Salesforce Automation - Opportunities

Opportunities

Opportunity represents a sales opportunity. On qualifying a lead, create an Opportunity. Sales Stage field in the Opportunity is used to identify the progress of the Sale towards completion. Amount and Expected Close Date fields in an Opportunity drive the Sales Pipeline reports.

Opportunities Views

Before digging into the creation of Opportunities, let’s have a look at the different view:

  1. List View - Filter the records and personalize them according to your business requirement
  2. Kanban View - A card view of records to act on blocker quickly, view and plan the remaining work, optimize the process and improve productivity
  3. Calendar View - A bird’s eye view of deals expected to close in future.

You can also choose any custom date fields to view corresponding records in the Calendar month view. For example, Actual Close Date.

Create an Opportunity

In this section, we will see how to create an opportunity for various types of customer, multiple stages, edit, manage, view, close opportunities and much more.

The journey of sales process may begin at different stages, so create an Opportunity for various types of customers:

  1. Creating an Opportunity for a Lead
  2. Creating an Opportunity for an Existing Contact/Organization
  3. Creating an Opportunity for a New Customer

Opportunity for a Lead

Convert a Lead to an Opportunity to track the Sales process from Lead Qualification to End of sale (Deal Won or Deal Lost).

The things you can exclusively do only with Opportunities are

  1. Track Sales Stages, Forecast Amount
  2. Schedule Product presentations, Calls, Meetings
  3. Send Quote
  4. Price negotiations

Opportunity For an Existing Customer

An existing customer is the one that is already dealing business with you. Details of a customer are stored in your BzCRM as Contact or an Organization record. If you have gotten the same customer as a new lead to deal a new business, you can create an Opportunity record and associate with existing Contact/Organization.

Creating an Opportunity For a New Customer

A new customer is the one that doesn’t have any records history in your BzRM. If you have to deal business with a new person or a company, you can create detailed Contact/Organization record in BzCRM and associate it with new opportunity record.

Create Projects From Opportunity

You can create a Project whenever an Opportunity is Won to track its progress. While creating a Project, the related modules (Quotes, Activities, Comments) data of Opportunity record will also get mapped to the Project record.

Creating Opportunities Manually

You can enter Opportunity details manually from Opportunities Module, which might come handy if you have to enter Opportunity details individually.

Steps to create Opportunity records manually
  1. Click icon
  2. Click Opportunities under Sales
  3. Click on Add Opportunity button
  4. In the Create Opportunity view, fill in the Opportunity details
  5. Click Save

Quick Create

You can enter necessary details of Opportunity record through Quick create, which might be helpful if you are running out of time.

Steps to create Opportunity records through Quick create

  1. Click Icon on top right corner
  2. Click Opportunity
  3. In the Create Opportunity view, fill in the Opportunity details
  4. Click Save
When an Opportunity is marked as Closed Won or Closed Lost, a pop-window prompts you to update the Amount and Actual Close Date of the opportunity.

Managing Opportunity

View the opportunity’s sales stage, probability, amount, and more all in record view.

Opportunity Progression Bar

Opportunity record view is enhanced to provide a visual sales stage progression bar with time spent on each stage.

  1. Change the Opportunity Sales Stage with just a single click.
  2. On hover, a user can get to know the time spent on each sales stage.
  3. Users can also get to know the picklist stages based on the color.
Note!
  1. There is no any default sales stage appearing as a header field.
  2. If a user has more picklist values, he has to paginate to select the picklist.
  3. The progression bar is fixed and cannot be disabled unless all the picklist values are disabled.
  1. A user can only view the Opportunity Sales Stages that are enabled for him to view.

Probability

Probability helps you to track the lifecycle if an opportunity as they advance through each Sales Stage. For example,

  • Probability = 10% –> You need to Follow-up with the client
  • Probability = 80% –> Require a final agreement approval from the client
  • Probability = 100% –> Deal Won, Close the Deal.

Weighted Revenue

The Revenue field in Opportunities module helps you in anticipating the scope of business that can be done with the Opportunity record. The values will be populated automatically depending upon Amount and Probability fields.

The following calculation is done in Workflows Weighted Revenue= Amount * Probability/100

For instance, if Amount = 1000 and Probability = 20% then the Weighted Revenue= 200

The formula has been configured under the workflow Opportunities: Calculate or Update weighted revenue. Click on edit icon and modify or disable the workflow according to your requirements. Learn more

Opportunities Operations

Following is the list of Operations you can perform on records in Opportunities Homepage.

  1. Create Custom filters to classify records as per your requirements. You can be able to limit your search to selected columns and search criteria.
  2. Click on Mass Actions button and perform actions on desired records like Edit, Delete and Add comments.
  3. Click MENU > Settings > Module Manager > Module Layouts & Fields > Edit to configure fields and customize the layout of fields through Module Layouts & Fields Editor.
  4. Click MENU > Settings > Automation > Edit Workflows to view / create new Workflows on Opportunities.
  5. Click MENU > Settings > Configuration > Edit Picklist Field values to modify picklist values through Picklist Editor.
  6. Search desired records.

Edit Field Mapping in Settings

You can change/add new field mapping options when converting from Opportunity to Projects by clicking on the settings icon as shown.

Associate Opportunities with Other Records

View all the related records of an Opportunity, to take quick actions.

You can keep track of following details in Opportunities Module

Field Name Description
Comments To view the comments exchanged between different users
Activities To Schedule an Activity
Contacts To associate existing Contact records
Products To associate existing products. The products the opportunity record might be interested in.
Documents To associate existing documents the opportunity might be interested in.
Quotes To view already created quotes or create new quote.
Sales Order To view already created Sales Order or to create a new Sales Order.
Activity History Displays all the Events and Tasks that are completed or status changed as Held
Services To associate existing services

Importing Opportunities From Existing Files

BzCRM supports importing Opportunities from external sources such as .csv and vcf files. You might sometimes need importing records in bulk if you would purchase Opportunity lists or gather Opportunities from different sources, etc. As it saves lots of time and efforts, it might come in beneficial for your Sales Team to import thousands of records instantly. Learn more

Exporting Opportunities to External Source

If you ever want your data in the form of a spreadsheet, you can export your Opportunities records right away.

Steps to export your data

  1. Click icon
  2. Click Opportunity under SALES
  3. Click More button > Export
  4. In the Export Records page, you will find the following options
Field Name Description
Export selected records Click on the radio button to export the records selected in List view
Export data in current page Click on the radio button to export all the records that are on the current list view page
Export all data Click on the radio button to export all records in Opportunities Module
  1. Click Export Opportunities button.

Set Up Top Deal Notifications

Be vigilant! Get notified every time you have a big deal. Automate Email alerts for sharing the top deal details with your team members, colleagues or other office staff.

Steps to set up email alerts

  1. Click icon
  2. Click Opportunity under SALES
  3. Click > Edit Workflows from top right
  4. Click New Workflow button
  5. Select Opportunities from drop down and click Create button
  6. Provide a Description (This is only for future reference)
  7. Select a condition to run the workflow. For instance, I will select Only on the first save for my workflow
  8. Click New Condition Group button and provide the desired condition. For instance, Amount Greater than 10000 is my condition
  9. Click Save
  10. After Save, click New Task button and select Send Mail as task type and click Create button
  11. Provide Task Title (This is only for your reference)
  12. Select the Recipients from a drop-down or enter manually.
  13. Provide the Subject, Email body and click Save.

We are done! This workflow will trigger an email every time you will have a big deal.