Leads

Leads

Overview

Actions

Field Descriptions

Sub-panels/Related Information

Availability
  • Standard
  • Professional
  • Enterprise

Overview

Leads are early Contacts in the sales process. Use the Leads module to create, manage, and track sales leads or unqualified opportunities along with related activities, sales campaigns, and history.

In the typical sales process, a Lead is the beginning of a relationship.  Once the Lead has been preliminarily screened as possible new business, the Lead is copied into an Opportunity.  Once the Opportunity is further qualified, the Opportunity becomes a Contact.  After the Contact signs a contract, the Contact becomes a Client.

You can associate a Lead with any type of Campaign to track the effectiveness of the campaign in generating opportunities for your firm.

ProTracker enables you to convert Leads into Opportunities, Contacts, and Clients after you have evaluated and qualified them. Based on your lead-conversion options set by your ProTracker administrator, you can do any one of the following with lead-related activities (Tasks, Calls, Meetings, Notes, and Emails) during conversion:

  • Create and relate copies of all of the Lead's activities to new records that you have selected. Copies are created for each of the selected records.
  • Move all of the Lead's activities to a new record that you have selected.
  • Do nothing - The activities remain related to the converted Lead.

Actions

Follow the instructions below to perform tasks such as creating, editing, and exporting Lead records.

To…

Then…

Create a Lead record

  1. Access the Lead Create form using one of the following:
    • Click Sales & Marketing > Leads > Create Lead from the Navigation menu.
    • Click Create New on the Lead List View.
  2. Complete the Lead Create Form. See Field Descriptions for information about each field. Fields that have an asterisk (*) are required; you must enter data in the field to save the record.
  3. Click Save to save the record and view its detail page, or click Cancel .

Display a list of Leads

Click Sales & Marketing > Leads > View Leads.
The Leads List View displays.

Display the details for a Lead

Click the Lead name in the Leads List View.
The Leads Detail View displays.

Edit Lead information

  1. Access the Leads Edit View by doing one of the following:
    • Click Edit in the Leads Detail View.
    • Click the edit icon (pencil) associated with the Lead record in the Leads List View.
  2. Update the Lead information. See Field Descriptions for information about each field.
  3. Click Save to update the record.

Suppress one or more Lead records

  1. In the Leads List View, click the Selection box associated with the record(s) you want to suppress.
  2. Click Suppress.
    A confirmation box displays.
  3. Click OK.
    The records are suppressed.

You can also suppress a single Lead record by clicking Suppress on the Lead Detail View.

Manage records in a sub-panel

See Manage related information in sub-panels.

Update information related to multiple Leads

  1. In the Lead List View, click the Selection box associated with the records you want to update.
  2. Click Mass Update in the Actions dropdown.

For more information, see Editing and suppressing multiple records.

Duplicate Lead information

Click Duplicate in the Lead Detail View. Duplication is a convenient way of creating a similar Lead. You can change and save the information in the duplicate record to create a new record.

Find and merge duplicate records

Follow the instructions in Merging duplicate records.

Import Lead records

  1. Click Sales & Marketing > Leads > Import Leads from the Navigation menu.
  2. Follow the instructions in Importing data.

Export records

  1. In the Leads List View, click the Selection box associated with the records you want to export.
  2. Click Export in the dropdown and follow the instructions in Exporting data.

Send email to one or more leads

  1. In the Leads List View, click the Selection box associated with the records you want to email.
  2. Click Email in the dropdown and complete Quick Compose email form.

Add one or more leads to a target list

  1. In the Leads List View, click the Selection box associated with the records you want to add.
  2. Click Add to Target List in the dropdown and follow the instructions in Campaigns.

Convert a lead

  1. Click Convert Lead on the Leads' Detail View page. The Convert Lead form displays. The Create Contact checkbox and the Create Client checkbox are pre-selected by the system to create a new record(s) for the lead. Uncheck the appropriate box. You can also create other related records such as create an opportunity, create a note, log a call, schedule a meeting, or create a task if the administrator has enabled you to do so.
  2. To associate the Lead record with an existing contact or client, click the Contact or Client on the Contact or Client Popup List (displays upon clicking the Selection arrow) or on the list of Contacts or Clients matching the character(s) you enter.
  3. Select the appropriate checkbox to create an opportunity, a note, log a call, schedule a meeting, or create a task. This displays fields to enter the information. For example, if you select the Create Opportunity checkbox, fields such as Opportunity Name, Opportunity Amount, and Expected Close Date display below.
  4. Select a module from the Move Activities to or Copy Activities To dropdown. Note that the dropdown items vary depending on your selections on the Convert Lead page. The Move Activities to or Copy Activities To field is missing if your ProTracker administrator has selected Do Nothing for Lead-related activities.
  5. Populate the mandatory and other fields and click Save. This creates a new contact or client, associates it with the related records and displays links to the new records. You can also view these records from the Contacts or Clients Detail View page.

Field Descriptions

Fields that have an asterisk (*) are required; you must enter data in the field to save the record.

First Name

Click the lead's title and enter the lead's first name.

Assigned to

By default, the record is assigned to the creator of the Lead record. To change the assignment, click the user on the Users Popup List View (displays upon clicking the Selection arrow) or the list of users matching the character(s) you enter.

Last Name*

Enter the lead's last name. This is a mandatory field.

Client Name

Enter the name of the Client related to the lead. When you convert the lead, you have the option to create the client as a related record.

Description

Enter additional details about the Lead.

Teams*

By default, your private team is assigned as the primary team. To change the primary team assignment, click the team on the Teams Popup List View (displays upon clicking the Selection arrow) or the list of teams matching the character(s) you enter.

To assign additional teams to the Lead record click add (+) and click the team as described above. For more information on assigning teams, see Assigning Users and Teams to Records.

This is a mandatory field; you must assign a Team.

Address & Phone section

Mobile

Enter the lead's mobile phone number.

Work Phone

Enter the lead's work phone number.

Home Phone

Enter the lead's home phone.

Fax

Enter the lead's preferred fax number.

Email Address

Enter the email address for the organization and your contacts and campaign targets within the organization. Click Invalid to indicate an incorrect email address. If you sent out campaign emails this contact and the individual chose to opt-out of receiving them, click Opted Out. To add an additional email address, click the Add icon. You can add multiple email addresses.

Website

Enter the lead's website address.

Primary Address

Enter the lead's primary address, usually the mailing address.

Other Address

Enter an alternate address for this lead.

Employment section

Employer

Click the lead's employer on the Companies Popup List View (displays upon clicking the Selection arrow) or on the list of Companies matching the character(s) you enter.

Reports To

Click the person the lead reports to on the Contacts Popup List View (displays upon clicking the Selection arrow) or on the list of Contacts matching the character(s) you enter.

Profession

Enter the lead's profession.

Position

Enter the lead's position.

More Information section

Status

Click the status of the lead from the dropdown; e.g., New, Assigned, In Process, Converted, Recycled, or Dead.

Note: ProTracker automatically changes the status to Converted after you click the Convert Lead link. Do not delete the Converted status from the dropdown. See Convert Leads for more information.

Lead Source

Click the lead source from the dropdown.

Status Description

Enter a brief description of the lead source.

Lead Source Description

Enter a brief description of the Lead source.

Lead Source Description

Enter a brief description of the Lead source.

Opportunity Name

Enter a name for the opportunity.

Accept Status

Click the status in the dropdown.

Opportunity Amount

Enter estimated amount of the sale.

Referred By

Enter the name of the person who referred the lead.

Campaign

Click the Campaign in the Campaign Popup List View (displays upon clicking the Selection arrow) or in the list of Campaigns matching the character(s) you enter.

Do Not Call

Click this checkbox to add the lead's name to the Do Not Call list. This is to ensure that the lead is not contacted through the phone during campaigns.

Sub-panels/Related Information

Sub-panels include:

Activities

History

Tags

 
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