Opportunities

Comidor Opportunities allow the in-depth monitoring of potential deals. Opportunities are coming as a second level in the Comidor CRM process: Leads turn to Opportunity which is probably associated with a Contract. This unit gives you the chance to monitor your potential deals, check tenders, and see how many opportunities your salesmen have turned to actual sales.

• Opportunities can be monitored through Workbench when selecting Opportunity as the Process type.
• Repetitive processes can be created, re-used, and monitored from Process Templates.
• There is an Opportunity specific Timesheet, where you can see Tasks per Opportunity in one picture.
• Notify yourselves or your team of a specific action upon a process with Notification Scenarios.

 

Create an Opportunity

In order to access Opportunities, go to:

1. Packages Icon > Sales Automation > Opportunities. A new Unit Action Tab appears with the name Opportunities.
2. Start with creating a new Opportunity by clicking on the ‘+’ icon. A new form appears.
3. Afterward, fill in the Title and the Basic Info of the Opportunity.
   • Process Type: Search for a Process type and select it or add a new one.
   • Assigned to: Click on the Assigned to field in order to see Comidor Users and Groups. You can assign this Opportunity to as many people or groups as you wish. This means that the people selected here are responsible for Opportunity tracking and completion.
   • Select the Priority of the Opportunity between Low, Normal, High, or Top.
   • Set Scheduled Start and End Dates and Times of the Opportunity.
   • Connect this Opportunity with a related Account and Workflow. 
   • Set a Success Possibility percentage of this Opportunity turning to a Closed Sale.
4. Continue with any Additional Info:
   • Category: Search for a Process Category and select it or add a new one. See how to add Categories in Data Management.
   • Responsible Group: Select the group that will have the accountability of this Opportunity.
   • Select the Importance (Normal, High, Top) of the Opportunity.
   • When Region Code is set up in Regional Settings, suggested calculated hours give the timeframe of the working hours between scheduled start and end, excluding public holidays, etc.
   • Every Opportunity may have its core relations. So, you can Link this Opportunity with a related Contact, Parent Process, Personnel, and a Service. Type some indicative letters to find an entity.
   • Sales agents can also define the Last Contact Date, to help with the opportunity management process.
     
5. Furthermore, extra Permissions/Notifications can be set for an Opportunity.
   • Send notification to: Fill in Comidor Users and Groups that you wish to receive a notification when someone comments on this Opportunity. Some ready-to-use Process-based options are also available (Creator, Assignees – people added in the field “Assigned to”, Responsible Group – Org. Chart group selected in field “Responsible Group”, Personnel – related Personnel selected)
   • Click on the checkbox in case you wish to inform the Process Administrator upon task completion.
   • Additional access: People and/or groups that should have access to this Opportunity, without being necessarily requested to act upon it.
   • Change rights: People and/or Groups that could edit this Opportunity’s details. “Everyone” is chosen by default. This means that Everyone who has access to this Opportunity will have the right to modify it.
   • Click on the checkbox to set this Opportunity to execute automatically on the Scheduled Start and End Dates and Times.
6. You may want to add Location details, such as Country, City, and Address information.
7. Then, complete the Opportunity Description.
8. The execution field will be later filled once the process starts. In case the process has already started, make sure you will complete the status fields as well.
   • The Stage is by default on the Approach phase. Choose the correct current stage, if needed (Prospecting, Investigation, Presentation, Proposal, Evaluation, Review, Negotiation, Qualification, Closed Won, Closed Lost, Paused).
   • Completed (%) is the percentage of Opportunity completion and should be added and managed manually by the Opportunity holders.
   • The State will be started automatically as Created once the Opportunity is created. You may change this later as Scheduled, Running, Completed, Canceled, Paused, or Failed. Opportunity State will be changed automatically to Running, provided that you had checked the Start automatically field at the bottom right.
   • Start and End Dates and Times are the execution actual start and end dates and times. They will be displayed once the Opportunity starts and once it is completed.
   • Complete the date on which the Opportunity has been Closed.
9. In the Performance section, the Estimated Workload, is the expected number of hours to be spent in this Opportunity, i.e. the Opportunity duration in hours. Provided that a “Region Code” is selected for the Opportunity, a calculated duration based on the date range and any public holidays included will be provided. You can also add an Objective (KPI), to measure e.g. Sales, Hours spent per Person, etc.
10. As per the Financial information:
    • Select the Billing Currency for this Opportunity.
    • Target Revenue is the expected turnover that the company will earn upon this successful Opportunity. When the deal is closed, you may add the Contract and Contract Value.
11. Set which users will be Administrators and the Supervisor. Practically, this means that these users will have access to this Opportunity, even if you did not add them to the Basic Info above.
12. Finally, click on Save to save the Opportunity, on Save and New to save it and create a new one, on Save and Notify when you need to save but also send a  Notification message to certain people or Cancel to cancel the entire procedure.

Edit an Opportunity

In order to access Opportunities, go to:

1. Packages Icon > Sales Automation > Opportunities.
   • After creating the Opportunity, you can edit and monitor it through Processes, Process Overview, and Workbench units, too.
2. Click on an Opportunity from the list view in order to enter and manage it.
3. Click on the pencil button to edit the Opportunity details.
   • Apply any changes in the fields. Press Save or Save and Notify depending on whether you would like simply to save or send a Notification message as well while applying changes.
     • Edit button only appears to people that are added in the Change Rights field of an Opportunity while it was being created.

Monitor an Opportunity

1. Click on the Actions button to open the list of actions.
   • At any time you may Refresh the page.
   • Select Delete to delete this Opportunity.
   • Click on Print whether you need to print this Opportunity view. A new tab opens in the web browser. Click on Ctrl+P to Print. (Differences may apply in different browsers)
   • Click on Link with in order to Link this Opportunity with any Comidor entity (process, account, contact, project, opportunity, etc.). A pop-up window appears.
   • Click on Notify in order to Notify a user or group of users regarding this Opportunity.
   • If you wish to make an exact copy of this Opportunity, just click on Duplicate. In the pop-up window that appears, you may adjust the Title, Date, Account, and select whether Sub-processes and Tasks should be copied, too.
   • Choose Schedule Notification to set a new Reminder for a specific user about this Opportunity. A pop-up window appears where you can decide on the time the notification should be sent:
     • • On Process Completion or On Process time.
       • When an Opportunity is a Number of Days/ Number of Hours/Number of Minutes delayed.
       • Or a specific Number of Days/ Number of Hours/Number of Minutes before the Process.
     • Now, you can select the user you want to send the reminder to. The reminder will arrive in their Notifications Bar.
     • Check the boxes Email and/or SMS, if you wish to notify a user via email and/or SMS.
     • Finally, click Save to send the notification or Cancel to go back to the View Form or close the window (X).
       • Users can view the already set Reminders through the side box of the Opportunity in the Notifications section. Selecting a Reminder, you can choose to Delete it.
   • Print notes added on the discussion board of this Opportunity. Pop-up appears prompting you to select a timeframe of notes to report you are about to see/print.
   • Make a copy in process Scheduling will copies this Opportunity in Process Scheduling unit, in order for you to be able to re-schedule it for the near future with repetition.
2. Change Opportunity state simply by clicking on the state button on the top right. Then select the state of the Opportunity among Opened, Confirmed, Scheduled, Running, Completed, Cancelled, Paused or Failed.
3. Click on Sub-processes at the side-box, in order to see all the processes that the main Opportunity includes.
   • You can easily create a new sub-process, by clicking on the ‘+’ icon. A new window appears where you can fill in all the required fields. Click Save to proceed or Cancel to discard the changes you have made.
4. From this point, users can also track Competitors that are dedicated to this Opportunity. Click on the ‘+’ icon to add a new Competitor and on ‘-‘ icon to delete it. Search for the Product/Competitive Product, link it with an Account, add some Description, the Proposal amount, and select the Result status.
5. Click on the Form Answers to see all responses or complete a new response in a Survey that has been created and is related to all contacts.
   • Firstly, click on the “New” button and a new window opens.
   • You have to search for and find that Survey entity, choose Editor from the users, and the access rights of the response.
   • Then, select among Saving, Saving and creation of new response, Saving and Notifying. Alternatively, press Cancel to go back to the Opportunity entity.

Add Tasks & Files in an Opportunity

Tasks setting is necessary to schedule work that should be performed by multiple people and groups. Add a quick Task by clicking on the ‘+’ icon at the top of the Opportunity, while being in the Related Tasks tab.

A new form opens up. At this point, you can create multiple Tasks, enter and monitor them from this point. Click on the refresh button, in order to instantly see all new-added tasks in the form.

Also, you can easily upload related files either with drag-and-drop or with a File URL attachment. Click on an already uploaded file to Open it, Rename it or Delete it. Download and preview options of current and previous versions are available.

Discuss an opportunity

Users that have the right to view an Opportunity can also read any discussion that occurs inside that Process in Notes.

They can click on Refresh to see new comments, on Show More or Show Less to see the number of comments. Also, they can write a note and click on Comment to see it added.

Only individual users and groups that are added in the “Send Notification to” field receive notifications in the Notifications Bar about these comments.

Massive Opportunities Actions

1. In order to access Opportunities, go to Packages Icon > Sales Automation > Opportunities.
2. Then, in the List view of Opportunities, check multiple entries, and perform actions upon them.
   • Select multiple Opportunities and click on Delete to delete many Opportunities in one move. A check message appears in a pop-up window prompting you to be specific and check which Opportunities (and their sub-processes) you would like to delete. Choose between “Yes, delete all”, “Yes, but just those selected”, “No”.
   • Click on Link with to Link the Opportunities with a Comidor entity, such as another Process, Issues, Survey, Project, Account, Contact, Message, File, etc.. Alternatively, select Tag to apply multiple tags at once.
   • Select Print notes added on the discussion board of these Opportunities. A pop-up window appears prompting you to select a timeframe of the notes you would like to see/print.
   • You can also select multiple Opportunities and click on Change state. A new pop-up window appears. Click to expand the list, select one state, and click on Ok. Changes will occur.
   • Select multiple Opportunities from the list and click on the Change category. A new pop-up window appears. Click to expand the list, select one business category, and click on Ok. Changes will occur.
   • Click on Tag to add a new tag to the opportunity.
   • Finally, select option Make a copy in process scheduling?, to copy these Opportunities and transfer them to the Process Scheduling unit, where you can set a repetition for them.

Measure Tools

1. Click on the Actions button on Opportunities to find out Measure tools.
   • Select between Export or Print buttons, in order to export or print the list of the Opportunities that you are viewing at that moment or all of them. Make sure prior to this action that you are viewing the searched or filtered or all processes after you have sorted and/or grouped them in the way you wish.
   • Click on Comparison, in order to compare Successful and Failed Opportunities per user and per year. Check the results.
   • Click on Funnel to see the Opportunities’ Stages funnel with the expected income sums.
   • Otherwise, choose Won/Lost to see a pipeline of all the Won and Lost Opportunities per year and per user.
   • Click on Competition to see a pie chart of the market share per product.
   • Finally, you can press Reports to print or export an Opportunity Report with specific filters.
     • Choose the Opportunity Report type (Opportunities per Account or per User).
     • Select any filters you wish (Opportunity, Account, and User filters are available) and click on Apply for each section.
     • Then, click on the Refresh icon next to each type of report to apply the filters.
     • Choose either Content or Graph tabs to see the results.
     • You can also Print or Export these Reports.