Knowledgebase
How to register an Opportunity Using the Opportunity Step Process
Posted by The Team at Mindmatrix on 01 July 2019 05:11 PM

Opportunity records in a Step process

Feature:

This feature will make it possible for the Company to use the Opportunity creation process in “Step” process with 3 steps involving registering, associating contacts and closure of the Opportunity.

Who will be using this?

This feature will be set by Super Admins who create Opportunity type for the Company and once set will be used by all Users of the Company.

Benefits:

This will help the Companies which want Opportunity creation process in multiple steps, with steps for registering, associating contacts and closure of the Opportunity.

Process: 

Configuration
In Setup > Custom Fields > Opportunity, in Step 3 of creation as well as “Edit Layout” page while in Edit, a checkbox option will be provided to enable “Step process” for the Opportunity type. Even in a single Company, different Opportunity type can have the Step process or single page creation process.



The checkbox will be “Make it as Step Process” with a sample image displaying the step process look and feel.

Once the checkbox is checked then while adding the non-mandatory fields (static as well as custom text, number, currency, drop down and check box fields), a checkbox mentioning to display the field in “Step 1” of Step process is provided.

Note: All the mandatory fields (static as well as custom text, number, currency, drop down and checkbox fields) will automatically appear in “Step 1” of Step process by default.

If the “Make it as Step Process” checkbox is checked off again then it will reset all the fields set as “Use in Step 1” and hide this check box.

Output
Once “Make it as Step Process” is checked the creation of Opportunity record will be in step process of 3 steps (following the portal colors where ever applicable).

Step 1: Develop & Register Opportunity

In this step, the User will enter fields required to create the Opportunity.

  1. In this section, it contains “Opportunity Name” block which before entering in the name will mention “New Opportunity” which will dynamically change to name provided once the “Opportunity Name” field has lost focus.
    “Owner” block will by default display the “Creator” name and User can change the Owner by clicking on the “gear” icon and make other User (Users will be populated based on User and Organization permission) as the Owner. The Opportunity record will be shared with the Owner.
    “Amount” is the third block which will be shown only if the “Amount” field is used in the layout of Opportunity creation or no customized layout is used. The value will be “-” initially and will change once the value is entered in the field in the “Opportunity Details” section.
    “Expected Closed Date” is the next block and the value will be “-” initially. It will change once the value is entered in the field in “Opportunity Details” section.
    “Market” is the last block which will be shown only if the “Market” field is used in the layout of Opportunity creation or no customized layout is used. The default value will be the default of the drop-down of the Market.

  2. “Opportunity Details” section will consist of all the mandatory fields and the fields set as shown in “Step 1” in the layout page. User will enter the Opportunity values here and it will be navigated to next step on click on “Next” only if all the mandatory fields are entered.

  3. This is the asset section for the Opportunity and asset will be filtered based on values of the fields configured in “Setup > Asset Configuration – Opportunity tab”.



Step 2: Associate Contacts

 

In this step, the User will associate contacts to the Opportunity which is not mandatory.

  1. The section is carried forward from Step 1.

  2. In this section, User can associate contacts to the Opportunity.  It will list all the contacts in descending order of their last activity as in the Contact records page. User can search for records or create a new one by clicking on the “+” icon. Once contact is created here it will be automatically associated with the Opportunity. Clicking on “<-” will load all the Accounts (contact company) in the User’s account and from here User can click on the count to load the contacts in the account and then associate them. 



  3. This section will provide more information about the contacts associated with the Opportunity. By default it will provide list of all the contacts associated and when User clicks on “Map View” it will display the contacts in tree structure based on their account (contact company) providing the email and title of each contact as shown below.



    In the “Interaction” tab it will display the contact activity for each contact.



  4. This section will display the assets filtered as in Step 1.

 

 Step 3: Follow up & Closure

 

This step will be used to set a closure to the Opportunity.

  1. The section is carried forward from Step 1.

  2. In this section, User will change the status of the Opportunity from the default “LIVE” to “Closed-Won” or “Closed-Lost”. Once changed to any of the closed status User will provide the reason and it cannot be changed back to “LIVE” i.e. it will be locked.



  3. The section will plot the graph of the associated contacts if any based on the score of the contact since added to the Opportunity. Based on the activity as the score increases it will be marked for the contact and as depreciation or negative scoring it decreases. Clicking on each node of increase score will mention the activity done by the contact to have the increase.



  4. This section will display the assets filtered as in Step 1.

  5. “Configure Dataroom” section will be displayed if the User has permission to Dataroom. Here User can configure a Dataroom for the Opportunity and add assets to the Dataroom. Once User clicks on “Configure Dataroom” it will populate the list of Dataroom templates the

User has permission to and User can select any one from it.

Once configured, a Dataroom media with the name as “{{Opportunity record name}} of {{Opportunity Type name}}: {{Dataroom name}}” will be created and the section will be displayed as below.


It will mention the number of assets in the Dataroom and provide link to “View”, “Send” as email and the “Link” of the Dataroom. User can remove the associated Dataroom by clicking on “Remove”.
User can add more assets to the Dataroom from the filtered assets of asset search section.


During “Edit” mode of saved Opportunity record it will open to default page of “Follow up & Closure”. 


Other options in “Views” are same as non-step process opportunity with “Edit” option of “Views” giving the complete tab based Opportunity record page as designed without step process. 


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