Opportunities

Posted on by Kim Hvidkjaer

What is an Opportunity?

How do I enter Opportunities manually?

How do I quickly create Opportunities with basic details

How do I import Opportunities?

How do I export Opportunities?

How do I calculate forecast amount?

How do I manage Opportunities?

How do I set up notifications?

What is an Opportunity?

Opportunity represents prospect with plentiful chances of generating revenues. Opportunities provide strategy to follow up prospective customers who are likely to successfully finish the sale. It helps you track the potential of prospects through the sales cycle.

An opportunity represents a potential sale. Customers who are very likely to purchase your product can be termed as Opportunities. They hold a lots of importance as they present complete information of sales process from beginning to the end.

The journey of sales process may begin at different stages

  1. Creating an Opportunity for a Lead
  2. Creating an Opportunity for an Existing Contact/Organization
  3. Creating an Opportunity for a New Customer

Creating an Opportunity for a Lead

A Lead can also be converted to an Opportunity to track the Sales process from Lead Qualification to End of sale (Deal won or Deal Lost)

The things you can exclusively do only with Opportunities

  1. Track Sales Stages, Forecast Amount etc
  2. Schedule Product presentations, Calls, Meetings etc
  3. Sending Quote
  4. Price negotiations

Creating an Opportunity for an Existing Customer

Existing customer is the one that is already dealing business with you. Details of customer are stored in your simply CRM as Contact or an Organization record. If you have gotten the same customer as a new lead to deal a new business, you can create an Opportunity record and associate with existing Contact/Organization.

Creating an Opportunity for a New Customer

New customer is the one that doesn’t have any records history in your simply CRM. If you will have to deal business with new person or a company, you can create related Contact/Organization record in simply CRM and associate it with new opportunity record.

Creating Opportunities Manually

You can enter Opportunity details manually from Opportunities Module. This might come handy if you will have to enter Opportunity details individually.

Steps to create Opportunity records manually

  1. In Opportunities tab, click on Add Opportunity button
  2. In the Create Opportunity view, fill in the Opportunity details
  3. Click Save

Quick Create

You can enter basic details of Opportunity record through Quick create. This might be helpful if you are running out of time.

Steps to create Opportunity records through Quick create

  1. Click (+) Icon on top right corner
  2. Click Opportunity
  3. In the Create Opportunity view, fill in the Opportunity details
  4. Click Save

Importing Opportunities from Existing files

simply CRM supports importing Opportunities from external sources such as .csv and vcf files. You might sometimes need importing records in bulk if you would purchase Opportunity lists, gather Opportunities from different Sources etc. As it saves lots of time and efforts, it might come in really helpful for your Sales Team to import thousands of records instantly. Learn more

Exporting Opportunities to External Source

If you ever want your data in the form of a spreadsheet, you can export your Opportunities records right away.

Steps to export your data

1. Click Opportunities tab
2. Click More button > Export
3. In the Export Records page, you will find the following options
Export selected records Click on the radio button to export the records selected in List view
Export data in current page Click on the radio button to export all the records that are on the current list view page
Export all data Click on the radio button to export all records in Opportunities Module
4. Click Export Opportunities button.

Forecast Amount

The Forecast field in Opportunities module helps you in anticipating the scope of business that can be done with the Opportunity record. The values will be populated automatically depending upon Amount and Probability fields.

The following calculation is done in Workflows

Forecast Amount = Amount * Probability.

For instance, if Amount = 1000 and Probability = 20% then the Forecast Amount= 200

The formula has been configured under the workflow Opportunities : Calculate or Update forecast amount. Click on edit icon and modify or disable the workflow according to your requirements. Learn more

Managing Opportunities

Following is the list of Operations you can perform on records in Opportunities Home page.

  1. Create Custom filters to classify records as per your requirements. You can be able to limit your search to selected columns and search criteria.
  2. Click on Mass Actions button and perform actions on desired records like: Edit, Delete and Add comments.
  3. Click Settings button > Edit Fields to configure fields and customize the layout of fields through Layout Editor.
  4. Click Settings button > Edit Worlflows to view / create new Workflows on Opportunities.
  5. Click Settings button > Edit Picklist values to modify picklist values through Picklist Editor.
  6. Search desired records.

Set up Top Deal Notifications

Be vigilant! Get notified every time you have a big deal. Automate Email alerts for sharing the top deal details with your team members, colleagues or other office staff.

Steps to set up email alerts

  1. Click Opportunities tab
  2. Click Settings button > Edit Workflows
  3. Click New Workflow button
  4. Select Opportunities from drop down and click Create button
  5. Provide a Description (This is only for future reference)
  6. Select a condition to run the workflow. For instance, I will select Only on the first save for my workflow
  7. Click New Condition Group button and provide desired condition. For instance,Amount Greater than 10000 is my condition
  8. Click Save
  9. After Save, click New Task button and select Send Mail as task type and click Create button
  10. Provide Task Title (This is only for your reference)
  11. Select the Recipients from drop-down or enter manually.
  12. Provide the Subject, Email body and click Save.

We are done! This workflow will trigger an email every time you will have a big deal. Learn more

Associate Opportunities with Other Records

This will display all-round view of relations of Opportunities module with other modules and maintains log of complete history.

You can keep track of following details in Opportunities Module

Comments To view the comments exchanged between different users
Activities To Schedule an Activity
Contacts To associate existing Contact records
Products To associate existing products. Basically the products the opportunity record might be interested in.
Documents To associate existing documents the opportunity might be interested in.
Quotes To view already created quotes or create new quote.
Sales Order To view already created Sales Order or to create a new Sales Order.
Activity History Displays all the Events and To dos that are completed or status changed as Held
Services To associate existing services

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