Managing Pipeline Opportunities

This article covers the following topics:

• Viewing opportunities in a pipeline
• Sorting opportunities in board view
• Updating an opportunity
• Viewing the history logs of an opportunity
• Managing activities
• Managing tasks
• Managing related contacts
• Managing form submissions
• Associating an opportunity with an e-commerce order
• Moving opportunities across pipeline stages
• Marking opportunities as 'Lost,' 'Won,' or 'Withdrawn'
• Deleting an opportunity

Viewing opportunities in a pipeline

There are two ways of viewing opportunities in a pipeline:

• Board view
• Table view

The system behaviors using each view are discussed in the subsequent sections.

Board view

The board view displays all "open" opportunities under a given pipeline. To use the board view:

1. Navigate to Pipelines from the main menu.
2. Select Opportunities.
3. Navigate to the 'Board View' tab.
4. Select the pipeline whose opportunities you want to view.

Table view

The table view displays all opportunities across all pipelines. To use the table view:

1. Navigate to Pipelines from the main menu.
2. Select Opportunities.
3. Navigate to the 'Table View' tab.

Sorting opportunities in board view

You can sort opportunities in board view using the following criteria:

• Name (A-Z)
• Name (Z-A)
• Target Conversion Date(Asc)
• Target Conversion Date(Desc)
• Task Due Date(Asc)
• Task Due Date(Desc)

To sort opportunities:

1. Navigate to Pipelines from the main menu.
2. Select Opportunities.
3. Navigate to the 'Board View' tab.
4. Select the pipeline whose opportunities you want to view.
5. Select SORT OPPORTUNITIES.
6. Choose the sorting criteria you would like to apply.

Updating an opportunity

To update an opportunity:

1. Navigate to Pipelines from the main menu.
2. Select Opportunities.
3. Select the opportunity you want to update. You can only update opportunities on active pipelines.
4. Select EDIT.
5. Make your changes.
6. Select  SAVE.

Viewing the history logs of an opportunity

History logs are valuable for monitoring events on an opportunity, including actions like editing or creating the opportunity. They offer a detailed record of the opportunity's lifecycle, enabling users to track changes over time and make well-informed decisions during debugging or system updates. To access and review the history logs of an opportunity:

1. Navigate to Pipelines from the main menu.
2. Select Opportunities.
3. Select the opportunity whose history logs you want to view.
4. Navigate to the 'Event Stream' tab.

You can view the details of a history log by selecting VIEW DETAILS. This view enables you to examine previous data stored in the opportunity and compare it with its current data.

Managing activities

The 'Activities' tab enables you to manage the activities associated with an opportunity. The following topics are discussed:

• Adding activities to an opportunity
• Viewing the activities of an opportunity

Adding activities to an opportunity

You may add activities to an opportunity to provide more information and enhance your understanding of the opportunity's progress. To add an activity to an opportunity:

1. Navigate to Pipelines from the main menu.
2. Select Opportunities.
3. Select the opportunity to which you want to add an activity.
4. Navigate to the opportunity's 'Activities' tab.
5. Select ADD ACTIVITY.
6. Fill out the form for adding an activity.
7. Select ADD ACTIVITY.

These are the field requirements and descriptions for adding an activity to an opportunity:

Viewing the activities of an opportunity

To view the activities of an opportunity:

1. Navigate to Pipelines from the main menu.
2. Select Opportunities.
3. Select the opportunity whose activities you want to view.
4. Navigate to the 'Activities' tab.

Managing tasks

The 'Tasks' tab enables you to manage the tasks associated with an opportunity. The following topics are discussed:

• Adding tasks to an opportunity
• Viewing the tasks of an opportunity

Adding tasks to an opportunity

To add tasks to an opportunity:

1. Navigate to Pipelines from the main menu.
2. Select Opportunities.
3. Select the opportunity to which you want to add a task.
4. Navigate to the opportunity's 'Tasks' tab.
5. Select ADD TASK.
6. Fill out the form for adding a task to an opportunity.
7. Select ADD TASK.

These are the field requirements and descriptions for adding a task to an opportunity

Viewing the tasks of an opportunity

To view an opportunity's tasks:

1. Navigate to Pipelines from the main menu.
2. Select Opportunities.
3. Select the opportunity whose tasks you want to view.
4. Navigate to the opportunity's 'Tasks' tab.

Managing related contacts

The 'Related Contacts' tab enables you to manage an opportunity's related contacts. The following topics are discussed:

• Assigning related contacts to an opportunity
• Viewing contacts related to an opportunity

Assigning related contacts to an opportunity

The ability to assign related contacts to an opportunity enhances relationship management by enabling personalized engagement and tailored follow-ups. Additionally, it helps identify further sales opportunities within the same organization, facilitating activities such as cross-selling or upselling. In addition, this capability also ensures that key stakeholders are kept in the loop regarding the progress and updates of the opportunity. To assign contacts to an opportunity:

1. Navigate to Pipelines from the main menu.
2. Select Opportunities.
3. Select the opportunity to which you want to assign a contact.
4. Navigate to the 'Related Contacts' tab.
5. Select ASSIGN CONTACT.
6. Fill out the form for assigning a contact to the opportunity. Input descriptions are displayed below.
7. Select ASSIGN CONTACT.

These are the field requirements and descriptions for assigning a contact to an opportunity:

Viewing contacts related to an opportunity

To view the contacts related to an opportunity:

1. Navigate to Pipelines from the main menu.
2. Select Opportunities.
3. Select the opportunity whose related contacts you want to view.
4. Navigate to the 'Related Contacts' tab.

Managing form submissions

The 'Form Submissions' tab enables you to manage an opportunity's form submissions. The following topics are discussed:

• Relating form submissions to an opportunity
• Viewing form submissions on an opportunity

Relating form submissions to an opportunity

Form submissions on the Instance can be related to pipeline opportunities, enabling efficient lead management within the pipeline and ensuring that accurate data from form submissions is readily accessible within the opportunity. This capability allows you to manage incoming leads within the sales pipeline, facilitating the easier prioritization of leads based on their relevance or potential value. Connecting form submissions to opportunities streamlines the pipeline workflow, eliminating administrators' need to open additional windows or tabs to view form submissions.

Relating a form submission to an opportunity consists of the following tasks:

• Task 1: Retrieving the database item ID of the form to which you want to connect the opportunity.
• Task 2: Connecting the opportunity to the form database item.

Task 1: Retrieving the database item ID of the form to which you want to connect the opportunity

Retrieving the database item ID of the form to which you want to connect the opportunity consists of the following steps:

1. Navigate to Data from the main menu.
2. Select Databases.
3. Find the database containing the database item you want to connect the opportunity to and select Items.
4. Locate the database item you wish to associate with the opportunity and copy its 'ID' value from the 'ID' column.
5. Save the ID however you wish (on an empty notepad document, clipboard, among others).

Task 2: Connecting the opportunity to the form database item

Connecting the opportunity to the form database item consists of the following steps:

1. Navigate to Pipelines from the main menu.
2. Select Opportunities.
3. Select the opportunity to which you want to connect the form database item.
4. Select EDIT on the opportunity.
5. Paste the database item ID value you received on the previous task on the 'Database Item ID' field.

Viewing form submissions on an opportunity

To view the form submissions related to an opportunity:

1. Navigate to Pipelines from the main menu.
2. Select Opportunities.
3. Select the opportunity whose form submissions you want to view.
4. Navigate to the opportunity's 'Form Submission' tab.

Associating an opportunity with an e-commerce order

You can associate opportunities with an order in the Ecommerce module. This ability to integrate with another module gives you a complete picture of what has happened with particular users and specific actions. For example, you can use the integration to see which opportunities have resulted in ecommerce orders.

To associate an opportunity with an ecommerce order:

1. Navigate to Pipelines from the main menu.
2. Select Opportunities.
3. Select the opportunity you want to associate with an order.
4. Select EDIT.
5. Locate the 'Order' field and select the order you want to associate with the opportunity.
6. Select SAVE.

Moving opportunities across pipeline stages

Moving opportunities across the pipeline lets you update the progress on an opportunity. To move an opportunity to a different stage:

1. Navigate to Pipelines from the main menu.
2. Select Opportunities.
3. Navigate to the 'Board View' tab.
4. Select the pipeline whose opportunities you want to move to a different stage.
5. Select the opportunity you want to update, then drag and drop the opportunity across the pipeline onto your desired stage.

Marking opportunities as 'Lost,' 'Won,' or 'Withdrawn'

Marking an Opportunity as 'Lost,' 'Won,' or 'Withdrawn' indicates the opportunity is closed. To update the status of an opportunity:

1. Navigate to Pipelines from the main menu.
2. Select Opportunities.
3. Select the opportunity you want to mark as 'Lost,' 'Won,' or 'Withdrawn.'
4. Select the overflow menu ().

5. Select one of the following options to close the opportunity:

   • Mark As Won
   • Mark As Lost
   • Mark as Withdrawn
6. Indicate why the opportunity was lost or won on the modal that appears. The options can be set using the System Fields.
7. Finalize closing the opportunity using the confirmation modal.

Deleting an opportunity

To delete an opportunity in a pipeline:

1. Navigate to Pipelines from the main menu.
2. Select Opportunities.
3. Navigate to the 'Board View' tab.
4. Select the opportunity you want to delete.
5. Select the overflow menu ().
6. Select Delete Opportunity
7. Finalize the deletion of the opportunity on the confirmation modal.