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Details

Before you Start

This article looks into the fields that are in the opportunity details tab. Within opportunities there is another tab not covered in this article:

Follow the link above to go to the relevant tab.

Modes

Within the opportunity there are three modes:

  1. Create mode allows users to create a new opportunity
  2. View mode allows users to view an existing opportunity
  3. Edit mode allows users to edit an existing opportunity

Creating a New Opportunity

There is only one way to create a new opportunity: navigate to the Opportunities table and press the Create Opportunity button. This will open up the create opportunity page.

View an Existing Opportunity

From the Opportunities table users can press the View button in the Action field. This will open the opportunity in view mode. This action is available for opportunities in all statuses, allowing users to review the details without making changes. When opening an opportunity from the Opportunities table, all the sections will be expanded. T

Sections can be expanded or collapsed by clicking on the section name or on the and icons.

Edit an Existing Opportunity

As soon as an opportunity has been created it can be edited. However, some statuses stop this from being possible. The table below indicates when an opportunity can be edited:

Status
 Editable Reason
Active Active opportunities must remain editable to facilitate continuous information updates.
Converted Converted opportunities are concluded; no further additions or edits are necessary.
Dormant Dormant opportunities may become active again, necessitating the ability to edit.
Lost Lost opportunities might resurface, requiring the option to make updates.

Edit from Opportunities Table

From the Opportunities table, users can press the View button in the Action field and choose Edit. This will open the opportunity in edit mode. This action is available when the opportunity is in a state that permits modifications, enabling users to update information as needed. From the opportunities table all the sections will be collapsed. They can be expanded or collapsed by clicking on the section name or on the and icons.

Edit from View Opportunity

Another way to edit an opportunity is to press the Edit button in the top right of each section. This will open the opportunity in edit mode. This action is available when the opportunity is in a state that permits modifications, enabling users to update information as needed. Clicking the section Edit button will be expand the selected section and all other sections will be collapsed. They can be expanded or collapsed by clicking on the section name or on the and icons.

Opportunity Sections

The Create Opportunity page is split into six sections:

Each section can be expanded or collapsed by clicking on the section name or on the and icons.

Opportunity Details

The Opportunity Details section provides some top-level information about the selected opportunity and includes the following fields:

Name
 Description Modes Input type Requirement Type Searchable
Linked To
Opportunity Number Paperwork-generated unique identifier for this opportunity. text required System
Opportunity Name The name assigned to this opportunity. It provides a descriptive label for the opportunity, aiding in easy recognition. text optional n/a
Opportunity Description Additional information about this opportunity, aiding both users and customers in understanding its context. text optional n/a
Estimated Opportunity Value (£) The approximate financial value associated with this opportunity. decimal optional n/a
Status The current status of this opportunity. It indicates the stage or progress of the opportunity within the workflow. choice required Section Statuses
How did they hear about us? The method through which the customer contacted the organisation with the opportunity. choice optional Contact Methods
Frequency The anticipated frequency of work associated with this opportunity. choice optional n/a
Department The department assigned to this opportunity, providing insight into allocation within the organisation. choice optional or required Departments
Where are these fields searchable?

The fields within opportunity details are searchable in the Opportunities table.

Is the Department field optional or required?

The Department field can be set to optional or required within the Settings Module Settings >> System >> System Information. This changes the requirement in all modules.

Customer Details

The Customer Details Section provides information about the specific customer associated with the opportunity and includes the fields below. Whether it is a listed or unlisted customer(1), the values to populate are the same. Listed customers will be pre-populated.

  1. Listed customers are customers that have been added within the Relationship Module to Customers. Unlisted customers are not yet in the system. Information about unlisted customers is only held within the specific opportunity.
Name
 Description Modes Input type Requirement Type Searchable Linked To
Customer name The name assigned to this customer. text required n/a
Account Number An identifier assigned to this customer account. text optional n/a
Postcode The postal code associated with this customer's address. text optional postcode search
Address Line 1 The primary address line for this customer. text or postcode search optional n/a
Address Line 2 The secondary address line for this customer. text or postcode search optional n/a
Town or City The town or city where the customer is located. text or postcode search optional n/a
SIC Code The SIC code assigned to this customer. text choice SIC Codes
Where is this field searchable?

The fields within opportunity details are searchable in the opportunities table.

Should the address be input via text or postcode search?

The three address fields (Address Line 1, Address Line 2 and Town or City) can be either populated manually or they can be populated automatically by using the postcode Find Address search button.

Determining Listed or Unlisted Customer

flowchart TD
    A[Start] --> B{Is it an existing customer?}
    B -->|Yes| C[Search customers]
    C --> D{Found?}
    D -->|No - not found| E
    D -->|Yes - choose correct customer| F[End]
    B -->|No| E[Use unlisted customer]
    E -->|Populate customer details| F[End]

Customer Contact Details

The Customer Contact Details section provides information on the person that is connected to this opportunity and includes the fields below. It identifies the individual associated with the opportunity, facilitating personalised communication. Whether it is a listed or unlisted contact(1) the values to populate are the same.

  1. Listed contacts are contacts that have been added within the Relationship Module to Contacts. Unlisted contacts are not yet in the system. Information about unlisted contacts is only held within the opportunity.
Name
 Description Modes Input type Requirement Type Searchable Linked To
First name The given name of this contact. text required n/a
Last name The family name or surname of this contact. text optional n/a
Mobile Number The mobile phone number associated with this contact. text optional n/a
Phone Number The primary phone number for this contact. text optional n/a
Email The email address associated with this contact. text optional n/a
Where are these fields searchable?

The fields within opportunity details are searchable in the opportunities table.

Determining Listed or Unlisted Contact

flowchart TD
    A[Start] --> B{Is it an existing contact?}
    B -->|Yes| C[Search contacts]
    C --> D{Found?}
    D -->|No - not found| E
    D -->|Yes - choose correct contact| F[End]
    B -->|No| E[Use unlisted contact]
    E -->|Populate contact details| F[End]

Customer Site Location

The Customer Site Location section provides information about the specific location where the work will happen associated with the opportunity and includes the fields below. Whether it is an unlisted or listed customer site(1) the values to populate are the same. Listed customer sites will be prepopulated.

  1. Listed customer sites are sites that have been added within the Relationship Module to Customers and in an customer sites. Unlisted customer sites are not yet in the system. Information about unlisted customer sites is only held within the opportunity.
Name
 Description Modes Input type Requirement Type Searchable Linked To
Site name The name assigned to this customer. text optional n/a
Account Number An identifier assigned to this customer site account. text optional n/a
Postcode The postal code associated with this customer's site address. text optional postcode search
Address Line 1 The primary address line for this customer. text or postcode search optional n/a
Address Line 2 The secondary address line for this customer. text or postcode search optional n/a
Town or City The town or city where the customer site is located. text or postcode search optional n/a
Administrative district The council or UA where the customer site is located. From ONS data source. text or postcode search optional n/a
Region The region where the customer site is located. From ONS data source. text or postcode search optional n/a
Country The country where the customer site is located. From ONS data source. text or postcode search optional n/a
Latitude The latitude where the customer site is located. decimal or postcode search optional n/a
Longitude The longitude where the customer site is located. decimal or postcode search optional n/a
SIC Code The SIC code assigned to this customer site. choice optional SIC Codes
Where are these fields searchable?

The fields within opportunity details are searchable in the opportunities table.

Should the address be input via text or postcode search?

The eight address fields (Address Line 1, Address Line 2, Town or City, Administrative district, Region, Country, Latitude and Longitude) can be either populated manually or they can be populated automatically by using the postcode Find Address search button.

Customer Site Contact Details

The Customer Site Contact Details section provides information on the person that is connected to this opportunity at the site where the work happens and includes the fields below. It identifies the individual associated with the opportunity, facilitating personalised communication. Whether it is a listed or unlisted contact(1) the values to populate are the same.

  1. Listed contacts are contacts that have been added within the Relationship Module to Contacts. Unlisted contacts are not yet in the system. Information about unlisted contacts is only held within the opportunity.
Name
 Description Modes Input type Requirement Type Searchable Linked To
First name The given name of this contact. text required n/a
Last name The family name or surname of this contact. text optional n/a
Mobile Number The mobile phone number associated with this contact. text optional n/a
Phone Number The primary phone number for this contact. text optional n/a
Email The email address associated with this contact. text optional n/a
Where are these fields searchable?

The fields within opportunity details are searchable in the opportunities table.

Determining Listed or Unlisted Contact

flowchart TD
    A[Start] --> B{Is it an existing contact?}
    B -->|Yes| C[Search contacts]
    C --> D{Found?}
    D -->|No - not found| E
    D -->|Yes - choose correct contact| F[End]
    B -->|No| E[Use unlisted contact]
    E -->|Populate contact details| F[End]

Additional Details

The Additional Details section provides a space for including additional notes or supplementary information related to the opportunity.

Name
Description
 Modes Input type Requirement Type Searchable Linked To
Internal Notes This field serves as a secure space for internal communication and documentation. Any notes entered here are intended for internal use only and are not visible to the customer or supplier. It provides a confidential area for team members to share insights, observations, or any pertinent information related to the opportunity without external visibility. text optional n/a

Convert an Opportunity to a Sale

Once an opportunity has been created then it can be converted to a Sale. However, some statuses stop this from being possible. The table below indicates when an opportunity can be converted:

Status
 Convertable Reason
Active Active opportunities are eligible for conversion.
Converted Converted opportunities are finalised, and no further conversion is possible.
Dormant Dormant opportunities must be reactivated before they can be considered for conversion.
Lost Lost opportunities must be reactivated before they can be converted.

To convert an active opportunity to a sale the opportunity must:

  • have an Active status
  • be in view mode

The Convert to sale button will be visible in the action bar. Pressing this will open the Sales Wizard.