Capturing Prospects
To Capture a Prospect:
- Click the Deals Navigation Area
- Click the Prospects Navigation Link
- From here, the user may change the Views, and select a Prospect from the list and click Edit on the
ribbon to edit the Prospect record, or click New on the ribbon to create a new Prospect.
The Prospect Form now Loads:
- Capture the Prospect details and Save the record.
- An activity and reminders are automatically generated.
- Completion of tasks triggers a status change
Updating Prospect Statuses
The implementation designed for Business Partners, specifically as it pertains to Prospects, depends a
lot on Completion of Activities to drive the process. Below is a screenshot of the different statuses.
Prospect Status flow
The Prospect has five statuses shown above. Initially, when a Prospect is captured, the Status is set to
“Enquiry”. On completion of the task created on create of the prospect, the status automatically
changes to “Information sent”. The status remains unchanged until the Application Received button is
clicked and the status is automatically changed to “Initial Assessment”. The button is available for
the status change because there are tasks created which need to be completed to move to the next
status. This triggers a task to conduct the Initial Assessment and the user has the option to “Disqualify
Prospect” which will set the status to “Closed – Rejected” or “Engage Prospect” which will then
change the status to “Engage Prospect”, (see below).
Once the deal is accepted the Qualify\Disqualify button is clicked and the status is then changed to
“Closed-Converted to Application”.
Note: The status is changed in the background, saving the open record may overwrite the changes.
Converting Prospects to Applications
When the user wishes to convert a Prospect into an Application (essentially after the initial screening
process has been completed), the following process should be followed:
- Open the Prospect record:
- On the ribbon, click the Qualify/Disqualify button. CRM opens a Convert screen:
- Choose to either Qualify or Disqualify the Prospect. Supposing the Prospect is Qualified, the user may
choose whether or not to create an Account, a Contact and/or an Application. If no Contact or Account
is created, choose a Potential Customer.
Note: Best practice suggests using the Potential Customer lookup to see whether or not the Account or
Contact exists before creating a new one.
- Click the OK button. The Application record (if chosen) will now be created.
Capturing Applications
To Capture an Application:
- Click the Deals Navigation Area
- Click the Applications Navigation Link
From here, the user may change the Views, and select an Application from the list and click Edit on the
ribbon to edit the Application record, or click New on the ribbon to create a new Application.
The Application Form now Loads:
- Capture the Application details and Save the record.
- In the cases where there are no tasks to be completed, to move to the next status, a button will be
available on the application form to move to the next status.
Opening an Existing Application
- On an existing application there is the “Due Diligence” and “Reject” buttons.
o Due Diligence button generates tasks which need to be completed to drive the process and changes the status to “Due Diligence”.
o Reject button gives the user two options, “Rejected by Client” and “Rejected by Region”.
Task buttons
- Tasks have added features.
- Each button in the above screenshot has different options.(Screenshots of buttons below)
Reject
- The task can be “Rejected by Client” or “Rejected by Region”.
Recommend
- The user clicks “Recommended to EDIAC”, “Recommended to EXINVEST”, or Recommended to
NIC”.
- Clicking one of the options generates a task as seen below.
- The user now has the option to refer back to EDIAC, EXINVEST or NIC.
Approve
- The task can be “Approved by Regional”.
Referred Back
- Clicking “Referred Back – Region” will generate the below task.
- Once completed the user clicks “Completed Back” and selects one of the options.
When the user selects “Approve by Region” a task is generated to “Approve and close the
Application”.
Apply Changes
- The user can select “Approved with Changes” or “Approved Changes Applied”.
Convert to Client
- The user clicks “Convert to Client” to close the Application. This changes the Status reason of the
application as seen below.
- The Status Reason of the Application changes to “Closed – Converted to Customer”.
- No further tasks are required to be completed on the Application once it is closed.
This approved application is now ready for integration to SAP by your relevant DA.
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