Prospecting Setup

In order to record and track prospects in DebtCol you must first setup the prospecting system with related sales representatives, operators, lead sources, status' and campaigns. You can also setup templates for common notes and emails.


Prospecting > System Setup

Sales Representatives

Sales Rep’s are pre-stored so they can be assigned to prospect records, allowing for production of revenue reports for calculation of commissions and reports based on sales rep performance.

Sales Rep’s are assigned to prospects allowing for the production of reports where required.

Creating a new Sales Rep

A sales rep code must be unique. Enter your new sales rep code in the "Code" field. This would typically be the initials of the person, but can be anything.

IMPORTANT: The code should not contain any spaces or characters other than letters or numbers; except a full stop.

Fill out all sales rep’s details then click “Save” to save.

Prospect User Maintenance

Create user profiles for each user accessing the CRM module of the DebtCol system.

Users are assigned to Prospects. A user that is assigned to a prospect is considered an operator.

Creating a new User

A user code must be unique. Enter your new code in the "Code" field.

Tip: The user code must be the same as the login user code. Typically this is the initials of the users name, but can be anything. Please be aware that this user code is displayed on the prospect notes made and so to allow for room, try to keep it short.

Enter the users full name where indicated.

Specify the users’ job description or title where indicated.

Enter the users’ email address where indicated.

Enter the users’ direct phone number where indicated.

Specify if the privilege level where indicated.

IMPORTANT: The privilege level will determine whether or not the user can create new prospects, edit existing prospects or simply view them, or delete existing prospects.

Where indicated, choose work flow lists for the user to have access to. These are also referred to as campaigns. These are available in the Prospecting, My Campaigns page under the “My Campaigns” tab. Use the + button on the table when multiple queues are required.

Click "Save"

Industries

Industries are pre-stored so they can be assigned to client records, allowing for production of industry based performance reports.

Industries are assigned to prospects and clients allowing for the production of reports where required.

Creating a new Industries

An industry code must be unique. Enter your new industry code in the "Code" field.

IMPORTANT: The code should not contain any spaces or characters other than letters or numbers; except a full stop.

Fill out all industry details then click “Save” to save.

Sales Status Definitions

Status codes are for indicating the current status of a prospect. This allows you to easily report on prospects at a certain status or stage of the sales process.

Status Codes can also be assigned within the Prospect as shown below.

Creating a new Status

A status code must be unique. Enter your new status code in the "Code" field.

IMPORTANT: The code should not contain any spaces or characters other than letters or numbers; except a full stop.

Describe the status in the field labeled “Description”.

Click “Save” to save any changes.

Sales Lead Sources

Sales Lead Source codes are for indicating where sales leads come from. This allows you to easily report on where prospect leads come from.

Sales Lead Sources can also be assigned within the Prospect as shown below.

Creating a new Sales Lead Source

 

A sales lead source code must be unique. Enter your new sales lead code in the "Code" field.

IMPORTANT: The code should not contain any spaces or characters other than letters or numbers; except a full stop.

Describe the sales lead source in the field labeled “Description”.

Click “Save” to save any changes.

Prospect Note Templates

Note Templates are pre-stored shortcuts for making case notes.

Note Templates are selected from the Note Templates list when making a new note in a Prospect and can also be selected from the Saved Template list when sending an email from a prospect.

Creating a new Note Template

A note template code must be unique. Enter your new code in the "Code" field.

IMPORTANT: The code should not contain any spaces or characters other than letters or numbers; except a full stop.

If the template is for an email, tick where indicated otherwise leave blank.

Describe the note template in the field labeled “Description”. This is what the users will see in the list of note templates on the add note screen in the Prospect.

Enter the note template text where indicated.

Tip: Where variable information is required within the template such as dates and phone numbers specific to each prospect, use the merge fields listed on the right of the page. For example: “Called prospect on @Mobile and left a message to return call”.

Click “Save” to save.

Work Queues/ Campaigns

Tools > Workflow Setup > Work Queues

Work Queues/ Campaigns are pre-stored queries designed to retrieve and output lists of prospects within the Prospecting, My Campaigns page. Any list built there queues the results into the table and these results can be processed sequentially by the operator.

Work Queues/ Campaigns are assigned to users/operators and can be built by the user when selecting the campaign from the My Campaigns Page, and then clicking “Build” button.

image1.png

Creating a new Work Queue/Campaign

A work queue code must be unique. Enter your new work queue code in the "Code" field.

IMPORTANT: The code should not contain any spaces or characters other than letters or numbers; except a full stop.

Describe the work queue in the field labeled “Description”. This is what the users will see in the My Campaigns list when in Prospecting, “My Campaigns” page.

Choose “The Prospect Centre” from the File Name list.

Use the Query table to build your query statement. This statement is used for the database to gather the data for the queue and should read like a typical English sentence. Select your options from the drop-down lists and insert your values in the “Criteria Value” column.

The criteria connection column is how each row of the query connects to the previous. As such, the first row can only be “with” or “without”.

The criteria field is the name of the field to be queried.

The criteria operator is used in the query to determine if the criteria field is either:-

  • equal to
  • not equal to
  • greater than
  • less than
  • greater than or equal to
  • less than or equal to

the criteria value. See the below screenshot for a simple example.

screenshot1.PNG
IMPORTANT: To capture the value of the current system date, enter @DATE as the criteria value.
Tip: To capture the value of the current system date plus two days, enter @DATE+2 as the criteria value.

To sort the results of the work queue query, choose the sort field and nominate ascending or descending. Secondary sort is achieved by adding a second row and choosing the sort field and sort order. For each additional sort, simply add and define another row. See the example below.

screenshot1.PNG

Click “Save” to save.

IMPORTANT: The queue must be added to the user profile(s) of the operator(s) you require to use it. See Prospect User Maintenance in this user guide for details of how to add work queues/campaigns to a user.