunity Owners: Ensure that the automation settings are configured correctly to accommodate separate ownerships. Followers Not Updating: Confirm that the relevant subsettings for updating followers based on ownership changes are turned on.

Gaining access to detailed Opportunity IDs and comprehensive audit logs is crucial for optimizing how you track and manage your opportunities. These features not only simplify your workflow but also enable the swift recovery of vital data, allowing you to operate with enhanced confidence and efficiency. Whether you're tracking down specific Opportunity IDs, navigating through audit logs, or restoring deleted opportunities, these tools are designed to make your operations smoother and ensure that your data remains both accessible and recoverable. Importance of Streamlined Opportunity Management Enhanced Workflow Simplicity Efficient access to Opportunity IDs and audit logs empowers you to manage your opportunities with greater ease and assurance. This streamlined approach eliminates unnecessary steps, allowing you to quickly access the information you need. Rapid Data Recovery The capability to swiftly restore deleted opportunities reduces downtime and maintains the flow of your operations. This feature ensures the prompt recovery of critical data, helping to sustain business continuity. How to Find the Opportunity ID You can find the Opportunity ID at the bottom left corner of the opportunity dialog box. Clicking on the Opportunity ID will take you directly to the audit logs for that specific opportunity, where you can effortlessly track changes and updates. Restoring Opportunities with Ease Selecting the "Restore Opportunities" option allows you to open the audit logs with a filter applied to show deleted opportunities, making it easy to identify and restore them.   These tools greatly enhance your ability to manage opportunities, providing seamless access to tracking and restoration functions. With these features, you can be confident that your opportunity data is always within reach and recoverable when needed. Common Questions Q: How do I locate the Opportunity ID? A: The Opportunity ID can be found at the bottom left of the opportunity dialog box. Clicking on it will direct you to the audit logs for that opportunity. Q: What details are available in the audit logs? A: The audit logs contain detailed information on changes and updates to each opportunity, including who made the changes and when. Q: Can I apply specific filters to the audit logs? A: Yes, the audit logs allow you to filter by specific criteria, making it easier to locate the information you need. Troubleshooting Guidance Opportunity ID Not Displayed: Make sure you're viewing the correct opportunity dialog box. If the ID is still not visible, try refreshing the page. Difficulty Accessing Audit Logs: Check that you have the appropriate permissions to view the audit logs. Audit Log Filters Not Functioning Properly: If filters aren't applying correctly, clear your browser's cache and cookies, then reload the page.

Welcome to the Opportunities section, your central hub for organizing and managing potential business deals. This area is designed to help you seamlessly integrate new opportunities into structured pipelines, enabling you to monitor their journey throughout the entire sales process. By setting up these pipelines, you can enhance your sales efficiency and better track the progress of each opportunity. Viewing Opportunities: Formats and Flexibility Opportunities can be displayed in two formats: Board View List View You can switch between these views depending on your preference. This guide will primarily focus on using the Board View. Pipeline Filtering for Targeted Insights Easily filter your opportunities by specific pipelines, allowing you to focus on particular segments of your sales funnel. This feature helps you evaluate the performance and progression of opportunities within different stages of your sales pipeline. Advanced Filtering Options The Opportunities section offers extensive filtering capabilities to help you gain deeper insights into your pipeline's performance. Use these filters to refine your view and manage your sales process more effectively. Sorting Opportunities Organize your opportunities by various criteria such as creation date or opportunity value. This feature allows you to prioritize and manage your sales tasks more efficiently. Toggle between ascending and descending order by clicking on the arrow icon. Managing Opportunities with Cards Opportunity cards serve as your tool for tracking and managing the progression of potential deals. Each card represents an opportunity within your sales pipeline, helping you monitor its movement through different stages. This method ensures smooth transitions and better overall management of your sales process. Quick Actions on Cards At the bottom of each opportunity card, you'll find action icons that allow you to perform essential tasks quickly: Call: Initiate a call to the contact. View Conversation: Access the contact's conversation history. Add Tag: Assign a tag to categorize the opportunity. Add Notes: Enter additional information about the contact. Add Tasks: Assign tasks to team members related to this contact. Add an Appointment: Schedule an appointment with the contact. Searching for Specific Opportunities To locate a specific opportunity, use the search bar by entering any relevant contact details or the opportunity's name. This feature simplifies finding and tracking opportunities, making it easier to manage their progress. Exporting Opportunities Data You can export your opportunities list for further analysis. This feature allows you to extract data on your opportunities, aiding in more in-depth evaluations of your sales process. To export, filter your opportunities as needed, click the three-dot menu in the upper right corner, and select Export. A popup will notify you of the export's progress. Importing New Opportunities Add new opportunities using the Import function. Ensure your file is in .csv format, includes only one sheet, is under 30 MB, and has a header row with columns matching the system fields. Please note that imports cannot be undone. Restoring Deleted Opportunities If an opportunity has been deleted, you can restore it by accessing the audit logs. This feature displays only deleted opportunities, allowing you to recover them quickly. Additional Filtering Options Further refine your opportunities by applying filters based on specific criteria like assigned tasks, calendar events, or notes. This feature enhances your ability to manage and target relevant opportunities efficiently. The system also remembers your previous filter selections, ensuring a smooth experience when returning to the filtering process. For more detailed guidance on using the Opportunities feature, explore the additional articles in this section!

In this section, we'll explore a new feature designed to give you a clearer understanding of why some leads don't turn into successful opportunities. This feature allows you to track and analyze the reasons behind lost opportunities, enabling you to make more informed decisions and improve your conversion rates. When an opportunity is marked as lost, your customers can now select a reason from a drop-down menu. There are two ways to mark an opportunity as lost: Drag the opportunity directly to the "Lost" column. Within the opportunity modal, select the status "Lost." Adding Custom Reasons for Lost Opportunities If the provided reasons don't fit your scenario, you can easily add a new one in the designated field. Enhanced Update Functionality When the status is changed by dragging, selecting "Update" will save the lost opportunity with the chosen reason. Alternatively, clicking "Cancel" will mark the opportunity as lost without requiring a reason. Displaying Reasons on Opportunity Cards The reasons for lost opportunities are displayed directly on the opportunity cards. For a more streamlined view, you can choose to hide or show this information using the "Additional Fields Filter."

The List View feature revolutionizes the way you manage opportunities, offering a structured, detailed, and fully customizable experience. Designed to enhance visibility, improve customization, and optimize your workflow, the List View within the Opportunities section is tailored to suit your unique needs. Overview of List View The List View presents your opportunities in a neatly organized table, enabling you to manage them with precision and clarity. Here’s what you can do: Opportunities Displayed in Table Format: Access all your opportunities in a well-structured, tabular layout, making it easy to review and manage them.  Field Sorting Capabilities: Effortlessly sort opportunities by various criteria, including Opportunity Name, Value, or Date Created, to quickly find what you need.  Customizable Display Options: Select the fields you wish to view, and adjust their size and order according to your preferences.    Seamless Integration with Board View Features The List View maintains full feature compatibility with the Board View, including advanced filters and search options.  Advantages of Using List View The List View offers significant benefits that boost productivity and streamline processes: Improved Visibility: View a larger number of opportunities at once, enhancing your ability to manage them efficiently. Enhanced Customization: Adjust the columns to highlight or export the data most relevant to your goals. Common Inquiries Q: Is it possible to customize the fields shown in the List View? A: Yes, you have the flexibility to choose, resize, and reorder the fields to match your needs. Q: Are all Board View features accessible in the List View? A: Absolutely, all functionalities like advanced filters and search options from the Board View are available in the List View. Q: Can opportunities be sorted by multiple fields? A: Yes, sorting by multiple criteria such as Opportunity Name, Value, or Date Created is quick and easy.

Importing opportunities into our platform is a simple process when you follow the correct steps. This guide will help you navigate the import procedure smoothly, ensuring that your opportunities are effectively integrated into our system. Important: Once opportunities are imported, the process cannot be undone. Prepare Your Data Supported File Format: Your data file must be in the .csv format. File Preparation Essentials: Use a single sheet for your data. Include a header row that aligns with the fields in our system. Ensure the file size does not exceed 30 MB. Essential Fields for Opportunity Creation: Contact ID Opportunity Name Pipeline ID Additional Notes: If the Stage ID is missing, the first stage in the pipeline will be used. If the Opportunity Value is not provided, it will default to zero. If the Opportunity Status is not specified, it will be set to "Open." Adding a valid Opportunity Lost Reason will change the status to "Lost." You can obtain Opportunity ID, Pipeline ID, and Stage ID by exporting opportunities, and Contact ID by exporting contacts. Organizing Your File Field Formatting Guidelines: Dates: Acceptable formats include mm/dd/yyyy, yyyy/mm/dd, mm-dd-yyyy, and yyyy-mm-dd. Multi-select, Checkbox, Text List: Formats such as Value 1, Value 2, Value 3 or using ; or . as separators. Single Option, Radio Button: Format like Value 1. Opportunity Owner: Format as FirstName LastName. Tags: Use Value 1, Value 2, Value 3, with ; or . as alternatives. Phone Numbers: Format in E.164, e.g., +1 1234567890. For US numbers, 123-456-7890 or (123) 456-7890 are also acceptable. Numerical Values: Acceptable formats include 1.23, 1234, .123. Monetary Values: Use formats like 1234 or 1,234,234.33. Opportunity Followers: Format as FirstName LastName, FirstName2 LastName2. Uploading Your File Starting the Import Process: 1. Go to the Opportunities tab from the left sidebar. 2. In the upper-right, click on the three dots and select Import.   3. Click Next to proceed.   File Upload and Import Configuration: 1. Upload your .csv file and set your import preferences.   2. Choose one of the following options: Create Opportunities: Add new opportunities. Update Opportunities: Modify existing opportunities. Create and Update Opportunities: Both add new and update existing opportunities. Mapping Fields: 1. Ensure that each column in your file is matched with the correct field in the system. Adjust if needed.   Additional Notes: Checking the Don't update Empty Values option will skip updating fields with empty values if those fields already contain data in the system. You can skip importing specific fields by leaving them unmapped and continuing with the import. Review and Confirm: 1. Preview your data to ensure accuracy. You may also tag contacts associated with these opportunities here.   2. Confirm the import by checking the required box and accepting the disclaimer. Monitoring the Import Process To check on your import's progress: 1. Go to Opportunities > Bulk Actions. 2. Click Show Stats next to the import you wish to monitor to view statistics, errors, and warnings. Resolving Common Import Errors Invalid Option in Multi-select or Dropdown Field: Ensure the values in your file match those in the system. If necessary, add custom options before re-importing. Invalid Contact ID: Verify the Contact ID exists in the system or remove the ID if it's not for an existing contact. Date Parsing Error: Make sure date fields adhere to acceptable formats: mm/dd/yyyy, yyyy/mm/dd, mm-dd-yyyy, yyyy-mm-dd. Duplicate Unique Property: Check for duplicate entries in unique fields like emails or IDs. File Not Found: Confirm the file type and format are correct, then re-upload. Missing Required Fields: Make sure all mandatory fields, such as Opportunity Name for opportunities and Email/Phone/Name for contacts, are included and formatted correctly. Frequently Asked Questions Q: How can I ensure my file is correctly prepared for import? Make sure your file is in .csv format, has only one sheet, is under 30 MB, and includes a header row matching system fields. Q: What fields are required to create opportunities? You need the Contact ID, Opportunity Name, and Pipeline ID. If not provided, other fields like Stage ID, Opportunity Value, and Opportunity Status will use default values. Q: How do I get the IDs needed for import? You can obtain Opportunity ID, Pipeline ID, and Stage ID by exporting opportunities, and Contact ID by exporting contacts. Q: Can I import and update opportunities at the same time? Yes, select the Create and Update Opportunities option to add new records and update existing ones in one import. Q: What should I do if I encounter errors during the import? Refer to the troubleshooting section for common errors and solutions. If issues persist, contact our support team for assistance.

Unleashing the Potential of Custom Data Fields Take control of your sales processes and task management with the Custom Fields for Opportunities feature. This tool enables users to personalize the data within the Opportunity Modal, offering a versatile and adaptive way to manage potential sales or projects. Key Features: Customization with Precision: Just like you can tailor fields for contacts, the Opportunity Modal allows for the customization and categorization of fields, enhancing your control over the data. Enhanced Data Personalization: Add specific data relevant to your business operations, such as project timelines, product specifications, or customer preferences. Streamlined Data Presentation: Organize custom fields into folders for a cleaner, more efficient data view. Additionally, the option to hide unused fields keeps the opportunity cards uncluttered and focused. Practical Applications: Tracking Sales Deadlines: Set up fields to monitor closing dates, ensuring your team stays on top of important sales timelines. Sales Process Stages: Differentiate between various stages of the sales process to improve tracking and management. Product or Service Specifications: Record details like product models, SKUs, or service types related to an opportunity. Customer Preferences: Document customer needs or preferences to support more personalized engagement. Lead Source Identification: Track where leads originate—whether from referrals, social media, or other channels. Client Budget Tracking: Include a field for the client’s budget to tailor proposals and offerings. Conversion Probability: Note the likelihood of converting an opportunity, aiding in resource allocation. Follow-Up Dates: Keep track of next steps by logging follow-up dates, ensuring ongoing communication. Campaign Association: Link opportunities to specific marketing campaigns for better tracking and results analysis. Industry or Occupation Categorization: Understand your client base better by categorizing them by industry or job role. How to Implement Custom Fields Access Settings Go to the custom fields settings within your account settings.  Create Custom Fields Under the ‘Custom Fields’ section, select ‘Add Field’ or ‘Create Field.’  Select Opportunity Choose ‘Opportunity’ as the object, define the type of field, and give it an appropriate name.  Determine Custom Field Types Select the type of custom field you need, such as text input, number, dropdown, and more.  Organize with Custom Folders To better manage your fields, group them into folders. Navigate to ‘Folders’ in the ‘Custom Fields’ section, create a new folder, and select ‘Opportunity’ as its object.  Use Custom Fields When creating or modifying an opportunity, enter the relevant details into the custom fields you’ve set up.  Streamline View by Hiding Empty Fields Enable the ‘Hide Empty Fields’ feature to simplify your view, especially useful when working with many custom fields.  This approach helps you fully utilize the flexibility and customization offered by custom fields, ensuring that your opportunity management is as efficient and tailored as possible.

The Opportunities section provides a robust set of tools to help you organize and analyze your sales pipeline more efficiently. These features are designed to give you greater insight into your sales stages, enabling you to manage your process with precision. By using various sorting and filtering options, you can tailor your view to focus on specific aspects like dates, pipelines, team members, campaigns, and the status of opportunities. This allows for a more focused and strategic evaluation of your sales pipeline's performance. Sorting Options You can arrange your opportunities in multiple ways to best suit your analysis needs: Date Created: Organize opportunities based on when they were first added to your CRM. Date Updated: Sort by the most recent changes made to any opportunity. Last Stage Change At: Order opportunities by the last time they moved from one stage to another in your pipeline. Last Status Change At: Arrange opportunities by the last modification of their status. Name: Alphabetically sort opportunities by their names. Stage: Organize opportunities based on their current stage in the pipeline. Status: Sort by the current status of each opportunity. Opportunity Source: Arrange based on the origin of the opportunities. Opportunity Value: Sort by the monetary value of the opportunities. After choosing your preferred sorting method, you can click the arrow to switch between ascending and descending order. Filtering Options Owner Assigning opportunities to specific users is crucial for effective sales management. By filtering opportunities based on the owner, you can streamline the tracking of responsibilities and team performance. Followers Filtering by followers allows for better team collaboration, ensuring that key members stay informed and engaged in the sales process. Status Opportunities can have various statuses such as "Open," "Won," "Lost," or "Abandoned." Filtering by status helps you quickly focus on opportunities at specific stages in the sales cycle. Campaign Type Filter opportunities by the campaigns from which they originated to assess the effectiveness of your marketing strategies. This helps in refining future campaigns based on past performance. Last Stage Change Focus on opportunities that have recently changed stages by filtering them based on the date of the last stage change. This helps in managing and evaluating current pipeline activity. Created On Filter opportunities by the date they were created to concentrate on those within a specific timeframe. Opportunity Value Filter based on the value of opportunities using criteria like "is," "lesser than," "greater than," and others. Enter the desired amount to narrow down your search. Updated On Narrow your view by filtering opportunities based on the date they were last updated. Opportunity Won On Filter by the date range in which opportunities were marked as won to assess successful deals within a specific period. Opportunity Lost On Focus on lost opportunities by filtering based on the date range they were marked as lost. This helps in analyzing and improving future sales strategies. Opportunity Custom Fields Create and apply custom fields to categorize and filter opportunities based on criteria most relevant to your business, enhancing tracking and management capabilities. Additional Filtering Criteria Further refine your opportunities by applying filters related to tasks, calendar events, notes, and other specific criteria. The system remembers your previous filter settings, making it easy to revisit and adjust your filters as needed. Combining Filters with AND/OR Operators You can use "AND" or "OR" operators to combine filters for a more precise search. The "AND" operator requires all conditions to be met, while the "OR" operator allows for any one of the conditions to be met. Practical Applications and Examples Filtering by Owner: To evaluate the workload and performance of a specific salesperson, use the owner filter to view opportunities assigned to them. Status and Last Stage Change: Identify deals that need immediate attention by filtering opportunities based on their current status and the date of the last stage change. Lead Value Filtering: Focus on high-value deals by filtering opportunities according to their lead value. Troubleshooting and FAQs Q: What if my filters aren't producing the expected results? A: Double-check the criteria and operators you're using. Ensure that the conditions aren't too restrictive or contradictory.

Navigate to the "Opportunities" Section Start by heading to the "Opportunities" section of your CRM platform. Access the Additional Information Menu To include more detailed information on your opportunity cards, click on the "More Info" icon. This will reveal a dropdown menu for additional options.  Choose the Details You Want to Display Within this dropdown, you have the flexibility to select which items you'd like to display on the card. You can easily toggle each item on or off according to your needs.  Remove Unnecessary Details If an item is currently displayed and you no longer want it to appear, simply click on the item again to remove it from view. 

Understanding how to manually create opportunities is crucial, even though automation often handles this task. Being able to generate new opportunities from scratch allows for better control and tracking of the sales process. To begin creating a new opportunity, click on the "+ New" button and fill in the necessary details. Opportunity Details Contact Information This section allows you to input or modify the contact information associated with the opportunity. Contact Name: Set or update the name associated with the opportunity. Email: Input or change the email address. Tags: Add or edit tags to categorize the opportunity. Phone: Enter or update the phone number. Company Name: Specify or modify the name of the company. Key Opportunity Information Opportunity Name: Assign a name to the opportunity, typically the full name or the company name. Pipeline Selection: Choose the appropriate pipeline to organize and track this opportunity. Pipeline Stage: Assign the opportunity to a specific stage in the pipeline to monitor progress. Status: Indicate whether the opportunity is open, closed, or lost. Lead Value: Enter the monetary value associated with the opportunity, usually in USD, to track potential revenue. Assign Owner/User: Designate a team member responsible for the opportunity, which is particularly useful for sales teams or call centers. Opportunity Source: Record the source of the opportunity to track acquisition data. Editing an Opportunity To modify an opportunity, click on the relevant contact card, which will open the editing interface. Opportunity Tab: Follow the same process to update the opportunity details. Book/Update Appointment Tab: Manually add or edit an appointment associated with the opportunity. Select a Calendar: Choose from your existing calendars. Meeting Location: Optionally add a location for the meeting. Appointment Title: Give the appointment a title if needed. Tasks Management To manually assign a task to a specific opportunity: Task Title: Name the task for easy identification. Task Description: Provide details about the task, including the responsible party. Assign Task: Allocate the task to a specific team member or leave it open for anyone to pick up. Select Due Date: Set a deadline for task completion. Notes Section Within the notes tab, you can add or update important information related to the opportunity. These notes will appear both on the Opportunity Card and in the contact details section of your CRM. Quick Actions on Opportunity Cards At the bottom of each opportunity card, you'll find several quick-action icons to help you manage your activities efficiently. Call: Directly dial the contact number. View Conversation: Access the contact's conversation history. Add Tag: Quickly add a tag to the contact card. Add Notes: Access the notes section to add more information about the contact. Add Tasks: Assign a task to any team member for that specific contact. Add Appointment: Schedule an appointment with the contact. Tag Counter: The "add tag" icon updates to display the number of tags associated with the contact.