Avidian Technologies

Transcription

1 User Guide Avidian Technologies nd Ave NE Redmond, WA Phone AVIDIAN ( ) - Toll Free

2 PART I - INTRODUCTION...7 WHAT IS PROPHET?... 7 WHAT DOES BUILT INTO OUTLOOK MEAN AND WHY IS IT GOOD?... 7 TOP EIGHT REASONS PROPHET WILL HELP YOUR BUSINESS... 7 PART II - SETUP...9 SYSTEM REQUIREMENTS FOR PROPHET... 9 WEBSITE: SETTING UP YOUR PROPHET ACCOUNT ONLINE Logging in for the first time Website: Login / Forgot Password Website: Billing Website: User Setup Website: Configure New User Website: Buying more users Administrator / User Access Permissions chart Website: Deleting Users Installing the Prophet Client Application Prophet Client Installation Pre-Check Download and Installation Instructions Uninstalling the Client PART III MANAGING SHARED FOLDERS PART IV CONTACT MANAGER VIEWING YOUR CONTACTS IN PROPHET Create a New View Manage all Views Print View Export View to Excel CONTACT RECORDS SETTING THE WORKING CONTACT FOLDER ADD A NEW CONTACT DELETE CONTACTS CATEGORIZE CONTACTS KEEP PERSONAL CONTACT OUT OF PROPHET CONTACT MANAGER DATA TABS General Tab Notes Tab Page 2 of 357

3 Opportunities Tab Activities Tab Contact Files Tab Sales Automation Tab User Tab FILTERING CONTACT MANAGER In-Line Filtering Grouping Advanced Filtering SEARCH CONTACT MANAGER SEND FROM CONTACT MANAGER CREATE APPOINTMENT FROM CONTACT MANAGER CREATE TASK FROM CONTACT MANAGER CLEARING CONTACT/COMPANY DATA FROM CONTACT MANAGER PART V COMPANY MANAGER VIEWING YOUR COMPANIES IN PROPHET Create a New View Manage all Views Print View Export View to Excel COMPANY RECORDS ADD A NEW COMPANY ASSOCIATING A COMPANY WITH CONTACTS ADDING/REMOVING USERS TO A COMPANY DELETE COMPANIES COMPANY ACCOUNTS PARENT-CHILD COMPANY RELATIONSHIP CATEGORIZE COMPANIES COMPANY MANAGER DATA TABS General Tab Notes Tab Opportunity Tab Activities Tab Company Files Tab Sales Automation Tab Page 3 of 357

4 User Tabs 1, 2, and FILTERING COMPANY MANAGER In-Line Filtering Grouping Advanced Filtering SEARCH COMPANY MANAGER SEND FROM COMPANY MANAGER CREATE APPOINTMENT FROM COMPANY MANAGER CREATE TASK FROM COMPANY MANAGER CLEARING CONTACT/COMPANY DATA FROM CONTACT MANAGER PART VI OPPORTUNITY MANAGER VIEWING YOUR OPPORTUNITIES IN PROPHET Create a New View Manage all Views Print View Export View to Excel FILTERING OPPORTUNITY MANAGER In-Line Filtering Grouping Advanced Filtering OPPORTUNITY RECORDS CREATE AN OPPORTUNITY DELETE AN OPPORTUNITY OPPORTUNITY RECORD DATA TABS General Tab Products/Services Tab Contacts Tab Users Tab Company Information Tab User Tab 1, 2, and Notes Tab Tracking History Tab s Tab Calendar Tab Tasks Tab Page 4 of 357

5 Files Tab Workflow Tab Related Records Tab LINKING S TO OPPORTUNITIES LINKING APPOINTMENTS TO OPPORTUNITIES LINKING TASKS TO OPPORTUNITIES ACCESSING OPPORTUNITIES FROM OUTLOOK ACCESSING OPPORTUNITIES FROM PROPHET TODAY SEARCH OPPORTUNITY MANAGER SEND AN FROM OPPORTUNITY MANAGER CREATE APPOINTMENT FROM OPPORTUNITY MANAGER CREATE TASK FROM OPPORTUNITY MANAGER ING OPPORTUNITY DATA PART VII SALES ASSISTANT AND WORKFLOW SALES ASSISTANT WORKFLOW MAKE ACTIONS SHARED PART VIII SENDING GROUP S SEND A TEXT BASED SEND AN HTML PART IX MAIL MERGE PART X QUOTE/EXCEL FORM Excel Form Data Mappings Creating your own Excel Form PART XI IMPORTING DATA INTO PROPHET PART XII REPORT MANAGER HOW TO RUN A REPORT FILTER AND SORT YOUR REPORT CREATING CUSTOM REPORTS EDITING PROPHET REPORTS DESIGNER SETTING LANDSCAPE VIEW FOR REPORTS AVAILABLE FIELDS BY REPORT CATEGORY SHARING PROPHET REPORTS PART XIII PROPHET INSTANT Page 5 of 357

6 PART XIV PROPHET TODAY Dashboard Sales by Est. Close Date and Probability Sales Quota by Account Rep PART XVI PROPHET MOBILE WEB CONTACT RECORDS COMPANY RECORDS OPPORTUNITY RECORDS PART XVI WORKING OFFLINE PART XVII PROPHET SEARCH PART XVIII PROPHET ADMINISTRATOR SETTING UP DEPARTMENTS CONFIGURING OPPORTUNITY TEMPLATES CONFIGURE PRODUCT GROUPS CONFIGURE CONTACTS CONFIGURE COMPANIES MANAGE USERS QUOTA BACKING UP YOUR PROPHET DATA PART XXIV CUSTOMER CARE AND CONTACT OPTIONS CUSTOMER SERVICE SUPPORT ASSISTANCE TRAINING SERVICES Page 6 of 357

7 PART I - INTRODUCTION 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. What Does Built into Outlook Mean and why is it Good? Other contact management and CRM applications are separate applications from Outlook. This requires a user to abandon Outlook all-together and flip back and forth between the two applications. This also forces the user to constantly synch and integrate the two applications. The ability to simply communicate within their company and manage their contacts, clients and prospects is lost. Avidian Technologies is an expert in Outlook and Exchange development. We have taken this expertise to create a customer relationship management system that is much more powerful than Outlook by itself, but leverages the core features of Outlook to make managing the sales process much easier than working from a separate application. We do this by working at the object level within Outlook instead of just superficially swapping data between two applications. Built into Outlook is good because you can now manage your contacts and sales opportunities from within the same application you manage your internal company communications, contacts and client s. Outlook will now serve as the central platform for managing your sales process and reporting, as well as your day-to-day tasks. Prophet includes a website to configure and administer your data and it includes a smart client application that is installed on the local computer to access the online service to retrieve your data. Top Eight Reasons Prophet will help Your Business 1. You will generate more business and keep customers happier. The less time you spend doing chores like finding the right attachment or , building reports for your boss, or learning software the more time you have to generate results and revenue! 2. You will be more organized. By keeping all of your s, scheduling and tasks in the same application Outlook it is easy to find the information you need to make that call, generate that reports or close more deals. 3. You will have a better process for managing contacts and sales opportunities. By using an established process for tracking opportunities, including why sales were won or lost, you will be more effective in moving business prospects through the pipeline to the conclusion. 4. You can create personalized Group s with a few clicks. Send a promotion or new product announcement to a group of prospects and/or clients with personalized salutations for each contact with just a few clicks. Page 7 of 357

8 5. Automate reporting for your boss. Instead of re-building that Excel Spreadsheet every week, you can quickly generate and print out one of our pre-developed reports or customize your own to suit your needs anytime you like. Saves time and they look great! 6. Centralize your data. With Prophet, you can store and retrieve all your data on a central server or from our cloud servers for team collaboration. 7. You will always be in the loop. With Prophet Instant, you can follow a rep, contact, company or opportunity and if anything changes on it, you will be notified instantly of the changes. Never again worry about being left out of the loop on important changes to a big deal you re working on. 8. Everyone in the company will be more informed. If you have Prophet Ultimate, you can use Prophet throughout every department in your company. Each department can create and customize their own departmental records, i.e. sales = opportunities, support team = tickets, or project management = projects. Page 8 of 357

9 PART II - SETUP System Requirements for Prophet Client (Enterprise, Premium and Ultimate products) Windows 7, XP, or VISTA (English language) Outlook 2007, 2010 (32 bit or 64 bit version) Pentium 2 GHz or Higher 2 Gig RAM or Higher 2 Gigs of available Hard Drive Space Internet connection OnPremise Server (Enterprise and Ultimate products) Hardware OS: Windows Server 2003/2008 x86/x64 RAM: 4 Gig RAM or Higher CPU: Desired quad core CPU, but depends on existing server load, etc. DISK: Desired SCSI or SSD (backed by traditional drive) Installed Software SQL 2005/2008/2012 (Express +).net 2.0, 3.5 and 4.0 WSE 3.0 ASP.net Ajax framework SQL Management Tools Internet Information Server (IIS) Prophet and Macs Prophet works in Macs using emulation software like Parallel s, VMWare, Microsoft Virtual Machines, etc. This requires that the MAC has both Windows and Windows Outlook running in the emulation mode. Minimum screen resolution is recommended to 1024 x 768 using the default Normal DPI setting. Page 9 of 357

10 Website: Setting Up your Prophet Account Online Logging in for the first time 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 OnDemand 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. Page 10 of 357

11 3. If you wish to edit your information click on edit my profile button. Website: Login / Forgot Password If you forgot your password, open the web page 1 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 2. Website: Billing For OnDemand 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. 1 Prophet OnDemand customers will log into for OnPremise customers, you will log into a local, hosted website. 2 For OnPremise customers, there will be no link to the login page. Page 11 of 357

12 View Billing/Payment Info Screen Website: User Setup Before installing Prophet Client software on additional machines, you must first configure your Users on the Prophet Administrative Website 3. In order to do so, click on the User Management left hand navigation link. Here you will find the total number of available licenses, as well as the total number of current users already set up in the system (see screenshot on next page). 3 Prophet OnDemand customers will log into for OnPremise customers, you will log into your own hosted server. Page 12 of 357

13 User Management Page You will also have the option of purchasing more users if you wish. The total number of licenses available is dependent upon your initial purchase. If you have reached that limit you can click the Buy More Users button (in the upper right-hand corner) to purchase more licenses. Website: Configure New User To configure a new user: 1. Log into the Prophet Administrative Website Under the Manage Users area, click on the User Management link. 3. Select the Configure New User button in that page. 4. You will be required to fill out the following fields First name Last name User role o Administrator o User Status: o o Active If they are set to active, the user will receive an at the address entered above with their username and temporary password. Inactive - no will be sent to the users address. 4 Prophet OnDemand customers will log into for OnPremise customers, you will log into your own hosted server. Page 13 of 357

14 Configure a New User 5. Click on the Hierarchy View Access section on the left hand pane. On this page you can specify what Prophet Data the user can see. 6. Click on the Cross Dept. Access section on the left hand pane. On this page you specify any data from other departments 5 this user can access. 7. Click on the Company Settings section on the left hand pane. On this page you specify this user s access to company notes and file attachments. 8. Click on the Contact Settings section on the left hand pane. On this page you specify this user s access to contact notes permission to associate new contact folders into Prophet. 9. Click on the General Settings section on the left hand pane. On this page you specify this user s ability to delete Prophet Data. 10. Click on the Opportunity Settings section on the left hand pane. On this page you specify this user s access to Edit/Delete opportunity notes and Remove opportunity attachments. 11. Click Save when you are done. This will create the user. An will be sent to the user that contains a temporary password and instructions for downloading and installing the Prophet client. 5 Departments available only in Prophet Ultimate Edition. Page 14 of 357

15 NOTE: For more information on User Management, see the Manage Users section of this User Guide. Website: Buying more users If you wish to purchase additional users, simply click on the Buy More Users button on the User Management page and follow the instructions on that page. Administrator / User Access Permissions chart There are several differences between an Administrator user and a regular User. These differences are reflected in the client application as noted below. Permissions / Functions Admin User Can administer Prophet via the web pages Yes Cannot access the website Has ability to View all data regardless of the data s user assignment in Contact Manager, Company Manager and Opportunity Manager. Yes No Website: Deleting Users From the Manage Users / User Management administrative web page, select Delete link on the right hand side of the targeted user s row. -This would be performed for someone that was no longer with the company, for example. 1. Company administrators are able to delete users. For OnDemand customers, removing users will not result in any changes to the monthly billing amount you will still have the same number of users, and the My Users page will show you the total users purchased, current and available user s counts. If you need to reduce your license needs, please contact info@avidian.com or call for adjustments. 2. Deleting a user and/or administrator is not allowed when that person has active opportunities associated with them. In the event that this happens, the administrator attempting to delete the user will be given an error message stating: User ( User_Name ) currently has opportunities assigned to them. Before this user can be deleted they must not be an Account Rep on any opportunities. This task would be to remove and/or reassign any opportunities assigned to that Account Rep from within the Opportunity Manager. 3. If only one company administrator exists, that company administrator is not able to be deleted. An administrator is only able to be deleted when two or more administrators exist. Installing the Prophet Client Application Note: Prior to connecting a new Client to the Prophet Service, make sure that an account has been configured using the Prophet Administration website 6 User Management page. A confirmation is sent during that configuration process that contains the new Client s temporary password. Prophet Client Installation Pre-Check To install your Prophet Client software you must: 1. Be using a supported operating system and Outlook version as described in Part II of this document. 6 Prophet OnDemand customers will log into for OnPremise customers, you will log into your own hosted server. Page 15 of 357

16 2. Verify that the C:\ drive is not compressed To check, right click the Start button, select Explore and select the C: drive; right click and select Properties. Verify that the Compress drive to save disk space is not checked. Prophet requires approximately 1 GB of disk space to install. 3. You must have Administrative user rights to your computer. 4. You must install Prophet while logged onto the machine with the Windows credentials of the intended Prophet user. Do not install Prophet while logged with the Administrator account unless that is the account you intend to always use Prophet with. 5. Microsoft Outlook must be pre-installed and configured with your account settings. 6. We recommend saving the Prophet Installation file to your local computer s desktop. The installation file should not launched from a network shared drive or a removable USB disk. Download and Installation Instructions 1. Log on to the machine with the user name of the person that will be using Prophet 2. Click on the download link in your order confirmation Download and save the installation file to the computer s desktop. 4. Close all applications, including Outlook, and disable all Anti-virus software. 5. Double-click on the Prophet installation you just downloaded to your desktop to start the Installation Wizard. 6. The System Readiness check will confirm Outlook is closed and confirm you have administrative privileges on the machine. 7. Check the three boxes to verify that you temporarily disabled your anti-virus, are running the Prophet installation file from your desktop and you are logged in as the Windows User that will use Prophet. Page 16 of 357

17 8. After completing the installation wizard, you will be prompted to restart your computer. 9. Once your computer is restarted, open Outlook. 10. The Prophet Setup window will automatically appear. 11. Click Next to continue with installation. Page 17 of 357

18 12. You will need to specify your address and Prophet temporary password Select the contact folder that you would like Prophet to retrieve contact data from. 7 You can find your temporary Prophet password in the that was sent to your address when your Prophet Administrator created your Prophet Account. Page 18 of 357

19 14. Click the Finish button to complete the setup wizard. 15. Prophet will automatically create Prophet Folders in your mailbox. You are now ready to use Prophet! Click on a Prophet folder to begin using Prophet. Page 19 of 357

20 Uninstalling the Client 1. Make sure you are logged in as the original user profile that installed it. 2. Click on the Uninstall a Program link in the programs section of Control Panel. 3. Select Avidian Prophet in the list of installed Programs and click the Uninstall button. Page 20 of 357

21 PART III MANAGING SHARED FOLDERS In order to share opportunity s, appointments, and tasks with other Prophet users, you must have shared folders (e.g. Microsoft Exchange, Sharepoint, etc.). After Prophet is installed, you will setup these folders for each department that you will be using within Prophet. When an , appointment, or task gets linked to an opportunity a copy of that item will be automatically saved in the shared folder allowing other Prophet users to have access to it. Steps to Create Shared Folders 1. In Contact Manager, go to Tools and then select Prophet Administrator (Prophet OnDemand Administrator for OnDemand customers). 2. Click on the Manage Shared Folders tab. 3. Verify if your shared folders are Microsoft Exchange, Microsoft SharePoint, or other but clicking the associated radio button. Page 21 of 357

22 Microsoft Exchange 4. In Outlook, create a Public Folder called Avidian Prophet. This will be used as your root folder in the next step. 5. Select the root folder. This is where the shared folders will be created. Note: If you just created the root folder and don t see it appear within the Public Folders section in the image below, click the refresh button. Page 22 of 357

23 6. Prophet will then ask you if you d like to create shared folders for all departments. Click Yes to proceed and the shared folders will be created for all departments listed. Note: If you are not using all departments listed there, you can click NO and then create the folders for the specific departments of your choice. See instructions below. 7. To select specific departments to create shared folder for, click No and then click Create next to the departments you wish to create the shared folders for. Page 23 of 357

24 SharePoint 8. After selecting SharePoint, you will need to link your department s s, tasks, and calendar items to one of the SharePoint folders but selecting them from the drop-down. 9. Once finished, click Apply at the bottom and the folders will be created. Page 24 of 357

25 PART IV CONTACT MANAGER The Prophet Contact Manager is the central application for managing contacts in Prophet. It also serves as the launching point for personalized group s, the sales opportunity window, tasks, appointments, reporting and customization. Prophet displays your contact data in a powerful yet easy to use table format called a view. You can create new views and edit existing views to display and sort your data any way you choose. Viewing your Contacts in Prophet Prophet has three folders in Outlook that display and interact with your Prophet data: Contact Manager, Company Manager, and Opportunity Manager. The fourth folder, Report Manager, is how you can report on data found within the first three folders. Your Contact Manager is the centralized location for contacts and syncs with Outlook Contact folders, including public contact folders for users with Exchange or Sharepoint. When creating a view, which will be described below in more detail (Create a New View), you will select an Outlook Contact folder registered with Prophet and in return those contacts will appear in your Contact Manager. The contacts you create in Prophet will be saved in that same Outlook Contact folder (see the Setting the Working Contact Folder section for more details). Keep in mind you are not actually moving contacts from Outlook into the Contact Manager. You are telling Prophet which contact folder to look into. Once Prophet knows which contact folder it needs to pull from, it will create links from the contact names in Prophet to the actual Outlook contact. The contacts in your Contact Manager are linked directly to the Outlook contacts. Therefore, when you open a contact through the Contact Manager, you are opening the Outlook contact they are one and the same. You can also filter your Contact Manager by User to view the contacts of other users whose data is visible to you. Prophet comes with several default views. You can modify these views and create new views (see Create a New View section below for more information on creating views). To view your Prophet Contacts, click on the Contact Manager folder. The current view is listed in the Prophet Toolbar (circled in red below). Page 25 of 357

26 To select a different view, click the downward pointing arrow next to View and then select one of the Saved Views. Display Types When creating your views (see below for more information on creating views) you can select how you would like your view displayed as a Simple List: Page 26 of 357

27 Or a Table Grid: The two examples above show the same view (My Team s Contacts) but one is a simple list that shows all contacts in a list form. The other is a table grid which allows for the choosing of sortable, filterable columns. Create a New View To create a new view, click the dropdown next to View and then select Create New from the Tools menu (shown below).. Page 27 of 357

28 You can also, instead, click on Manage Views (below Create New in the image above) which will bring you to this screen below where you will need to click the New button. Both options described above will bring you to the View Options dialog box (shown below). This is where you will select the criteria to display in your view. Page 28 of 357

29 The top portion is where you enter a name for your view, a description and select the display (a table grid or a simple list). Contact Selection Next you will select whether you will be filtering on a specific Outlook contact folder(s) or by other Prophet users. Page 29 of 357

30 Contact Folder(s) When you select Contact Folder(s) you will see the options of all the Outlook folders to choose to filter on (see screenshot below). All folders you see have been registered with Prophet and you will notice there is a column displaying whether that folder is local or public. To add another folder, click the Add button. Otherwise, check-mark the folder(s) you want to filter on in this view. User Assignment(s) To filter your view by user assignment(s), you can select to view contacts that have been: assigned to you (contacts that you have created or that you have been assigned to as a user), those that are visible to you (assigned to any other user whose data you have permissions to view), assigned to specific users (i.e. filter on the contact assigned to certain users), or view all contacts. Page 30 of 357

31 When filtering by specific users, you can also include records that are unassigned (see image below) as it is possible that contacts are added to Prophet but are not yet assigned to any user. Additional Filtering The Additional Filtering section allows you to select field names and either include or exclude contacts that match the criteria. For example, you can select specific contact categories and only the contacts assigned to that category will appear. Another example is selecting contacts that do not have opportunities associate with them, as is shown in the example below. Page 31 of 357

32 You can keep the filter more general, a shown above, or more specific as is shown below. You can also choose to show matches when either ALL conditions match, or ANY conditions match. Column Selection Column selection is available only for the Table Grid display type. All of the available columns to choose from are on the left-hand side listed in alphabetical order. These options also include all customizable fields. Select the fields you want to include in your view and either double-click the selection or use the arrow pointing to the right. Make sure to include any field you might want to sort by or filter by later. Add/remove columns Reorder columns Page 32 of 357

33 Sorting Choose how you will sort your view. You can also sort your contacts by clicking on any column header in any view. Manage all Views You can edit existing views by either going to the Manage Views section or by clicking the edit icon next to the current view (both are circled below in red). Page 33 of 357

34 You will then see this page (below), where you can create a new view, copy a current view, edit a current view, apply a view (this is available when one of the views is highlighted), or delete a view. Print View Prophet enables you to quickly and easily print the data from any given view by clicking on the print icon (circled in red below). Export View to Excel Prophet enables you to quickly and easily export the data from any given view to Excel by clicking on the Excel icon (circled in red below). You will then get a pop-up screen giving you the choice to export all rows or just the rows you have selected (if applicable), and will have you select a location to save your Excel file. Click the Start button. Page 34 of 357

35 Contact Records During the installation of Prophet, you were asked which Outlook Contact folder you wanted to work with in Prophet. That folder is called your Working Contact Folder. All contacts created in Prophet will be saved in this Outlook contact folder. Setting the Working Contact Folder If you wish to use a different folder, such as a Public contact folder, you can specify a new folder by: 1. Click on the Contact Manger folder. 2. Click on the Tools button. 3. On the General tab, click on the Working Contact Folder button and select the contact folder you want your contacts to save to. 4. You can also set a working contact folder that is used when you are not connected to the Prophet Server by clicking the Off-Line Working Contact Folder button. Add a New Contact The best way to manage your contacts is directly in your Contact Manager. This means, anytime you need to add, edit or delete a contact, you should do this inside the Contact Manager. Remember that the contacts you see in Prophet are links to the Outlook contacts. That said, anytime you open and edit a contact within Prophet, those changes are also saved within the Outlook folder. Page 35 of 357

36 To add a new contact to Prophet, look at the Prophet toolbar and click on the arrow to the right of the New button and select New Contact. A new contact form will appear. Fill out the information and click Save and Close. This new contact will appear in your list of contacts in Contact Manager. Your new contact is automatically saved to your working contact folder. NOTE: If you add a contact directly in Outlook, that contact will not automatically appear in Prophet. You will then need to resync your data: Tools > Resync Data > Resync Contact/Company Data in order to get that contact to show up. Delete Contacts If you want to permanently delete a contact you can right click on the targeted contact in Contact Manager and select Delete. You will see a warning dialog reminding you that if you continue the contact will be deleted from Outlook and from all Opportunities. When you delete a contact through Prophet, the contact from Outlook will be deleted as well. Should you choose to delete a contact through Outlook instead, Prophet will still hold onto that contact and the name will appear in your Contact Manager. When you try to open that contact you will receive a message: Contact doesn t exist, would you like to create it? This means the contact no longer exists in the Outlook folder Prophet is synced with and if you create it, that contact will be placed in your Working Contact folder. Page 36 of 357

37 Categorize Contacts The categories you assign to your contacts in Outlook are also very useful in Prophet. To create a new category, click the Categorize button at the top of the Outlook contact and then select ALL Categories. After clicking All Categories, you will see this screen where you can add, rename, delete, and assign categories. Page 37 of 357

38 To assign that category to you contact, make sure you place a checkmark in the box next to the category name and then click OK. Within your Contact Manager, you are able to filter your view by category (for activities such as sending Group s to a specific category of contacts). There are a few different ways to filter by category. Create a new view specific to the category You can utilize the views within Contact Manager to create a view specific to the contact category you want to see. In this example, I am going to create a view of my Hot Leads. 1. In Contact Manager, click the down arrow next to View, then the right-facing arrow next to Tools, and select Create New (shown below). Page 38 of 357

39 In the Additional Filtering section, make sure to include the Field Name, in this case Categories and in the Value type in Hot Lead. This will return contacts whose category equals Hot Lead (see below). (For more information on creating views, see the Create a New View section of this user guide.) Page 39 of 357

40 You must also make sure in the Columns section that you have included the Categories field. Once you save this view, you will be able to view your hot leads by selecting the Hot Leads view (shown below). Page 40 of 357

41 Another way of filtering by category is by using In-Line Filtering. Once you have created a view that includes the Categories field as a column, click the funnel icon next to the Categories column. Type in a keyword(s) to narrow your search. Once you have placed a check-mark next to the category you want to filter on, that contact(s) who fit that criteria will appear in your Contact Manager. The third way to filter by category is by using Prophet s Grouping feature. You are able to drag any column into the grouping area directly above the column headers. This will then group your contacts together by the column (e.g. categories). Page 41 of 357

42 In the example below, you will see the contacts grouped by categories. To expand a category to view contacts, click the green arrow. NOTE: In order for a category from Outlook to appear in Prophet, one of your contacts in Prophet has to be assigned to it. This list will NOT display every category in your Outlook Master Category List. If you have assigned categories directly in Outlook (as opposed to Prophet) resync your Prophet data. Keep Personal Contact out of Prophet If you want to create a contact in Outlook, but don t want the contact to carry over into Prophet, you can mark the contact Private by clicking the Private button in the toolbar. Once you mark the selected contacts Private make sure to resync your data. Go to the Tools menu in your Contact Manager > Resync Data > Resync Contact/Company Data. Page 42 of 357

43 Contact Manager Data Tabs The bottom portion of the Contact Manager screen is called the Prophet Data View Window. The Prophet Data View Window contains seven tabs for managing your contacts. General Tab The General tab displays all critical contact information for a selected contact. To edit the information found in this tab, open (double-click the contact s name, or click the Open button) and edit the information on the Outlook contact record. Once you have saved and closed the contact record, refresh your Contact Manager by clicking F5 on your keyboard. You will see the information has been updated. Page 43 of 357

44 Notes Tab The Notes tab will display any notes taken in the Contact Item Notes section, but Prophet adds the ability to add a time and date stamped note. To enter a time and date stamped note for a contact item, follow these steps. 1. Highlight a contact name in Contact Manager. 2. Click on the Contact Notes tab in the Data Window. 3. Type your notes in the Enter Notes field in the Contact Notes tab. 4. When you are finished typing your notes, select what type of note you are adding from the Tracking Type 8 drop down field to the right. 5. Click the Add Note and Track button (located directly below the Tracking Type). 6. The date, time, and user stamped notes will be moved to the Notes section. 8 Tracking type dropdowns are customizable. See the Prophet Administrator section of this user guide. Page 44 of 357

45 When you open the contact item, you will also see the time and date stamped notes. NOTE: Notes added to Contacts are separate from notes added to Opportunities or Companies. The Contact Note will only display in the Contact Notes tab in Contact Manager and in the Outlook Contact item. Opportunities Tab The Opportunity tab allows the user to track sales opportunities and history at the contact level. By highlighting a name in Contact Manager and clicking the Search button, all opportunities associated with that name will be displayed. Page 45 of 357

46 You can search for opportunities associated with the highlighted contact or multiple names highlighted, as well as search for opportunities within other departments that you have access to, as you can see in the screenshot below. To search for opportunities: 1. From Contact Manager, highlight the contact(s) who you wish to view opportunities for. 2. Click on the Opportunities tab in the Data View Window. 3. Click Search. 4. The opportunities associated with the contact(s) you have highlighted will show in the Opportunity tab. 5. Double click on the Opportunity you wish to view. 6. The Opportunity Window will display. Activities Tab You can search for all s, Appointments or Tasks for a contact you have highlighted. 1. To Search for s associated with a contact, highlight the contact name, click the Activities tab, check the Filter By box and click Search. 2. To Search for Appointments associated with a contact, highlight the contact name, click the Activities tab, check the Filter By Appointment box and click Search. 3. To Search for Tasks associated with a contact, highlight the contact name, click the Activities tab, check the Filter By Tasks box and click Search. 4. If you do not select a Filter and click the Search button, Prophet will search your Desktop, My Documents and Mail for the name highlighted. To learn more about Prophet Search, please read Page 46 of 357

47 the Prophet Mobile Web is a web-based application that can be used on most smartphones, including the iphone, as well as ipads, and any PC that has Internet Browser capabilities and an internet connection. Here s what you can do with Prophet Mobile Web: Quickly locate, call or a Prophet Contact Create new Opportunities Edit existing Opportunities Review existing notes or add new ones Use your mobile device or ipad to stay up to date with your sales pipeline Getting Started Login to the Prophet Mobile: Page 47 of 357

48 You will then see this page which is broken out by Contacts, Companies, and Opportunities. Page 48 of 357

49 Contact Records In order to access your Contacts in Prophet Mobile, click on Contact Records from the home screen (above). This will load the Contacts view. From here you can Search for a Contact, Create a New Contact, or Open a Contact by clicking on the contact s name. Upon opening the contact, you can add contact notes, edit the contact s general information, as well as send an or make a call from your mobile device (see below). Page 49 of 357

50 NOTE: addresses and web pages will function as live links; phone numbers will automatically go to your mobile device s dialer when clicked. Page 50 of 357

51 Search for a Contact 1. In the Search field (circled in red below), type in all or part of the name of the Contact that you are looking for. Click Go. 2. The Contact you are searching for will be displayed. Create a New Contact 1. Click the New Contact button (circled in red below). 2. A new, blank Contact form will appear. Fill out the data for this Contact (see below). Page 51 of 357

52 a. Clicking on an address will open your Mobile device s software. b. Clicking on a web page will open your Mobile device s browser to the selected website. 3. When all of the appropriate data is entered, click the Save button. 4. Click the Close button to return to the Contacts view. NOTE: If the Contact that you create contains an entry in the Company field, a new Prophet Company will be created for you containing the Company-specific information. Page 52 of 357

53 Add Notes to a Contact 1. Open the Contact to which you wish to add notes. 2. Click the Edit button (circled in red below). Page 53 of 357

54 3. Type the note into the Add Note field. 4. Click the Add button. The note will be added to the Existing Notes field. 5. Click Save. NOTE: Notes are stamped with the Date, Time, Time Zone and Modified By information. Edit an Existing Contact 1. Open the Contact that you wish to edit. 2. Click the Edit button (see below). 3. Add, edit or delete whatever information you would like to change. 4. Click Save. Page 54 of 357

55 Page 55 of 357

56 Company Records In order to access your Companies in Prophet Mobile, click on Company Records from the home screen. This will load the Companies view. From here you can Search for a Company, Create a New Company, Add Notes to a Company, Edit Existing Companies, and View the Contacts Associated to a Company. With your Mobile Device: Open the Company by clicking on its entry in the Name column. Call the Company by clicking on its entry in the Phone column. Search for a Company 1. In the Search field (shown below), type in all or part of the name of the Company that you are looking for. 2. Click Go. 3. The Company you are searching for will be displayed. Page 56 of 357

57 Create a New Company 1. Click the New Company button (shown below). 2. A new, blank Company form will appear. Fill out the data for this contact. Note that addresses and web pages will function as live links: a) Clicking on an address will open your Mobile device s software. b) Clicking on a webpage will open your Mobile device s browser to the selected website. 3. When all of the appropriate data is entered, click the Save button. 4. Click the Close button to return to the Companies view. Page 57 of 357

58 Add Notes to a Company 1. Open the Company you wish to add notes to. 2. Click the Edit button (shown below). Type the note into the Add Note field (shown below). Page 58 of 357

59 3. Click the Add button. The note will be added to the Existing Notes field. 4. Click Save. NOTE: All notes are stamped with the Date, Time, Time Zone, and Modified By information. Edit Existing Companies 1. Open the Company that you wish to edit. 2. Click the Edit button. 3. Add, edit or delete whatever information you would like to change. 4. Click Save. View the Contacts Associated to a Company 1. Open the Company whose Contacts you wish to view. 2. Click the Contacts button (shown below). Page 59 of 357

60 The Company Contacts view will load, showing all of the Contacts associated to the selected Company. 3. With your Mobile Device: o Open the Contact by clicking on its entry in the Name column. o Send an to the Contact by clicking on its entry in the column. o Call the Contact by clicking on its entry in the Phone column. Page 60 of 357

61 Opportunity Records In order to access your Opportunities in Prophet Mobile, click on Records from the home screen. This will load the Opportunities view. From here you can Search for an Opportunity, Filter Opportunities by the Sales Status and Sales Stage, Create a New Opportunity, and Edit an Existing Opportunity. Search for an Opportunity 1. In the Search field, type in all or part of the name of the Company, Contact or Description of the Opportunity that you are looking for. 2. Click Go. 3. The Opportunities you are searching for will be displayed. Filter Opportunities by the Sales Status and Sales Stage 1. Click the dropdown arrow next to the Sales Status or Sales Stage fields. 2. Select the Sales Status and Sales Stage of the Opportunities you wish to view. 3. Click the Go button. 4. The Opportunities that are in the same Sales Stage and Sales Status that were selected will be displayed. Create a New Opportunity 1. Click the New Opportunity button (see above). A new, blank Opportunity form will appear. 2. Associate the Opportunity to a Company or Contact. Page 61 of 357

62 To Associate a Company to the Opportunity 1. Click the Company button. 2. Select any Companies that you want to associate, and click Save. To Associate a Contact to the Opportunity 1. Click the Contact button. 2. Select any Contacts that you want to associate, and click Save. Page 62 of 357

63 Fill out Data in the Opportunity 1. Fill out the data for this Opportunity, making sure to put entries into any required fields. 2. Click the Save button when you have entered all of the data for that Opportunity Tab. Page 63 of 357

64 Note: Each Opportunity is comprised of several Opportunity Tabs. Different Opportunity Tabs can be selected by scrolling between them using the Scroll Left and Scroll Right buttons. 3. Click the Close button to return to the Opportunities view. Edit an Existing Opportunity 1. Open the Opportunity that you wish to edit. 2. Change the associated Company or Contact. Change the Company Associated to the Opportunity 1. Click the Company button 2. Select any Companies that you want to associate, and click Save. Change the Company Associated to the Opportunity 1. Click the Contact button. 2. Select any Contacts that you want to associate, and click Save. 3. To edit the contents of the Opportunity Tab, click the Edit button. 4. Add, edit or delete whatever information you would like to change. 5. Click Save. 6. Use the Scroll Left and Scroll Right buttons to select any other Opportunity Tab that you would like to edit. Page 64 of 357

65 Create Prophet Mobile App (iphone users) 1. Type in in your phone s browser. 2. Tap on the box with the swooping arrow to get more commands. Select Add to Home Screen. Page 65 of 357

66 3. Congratulations! There is now an app for that. Page 66 of 357

67 PART XVI WORKING OFFLINE To work offline with your Prophet data, you must first save the records (opportunities, contacts and companies) to your offline list. To save items to your offline list, right-click on the opportunity, contact, or company and select Add to Available Offline list. Page 67 of 357

68 Note: Prophet allows you to select up to 100 of each individual item, but has a secondary limit in place allowing this number to grow to 500. Take the example below: You add 100 contacts to your offline list (the limit) You then add 100 companies to your offline list (the limit for companies) Prophet then will grow the number of contacts to also include all contacts associated with the companies you selected (up to 500 maximum). The same is true for opportunities. When you add opportunities to your offline list, Prophet will add all contacts and companies associated with those items to your offline list (up to 500 maximum of each). After selecting the item(s) you want available offline, click the Work Offline button. Prophet will save that data offline, letting you know how many items are to be synchronized. Click Continue. Prophet will then transfer that data offline. Page 68 of 357

69 Those records will then be added to your Offline Records view: Page 69 of 357

70 When complete, un-click the Work Offline button. Prophet will automatically send data back to server. Page 70 of 357

71 5. PART XVII PROPHET SEARCH section of the user guide. You can search for activities associated with more than one contact if you click on one name, hold down ctrl key and continue to click on contact names. In the Activities tab you will see the Search Text field populate with both names and search for s, Appointments or Tasks associated with both of the contacts. Contact Files Tab If you have documents that you need to reference when working with a contact, you can create a link to the document in the Contact Files tab. 1. Highlight a Contact Name. 2. Click the Contact Files Tab. 3. Click Add. 4. Browse for the file. 5. Select the file and click Open. 6. The link to the file will be listed under the Contact Files tab. 7. To open the file, double click on the link and the document will open. NOTE: This is a link to where the file is saved. If you move the file to a new location the link is broken and you will need to create the link again. If you are using Prophet in a team environment, other Prophet Users can access the file you linked to the Company Record if the file that is linked is saved in a shared network folder. Sales Automation Tab Prophet Sales Assistant allows you to create s messages, set up appointments and create tasks for contacts based on the actions you have defined in the Sales Assistant tool. You can set up the Sales Assistant to send carefully timed s to your contacts, or to start creating tasks automatically to remind yourself to make follow up phone calls. The Sales Automation tab in Contact Manager will show you all the Sales Assistant items that are available to assign to your contacts, what has been processed for the contact, and what is set to process in the future. Page 71 of 357

72 For more information on setting up and using the Sales Assistant, please see the Sales Assistant portion of this User Guide. User Tab 1 There are 20 fields in this tab 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 using by a Prophet Administrator on the Prophet Administration website 9. See the Configure Contacts portion of this User Guide for more information. 9 Prophet OnDemand customers will log into for OnPremise customers, you will log into your own hosted server. Page 72 of 357

73 Filtering Contact Manager In-Line Filtering In-Line Filtering enables you to easily select the items or criteria you want displayed. Every column header will have a funnel icon next to the column name (circled in red below). Click the icon to view the filter options, including Available Filters. Available Filters When you select the Available Filters, you can perform a search within the column header, in this case a search within the Company column. You have the options to search for a name that: contains, does not contain, starts with, ends with, equals, not equal to, is null, is not null, or custom. Page 73 of 357

74 In the example below, I am searching for company names which contain the word Law. After clicking OK, the following results appear, all containing the word Law : You can also scroll through the results to select the specific options you want to filter on, in this case, select the specific companies. Page 74 of 357

75 To find your selection quicker, type in a keyword in the Search box (see example below). Once you have placed check-marks next to the company or companies you want to filter on, click OK and the contact(s) that fit that criteria will appear in your Contact Manager, as is displayed below. Page 75 of 357

76 Clear Filters To clear the filter you have set, click the Clear Filter button shown below in red. Grouping An additional filter option is grouping which enables you to group your contacts together by any of your column headers. To enable grouping, simply drag any column header(s) into the grouping area (outlined in red below). Page 76 of 357

77 This will then group your contacts together by the column(s) you chose. Grouping Contacts by State/Province To view a group of contacts, in this case the contacts in the state of Connecticut, click the green arrow. Contacts in Connecticut Advanced Filtering The Additional Filtering section allows you to select field names and either include or exclude contacts that match the criteria. For example, you can select specific contact categories and only the contacts assigned to that category will appear. Page 77 of 357

78 Another example is selecting contacts that do not have opportunities associated with them, as is shown in the example below. Filtering by Contacts without Opportunities You can keep the filter more general, as shown above, or more specific as is shown below. Filtering by Contacts without Opportunities AND Contacts in New York City in the A&E Industry You can also choose to show matches when either ALL conditions match, or ANY conditions match. Search Contact Manager Prophet makes it easy to quickly search through your Contact Manager. You can search your view, which includes each column you currently have in that view or you can perform an Advanced Search which will search the entire database (see dropdown in image below). Search View Options Page 78 of 357

79 To search your view, type a keyword into the Search box (shown below) and Prophet will search ALL columns for that keyword and display results. Searching View for Keyword Redmond To clear the filter in your view, click the X next to the keyword entered (shown below). Send from Contact Manager You can quickly send s from your Contact Manager. To send an , highlight the contact (or contacts) you would like to send an to. You can then click the button or, if you click the down arrow next to , select from the dropdown list (circled in red below). This will then open an Outlook , along with your signature, and automatically add the contact s address to the , as shown below. Page 79 of 357

80 Outlook Item For information on sending a Group or performing a Mail Merge, please see those sections of the User Guide (PART VIII SENDING GROUP S and PART IX MAIL MERGE.) Create Appointment from Contact Manager You can quickly create appointments or send meeting requests from your Contact Manager. To create an appointment, highlight the contact (or contacts) for which you d like to create an appointment. Next, click the Appointment button (circled in red below). This will then open up an Outlook Appointment item, already populated with the contact s name, company name, and phone number in the subject line (circled in red below). Page 80 of 357

81 Outlook Appointment Created from Prophet You can add to the subject, invite attendees, change the start and end time, etc. Once you save and close this appointment, you will find it on your local Outlook Calendar (shown below). Outlook Appointment Created from Prophet showing in Outlook Calendar Page 81 of 357

82 Create Task from Contact Manager You can quickly create tasks from your Contact Manager. To create a task, highlight the contact (or contacts) that the task is regarding. You can then click the Task button (circled in red below). This will then open up an Outlook Task item, already populated with the contact s name, company name, and phone number in the subject line (circled in red below). Outlook Task Created in Prophet You can add to the subject, assign the task to another person(s), change the start date and/or due date, etc. Once you save and close this task, you will find it on your local Outlook Task List (shown below). Page 82 of 357

83 Outlook Task Created in Prophet showing in Outlook Task List Clearing Contact/Company Data from Contact Manager If you synched a contact folder into Prophet which is not specific to Prophet, and you wish to remove that data from Contact Manager, the Clear Contact/Company Data utility will allow removal of those items from Prophet. Note: The permission for a user to add contact folders to Prophet can be set using the Prophet Admin website on the User Management page (see Website Site: User Management Profiles and Permissions). This permission will either allow or deny a user the ability to introduce new contact folders to Prophet. In addition, the permission for a user to be able to delete Prophet data (contacts, companies, or opportunities) can also be set. So if the user does not have permission to delete Prophet data, they will not be able to clear data. The Clear Contact/Company Data utility can be accessed from the Tools toolbar button drop-down in Contact Manager: Clear Contact/Company Data Page 83 of 357

84 In the Clear Contact/Company window, select the folder (or folders) that contain data that you would like to remove from Prophet. At the bottom of the window you can specify to just remove Contacts or Company data, or both: This selection will clear ALL contacts and companies that you do not want to appear in Contact Manager. No actual contacts will be removed from the contact folders, only their association to Prophet. Page 84 of 357

85 PART V COMPANY MANAGER The Prophet Company Manager is the central application for managing companies in Prophet. Like the Contact Manager, it also serves as the launching point for personalized group s, the sales opportunity window, tasks, appointments, reporting and customization. Viewing your Companies in Prophet The Company Manager allows you to view all companies, including all contacts associated with that company. You can link or associate multiple companies together by utilizing Prophet s Parent-Child company relationship tool, and once a company becomes a client or account, you can mark that company as an account. Prophet comes with several default views. You can modify these views and create new views (see Create a New View section below for more information on creating views). To view your Prophet Companies, click on the Company Manager folder. The current view is listed in the Prophet Toolbar (circled in red below). Page 85 of 357

86 To select a different view, click the downward pointing arrow next to View and then select one of the Saved Views. Create a New View To create a new view, click the dropdown next to View and then select Create New from the Tools menu (shown below). Page 86 of 357

87 You can also, instead, click on Manage Views (below Create New in the image above) which will bring you to this screen. Click the New button (circled in red above) to create a new view. Manage Views Both options described above will bring you to the View Options dialog box (shown below). This is where you will select the criteria to display in your view. Company View Options Dialog Page 87 of 357

88 The top portion is where you enter a name for your view, a description and select the display (a table grid or a simple list). Display Types When creating your views, you can select how you would like your view displayed as a Simple List: Page 88 of 357

89 Or a Table Grid: The two examples above show the same view (All Companies) but one is a simple list that shows all contacts in a list form. The other is a table grid which allows for the choosing of sortable, filterable columns. Company Selection Next you will select whether you will be filtering on a specific Outlook contact folder(s) or by other Prophet users. Page 89 of 357

90 Contact Folder(s) When you select Contact Folder(s) you will see the options of all the Outlook folders to choose to filter on (see screenshot below). All folders you see have been registered with Prophet and you will notice there is a column displaying whether that folder is local or public. To add another folder, click the Add button. Otherwise, check-mark the folder(s) you want to filter on in this view. User Assignment(s) To filter your view by user assignment(s), you can select to view companies that have been: assigned to you (companies that you have created or that you have been assigned to as a user), those that are visible to you (assigned to any other user whose data you have permissions to view), assigned to specific users (i.e. filter on the companies assigned to certain users), or view all companies. Page 90 of 357

91 When filtering by specific users, you can also include records that are unassigned (see image below) as it is possible that companies are added to Prophet but are not yet assigned to any user. Additional Filtering The Additional Filtering section allows you to select field names and either include or exclude companies that match the criteria. For example, you can select specific company categories and only the companies assigned to that category will appear. Another example is selecting that have been flagged as an account, as is shown in the example below. Filtering on Companies that are Accounts Page 91 of 357

92 You can keep the filter more general, a shown above, or more specific as is shown below. Filtering on Company Accounts in the A&E Industry, Located in Dallas, Assigned to the Monthly Newsletter Category You can also choose to show matches when either ALL conditions match, or ANY conditions match. Column Selection Column selection is available only for the Table Grid display type. All of the available columns to choose from are on the left-hand side listed in alphabetical order. These options also include all customizable fields. Select the fields you want to include in your view and either double-click the selection or use the arrow pointing to the right. Make sure to include any field you might want to sort by or filter by later. Page 92 of 357

93 Sorting Choose how you will sort your view. You can also sort your companies by clicking on any column header in any view. Manage all Views You can edit existing views by either going to the Manage Views section or by clicking the edit icon next to the current view (both are circled below in red). Page 93 of 357

94 When you choose Manage Views, you will then see this page (below), where you can create a new view, copy a current view, edit a current view, apply a view (this is available when one of the views is highlighted), or delete a view. Manage Views Print View Prophet enables you to quickly and easily print the data from any given view by clicking on the print icon (circled in red below). Export View to Excel Prophet enables you to quickly and easily export the data from any given view to Excel by clicking on the Excel icon (circled in red below). Page 94 of 357

95 You will then get a pop-up screen giving you the choice to export all rows or just the rows you have selected (if applicable), and will have you select a location to save your Excel file. Click the Start button to export the data. Company Records At the top of the company record there are six tabs: 1. General Tab lists the Company Name, Phone, Fax, Website, and Address. The Parent Company will be filled in if you specify a parent-child company relationship between two companies. 2. Details Tab gives you the option to type in an alternative shipping address. 3. Categories tab allows you to assign a category to a Company Record. 4. User Tab 1, 2 and 3 are tabs for you to gather custom information. You can customize this tab through the administration website 10. Please see the Configure Companies section of this User Guide for instructions on customizing these tab names and the fields in those tabs. 10 Prophet OnDemand customers will log into for OnPremise customers, you will log into your own hosted server. Page 95 of 357

96 At the bottom of the company record there are eight tabs: 1. Contacts Here you can: a. View and open contacts associated to the company record. b. Add contacts from your available Contact folders. c. Remove existing contacts from the list. d. Create a new contact, associated to the company. e. Set the Primary Contact to the company. 2. Users Here you can: a. Add Users (your team members). b. Keep track of which Users at your company is working with this Client. c. Add Contacts as users (from any available Contact folder). 3. Notes You can add information here that is viewable by other team members (based on permissions). You can assign the note using the Tracking Types feature. 4. Child You can create parent-child company relationships in the section by adding company(s) as a child. 5. Opportunity You can search for opportunities associated with specific companies across any departments created in Prophet. 6. Activities You can search for all s, appointments and tasks associated with company contacts. 7. Company Files You can link documents to your companies. 8. Sales Automation Here you can: a. Create s messages, set up appointments and create tasks for company contacts based on the actions you have defined in the Sales Assistant tool. b. Set up the Sales Assistant to send carefully timed s to your contacts, or to start creating tasks automatically to remind yourself to make follow up phone calls. Add a New Company It is important to understand how Company Records are created. As you know, Prophet syncs with Outlook Contacts so the Contact Manager retrieves Contact data from the Outlook Contacts and the Company name associated with those Contacts are carried over into your Company Manager. Thus, Prophet creates the companies automatically. Page 96 of 357

97 The example below shows the Outlook Contact with the Company Name highlighted. Outlook Contact Item This next image shows the company record that is automatically created by Prophet: Prophet Company Window When Companies are created this way, the address, phone number, fax, etc. are all brought over from the contact automatically. You can edit that information in the Company Record, but keep in mind that will not change the contact s general information. Page 97 of 357

98 To reiterate, there are two ways a new company record is created. 1. Create the Company Record through the Outlook contact form. When you create a new contact record and fill in the Company text field in the Contact Item, a company record is automatically created in Prophet. a. When a Company Record is created this way, ALL contacts whose company name is the same will automatically be associated with that company and will appear in the contacts tab of the Company Record (example below). Contacts Associated with a Company 2. You can create a new company record by using the New button in the Company Manager Toolbar (circled in red below). a. Click on the arrow to the right of the New button in the toolbar. b. Select New Company from the list. c. A blank company record will appear and you can fill out the information you have for the company. d. Click Save and Close and the company record you just created will appear in your alphabetical listing of companies in the Contact Manager. Page 98 of 357

99 Associating a Company with Contacts There are three ways contacts are tied to a company record. 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 in the Outlook Contact Folder Prophet is working with. b. Fill out the Contact, including the Company Name. Outlook Contact Item c. Save and Close the Contact. d. The Contact will be linked to the Company Record that matches the spelling in the Company field in the Contact. 2. Create a new contact from the Company Record. a. Open Company Record. b. Click New Contact. Creating New Contact from Company Window Page 99 of 357

100 c. Fill out and save the Contact Item. The Company Name will be input into the new Contact form for you (see example below). d. Back in the Company Record, click the Refresh button. Outlook Contact Item e. The company will display in the Company Manager, and the contact will be added to the Contact Manager. NOTE: 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. Page 100 of 357

101 3. Associate a contact to a Company Record using the Add button. This will associate a contact whose Company name is different than this Company. Adding a Contact to a Company Record a. In the Company Contacts tab, click Add. b. Scroll through the list and check the contact name you want to associate with the company. c. Click OK. Type the name you are looking for in the Contacts field to narrow down your search. Adding a Contact to a Company Record Page 101 of 357

102 Adding/Removing Users to a Company 1. Open the Company item. 2. Select the Users tab in the lower area. 3. Click the Add button to add a user; the Remove button to remove a user. 4. When clicking Add, the list of available Users currently in your system and that are available based on your User Permissions will be listed. 5. You can select users from this list, as well as remove Users. 6. Select OK when done, then save and close the Company form. Adding/Removing Users to Company Records from Company Manager 1. Open Company Manager. 2. Right Click on Company Name. 3. Select Users. 4. Select Assign to Users or Remove from Users (circled in red below). a. A list will display of other Prophet users you have permission to view. b. Check the name(s) to assign/remove as a User to Company. c. Click OK. Page 102 of 357

103 Delete Companies If you want to permanently delete a company from Prophet, you first must make sure there are no contacts associated with that company. If there are contacts still associated with a company, Prophet will automatically re-create the company record. If there are no contacts associated with the company, simply right-click on the company name and select Delete. You will then receive a message that deleting this company will remove the company form all areas of Prophet; click yes to continue. Company Accounts Prophet allows you to differentiate between companies that are just prospects and companies that current clients, or accounts. Page 103 of 357

104 To flag a company as an account, highlight the company from your list, right-click on the company name. Next to Accounts, select Flag as Account (as shown in image below). To remove a company flagged as an account, follow the steps above but select Clear Account Flag. Page 104 of 357

105 To filter your Company Manager by companies flagged as accounts, use the Additional Filtering section of your View Options manager. Under Field Name, make sure to either select Account: yes or Account: no. (See below.) For more information on filtering your Company Manager, please see the Filtering Company Manager section of this user guide. Parent-Child Company Relationship In Prophet s Company Manager, you can link companies together using Prophet s Parent-Child relationship tool. To begin, open the company you wish to add children to and click on the Child tab. Page 105 of 357

106 Next, to add a company already in your Prophet database, click the Add button. This will bring up a list of all companies to choose from. Select your company and click OK. If the company you want to add is not yet listed in Prophet, click the New button to create a new company. Page 106 of 357

107 This will then open up a new company record which will have the Parent Company listed (circled below). You will then need to fill in the company information in the new company record. Once you save this new company, it will be listed as a child in the Child tab. Continue this process until all child companies are added. NOTE: You can only add children to a company and not vice versa so always start with the parent company. A company can only have ONE parent, though a parent company can have an unlimited number of children. Page 107 of 357

108 Searching/Filtering on Parent/Child Companies Once you have established your parent/child relationships, there are a couple ways you can search or filter on those companies. One way is by creating a view specific to parent and/or child companies by using the Additional Filtering options in a company view. Filtering Companies by those that are a Child Page 108 of 357

109 (For more information on creating views, please refer to Create a New View, and for more information on setting filters see the Advanced Filtering section of this user guide.) Another way to view your parent and child companies is to view them in a simple list as opposed to a table grid. In doing so, you will see three dots next to any Parent company and one dot next to any Child company (example is shown below). NOTE: The dots are not color coded based on relationships they are all the same color. This is just a way quickly pick out parents versus children. Page 109 of 357

110 Categorize Companies You can assign Categories to your Company Records. 1. Double click on the Company you would like to assign to a category. 2. Click on the Categories tab. 3. Check the category. 4. Click Save and Close in the Company Record. You can then filter the Company Manager by Category by adding the Categories column to your current view. Page 110 of 357

111 See Filtering Company Manager for more details on how to filter your Company Manager. Company Manager Data Tabs The bottom portion of the Company Manager Screen is called the Prophet Data View Window. The Prophet Data View Window contains six tabs for managing your companies. Company Manager Data Tabs General Tab The General tab displays all critical company information for a selected company (see screenshot on next page). Page 111 of 357

112 To edit the information found in this tab, open (double-click the company s name, or click the Open button) and edit the information on the Company record. Once you have saved and closed the contact record, refresh your Company Manager by clicking F5 on your keyboard. You will see the information has been updated. To edit the information found in this tab (that is grayed out), open the Company Record. General Tab of Company Manager Notes Tab The Notes tab will display any notes taken in the Company Notes section, but Prophet adds the ability to add a time and date stamped note. To enter a time and date stamped note for a contact item, follow these steps. 1. Highlight a company name in Company Manager. 2. Click on the Notes tab in the Data Window. 3. Type your notes in the Enter Notes field in the Notes tab. 4. When you are finished typing your notes, select what type of note you are adding from the Tracking Type 11 drop down field to the right. 5. Click the Add Note and Track button (located directly below the Tracking Type). 6. The date, time, and user stamped notes will be moved to the Notes section. 11 Tracking type dropdowns are customizable. See the Prophet Administrator section of this user guide. Page 112 of 357

113 NOTE: Notes added to Companies are separate from notes added to Opportunities or Contacts. The Company Note will only display in the Notes tab in Company Manager. Opportunity Tab The Opportunity tab allows the user to track sales opportunities and history at the company level. By highlighting a name in Company Manager and clicking the Search button, all opportunities associated with that name will be displayed. You can search for opportunities associated with the highlighted company, as well as search for opportunities within other departments that you have access to, as you can see in the screenshot below. Selecting Departments from which to view Opportunity Data To search for opportunities: 1. From Company Manager, highlight the company(s) who you wish to view opportunities for. 2. Click on the Opportunity tab in the Data View Window. 3. Click Search. 4. The opportunities associated with the company(s) you have highlighted will show in the Opportunity tab. 5. Double click on the Opportunity you wish to view. 6. The Opportunity Window will display. Page 113 of 357

114 Activities Tab You can search for all s, Appointments or Tasks for a contact you have highlighted. 1. To Search for s associated with a company, highlight the company name, click the Activities tab, check the Filter By box and click Search. 2. To Search for Appointments associated with a company, highlight the company name, click the Activities tab, check the Filter By Appointment box and click Search. 3. To Search for Tasks associated with a company, highlight the company name, click the Activities tab, check the Filter By Tasks box and click Search. 4. If you do not select a Filter and click the Search button, Prophet will search your Desktop, My Documents and Mail for the name highlighted. To learn more about Prophet Search, please read the Prophet Search section of the user guide. Company Files Tab If you have documents that you need to reference when working with a company, you can create a link to the document in the Company Files tab. 1. Highlight a Company Name. 2. Click the Company Files Tab. 3. Click Add. 4. Browse for the file. 5. Select the file and click Open. 6. The link to the file will be listed under the Company Files tab. 7. To open the file, double click on the link and the document will open. Page 114 of 357

115 NOTE: This is a link to where the file is saved. If you move the file to a new location the link is broken and you will need to create the link again. If you are using Prophet in a team environment, other Prophet Users can access the file you linked to the Company Record if the file that is linked is saved in a shared network folder. Sales Automation Tab The Prophet Sales Assistant allows you to create s messages, set up appointments and create tasks for contacts based on the actions you have defined in the Sales Assistant tool. You can set up the Sales Assistant to send carefully timed s to your company contacts, or to start creating tasks automatically to remind yourself to make follow up phone calls. The Sales Automation tab in Company Manager will show you all the Sales Assistant Items that are available to assign to your company contacts, what has been processed for the contacts and what is set to process in the future. For more information on setting up and using this feature, please view the Sales Assistant portion of this User Guide. User Tabs 1, 2, and 3 There are 24 fields per user tab (72 fields total) that can be configured for your specific needs (e.g. Industry as shown below). This includes renaming, hiding, setting as a drop-down field with custom items, and as a user-definable calendar/date field. For more information on customizing these fields, please see the Company User Tabs section of this User Guide. Page 115 of 357

116 Company Manager User Tabs Filtering Company Manager In-Line Filtering In-Line Filtering enables you to easily select the items or criteria you want displayed. Every column header will have a funnel icon next to the column name (circled in red below). Page 116 of 357

117 Click the icon to view the filter options, including Available Filters. Available Filters When you select the Available Filters, you can perform a search within the column header, in this case a search within the Company column. You have the options to search for a name that: contains, does not contain, starts with, ends with, equals, not equal to, is null, is not null, or custom. In the example below, I am searching for company names which contain the word Law. Page 117 of 357

118 After clicking OK, the following results appear, all containing the word Law : Filtered View of Company Manager You can also scroll through the results to select the specific options you want to filter on, in this case, select the specific companies. To find your selection quicker, type in a keyword in the Search box (see example below). Searching for Keyword Brothers Page 118 of 357

119 Once you have placed check-marks next to the company or companies you want to filter on, click OK and the contact(s) that fit that criteria will appear in your Company Manager, as is displayed below. Filtered View of Company Manager Clear Filters To clear the filter you have set, click the Clear Filter button shown below in red. Clear Filters Grouping An additional filter option is grouping which enables you to group your contacts together by any of your column headers. Page 119 of 357

120 To enable grouping, simply drag any column header(s) into the grouping area (outlined in red below). This will then group your companies together by the column(s) you chose. Grouping Area Grouping Companies by State/Province Page 120 of 357

121 To view a group of companies, in this case the companies in the State of California, click the green arrow. Companies in California Advanced Filtering The Additional Filtering section allows you to select field names and either include or exclude companies that match the criteria. For example, you can select specific company categories and only the companies assigned to that category will appear. Another example is selecting companies that do not have opportunities associated with them, as is shown in the example below. Filtering by Contacts without Opportunities Page 121 of 357

122 You can keep the filter more general, as shown above, or more specific as is shown below. Filtering by Companies without Opportunities AND Contacts in New York City in the A&E Industry You can also choose to show matches when either ALL conditions match, or ANY conditions match. Search Company Manager Prophet makes it easy to quickly search through your Company Manager. You can search your view, which includes each column you currently have in that view or you can perform an Advanced Search which will search the entire database (see dropdown in image below). Search View Options To search your view, type a keyword into the Search box (shown below) and Prophet will search through ALL columns for that keyword and display results. Searching View for Keyword Redmond To clear the filter in your view, click the X next to the keyword entered (shown below). Page 122 of 357

123 Send from Company Manager You can quickly send s from your Company Manager. To send an , highlight the company name you would like to send an to. You can then click the button or, if you click the down arrow next to , select from the dropdown list (circled in red below). This will then open an Outlook , along with your signature, and automatically add the contact s address to the , as shown below. Outlook Item If there is more than one contact associated with a company, ALL contacts will appear in the To line of the . For information on sending a Group or performing a Mail Merge, please see those sections of the User Guide (PART VIII SENDING GROUP S and PART IX MAIL MERGE.) Create Appointment from Company Manager You can quickly create appointments or send meeting requests from your Company Manager. To create an appointment, highlight the company for which you d like to create an appointment. Page 123 of 357

124 Next, click the Appointment button (circled in red below). This will then open up an Outlook Appointment item, already populated with the contact s name, company name, and phone number in the subject line (circled in red below). Outlook Appointment Created in Prophet If there is more than one contact associated with the Company, ALL contacts will appear on the appointment. You can add to the subject, invite attendees, change the start and end time, etc. Page 124 of 357

125 Once you save and close this appointment, you will find it on your local Outlook Calendar (shown below). Appointment Created in Prophet Saved on Outlook Calendar Create Task from Company Manager You can quickly create tasks from your Company Manager. To create a task, highlight the company that the task is regarding. You can then click the Task button (circled in red below). Page 125 of 357

126 This will then open up an Outlook Task item, already populated with the contact s name, company name, and phone number in the subject line (circled in red below). Task Created in Prophet If there is more than one contact associated with the Company, ALL contacts will appear on the Task. You can add to the subject, assign the task to another person(s), change the start date and/or due date, etc. Once you save and close this task, you will find it on your local Outlook Task List (shown below). Task Created in Prophet Saved on Outlook Task List Clearing Contact/Company Data from Contact Manager If you synched a contact folder into Prophet which is not specific to Prophet, and you wish to remove that data from Contact Manager, the Clear Contact/Company Data utility will allow removal of those items from Prophet. Note: The permission for a user to add contact folders to Prophet can be set using the Prophet Admin website on the User Management page. This permission will either allow or deny a user the ability to introduce new contact folders to Prophet. In addition, the permission for a user to be able to delete Prophet data (contacts, companies, or opportunities) can also be set. So if the user does not have permission to delete Prophet data, they will not be able to clear data. Page 126 of 357

127 The Clear Contact/Company Data utility can be accessed from the Tools toolbar button drop-down in Contact Manager: In the Clear Contact/Company window, select the folder (or folders) that contain data that you would like to remove from Prophet. At the bottom of the window you can specify to just remove Contacts or Company data, or both: Page 127 of 357

128 This selection will clear ALL contacts and companies that you do not want to appear in Contact Manager. No actual contacts will be removed from the contact folders, only their association to Prophet. NOTE: If you choose to clear companies, ALL Company Notes will be lost for good. Contact Notes will still remain. Page 128 of 357

129 PART VI OPPORTUNITY MANAGER An Opportunity is a progressive relationship between a buyer and a seller. An Opportunity is that relationship with a customer that leads to a sale, a completed project, or a transaction. It is the series of interactions that you wish to record. The Opportunity Manager lists out all the opportunities you have created. Viewing your Opportunities in Prophet Prophet comes with several default views. You can modify these views and create new views (see Create a New View section below for more information on creating views). To view your Prophet Opportunities, click on the Opportunity Manager folder. The current view is listed in the Prophet Toolbar (circled in red below). Page 129 of 357

130 To select a different view, click the downward pointing arrow next to View and then select one of the Saved Views. Create a New View To create a new view, click the dropdown next to View and then select Create New from the Tools menu (shown below). Create New View Page 130 of 357

131 You can also, instead, click on Manage Views (below Create New in the image above) which will bring you to this screen. Click the New button (circled in red above) to create a new view. Manage Views Both options described above will bring you to the View Options dialog box (shown below). This is where you will select the criteria to display in your view. Opportunity View Options Dialog Page 131 of 357

132 Multi-Department View Prophet Ultimate gives you the ability to view records for multiple departments within the same view. You must first have access to view data for these other departments. To add a department to your view, first place a checkmark next to Multi-Department View and then click the Add Department button and select the department (see below). Multi-Department View Options Each department that is added in your multi-department view will have its own tab and you can select the columns for that specific department. Page 132 of 357

133 User Assignment(s) To filter your view by user assignment(s), you can select to view opportunities that have been: assigned to you (opportunities that you have created or that you have been assigned to as a user), those that are visible to you (assigned to any other user whose data you have permissions to view), assigned to specific users (i.e. filter on the opportunities assigned to certain users), or view all opportunities for this specific department. When filtering by specific users, you can also include records that are unassigned (see image below) as it is possible that opportunities can exist and not be assigned to any user. Page 133 of 357

134 Additional Filtering The Additional Filtering section allows you to select field names and either include or exclude opportunities that match the criteria. For example, you can select a specific opportunity stage and only view the opportunities in that stage. Another example is selecting opportunities within a certain territory, as is shown in the example below. Filtering Opportunities by those in the North Territory You can keep the filter more general, as shown above, or more specific as is shown below. Filtering Opportunities by those in the North Territory, High Priority, and in Stage 06 You can also choose to show matches when either ALL conditions match, or ANY conditions match. Column Selection All of the available columns to choose from are on the left-hand side listed in alphabetical order (see below). These options also include all customizable fields. Page 134 of 357

135 Select the fields you want to include in your view and either double-click the selection or use the arrow pointing to the right. Make sure to include any field you might want to sort by or filter by later. Sorting Choose how you will sort your view. If you skip this step, you can still sort your opportunities in your view by clicking on any column header. Page 135 of 357

136 Manage all Views You can edit existing views by either going to the Manage Views section or by clicking the edit icon next to the current view (both are circled below in red). When you click the edit icon, you will be editing the current view. When you choose Manage Views, you will then see this page (below), where you can create a new view, copy a current view, edit a current view, apply a view (this is available when one of the views is highlighted), or delete a view. Manage Views Page 136 of 357

137 Print View Prophet enables you to quickly and easily print the data from any given view by clicking on the print icon (circled in red below). Export View to Excel Prophet enables you to quickly and easily export the data from any given view to Excel by clicking on the Excel icon (circled in red below). You will then get a pop-up screen giving you the choice to export all rows or just the rows you have selected (if applicable), and will have you select a location to save your Excel file. Click the Start button to export the data. Page 137 of 357

138 Filtering Opportunity Manager In-Line Filtering In-Line Filtering enables you to easily select the items or criteria you want displayed. Every column header will have a funnel icon next to the column name (circled in red below). Click the icon to view the filter options, including Available Filters. Page 138 of 357

139 You can either place check-marks in the box(es) of the items you wish to filter on, or perform a search with the Available Filters section. Available Filters When you select the Available Filters, you can perform a search within the column header, whether that is a contact s name, company name, opportunity description, etc. You have the options to search for a name that: contains, does not contain, starts with, ends with, equals, not equal to, is null, is not null, or custom. You can also scroll through the results to select the specific options you want to filter on, in this case, select the specific companies. Clear Filters To clear the filter you have set, click the Clear Filter button shown below in red. Clear Filters Grouping An additional filter option is grouping which enables you to group your contacts together by any of your column headers. To enable grouping, simply drag any column header(s) into the grouping area (outlined in red below). Grouping Area Page 139 of 357

140 This will then group your opportunities together by the column(s) you chose. Grouping by Stage To view a group of opportunities, in this case the opportunities in Stage 02, click the green arrow. Opportunities in Stage 02 Advanced Filtering The Additional Filtering section allows you to select field names and either include or exclude opportunities that match the criteria. For example, you can select a specific opportunity stage and only view the opportunities in that stage. Page 140 of 357

141 Another example is selecting opportunities within a certain territory, as is shown in the example below. Filtering Opportunities by those in the North Territory You can keep the filter more general, a shown above, or more specific as is shown below. Filtering Opportunities by those in the North Territory, High Priority, and in Stage 06 You can also choose to show matches when either ALL conditions match, or ANY conditions match. Opportunity Records An Opportunity is a progressive relationship between a buyer and a seller or series of correspondence with a contact(s). An Opportunity is that relationship with a customer that eventually leads to a sale, a completed project, or a transaction. It is the series of interactions that you wish to record. You should create an opportunity for all of your leads. Every time you work with this contact/company, you will want to access the opportunity. In this record, you are going to track your notes, you will see a log of your activity, your appointments and tasks will be tracked as well. Page 141 of 357

142 You will also be able to start tracking data in this window such as where they are at in the sales cycle, revenue for this opportunity, estimated closed date and other information that you can customize. Opportunity Record Create an Opportunity There are several ways to create opportunities: 1. From the Contact Manager or Company Manager, 2. Using the New button, 3. From an , or 4. From an Outlook Contact. Create an Opportunity in Contact/Company Manager You can create an opportunity in the Contact or Company Manager by right-clicking a contact or company name and selecting New > New Opportunity from the menu (see image below). 1. Go to Contact Manager or Company Manager. 2. Highlight to the contact or company you wish to create a new opportunity for. 3. Right-click on the contact/company. 4. From the list, select New > New Opportunity. Page 142 of 357

143 NOTE: You can also highlight a contact or company and press Ctr+N+R on your keyboard to create a new opportunity for that contact/company. 5. A new opportunity screen will come up, but when done this way the name and company are populated into the name and company fields. Page 143 of 357

144 Create an Opportunity Using the New Button Clicking directly on the New button pulls up a blank Opportunity Window. You will then need to attach the Company and Contact records to the Opportunity. You can also click the downward pointing arrow next to New and then select New Opportunity (shown below). NOTE: If you select New Opportunity with Record (see the above screenshot), the contact/company name you have highlighted will automatically be associated with the new opportunity that will be created. Adding Contact/Company to a Blank Opportunity 1. Click New in the Prophet Toolbar (or New Opportunity from the dropdown list). 2. An Opportunity Window appears. The Company and Contact fields will be empty. 3. Click Company at the top of the Opportunity. 4. A list of Companies will display. Find the Company name you want to associate. a. Scroll through the list. b. Type the name you are looking for in the Filter field to narrow down the list. 5. Highlight the company name you wish to associate to the Opportunity (see below). Page 144 of 357

145 6. Click OK. 7. Notice in the image below the Contacts field will be populated with all contacts associated with the Company you selected. Page 145 of 357

146 8. Add and remove contacts. a. Click Contacts. b. In the Folders section, Company Contacts will be checked. c. All Contacts from that Company will be listed on the right and checked. d. Uncheck the Contact(s) you don t want to associate to the Opportunity. e. Click OK. Add/Remove Contacts Associated with an Opportunity Create an Opportunity from an 1. In your Outlook Inbox, open an Click the Prophet tab (Outlook 2010) or Add-ins tab (Outlook 2007). 3. Select the Create Opportunity menu item in the Custom Toolbars area. Create an Opportunity from an Outlook 4. If the contact that ed you doesn t exist as a contact in your records, a contact is created. Page 146 of 357

147 An Outlook Contact Created from an 5. If a contact already exists, a new opportunity will be created for the contact. 6. The opportunity window will display and the contact will be associated with the opportunity and the body of the saved in the notes tab of the opportunity (see below the opportunity created and notes added). Page 147 of 357

148 Opportunity Created from an Outlook Create an Opportunity from a Contact 1. Open an Outlook Contact. 2. Click the Prophet tab (Outlook 2010) or Add-ins tab (Outlook 2007). 3. Click Create Opportunity (see image below on next page). 4. A new Opportunity is created with the Contact and Company name associated with the opportunity. Page 148 of 357

149 Create an Opportunity from an Outlook Contact Delete an Opportunity If you need to delete an opportunity for any reason, simply right-click on the opportunity and then select Delete from the dropdown list. Opportunity Record Data Tabs Once you have opened up a new opportunity window and filled in the contact and company information, you can continue to fill out the rest of the opportunity. Page 149 of 357

150 In the middle of the opportunity window, you will see a row of tabs (circled below), as well as a row of tabs at the bottom of the opportunity window (also circled). General Tab There are two columns with labels and drop down values associated with the label. All of these labels in the general tab are customizable as well as the drop down values. (To read about customizing the labels and values, please go to the Customizing Opportunity General Tab section of the User Guide.) To select from the drop down list, click on the arrow to the right of the field and select the value in the drop down list. Page 150 of 357

151 NOTE: There are reports associated with values in the drop down for Sales Status. See the Best Practices Customizing Opportunity General Tab section of this User Guide for more details on customizing these values. NOTE: The Sales Stage label will be a button for use in the Workflow Engine. Please view the Workflow of the user guide for details. Products/Services Tab You can start tracking what Product or Service the Opportunity was created for. (Go to the Website: Customizing Products/ Services Tab and Configure Product Groups section of the User Guide to read about customizing product groups.) To add a Product or Service to an opportunity: 1. Open up an opportunity 2. Click on the Products/ Services tab 3. Click Add 4. Select the product/service group from the Group dropdown. Page 151 of 357

152 5. Select Product or Service from the Product/Service dropdown. 6. Click Add. 7. Click Close. 8. If you want the price of the products you are adding to the Opportunity to populate the General Tab Revenue field, click on the Update Sales Revenue button. Page 152 of 357

153 Contacts Tab The contact tab displays the contact information for the contact(s) the opportunity is created for. You can double click on the contact listed and the Contact Item will display. You can add, remove or create a new contact with the buttons in this tab, or by right-clicking the contact s name. You can also select a primary contact for the Opportunity. Page 153 of 357

154 1. Add Contact Associate an existing contact to an Opportunity. a. Click Add (or Add Contact from dropdown list). b. In the Folders section, Company Contacts will be checked (circled in red below). c. All Contacts from that Company will be listed on the right. d. Check the Contact(s) you want to associate to the Opportunity. e. Click OK. f. To associate a contact from another company to an Opportunity, check the Contact Folder your Prophet Contacts are saved in from the Folders list on the left (circled in red below). Associating Contacts with an Opportunity g. The Contacts list will expand to include all contacts in the Contact folder you selected. Page 154 of 357

155 h. To narrow down your list, type the name you are searching for in the Contacts field (circled in red below). i. Check the Contact you want to associate to the Opportunity. j. Click OK. 2. Remove Contact Remove a contact s association to an Opportunity a. Click the Contact you want to remove. b. Click Remove. Page 155 of 357

156 3. New Contact Create a new Contact Item a. Select the Contacts tab in the Opportunity. b. Click New Contact. c. Fill out the new Contact Item. Notice the Company Name is filled in (see below). d. Click Save and Close. Contact Created from Opportunity Contacts Tab 4. Primary Contact Designate Primary Contact for Opportunity a. Select the Contacts tab in the Opportunity. b. Right-click on the contact you want to designate as the primary contact. c. Select Set as Primary Contact. Set Primary Contact Page 156 of 357

157 Users Tab The name of the person creating the opportunity will automatically be listed as the account representative. Prophet Users connected to the Server can be added as an additional User to the Opportunity. 1. Select the Users tab. 2. Click Add. Add a User to an Opportunity 3. The Users names will be listed (see above). Check the Prophet User(s) you want to assign as a User. 4. Click Primary User if desired. 5. Click OK. Page 157 of 357

158 6. If you want to add someone as a User who does not have a Prophet license, you can create an Outlook Contact for that person and then select the folder where that contact item is stored (circled in red below). 7. Use the Users: field to type the name you want to add to filter the list of contacts. 8. Check the contact(s) to assign as User. 9. Click OK. Set Primary User You can assign more than one account rep to an Opportunity. To assign a Primary Account Rep: 1. Open Opportunity. 2. Click Users tab. 3. Right click on User s name. 4. Select Set as Primary User. 5. Save and Close Opportunity. Company Information Tab You can view company phone, fax, website, address by clicking on the Company tab. Add a User from an Outlook Contact Folder Page 158 of 357

159 To edit the company information, you will need to open up the Company Record either by going to the Company Manager or by clicking the hyperlink in the opportunity window (circled below). Hyperlink to Open Company Record User Tab 1, 2, and 3 The user tabs allow you to track additional information for your opportunity. There are 84 different labels and fields that you can customize. These fields can be text fields, drop down fields, or date fields. The data you collect on these three tabs you can pull into reports and you can also sort by them in the Opportunity Manager. (To read instructions on how to customize the user tabs and fields, view the section on Customizing Opportunity User Tabs in this User Guide.) Opportunity Record User Tabs Page 159 of 357

160 Notes Tab This is the tab in which you will enter your notes for the opportunity. 1. Open the Opportunity Window. 2. Place cursor in the Enter Opportunity Notes field. 3. Type your notes. 4. Select from the Tracking Type what type of note you are adding. Tracking Type NOTE: You can customize the Tracking Type drop down value in the Prophet Administrator. See the Customizing Opportunity General Tab section of this User Guide. 5. Click Add Note and Track. 6. The note you typed will be moved down to the note history section of the Notes tab. The note will be time and date stamped and tracked by the tracking type you selected. Deleting Opportunity Notes Before Prophet Users can edit/delete Opportunity Notes, the Prophet Administrator has to set to allow users to delete notes. (To read instructions on how to set user permissions for editing/deleting notes, view the Website Site: User Management Profiles and Permissions section in this User Guide.) Page 160 of 357

161 In the Client Deleting Notes 1. Open an Opportunity. 2. In the Notes tab, click Edit. 3. In the Edit/Delete Notes window, highlight the note you want to edit or delete. a. Edit Edit Note window will display. Make changes and click OK. b. Delete Note will be deleted from the Note tab. Edit/Delete Opportunity Notes Tracking History Tab By clicking on the tracking history tab you can see a list view of the type of activity you had related to the opportunity. This information is pulled directly from the tracking type you are. You can easily review the dates and times the notes were entered and the type of note. You can view how many phone conversations, s, appointments and mail activity you had with the client. The tracking history has two columns: 1. Date/Time Added 2. Tracking Type You can sort by these two columns by clicking on the column header. Page 161 of 357

162 s Tab All s that you send out from the Opportunity Window using the button will be linked to the opportunity and will be displayed in the Opportunity s tab. NOTE: To make sure the displays in the Opportunity tab, make sure you are pointed to your Inbox and Sent Items and any other folder you are storing your s in. In the folder list, check the folders you want to search in. NOTE: Clients with Exchange will be pointing to a Public folder called Opportunity s. This is an folder holding a copy of all s associated with Opportunities. This allows you to view not only your own s associated with an opportunity, but other Prophet User s s as well. For more information on linking s to opportunities, see the Linking s to Opportunities section of this user guide. Calendar Tab All appointments you create in the Opportunity Window will be listed out in the Calendar Tab. You can also associate appointments created outside of an opportunity to the opportunity. All appointments you create by using the Appointment button at the top of the Opportunity Window will be listed here after you click the Search button. Page 162 of 357

163 For more information on linking appointments to opportunities, see the Linking Appointments to Opportunities section of this user guide. Tasks Tab All tasks you create in an Opportunity will be associated with the Opportunity and will display in your Outlook task folder and also in Prophet Today on the day they are due. You can also attach tasks that were created directly in Outlook to an Opportunity. For more information on linking tasks to opportunities, see the Linking Tasks to Opportunities section of this user guide. Files Tab If you have documents that you need to reference when working on an Opportunity, you can create a link to the document in the Files tab. 1. Open up the Opportunity. 2. Click on the Files tab. 3. Click the Add button. 4. Browse to the location where the file is located. 5. Select the file and click Open. 6. The link to the file will be listed under the Files tab. 7. To open the file, double click on the link and the document will open. NOTE: If you move where the file is saved, the link will be lost and you will have to create a new link to the opportunity. Page 163 of 357

164 Workflow Tab The Workflow tab will show all pending and complete workflow actions for this opportunity. For more information on workflow, see the Workflow section of this User Guide. Related Records Tab The Related Records tab allows you to search for related opportunities for the company and/or contact(s) associated with this opportunity. You can also search for related records within your department or any department you have access to. To search for related records, checkmark the Company and/or Contact box and then select the department from the dropdown list (you can also select All if you wish). Click Search when you re ready. Double-click any record to open. Linking s to Opportunities All s that you send out from the Opportunity Window using the button will be linked to the opportunity and will be displayed in the Opportunity s tab. Click on the button at the top of the Opportunity Window to send an . Page 164 of 357

165 Sending an from the Opportunity Window 1. Click on the button in the Opportunity Window. 2. If you have more than one contact associated with the Opportunity, the Select Contacts window will display. Check the contact you want to and Click OK. Select Recipient to Send to 3. An Item will display with the address auto populated. 4. Fill out the and attach any files 5. Click Send. 6. The will be in your sent items in Outlook and you will be able to view that in the opportunity window by clicking on the s tab (see image on next page). Page 165 of 357

166 NOTE: To make sure the displays in the Opportunity tab, make sure you are pointed to your Inbox and Sent Items and any other folder you are storing your s in. In the folder list, check the folders you want to search in. NOTE: Clients with Exchange will be pointing to a Public folder called Opportunity s. This is an folder holding a copy of all s associated with Opportunities. This allows you to view not only your own s associated with an opportunity, but other Prophet User s s as well. Linking Incoming s to an Opportunity To link an to an opportunity: 1. Open Click on the Prophet tab 3. Click Link Item. Link to an Opportunity 4. A list of your opportunities will display. Highlight the opportunity you wish to link the to. 5. Click Link in the lower right hand corner. 6. To link the and open the opportunity, click the Link and Open Record button in the lower right corner. Page 166 of 357

167 7. The will be linked to the opportunity in the s tab. 8. For users with Exchange, a copy of that will be saved in the public folder called Opportunity s. Linking Appointments to Opportunities All appointments that you send out from the Opportunity Window using the appointment button will be linked to the opportunity and will be displayed in the Calendar tab. Page 167 of 357

168 Creating an Appointment in the Opportunity Window 1. Open the Opportunity. 2. Click on the Appointment button at the top of the Opportunity. All appointments that you create by clicking on this button will show up in the following places: 1. Your Outlook calendar 2. Prophet Today on the day it is due 3. Listed in the Calendar tab in the Opportunity window you created the appointment in. 3. If you have more than one contact associated with the Opportunity, the Select Contacts window will display. Check the contact you want to associate with the Appointment and Click OK. 4. Fill out the Outlook Calendar item. a. Attach any files. b. Invite any attendees. 5. Click Save and Close. 6. That Appointment you just created will show up in the following places a. Your Outlook calendar b. In Prophet Today on the day that it is due c. In the Opportunity Calendar Tab at the bottom of the Opportunity Window you created it in. All appointments you create by using the Appointment button at the top of the Opportunity Window will be listed here after you click the Search button. Page 168 of 357

169 Linking Appointments to an Opportunity 1. Click the Prophet tab 2. Click on the Link Item button 3. A list of your opportunities will display. Highlight the opportunity you wish to link the to. 4. Click Link in the lower right hand corner. 5. To link the appointment and open the opportunity, click the Link and Open Record button in the lower right corner. 6. The appointment will be linked to the opportunity in the Calendar tab. 7. For users with Exchange, a copy of that appointment will be saved in the public folder called Opportunity Calendar for your department. Linking Tasks to Opportunities All tasks you create in an Opportunity will be associated with the Opportunity and will display in your Outlook task folder and also in Prophet Today on the day they are due. You can also attach tasks that were created directly in Outlook to an Opportunity. Page 169 of 357

170 Click on the task button at the top of the Opportunity Window to create a task. Creating a Task in the Opportunity Window 1. Open up the Opportunity. 2. Click on the Task button at the top of the window. 3. If you have more than one contact associated with the Opportunity, the Select Contacts window will display. Check the contact you want to associate with the Task and Click OK. 4. Fill out the subject line and due date in the Task. 5. Click Save and Close. 6. The Task you just created will show up in the following places: a. Outlook Task Folder. b. In Prophet Today if the Date range is set to include the due date for the task. c. In the Opportunity Task tab (at the bottom of the Opportunity Window) when viewing the specific Opportunity that the Task is associated with. All tasks that you create by using the Task button at the top of the Opportunity Window will be listed in the Opportunity Tasks tabs output area. NOTE: If you delete a task from Outlook, the task will not appear under the Opportunity Task tab. Page 170 of 357

171 Linking a Task to an Opportunity 1. Click the Prophet tab 2. Click the Link Item button 3. A list of your opportunities will display. Highlight the opportunity you wish to link the to. 4. Click Link in the lower right hand corner. 5. To link the task and open the opportunity, click the Link and Open Record button in the lower right corner. 6. The task will be linked to the opportunity in the Tasks tab. 7. For users with Exchange, a copy of that task will be saved in the public folder called Opportunity s. Accessing Opportunities from Outlook Once an item (an , appointment, or a task) is linked to an opportunity, you can directly access the opportunity from the linked item. Opening an Opportunity from an Appointment To open an opportunity from the Outlook Appointment item: 1. Highlight or open the appointment. 2. Click the Prophet tab (Outlook 2010) or the Add-Ins tab (Outlook 2007). 3. Click the Record button (this will vary depending upon the form name of your template in some cases it could be called Opportunity, etc.). 4. The opportunity this item is linked to will open. Page 171 of 357

172 Link an Appointment to an Opportunity Opening an Opportunity from a Contact Item To open an opportunity from the Outlook Contact item: 1. Highlight or open the contact. 2. Click the Prophet tab (Outlook 2010) or the Add-Ins tab (Outlook 2007). 3. Click the Record button (this will vary depending upon the form name of your template in some cases it could be called Opportunity, etc.). 4. The opportunity this item is linked to will open. Page 172 of 357

173 Open an Opportunity from a Contact Item Opening an Opportunity from an To open an opportunity from the Outlook item: 1. Highlight or open the Click the Prophet tab (Outlook 2010) or the Add-Ins tab (Outlook 2007). 3. Click the Opportunity button (this will vary depending upon the form name of your template in some cases it could be called Record, etc.). 4. The opportunity this item is linked to will open. Open Opportunity from an Page 173 of 357

174 Opening an Opportunity from a Task To open an opportunity from the Outlook Task item: 1. Highlight or open the task. 2. Click the Prophet tab (Outlook 2010) or the Add-Ins tab (Outlook 2007). 3. Click the Record button (this will vary depending upon the form name of your template in some cases it could be called Opportunity, etc.). 4. The opportunity this item is linked to will open. Open an Opportunity from a Task Accessing Opportunities from Prophet Today Prophet Today will list all of the tasks and appointments that you have due today. If the task is linked to an opportunity, you will be able to move directly from the Task or Appointment listed directly into the Opportunity Window. Page 174 of 357

175 1. Click on the Avidian Prophet folder in your Outlook Folder List 2. At the bottom of the window you will see a list under Today s Activities of the tasks and appointments due today. 3. Right click on a task or appointment and select Open Opportunity or click the Open Opportunity button. 4. The Opportunity the task is associated with will be displayed. NOTE: The association to an Opportunity is per item. If you have an item that was not associated to an Opportunity, you should make these assignments from Prophet to keep the association. An opportunity description will appear if the Outlook item has been linked to an opportunity. If that column is blank, that means it is not associated with an opportunity. Activities Section of Prophet Today Screen Search Opportunity Manager Prophet makes it easy to quickly search through your Opportunity Manager. You can search your view, which includes each column you currently have in that view or you can perform an Advanced Search which will search the entire database (see dropdown in image below). Search View Options Page 175 of 357

176 To search your view, type a keyword into the Search box (shown below) and Prophet will search through ALL columns for that keyword and display results. Searching for Keyword Promotional To clear the filter in your view, click the X next to the keyword entered (shown below). Send an from Opportunity Manager You can quickly send s from your Opportunity Manager. To send an , highlight the opportunity name you would like to send an to. You can then click the button or, if you click the down arrow next to , select from the dropdown list (circled in red below). You can also click the button from within the Opportunity window (see image below). Page 176 of 357

177 This will then open an Outlook , along with your signature, and automatically add the contact s address to the , as shown below. If there is more than one contact associated with a company, ALL contacts will appear in the To line of the . For information on sending a Group or performing a Mail Merge, please see those sections of the user guide. (PART VIII SENDING GROUP S and PART IX MAIL MERGE.) Create Appointment from Opportunity Manager You can quickly create appointments or send meeting requests from your Opportunity Manager. To create an appointment, open the opportunity for which you d like to create an appointment. Next, click the Appointment button (circled in red below). Page 177 of 357

178 This will then open up an Outlook Appointment item, already populated with the contact s name, company name, and phone number in the subject line (circled in red below). Appointment Created from the Opportunity Window If there is more than one contact associated with the Opportunity, ALL contacts will appear on the appointment. You can add to the subject, invite attendees, change the start and end time, etc. Once you save and close this appointment, you will find it on your local Outlook Calendar (shown below). Page 178 of 357

179 Appointment Created from the Opportunity Manager Stored in Outlook Calendar Create Task from Opportunity Manager You can quickly create tasks from your Opportunity Manager. To create a task, open the opportunity that the task is regarding. You can then click the Task button (circled in red below). This will then open up an Outlook Task item, already populated with the contact s name, company name, and phone number in the subject line (circled in red below). Page 179 of 357

180 Task Created from the Opportunity Window If there is more than one contact associated with the opportunity, ALL contacts will appear on the Task. You can add to the subject, assign the task to another person(s), change the start date and/or due date, etc. Once you save and close this task, you will find it on your local Outlook Task List (shown below). Task Created from the Opportunity Window Stored in Outlook Task List ing Opportunity Data You can your opportunities to other Prophet users. 1. Open Opportunity Manager 2. Highlight the opportunities you wish to Page 180 of 357

181 a. To highlight a group of opportunities, click on the first one, hold down the shift key and click on the last opportunity. b. To highlight several individual opportunities, click on one, hold down the ctrl key and click on the additional s you wish to highlight. 3. Right click on the selected group of Opportunities. 4. From the list, select Transfer Data- Send Data via This will create an with the data saved as an attachment. Fill in the address and click Send in the Item. Receiving opportunity files and importing them into Prophet. 1. You will receive an that has an attachment. 2. Save the attached file. 3. Open Opportunity Manager. 4. Click on the drop-down arrow next to the Tools button and select Receive Opportunity Data. 5. Browse for the file you saved and click Open. 6. Click Receive at the bottom of the screen. 7. Your Opportunity Manager will be populated with the Opportunities in the file. NOTE: Multiple Opportunities will all be sent in a single attachment. If you send someone an Opportunity and they modify it and send it back to you, if you save it back to your computer, it WILL overwrite the existing Opportunity Data with the newer data. Page 181 of 357

182 PART VII SALES ASSISTANT AND WORKFLOW Sales Assistant The Prophet Sales Assistant allows you to create s messages, set up appointments and create tasks for contacts based on the actions you have defined in the Sales Assistant tool. You can set up the Sales Assistant to send carefully timed s to your contacts, or to start creating tasks automatically to remind yourself to make follow up phone calls. Setting up Sales Assistant Actions A Sales Assistant Action can be any of the following: An action. An example is an that will be sent out 2 weeks after you assign it to a contact. A task action. An example is a task that will remind you to call a contact 3 weeks after you assign it to a contact. An appointment action. An example is an appointment that prompts you to set up a meeting with a contact 15 days after you assign it to the contact. Creating New Sales Assistant Templates The first thing you will need to do is to start creating template s, tasks and appointments to assign to contacts. 1. In the Opportunity Manager, Company Manager, or Contact Manager, click on the Tools button. 2. Click on the Sales Automation tab. 3. At the top of the Sales Automation Tab in the Template section, click on the New button. 4. Fill in the Template Name (File Name). Page 182 of 357

183 5. Select from the Type drop down if this template is an appointment, or task. 6. Click OK. 7. A new window will appear according to the type of template you selected. Type Compose your , fill in the subject line and attach any documents. You can include a salutation in the template if you would like. You can include the contact s First Name, Last Name, Title and Suffix. a) First Name When you process the , Prophet will populate the contact s first name into the if you type (First Name) in the template. For example, type Dear (First Name) at the top of the template. When the is processed and sent out, the recipient s first name will populate after Dear. b) Last Name If you would like to include the recipient s last name as well as their first name use (Last Name) in the template. For Example Dear (First Name) (Last Name). c) Title If you want the template to include the recipient s title, type (Title) in the template you are creating. When the Sales Assistant Action is processed and the is sent, in the location you typed (Title), the recipients title will populate the . For Example Dear (Title) (Last Name). d) Suffix To include the suffix, type (Suffix). For Example Dear (Title). (Last Name) (Suffix). Dear Mr. Smith II First name, last name, title, and suffix are all populated from the Outlook contact. Click Full Name to check name details. Page 183 of 357

184 Task Type Fill in the task. Appointment Type Fill out the appointment. 8. Click the Save Template button in the , appointment or task that you are creating. Save Template 9. The template that you saved will appear in your template listing in the Sales Automation tab in the Prophet Administrator. 10. Continue to create templates that you would like to set up as a Sales Assistant Action. Assigning Templates to Sales Assistant You can start setting up Sales Assistant actions with the templates that you created by assigning them as the Sales Assistant action. 1. Highlight the Template you would like to set up as a Sales Assistant Action. 2. Click on the Assign button to the right of the Template portion in the Sales Automation Tab. Assigning Sales Assistant Action Page 184 of 357

185 3. In the Assign Template to New Action window that displays, under Step 1 select Assign Sales Assistant Action. 4. You can change the title of the action if you would like (i.e., introduction , 2 week follow up , 3 week follow up task). This makes the action easy to identify when you are assigning actions to contacts. 5. Select how many days the action should be delayed after assigning this task to a contact. If you are assigning an to go out, do you want the to go out the day you assigned the action to a contact or do you want it to go out 7 days after you assigned the action to the contact. 6. Click Save. 7. This Sales Assistant Action will be available for you to assign to contacts in your Contact or Company Manager. Page 185 of 357

186 Assigning Sales Assistant Actions to Contacts To set up contacts with Sales Assistant Actions, follow these steps: 1. In Contact or Company Manager, highlight a contact/company you would like to assign to an action. 2. Click on the Sales Automation tab in the Data Window. 3. Listed in this window you will see all of the actions you set up in the Prophet Actions tab in the Prophet Administrator Assigning Sales Assistant Actions to Contacts 4. Check all of the actions you would like to apply to the contact(s) you have highlighted in Contact Manager Select the start date for the actions. 2 For each action you set up you defined a delayed time. The action will take place after the start date you select here. (i.e., if the delay time for an action is 5 days, the action will take place 5 days from the start date you select here.) 6. Click Apply The Action(s) you checked and applied are now assigned to the contact and you will be prompted to process the actions on the day they are due in the Prophet Sales Automation window. Page 186 of 357

187 Processing the Actions Every day when you open up Outlook, the Prophet Sales Assistant Window will open. This window will allow you to process, snooze, or edit actions. Here are all of the s, tasks and appointments to process today. To start processing the actions that are due today, follow these steps: 1. You have several options before processing the action that are due to process today. a. Click Process All and all s will be sent out and all tasks and appointments will be created. b. Highlight an individual action and click Process. The will be sent out or appointment or task created for the specific action you selected. c. Highlight an individual action or highlight several actions and click the Snooze button. This action will snooze for a 24 hour period. The next time you open up Outlook after the 24 hour snooze period, the Prophet Sales Assistant will be populated with the actions you snoozed. d. Click the Close button and all the item will sit in the Prophet Sales Assistant until you process them. You can open up the Prophet Sales Automation window when it is convenient for you by selecting Prophet Sales Automation from the tools drop down menu in Prophet. e. Checking the Display each item before Sending box will allow you to edit the before it is sent out, edit the task before it is saved and the appointment before it is saved. i. For tasks set up, you can highlight the task that appears in the Prophet Sales Assistant window and display it before it is saved. This is when you would select the due date for the task and then click Save and Close. This task will be associated with the contact it was created for and will show up in your Task Pad in Outlook and in Prophet today on the day that the task is due. ii. For appointments set up, you can highlight the appointment that appears in the Prophet Sales Assistant window and display it before it is saved. This is when you would select when you want the appointment to be set or invite any attendees. This Appointment will be associated with the contact you set this action up for and it will appear in your Outlook Calendar and in Prophet Today on the day that is due. iii. Displaying an before you send it out allows you to edit and review the s individually before they are sent out. Page 187 of 357

188 Workflow iv. If you check Display each item before sending and click Process All, all items due for processing will open up and allow you to edit before saving or sending. The Workflow Engine allows Prophet Users to set specific actions to occur as they are moving their opportunities through their sales process. For example, as you move an opportunity from one stage in your sales cycle to another, you can set the workflow engine to prompt a template to be sent to the contact. Setting up Workflow The first thing you will need to do is to start creating template s, tasks and appointments that will be sent out or created as you move your opportunity through your sales process. A Workflow Action could be one of the following: An action An example is an that you would send out when moving your opportunity through the different stages in your sales cycle. You can set a delay period to the if you would like. A task action An example is a task that will remind you to call a contact 6 days after you move an opportunity to a specific stage in the sales cycle. An appointment action An example is an appointment that you will create when you move an opportunity to a specific stage in the sales cycle. 1. In the Opportunity Manager or the Contact manager, click on the Tools button. 2. Click on the Sales Automation tab. 3. At the top of the Sales Automation tab in the Template section, click on the New button. 4. Select from the Type drop down if this template is an appointment, or task. 5. Fill in the Template Name. 6. Click OK. 7. A new window will appear according to the type of template you selected. Type Compose your , fill in the subject line and attach any documents. You can include a salutation in the template if you would like. You can include the contact s First Name, Last Name, Title and Suffix. a) First Name When you process the , Prophet will populate the contact s first name into the if you type (First Name) in the template. For example, type Dear (First Name) at the top of the template. When the is processed and sent out, the recipient s first name will populate after Dear. b) Last Name If you would like to include the recipient s last name as well as their first name use (Last Name) in the template. For Example Dear (First Name) (Last Name). c) Title If you want the template to include the recipient s title, type (Title) in the template you are creating. When the Sales Assistant Action is processed and the is sent, in the location you typed (Title), the recipients title will populate the . For Example Dear (Title) (Last Name). d) Suffix To include the suffix, type (Suffix). For Example Dear (Title). (Last Name) (Suffix). Dear Mr. Smith II Task Type Fill in the task. Appointment Type Fill out the appointment. Page 188 of 357

189 8. Click the Save Template button in the , appointment or task that you are creating. 9. The template that you saved will appear in your template listing in the Sales Automation tab in the Prophet Administrator. 10. Continue to create templates that you would like to set up as Workflow. NOTE: If you have a customized signature that you use in your outgoing s, and would like to include it in your Workflow or Sales Assistant s, simply copy and paste it at the bottom of the Template and Save it. Assigning Templates as a Workflow Action 1. Click on the Sales Automation Tab in the Prophet Administrator. 2. Highlight the Template that you would like to set up as a workflow action and click Assign. 3. In the Assign Template to New Action window that displays, under Step 1 select Assign Workflow Action. 4. You can change the title of the action if you would like. 5. Select the delay period you want to apply to the action. If you select 0, then the template will display right away for you to process. If you assign a delay period, you will be prompted to process the template in the Sales Automation window on the day it is due. 6. Select the stage you would like to apply this action to. The drop down list will show you all of the stages you have defined in your sales cycle. 7. Click Save. Page 189 of 357

190 8. This workflow action will appear in your listing. The next time you move an opportunity to the sales stage you assigned that action to, you will be prompted to send out the , set the task, or create an appointment. Applying Workflow to your Opportunities When you move an opportunity to a sales stage that there is a workflow action assigned to, click on the Sales Stage button. You will be prompted to process the workflow action. After you move an opportunity to different stage, click on the Sales Stage button. If there is a workflow associated with that stage you will be prompted to process it. If there is a delay associated with that action, you will be prompted in the Sales Automation window on the day it is due to process. 1. If the action is an a. Select the Sales Stage and click the Sales Stage button. i. If the Workflow action does not have a delay period assigned to it, you will see a screen that will ask you if you want to process the workflow 1. Click OK to process the action and the template will display. You may edit the before sending or you can click send. 2. The that you sent will be in your sent items in Outlook and also in the s tab in the opportunity. 3. A note will populate the notes field in the opportunity; click Add Note and Track. You will have a note in your history that this was sent via workflow. Page 190 of 357

191 Note Created Upon Processing a Workflow Action ii. If the Workflow action has a delay period assigned to it, the item will sit in the Workflow tab in the Opportunity window. On the day there are due to process, you will see them listed in the Sales Automation Window. 1. Once you move the Opportunity to a new Sales Stage and click the Sales Stage button, Click OK to process, then the Workflow item will be saved to the opportunity. 2. To see the Workflow items on set for the Opportunity, click on the Workflow tab in the Opportunity window. You will see the date the item is due to process. Workflow Tab in Opportunity Window 3. To remove a Workflow that is set to process in the future, uncheck the box in the To Do column and click the Apply button. 4. On the day the is set to process, when you open Outlook, you will see the Sales Automation window appear. You can close the window and open it again later if you want. To open later, click on the arrow next to the Tools button in the Contact Manager, Company Manager, or Opportunity Manager and select Prophet Sales Automation. 2. If the action is a task: a. If the Task does not have a delay associated with it: i. Click OK to process the action and the task template will display. You may assign a due date for the task and fill in any details and save the task. ii. The task will be saved to your Outlook Task Pad and it will appear on Prophet Today on the day it is due. iii. A note will populate the notes field in the opportunity; click Add Note and Track. You will have a note in your history that this task was created via Workflow. b. If the Task does have a delay associated with it: i. Once you click the Sales Stage button, you will be asked if you want to process the workflow item for the opportunity. ii. Click OK to process and the Workflow item will be saved to the opportunity. Page 191 of 357

192 iii. To see the Workflow items on set for the Opportunity, click on the Workflow tab in the Opportunity window. You will see the date the item is due to process. Workflow Workflow Tab in Opportunity Window iv. To remove a Workflow that is set to process in the future, uncheck the box in the To Do column and click the Apply button. v. On the day the task is set to process, when you open Outlook, you will see the Sales Automation window appear. You can close the window and open it again later if you want. To open later, click on the arrow next to the Tools button in the Contact Manager or Opportunity Manager and select Prophet Sales Automation. 3. If the action is an appointment: a. If the Appointment Workflow does not have a delay associated with it: i. Click OK to process the action and the appointment template will display. You may select the day and time for the appointment, send it out as a meeting request or attach any files. Click Save and Close or Send if it is a meeting request. ii. A note will populate the notes field in the opportunity. You will have a note in your history that this appointment was created via Workflow. b. If the Appointment Workflow does have a delay associated with it: i. Once you click the Sales Stage button, you will be asked if you want to process the workflow item for the opportunity. ii. Click OK to process and the Workflow item will be saved to the opportunity. iii. To see the Workflow items on set for the Opportunity, click on the Workflow tab in the Opportunity window. You will see the date the item is due to process. iv. To remove a Workflow that is set to process in the future, uncheck the box in the To Do column and click the Apply button. v. On the day the appointment is set to process, when you open Outlook, you will see the Sales Automation window appear. You can close the window and open it again later if you want. To open later, click on the arrow next to the Tools button in the Contact Manager or Opportunity Manager and select Prophet Sales Automation. Page 192 of 357

193 Workflow Tab in Opportunity Window To start processing the actions in the Sales Automation Window: Processing Workflow Actions 2. You have several options for processing the action that are due today. a. Click Process All and all s will be sent out and all tasks and appointments will be created. b. Highlight an individual action and click Process. The will be sent out or appointment or task created for the specific action you selected. c. Highlight an individual action or highlight several actions and click the Snooze button. This action will snooze for a 24 hour period. The next time you open up Outlook after the 24 hour snooze period, the Prophet Sales Automation will be populated with the actions you snoozed. d. Click the close button and all the item will sit in the Prophet Sales Automation until you process them. You can open up the Prophet Sales Automation window when it is convenient for you by selecting Prophet Sales Automation from the tools drop down menu in Prophet. e. Checking the Display each item before sending box will allow you to edit the before it is sent out, edit the task before it is saved and the appointment before it is saved. i. For tasks set up, you can highlight the task that appears in the Prophet Sales Automation window and display it before it is saved. This is when you would select the due date for the task and then click Save and Close. This task will be associated with the contact it was created for and will show up in your Task Pad in Outlook and in Prophet today on the day that the task is due. ii. For appointments set up, you can highlight the appointment that appears in the Prophet Sales Automation window and display it before it is saved. This is when you would select when you want the appointment to be set or invite any Page 193 of 357

194 attendees. This Appointment will be associated with the contact you set this action up for and it will appear in your Outlook Calendar and in Prophet Today on the day that is due. iii. Displaying an before you send it out allows you to edit and review the s individually before they are sent out. iv. If you check Display each item before sending and click Process All, all items due for processing will open up and allow you to edit before saving or sending. Editing Workflows If you decide that the template associated with a workflow needs to be edited, you can make that change in the Sales Automation Tab in the Prophet Administrator. 1. Click on the Tools button. 2. Click on the Sales Automation Tab. 3. In the templates section, highlight the template you wish to change. 4. Click on the Edit button. 5. Make necessary changes to the , task or appointment template. 6. Click Save Template. The template is now changed and the next time you process this action in an opportunity, you will be prompted to send the updated template. Edit Workflow Templates Page 194 of 357

195 Make Actions Shared To share templates with your users or other departments, you must first assign the action as either Sales Assistant or Workflow, mark the action as shared, and select which template it will be shared with. Only administrators can to do this. Once you do this, the users will be able to download the action in their Sales Automation tab. Download Templates NOTE: MAKE SURE that the users go in and EDIT the template to have THEIR signature, not the one on the original template. They will click Save Template after editing. Page 195 of 357

196 PART VIII SENDING GROUP S Using the Group Wizard, you can send an individual to a group of people at once. After selecting your group of recipients, you will create your template, select the salutation for your s, and then, once your press send, each recipient will receive an specifically addressed to them. You can select the recipient list from the Contact Manager, the Company Manager, or the Opportunity Manager. Send Group from Contact and Company Manager 1. Highlight the names of the people you wish to . To highlight the whole group, click on the first name, hold down the shift key, click on the last name in the list. To select individuals from the list, click on the first name, hold the ctrl key down and click on the people you wish to select. 2. Right click on the group of names and select Send Group s or you can click on the drop down arrow next to the button and select Send Group s. The Group Wizard will appear. Send Group from Opportunity Manager 1. Sort your opportunities and highlight the group of opportunities you wish to by clicking on one opportunity, hold down the shift key and clicking on the last opportunity in the group you wish to . (Note: the will go to all the contacts listed for that opportunity.) 2. Right click on the group that is highlighted. 3. Select Send Group s from the list. Page 196 of 357

197 Send Group s 4. The Group Wizard will appear. The Group HTML Wizard contains three tabs: Recipients, Message, and Finishing Steps. The Group Text Based Wizard contains four tabs: Recipients, Message, Options, Preview. Page 197 of 357

198 Recipient List in Group Wizard The Recipients Tab lists out all of the people that will be receiving your . To delete a name from the list, highlight and click Remove. To add a name to the list, click Add Recipient and select from your contact list. Page 198 of 357

199 Message Tab is where you are going to start composing your . You can choose to send either HTML or text based s. Message Tab in Group Wizard HTML The HTML message provides a lot of flexibility in terms of color and design for any . You can create a flyer and send it as HTML in the . If you ve ever received s with pictures in the , that is an HTML . Not everyone will be able to read your HTML message because not everyone will be able to see the formatting. It depends on the browser they are using and the type of editor and settings they are using. The default setting is Send an with images or html. Click on the Next Button at the bottom of the window. Please proceed to **HTML section, below. Send a Text Based The text message looks like a standard , and everyone can receive a text-based message. You do not get the benefit of pictures and graphics, but everyone has the opportunity to read it. You can attach files to the . Page 199 of 357

200 Send Text Based Group Wizard 1. Click on the radio button labeled Send a text based Type the subject line for your Type or copy and paste text into the body of the under the subject line. You can also use the Browse button to search for a saved message. 4. Click on the Next button and it will bring you to the Options tab, which is unique to text-based s (not HTML s). Page 200 of 357

201 Message Tab in Group Wizard Options Tab When composing a Text based , you will have the option to include a salutation in the . Check the Include Salutation checkbox to include a salutation. 1. Select from the drop down menu which salutation you wish to use. 2. You can select message importance in this window as well. 3. At the bottom of the screen you will have to option to add an attachment. Click the Add button and browse for the file. 4. Click Next. Page 201 of 357

202 5. The will show an un-editable example of the that will be sent, using the first name in your list of recipients, including the Salutation, if you selected one. If you wish to edit it, select the Back button to revise 6. If it looks correct, then Click the Send button in the lower right hand corner of the Group Wizard, Yes in the Group Confirmation and the will be sent out individually to the recipients. Options Tab in Group Wizard Page 202 of 357

203 Preview Tab To preview how the will look, click you can click on the Preview Tab. Each recipient will receive an individual that will look like the one you are previewing. (The Preview tab is also unique to textbased s.) 1. Click on the Send button in the lower right hand corner. 2. You will see the s in your sent items in Outlook. Preview Tab in Group Wizard Page 203 of 357

204 Send an HTML After selecting the HTML option in the Message tab, proceed to the Finishing Steps tab. This is where you will have the option of including a salutation in the HTML . Check the Include Salutation checkbox and select from the drop down menu the salutation you want to use. Finishing Steps Tab in Group Wizard 1. Click on the Create button and compose your . a. You will notice the is addressed to your first recipient. b. If you selected a salutation, this is where you would view it. 2. Enter a Subject in the , and compose the by typing or a cut and paste from another document. 3. Add any images into the body of your as well as any attachments that you want to be sent with the You may also paste in a signature if you normally use one in out-going business mail by going to the Insert tab in the Outlook and selecting your signature. 5. Click Send in the after you have composed it and the will go out to the first person on your recipient tab. 6. Click the Send button in the lower right hand corner of the Group Wizard and the will be sent out individually to the rest of your recipients. Page 204 of 357

205 7. Once the s have been sent, you will receive a message letting you know the Group s have been sent. 8. If you select your recipient list from Opportunity Manager, a note will be added to the Notes tab for the Opportunities selected for the Group . The note is time and date stamped with the tracking type of Group . (This does not apply to those sent from Contact or Company Manager.) NOTE: Prophet will not place any limitations on the messages that go out; however, your internet service provider might limit the amount of s you can send per hour, day, etc. If you notice your group does not go to all recipients you had chosen, please contact your service provider to inquire about their sending limits. Page 205 of 357

206 PART IX MAIL MERGE The Prophet Mail Merge wizard allows you to create letters, messages, labels, envelopes, or a directory from your Prophet contacts. 1. Select the contacts, companies, or opportunities you want to include in your mail merge, highlighting them all. 2. Right-click on the selected names and select Mail Merge from the list. 3. The Mail Merge wizard will then open displaying a list of the contacts to be included. Page 206 of 357

207 Mail Merge Wizard 4. From this list, you can remove any recipients you do not want to include, or you can add a New Recipient. 5. When you are satisfied with your recipient list, click Next to continue. 6. A Word document will then appear in your task bar at the bottom of your computer screen. 7. Open the document. 8. You will then be guided through Word s mail merge wizard to complete the process. 9. The first step is selecting the type of document. Page 207 of 357

208 10. You will then select the starting document, where you can either use the current document, start from a template, or start from an existing (saved) document. Click Next to continue. Page 208 of 357

209 11. The next step is to select your recipients. Make sure you select Use an Existing List which will bring over the data you have selected from Prophet. 12. The next step is to write your letter. Make sure to add your Address Block and Greeting line to your letter. Page 209 of 357

210 a. When adding your Address Block, make sure to Match Fields so you can ensure the data is properly transferred over from Prophet. b. After clicking Match Fields button, you will see the screen (below) where you will match the required fields. Page 210 of 357

211 13. After matching fields, you will see a preview from your recipient list so you can see how the address will appear. Click OK if satisfied. 14. Next, you will preview your letters. Page 211 of 357

212 15. If you are satisfied, you can complete your mail merge. This includes printing your letters or editing individual letters. Page 212 of 357

213 PART X QUOTE/EXCEL FORM Create a quote from the Opportunity Window by using the Excel File button. Products or services associated to the Opportunity will populate the quote template (see Products/Service tab below). You can customize the quote template to include your logo and company name. Once you generate a quote for an Opportunity, a note is tracked and a link to the quote is generated in the Opportunity window. Configure Excel Quote File used in Opportunity Quotes 1. Open Opportunity Manager. 2. Click Tools to open the Prophet Administrator. 3. On the General tab in the Prophet Administrator, locate the Configure Excel Quote File section. 4. Next to File, you will see a path to the file ready for customization. Page 213 of 357

214 5. Click Browse next to the File field to save the quote template to a different location. The file can be saved in any local, network or removable drive but the file needs to be accessible during the generation of a quote. 6. Click Edit next to the File field to edit the standard quote template. Insert your logo and company name or other information needed for the template. 7. Click the? Button to open the Quote Help document explaining the Prophet to Excel data mappings. (Or see Excel Form Data Mappings section below.) 8. Under Please specify a location where quotes are to be saved, click Browse. 9. Select a location where you want quotes to be saved. This can be any local, network or removable drive but the location needs to be accessible when you generate a quote. Prepare an Opportunity Quote 1. Open the Opportunity Window. 2. Associate Products or Services to the Opportunity. 3. Click Excel File button at the top of the Opportunity Window. 4. Enter a unique file name for the quote in the Create an Excel File window. 5. Click Create. 6. The Excel Quote template will display. The Sold To, Ship To, Date, Sales Person and product information will populate the template. Page 214 of 357

215 Excel/Quote Form Standard Format 7. Save the excel file and the file is saved in the location you specified in the Prophet Administrator. 8. A time and date stamped note is taken in the Notes tab within the opportunity. Page 215 of 357

216 9. A link is created to the quote in the Files tab within the opportunity. Double click the link to open the quote. Link to Excel/Quote in Files Tab Excel Form Data Mappings This section describes how to use the included Sample Excel Form.xls to generate excel files from incidents. 1. Header and Footer: a. These areas are user definable, which allows you to include your company logo/header, signature area, or company address. 2. Manual Entry Fields: a. Below is a table that outlines the fields that are not auto-populated by Prophet. Manual Entry Cell Prophet Field Rule Fields Locations Window Date F5 Not Applicable Not Applicable Manually Entered Quote # E6 Not Applicable Not Applicable Manually Entered Customer PO # E8 Not Applicable Not Applicable Manually Entered Payment Terms D19 Not Applicable Not Applicable Manually Entered Quote Expires E19 Not Applicable Not Applicable Manually Entered Shipping Terms G19 Not Applicable Not Applicable Manually Entered Sales Tax Located below SUBTOTAL in Column H. Not Applicable Not Applicable Manually Entered Page 216 of 357

217 3. Prophet Data Mapping: a. Below is a grid that outlines the default cell locations and where the corresponding Prophet data is retrieved. Template Bookmark Cell Locations Prophet Window Sold To: Name B5 Incident Window Contacts tab Sold To: Company Name Sold To: Street Address Field Full Name Rule 1) If there is one contact in the Incident then that Contact gets printed. 2) If there is more than one contact, then the primary contact will be printed. 3) If there is more than one contact and a primary contact is not defined, then the contact selected will be based on an ascending alpha numeric sort. B6 Incident Window Company If there is no company associated to the Incident then all information will be pulled from the contact. B7 Incident Window Street Company Information tab Sold To: City B8 Incident Window Company Information tab Sold To: State B8 Incident Window Company Information tab Sold To: Zip Code Sold To: Country B8 Incident Window Company Information tab B9 Incident Window Company Information tab Sold To: Phone B10 Incident Window Company Information tab Sold To: Fax B10 Incident Window Company Information tab Ship To: Name B12 Same as Sold To Name Ship To: B13 Same as Sold To Company Name Company Name Ship To: Street Address B14 Company Window Details tab City State Zip Code Country Phone Fax Ship Street If no Company shipping address is defined then the main business address will be used and printed. Page 217 of 357

218 Ship To: City B15 Company Window Details tab Ship To: State B15 Company Window Details tab Ship To: Zip B15 Company Window Code Details tab Ship To: B16 Company Window Country Details tab User A19 Incident Window Account Rep tab Quantity A22 Incident Window Products/Services tab Product ID B22 Incident Window Products/Services tab Description C22 Incident Window Products/Services tab Price F22 Incident Window Products/Services tab Ship City Ship State/Province Ship Zip/Postal Code Ship Country Full name Default Quantity Product Product Description Price 1) If there is one account then it is printed 2) If more than one account rep is in the Incident then the primary account rep is printed 3) If there is more than one account rep and no primary account rep is defined, then the account selected will be based on an ascending alpha numeric sort. Extend G22 Excel summary field (Default Quantity * Price) SUBTOTAL Must be 2 rows below the last product printed in column F Sum of all values in the Price column TOTAL Must be 2 rows below the SUBTOTAL in Column G. Creating your own Excel Form This section describes how to create your own excel form to be used within Prophet. Sum of all values in the Extend column 1. Available columns: Below is a list of available columns that can be used to insert into your Excel Form. Page 218 of 357

219 a. When using the columns below you will need to place the column name in a cell enclosed in brackets. i. Examples: 1. Company -> [Company] 2. FirstName -> [FirstName] ii. When the Export To Excel button is clicked on the incident form the export to excel mechanism will search and replace the values in the brackets with the related Incident data. b. Please note the pre-defined available area for the quote is A1:N100, all values outside of this area will be ignored. Contact Fields Company Fields Incident Fields Contact Title Company Field1 (Group Name)** FirstName Company Phone Field2 (Product Name)** MiddleName Company Fax Field3 (Prod Description)** LastName Company Address Field4 (Default Quantity)** Suffix Company City Field5 (Product Price)** Contact Address Company State/Province Field6 (User Defined)** Contact City Company Zip/Postal Code User Contact State/Province Company Country/Region Contact Zip/Postal Code Shipping Address Contact Country/Region Shipping City Contact Business Phone Shipping State/Province Contact Fax Shipping Zip/Postal Code Contact Cell Phone Shipping Country/Region Contact ** The product values uses an alias instead of the actual name of the fields, this was done on purpose so that a simple change to the configuration would not break the quote form. When mapping the product fields you need to map the correct field name: Field1, Field2, Field3 and on. The text in parenthesis is for descriptive purposes only and not meant to be used in the quote form. 2. Contact/Company Rules: This section discusses the rules behind how contact and company information is displayed on the excel form. a. Contacts i. If there is one contact in the Incident then that Contact gets printed. ii. iii. If there is more than one contact, then the primary contact will be printed. If there is more than one contact and a primary contact is not defined, then the contact selected will be based on an ascending alpha numeric sort. b. Company Page 219 of 357

220 i. If there is no company associated to the Incident then all address information will be pulled from the contact. ii. If no Company shipping address is defined then the main business address will be used and printed. 3. Products and Services The section discusses how the export to excel feature handles products and services. There are several rules that must be adhered to when including products and services to your template. a. All the Product and Service fields need to be on the same row. b. There must be a blank row beneath the Product and Service fields. c. The 'Export to Excel' process will determine which row the Product and Service fields start on. Then it will proceed to copy that row and create new rows for each product and service defined on the opportunity. The copy will include all cell formulas in adjacent cells on the same row. Page 220 of 357

221 PART XI IMPORTING DATA INTO PROPHET The Prophet Import Export Wizard allows you to import data from Microsoft Excel into Prophet to create Contacts, Companies and Opportunities. It is important to know that you must use Prophet s template (described in more detail below) as it is pre-mapped to the fields within Prophet. Template and Field Format Fixed Fields: Column names for fields 1-54 and order cannot be changed they are hardcoded. Columns 1-23 apply to contact Columns apply to company Columns apply to opportunities Custom Fields: Columns 55+ are customizable and may be deleted. Each field title has an embedded identifier that must remain intact, although the other text around the identifier can change. Template Rules Account Reps: Account Rep specified in the template must be an EXACT match of the Account Rep specified in Prophet. If not, the record will fail. Account Rep should be initially input into Prophet firstname lastname with no comma and only one space separating first and last name. Multiple reps are assigned to an opportunity contact by inserting a comma between the names of the account reps. The Account Rep specified on the line of the import template will be assigned to the Contact, Company, and/or Opportunity also specified on that line. All items should have an assigned Account Rep. Items without an assigned Account rep will not show up in Mobile Users. Date Values: Date values in Excel must be converted to text otherwise they will import in a numeric from (days since 1/1/1900). You can convert to text using the following formula: =IF(ISBLANK(RC[-1]),"",TEXT(RC[- 1],"mm/dd/yyyy")) Drop Down List Values: Spaces before or after a drop down value may be problematic. Fixed in release and later. Opportunities: Only allowed ONE contact per OPPORTUNITY for import. When importing an OPPORTUNITY, the data assigned to the COMPANY or CONTACT assigned to that OPPORTUNITY will be overwritten with the data in the template (i.e. if the template has BLANK address information, any address information for the COMPANY in Prophet will be LOST). Notes Fields: xlsx limitation of 2GB per cell xls limitation 64k per cell. Page 221 of 357

222 Long string length like notes (over 256 characters long) will be truncated unless sorted longest string first. To work around, add a new column to calculate the length, sort largest to smallest, and delete the column. Formula is =LEN(RC[-1]) Prophet Import Duplicate Check While importing contacts, Prophet will check for duplicates based on the following criteria: First and last names much match And one of the following must also match: Business Phone Prophet Database Importing and Manipulation The data access library for Excel does sampling of the first 10 rows to determine how it will format all rows for the import. This means that if the first 10 rows all have number in them, Prophet will get only values that can be converted into numbers and all text values will be lost. Convert entire column to TEXT type before importing. Data Import Validation Failures: If data does not meet validation criteria, the import will still import the invalid data and report the failed record in an error log and a dialogue pop-up will appear during the import process with a link to that error log. If the overall process fails midstream, records up to the failure point will be imported up to the point of failure. All importing is done on a record-by-record basis. Direct Prophet database access for OnPremise (locally hosted) customers: This is possible, but administrators should be extremely careful about manipulating any data without consulting Avidian first. Any dependence on such updates or reads could break with future versions of Prophet. Care should be taken to isolate 3 rd party code from our schema. This can be done using standard approaches such as writing code against newly created SQL views, etc. Backing out a batch update: The Prophet import tool imports on a row-by-row basis (non-batch). If controlling data on a batch basis is needed, we recommend using one of the user defined fields as a batchid that can be used to identify the records from a single import. Step I - Prepare the Import File The Import wizard will pull data into contacts, companies, and/or opportunities from a specific Excel format. The Import Template can be found in C:\Program Files\Avidian Technologies\Prophet and the Excel file is named Prophet Import Data Template. The Excel file is populated with column headers for Contact Name, Company Name, Description, Opportunity Sales Stage, Opportunity Status, Opportunity Description and many more. Your data must be filled out in this specific format. Do not move, delete, hide, etc. any of the columns. Page 222 of 357

223 To import Contacts you must at least fill in the First Name in the template. To import Companies you must at least fill in the Company Name in the template. To import Opportunities you must at least fill in the Opportunity Sales Status in the template. NOTE: You are not obligated to import opportunities along with your contacts and/or companies. If you do not wish to import opportunities, simply leave those fields blank. If you are filling in the Excel Import Template with data that is to import into an Opportunity Drop Down field, the specific field name you are importing must exactly match the data you have in the Opportunity Drop Down, otherwise the field will be blank in the Opportunity. For example, if your drop down values for Sales Status in the opportunity are Active, Lost, Won, Cancelled and you try to import the value of Import into the Sales Status field, the field will be blank because the value you are trying to import doesn t match the drop down values for Sales Status. Page 223 of 357

224 Preparing the Import Template As you customize fields in Prophet, such as add fields to the user defined fields in Contact Manager, Company Manager, or rename/customize fields within the opportunity, you can rename the corresponding column on the spreadsheet to match. For example, take the opportunity below. Some of the fields have been changed from the original version such as the Title (which is called Opportunity Description on the template), and Item Type (which is called Opportunity Sales Type on the template), etc. The original template is shown below: The template that has been renamed to match the current configuration in Prophet is shown here: Page 224 of 357

225 Renaming the Opportunity User Defined Fields In the spreadsheet, columns CJ through FP are all of the user defined labels found in the three user tabs within the Opportunity. An example is the image below. As you customize your opportunity template, you should also update the import template as you go since all labels are numbered. Here is the original import template before renaming the fields: Here is the template that has been renamed to match the current configuration in Prophet: For these fields, you can only rename the userdefinedlabel20 portion leave the rest in there: Page 225 of 357

226 Renaming the Contact Manager User Defined Fields The 20 labels found in Contact Manager User Tab 1 are also available on the spreadsheet columns BO through CH. Here is the original import template before renaming the fields: Here is the template that has been renamed to match the current configuration in Prophet: Page 226 of 357

227 Renaming the Company Manager User Defined Fields The first 12 labels found in Company Manager User Tab 1 are also available on the spreadsheet columns BC through BN. Here is the original import template before renaming the fields: Here is the template that has been renamed to match the current configuration in Prophet: Page 227 of 357

228 Step II - Import the Data 1. Select the arrow next to the Tools button in the Opportunity/Contact/Company Manager Toolbar. 2. Select Import and Export Wizard. 3. Select Import Company, Contact And/Or Opportunity Data and Click Next. 4. Browse for the file you are importing, select worksheet 1, and also select your department. 5. Click the Import Button. Page 228 of 357

229 6. The Contact will be created if it didn t exist. It will be saved in your Working Contact folder in Outlook and also in Contact Manager. 7. The Company will be created if it didn t exist. 8. The Opportunity will be created and listed in Opportunity Manager. Note: We recommend importing smaller batches of around 500 lines at a time as importing will lock up Outlook as it creates all the records. Importing Product Data 1. Open Opportunity Manager. 2. Click the arrow Next to the Tools button in the Opportunity Manager Toolbar. 3. Select Import and Export Wizard. 4. Select Import Product Data, click Next. Page 229 of 357

230 5. Open the import template by double clicking under The import template can be found at: to open the Prophet Import Product Data Template. Page 230 of 357

231 Prophet Import Product Data Template 6. Prophet Import Product Data Template has six columns that import directly into the Opportunity Product Window. Page 231 of 357

232 Opportunity Product Tab 7. Type or paste your product data into the appropriate column header in the Prophet Import Product Data Template. Product Group and Product Name Columns are required for the data to import. Populated Product Template 8. Save and close the Prophet Import Product Data Template. 9. Open Opportunity Manager. 10. Click the arrow next to the Tools button. 11. Select Import and Export Wizard. 12. Select Import Product Data, click Next. 13. Click Browse. 14. Select the Prophet Import Product Data Template. 15. Click OK. 16. From the Worksheet to Import drop down field, select the worksheet from the Excel file you prepared containing your product data for import. Page 232 of 357

233 17. Click Import. NOTE: If the product group and product name already exist in the product listing, then the import will update the existing record. If the product does not exist, then it will be added to the database. If product group does not exist then it will be added to the database. Page 233 of 357

234 PART XII REPORT MANAGER Forty two pre-formatted reports are included with Prophet in addition to the Report Wizard for creating your own customized report documents, the Report Designer for graphic design modifications to custom reports, and the Report Administrator which enables reports to be saved in Adobe Acrobat (PDF), Word (TXT or RTF), HTML, Excel (XLS) or TIFF file formats. The Prophet Reports can be accessed by clicking on the Report Manager folder in your folder list or by clicking on the Reports button in either the Contact Manager or the Opportunity Manager toolbar. The Reports button will launch the Report Manager, which is the interface for creating or viewing reports. Report Manager How to Run a Report Once you start creating opportunities, you will want to run reports on the information you are gathering. There are standard reports included with Prophet and you also have the option of creating your own custom reports. Page 234 of 357

235 STEP 1 : The first step when running a report is to select a report category. Select a Report Category from the list; each category displays different reports. Each report category will show you a different type of report. Account Sales: This category focuses on Opportunities set to a status of WON. Company: This category focuses on information from the Company record. Contacts: This category focuses on information from the Contact record. Opportunities: This category focuses on Opportunities and their data in ALL statuses. Pipeline Forecast: This category focuses on Opportunities in the ACTVIE status. Products: This category focuses on your product list or products associated with Opportunities. Won Loss: This category focuses on Opportunities in the statuses of LOST and WON and the reasons why. Page 235 of 357

236 STEP 2: Choose the Report Highlight the name of the report you would like to view. A description of all of the reports will be displayed for your review in the Report Description window. Filter and Sort your Report Page 236 of 357

237 STEP 3: Choose your Report Filters and Sorting Parameters By clicking on the Filter button in the Prophet Toolbar at the top of Report Manager, you can choose to filter your report by items that are visible to you, items that are assigned to other users within your hierarchy, or other departments that you have access to. See screenshot below. By using the Sort Parameters and Filters section, you can bring your report data down to only what you would like to see. (Depending in your version, you may not have all tabs shown). Page 237 of 357

238 1. Sort Tab You have the option of sorting and filtering your report by the data you are collecting. In the example below, the first sort is by Sales Stage. The report will then sort out by Sales Revenue in each stage, and then again by Sales Source. Page 238 of 357

239 2. Date Tab Each data-related report can be filtered by Date. To see which date fields are available to sort by, highlight the report name from the Choose Report Name field, click on the Date tab and select the arrow next to the Select Date Type drop down. Once you select the Date Type, Select the filter you want to apply. Period gives you set time frames or you can select using the Start and End Date fields. The Period date filter is based on past dates. To filter by future dates, use the Start and End Date filter option. NOTE: Custom date fields you create within the user tabs in Prophet will not appear as filter options under the Date tab in your Report Manager. You can, however, find those dates within the Criteria tab. Page 239 of 357

240 3. Accounts Tab For each report you select to run, you have the option to filter by Accounts. 1. Click on the Accounts tab in the Filters section. 2. Select from the drop down either Company Name or Users (Users is only available to report from in the Pipeline Forecast, Company, Account Sales and Won Loss Categories). 3. Select from the list the Users or the Company Name you want to filter by and click on the down arrow. 4. You can filter by both Users and Company Name if you wish would like. To set a filter, use the downward pointing arrow to move items below. If anything is moved down, those will be the only items in your report. If nothing is brought down, no filter will be set. Page 240 of 357

241 4. Revenue Tab For each data-related report that includes either the Sales Revenue or Recur Revenue fields, you can apply currency-value criteria to the report. 1. Click on the Revenue tab in the Filters section. 2. Check the Sales Revenue or Other Revenue 3. Select from the Sales Revenue or Other Revenue drop down and select the rule. 4. Now type in the dollar value you wish to filter by. 5. If you are filtering by both Sales Revenue and Other Revenue, select if this is an AND or an OR filter. Page 241 of 357

242 5. Criteria Tab If there are additional filters you would like to apply to your report that you didn t select in the first four tabs, you can apply those filters in the Criteria tab. In the drop-down next to Select records for, you will find all the additional fields to choose from (e.g. Stage, Status, Priority, etc.). Select a field and then select the individual items you would like to include in your report. 1. Click on the Criteria tab in the Sort parameter(s) and Filter(s) area. 2. Click on the drop down arrow under Select records for. All the fields that are included in the report will be listed in this drop down. If you can filter the fields in the Accounts tab or Revenue tab it won t be listed here. 3. Select one of the specific values you would like to filter by and click the down arrow. 4. Select Additional fields for filtering using the Select records for drop down list. Page 242 of 357

243 STEP 4: Select Report Format Select if you would like the report to display in Excel or in the Standard Prophet Report window. Click View Report to view the whole report or click Preview Report to see the first 50 records of the report. If you select to view the report in Excel, the report will display as an.xls file. To save the report in Excel, select File, Save As. Name the report and change the format if desired. STEP 5: Print or Save the report If you select to view the report in the Standard format, you can choose to print the report, by clicking on the Print button in the toolbar. To save a report from the Standard Format: 1. Highlight the Report Name, select Standard format and Click View Report. 2. Click Save in the Report. 3. Select the File Format. 4. Select where you want to save it and give the file a name. 5. Click OK. Quota Reports Once you set up the quota amount and quota period in the Prophet Administrator, you can begin reporting on actual sales and quotas. (Review the Setting up Quota portion of the user guide for instructions). Page 243 of 357

244 To view a Quota Report: 1. Select Report Manager. 2. Select the Report Category of Account Sales. 3. Select one of the three quota reports: a. Quota by Account Rep Current displays the quota amount and the actual revenues for each account rep. b. Quota by Account Rep Historical displays historical data for the quota and revenues for each account rep. c. Quota Team Summary displays the team quota amount and current actual revenue for the team. 4. Apply any filters and view the report. Creating Custom Reports To start creating custom reports you will work through the Report Wizard. This allows you to start creating report templates that you can run when you would like. 1. Click on the Wizard button to launch the New Report Wizard Step 1 of 3 dialogs. 2. Select a Report Category from the drop-down list. Each category will give you a different type of report. o Pipeline Forecast Generates reports on Opportunities with the Sales Status of Active. o Opportunity Reports on all Opportunities (Opportunities with any Sales Status). o Account Sales Generates reports on Opportunities with the Sales Status of Won. o Company - Generates reports on your company records o Contacts Generates reports on your contact records. o o Won Loss Generates reports on Opportunities with the Sales Status of Won or Lost. Products Generates reports on your product listing and products associated with Opportunities View the Report Wizard Available Fields section of the user guide for a detailed list of all fields available in each category. Page 244 of 357

245 3. Enter a report name, which must be unique. Choose Report Category Choose a Department to create the report from The name you enter here will show in the list of reports available in the Choose Report Name field. 4. Clicking Next will open the New Report Wizard Step 2 of 3 dialogs. Enter a report title. Page 245 of 357

246 5. You may use a few or all of the data fields in your report by highlighting them and moving them with the arrow to the Report Fields window. The order the fields appear in the Report Fields window determines the placement from left to right on your report. Reorder the fields by highlighting a field and moving it with the up or down arrows. The name you enter here will appear on the report Step 1: Report Title Step 2: Select the Data Fields you want include in the report and click the arrow to move the field to the Report Fields column on the right. 6. You can view the layout of the report by clicking the Preview button. A Preview Report window opens and it can be enlarged to view the layout of your report. 7. Close the Preview window, and make any modifications to the report by adding or deleting report fields or changing the report title on Step 2 of 3, or click Back to change the report name or category in Step 1 or 3. Page 246 of 357

247 8. If you are satisfied, click Next to open Step 3 of 3. Some report categories have fields that can be summed; if your report category does, you can select field(s) and move them with the arrow to the Summary Fields window (see below). If you would like either of these revenue fields totaled, highlight one or both and use the RIGHT arrow and move it over into the Summary Field(s) section. 9. Enter in a description into the Report Description area if desired (see above). 10. You can still go back to previous Steps and modify your report, or click Finish. A dialog will ask if you want to open your report in the Designer for additional modifications. You have now created a report template and it will be available to run. To view your report: 1. From the Choose Report Category drop down, choose the category that you created the report in. 2. Highlight the report name. 3. Apply and filters or sorts. 4. Click View Report. Page 247 of 357

248 You will immediately get a pop-up box asking if you want to go to the designer. The designer is where you can change the layout of the report, so you can choose if you d like to do it now or later. If you say no, your report will be highlighted in the list under the category you built it under with the description you gave it and now you can set the Sort Parameters and Filters on it and run it. Page 248 of 357

249 Editing Prophet Reports To edit the contents of the report (i.e. add/remove fields, change the report description) you can either right-click the report you want to edit, or select the Edit button in the Prophet Toolbar. Note: Editing reports will lose any custom formatting that may have been applied in the Report Designer. A pop-up message will appear asking if you want to continue. This will then bring you back to Step 2 in the Report Wizard where you can edit your Report Title, or add/remove the Report Fields. Once you are done with this step, click Next to see the Available Summary fields or edit your Report Description. Or you can click Finish. Page 249 of 357

250 Designer The main purpose of the Report Designer is to be able to change the layout and the header titles on your report. In the PDF view of the report specifically, it is used for making more room for the data to spread out in the column width. In this section, we will be going over the basics of doing these functions in the Report Designer. First, highlight the report you wish to change in designer and then click on the Designer button at the top of Report Manager. This screen will open: The main areas we will be covering are the following: Changing the label header names (GroupHeader1) Page 250 of 357

251 Changing the Title and Subtitle (ReportHeader and PageHeader) of the report Changing the width of the columns as necessary for the PDF view of the report (GroupHeader1 and GroupHeader2) Deleting columns you no longer need in the report Creating a count of a particular column Changing Label Header names and the Title/Subtitle If you make changes to your Opportunity window labels, and you use some of the reports that came with Prophet, you will want to change the default headers to reflect your new label names. Highlight (left click once) the label under GroupHeader1 that you wish to rename and navigate to the table in the bottom right corner of designer (see below). Under the DATA section, find the TEXT box and type over the default with your new label name. (For example, here instead of Description, I could type Project Name if that s what my label now says.) NOTE: Changing the TITLE and SUBTITLE (Report Header and PageHeader sections) is done the same way. Page 251 of 357

252 Changing the Width of the columns for the PDF (Standard) report view If you view the report and find that some columns need more stretching out space than others, you can use the designer to adjust the width of the columns. Keep in mind that the GroupHeader1 (the column titles that are underlined) and GroupHeader2 (where the data sits) columns need to both be adjusted and lined up with each other. For example, if you build your own report, the columns will equalize themselves in width by default. In this Pipeline report (below), I might realize that I don t need the USER column, and would like the rest of the fields to spread out. I can use the designer to delete the User column and change the widths of the remaining columns. To do this, use your mouse to select/highlight the box (left click once) and then click and drag the arrows that appear to stretch the boxes out. Once you move them around it should look more like this: Deleting columns you no longer need in the report If you no longer need a column to appear in a report, then you can delete it permanently. To delete a column, you need to delete both the underlined title box under GroupHeader1 AND the box under GroupHeader2 that matches it. Page 252 of 357

253 To do this, right click on each box and choose Delete. This also allows for more stretching space for the other columns. Formatting options for fields that contain the OutputFormat property in Report Designer (located under Appearance>OutputFormat). Times: hh:mm tt = 09:00 AM HH:mm = 21:00 (twenty-four hour clock) HH = hours in 24 hour clock hh = hours in 12 hour clock mm = minutes ss = seconds tt = AM or PM Dates: dddd, MMMM d, yyyy = Saturday, December 25, 2013 dd/mm/yyyy = 25/12/2013 d or dd = day in number format ddd = day in short string format (i.e. Sat for Saturday) dddd = day in string format (i.e. Saturday) MM = month in number format MMM = month in short string format (i.e. Dec for December) MMMM = month in string format (i.e. December) y or yy = year in two digit format (i.e. 04 for 2013) yyyy or yyyy = year in four digit format (i.e. 2013) Currency and numbers: $0.00 = $6.25 $#,#00.00 = $ = digit or zero # = digit or nothing % = percent-multiplies the string expression by 100 Page 253 of 357

254 Setting Landscape View for Reports You can change the view of a report to Landscape (image below), but you first need to change the layout in the Designer. Highlight the report you would like to change to Landscape and then click on Designer at the top of Report Manager. In the Designer, you will need to expand the white (dotted) space over to the right to about 9 inches. Click and drag the wall (where white meets gray) over to 9 inches (ruler up top). You will then need to click and drag the boxes and pieces of the report over to the right and then you can resize them as well. Page 254 of 357

255 The items I have moved already (in progress, not done) are squared below in red. For your line, you will need to first select it, and then click and drag to expand it. Go to File Save in the menu in the upper left, and then File Exit. Remember to set your view to Landscape before you run the report. Available Fields by Report Category Opportunities (Reports on all Opportunities) Account Rep Contact City First Name Recur Revenue Attach File Contact Country Group Rep Probability Business Phone Contact Name Home Phone Sales Priority Cell Phone Contact Notes IncidentID Sales Revenue Closed Date Contact State Job Title Sales Source Company Contact Zip Opportunity UserTab1 Sales Stage Company Address ContactID Opportunity UserTab2 Sales Status Company Category Created Date Opportunity UserTab3 Sales Type Company City Department Last Name Stage Change Company Country Description Middle Name Stage Change Date Company Notes 1 Address Modified Date/ Time Suffix Company State 2 Address Note Title Company Zip 3 Address Price Tracking Date Complabel1-72 Est. Close Date Product/Service Tracking Type Contact Address Fax Quantity User Defined Contact Category NoteDateTime Reason Website Page 255 of 357

256 Pipeline Forecast Account Sales Category (Reports on Active Opportunities) (Reports on Won Opportunities) Account Rep Group Account Rep Group Closed Date Incident ID Closed Date Incident ID Company Opportunity UserTab1 Company Opportunity UserTab1 Company Address Opportunity UserTab2 Company Address Opportunity UserTab2 Company Category Opportunity UserTab3 Company Category Opportunity UserTab3 Company City Modified Date/ Time Company City Modified Date/ Time company Country Note company Country Note Company Notes Price Company Notes Price Company State Product / Service Company State Product / Service Company Zip Quantity Company Zip Quantity Contact Address Reason Contact Address Reason Contact Category Recur Revenue Contact Category Recur Revenue Contact City Rep Probability Contact City Rep Probability Contact Country Sales Priority Contact Country Sales Priority Contact Name Sales Revenue Contact Name Sales Revenue Contact Notes Sales Source Contact Notes Sales Source Contact State Sales Stage Contact State Sales Stage Contact Zip Sales Status Contact Zip Sales Status Contact ID Sales Type Contact ID Sales Type Created Date Service Type Created Date Service Type Description Tracking Type Description Tracking Type Est. Close Date User Defined Est. Close Date User Defined Products Category Won Loss Category (Reports on Active Opportunities) (Reports on Won and Lost Opportunities) Account Rep Group Account Rep Group Closed Date IncidentID Closed Date IncidentID Company Address Opportunity UserTab1 Company Address Opportunity UserTab1 Company Address Opportunity UserTab2 Company Address Opportunity UserTab2 Company Category Opportunity UserTab3 Company Category Opportunity UserTab3 Company City Modified Date/ Time Company City Modified Date/ Time company Country Note company Country Note Company Notes Price Company Notes Price Company State Product/Service Company State Product/Service Company Zip Quantity Company Zip Quantity Contact Address Reason Contact Address Reason Contact Category Recur Revenue Contact Category Recur Revenue Contact City Rep Probability Contact City Rep Probability Contact Country Sales priority Contact Country Sales priority Contact Name Sales Revenue Contact Name Sales Revenue Contact Notes Sales Source Contact Notes Sales Source Contact State Sales Stage Contact State Sales Stage Contact Zip Sales Status Contact Zip Sales Status ContactID Sales Type ContactID Sales Type Created Date Service Type Created Date Service Type Description Tracking Type Description Tracking Type Est. Close Date User Defined Est. Close Date User Defined Page 256 of 357

257 Company Category Contact Category Account Level Country Account Rep Fax Account Number Notes Address First Name Account Rep Ship Address Business Phone Home Phone Address Ship City Cell Phone Job Title City Ship Country City Last Name Company Ship State Company Middle Name Company Category Ship Zip Contact Notes Company Fax State Contact Category State Company Phone Website Country Suffix Company UserTab1 Zip Department Title Company UserTab2 1 Address Website Company UserTab3 2 Address Zip Contact 3 Address Sharing Prophet Reports To share the reports you create with others, you will need to export the report. This will compress it into a file that you can then other users, who can then import that file. Exporting a Report In your contact manager, click the arrow next to TOOLS and go to Import and Export Wizard. Page 257 of 357

258 Then choose Export Prophet Report and click Next Then choose the CATEGORY and Report NAME and click EXPORT after making note of where the report will export TO. You can change this location by clicking Browse. Now open up an to the other users and attach that new.exp file to the that they will receive. Importing a Report To import a report, first you need to save the.exp file that was ed t you somewhere on your computer (desktop is fine). Page 258 of 357

259 Then click the arrow next to TOOLS and go to Import and Export Wizard. Choose Import Prophet Report. Page 259 of 357

260 Then click Browse to find the file you saved to your desktop (or elsewhere) and click Import. A message will let you know when the import was successful. You can now find that report in your Report Manager under the proper category. Page 260 of 357

261 PART XIII PROPHET INSTANT 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. To view your Prophet Instant settings, go to your Tools dropdown menu in any of the managers and then select Prophet Instant Settings. You will then be taken to this screen: Page 261 of 357

262 Prophet Administrators have the option to turn on/off Prophet Instant notification s for all Prophet users, which is shown at the top of that screen (see below). At the bottom, administrators and users see their settings, including which address notifications will be sent to. On the left-hand side of the screen, you will see Follow Items and Follow Users. Page 262 of 357

263 Follow Items Item include contacts, companies, and opportunities that you are following. To select items to follow, you can either right-click on the contact, company, or opportunity name and select Prophet Instant > Follow Item(s) (as is shown below). Or you can open the item, as is described below. Page 263 of 357

264 For Opportunities, you will see the Follow button in the upper right-hand corner: For Contacts, you will see the Follow Contact button in the Prophet tab: For Companies, you will see the Follow button in the upper right-hand corner: Page 264 of 357

265 Follow Users Users include other Prophet Users whose data you have permissions to view. Select Users to Follow From the Tools menu in Contact, Company, or Opportunity Manager, select the Prophet Administrator section and then click on the Prophet Instant tab. Highlight the Follow Users section. Click the plus sign which will open a box for you to select users to follow. In order to select a user to follow, you must have permissions to view his/her data. Notifications For any item (contact, company, or opportunity), or user that you are following, you will receive an notification containing activity information. Page 265 of 357

266 For example, if you are following a particular opportunity, you will receive a notification if/when it moves from one sales stage to the next (as is shown in the example below). To Stop Following Items and/or Users To stop following selected items, go to your Tools menu and then select Prophet Instant Settings. Page 266 of 357

267 Then select the item or user you would like to stop following and click the Stop Following button (circled in red below). You can also stop following items by right-clicking on the contact, company, or opportunity name that you are currently following and select Prophet Instant > Stop Following Item(s) (as is shown below). Or you can open the item, as is described below. Page 267 of 357

268 For Opportunities, you will see the Stop Following button in the upper right-hand corner: For Contacts, you will see the Stop Following Contact button in the Prophet tab: For Companies, you will see the Stop Following button in the upper right-hand corner: Page 268 of 357

269 PART XIV PROPHET TODAY Prophet Today is a folder that gives you an overview of your opportunities, your activities and provides resources to help you get started using Prophet. Prophet Today is separated into 3 sections: 1. Dashboard 2. Activities 3. Help & Tutorials Dashboard Expand the Dashboard section and you will see summary reports on your Opportunities with the Sales Status of Active. Pipeline by Sales Stage Report Shows you how many active opportunities you have in each sales stage and the sum of the sales revenue associated with the opportunities in each stage. The pie chart shows how many of your active opportunities you have in each sales stage. Page 269 of 357

270 Sales by Est. Close Date and Probability Report Shows you how much revenue you can expect from your pipeline based on the estimated close date and probability. Days column corresponds to the Est. Closed Date in an opportunity. Gross column corresponds to the Sales Revenue field in an opportunity. Revenue column corresponds to Sales Revenue when multiplied by the Rep Probability field in an Opportunity. The chart shows the portion of your pipeline set to close in 15 days, 30 days, 45 days etc. NOTE: Use the Account Reps button in the Dashboard section to select which Account Rep s data you want to display in the report. When you click Account Reps, you will see the Prophet Users in your permission group. Permissions are set on the Prophet Administrative Website. Sales Quota by Account Rep The quota reports are available after the Prophet Administrator configures a User hierarchy and sets Quota amounts. See the Page 270 of 357

271 Quota section of this user guide for more information. This report shows your Users total monthly quota vs. the total opportunity WON where they are Users. Use the Users button in the Dashboard to select which Users you want to see in the Sales Quota report. Page 271 of 357

272 Dashboard Toolbar i. Refresh button 1 ii. Print the Dashboard Reports 2 iii. Print Layout 3 iv. Page Setup 4 v. Save Dashboard Reports. 5 vi. Change the display size for the Prophet Dashboard Reports 6 Activities Expand the Activities section of Prophet Today to see all of your tasks and appointments. Set the Begin Date and the End Date, then click Apply Dates. Appointments and Tasks with due dates that fall in the Begin and End date range will display. These Tasks and Appointments are also on your Outlook Calendar and Outlook Task list. Click on the column headers to sort by Due Date, Type, Subject, and Opportunity Description. Right click on a task and you have the option to mark the task complete, delete the task or go directly into the opportunity the task is associated with. Highlight a Task or Appointment in your Activities section and click Open Opportunity and the Opportunity associated with the Outlook Item will display. Highlight a Task or Appointment in your Activities section and click Open Outlook Item and the Outlook Task or Outlook Appointment will open. Page 272 of 357

273 NOTE: If the Outlook task or calendar item was not created using Prophet from an opportunity, there will not be an Opportunity associated to that specific item, even though the contact or company has an existing Opportunity. To associate any item to an opportunity, open the item and select Link Item, from the item s Prophet Tab. Help & Tutorials Prophet Help This section provides links to helpful information such as Help Files, Prophet User Guide and training information. Prophet Tutorials This section provides easy access to Online Prophet Tutorials. These tutorials will walk you through many frequently asked questions. Page 273 of 357

274 Page 274 of 357

275 PART XVI PROPHET MOBILE WEB Prophet Mobile Web is a web-based application that can be used on most smartphones, including the iphone, as well as ipads, and any PC that has Internet Browser capabilities and an internet connection. Here s what you can do with Prophet Mobile Web: Quickly locate, call or a Prophet Contact Create new Opportunities Edit existing Opportunities Review existing notes or add new ones Use your mobile device or ipad to stay up to date with your sales pipeline Getting Started Login to the Prophet Mobile: Page 275 of 357

276 You will then see this page which is broken out by Contacts, Companies, and Opportunities. Page 276 of 357

277 Contact Records In order to access your Contacts in Prophet Mobile, click on Contact Records from the home screen (above). This will load the Contacts view. From here you can Search for a Contact, Create a New Contact, or Open a Contact by clicking on the contact s name. Upon opening the contact, you can add contact notes, edit the contact s general information, as well as send an or make a call from your mobile device (see below). Page 277 of 357

278 Send an by clicking the address; call contact by clicking a phone number. Add notes by clicking the Edit button below the Notes section. NOTE: addresses and web pages will function as live links; phone numbers will automatically go to your mobile device s dialer when clicked. Page 278 of 357

279 Search for a Contact 3. In the Search field (circled in red below), type in all or part of the name of the Contact that you are looking for. Click Go. 4. The Contact you are searching for will be displayed. Create a New Contact 5. Click the New Contact button (circled in red below). 6. A new, blank Contact form will appear. Fill out the data for this Contact (see below). Page 279 of 357

280 c. Clicking on an address will open your Mobile device s software. d. Clicking on a web page will open your Mobile device s browser to the selected website. 7. When all of the appropriate data is entered, click the Save button. 8. Click the Close button to return to the Contacts view. NOTE: If the Contact that you create contains an entry in the Company field, a new Prophet Company will be created for you containing the Company-specific information. Page 280 of 357

281 Add Notes to a Contact 6. Open the Contact to which you wish to add notes. 7. Click the Edit button (circled in red below). Page 281 of 357

282 8. Type the note into the Add Note field. 9. Click the Add button. The note will be added to the Existing Notes field. 10. Click Save. NOTE: Notes are stamped with the Date, Time, Time Zone and Modified By information. Edit an Existing Contact 5. Open the Contact that you wish to edit. 6. Click the Edit button (see below). 7. Add, edit or delete whatever information you would like to change. 8. Click Save. Page 282 of 357

283 Page 283 of 357

284 Company Records In order to access your Companies in Prophet Mobile, click on Company Records from the home screen. This will load the Companies view. From here you can Search for a Company, Create a New Company, Add Notes to a Company, Edit Existing Companies, and View the Contacts Associated to a Company. With your Mobile Device: Open the Company by clicking on its entry in the Name column. Call the Company by clicking on its entry in the Phone column. Search for a Company 4. In the Search field (shown below), type in all or part of the name of the Company that you are looking for. 5. Click Go. 6. The Company you are searching for will be displayed. Page 284 of 357

285 Create a New Company 5. Click the New Company button (shown below). 6. A new, blank Company form will appear. Fill out the data for this contact. Note that addresses and web pages will function as live links: a) Clicking on an address will open your Mobile device s software. b) Clicking on a webpage will open your Mobile device s browser to the selected website. 7. When all of the appropriate data is entered, click the Save button. 8. Click the Close button to return to the Companies view. Page 285 of 357

286 Add Notes to a Company 5. Open the Company you wish to add notes to. 6. Click the Edit button (shown below). Type the note into the Add Note field (shown below). Page 286 of 357

287 7. Click the Add button. The note will be added to the Existing Notes field. 8. Click Save. NOTE: All notes are stamped with the Date, Time, Time Zone, and Modified By information. Edit Existing Companies 5. Open the Company that you wish to edit. 6. Click the Edit button. 7. Add, edit or delete whatever information you would like to change. 8. Click Save. View the Contacts Associated to a Company 4. Open the Company whose Contacts you wish to view. 5. Click the Contacts button (shown below). Page 287 of 357

288 The Company Contacts view will load, showing all of the Contacts associated to the selected Company. 6. With your Mobile Device: o Open the Contact by clicking on its entry in the Name column. o Send an to the Contact by clicking on its entry in the column. o Call the Contact by clicking on its entry in the Phone column. Page 288 of 357

289 Opportunity Records In order to access your Opportunities in Prophet Mobile, click on Records from the home screen. This will load the Opportunities view. From here you can Search for an Opportunity, Filter Opportunities by the Sales Status and Sales Stage, Create a New Opportunity, and Edit an Existing Opportunity. Search for an Opportunity 4. In the Search field, type in all or part of the name of the Company, Contact or Description of the Opportunity that you are looking for. 5. Click Go. 6. The Opportunities you are searching for will be displayed. Filter Opportunities by the Sales Status and Sales Stage 5. Click the dropdown arrow next to the Sales Status or Sales Stage fields. 6. Select the Sales Status and Sales Stage of the Opportunities you wish to view. 7. Click the Go button. 8. The Opportunities that are in the same Sales Stage and Sales Status that were selected will be displayed. Create a New Opportunity 3. Click the New Opportunity button (see above). A new, blank Opportunity form will appear. 4. Associate the Opportunity to a Company or Contact. Page 289 of 357

290 To Associate a Company to the Opportunity 3. Click the Company button. 4. Select any Companies that you want to associate, and click Save. To Associate a Contact to the Opportunity 3. Click the Contact button. 4. Select any Contacts that you want to associate, and click Save. Page 290 of 357

291 Fill out Data in the Opportunity 4. Fill out the data for this Opportunity, making sure to put entries into any required fields. 5. Click the Save button when you have entered all of the data for that Opportunity Tab. Page 291 of 357

292 Note: Each Opportunity is comprised of several Opportunity Tabs. Different Opportunity Tabs can be selected by scrolling between them using the Scroll Left and Scroll Right buttons. 6. Click the Close button to return to the Opportunities view. Edit an Existing Opportunity 3. Open the Opportunity that you wish to edit. 4. Change the associated Company or Contact. Change the Company Associated to the Opportunity 3. Click the Company button 4. Select any Companies that you want to associate, and click Save. Change the Company Associated to the Opportunity 7. Click the Contact button. 8. Select any Contacts that you want to associate, and click Save. 9. To edit the contents of the Opportunity Tab, click the Edit button. 10. Add, edit or delete whatever information you would like to change. 11. Click Save. 12. Use the Scroll Left and Scroll Right buttons to select any other Opportunity Tab that you would like to edit. Page 292 of 357

293 Create Prophet Mobile App (iphone users) 4. Type in in your phone s browser. 5. Tap on the box with the swooping arrow to get more commands. Select Add to Home Screen. Page 293 of 357

294 6. Congratulations! There is now an app for that. Page 294 of 357

295 PART XVI WORKING OFFLINE To work offline with your Prophet data, you must first save the records (opportunities, contacts and companies) to your offline list. To save items to your offline list, right-click on the opportunity, contact, or company and select Add to Available Offline list. Page 295 of 357

296 Note: Prophet allows you to select up to 100 of each individual item, but has a secondary limit in place allowing this number to grow to 500. Take the example below: You add 100 contacts to your offline list (the limit) You then add 100 companies to your offline list (the limit for companies) Prophet then will grow the number of contacts to also include all contacts associated with the companies you selected (up to 500 maximum). The same is true for opportunities. When you add opportunities to your offline list, Prophet will add all contacts and companies associated with those items to your offline list (up to 500 maximum of each). After selecting the item(s) you want available offline, click the Work Offline button. Prophet will save that data offline, letting you know how many items are to be synchronized. Click Continue. Prophet will then transfer that data offline. Page 296 of 357

297 Those records will then be added to your Offline Records view: Page 297 of 357

298 When complete, un-click the Work Offline button. Prophet will automatically send data back to server. Page 298 of 357

299 PART XVII PROPHET SEARCH To start a search, open up Opportunity Manager, Contact Manager, or Company Manager 1. Click on the Search button in the toolbar and the Prophet Search window will display. 2. Type the key word you are searching for in the Search Text box. 3. Filter your search by using the Filter By section. a. Prophet Data will search in Opportunities, Company and Contact records b. Selecting Contacts, s, Appointments and Tasks will search in your Outlook Folders on your machine. c. Selecting Communications will search s, Appointments and Tasks. d. Selecting Documents, Spreadsheets or Power Point will search in those specific documents. e. Selecting Images will search for images and video files. 4. Click the Search button and your results will display. 5. Double click to open search result. 6. Use the Prophet Bar in Prophet Search to take more action or right click on the search result. a. Link Item - Attach item, calendar item or task item to an opportunity. Attach Item window will display. b. Create Opportunity Create an Opportunity for company, contact or in the search results. i. From a contact or company, a new Opportunity Window will display. ii. From an , if the contact doesn t exist, the contact will be created first and then the contact will be associated to an Opportunity Window. c. Opportunity Display Opportunities for contact, company, item, contact item or calendar item in the search results. NOTE: Windows Desktop Search incorporates full text search. This means that you should enter a complete word to search on. For example, smi will not return data associated to Smith. Configuring Search for Additional Locations and Folders If you filter your search by Contacts, s, Appointments, Tasks, Communications, Documents, Excel Spreadsheets, Power Point or Images, the Windows Desktop Search will look in your files and files saved in the My Documents folder only. You should set up Windows Desktop Search to expand the search to look in additional folders such as Public Outlook folders or Shared File folders where you may save documents. Page 299 of 357

300 To configure Windows Desktop Search to search additional locations: 1. Open Windows Desktop Search (Start, All Programs, Windows Desktop Search) 2. Click on the dropdown icon in the upper right hand corner. 3. Select Desktop Search Options. 4. Select the Indexing section. 5. Select Custom Folders and locations and click the Browse button (screenshot below) Page 300 of 357

301 6. In the Windows Desktop Search Locations window, expand the drives and check the folders you would like to search. 7. To search in any Outlook Public Folders, you will need to set the specific Public Folder up in Cached mode. Instructions below. Setup Public Folders in Cached Mode/Setup Offline Folders These configuration steps will allow you to set up cached folders, and create a Favorites folder against a Microsoft Exchange server for use while you are offline (not connected to your office network). I. Set up cached folders a. In Outlook, go to Tools, Send/Receive, Send/Receive Settings, Define Send/Receive Groups (or select: Ctrl+Alt+S) b. In the Send/Receive Groups Window, double click on a group containing an Exchange Server Account and then click Edit to open the Send/ Receive Settings, - All Accounts window. Double click on All Accounts or any name containing an Exchange Server Account Page 301 of 357

302 Click here to set up Cached Mode Make sure this box is checked c. In the Send/ Receive Settings, - All Accounts window, check the box next to Make folder home pages available offline. d. Click on the Account Properties button to set up Cached Exchange Mode. e. Click on the Advanced Tab in the Microsoft Exchange Server window. f. Check Use Cached Exchange Mode and Download Public Folder Favorites. g. Click Apply and the OK buttons in the You must restart Outlook for these changes to take effect prompt, and in the Microsoft Exchange Server window. Page 302 of 357

303 h. Click OK in the Send/ Receive Settings All Accounts window. i. Close the Send/Receive Groups window. j. Restart Outlook. II. Move your Public folder to the new Favorites folder a. In your Folder List in Outlook, scroll down to the Public Folder Section. b. Expand your Public Folders and you will see a Favorites Folder. Under the Public Folders, you will see the Favorites Folder c. This Favorites folder will be available to you offline so you will need to drag the Public folder you want to include in the search into this Favorites folder. i. Click on the Public folder in the folder list you wish to make available offline. ii. Drag that folder to the Favorites folder and drop. iii. Under the Favorites folder you will now see the folder you just copied. You can move your public contact folder under the Favorites folder to be available while you are working offline. iv. When you reconnect to the Exchange Server, the contacts will automatically update the Public Folder. III. Select the folder you want available offline a. In Outlook, go to Tools, Send/Receive, Send/ Receive Settings, Send/Receive Groups. b. In the Send/ Receive Group window, double click on a group containing an Exchange Server Account and then click Edit. c. Under the Folder Options section of the All Accounts Window, expand the Public Folders and the Favorites and put a check in the boxes next to the contact folders you wish to see offline. Page 303 of 357

304 Make sure the contact folders you would like to see offline are checked d. Click OK. e. Click close in the Send/ Receive Settings All Accounts window. IV. Set Windows Desktop Search to search the folders you just cached to your Favorites folder. a. Open Windows Desktop Search. b. Click on the dropdown icon in the upper right hand corner. c. Select Desktop Search Options. d. Select the Indexing section. e. Select Custom Folders and locations and click Browse. f. In the Windows Desktop Search Locations window, click on the plus sign next to My , click on the plus sign next to Outlook, click on the plus sign next to Public Folders and check the folders you want to search. Page 304 of 357

305 g. Click OK in Windows Desktop Search Locations window. h. Click OK in the Window Desktop Search Options window. Viewing Search Results To search for information associated with key words open up the Prophet Search window. 1. Click the Search button in the Contact Manager Toolbar or in the Opportunity Manager Toolbar. 2. Type your key word(s) in the Search Text field and click Search. a. To search a and b type a and b in the Search Text field. b. To search for a or b type a or b in the Search Text field. 3. Your search results will be listed. 4. To sort your search results, click on the column header. Page 305 of 357

306 Click on any column header to sort search results. 5. To open the item, double click on the search result. 6. To filter your search, use the Filter By section in the Prophet Search window. a. Check Prophet Data to only search your Prophet Database (for searchable fields please see the Prophet Data Searchable fields section of the user guide). b. Check Contacts, s, Appointments or Tasks to search Outlook Contacts, s, Calendar, and Task items. c. Check Communications, Documents, Spreadsheets, Power Point or Images to search your folders for the checked documents. Windows Desktop Search defaults to only search your My Documents and your Desktop. To configure your Windows Desktop Search to expand the search to other drives, please see the Configuring Search for Additional Folders section of the Prophet User Guide. Page 306 of 357

307 PART XVIII PROPHET ADMINISTRATOR Setting Up Departments Prophet offers the functionality of creating departments so the different departments within your company can customize their own record and track it through their own process. You have the ability to create an unlimited number of departments, from sales to account management, and even logistics and accounting. Once your departments have been created, you will assign users to their respective departments and then customize each department s record accordingly. Website Site: Configuring Departments 1. Login into the Prophet Administrative Website 12 using your administrative account username (your address) and password. 2. Click the Configure Departments link. 12 Prophet OnDemand customers will log into for OnPremise customers, you will log into a local, hosted website. Page 307 of 357

308 List of current departments already created. This is where you Add, Edit, or Delete departments. In the Department Properties section, you can see which template this department is currently using. Under Department Users, you can see which users are currently assigned to this department, or Assign Users. Website Site: Add New Departments 1. In the Configure Departments section, click Add. 2. Enter in the name of the department you are adding, a description (if available), and select a template. a. You can either select an already existing template to use or you can click Add New to create a new template for this department. Page 308 of 357

309 To add a new template, you must enter in a template name, form display name (what will appear on your opportunity record), and select a template copy from the dropdown which you will then customize for the new department. Note: Form Display Name is what will appear on the application (see below). Page 309 of 357

310 Form Display Name on Record Now your Department has been created and it s time to add users to that department. Website: Add Users to a Department 1. In the Configure Departments section, click Assign Users in the Department Users section. Assign Users to Departments 2. Select the users you want to assign to that department. a. Users can only be assigned to one department at a time so assigning a user to a new department will automatically remove them for their existing department. Page 310 of 357

311 You will now see the users added to Department Users. The Edit Users button will take you to the User Management area of the Prophet Administrator. When you click the button, you will see this pop-up message: Page 311 of 357

312 Click Continue and you will be redirected to the following page where you can edit each user s profile. For more information about this, please see the User Management section of this guide. User Management You are now ready to move onto the next step which is configuring the template for this department. Configuring Opportunity Templates The Opportunity Window can easily be customized to fit your business through the Prophet Administrator. Customization is performed on the administrative page 13. Once all configurations are complete, connected clients should refresh the Opportunity Manager by saving and closing any open opportunities, then restarting Opportunity Manager by selecting a different folder then returning to Opportunity Manager. 13 Prophet OnDemand customers will log into for OnPremise customers, you will log into a local, hosted website. Page 312 of 357

313 Customizable Fields 1. General Tab in Opportunity Window a. All the labels on this tab are customizable. b. The drops down values associated with the labels are customizable. c. You can set fields to be required before an Opportunity is saved. Customizable Fields in Opportunity Website: Configuring Templates The available customizations for each template include: individual Opportunity Fields (General Tab), User Tabs 1, 2, & 3, and the Products / Services labels. Note: When naming tabs, do not use characters such as <>, etc when creating templates. There is no protection for this code for HTML, which means that anything that can be parsed as an HTML directive will break. Typical suspects include names with: Commas Quotes Apostrophes <> signs Configuring your template: 1. Login into the Prophet Administrative Website 14 using your administrative account username (your address) and password. 2. Click the Configure Templates link. 14 Prophet OnDemand customers will log into for OnPremise customers, you will log into a local, hosted website. Page 313 of 357

314 Configure Templates 3. Highlight the template you want to configure. Page 314 of 357

315 4. You can also: a. Add a new template b. Edit an existing template s name and/or display name (by clicking the Edit button) c. Delete a template 5. All of the customizable fields will appear Customizing Opportunity General Tab From the Prophet Administrative Website 15, the general tab is where you customize the Opportunity Description, the Opportunity General Tab, and the Tracking Type, all shown below. To edit any of the field names, click the Edit button next to the field you d like to rename. 15 Prophet OnDemand customers will log into for OnPremise customers, you will log into a local, hosted website. Page 315 of 357

316 This will then bring up the following screen: Page 316 of 357

317 Enter in your new field name here. You can choose to make any field mandatory by checking this box. Mandatory fields must be filled in before an opportunity can be saved and closed. If a field type is fixed, the Field Type box will be shaded with no options to change. Click Add Item to add a new dropdown value; Edit to edit an existing value; Delete to delete an existing value. Best Practices Customizing Opportunity General Tab There are several fields in the General tab of your opportunity window that are tied to your Dashboard reports, as well as reports in the Report Manager. Because of this, it is not recommended that you change what each field is tracking, though you can, for example, customize all of the dropdown values to match your stages, edit the probability numbers, etc. Fields tied to your Pipeline Status Statuses Active, Lost, and Won are tied to reports (see below for more details; field type fixed as a dropdown. Stage Your sales process, start to finish, for each opportunity; field type fixed as a dropdown. These stages are also used for Workflow and can have automated s associated with each stage. Probability Closing probability or likelihood you will win the opportunity; field type fixed as a dropdown and must be numbers between 1 and 100. Estimated Close Date When the opportunity is estimated to close; field type fixed as a date field. Revenue The total revenue associated with the opportunity; field type is fixed as a numeric only field. Status When customizing the Status dropdown, there are a couple things to keep in mind. Some of the standard reports that are included in Prophet gather data for reporting from these dropdown values. The standard values in this dropdown to be careful of when customizing: Page 317 of 357

318 Active- Pipeline forecast category reports will report on all opportunities marked with the status Active. If you are going to change this field, make sure you change this value to something that means the same thing as active, such as open or prospect. Won- Lost- Reports in the Account Sales category report off of all opportunities marked with the status of Won. If you are going to change this value, make sure you change this label to a term that means the same thing, such as Closed. The date you move an opportunity to the Status of won, Prophet marks that date as the closed date for reporting. Reports in the Won/Loss category report off of all opportunities marked with the status of Lost. If you are going to change this value, make sure you change the label to a term that means something similar to lost, such as Rejected. The date you move an opportunity to the Sales Status of Lost, Prophet marks that date as the closed date for reporting. Open Fields to Customize Priority Field title and dropdowns can be changed without restriction; field type is fixed as a dropdown. Source Field title and dropdowns can be changed without restriction; field type is fixed as a dropdown. Service Type Field title and dropdowns can be changed without restriction; field type is fixed as a dropdown. Other Revenue Field title can be changed without restriction; field type is fixed as a numeric only field. Additional Fields Opportunity Description Tracking Type Next Step Action Next Step Date This field is used to define or describe each opportunity as a way to set each one apart from another, especially in cases where there are multiple opportunities for the same contact or company. Field type can either be a text box or a dropdown list. Tracking type is used in conjunction with all notes sections in Prophet. This is where you can add all forms of communication and track your notes accordingly (e.g. phone call, left voic , , conference call, etc.). Field type fixed as dropdown. This field is a textbox used in conjunction with the Next Step Date field; the field type is fixed as a text box. Whatever you write in this box will be transferred to a task that can be automatically created once you select a date in the following field. This field is fixed as a date field. Once a date is selected, Prophet will ask if you d like to create a task. Page 318 of 357

319 Next Step Action and Next Step Date Once you select a date next to Next Step Date, a pop up box will appear asking if you d like to create an Outlook Task for this date. Within the opportunity, when you fill in the Next Step Action as, for example, Phone Call, that will automatically be transferred to the task s subject line right after the contact s name (see below). Page 319 of 357

320 Customizing Opportunity User Tabs 1. User Tab 1, User Tab 2, User Tab 3 a. There are 28 labels on each tab that can be customized b. The fields associated with the labels can be either a text field, drop down list or a date field. c. Hide the fields you aren t using. d. The information you are gathering on the user tabs can be pulled into Prophet Reports through the Report Wizard. Standard User Tab 1 To customize the user tabs of your opportunity window, click the respective tab on the Prophet Administrative Website Prophet OnDemand customers will log into for OnPremise customers, you will log into a local, hosted website. Page 320 of 357

321 Website: Customizing Opportunity User Tabs 1. To edit the name of the tab, click the Edit link next to the user tab. You will then enter the name that you d like the tab to be called. 2. To edit the fields within the tab, click the edit button next to the label numbers. Page 321 of 357

322 3. Required information: a. Field Name b. Field Type i. Text Box ii. Date Field (calendar) iii. Dropdown List iv. Click Add Item to add your dropdown values Page 322 of 357

323 Once you ve added dropdown values, you can click edit or delete to modify those. 4. Check Hide this Field to hide this field from your view. 5. Check Make this field mandatory box if this field should be required to have data entered before the Opportunity can be saved. 6. Once you are done with changes, click the Save button. Page 323 of 357

324 Customized User Tab 1 Page 324 of 357

325 NOTE: The listing in the dropdown will be sorted alphabetically. If you want them to appear in a certain order, type a number in front of the value. Use 01, 02, etc. if more than 9 are to be created. Website: Customizing Products/ Services Tab The Product Groups and Products can be added to your Opportunities. These can be configured to your reflect your company s product line or services offered. Quotes can be generated for the Opportunity based on the Products associated with the Opportunity. Products/Services Tab From the Prophet Administrative Website 17, the Products/Services tab is where you customize the product field names and select already created product groups to add to your template. The six label names that can be renamed include: Group Product/Service Prod Description Default Quantity 17 Prophet OnDemand customers will log into for OnPremise customers, you will log into a local, hosted website. Page 325 of 357

326 Price User Defined They appear in the product/services window as shown below. Customizable Labels To add already created product groups and corresponding products/services to your template, select the groups from the Available Groups area and move them into the Template Groups section. Now these groups and associated products/services will be available for this template and your department. To create a new product group and/or add new products to an existing group, you will need to go to the Configure Product Groups section. Page 326 of 357

327 Configure Product Groups Website: Configure Product Groups To configure your product groups: 1. Log into the Prophet Administrative Website Under the Prophet Administrator area, click the Configure Product Groups link. Select an existing product/service group from the dropdown list You can Edit or Delete an existing group, or Add a new group When a group has been selected from the dropdown list, you will see all of the templates currently assigned to this grouping. All of the products and services for this group will be shown at the bottom. Click Add Item to add a new product or service. 18 Prophet OnDemand customers will log into for OnPremise customers, you will log into your own hosted server. Page 327 of 357

328 3. To add a new group, click the Add button a. Enter a name for your group b. Enter a description for your group Select the template visibility (which templates will be able to view these product/service groups). a. To move templates between boxes, click on the template name and select the right or left arrow to move the templates. See example on next page. Page 328 of 357

329 Page 329 of 357

330 Next, to add products or services within this group, click the Add Item button shown below. Enter in the information for your new product or service below and click Save when finished. Repeat this step until all products and services are entered. Page 330 of 357

331 Now these products and services can be added to your opportunities. Configure Contacts Website Site: Customization of the Contact Window 1. Login into the Prophet Administrative Website 19 using your administrative account username and password. 2. On the left hand side, click the Configure Contacts link. 3. From the website, you will see the Contact Fields section with a dropdown. The dropdown is where you will choose either User Tab 1 (to edit the name of the tab), or any of the 20 labels. 19 Prophet OnDemand customers will log into for OnPremise customers, you will log into your own hosted server. Page 331 of 357

332 4. In the dropdown menu, select the field you wish to edit, and then click Edit. 5. You may change the name of that field and specify the type of field it will be: a dropdown box, a text field, or a date field. Page 332 of 357

333 6. Once you are done with Changes, click on the Save button. 7. If you ve configured a field to be a drop down box, then the Add Item button will be enabled. This will allow you to add or modify values for that drop down menu. 8. Click Add Item to add new fields, Edit to change existing fields, and Delete to remove any unwanted fields (see below). Page 333 of 357

334 NOTE: The listing in the drop down will be sorted alphabetically. If you want them to appear in a certain order, type a number in front of the value. Use 01, 02, etc. if more than 9 are to be created. Configure Companies Website Site: Customization of the Company Window 1. These steps will show you how to customize the fields of the company record: Company Details, User Tab 1, User Tab 2, and User Tab 3 tabs, as well as the State/Province section. 2. Login into the Prophet Administrative Website 20 using your administrative account username and password. 3. On the left hand side, expand the Configure Companies link. 20 Prophet OnDemand customers will log into for OnPremise customers, you will log into your own hosted server. Page 334 of 357

335 4. On the left side of the page you will see the areas that are available for editing. Company Detail In the Administrator website, under Prophet Administrator / Configure Companies, the Company Detail link will allow you to configure the Account Level drop-down in a Company record. The changed data will appear in a company record, in the Details tab of the form for all users. 1. Login into the Prophet Administrative Website 21 using your administrative user account username and password. 2. Under the Prophet Administrator area, expand the Configure Companies link. 3. Select the Company Details link to open the page. 21 Prophet OnDemand customers will log into for OnPremise customers, you will log into your own hosted server. Page 335 of 357

336 4. To edit the name of the field, select the Edit button and type in the preferred name (this field has a limited amount of space in the company form). 5. To add new items to the drop-down list, select the Add Item button 6. For the existing fields, there are Edit and Delete buttons. 7. After making changes, additions or deletions, users will need to restart Company Manager to see the changes simply leave Company Manager and return. Company User Tabs Page 336 of 357

337 Company User Tabs 1. From the website, select the tab of your choice, e.g. User Tab In the dropdown menu, select the field you wish to edit. To edit the tab name, select User Tab 1. Once selected, click on the edit button. 3. You may change the name of that field (complabel) and specify the type of field it will be: a dropdown box, a text field, or a date field. Page 337 of 357

338 4. Once you are done with Changes, click on the Save button. 5. If you ve configured a field to be a drop down box, then the Add Item, Edit, and Delete buttons will be enabled. This will allow you to add or modify values for that drop down menu. 6. Click Add Item to add new fields, Edit to change existing fields, and Delete to remove any unwanted fields. NOTE: The listing in the drop down will be sorted alphabetically. If you want them to appear in a certain order, type a number in front of the value. Use 01, 02, etc. if more than 9 are to be created. Follow these same steps for the user tab 1, user tab 2, and user tab 3 fields. Page 338 of 357

339 Company State/Province Data State/Province Section in Company Record You are able to customize, add or delete values for the State/Province field in company forms to suit your locale. After the changes are made, the Company form will have the data available in the State dropdown field. 1. Login into the Prophet Administrative Website 22 using your administrative user account username and password. 2. Under the Prophet Administrator area, expand the Configure Companies link. 3. Click on the State/Province link to open the page. 22 Prophet OnDemand customers will log into for OnPremise customers, you will log into your own hosted server. Page 339 of 357

340 4. You can create new values using the Add Item button simply input the new value in the field and click Save. 5. You can also Edit or Delete any existing value by selecting the respective link for that item in the page. Note that after changes are made in the website, clients will need to restart the Company Manager to refresh to be able to view and access the new data. Manage Users Website Site: User Management Profiles and Permissions The Manager Users section of the Prophet Administrative Website 23, gives you the ability to configure new users or edit existing users profiles, including setting permissions, assigning departments, setting quotas, and many more additional settings. 23 Prophet OnDemand customers will log into for OnPremise customers, you will log into your own hosted server. Page 340 of 357

341 To edit existing users profiles: 1. Login into the Prophet Administrative Website 24 using your administrative user account username and password. 2. Click on the User Management link. You will then see a list of all of your users, as well as the options to buy more users and configure a new user. At the top, you will see a list of the total number of licenses purchased, current (active) users, as well as the total number of available licenses left. 24 Prophet OnDemand customers will log into for OnPremise customers, you will log into your own hosted server. Page 341 of 357

342 To edit an existing user s profile, click the Edit button next to their name. You will then be direct to this page. Page 342 of 357

343 On the left-hand side, you will see 8 links, all of which guide you through the process of setting permissions for this user. 1. User Properties a. The required fields to fill out include: First Name, Last Name, User Role, , Status, and Department. Page 343 of 357

344 2. User Roles a. User users will not have access to any administrative functions b. Administrator administrators will have access to the Prophet Administrative Website 25 to configure departments, templates, and set/change permissions, etc. 3. Hierarchy View Access a. This is where you setup the data access level for each user. Access levels are based upon the hierarchy of your organization that you setup in Prophet. 25 Prophet OnDemand customers will log into for OnPremise customers, you will log into your own hosted server. Page 344 of 357

345 4. Cross Department Access a. Give users the ability to view data from other departments. Users can be given: i. No Access ii. Read-Only Access iii. Read-Write Access Page 345 of 357

346 5. Company Settings a. Edit/Delete Notes in the Company record. The user can either edit/delete: i. All notes ii. Only the user s notes iii. No notes b. Remove attachments in the Company record. The user can either remove: i. All attachments ii. Only the user s attachments 6. Contact Settings a. Notes associated to contacts can either be made public or private i. Public notes all users will have access to public notes ii. Private notes the user will work of their own private version of the notes and will not have access to any public notes b. Register Contact Folders this setting will either allow or disallow the user from being able to associate new Outlook contact folders into Prophet Page 346 of 357

347 7. General Settings a. Delete Prophet data users can be given the permissions to: i. Delete their own data from the server ii. Delete no data from the server 8. Opportunity Settings a. Edit/Delete Notes in the Opportunity record. The user can either edit/delete: i. All notes ii. Only the user s notes iii. No notes b. Remove attachments in the Opportunity record. The user can either remove: i. All attachments ii. Only the user s attachments Page 347 of 357

348 Website: Search Users You are able to search for users by first name, last name or address. To search for users: 1. Login into the Prophet Administrative Website 26 using your administrative user account username and password. 2. Under the Manage Users area, click the Search Users link. 3. Type in the user s first name, last name, or address and click Search. The user s information will then appear on the screen. 26 Prophet OnDemand customers will log into for OnPremise customers, you will log into a local, hosted website. Page 348 of 357

349 Website: Buy More Users 1. Login into the Prophet Administrative Website 27 using your administrative user account username and password. 2. Under the Manage Users area, click the Buy More Users link. 3. Enter in the number of additional users you wish to purchase and then click Continue. 27 Prophet OnDemand customers will log into for OnPremise customers, you will log into a local, hosted website. Page 349 of 357

350 4. You will then be directed to the order summary page. If you d like to continue with your order, click Purchase. Page 350 of 357

351 Website: User Hierarchy 1. Login into the Prophet Administrative Website 28 using your administrative user account username and password. 2. Under the Manage Users area, click the User Hierarchy link. 28 Prophet OnDemand customers will log into for OnPremise customers, you will log into a local, hosted website. Page 351 of 357

352 3. To edit the hierarchy of the users, click the Edit Hierarchy button which will then direct you back to the User Management section. 4. Click the Edit link next to the user you want to edit. Change the user s manager to adjust their place in the hierarchy (see image below). Page 352 of 357

353 Updated Hierarchy Page 353 of 357

354 Website: Usage Report Prophet stores the last access time by user activity for the following four functions: Viewed Contact List Viewed Company List Viewed Opportunity List Viewed Prophet Today Dashboard data To check your users usage of Prophet 1. Login into the Prophet Administrative Website 29 using your administrative user account username and password. 2. Under the Manage Users area, click the Usage Report link. 3. This will give you a list of what data each user has accessed and when they last accessed it. The frequency of these interactions can be derived from the SQL database via a query select * from [dbo].[vw_activityaudit] Here is an example: When Hit count What Who 3/1/13 12:40 AM 423 Viewed Contact List Eric B 2/28/13 1:49 AM 113 Viewed Company List Eric B 3/2/13 1:12 AM 320 Viewed Opportunity List Eric B Viewed Prophet Today Dashboard 2/25/13 9:54 PM 32 data Eric B The hit count tells you how many times the user has performed the action. For example, since starting on my current database, Eric has viewed the contact list 423 times. The time shown is in UTC, so it was last loaded on 2/28 at 5:40pm. 29 Prophet OnDemand customers will log into for OnPremise customers, you will log into your own hosted server. Page 354 of 357

355 Quota Website: Setting up Quota The Prophet Quota feature provides a way to track user s quota and measure against actual sales. You can report on quota information in Prophet Report Manager and in the Dashboard. 1. Log onto your Prophet Administrative Website 2. Click on the User Management link within the Manage Users section 3. Set the quota period for all users (monthly, quarterly, semi-annually, yearly) 4. For the user you wish to configure, click edit 5. You will find a Quota field. Fill it out with the value of your choice 6. Click Save when you are finished Page 355 of 357

356 TIPS: View the Reporting section of this user guide to learn about reporting on quotas. View the Prophet Today section of this user guide to learn about viewing quota information in the Dashboard. Backing Up your Prophet Data As part of your subscription to Prophet OnDemand, we will back up your Prophet Databases continually during the day and night. If you wish to restore a backup of your data, please contact support@avidian.com Page 356 of 357