Prophet Mobile User Guide

Transcription

1 Prophet Mobile User Guide Version 1.2 Last Modified 6/7/2017

2 Prophet Mobile User Guide 2

3 Prophet CRM Mobile User Guide This guide provides information about how to use Prophet CRM Mobile Application for Mobile Devices. To find information in this guide, you can: Select a topic from the Bookmarks pane in your PDF reader Search for a word or phrase using your PDF reader's Find feature Use the Table of Contents, starting on the next page You can always find the most up-to-date version of this guide on our website, To give us feedback about the guide, report an error, or suggest new content, send us an at help@avidian.com. Copyright 2017 Avidian Technologies. All rights reserved. Warning: This documentation is protected by copyright law. Unauthorized reproduction or distribution of this documentation, or any portion of it, may result in severe criminal and civil penalties and will be prosecuted to the maximum extent possible under the law. Prophet Mobile User Guide 3

4 Table of Contents 1 What is Prophet?... 7 How Prophet CRM can Improve Your Business Quick How to Guide... 9 Quick How to Guide... 9 Limitations of Prophet Mobile Client Setup System Requirements for Prophet Mobile Installing the Prophet Mobile Client Application Download and Installation Instructions Uninstalling the Prophet Mobile Client Application Navigation Dashboard Pipeline Revenue Opportunity Count Pipeline Quota Contact Manager Contacts in Prophet Mobile Access Views in Contact Manager Add/Remove Columns from Contact Manager View Add a New Contact Delete Contacts Adding/Removing Users to a Contact About Contact Manager Data Sections Details Notes User Defined Sort & Group Contact Manager Search Contact Manager Prophet Mobile User Guide 4

5 7 Company Manager Companies in Prophet Mobile Access Views in Company Manager Add/Remove Columns from Company Manager View Add a New Company Associate a Contact with a Company Delete Companies Adding/Removing Users to a Company About Company Manager Data Sections Details Notes Addresses User Defined Sort & Group Company Manager Search Company Manager Opportunity Manager Opportunities in Prophet Mobile Access Views in Opportunity Manager Add/Remove Columns from Opportunity Manager View Add a New Opportunity Delete Opportunity Adding/Removing Users to an Opportunity Assigning Contacts to an Opportunity About Opportunity Manager Data Sections Details Notes Products/Services User Defined Sort & Group Opportunity Manager Search Opportunity Manager Cross entity Navigations Prophet Instant Support Work Offline Prophet Mobile User Guide 5

6 How Related Records are Taken Offline. 67 Go Offline. 67 Go Online. 69 Limitations of Working Offline Customer Care & Contact Options Customer Service Support Assistance Training Services Administrator Setup Website: Login / Forgot Password Website: Billing Website: User Setup Website: Configure New User Website: Buying more users Website: Deleting Users Prophet Mobile User Guide 6

7 1 What is Prophet? Prophet transforms Outlook from a Personal Information Manager (PIM) into a full featured customer relationship management (CRM) solution. We do this by adding critical business relationship management features such as centralized contact management, account level relationships, sales pipeline management, opportunity management and reporting, and task management while doing it all inside the familiar Outlook environment. Furthermore, Prophet allows you connect your Prophet Client to your own safe and secure Prophet Server in our cloud or you can choose to instead have your Prophet Server in your own location. With Prophet, you can focus on selling; we ll take care of everything else. How Prophet CRM can Improve Your Business 1. Save time by working within one application. Prophet CRM works WITHIN Microsoft Outlook, the tool you and your team knows and uses all day, every day to manage contacts, schedule meetings, assign tasks, and send s. Prophet CRM leverages and expands upon Outlook s contact management functionality to transform it into a fully functional CRM and sales pipeline management tool. Unlike CRMs that integrate with Outlook, there is no application switching costs when using Prophet CRM. 2. Spend less time record-keeping. Being embedded in Outlook, Prophet CRM will automatically track Outlook sales-related activities, regardless of where they originate. Outlook s, meetings, tasks, and other calendar events will be automatically associated to the appropriate sales opportunity record within Prophet CRM. Because Prophet CRM does this automatically, you and your team can spend less tracking what you did and more time doing sales. 3. Be more productive. Prophet CRM provides you with sales automation tools designed to make you and your team s job easier. Group , customizable auto-fill quote and order forms, and Prophet workflows all allow you to eliminate repetitive admin tasks and work more efficiently. 4. Improve your pipeline management. Prophet CRM is specifically designed to help you manage and stay on top of your sales pipeline. Prophet s Excelinspired Grid View enables you to efficiently get to the data you need, while Prophet Mobile User Guide 7

8 Prophet s Next Step feature and automated workflows will make certain you stay on top of every sales opportunity. 5. Make your business smarter. Because Prophet CRM is easy to use and automatically tracks Outlook based sales activities, you will gain valuable insight regarding your sales process, customer accounts, and business. Use Prophet CRM s Grid View, report generator, and analytics engine to understand why some deals are successful while others are not. Prophet Mobile User Guide 8

9 2 Quick How to Guide Quick How to Guide Though we have provided a complete User Guide for our Prophet Mobile we realize it might take a while to get through a larger document and have created this quick reference guide for your use as well. What you would like to do: Navigate through program Create a new Contact/Company/Opportunity Select a view Assign a user Add Note Sort (from current view) How to accomplish it in Prophet Mobile for the ipad Use the button in the top left corner of the screen. Select the manager you wish to view. Touch the large plus sign (+) in the top right corner of any manager. Touch the View Name next to the icon for the Manager (3 people for Contacts, a building for Companies, and a light bulb for Opportunities). Select the new view from those listed at the bottom of the page. Swipe record to the right. Select Assign User in dark blue. Hold down any field until pop-up appears. Select Assign or Unassign User. Swipe record to the left. Select Add Note in dark blue. Hold down any field until pop-up appears. Select Add Note. Tap the column header to sort ASC, tap again to sort DESC, tap three times to clear sort. What it looks like Prophet Mobile User Guide 9

10 Sort (server side) Hold down field until pop-up box appears. Select between Sort on the Server by ASC or Sort on the Server by DESC. Clear Sort Take Records Offline Add More Columns from View Hold down field until pop-up box appears. Select Clear Sort Order. Load view of information you wish to take offline. Touch the radio icon in the top right corner of the screen. Hold down on a column header until pop-up appears. Select Show Column Chooser. Add checkmark to all columns you wish to see in your view (the more columns you add the smaller the fields will be). Limitations of Prophet Mobile Cannot create, edit, or delete a view Cannot link s, tasks, or calendar appointments to Opportunity records. Cannot attach files to Opportunity records. Cannot create a contact from within the Company or Opportunity (create contact from within Contact Manager and then link to Company or Opportunity record) Can only take 1,000 record type offline at any time from Prophet Mobile Prophet Mobile User Guide 10

11 3 Client Setup System Requirements for Prophet Mobile ipad and iphone Devices: 1. OS: IOS 9.0 or greater 2. DISK Space: 35.8MB Android Devices: 1. OS: Android 9.0 or greater 2. DISK Space: 35.8MB Installing the Prophet Mobile Client Application NOTE Download and Installation Instructions Prior to connecting a new Client to the Prophet Service, make sure that an account has been configured using the Prophet Administration website User Management page. A confirmation is sent during that configuration process that contains the new Client s temporary password. 1. Open App Store or Play Store on your device 2. Search for Prophet CRM 3. Download Prophet CRM Prophet Mobile User Guide 11

12 4. Click Open 5. Click on Advanced Settings i. On Demand: On Demand setting are setup by default Click Set ii. On Premise: Click on Select Prophet Version and select Prophet On Premise (POP) Change Internet Protocol to https Enter Prophet Server information into Please Enter Prophet Server Click Set Prophet Mobile User Guide 12

13 6. Enter Prophet Username (User s address) in Name 7. Enter Prophet password in Password Prophet Mobile User Guide 13

14 8. Click Login Uninstalling the Prophet Mobile Client Application From idevice home screen: 1. Hold down on Prophet CRM button until X appears in top left hand corner. 2. Click X to remove program. From Android home screen: 1. Go to Menu. 2. Select Application from the Settings screen. 3. Search for Prophet CRM and click. 4. Select Uninstall. Prophet Mobile User Guide 14

15 4 Navigation From the top left navigation button (three parallel lines) you can move through the Prophet Mobile Application to the Dashboard, Contacts, Companies, Opportunities, Support, and Logout of the application. Prophet Mobile User Guide 15

16 5 Dashboard The dashboard provides you with key summary statistics regarding the current month s performance. The dashboard is sales-pipeline management centric and assumes you use Prophet s sales stage, revenue, and estimated close date fields on the opportunity record in the conventional sense. Prophet Mobile User Guide 16

17 Pipeline Revenue Pipeline Revenue displays the current total sum of revenue for active and won opportunities for the current month. Total pipeline revenue (which is active + won), won pipeline revenue, and active pipeline revenue are all displayed. Opportunity Count Opportunity Count gives the total count of active and won opportunities for the current month. As with the total pipeline revenue, total opportunity count (which is active + won), won opportunity count, and active opportunity counts are displayed Pipeline The Pipeline bar chart shows your current month pipeline broken down by sales stage. Actual expected revenue numbers are shown under category, and the bar chart gives you a visual representation of the percentage of expected revenue each sales stage makes up of your total current month pipeline. Quota If you have a quota assigned in Prophet, the quota section will provide data pertaining to your quota target, revenue closed during the current month, and the amount remaining to achieve quota for the month. The bar graph depicts the amount of business won in the month relative to quota. Prophet Mobile User Guide 17

18 6 Contact Manager The Prophet Contact Manager is the central application for managing contacts in Prophet. Prophet displays your contact data in a powerful yet easy to use table format called a view using Avidian s Excel-inspired Grid View technology. The view serves as a query against the Prophet database and displays the data in an Excel-like format that is easy to group, filter and sort. Contacts in Prophet Mobile Prophet maintains all Contact data within the Prophet server. This allows users to access contacts from multiple sources including Prophet within Outlook, Prophet On Demand, and the Prophet Mobile Application. Any changes, updates, additions, or deletions of contacts will be reflected in all sources for Prophet Contacts. Access Views in Contact Manager New views cannot be created nor existing views modified and saved in the Prophet Mobile Application. Views can only be created and modified through Prophet within Outlook. However, any Contact views created in Prophet within Outlook are available for use within the Prophet Mobile Application. To select a view: 1. Touch the view name next to the three people icons. 2. A list of available views will be shown at the bottom of the screen. 3. Select a view and click Done. Prophet Mobile User Guide 18

19 Each view pulls only 50 records at a time for display. To load more records scroll down to the bottom of the page. Prophet will pull 50 additional records each time it loads more records for you. Add/Remove Columns from Contact Manager View Because of the limited workspace inherent to mobile devices, Prophet Mobile only displays the first five fields within the view selected. However, you select additional fields to the Grid View display using Prophet Mobile s Column Chooser. Only the fields saved in that view will be available to choose from. Keep in mind the more fields you add, the less space each field will have on the display. To add or remove additional columns to your Contact Manager View hold down any column header to activate the selection pop-up box. Select the Show Column Chooser. Prophet Mobile User Guide 19

20 Add or remove checkmarks to columns you wish to have in your view. Then, select Done. Add a New Contact Adding a new contact through the Prophet Mobile Application is quick and simple. These contacts will be available through the Prophet database immediately. To add a new contact to Prophet, touch the large + (plus sign) on the top bar. Prophet Mobile User Guide 20

21 The Add Contact form makes all contact fields available for use in one location including all general fields, user defined fields, and notes. Once fields have been filled out select Add Contact at the bottom of the page. Delete Contacts Deleting a contact from the Prophet Mobile Application will remove the contact from the Prophet database. Prophet Mobile User Guide 21

22 To delete a contact, select the contact from the Contact Manager. Once contact is loaded the delete contact link will be located in the top right corner of the contact. A confirmation box will appear after selecting the Delete Contact link. Click Yes to confirm you wish to delete the contact from Prophet. Adding/Removing Users to a Contact Adding and removing users from contacts can be done in two ways, both in-line and from inside the contact. Prophet Mobile User Guide 22

23 To add or remove a user from the Contact Manager view swipe the contact to the right. Fields will shift to the right exposing the Assign User link showcased in dark blue. Select the Assign User link to open the Assign Users Page. You may also add or remove a user from inside the contact itself by selecting the Assign/Remove link in the top right corner of the Assign User section of the contact. Within the Assign Users Page you can select any user to add or remove from the contact by highlighting the user and selecting the appropriate arrow to add or remove from the assigned user list on the right side of the screen. Once done select Save. Prophet Mobile User Guide 23

24 About Contact Manager Data Sections There are five sections within the contact details page to manage your contacts; details, notes, address, assigned users, and user defined. Details The Details section of the contact is the same as the General Tab of information from Prophet within Outlook or the standard Outlook contact. For a new contact select each field individually and enter information. Once filled out select Save at the bottom of the Details section of the contact screen. Prophet Mobile User Guide 24

25 For existing contacts fill out these fields by selecting edit in the top right corner of the Details section, then select each field individually and enter information. Once filled out select Save at the top middle of the Details section of the contact. Notes Adding notes to a contact can be done in two ways, both in-line and from inside the contact. To add a note from within view of the Contact Manager swipe the contact to the left. Fields will shift to the left exposing the Add Notes link showcased in dark blue. Select the Add Notes link to open the Add Notes Page. Prophet Mobile User Guide 25

26 You may also add a note from inside the contact itself by selecting the Add link in the top right corner of the Notes section of the contact. User Defined There are 20 fields in this section that can be configured for your specific needs (e.g. Investor Threshold and Area of Interest as shown below). This includes renaming, hiding, setting as a drop-down field with custom items, and as a user definable Prophet Mobile User Guide 26

27 calendar/date field. The label names and types can be changed by a Prophet Administrator on the Prophet Administration website. For a new contact select each field individually and enter information. Once filled out select Save at the bottom of the Details section of the contact screen. For existing contacts fill out these fields by selecting edit in the top right corner of the Details section, then select each field individually and enter information. Once filled out select Save at the top middle of the Details section of the contact. Prophet Mobile User Guide 27

28 Sort & Group Contact Manager In-Line Sorting and Grouping enables you to easily select the items or criteria you want displayed. Every column header can be used to sort or group your contact information. Prophet Mobile provides you with two levels of sorting: Local sorting of data currently visible in the view. Server-side sorting of all data associated with the view. For performance reason, Prophet Mobile only loads the first 50 records into your mobile device for viewing. If you scroll down beyond these records, Prophet Mobile will continually load an additional 50 records until all the records associated with the view are loads. Local sorting ONLY sorts the records currently visible in the view, regardless if those records are inclusive of all the records associated with the view or not. Local sorting is very quick. To local sort based on any column, touch the column header to have it display A-Z order or touch twice to sort Z-A order. Server-side sorting re-queries all the records associated with the view based on your sorting criteria and returns the first 50 records of the view properly sorted. To invoke server-side sorting, simply touch and hold one of the data records in the column you wish to sort until the pop-up menu appears. You can then choose to sort all the view data based in the column selected in ascending (ASC) or descending (DESC) order. Prophet Mobile User Guide 28

29 The grouping of contacts can be done on any listed field by holding down the column header until the grouping dialog box appears. Then select Group by <field name>. To remove groupings hold down the column head until the grouping dialog box appears and select Remove Grouping. Search Contact Manager Prophet Mobile User Guide 29

30 Prophet makes it easy to quickly search through your Contact Manager. You can search the entire Prophet database by using the search box in the top middle of the Contact Manager view (see box marked in red in image below). Prophet Mobile User Guide 30

31 7 Company Manager The Prophet Company Manager is the central application for managing companies in Prophet. Like the Contact Manager, it also serves as a central point of access for Prophet information at the Company level. Companies in Prophet Mobile The Company Manager allows you to view all companies, including all contacts associated with that company. As with the Contact Manager, Company Manager maintains all Company data within the Prophet server. This allows users to access companies from multiple sources including Prophet within Outlook, Prophet On Demand, and the Prophet Mobile Application. Any changes, updates, additions, or deletions of companies will be reflected in all sources for Prophet Companies. Access Views in Company Manager New views cannot be created nor existing views modified and saved in the Prophet Mobile Application. Views can only be created and modified through Prophet within Outlook. However, any Company views created in Prophet within Outlook are available for use within the Prophet Mobile Application. To select a view: 1. Touch the view name next to the building icon. 2. A list of available views will be shown at the bottom of the screen. 3. Select a view and click Done. Prophet Mobile User Guide 31

32 Each view pulls only 50 records at a time for display. To load more records scroll down to the bottom of the page. Prophet will pull 50 additional records each time it loads more records for you. Add/Remove Columns from Company Manager View Because of the limited workspace inherent to mobile devices, Prophet Mobile only displays the first five fields within the view selected. However, you select additional fields to the Grid View display using Prophet Mobile s Column Chooser. Only the fields saved in that view will be available to choose from. Keep in mind the more fields you add, the less space each field will have on the display. Select the Show Column Chooser. Prophet Mobile User Guide 32

33 Add or remove checkmarks to columns you wish to have in your view. Then, select Done. Add a New Company Adding a new company through the Prophet Mobile Application is quick and simple. These companies will be available through the Prophet database immediately. To add a new company to Prophet, touch the large + (plus sign) on the top bar. Prophet Mobile User Guide 33

34 The Add Company form makes all company fields available for use in one location including all general fields, user defined fields, notes, and contacts associated with a company. Once fields have been filled out select Add Company at the bottom of the page. Associate a Contact with a Company There are two ways contacts are tied to a company record from the Prophet Mobile Application. Prophet Mobile User Guide 34

35 1. Contacts linked to a company using the company name field in the contact item. a. Open New Contact Item, either in Contact Manager or in the Outlook Contact Folder Prophet CRM is working with. b. Fill out the Contact, including the Company Name (when filling in the company name, Prophet Mobile returns already existing matches, if any, and it not, it creates a new company record behind the scenes for you). c. Save the Contact. d. The Contact will be linked to the Company Record that matches the spelling in the Company field in the Contact. 2. Assign a new contact from the Company Record. a. Open Company Record. b. Select Assign/Remove in the Assigned Contacts Section. c. Fill out and save the Contact Item. The Company Name will be input into the new Contact form for you. Prophet Mobile User Guide 35

36 d. Back in the Company Record, click the Refresh button. e. The company will display in the Company Manager and the contact will be added to the Contact Manager. NOTE You cannot create new contacts from within the Company. You must first create the contact in Prophet and then assign it to a Company. When adding new contacts, be consistent with your company spelling to keep all contacts from one company under one Company Record different spellings will create new Company records. Delete Companies Deleting a company from the Prophet Mobile Application will remove the company from the Prophet database, but will not remove contacts associated with that company. To delete a company, select the company from the Company Manager. Once companies are loaded the delete company link will be located in the top right corner of the company. Prophet Mobile User Guide 36

37 A confirmation box will appear after selecting the Delete Company link. Click Yes to confirm you wish to delete the company from Prophet. Adding/Removing Users to a Company Adding and removing users from companies can be done in two ways, both in-line and from inside the company. To add or remove a user from the Company Manager view, swipe the company to the right. Fields will shift to the right exposing the Assign User link showcased in dark blue. Select the Assign User link to open the Assign Users Page. Prophet Mobile User Guide 37

38 You may also add or remove a user from inside the company itself by selecting the Assign/Remove link in the top right corner of the Assign User section of the company. Within the Assign Users Page you can select any user to add or remove from the company by highlighting the user and selecting the appropriate arrow to add or remove from the assigned user list on the right side of the screen. Once done, select Save. Prophet Mobile User Guide 38

39 About Company Manager Data Sections There are six sections within the company details page to manage your companies; details, notes, address, assigned users, assigned contact, and user defined. Details The Details section of the company is the same as the General Tab of information from Prophet within Outlook; Company name, phone number, fax number, website, , and account number. For a new company select each field individually and enter information. Once filled out select Save at the bottom of the Details section of the company screen. Prophet Mobile User Guide 39

40 For existing companies fill out these fields by selecting edit in the top right corner of the Details section, then select each field individually and enter information. Once filled out select Save at the top middle of the Details section of the contact. Notes Adding notes to a company can be done in two ways, both in-line and from inside the company. Prophet Mobile User Guide 40

41 To add a note from within view of the Company Manager swipe the company to the left. Fields will shift to the left exposing the Add Notes link showcased in dark blue. Select the Add Notes link to open the Add Notes Page. You may also add a note from inside the company itself by selecting the Add link in the top right corner of the Notes section of the company. Prophet Mobile User Guide 41

42 Addresses Just like in Prophet Outlook, you can add Primary Address and Shipping Address details. By default, the Primary Address fields are visible in the Company details page. You can enable edit mode by tapping the Edit button. Input your changes, then tap Save. You can also edit Shipping Address fields. In order to switch to Shipping Address fields, tap the highlighted field (Primary Address) and from the dropdown menu that pops up, select Shipping Address. Now you can edit details for Shipping Address too. You can switch back to Primary by tapping the highlighted field again and just select Primary Address. Prophet Mobile User Guide 42

43 User Defined There are 80 fields in this section that can be configured for your specific needs (e.g. Investor Threshold and Area of Interest as shown below). This includes renaming, hiding, setting as a drop-down field with custom items, and as a user definable calendar/date field. The label names and types can be changed by a Prophet Administrator on the Prophet Administration website. For a new company select each field individually and enter information. Once filled out select Save at the bottom of the Details section of the company screen. Prophet Mobile User Guide 43

44 For existing companies fill out these fields by selecting edit in the top right corner of the User Defined section, then select each field individually and enter information. Once filled out select Save at the top middle of the User Defined section of the company. Prophet Mobile User Guide 44

45 Sort & Group Company Manager In-Line Sorting and Grouping enables you to easily select the items or criteria you want displayed. Every column header can be used to sort or group your company information. Prophet Mobile provides you with two levels of sorting: Local sorting of data currently visible in the view. Server-side sorting of all data associated with the view. For performance reason, Prophet Mobile only loads the first 50 records into your mobile devise for viewing. If you scroll down beyond these records, Prophet Mobile will continually load an additional 50 records until all the records associated with the view are loads. Local sorting ONLY sorts the records currently visible in the view, regardless if those records are inclusive of all the records associated with the view or not. Local sorting is very quick. To local sort based on any column, touch the column header to have it display A-Z order or touch twice to sort Z-A order. Server-side sorting re-queries all the records associated with the view based on your sorting criteria and returns the first 50 records of the view properly sorted. To invoke server-side sorting, simply touch and hold one of the data records in the column you wish to sort until the pop-up menu appears. You can then choose to sort all the view data based in the column selected in ascending (ASC) or descending (DESC) order. Prophet Mobile User Guide 45

46 The grouping of companies can be done on any listed field by holding down the column header until the grouping dialog box appears. Then select Group by <field name>. To remove groupings hold down the column head until the grouping dialog box appears and select Remove Grouping. Search Company Manager Prophet makes it easy to quickly search through your Company Manager. You can search the entire Prophet database by using the search box in the top middle of the Company Manager view (see box marked in red in image below). Prophet Mobile User Guide 46

47 8 Opportunity Manager A Prophet opportunity is a progressive relationship between a buyer and a seller and is typically used to track specific data pertaining to a customer related sales opportunity or project. The Opportunity Manager accesses those opportunities you have created and is typically the basis for sales pipeline management within Prophet CRM. Opportunities in Prophet Mobile The Opportunity Manager allows you to view all your opportunities, including the contacts and the company associated with that opportunity. As with the other Prophet managers, Opportunity Manager maintains all opportunity data within the Prophet server. This allows users to access opportunities from multiple sources including Prophet within Outlook, Prophet OnDemand, and the Prophet Mobile Application. Any changes, updates, additions, or deletions of opportunities will be reflected in all sources for Prophet opportunities. Access Views in Opportunity Manager New views cannot be created nor existing views modified and saved in the Prophet Mobile Application. Views can only be created or modified through Prophet within Outlook. However, Prophet Mobile allows you to access any pre-built and saved opportunity views provided that view uses data from your assigned department. In the event you have cross-department access and views built to query data from those other departments, those views will NOT be accessible from Prophet mobile. You would need to change departments with the Prophet Admin Tool to see those views pertaining to that department. To select a view: 1. Touch the view name next to the lightbulb icon. 2. A list of available views will be shown at the bottom of the screen. 3. Select a view and click Done. Prophet Mobile User Guide 47

48 Each view pulls only 50 records at a time for display. To load more records scroll down to the bottom of the page. Prophet will pull 50 additional records each time it loads more records for you. Add/Remove Columns from Opportunity Manager View Because of the limited workspace inherent to mobile devices, Prophet Mobile only displays the first five fields within the view selected. However, you select additional fields to the Grid View display using Prophet Mobile s Column Chooser. Only the fields saved in that view will be available to choose from. Keep in mind the more fields you add, the less space each field will have on the display. To add or remove additional columns to your Opportunity Manager View, tap and hold down any column header to activate the selection pop-up box. Select the Show Column Chooser. Prophet Mobile User Guide 48

49 Add or remove checkmarks to columns you wish to have in your view. Then, select Done. Add a New Opportunity Adding a new Opportunity through the Prophet Mobile Application is quick and simple. These opportunities will be available through the Prophet database immediately. To add a new opportunity to Prophet, touch the large + (plus sign) on the top bar. Prophet Mobile User Guide 49

50 The Add Opportunity form makes all opportunity fields available for use in one location including all details fields, products and services, user defined fields, notes, and contacts and company associated with an opportunity. 1. Use the search box at the top of the screen to select a company for the new opportunity. a. Highlight the company name on the left side of the screen. b. Select the Add Related Contacts in the center of the screen. c. Click Next at the bottom of the screen. 2. Use the remove button in the middle of the screen to remove unneeded contacts for the opportunity. a. Highlight the unneeded contacts on the right side of the screen. b. Select Remove in the middle of the screen. c. Click Next at the bottom of the screen. Prophet Mobile User Guide 50

51 3. Fill in all user defined fields a. Fill in Details fields. b. Click Next at the bottom of the screen. Once fields have been filled out select Add Opportunity at the bottom of the page. Note Product and Services information must be added to the opportunity after it is created. Delete Opportunity Deleting an opportunity from the Prophet Mobile Application will remove the opportunity from the Prophet database, but will not remove contacts or companies associated with that opportunity. Prophet Mobile User Guide 51

52 To delete an opportunities, select the opportunity from the Opportunity Manager. Once opportunities are loaded the delete opportunity link will be located in the top right corner of the opportunity. A confirmation box will appear after selecting the Delete Opportunity link. Click Yes to confirm you wish to delete the opportunity from Prophet. Adding/Removing Users to an Opportunity Adding and removing users from opportunities can be done in two ways, both in-line and from inside the opportunity. Prophet Mobile User Guide 52

53 To add or remove a user from the Opportunity Manager view swipe the opportunity to the right. Fields will shift to the right exposing the Assign User link showcased in dark blue. Select the Assign User link to open the Assign Users Page. You may also add or remove a user from inside the opportunity itself by selecting the Assign/Remove link in the top right corner of the Assign User section of the opportunity. Within the Assign Users Page you can select any user to add or remove from the opportunity by highlighting the user and selecting the appropriate arrow to add or remove from the assigned user list on the right side of the screen. Once done select Save. Prophet Mobile User Guide 53

54 Assigning Contacts to an Opportunity Assigning contacts from the opportunity can only be done from within the opportunity. To assign or remove a contact from inside the opportunity itself select the Assign/Remove link in the top right corner of the Assign Contact section of the opportunity. Within the Assign Contact Page you can select any contact to assign or remove from the opportunity by highlighting the contact and selecting the appropriate arrow to add or remove from the assigned contact list on the right side of the screen. Once done select Save. NOTE You cannot create new contacts from within the Opportunity. You must first create the contact in Prophet and then assign it to a Prophet Mobile User Guide 54

55 Opportunity. When adding new contacts, be consistent with your company spelling to keep all contacts from one company under one Company Record different spellings will create new Company records. About Opportunity Manager Data Sections There are six sections within the opportunity details page to manage your opportunities; details, notes, products, assigned users, assigned contact, and user defined. Details The Details section of the opportunity is the same as the General Tab of information from Prophet within Outlook. For a new opportunity select each field individually and enter information. Once filled out select Save at the bottom of the Details section of the opportunity screen. For existing opportunities fill out these fields by selecting edit in the top right corner of the Details section, then select each field individually and enter information. Once filled out select Save at the top middle of the Details section of the contact. Prophet Mobile User Guide 55

56 Notes Adding notes to an opportunity can be done in two ways, both in-line and from inside the opportunity. To add a note from within view of the Opportunity Manager swipe the opportunity to the left. Fields will shift to the left exposing the Add Notes link showcased in dark blue. Select the Add Notes link to open the Add Notes Page. Prophet Mobile User Guide 56

57 You may also add a note from inside the opportunity itself by selecting the Add link in the top right corner of the Notes section of the opportunity. Products/Services Products must already be created through the Prophet Administrator website and can only be added to Opportunities once they are created and saved. To add products to an opportunity select edit in the top right corner of the Product section, then select each field individually and enter information. Once filled out select Save at the top middle of the Product section of the opportunity. Prophet Mobile User Guide 57

58 User Defined There are 103 fields in this section that can be configured for your specific needs (e.g. Investor Threshold and Area of Interest as shown below). This includes renaming, hiding, setting as a drop-down field with custom items, and as a user definable calendar/datefield. The label names and types can be changed by a Prophet Administrator on the Prophet Administration website. Prophet Mobile User Guide 58

59 For a new opportunity select each field individually and enter information. Once filled out select Save at the bottom of the User Defined section of the opportunity screen. For existing opportunities fill out these fields by selecting edit in the top right corner of the User Defined section, then select each field individually and enter information. Once filled out select Save at the top middle of the User Defined section of the opportunity. Prophet Mobile User Guide 59

60 Sort & Group Opportunity Manager In-Line Sorting and Grouping enables you to easily select the items or criteria you want displayed. Every column header can be used to sort or group your opportunity information. Prophet Mobile provides you with two levels of sorting: Local sorting of data currently visible in the view. Server-side sorting of all data associated with the view. For performance reason, Prophet Mobile only loads the first 50 records into your mobile devise for viewing. If you scroll down beyond these records, Prophet Mobile will continually load an additional 50 records until all the records associated with the view are loads. Local sorting ONLY sorts the records currently visible in the view, regardless if those records are inclusive of all the records associated with the view or not. Local sorting is very quick. To local sort based on any column, touch the column header to have it display A-Z order or touch twice to sort Z-A order. Server-side sorting re-queries all the records associated with the view based on your sorting criteria and returns the first 50 records of the view properly sorted. To invoke Prophet Mobile User Guide 60

61 server-side sorting, simply touch and hold one of the data records in the column you wish to sort until the pop-up menu appears. You can then choose to sort all the view data based in the column selected in ascending (ASC) or descending (DESC) order. The grouping of opportunities can be done on any listed field by holding down the column header until the grouping dialog box appears. Then select Group by <field name>. To remove groupings hold down the column head until the grouping dialog box appears and select Remove Grouping. Prophet Mobile User Guide 61

62 Search Opportunity Manager Prophet makes it easy to quickly search through your Opportunity Manager. You can search the entire Prophet database by using the search box in the top middle of the Opportunity Manager view (see box marked in red in image below). Prophet Mobile User Guide 62

63 9 Cross entity Navigations Prophet Mobile ensures easy cross entity navigation. You have the following navigation possibilities: From a contact to the associated company just tap the Company name - it will become highlighted, then the Company details page will open. You can perform any changes to the company and return to the contact. From a company to the assigned contacts tap the contact name from the Assigned Contacts section, and the contact details page will open: Prophet Mobile User Guide 63

64 From an Opportunity to the assigned company tap the company name Prophet Mobile User Guide 64

65 From an Opportunity to the assigned contacts tap a contact to open the contact details page Prophet Mobile User Guide 65

66 10 Prophet Instant Support Prophet Instant enables you to select contacts, companies, opportunities, and/or users to follow. Select items and/or users to follow and receive s in your inbox displaying information on what changes or activity has been made. Prophet Mobile has the Prophet Instant functionality embedded, so all actions performed on Mobile can be easily tracked. The logic is identical to Prophet Outlook you will receive a notification when a followed item is edited, removed on Mobile. You can either follow a user (this way you can track all actions performed on opportunities add, edit, delete, changes made to users, assigned contacts, assigned company), or you can follow specific items (contacts, companies, opportunities). Unfortunately, the ability to select items and/or users is not available in Prophet Mobile, but can be setup from within the Prophet in Outlook. Any items and/or users selected for Prophet Instant in Prophet in Outlook will continue to be followed within Prophet Mobile. This feature assures cross-platform tracking, in an easy, elegant manner. Prophet Mobile User Guide 66

67 11 Work Offline There are times while working with Prophet s Mobile Application that you may not have access to the internet, but you still need access to your contacts, companies, and opportunity information. In those cases, Prophet Mobile has the added advantage of having a Work Offline mode which allows you to save contact, company, and opportunity information to your ipad for use even when you are not able to connect to the database. This information is then synced with the Prophet database once you return to Online mode. Unlike Prophet in Outlook, Prophet Mobile Offline mode only captures records loaded in your current view. The maximum number of root records that can be loaded in Offline mode is 1,000. This means 1,000 opportunities can be taken offline and the associated contacts, primary company, notes, and products/services will all be taken offline as well. Best practice is therefore to go Offline from within the Opportunity Manager or Company Manager so all opportunity data, including the contacts and companies associated with the opportunities, will be available while in Offline mode. How Related Records are Taken Offline 1,000 opportunities In addition to the Opportunity information you also have access to the Assigned Contacts to the opportunities, the Main Company associated with the opportunities. If you go to the Associated Company section, you ll also see the associated contacts to those Main Companies, but only as a read-only list these will not appear in the Associated Contacts Manager. 1,000 Companies In addition to the Company information you also have access to the contacts associated to those companies and the opportunities associated to the companies (you ll also see the assigned contacts associated to the opportunities as read-only list). 1,000 Contacts In addition to the Contact information you also have access to the Companies associated with those contacts. Go Offline To work Offline, click on the icon (a plug with wireless radio waves and a circle with a line through it) in the top right corner of your screen. Prophet Mobile User Guide 67

68 You will see a new screen stating Starting Online-Offline Transition for Opportunities on ViewSetting view name. The amount of records being taken Offline will be listed below. Finally, the information sent to Work Offline will be listed including any associated records. Prophet Mobile User Guide 68

69 Go Online To Work On Line again, click on the icon (a plug with wireless radio waves and no circle with a line through it). Once an Online connection is re-established, Prophet Mobile will upload any changes to the Prophet database. Any changes made while Offline will supersede the current data on the server. Prophet Mobile User Guide 69

70 PLEASE NOTE: In the event of a data conflict (another user updated the same fields in the same records as another user in Offline mode), Prophet Mobile will overwrite the changes. The exception is new note/activity entries which are always appended. Limitations of Working Offline There are some limitations with working offline because you are not connected to the Prophet database. These are listed below. Search on server disabled no local search available either so far Both sort types disabled Assigned Users / Assign Contacts controls disabled Main Company control disabled (this will be enabled in the following release) Switch between views disabled (you cannot switch to a different view in Offline mode) Prophet Mobile User Guide 70

71 12 Customer Care & Contact Options Thank you for buying Prophet. In addition to the User Guide, Prophet provides online assistance including: Help files and Resources Extensive Series of Flash Based Tutorials FAQs Widespread Knowledgebase Support Request Customer Service Avidian Customer Service representatives can help you with non-technical issues, including answering pre-sales questions, checking the status of your order, registering your software, updating your contact information, or ordering a disk. info@avidian.com Phone: Hours: Mon-Fri,8:00am to 5:00pm Pacific Time Support Assistance If you have technical questions or issues with Prophet or other Avidian products, please contact us at the following: support@avidian.com Phone: Submit a Ticket: Hours: Mon-Fri, 8:00am to 5:00pm Pacific Time Prophet Mobile User Guide 71

72 Training Services We are committed to helping you get the most out of your Prophet investment quickly and effectively. We meticulously designed best practices packages from the thousands of successful implementations that we ve done. You can have full confidence that we ll hold your hand throughout the process so that you don t have to figure out Prophet and CRM on your own. For a proven way to reduce risk and costs, get fast results and get the most from your Prophet CRM by choosing an implementation package that works for you. Attend one of our training sessions and start using all the benefits of Prophet from day one. Prophet Start Right Training is designed for single users or companies with less than 5 users. Prophet Corporate Training is designed for companies with 5 users or more. For more information on our services, please contact your dedicated Account Manager or visit our website: training@avidian.com Phone: Prophet Mobile User Guide 72

73 13 Administrator Setup Website: Setting Up Your Prophet Account Online 1. After purchase of the software, you will automatically be sent an that contains a link to log into our secure website to set your password and access Prophet for the first time. 2. It is important to review all information regarding your account. If you are an On Demand customer, pay special attention to your billing cycle and subscription renewal date. You may also purchase more licenses online. Click on View/Edit Profile Info. 3. If you wish to edit your information click on edit my profile button. Prophet Mobile User Guide 73

74 Website: Login / Forgot Password If you forgot your password, open the web page and click on the Forgot your password? link. You will be prompted to enter your address. Once you click Submit, an with a temporary password will be sent to your address with a link to the login page. Website: Billing For On Demand customers, the billing system for Prophet is based on your billing frequency (monthly, quarterly, semi-annual, or annual); starting from the date your account was purchased. The amount charged is based on the number of users you are currently subscribing to. It will automatically be deducted from credit card you have on file. If for some reason the charge to the card fails, your status online will be set to inactive and you will be unable to access any of the functional areas of the Prophet Administrative Website online and will not have access from the Prophet Client application. However, you will still be able to login into the admin page and modify your billing information with a new credit card or update the current credit card. Click the View Billing/Payment Info link to view this information. Website: User Setup Before installing Prophet Client software on additional machines, you must first configure your Users on the Prophet Administrative Website. In order to do so, click on the User Management left hand navigation link. Prophet Mobile User Guide 74