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Version: 1.5.2

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

Sales stageDescriptionThe field of the Documents tab that needs to be filled in to move to the next sales stage
Demand generationFind out the demands of the potential customer.None
QualifyFill in the fields of the Qualification tab to confirm the interest of the potential customer.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

FieldMandatoryDescription
Close dateYSpecify the opportunity closing date. The current date is added automatically but you can change it.
Actual revenueYSpecify the actual revenue from the opportunity.
Actual marginYSpecify the actual marginal revenue from the opportunity.
CommentNSpecify 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

FieldMandatoryDescription
Status reasonN

Specify the status reason for the opportunity. Available options:

  • Lost the competition
  • Canceled
Reason for losing the opportunityYSpecify the reason for losing the opportunity.
Close dateNSpecify the opportunity close date. Current date is added automatically but you can change it.
CompetitorY/NSpecify the competitor for the opportunity. The field is non-mandatory if the comment is specified.
CommentY/NSpecify 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.

ActionAccess levelDescription
Close as lostThe responsible employee with any "out-of-the-box" roleClick to change the opportunity status to Lost. You need to fill in the Close as lost form.
Close as wonThe responsible employee with any "out-of-the-box" roleClick 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 / Reassigncrm_marketeer, crm_admin, crm_sales, crm_managerClick to change the Responsible field value.
On hold / Back to progresscrm_marketeer, crm_admin, crm_sales, crm_managerClick to change the Status reason to On hold / In progress.
Deactivate / Activatecrm_marketeer, crm_admin, crm_sales, crm_managerClick 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 contractAny user with access to the opportunity recordThe 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