Process Opportunities

Opportunity state flow

---

The employee responsible for the opportunity can see two parallel bars at the top of the opportunity form that represent the state flows: Customer centric stage and Sales stage.

Customer centric stage shows the state, at which the potential customer company is at the moment. The Sales stage shows the stage your company is currently at. These stages move concurrently. The employee Responsible for the opportunity can move the opportunity by the sales stages by clicking the next stage. If some fields need to be filled in order to move the opportunity to the next stage, they are highlighted with red.

The passed stages are blue, the current stage is green and the future stages are grey.

Further in the article you can find the description of the stages included in the "out-of-the-box" CRM application. You can edit these stages and create new ones in the Opportunity Stages section.

Opportunity state flow

Recognition of needs

Sales stage	Description	The field of the Documents tab that needs to be filled in to move to the next sales stage
Demand generation	Find out the demands of the potential customer.	None
Qualify	Fill in the fields of the Qualification tab to confirm the interest of the potential customer.	None

Evaluation of options

Sales stage	Description	The field of the Documents tab that needs to be filled in to move to the next sales stage
Requirements development	Add the document describing the potential customer's demands.	Link to document folder
Proposal quotation	Add the document with the commerical proposal.	Link to proposal
Testing and evaluation of options	Develop possible solutions to the potential customer's demands and find out if they suit the potential customer.	None

Resolution of concerns

Sales stage	Description	The field of the Documents tab that needs to be filled in to move to the next sales stage
Preparation of DRD and bidding	Receive the Design Requirement Document and prepare documentation to pass the potential customer's procurement procedure.	Link DRD Draft

Trade negotiations

Sales stage	Description	The field of the Documents tab that needs to be filled in to move to the next sales stage
Trade negotiations	Go through the potential customer's procurement procedure, discuss the terms of services and receive a draft agreement.	Link to agreement draft

Decision

Sales stage	Description	The field of the Documents tab that needs to be filled in to move to the next sales stage
Decision	Sign the agreement. The Close as won form opens automatically when you go through this stage.	Link to agreement scan

Implementation

Sales stage	Description	The field of the Documents tab that needs to be filled in to move to the next sales stage
Implementation	Execute the agreement. The Close as won form opens automatically when you go through this stage.	Link to closing accounting documents

Changes over time

Sales stage	Description	The field of the Documents tab that needs to be filled in to move to the next sales stage
Support and post-sale	This stage suggests additional communication with the customer after the implementation: technical support, additional services.	None

Opportunity board

---

Navigate to CRM → Boards → Opportunity to to open the kanban board and see all existing opportunities divided by the sales stages. You can open the general board or create separate boards for the sales directions.

1. Sales stages and the number of opportunities at each stage.
2. Overall number of opportunities.
3. Service or product.
4. Sales direction.
5. Estimated revenue.
6. Opportunity name.
7. Responsible employee.
8. Opportunity probability, %.
9. The number of days that passed from the last change of the opportunity.

There are the following UI actions on the page:

• – adds the opportunity board to Favorites.
• – opens the board configuration, where the administrator can change the board Name, Sales direction, Background and JSON config.
• – refreshes the page.

Close opportunity

---

If the the Allow quick closing checkbox is selected for the opportunity sales direction, the opportunity can be closed as won at any stage. Otherwise, it can only be closed as won, starting from the Decision stage.

note

This setting only works if the value of the crm.allow.quick.closing system property is set to false. If the value is set to true, you can close any opportunities at any stages.

When an opportunity is closed as won, its status changes to Won. The responsible employee needs to click Close as won in the opportunity form or move it to the Decision stage for the Close as won form to open automatically.

note

You can only close as won Active opportunities, the Status reason of which is not equal to On hold.

Close as won form fields

Field	Mandatory	Description
Close date	Y	Specify the opportunity closing date. The current date is added automatically but you can change it.
Actual revenue	Y	Specify the actual revenue from the opportunity.
Actual margin	Y	Specify the actual marginal revenue from the opportunity.
Comment	N	Specify additional information.

When you close an opportunity as lost, its status changes to Lost. An opportunity can be closed as lost at any sales stage. The responsible employee needs to click Close as lost in the opportunity form.

Close as lost form fields

Field	Mandatory	Description
Status reason	N	Specify the status reason for the opportunity. Available options: Lost the competition Canceled
Reason for losing the opportunity	Y	Specify the reason for losing the opportunity.
Close date	N	Specify the opportunity close date. Current date is added automatically but you can change it.
Competitor	Y/N	Specify the competitor for the opportunity. The field is non-mandatory if the comment is specified.
Comment	Y/N	Specify additional information. The field is non-mandatory if the competitor is specified.

The Reopen button is displayed on the closed opportunity forms. It changes the state of the opportunity to Open.

Actions available for the existing opportunities

---

Navigate to CRM → Sales → Opportunities to see previously created opportunities. Open an opportunity form to manage it.

tip

Role required: crm_manager. Employees with other roles can only see the opportunities they are responsible for.

Action	Access level	Description
Close as lost	The responsible employee with any "out-of-the-box" role	Click to change the opportunity status to Lost. You need to fill in the Close as lost form.
Close as won	The responsible employee with any "out-of-the-box" role	Click to change the opportunity status to Won. The action is available starting with the Decision sales stage. You need to fill in the Close as lost form.
Assign / Reassign	crm_marketeer, crm_admin, crm_sales, crm_manager	Click to change the Responsible field value.
On hold / Back to progress	crm_marketeer, crm_admin, crm_sales, crm_manager	Click to change the Status reason to On hold / In progress.
Deactivate / Activate	crm_marketeer, crm_admin, crm_sales, crm_manager	Click to change the value of the Active and Open parameters. If the opportunity is deactivated, all form fields become read-only and the opportunity is displayed with a lock on the kanban board.
Create contract	Any user with access to the opportunity record	The action is only available for active Won opportunities with no related contract. Click to create a contract for the opportunity. Some contract fields will be filled in automatically with the values of the opportunity fields, but you can change the values: Customer = Potential customer Subject = Name Responsible = Responsible Provider = Vendor Total cost = Estimated revenue Description = Description