Frequently Asked Questions

How do I Configure Prophet for my business?

Understanding how the 3 Prophet Records operate can be a big help in deciding how to customize your software.

Contact: This is an Outlook Contact Record that Prophet borrows for data about INDIVIDUALS.

Avidian Prophet CRM: Contact Manager, New Contact View

While no customization can be made to the general fields, Prophet does provide 20 fields that can be customized as date fields, text fields, and drop-down menu fields.

Avidian Prophet CRM: Contact Manager, Tab Customization View

Company: This in an exclusively Prophet generated record that allows for the collection of data at the company/organization level.

Avidian Prophet CRM: Company Manager View

The fields in the General tab are not customizable.

The Details tab has one field for customizing - the Account Level field.

Avidian Prophet CRM: Company Manager, Account Levels View

There are three User Tabs containing 72 fields per tab that can be customized as date fields, text fields, and drop-down menu fields. You can also rename each tab to identify what sort of information is contained in each tab, such as Marketing, Account Information, Pre-Sales Data, etc.

Avidian Prophet CRM: Company Manager, Tab Customization View

*For the Contact and Company custom fields, it is typically a good idea to keep it to fairly static information, such as Industry for the Company or Birthday for the Contact.

Opportunity: This is the other exclusively Prophet record that allows the user to create a ‘Sales’ record. This record has a wide range of customizable fields over the General Tab, Products/Services Tab, and the 3 User Tabs that allow for customizing the record to YOUR business processes.

Customizable Fields (General Tab)
  • All the labels (e.g. Status, Stage, Priority, Service Type, etc.) on this tab are customizable.

  • The drops down values associated with the labels are customizable – you can edit or delete existing values and you can add additional drop down values as well.

  • You can any of the fields to be required before an Opportunity is saved.

Avidian Prophet CRM: Products/Services Customization View

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:

ActivePipeline 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.”

WonReports 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.

LostReports 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.

Customizable Fields (User Tabs)

User Tab 1, User Tab 2, User Tab 3

  • There are 28 labels on each tab that can be customized.

  • The fields associated with the labels can be either a text field, drop down list or a date field.

  • Rename each tab name (e.g. Contract Info as shown below).

  • Hide the fields you aren’t using.

  • The information you are gathering on the user tabs can be pulled into Prophet Reports through the Report Wizard.

Customizable Fields (Products/Services Tab)

The six label names that can be renamed include:

  • Group

  • Product/Service

  • Prod Description

  • Default Quantity

  • Price

  • User Defined

They appear in the product/services window as shown below.

Avidian Prophet CRM: Customizable Fields on General Tabs

When entering in your products/services, you will first categorize them by the “Group,” such as Software Products, Clothing, Accessories, Ford Cars, Chevrolet Cars, etc.

Then, in the “Product/Service” section, you will list each specific item along with pricing, a description, etc.

Avidian Prophet CRM: Category selection for Products/Services Customization View Avidian Prophet CRM: Opportunity Manager

If you’d like to have a more in depth conversation with a trainer on your specific business needs, consult with your Account Manager to learn what training options you have currently available to you.

How do I eliminate duplicate contacts in my prophet contacts folder?

Prophet’s Contact Manager acts as the central location for all users’ contacts. As you know, Prophet syncs with Outlook contacts and one of your first steps when setting up Prophet is to register Prophet with an Outlook contact folder. This could be local contact folders, which everyone using Outlook has.

Avidian Prophet CRM: Outlook Contacts Integration View

Or you might be syncing Prophet with a public contact folder – one that is accessible by all users in Outlook within the Public Folder section. This is only available if you have Microsoft Exchange or SharePoint.

Avidian Prophet CRM: Outlook Public Folders Integration View

Since Prophet displays the contacts that are located in the Outlook contact folders that have been registered with Prophet, the most common reason for duplicate contacts is that the same contact exists within more than one Outlook contact folder.

In this example, Prophet has been synced with this public folder (note the highlighted contact, John Haden).

Avidian Prophet CRM: Outlook Public Folders Configured with Prophet Public Folders View

And it has also been synced with another user’s local contact folder.

Avidian Prophet CRM: Outlook My Contacts View

You will then see all contacts from each of these folders in Prophet and notice John Haden in there twice.

Avidian Prophet CRM: Contact Manager View View

When looking at the contacts in Contact Manager, you can verify which user is assigned to each.

If each of the duplicate contacts have different “Users” assigned, the source of the duplicates was a user that registered a different contact folder that contained “duplicate” contact data.

If that is the case, then there is no error in Prophet. Prophet is just displaying the contacts that are in multiple Outlook contact folders.

To resolve this issue, you can:

Sync Prophet with only one public contact folder from Outlook. This is only possible if you have Microsoft Exchange or SharePoint.

  • Once you have established one public contact folder to be used with Prophet, have each user move their contacts from their local contact folder into the public contact folder.

  • Next, each user will need to clear their Contact Manager – go to Tools>Resync Data>Clear Contact Data. There you will select all folders to be cleared from Prophet (check-mark anything that could have been registered with Prophet). Select Contacts and Companies (you may experience some data loss in the company notes, so if you need assistance, please contact support) then you can click OK to complete the Clear.

    Avidian Prophet CRM: Clear Contact/Company Data View
  • Then you will need to adjust your view in Contact Manager and register the new public folder with Prophet.Then you will need to adjust your view in Contact Manager and register the new public folder with Prophet.

    Avidian Prophet CRM: Contact Manager Saved Views View
  • If the cleared contact folders still appear in the Contact Selection area (see below in green), then highlight those and click the Exclude button.

    Avidian Prophet CRM: Contact Folders View
  • Click Add to add/register the new contact folder with Prophet. Highlight the new folder name and then click OK.

    Avidian Prophet CRM: Contact Folder View
  • Next, each user must change their working contact folder to match the new public folder that was just registered with Prophet. When you create new contacts in Prophet, the working contact folder is the Outlook folder those contacts are saved in. To do this, go to Tools>Prophet Administrator>Working Contact Folder.

    Avidian Prophet CRM: Administrator-Set Working Folder View

If you don’t have Microsoft Exchange or SharePoint and therefore cannot house all contacts in a public folder, you will need to communicate with the other users when duplicate contacts arise.

  • Determine which user will keep the master. Make sure the details (address, phone numbers, notes, etc.) from the “duplicates” are copied and pasted into the record determined to be the master so that record has all pertinent information. Then delete the “duplicates” from Prophet (this will in turn delete them from Outlook as well).

  • If the master contact was not contained in your local contact folder, the next time you attempt to open it from Prophet you will receive a message “Contact Doesn’t Exist, Do You Want to Create It?” Click YES. This will then create that contact in your local Outlook folder and allow you to view and edit the details.

What do I do if I added a contact but am not finding it in contact manager?

If you added the contact through Outlook as opposed to Prophet, the data you entered may not have been imported into the Prophet folder. Go to Prophet and resync your data.

Avidian Prophet CRM: Resync Contact Date View

If you added the contact from within Prophet, check that your working contact folder matches up to the folder you are filtering on.

  1. Go to Tools > Prophet Administrator and then look at what is set as your working contact folder.

    Avidian Prophet CRM: Adminstrator General Tab View
  2. Verify that that same folder, "My Contacts" in the above example, is what folder is selected in your view.

    Avidian Prophet CRM: Contact Manager-Edit Current View View
  3. Make sure that folder is selected and then look in the Additional Filtering section to make sure no other filters are set.

    Avidian Prophet CRM: Contact Manager All Contacts Filter View and Avidian Prophet CRM: Contact Manager Contact Filter Options View

I'm not seeing any other users' data.

First, check with your Prophet administrator to verify that the user permissions have been setup so that you can view the data of other users. Your administrator will need to log onto the Prophet Administrative website and in the User Management section, first check the Hierarchy View Access to ensure your hierarchy access was set to “Peers” or “Peers and Manager.”

Avidian Prophet CRM: Hierarchy View Access View

If you are trying to see the data of a user or users in another department, also check the Cross Department Access section to ensure you were given either Read-Only access or Read-Write access to the data of the other department.

Avidian Prophet CRM: Cross-Department Access View

Next, verify that the views in Prophet are set to see each other’s data as opposed to just the data that is assigned to you.

In Contact or Company Manager, in the Contact/Company selection area, choose to select contacts/companies by User Assignment(s), and then select records that are either visible to you, assigned to specific users (after selecting this option you can then add each user whose data you want to view), or select all contacts/companies.

Avidian Prophet CRM: All Contacts Contact Selection Filter View

Similarly, in Opportunity Manager, select records that are either visible to you, assigned to specific users, or all records for your department.

Avidian Prophet CRM: All Records Contact Selection Filter View

If you are looking to view the opportunities for a department different than the one you are assigned to, create a view to include the records from multiple departments.

Avidian Prophet CRM: Multi-Department, Selection Department View

Once you have selected the departments to include in your view, once again select records that are either visible to you, assigned to specific users, or all records for that department.

How do I create views in contact and company manager?

If your contacts are already in Outlook, you will simply need to adjust your view within the Contact and Company Managers to tell Prophet which contact folder you want it to sync with.

To do this, in Contact Manager and Company Manager, go to the drop-down next to the view, select Tools and then select Create New.

Avidian Prophet CRM: Contact Manager All Contacts Filter View

My recommendation is to create a new view and call this “All Contacts” to reflect that this view will show all of your contacts. You can always set specific filters later, such as contacts in a specific location, category, etc.

After clicking Create New, the Contact or Company View Options dialogue will open up. This is where you name your view.

Avidian Prophet CRM: Contact View Options View
  1. First enter a name for your view and add a description if you’d like. A table grid allows for the selection of sortable and filterable columns, where a simple list will just show contact or company names.

  2. Next, click the Contact Selection link to select contacts or companies by user assignment or contact folder.

    Avidian Prophet CRM: Contact Folders Assigned to Me View
  3. You will first want to select the Contact Folder(s) option to register your Outlook contact folder with Prophet.

    Avidian Prophet CRM: Contact Folders Contact Selection View
  4. If the contact folder you want to sync Prophet with is not listed there, click the Add button and then select the proper folder.

  5. This will either be your local contact folder or a public folder if you are using Microsoft Exchange or SharePoint.

    Avidian Prophet CRM: Select a Contact Folder View
  6. For Contact Selection by User Assignment(s), this will show the contacts that have been synced with Prophet, including the ones in the contact folder you have synced with Prophet, as well as any other contact folder that has been synced with Prophet.

    • You can select to view all contacts that have been assigned to you – those that you have created or those that someone else created but then assigned you as a user.

    • You can select all contacts that are visible to you – those that are assigned to you or other users whose data you have permissions to view.

    • You can select to view contacts assigned to specific users – possibly your team’s contacts.

    • You can select to view all contacts, regardless of who they are assigned to.

  7. Once you have selected the contact folder you want to sync Prophet with, click the Columns section to select the columns that will appear in your view.

    Avidian Prophet CRM: Select a Contact Folder View
  8. Click OK at the bottom and your new view will be saved and all your contacts in Outlook will appear in Contact Manager.

  9. Repeat these steps for Company Manage to bring your companies into Prophet.

How do I eliminate duplicate companies in my Prophet company manager?

The most common reason for duplicate company information in prophet is the company name is represented differently across several records (spelling, punctuation, capitalization). For example, if four company records are imported into Prophet with the following company names, TH Enterprises, T-H Enterprises, th-enterprises, they will be treated as THREE separate companies, even though all three names represent one company.

Take the example below – Ashburg Finance is in Prophet four times, though the wording is slightly different each time.

Avidian Prophet CRM: Company Manager View and Avidian Prophet CRM: Outlook Contact View

In order to consolidate these records into one company record, you must edit each CONTACT record to reflect one consistent company name, including spelling and punctuation.

In this case, we will merge all contacts into the company Ashburg Finance LLC. Open each contact record and change the spelling of the company name.

Avidian Prophet CRM: Outlook Contact View Avidian Prophet CRM: Outlook Contact View

Now all contacts will be merged together in one company record, see below.

Avidian Prophet CRM: Company Manager View Avidian Prophet CRM: Company & Contact View

I'm not seeing any other users' data.

First, check with your Prophet administrator to verify that the user permissions have been setup so that you can view the data of other users. Your administrator will need to log onto the Prophet Administrative website and in the User Management section, first check the Hierarchy View Access to ensure your hierarchy access was set to “Peers” or “Peers and Manager.”

Avidian Prophet CRM: Hierarchy View Access View

If you are trying to see the data of a user or users in another department, also check the Cross Department Access section to ensure you were given either Read-Only access or Read-Write access to the data of the other department.

Avidian Prophet CRM: Cross-Department Access View

Next, verify that the views in Prophet are set to see each other’s data as opposed to just the data that is assigned to you.

In Contact or Company Manager, in the Contact/Company selection area, choose to select contacts/companies by User Assignment(s), and then select records that are either visible to you, assigned to specific users (after selecting this option you can then add each user whose data you want to view), or select all contacts/companies.

Avidian Prophet CRM: Contact View Options View

Similarly, in Opportunity Manager, select records that are either visible to you, assigned to specific users, or all records for your department.

Avidian Prophet CRM: User Assignment View

If you are looking to view the opportunities for a department different than the one you are assigned to, create a view to include the records from multiple departments.

Avidian Prophet CRM: Assign Manager and Access Level

Once you have selected the departments to include in your view, once again select records that are either visible to you, assigned to specific users, or all records for that department.

How do I create views in contact and company manage?

If your contacts are already in Outlook, you will simply need to adjust your view within the Contact and Company Managers to tell Prophet which contact folder you want it to sync with.

To do this, in Contact Manager and Company Manager, go to the drop-down next to the view, select Tools and then select Create New.


Avidian Prophet CRM: Contact Manager-Edit Current View View

My recommendation is to create a new view and call this “All Contacts” to reflect that this view will show all of your contacts. You can always set specific filters later, such as contacts in a specific location, category, etc.

After clicking Create New, the Contact or Company View Options dialogue will open up. This is where you name your view.

Avidian Prophet CRM: Contact View Options
  1. First enter a name for your view and add a description if you’d like.

    A table grid allows for the selection of sortable and filterable columns, where a simple list will just show contact or company names.

  2. Next, click the Contact Selection link to select contacts or companies by user assignment or contact folder.

    Avidian Prophet CRM: Contact Selection-User Assignment
  3. You will first want to select the Contact Folder(s) option to register your Outlook contact folder with Prophet.

    Avidian Prophet CRM: Contact Selection-Contact Folders
  4. If the contact folder you want to sync Prophet with is not listed there, click the Add button and then select the proper folder.

  5. This will either be your local contact folder or a public folder if you are using Microsoft Exchange or SharePoint.

    Avidian Prophet CRM: Select Contact Folders
  6. For Contact Selection by User Assignment(s), this will show the contacts that have been synced with Prophet, including the ones in the contact folder you have synced with Prophet, as well as any other contact folder that has been synced with Prophet.

    • You can select to view all contacts that have been assigned to you – those that you have created or those that someone else created but then assigned you as a user.

    • You can select all contacts that are visible to you – those that are assigned to you or other users whose data you have permissions to view.

    • You can select to view contacts assigned to specific users – possibly your team’s contacts.

    • You can select to view all contacts, regardless of who they are assigned to.

  7. Once you have selected the contact folder you want to sync Prophet with, click the Columns section to select the columns that will appear in your view.

    Avidian Prophet CRM: Select Contact Folders
  8. Click OK at the bottom and your new view will be saved and all your contacts in Outlook will appear in Contact Manager.

  9. Repeat these steps for Company Manage to bring your companies into Prophet.

How do I add a category to a company record?

You can assign Categories to your Company Records, and these categories can then be used to filter companies in your view or within reports.

Avidian Prophet CRM: Company Manager Categories View

There are two ways to get a category to appear in the company’s categories list:

  1. Your administrator can add company categories from Tools > prophet Administrator > Categories in prophet. When categories are added this way, they are only available to assign to companies.

  2. All categories created in Outlook and assigned to a CONTACT in prophet will automatically appear in the Company Category option list.

Create Company Categories through prophet Administrator

  1. Go to Tools > prophet Administrator and select the Categories tab.

    Avidian Prophet CRM: Administrator Categories View
  2. This will display a list of all categories in prophet.

  3. To add a category, click the Add button.

  4. Categories created this way will not be automatically available in Outlook to assign to CONTACTS.

  5. If you choose to remove a category by clicking the Remove button, the categorization of any contacts or companies currently assigned to that category will be lost.

Create Company Categories through Outlook

  1. Create a dummy (or fake) contact called "Company Categories."

    • Select Categories > All Categories

      Avidian Prophet CRM: Contact Categories View
    • Select all categories you want available in prophet (place check-marks next to them), or create new categories by clicking the New button.

      Avidian Prophet CRM: Color Categories - New Category View
    • Categories are now assigned to the Outlook contact in prophet and therefore will be available in Company Categories as well.

      Avidian Prophet CRM: Contact Category View
  2. Add Category to Company Record

    • Open Company Manager.

    • Select Company Record.

    • Open Company Record.

    • Select Categories Tab.

      Avidian Prophet CRM: Company Manager Select Categories View
    • place a check-mark next to all categories you wish to assign to this company.

    • All categories currently assigned to this company will appear at the top of the list.

    • Save and Close Company Record.

    • See Category added to Company Record.

      Avidian Prophet CRM: Company Manager Categories View

I'm not seeing any other users' data.

First, check with your Prophet administrator to verify that the user permissions have been setup so that you can view the data of other users. Your administrator will need to log onto the Prophet Administrative website and in the User Management section, first check the Hierarchy View Access to ensure your hierarchy access was set to “Peers” or “Peers and Manager.”

Avidian Prophet CRM: Hierarchy View Access View

If you are trying to see the data of a user or users in another department, also check the Cross Department Access section to ensure you were given either Read-Only access or Read-Write access to the data of the other department.

Avidian Prophet CRM: Cross-Department Access View

Next, verify that the views in Prophet are set to see each other’s data as opposed to just the data that is assigned to you.

In Contact or Company Manager, in the Contact/Company selection area, choose to select contacts/companies by User Assignment(s), and then select records that are either visible to you, assigned to specific users (after selecting this option you can then add each user whose data you want to view), or select all contacts/companies.

Avidian Prophet CRM: All Contacts Contact Selection Filter View

Similarly, in Opportunity Manager, select records that are either visible to you, assigned to specific users, or all records for your department.

Avidian Prophet CRM: All Records Contact Selection Filter View

If you are looking to view the opportunities for a department different than the one you are assigned to, create a view to include the records from multiple departments.

Avidian Prophet CRM: Multi-Department, Selection Department View

Once you have selected the departments to include in your view, once again select records that are either visible to you, assigned to specific users, or all records for that department.

I linked emails to an Opportunity but they are not showing up in the email tab.

In the Emails tab of the Opportunity window, first click the Refresh button to refresh your folder list.

Avidian Prophet CRM: Opportunity Manager - Public Folder Refresh View

Then, make sure that your Outlook folders are selected in the Emails tab and click Search. Prophet searches in all folders selected for the linked items.

Avidian Prophet CRM: Opportunity Manager - Public Folder Selection View

Once you set this for one Opportunity, you will not need to set this again for other Opportunities once you hit save and close.

Your email will now appear in the Emails tab. The folder it refers to is the folder in Outlook where the email resides. If you happen to move the email to another folder within Outlook, the folder name will be updated in Prophet automatically. If you permanently delete the email, it will no longer appear in Prophet.

Avidian Prophet CRM: Opportunity Manager - Sent Items View

I linked emails to an Opportunity but no other user is able to see them.

In the Emails tab of the Opportunity window, first click the Refresh button to refresh your folder list.

Avidian Prophet CRM: Opportunity Manager - Public Folder Refresh View

Then, make sure that your Outlook folders are selected in the Emails tab and click Search. Prophet searches in all folders selected for the linked items.

Avidian Prophet CRM: Opportunity Manager - Public Folder Selection View

Once you set this for one Opportunity, you will not need to set this again for other Opportunities once you hit save and close.

Your email will now appear in the Emails tab. The folder it refers to is the folder in Outlook where the email resides. If you happen to move the email to another folder within Outlook, the folder name will be updated in Prophet automatically. If you permanently delete the email, it will no longer appear in Prophet.

Avidian Prophet CRM: Opportunity Manager - Sent Items View

How do I add a unique identifier to each Opportunity?

Opportunity Number

Prophet has the ability to add an opportunity number to each opportunity created. This number will increase in sequential value with each new opportunity.

Avidian Prophet CRM: Project Record Number

With the Opportunity Number you can:

  • Choose the name of this field, such as Record Number as shown above

  • Choose the starting number

  • Add this field to your quote or excel file

  • Filter or search by this number in Opportunity Manager

  • Incorporate this number in your reports

Please contact your Account Manager to have this feature activated within your Prophet software.

How do I share categories with other users?

For any Outlook categories that you create, you must have the other users add those into their Master Category List in Outlook in order to share those between multiple users.

The easiest way to do this is to create a “dummy” contact in Prophet and assign ALL categories to this contact. The reason behind this is so other users can easily open the “dummy” contact and add all categories into their master list.

To do this, follow the steps below.

  1. Create a "dummy" contact with the name "Contact Category"

  2. Put "Company Category" in the Company field (or you can leave this blank)

  3. Click on Categorize and select ALL CATEGORIES

    Avidian Prophet CRM: Contact Categories View
  4. Select all categories/create all categories that you want to share

    Avidian Prophet CRM: Color Categories - New Category View
  5. Save and close contact

The other user(s) will then...

  1. Open up “Contact Category” contact.

  2. Click on Categorize and select ALL CATEGORIES.

  3. All categories from another user will appear there in white and say “Not in Master Category List” in parenthesis next to the category.

  4. To add these categories into their master list, highlight a white category and click on NEW.

  5. Hit OK (this will auto assign a color, but color matching is unnecessary).

  6. Repeat for all categories and make sure all are selected. Add any that are needed.

  7. Save and close.

What do I do if I added categories through Outlook but they are not showing up in Prophet?

Any time categories are added through Outlook (outside of Prophet), you will need to resync your data to get them to appear.

To do this, follow these steps.

  • In Contact Manager select Tools

  • Resync Data

  • Resync Contact Data

    Avidian Prophet CRM: Resync Contact Data View

This can take several minutes but once the resync is complete, you will see the categories appear in Prophet.

How can I delete categories that are appearing in Prophet?

  1. In Contact Manager, go to Tools > Prophet Administrator

    Avidian Prophet CRM: Prophet Administrator Drop-Down
  2. Select the Categories tab.

    Avidian Prophet CRM: Prophet Administrator Categories
  3. Highlight any categories you’d like to remove from Prophet and then click "Remove."

  4. If this category is assigned to any contacts or companies within Prophet, you will get a message letting you know how many contacts/companies are assigned to the category.

    Avidian Prophet CRM: One Contact
  5. Click OK to continue.

  6. The category will be deleted and the assignment will be removed from the contacts/companies as well.

How can I sync Prophet with my phone?

If you have Prophet on Demand, you can log into http://www.prophetondemand.com/prophet/mobile/ from your phone or tablet’s browser and log in with your password and email address. This will lead you to a mobile optimized web sited that will allow you to update your Prophet records.

Avidian Prophet CRM: Prophet Mobile Web

If you are using Prophet on Premise there are additional steps that need to take place to make this functional. During Installation three sites are set up in IIS. These sites need to either be published or port forwarding needs to be established to make those pages available for use outside the internal network. None of these pages can be accessed without a registered email and password so they are quite safe. Prophet does not provide support for setting this up, however, so you would need an IT person to set this up for you.

What can Prophet Mobile do (and not do)?

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 email 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

How to access Prophet Mobile

Login to the Prophet Mobile site: http://www.prophetondemand.com/prophet/mobile/

Avidian Prophet CRM: Login to Prophet Mobile

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

Avidian Prophet CRM: Mobile Main View

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.

Avidian Prophet CRM: Mobile Main Records View

Upon opening the contact, you can add contact notes, edit the contact’s general information, as well as send an email or make a call from your mobile device (see below).

Avidian Prophet CRM: Mobile Contact Details View

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.

    Avidian Prophet CRM: Mobile Contact Records Search View

Create a New Contact

  1. Click the New Contact button (circled in red below).

    Avidian Prophet CRM: Mobile Contact Records New Contact View
  2. A new, blank Contact form will appear. Fill out the data for this Contact (see below).

    Avidian Prophet CRM: Mobile Contact Records View
    • Clicking on an email address will open your Mobile device’s email software.

    • 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.

Contacts added via Prophet Mobile will immediately be added to the server and will be searchable to other users in Contact Manager.

Upon trying to open the contact in Contact Manager in Outlook, you will receive this message:

Avidian Prophet CRM: Mobile Contact Could Not Open View

Click Yes and the contact will be added to your Working Contact Folder in Outlook.

When you create a contact via Prophet Mobile, the company associated with the contact is added to Prophet automatically. Along with the company name, the address, phone number, website, fax, etc. entered for the contact will automatically be added to the company record. If the company already exists in Prophet, the new contact will be added to the existing company record (as long as the spelling is exactly the same).

Prophet Mobile Does Not:

  • Check for duplicate contacts already in the database

  • Add contact to Outlook Contacts (working contact folder) without first opening contact in Contact Manager

  • Allow you to categorize contacts

  • Allow you to delete contacts from Prophet

  • Allow you to search the Activities tab

  • Allow you to attach files to the contact

  • Allow you to assign Sales Automation actions to the contact

  • Allow you to track data in Contact Manager’s user tab (custom tab)

  • Allow you to follow contacts using Prophet Instant

Company Records

In order to access your Companies in Prophet Mobile, click on Company Records from the home screen.

Avidian Prophet CRM: Mobile Company Records View

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.

When you create a contact via Prophet Mobile, the company associated with the contact is added to Prophet automatically. Along with the company name, the address, phone number, website, fax, etc. entered for the contact will automatically be added to the company record. If the company already exists in Prophet, the new contact will be added to the existing company record (as long as the spelling is exactly the same).

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.

    Avidian Prophet CRM: Mobile Companies View

Search for a Company

  • In the Search field, type in all or part of the name of the Company that you are looking for.

  • Click Go.

  • The Company you are searching for will be displayed.

    Avidian Prophet CRM: Mobile Search View

Create a New Company

  1. Click the New Company button (shown below).

    Avidian Prophet CRM: Mobile New Company View
  2. A new, blank Company form will appear. Fill out the data for this contact. Note that email addresses and web pages will function as ‘live’ links:

    • Clicking on an email address will open your Mobile device’s email software.

    • 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.

If the company name already exists in Prophet (exact spelling is necessary), you will receive this message:

Avidian Prophet CRM: Mobile Name Already Exists View

Edit a Company Record

  1. Open the Company you wish to edit or add notes to.

  2. Click the Edit button (shown below).

    Avidian Prophet CRM: Mobile Edit Company Record View
  3. Type the note into the Add Note field (shown below).

    Avidian Prophet CRM: Mobile Add Note View
  4. Click the Add button. The note will be added to the Existing Notes field.

  5. Edit any additional information to update address, phone, etc.

  6. Click Save.

NOTE: All notes are stamped with the Date, Time, Time Zone, and Modified By information.

View the Contacts Associated to a Company

  1. Open the Company whose Contacts you wish to view.

  2. Click the Contacts button (shown below).

    Avidian Prophet CRM: Mobile View Contacts in a Company View
  3. The Company Contacts view will load, showing all of the Contacts associated to the selected Company.

With your Mobile Device:

  • Open the Contact by clicking on its entry in the Name column.

  • Send an email to the Contact by clicking on its entry in the Email column.

  • Call the Contact by clicking on its entry in the Phone column.

Companies added via Prophet Mobile will immediately be added to the server and will be searchable to other users in Contact Manager.

Prophet Mobile Does Not:

  • Allow you to add a new contact from within the company (you would need to do that from the contact section)

  • Allow you to delete companies from Prophet

  • Allow you to search the Activities tab

  • Allow you to attach files to the company

  • Allow you to assign Sales Automation actions to the company contacts

  • Allow you to track data in Company Manager’s user tabs (custom tabs)

  • Allow you to add/view Parent-Child relationships

  • Allow you to categorize companies

  • Allow you to follow companies using Prophet Instant

  • Allow you to set follow-up appointments or tasks

  • Allow you to flag companies as accounts

Opportunity Records

In order to access your Opportunities in Prophet Mobile, click on Records from the home screen.

Avidian Prophet CRM: Mobile Opportunity Records View

This will load the Opportunities view. From here you can Search for an Opportunity, Filter Opportunities by the Status and 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 Status and Sales Stage

  1. Click the drop-down arrow next to the Status or Stage fields.

  2. Select the Status and/or Stage of the Opportunities you wish to view.

  3. Click the Go button.

  4. The Opportunities that are in the same Stage and/or Status that were selected will be displayed.

Create a New Opportunity

  1. Click the New Opportunity button (see below). A new, blank Opportunity form will appear.

    Avidian Prophet CRM: Mobile Records New Opportunity View
  2. Associate the Opportunity to a Company or Contact.

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.

    Avidian Prophet CRM: Mobile Records Contact to Opportunity View

After selecting a contact for the opportunity, Prophet Mobile will not automatically associate all contacts within that company. You have to add contacts separately, and vice versa.

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.

    Avidian Prophet CRM: Mobile Fill Out Opportunity Record View
  3. Note: Each Opportunity is comprised of several Opportunity tabs: General, Products/Services, Contacts, Company, and Notes.

  4. Different Opportunity tabs can be selected by scrolling between them using the ‘Scroll Left’ and ‘Scroll Right’ buttons (see below).

    Avidian Prophet CRM: Mobile Fill out Revenue of Opportunity View
  5. Click the Close button to return to the Opportunities view.

Change the Company and/or Contacts Associated to the Opportunity

  1. Click the Company or Contact button

  2. Select any Company that you want to associate/replace, or select any contact you wish to add, and click Save.

    Avidian Prophet CRM: Mobile Opportunity Records Details View

Edit an Existing Opportunity

  1. Open the Opportunity that you wish to edit.

  2. Click the Edit button.

  3. Use the Scroll Left and Scroll Right buttons to select which tab you want to edit/view (General, Products/Services, Contacts, Company, and Notes).

  4. Add, edit or delete whatever information you would like to change.

  5. Click Save.

Send an Email from the Opportunity

  • Click the Contacts tab at the bottom of the opportunity.

    Avidian Prophet CRM: Mobile Navigation Bar
  • Click the contact’s email address and an email open.

Place a Call from the Opportunity

  1. Click the Contacts tab at the bottom of the opportunity.

    Avidian Prophet CRM: Mobile Navigation Bar
  2. Click the contact’s phone number and the contact’s number will appear in your dialer.

Opportunities added via Prophet Mobile will immediately be added to the server and will be searchable to other users in Opportunity Manager.

Prophet Mobile Does Not:

  • Allow you to add a new contact from within the opportunity (you would need to do that from the contact section)

  • Allow you to delete opportunities from Prophet

  • Allow you to attach or view files within the opportunity

  • Allow you to process Workflow actions

  • Allow you to view or track data in any other opportunity tab except General, Products/Services, Contacts, Company, and Notes

  • Allow you to link emails (even those sent from the opportunity in Prophet Mobile) to the opportunity

  • Allow you to follow opportunities using Prophet Instant

  • Allow you to set follow-up appointments or tasks

  • Allow you to copy opportunities

How do I create a Prophet Mobile iPhone App?

Create Prophet Mobile App (iPhone users)

  1. Type in www.prophetondemand.mobi in your phone’s browser.

    Avidian Prophet CRM: Create Prophet Mobile App
  2. Tap on the box with the swooping arrow to get more commands. Select Add to Home Screen.

    Avidian Prophet CRM: iPhone Home Screen
  3. Congratulations! There is now ‘an app for that’.

    Avidian Prophet CRM: iPhone Screen with Prophet Mobile installed

How can I create a custom report in Prophet?

Our Report Wizard walks you through the process of selecting the query criteria for a new report and selecting the fields you wish to include in your new report. You can also edit an existing report to alter these criteria once the report is create by selecting a report and clicking the “Edit” button. The Report Designer allows you to customize the display format of the report.

Some helpful tips you should know regarding custom reports:

  • If you are reporting primarily on opportunity data, select a report category of “Opportunity.”

  • A very popular report is the sales activity report, which shows all sales related activities associated with each opportunity. A canned version of this report is found under the report category of “Pipeline Forecast.”

NOTE: Once you edit a report and change the underlying query criteria and/or fields, you will LOSE any edits you made to the format of the report in the Report Designer. Therefore, it is very important to get your criteria set correctly before customizing the output format of the report.

Steps to Create a Custom Report

  • In the Report Manager, click on the Wizard button to launch the New Report Wizard Step 1 of 3 dialog.

    Avidian Prophet CRM: Report Manager View
  • Select a Report Category from the drop-down list. Each category will give you a different type of report.

    Avidian Prophet CRM: New Report Wizard Step1, View 1
    • Account Sales – Generates reports on Opportunities with the Sales Status of Won.

    • Company - Generates reports on your company records.

    • Contacts – Generates reports on your contact records.

    • Opportunity – Reports on all Opportunities (Opportunities with any Sales Status).

    • Pipeline Forecast – Generates reports on Opportunities with the Sales Status of Active.

    • Products – Generates reports on your products and/or services, including those associated with Opportunities.

    • Won Loss – Generates reports on Opportunities with the Sales Status of Won or Lost.

    View the Report Wizard Available Fields section attached for a detailed list of all fields available in each category.

  • Select the department you will be reporting on. If you are only using one department in Prophet, select that department.

    Avidian Prophet CRM: New Report Wizard Step1, View 2
  • Enter a report name, which must be unique.

    Avidian Prophet CRM: New Report Wizard Step1, View 3
  • Clicking Next will open the New Report Wizard Step 2 of 3 dialog.

  • Enter a report title. This can be the same as the name of the report entered in the previous step or different.

    Avidian Prophet CRM: New Report Wizard Step 2, View 1
  • Select the data fields that you’d like to include in your report. To add them, either double-click the data fields of your choice, or highlight each and use the right-pointing arrow to add them 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.

      Avidian Prophet CRM: New Report Wizard Step 2, View 2
  • 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.

    Avidian Prophet CRM: New Opportunities Report View
  • 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.

  • If you are satisfied, click Next to open Step 3 of 3.

    Avidian Prophet CRM: New Report Wizard Step 3 View
  • Some report categories have fields that can be summed (i.e. Sales Revenue and Recur/Other Revenue); if you have included either of those fields in your report, you can select one or both field(s) and move them with the arrow to the Summary Fields window.

  • 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.

    Avidian Prophet CRM: New Report Confirmation Dialog Box

    Typically we suggest you say No to this as it’s not necessary at this time and can always be done later.

  • You have now created a report template and it will be available to run. To view your report

    • From the Choose Report Category drop down, choose the category that you created the report in.

    • Highlight the report name.

      Avidian Prophet CRM: Report Manager - New Opportunities Report Selection View
    • Apply any filters or sorts.

      Avidian Prophet CRM: Report Manager - Apply Filters View
    • Choose your report format (basic or excel).

    • Click View Report.

      Avidian Prophet CRM: Report Manager - Report Format View

NOTE: Should you select Preview Report, only a small snapshot of your report will be exported. To ensure all data is presented, always click VIEW Report.

What does the designer do?

To modify the layout of the basic format reports, you will use the Report Designer.

Avidian Prophet CRM: Designer View

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. Please refer to the attached document for detailed instructions on the Report Designer.

What if my report is not pulling any data / I get an error that says “no data to report” when I run my report?

Avidian Prophet CRM: Report manager - No Report Warning Dialog Box

The most common cause of blank reports is that selection criteria for the report have been set too narrow for Prophet to find data that matches all the criteria set.

A good practice is to start with a wide data set with very few criteria, and run the report to make sure it is extracting data as you would anticipate. Then narrow the selection criteria as needed. When no data is presented, often times the date range is set too narrow or a particular filter eliminates the data you are actually searching for.

To verify what filters are in place, refer to the Sort Parameters and Filters section of the Report Manager.

Avidian Prophet CRM: Report Manager - Sort Parameters and Filters Dialog Box

Look within each tab (Date, Accounts, Revenue, and Criteria) to see which filters have been set.

  • Is the data range possibly filtering out the data you want?

  • Are you only filtering on specific contacts or companies?

  • Is the revenue range too specific?

  • Is there another criterion that was set?

  • Perhaps there are several filters in place and your data does not meet ALL filters set.

Start with no filters and then slowly add filters to ensure you don’t end up filtering out ALL the data.

How do I get a report that gives me the closing ratio for my reps?

In order to calculate the closing ration of your sales, you need to combine the output from two separate reports. Towards the end of the reporting period, run a pipeline report to get a snapshot of Opportunities’ revenue and status at that point. Once the reporting period closes, run the Won/Loss report to report on how many of those deals were closed successful. You can then combine the reports in Excel and create a formula to calculate the closing percentage.

Another option is to set a quota for your Reps in the User Management section of the Prophet Administrator page. Then you can run a report under Account Sales to calculate how the reps are performing to that quota.

Avidian Prophet CRM: Prophet OnDemand Closing Ratio Dialog Box

What do I do if I accidentally delete a report?

All reports are stored locally on your computer in C:\Program Files\Avidian Technologies\Prophet\Reports.

Avidian Prophet CRM: Report Manager - Find Deleted Report View

You can routinely run a back-up or make copies of the report files in these folders in case this situation ever arises, if that’s feasible.

If the report was a built-in/canned report within Prophet, you can also contact support and we will send you the report files to re-import. Please contact support@avidian.helpserve.com for assistance.

However, if the report was a custom report, you will need to re-create it.

How do I run an activity report that shows all my notes added in a specified data range?

As long as notes are tracked in the Prophet Opportunity window, you can create an Activity Report that will filter by the preferred date and time. To filter by a date range of the time stamps for the notes, include the field “NoteDateTime” in the selection criteria while choosing fields in the report wizard.

Avidian Prophet CRM: New Report Wizard Step 2, View 2

Then, to filter by the date range, click on the Date tab of the Sort Parameters and Filters section. You can filter by a preset period of days (15, 30, 60, 90, etc.) or choose your own date range.

Avidian Prophet CRM: Report Manager - Filter Date Range

If notes are tracked in the Contact Manager, you can view those notes, but cannot filter by a date range.

Can Prophet show me the last access time for each user?

Usage Reports

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

This data a can be retrieved by the Administrator via the admin portal under "Usage Reports."

Avidian Prophet CRM: Manage Users View

The frequency of these interactions can be derived from the SQL database via a query

select * from [dbo].[VW_ActivityAudit]

Here is an example:

Avidian Prophet CRM: SQL Database Export View

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.

How do I remove the red line present in my reports?

If you see a red line on your Basic Report this means your page width is set too wide and the red line indicates where the end of the page/report should be.

Avidian Prophet CRM: Report Manager - Remove Redline View

Portrait:

  • The size of the Basic Report in Portrait view should be set to 6.5 inches in total length.

  • Prophet will add an additional 1” to each side of the page.

Landscape:

  • The size of the Basic Report in Landscape view should be set to 9 inches in total length.

  • Prophet will add an additional 1” to each side of the page.

To Fix Red Line/Margins Length of Reports:

  • Open Outlook

  • Select Report Manager folder

  • Under “Choose Report Category” select the appropriate report type

  • Under “Choose Report Name” highlight the appropriate report

  • Click Designer.


    Avidian Prophet CRM: Report Manager - Designer View
  • Expand Designer to fit screen size.

    • Double click on the top to expand size or click on the single square box next to the ‘X’.

  • Move mouse over right edge of report until a line with two arrows, one on either end, appears (similar to image below).

    Avidian Prophet CRM: Report Expanded View 1
  • Hold down left mouse key.

  • Drag mouse and black line to desired length found along the grid at the top of the page.

  • Let go of mouse key.

  • Select File.

  • Click Save.

  • Exit Designer.

  • Run report as normal.

    Avidian Prophet CRM: Report Expanded View 2

How do I share a custom report with another Prophet user?

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 email other users, who can then import that file.

Step 1: Exporting a Report In your Contact, Company or Opportunity Manager, click the arrow next to TOOLS and select “Import and Export Wizard.”

Avidian Prophet CRM: Import and Export Wizard View

Then choose "Export Prophet Report" and click Next.

Avidian Prophet CRM: Export Prophet Report View

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.

Avidian Prophet CRM: Export Prophet Report View

The report will then be exported and you will get the following confirmation message:

Avidian Prophet CRM: Export Report Processing View

Now follow the filepath indicated above, in this case: C:\Users\amandab\Documents\Avidian Technologies\Prophet\Reports\Opportunities and right-click on both the .rpx and XML files.

Avidian Prophet CRM: Find Files View

Select Send to > Mail Recipient and an email will open with the two files attached. Email to the user(s) you want to share the report with.

Avidian Prophet CRM: Send Files to Recipient View

Step 2: Importing a Report: To import a report, first you need to save the files that were emailed to you somewhere on your computer (desktop is fine).

Then click the arrow next to TOOLS and go to "Import and Export Wizard."

Avidian Prophet CRM: Avidian Import Export Tool Menu

Choose "Import Prophet Report."

Avidian Prophet CRM: Import Prophet Report View

Then click Browse to find the file you saved to your desktop (or elsewhere) and click Import.

Avidian Prophet CRM: Import Prophet Report Dialog Box

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.

How do I import my existing data?

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 24-40 apply to company

  • Columns 41-54 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 6.0.354 and later.

  • 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.

  • 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:

  • Email1

  • Email2

  • Email3

  • 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 3rd 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.

To import Contacts you must at least fill in the First Name in the template.

Avidian Prophet CRM: Template View First Name View

To import Companies you must at least fill in the Company Name in the template.

Avidian Prophet CRM: Template View Company View

To import Opportunities you must at least fill in the Opportunity Sales Status in the template.

Avidian Prophet CRM: Opportunity Sales Status ViewAvidian Prophet CRM: Notification of non-obligation View

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.

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.

Avidian Prophet CRM: Company Record - Sales Type View

The original template is shown below:

Avidian Prophet CRM: Original Template View

The template that has been renamed to match the current configuration in Prophet is shown here:

Avidian Prophet CRM: Template Renamed View

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.

Avidian Prophet CRM: Opportunity - Sales Follow-up View

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:

Avidian Prophet CRM: Import Template View

Here is the template that has been renamed to match the current configuration in Prophet:

Avidian Prophet CRM: Import Template View

For these fields, you can only rename the “userDefinedlabel20” portion – leave the rest in there:

Avidian Prophet CRM: User Definable Label View

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.

Avidian Prophet CRM: Contact Manager User Defined Fields View 1

Here is the original import template before renaming the fields:

Avidian Prophet CRM: Original Template before Renaming View 1

Here is the template that has been renamed to match the current configuration in Prophet:

Avidian Prophet CRM: Original Template after Matching View

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.

Avidian Prophet CRM: Renaming the Company Manager User Defined Fields View

Here is the original import template before renaming the fields:

Avidian Prophet CRM: Original Template before Renaming View 2

Here is the template that has been renamed to match the current configuration in Prophet:

Avidian Prophet CRM: Original Template after Matching View 2

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.

    Avidian Prophet CRM: Import and Export Wizard View
  4. Browse for the file you are importing, select worksheet 1, and also select your department.

  5. Click the Import Button.

    Avidian Prophet CRM: Import Company, Contact And/Or Project Record Data View
  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.

    Avidian Prophet CRM: Notification: Small Batches View

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.

    Avidian Prophet CRM: Import and Export Wizard - Import Product Data from Excel view
  5. Open the import template by double clicking under The import template can be found at: to open the Prophet Import Product Data Template.

    Avidian Prophet CRM: Import Product Data from Excel View Avidian Prophet CRM: Import Product Data Template View
  6. Prophet Import Product Data Template has six columns that import directly into the Opportunity Product Window.

    Avidian Prophet CRM: Import Product Data Template Columns View
  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.

    Avidian Prophet CRM: Import Product Data Template - Group and Product Name Columns View
  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.

Avidian Prophet CRM: Import File Name View and Avidian Prophet CRM: Nofification Product and Group Name Already Exists View

Can I export my data out of Prophet, edit/update that information and then re-import it back into Prophet?

This is technically possible but is not recommended.

Let’s explore the steps of how to do this and then take a look at the potential problems you might encounter.

First, to export data out of Prophet, you will need to either create a report using the Report Wizard (please refer to that section of this FAQs), or you can also export data from your views in Prophet.

Avidian Prophet CRM: Contact Manager View

Once you have the data exported out of Prophet (in excel format), you can begin editing that data.

Avidian Prophet CRM: Excel Export of Company Information View

Once you have updated the information, in this case the addresses, you will need to then copy and paste each cell into Prophet’s import template and then import that back into Prophet.

Avidian Prophet CRM: Import Template View 3

The problem is this: any cell that is left blank in the import template will then replace/overwrite what was currently in Prophet for each contact/company. In this case since we were only looking to update the addresses, we left blank all the other columns like phone number, email address, notes, etc. So for John Haden, the information that was already in Prophet will be replaced by what is on the import template. If the phone number cell is left blank, his phone number will be erased in Prophet. If the notes cell is left blank, we will lose all existing notes that had been tracked thus far.

To avoid the potential loss of data, you would need to build a report using the Report Wizard that includes all fields from Prophet. Since that is not possible, you would need to build one report for your contact data and one report for you company data.

Another issue is regarding opportunities. When you import opportunity data into Prophet, it won’t update or overwrite the existing data. Instead, Prophet will create new opportunities. So if you export all opportunity data out of Prophet, update that information, transfer that into the import template and then import that into Prophet, you will then have duplicate opportunities all with a new created date and modified date.

So while this is technically possible, it also poses problems and a lot of additional work to avoid losing important data.

How do I share information between Prophet users with Prophet 6?

The data elements Prophet users can share via Prophet depends on what third party application is integrated with Prophet. Although Prophet maintains certain data elements in the Prophet database, other data elements are maintained by Outlook and require a server-based application (such as Exchange) to perform the data sharing function across users. However, some third party applications have limitations which prevent the sharing of certain types data elements. After determining your data-sharing needs, use the following chart to determine the best Prophet integration for your business:

Avidian Prophet CRM: Share Data Between Prophet Users View

Note that Prophet simply stores a pointer to shared files.

For further information regarding setting up Exchange public folder, Office 365 shared mailboxes, or Sharepoint, please see our related FAQ articles under "Setting up public folders:"

How do I set up SharePoint 2010 with Prophet 6?

Prophet 6 requires a public folder in order to share information in Prophet amongst Prophet users. SharePoint can be set up to serve as this public folder, but does have limitations.

Prophet uses two fields in Outlook – the "Billing information" and "Mileage" fields to establish links to records. However, SharePoint has a known defect which PREVENTS it from syncing properly with the Outlook "Billing Information" field. This defect will inhibit the search capability of the Opportunity dialog from working properly for discussion (emails), and can also impact other fields using the "Billing Information" field (tasks and calendars). Contacts are NOT affected as they rely exclusively on the "Mileage" Outlook field.

The actions performed by the SharePoint Administrator:

1.  Create 4 types of lists in the SharePoint administrator site:

  • Contacts

  • Discussion

  • Calendar

  • Tasks

2.  Add a column for each of the 4 types of lists in SharePoint as follows:

  • Contacts : Mileage column

  • Discussion (email) : Billing Information column

  • Calendar : Billing Information column

  • Tasks : Billing Information column

The actions performed by each Prophet user:

Each Prophet user will need to link these new SharePoint folders into their own Outlook using what are called "Sharepoint Outlook Connector". This allows Outlook to link a folder with Sharepoint.

For more information on how to create lists, adding columns, and synchronizing SharePoint to Outlook, please refer to Microsoft’s knowledgebase articles:

http://office.microsoft.com/en-us/windows-sharepoint-services-help/create-a-list-HA010099248.aspx

http://office.microsoft.com/en-us/sharepoint-foundation-help/synchronize-sharepoint-2010-content-with-outlook-2010-HA101881295.aspx

The actions performed by the Prophet Administrator :

To configure Prophet to use the SharePoint lists:

  1. Open Outlook – click on Contact Manager folder

  2. Click on Tools button in the Prophet toolbar

  3. Click on Manage Shared folders tab (only Prophet Administrator users will see this tab)

  4. Click SharePoint radio button option

  5. To the right of your department, click the create button. This will open a dialog for you to specify your SharePoint lists. After selecting your lists from the drop down lists, click apply button to save the changes and then close the Prophet Administrator dialog

How do I create public folders in Exchange?

Prophet 6 requires a public folder in order to share certain information amongst Prophet users. Microsoft Exchange offers a public folders option which will allow Prophet users to share contact, calendar, task, and email information amongst Prophet users. The following information regarding public folder creations is provided from Microsoft’s website: http://support.microsoft.com/kb/255077

Create a new public folder tree

  1. Start Exchange System Manager.

  2. Locate the Folders container.

  3. Right-click the Folders container, click New, and then click Public Folder Tree.

  4. Choose a name for the public folder tree and type it in the Name field; it is the only required field. The Details tab displays the creation and the modification dates. Additionally, the Details tab lets you enter administrative notes.

Create a new public folder store

  1. Start Exchange System Manager.

  2. Click the Storage Group where the folder store will be stored.

  3. Right-click the storage group to which you want to create the new public store, click New, and then click Public Store. The Properties page for the new store appears.

  4. Choose a name for the public store, and type it in the Name field.

  5. To choose the Associated public folder tree, click Browse, and then select the public folder tree to which you want to apply this public store. Click OK.

  6. Configure the remaining parameters for your new store, and then click OK to save the properties.

After you click OK to save the properties, you receive a dialog box that prompts you whether you want to mount the new store or not. If you click Yes, the store tries to mount. You will be notified if it was successful.

To verify what Public Store is associated with a public folder tree, under the Folders container, right-click the Public Folder Tree, and then click Properties. On the General tab, you see which public stores are associated with this public folder tree.

Create an additional Folders container

A Folders container in an administrative group is required before you can create a new public folders tree within that administrative group. However, with multiple administrative groups in an Exchange 2000 Server and in an Exchange Server 2003 organization, only the First Administrative Group contains a Folders container by default.

To create a Folders container in another administrative group:

  1. Right-click the administrative group that you want to create a Folders container in.

  2. Click New, and then click Public Folders Container.

  3. The Folders container now appears.

NOTE: In Exchange 2000 Server and in Exchange Server 2003, only one Folders container is permitted for each administrative group. After you create a Folders container in an administrative group, if you right-click the administrative group, and then click New, you no longer see the option to create a new public folders container.

How do I configure Office 365 for use with Prophet 6?

  1. Prophet 6 users can share contacts, companies, opportunities, emails, calendars, and tasks in Office 365 by using a “shared mailbox”. Instructions for configuring a shared mailbox environment are as follows:

  2. Create a shared mailbox in Office 365. Microsoft’s instructions regarding creating shared mailboxes are found at: http://help.outlook.com/140/ee441202.aspx

  3. Add the shared mailbox to your Outlook client’s profile. This step will also need to be done on each prophet user’s computer. Microsoft’s instructions regarding how to add a shared mailbox to a user’s Outlook client profile are found at: http://office.microsoft.com/en-us/outlook-help/add-another-person-s-mailbox-to-your-account-Hp005242139.aspx

  4. In newly created shared folder, create a new folder titled All public Folders (case sensitive). Then create any shared contact/email/appointment/task folders beneath the All public Folders folder.

  5. Configure prophet to use the shared mailbox. This step is done once by a prophet administrator:

    • Open the Outlook client.

    • Click on the Contact Manager subfolder in "Avidian prophet" folder.

    • Click on the "Tools" button in the toolbar to open the prophet Administrator window.

    • Click on "Manage Shared Folder" tab

    • Click on radio button "Other (Shared Mailbox)"

    • Specify the root folder of your shared folder by clicking on the button labeled “…”

    • Select the location you would like to use to store the shared items and click the “apply” button.

    • You will be prompted if you wish prophet to automatically create the necessary subfolders, you may click “yes” to that prompt.

Avidian Prophet CRM: Share Data Between Prophet Users View

Why is Prophet disabled?

If Prophet appears to be inactive or disabled in Outlook, follow the steps below to re-enable/activate Prophet.

Avidian Prophet CRM: Prophet is Disabled View

Step 1: Check Outlook Add-ins

Other programs will inadvertently de-activate the Prophet Outlook add-ins. You can easily check and re-enable the Prophet Outlook add-ins as follows:

For Outlook 2010 or 2013

  • In Outlook, click File in the top left side.

  • Then click on Help > Options > Add-ins

  • At the bottom of the window you'll see a drop-down menu. Click on that and set it to Disabled Items and then click the GO button.

  • If you see anything that mentions Avidian, Prophet, or MSCOREE.DLL, select it and click Enable.

  • Close and restart Outlook. Prophet should now be working.

For Outlook 2007

  • In Outlook, click Help > Disabled Items and the disabled items window will pop up.

  • If you see anything that mentions Avidian, Prophet, or MSCOREE.DLL, select it and click Enable.

  • Click Tools > Trust Center > Add-ins > GO.

  • A check-list will pop up. Locate Prophet and put a check-mark next to it and click Ok.

  • The Prophet toolbar should appear in Outlook. Prophet should now be working.

For Outlook 2003 or earlier

  • Click Help > About Microsoft Office Outlook > Disabled Items and the disabled items window will pop up.

  • If you see anything that mentions Avidian, Prophet, or MSCOREE.DLL, select it and click Enable.

  • Close Outlook and restart it.

  • The Prophet toolbar should appear in Outlook. Prophet should now be working.

Step 2: Reset the registry files

If re-enabling the Prophet Outlook add-ins did not re-able Prophet, you may need to reset the Prophet Registry files by performing the following:

For Windows Vista, Windows 7, or Windows 8:

  • Click on the windows icon > 'Computer' > 'Local Drive C:' > 'Program Files' > 'Avidian Technologies' > Prophet. Close Outlook and disabled your anti-virus and follow these steps.

  • Locate the registry file Avdian.reg

  • Double click Avidian.reg. A window will pop up. Click 'Ok' and when the window goes away proceed with the next steps.

  • Locate register.bat. For Prophet 5 users, this file will reside the same directory as Avidian.reg. For Prophet 6 users, you will need to know if your PC is using an X32 or X64 bit operating system. If your PC is running a X32 bit operating system, navigate to the X32 subfolder. If your PC is running a X64 bit operating system, navigate to the X64 subfolder. Double click the register.bat file. A window will pop up. When the window goes away open outlook and test opportunity manager.

If you are a Prophet 6 customer, please stop here. Prophet 5 users should perform the following two steps:

  • Locate AVTSQLInstaller.exe and RIGHT CLICK it. Select 'Run As ADMINISTRATOR'. A window will pop up then disappear. This may take a few minutes. Don't worry.

  • Locate Updatedb.exe and RIGHT CLICK it. Select 'Run As ADMINISTRATOR'. You won't see anything happening but you should wait 4 minutes. Open outlook and test opportunity manager.

For Windows XP:

  • Click on 'Start' > 'My Computer' > 'Local Drive C:' > 'Program Files' > 'Avidian Technologies' > Prophet. Close Outlook and disabled your anti-virus and follow these steps.

  • Locate the registry file Avdian.reg

  • Double click Avidian.reg. A window will pop up. Click 'Ok' and when the window goes away proceed with the next steps.

  • Locate register.bat. For Prophet 5 users, this file will reside the same directory as Avidian.reg. For Prophet 6 users, you will need to know if your PC is using an X32 or X64 bit operating system. If your PC is running a X32 bit operating system, navigate to the X32 subfolder. If your PC is running a X64 bit operating system, navigate to the X64 subfolder. Double click the register.bat file. A window will pop up. When the window goes away open outlook and test opportunity manager.

If you are a Prophet 6 customer, please stop here. Prophet 5 users should perform the following two steps:

  • Locate AVTSQLInstaller.exe and double click it. A window will pop up then disappear. This may take a few minutes. Don't worry.

  • Locate Updatedb.exe and double click it. You won't see anything happening but you should wait 4 minutes. Open Outlook and test opportunity manager.

How do I fix a red or black x in contact, company or opportunity manager?

Avidian Prophet CRM: Company Manager Error View
  1. Close Outlook

  2. Click on Start Button (or tile view for Windows 8)

  3. Select Computer

  4. Select C: drive

  5. Select Program Files

  6. Select Avidian Technologies

  7. Select Prophet

    Avidian Prophet CRM: File Directory View in Browser Window View
  8. Find "Avidian.reg" file

    Avidian Prophet CRM: Microsoft Windows Registry View
  9. Run "Avidian.bat" file (double click on file to run it)

    • Allow to run.

    • Select Yes.

    • Select Ok.

  10. Select x32 folder

  11. Select "Register.bat" file

    Avidian Prophet CRM: Microsoft Windows Registry View 2
  12. Run "Register.bat" file (double click on file to run it)

    • Allow to run.

    • Select Yes (if prompted)

  13. Close Prophet Window.

  14. Open Outlook.

How do I assign and share templates to workflow or sales assistant?

Avidian Prophet CRM: Assign Template to New Action View
  1. Open the Prophet Administrator window by clicking on the Tools button from either the Contact or Company Manager.

  2. Select the Sales Automation tab.

  3. Highlight the Template you would like to assign.

  4. Click the Assign button on the right.

  5. Select either Assign Sales Assistant Action or Assign Workflow Action.

  6. Place a checkmark in the Make Action Shared box.

  7. Select the Department you would like to assign the Action to from the dropdown menu.

  8. Change the title if you would like.

  9. Enter the number of days you would like used to calculate the action.

  10. If you are setting up a Workflow Action you will have the option to select the sales stage.

  11. Press Save.

What is the status with support for Windows Server 2003?

Windows Server 2003 support will be discontinued when Prophet CRM 7.2 ships, later in 2014. Prophet CRM 7.1 will be the last version supporting Windows Server 2003.