Opportunities
Users (typically Sales reps, sales managers or sales assistants) can create and manage CRM opportunities. Creating an opportunity is beneficial for reps when they have large scale sales proposals that will be negotiated over time. Creating an opportunity will help the rep record and manage progress details and possibly convert them to proposals.
Create CRM Opportunity
There are a couple of ways to create a new opportunity:
Navigate to the CRM module. Click on Opportunities menu and select “Enter a New Opportunity.” A default opportunity type can be setup in user security menu by your admin.
From the Opportunities Navigation box (called "Pipeline" for manager types), select the sub-menu for New Opportunity
Navigate to the customer overview screen from the Customers menu -> Customer Search or click on a recent customer already on the menu list. Then click the Sales CRM tab on the customer view screen (if not already selected). Click the hyperlink for “New Opportunity” from the right-hand side Quick Links.
Opportunities can also be created by copying another opportunity. This can be accomplished in one of two ways, depending upon user preference.
User starts a new Opportunity and references the old Opportunity ID
User opens the original Opportunity and creates a copy of it
Important note about copying opportunity attachments:
If you copy an opportunity and choose the option to copy the attachments, you are creating a link to the original attachment, you are NOT duplicating the attachment.
If you later delete the attachment (from the original opp or a later copy), it will no longer be accessible on any other opportunities, so use caution when copying and deleting attachments. Only copy them if you really want them on the new opportunity and only delete them if you are certain you really want it gone from everywhere.
Opportunity Information
Each section on an opportunity can be expanded or collapsed by the user. They can also be reordered by dragging and dropping the section to a different location on the page. For Example, if there is a section that you to not typically use, you can collapse it and place it at the bottom of the page, so it isn’t taking up unnecessary space when you are working.
Once created, an opportunity cannot be deleted. However, an admin can create a closed lost status to be used to drop an opportunity. Based on setup, the closed lost opportunities can then be hidden from the pipeline.
Basic Information
In the header of the opportunity, enter the customer id, and brand. If the brand is tied to an agency, the Agency field will automatically populate the agency information. If appropriate, select a Call List and/or Marketing Campaign (may be filled in automatically if the Opportunity was created from a call list or marketing campaign).
Depending on security, you may also click to create a new brand for this advertiser by clicking on the button next to the field “Brand”. You can then use this brand in creating the opportunity.
Valuation (OG Version) - Using Product/Quote/Forecast
Enter a forecast amount you anticipate being the value of this opportunity or leave blank and when done with the product details, you can click the Calculate button and the system will automatically update with the added values from all the products’ pricing. This will include all amounts added in the Groups, Products and Exhibitions sections. Select a currency if different from the system’s default currency.
Choose the desired Values for Reporting option:
Use the Forecast Amount across start /end date range: Use the amount in the Forecast Amount field.
Use the Product Grid: Uses the sum all the lines in Product grid below.
Use the Selected Proposal/Quote: Choose checked line on Proposal grid
The value selected here will determine which value is used in the Sales Rep Activity page for the Opportunity line.
If the person entering the opportunity is a salesperson, their name will default into the opportunity owner field. If the person is not a rep, they may have limited ability to create an opportunity, but may be able to view existing opportunities, depending upon user and group security. The names displayed in the dropdown list are controlled by whose opportunities the user can access. User security -> CRM access control -> team access, "view opps" column. (and as of 2023.3 we added a "created by" field)
Choose the stage which this opportunity is in today. This value can always be updated as needed. The probability is tied to the stage in Opportunity Stage Setup. The probability value may or may not be able to be overwritten depending on the group security of the user.
If desired, enter one or more tags for the opportunity. Tags are used as filters on the Quick Update or Taskboard screens to allow reps to filter their opportunities by specific tags. Standard tags can be setup by an administrator in CRM Setup -> CRM System Settings -> Name-Related Tables -> Opportunity Tags. A rep can also manually add a tag in the field if desired.
Valuation - Using Formats
In CRM Group Security there is an option to use formats instead of the original valuation options. Selecting this option not only changes the opportunity to add a new section for "Formats" but it also completely changes the Rep's "My Performance" dashboard and also the Managers "Rep Activity" Dashboard.
If the above is set to yes, then in the Valuation panel, the values for reporting dropdown is gone because the formats will always be what is used to value the opportunity.
Also, the formats grid will display in the sections below (will need to expand the first time you visit the page
Below this grid there will be a dropdown for product group and for Formats. Select a product group and one or more formats and click the plus sign to add them. The start and end dates will default to the full date range at the top of the screen, but this can be modified to reflect when each format is expected to run. As numbers are added to the amount column the Forecast amount in the Valuation panel at the top will automatically update.
We didn't remove the other grids (Products, Exhibitions, and Proposals/Campaigns) in case users want to use them to add products and create proposals from the listed products, but they will not be used in valuing the opportunity for user and manager dashboards.
Dates
Enter the Start and End Date range for when the opportunity is valid. Dates entered here may affect the financial period(s) where the Opportunity amounts are displayed in the Rep Activity report displayed above (depending upon the Values for Reporting Selection made).
Enter the close date which is the date when you expect to have the final decision on the opportunity. Close date may or may not be required depending on your group security and it can also affect if the opportunity amount is displayed in the Rep Activity report.
Description of the Opportunity
Enter a short and long description indicative of the opportunity. Short Description is required to save. Long description is optional. The Short Description will become the Campaign Description for any Opportunities that become proposals / campaigns.
Associated Lead(s)
If the opportunity was created from a lead, the linked lead will be displayed here. Click on the pencil icon to view/edit the lead details.
Advisr Linked Campaign(s)
If you are integrating with Advisr for proposal building, you can click to create a new Advisr Campaign or edit an already linked Advisr Campaign.
Forms
Custom forms can be configured to use on Opportunities. These are configured in Advertising Module -> Setup -> Custom Forms Setup. Only forms with the form type of CRM Opportunities will be available to use in Opportunities. Forms can be used to add a set of questions to an opportunity.
Click “Add a Form” and select desired form to use. Fill in the fields on the form and click save. To edit an existing form, click on the ID, Form ID or Form Description to re-open the form and made necessary changes.
If an opportunity is converted into a proposal/campaign, any opportunity forms will be available on the campaign as custom data forms. This will be displayed in a Opportunity Forms section on the Campaign Custom Data Forms node. IMPORTANT - this is NOT a COPY of the Opportunity form, so any changes made to the form here will also change the form on the Opportunity as well. If multiple campaigns are created from the Opportunity, the same single form will be displayed on each of the campaigns.
Products
In the Products section, select the product in the drop-down menu and click the + to add to the opportunity. Select the Ratecard in the drop-down menu, choose the ratecard line, section/position, the start / end date, the AD Type, the rate amount, and the quantity. The price is calculated based on the rate x quantity.
Repeat the process adding multiple products as needed or select a package to add multiple products simultaneously.
When you choose a digital product in the drop-down menu, you can split digital products lines by month, with similar split options as per the line items.
Groups
You can add a group in the “Add a Group” drop-down, if you know what product group will be sold, but don’t yet know which products.
Proposals and Campaigns
In the “Proposals” shutter, at the bottom, you can click “Link an Existing Proposal” and choose an existing proposal to attach this opportunity.
Or you can click the “Add New Proposal” and the system redirects you to add a proposal. The proposal has the default data from the opportunity regarding the advertiser and brand information. Once finished, click the “Go to Opportunity” on the tree to return to the opportunity.
If you had added products in the Product section above, instead of selecting “add new proposal” you may instead select “Auto Generate New Proposal”. The system then creates the proposal using the product information in the opportunity.
If Group Security "Allow Multiple Groups when Auto-generating Proposals" is set to yes, the auto-generate new proposal may generate multiple proposals, one for each primary product group of the products on this opportunity. If the group security flag set to "no", all products would need to share a product group and they would be booked onto a single campaign. If there are multiple product groups that could match, the user will be prompted to select the product group.
In the valuation section above, if you elected to use the selected Proposal amount for the Opportunity value in reports, be sure to also check the appropriate line item in Proposals & Campaigns grid.
Exhibitions
If this is an exhibition opportunity link an exhibition by selecting the show in the dropdown and clicking +. Enter the Section, Space Type and Quantity to calculate the amount.
Contact
Choose a contact from the drop-down menu, including contact type, if desired, and click +. If the contact person is not already in the system click New Contact to create a new contact name record.
In CRM Parameters: Contact Types, there is a flag "Transfer to Campaigns" which controls which contact types will be sent to the Campaign if a proposal is created from this opportunity.
To Do
Scroll to the shutter “To-Do”. Click the “Add a New To-Do Action” to add a new to-do task. To edit an existing to do, click on the action and make necessary changes. Completed actions related to this opportunity will be on the “Done” tab.
User Defined Fields
If an admin created any user defined fields in the setup, they will be displayed in this section. If you don’t use any user defined fields, you can collapse this shutter and move it to the bottom of the page if desired.
Attachments
You can also add links or file attachments to the opportunity such as relevant URLs or contracts or any documents. Click the + sign after each addition.
Attachments on the Opportunity will transfer over to the campaign and become campaign attachments, if the flag is checked for the Attachment to transfer to the campaign - we don't want to assume that all opportunity attachments will be relevant to the campaign.\
When finished, click the “Save” button.
Opportunity Confirmations
This is a new concept in versions after 2023.5, with new configuration required to make use of it. It might not be relevant to some sites, so the default is to NOT use it, and it will need to be turned on and setup if you want to utilize this workflow option, so if you don't see a confirmations section in here, go to group security to turn it on (see below).
This is for cases where the sales person is only allowed to work in opportunities and they are not allowed to book their own orders or to convert their opportunities to campaign proposals. Ad Ops will take the opportunity from it's final stage and create the campaign proposal on behalf of the sales rep. As such, there needs to be a stage to indicate that it is ready for ops to take over, a report for ad ops to be able to focus just on the opportunities that are ready for them to convert, and also a template for the rep to email their proposed orders to Ops.
Configuration for Opp Confirmations:
Navigate to CRM Module -> Setup -> Opportunity Configuration and select the Opportunity Stages node. Note there is a column for "Ready for Ad Ops." For each Opportunity type, add at least one stage to mean "Ready for Ad Ops." Select other column choices as desired for your system.\
Group Security
For any user groups who will be utilizing this functionality, set the group security flag to "yes" for "Enabled Opportunity Confirmation Forms"
Opportunity Email Templates
Navigate to Setup -> Opportunity Email Templates and setup one or more templates using the available Merge fields.
Below is a sample template to get you started.
Using Opportunity Confirmations
The sales user in Naviga Ad CRM will be working in the Opportunity screen and can send an Opportunity confirmation to the internal user(s) who will be setting up the campaign for them. As such, a new section called Confirmations is available if the user's security group setup allows for it.
Typically, the sales user will fill in the product grid with the products discussed with the client and the sales user will then send the confirmation to the ad ops user so they can take it from there. The opportunity confirmation is not meant to be sent to clients b/c it hasn't been checked for inventory availability or checked to ensure that the rep hasn't over-discounted beyond their allowed percentage.
Sales user clicks Create New in the confirmations section and then selects the desired template and fills in to and cc fields for the internal ad ops person.
Rep can also click the view/edit document tab to view and/or edit the information prior to sending to ops
Using Ad Ops Dashboard
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