Prospecting

The Prospecting page is the gearbox of the CRM system for sales people. It is the place where a sales person can build work queues/campaigns, search prospects, record notes, send emails, attach documents, amend prospect details and much much more.

Searching for a Prospect

The “My Search” page is where you go to locate specific prospects or build on-the-fly work lists of prospects so they can be process sequentially.

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Build a query to locate a prospect or list of prospects by filling out any of the search options.

Once you have specified your search criteria simply click the “Search” button on the Action Bar. A list of options will appear in a table like in the diagram below.

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Scroll through your list of options using the arrow buttons at the bottom of the table.

Having located your prospect, click the hyperlink number in the Code column and you will be taken into the General Details screen for that prospect.

Once you are in the General Details page, you can use the navigation buttons either side of the code to move forward and backwards through the list.

Clear search criteria

To clear the search fields and start a new search, click the button labeled “Cancel” on the “My Search” page.

General Details

The General Details page allows you to create new prospects or view and edit existing prospects.

Create a New Prospect

Click the “New” button on the Action Bar. You will be alerted to a new prospect key. This key will appear in the “Code” field and the “Date Created” field will default to the current system date.

NOTE: If you do not have a “New” button on the toolbar, check the privilege level in your prospect user settings.

Enter the name of the prospect where indicated.

Enter the address(es) where indicated.

Enter the phone and fax numbers where indicated.

Set the diary date for follow up in the field labeled “Diary Date”.

Choose an appropriate status from the drop-down list where indicated.

Choose the operator to be assigned for follow-up where indicated.

Enter the website where indicated.

Choose the sales representative responsible for the prospect where indicated.

Choose the industry sector that the prospect belongs to where indicated.

Choose the lead source of the prospect where indicated.

If the prospect is a result of a referral, select a Referrer where indicated.

Enter prospect contacts in the table including contact details. Click the + button on the table to add more contacts.  To delete a specific contact, first click on the row containing the contact to be deleted then click the X 

button on the table to delete it.

Click “Save” on the Action Bar to save the Prospect.

Tip: If a relevant status, operator, sales rep, industry, lead source or referrer does not exist and needs to be created, rather than leaving the prospect record to create them, right-mouse click on the respective select box and choose “maintain”. This will take you to the screen to create or amend the maintenance record.

Edit an existing Prospect

First, locate the prospect from the “My Search” page and click the hyperlink to access the prospect record. Alternatively you can manually type the prospect code into the “Code” field on the “General Details” page.

Once the prospect record is open you can edit any of the data fields therein.

Click “Save” on the Action Bar to commit your changes.

NOTE: If you do not have a “Save” button on the toolbar, check the privilege level in your prospect user settings

Notate or add an attachment

To add a note to the note history, or add an attachment, click the button labeled “Notate” and the following screen will appear:-

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Enter your note where indicated and click “Okay” to save.

Alternatively you can construct a note from a pre-defined note template (see Prospecting Menu à Prospect Note Templates) by choosing a template from the list. The template will insert the predefined note into the text area.

Here you can also add an electronic file as an attachment. Click the “Browse” button, locate the file to be attached and click “Okay”.

When the note is added to note history, the note text will commence with “Document Attached:”

Note: If you receive an error message when loading attachments, your Internet Explorer settings may not allow access data across domains. Click here for more.

IMPORTANT: When you click “Okay” the entire case will be saved, including any changes made before the note is added.

Email from a Prospect

To send an email to a prospect, click the button labeled “Email” and the following screen will appear:-

The email options are as follows:-

Email to Prospect

Select the Option “to Prospect”. If you have more than one contact with an email address you can choose a specific contact or all contacts where indicated. This will paste the addresses of the selected contact(s) into the email address field.

If you require a carbon copy of the email be sent, enter the relevant email address in the field labeled “CC:”.

If you require a blind carbon copy of the email be sent, enter the relevant address(es) in the field labeled “BCC:”.

Enter the email subject where indicated.

Enter the email body where indicated.

Tip: You can select from a pre-saved template where indicated. This will populate the email body with the email message. You can make amendments to the email body at any time.

Here you can also add attachments. Click the “Browse” button, locate the file to be attached. Repeat this process for each attachment.

Click “Okay” to send the email.

Note: If you receive an error message when loading attachments, your Internet Explorer settings may not allow access data across domains. Click here for more.

NOTE: the email is added to the note history and will be sent immediately upon clicking the “Okay” button.

Email to Operator

Select the Option “to Operator” then choose the specific operator where indicated. This will paste the address of the selected operator into the email address field.

If you require a carbon copy of the email be sent, enter the relevant email address in the field labeled “CC:”.

If you require a blind carbon copy of the email be sent, enter the relevant address(es) in the field labeled “BCC:”.

Enter the email subject where indicated.

Enter the email body where indicated.

Tip: You can select from a pre-saved template where indicated. This will populate the email body with the email message. You can make amendments to the email body at any time

Here you can also add attachments. Click the “Browse” button, locate the file to be attached. Repeat this process for each attachment.

Click “Okay” to send the email.

Note: If you receive an error message when loading attachments, your Internet Explorer settings may not allow access data across domains. Click here for more.
NOTE: the email is added to the note history and will be sent immediately upon clicking the “Okay” button.

Email to Other

Select the Option “to Other” to email to someone other than a prospect contact or operator.

Enter the email address of the person in the field labeled “To:”.

If you require a carbon copy of the email be sent, enter the relevant email address in the field labeled “CC:”.

If you require a blind carbon copy of the email be sent, enter the relevant address(es) in the field labeled “BCC:”.

Enter the email subject where indicated.

Enter the email body where indicated.

Tip: You can select from a pre-saved template where indicated. This will populate the email body with the email message. You can make amendments to the email body at any time.

Here you can also add attachments. Click the “Browse” button, locate the file to be attached. Repeat this process for each attachment.

Click “Okay” to send the email.

Note: If you receive an error message when loading attachments, your Internet Explorer settings may not allow access data across domains. Click here for more.
NOTE: the email is added to the note history and will be sent immediately upon clicking the “Okay” button.

Update Prospect Status

In the General Details page, select the status from the list labeled “Status” then click “Save”.

Set Diary Date for follow-up

In the General Details page, enter the desired diary date into the field labeled “Diary Date” then click “Save”.

Update Operator on Prospect

In the General Details page, select the operator from the list labeled “Operator” then click “Save”.

Set Sales Rep on Prospect

In the General Details page, select the Sales Rep from the list labeled “Sales Rep” then click “Save”.

Set Industry Sector on Prospect

In the General Details page, select the relevant industry sector from the list labeled “Industry” then click “Save”.

Set Lead Source on Prospect

In the General Details page, select the relevant sales lead source from the list labeled “Lead Source” then click “Save”.

Prospect Report

To produce a comprehensive report of the current prospect record including all note history, click “Report” on the Action Bar. A report will pop up in a new window to be viewed, emailed or printed.

Delete existing Prospect

To delete an existing prospect, first open the prospect to be deleted. Click the “Delete” button on the Action Bar. You may be asked to confirm that it is ok to delete the prospect.

NOTE: If you do not have a “Delete” button on the toolbar, check the privilege level in your prospect user settings.

Convert Prospect to Client

When a sales prospect becomes a client it can be converted to a new client record. All notes and attachments will be converted across to the new client record.

First check that the prospect has not already been converted by checking the “Converted to Client” field in the top right of the page.

If it hasn’t been converted, click the “Convert” button on the Action Bar.

If the DebtCol System Settings is set to use the Prospect Code as the new Client Code, then it will do this. If a client already exists with the same code then it will construct a new code.

If the DebtCol System Settings is not set to use the Prospect Code as the new Client Code, then it will create a new unique one that is based on the name of the prospect. See example below:-

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You will be taken to the client maintenance screen where the basic details such as name, address and contact details will be automatically applied. You will be prompted to complete the mandatory fields (marked in red) to complete the new client record. These mandatory fields are on the first three pages of the client maintenance process.

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Click “Save” on the Client Maintenance process to commit your new client details.

Your prospect and client records will now be permanently linked together.

Zoom to Client Record on converted prospect

When a sales prospect has been converted to a client, the related client code can be seen in the field labeled “Converted to Client”, located in the top right of the General Details page.

To zoom to the client record, click the “to client à” button. The client maintenance process will open with the client record opened.

View Full Note History

To view the complete note history click the “Notations” button on the Navigation Bar.

The following screen will appear which contains all notes in date order:-

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Tip: Click the button at the end of the note to drill-down on the note. Here you can edit the note details, delete the note, or view attachments.