How Do I Attach Files to a Company?

When you use Prophet, you may come across a time where you will want to attach file(s) to certain Companies. Companies in Prophet allows users to easily attach file(s) to a Company. Below are the steps on how to attach the file(s) to the Company in Prophet.

Step 1: Open Company Manager

  • Open the Prophet Company Manager by clicking on the Company Manager Folder from your Outlook Folder List.

    How do I attach files to a Prophet company 1

Step 2: Locate the Company you want to attach files to in Prophet

  • With Company Manager open, we will want to locate the Prophet Company that we want to attach a file(s) to.
  • Once you have located the Company that we want to attach a file(s) to, we will want to select the Company in Prophet. Unfortunately, we cannot attach files to more than one Company at a time.

    How do I attach files to a Prophet company 2

Step 3: Attaching the file(s) to the Prophet Company

  • With your Company still selected from the previous step, we will want to click on the Company Files tab. You will see an Add, Remove and Open button. If there are no other files pre attached to the Company, then the Remove and Open buttons will not be available to click on.

    How do I attach files to a Prophet company 3

  • Click the Add button, we will be prompted with a small drop down list with the choices of Local File and URL.

    How do I attach files to a Prophet company 4

The Local File Option

This option will prompt you to browse your machine to locate the file you would like to attach. This file can be from a local machine folder or from a Network drive that all users who have access to would be able to see.

The URL (Uniform Resource Locator) Option

This option will allow you to attach a file with a link from a website. This could be a PDF (Portable Document Format) document or a link for a download of software.

Step 3a: Attaching the file(s) to the Prophet Company from a Local File

  • With the Company still selected that you would like to attach a file, press the Company Files tab as seen in the screen shot below.

    How do I attach files to a Prophet company 3

  • Click the Add button, we will be prompted with a small drop down list with the choices of Local File and URL.

    How do I attach files to a Prophet company 4

  • Select the Local File option and you will be prompted with a dialog window to browse to the file you would like to attach.

    How do I attach files to a Prophet company 5

  • Once you press the Open button with the file selected then you would like to attach to the Company, you will see the file showing up in the Company under the Company Files tab.

    How do I attach files to a Prophet company 6

Step 3b: Attaching the file(s) to the Prophet Company from a URL

  • With the Company still selected that you would like to attach a file, press the Company Files tab as seen in the screen shot below.

    How do I attach files to a Prophet company 3

  • Click the Add button, we will be prompted with a small drop down list with the choices of Local File and URL.

    How do I attach files to a Prophet company 7

  • Once the URL option has been selected, you will be prompted with a dialog window where you can type the URL of where the file is located at.

    How do I attach files to a Prophet company 8
    How do I attach files to a Prophet company 9

  • Once you have entered in the URL, go ahead and press the OK button to complete the attaching of the file. Once that is completed, you will see the URL added to the Company under the Company Files tab.

    How do I attach files to a Prophet company 10

How do I Export Data from Company View to Excel?

When you use Prophet, there may be a time when you will need to quickly export Company Data to Excel. Prophet allows users to easily export data from a Company View to Excel. Any field which can be selected for inclusion in the View for Prophet can be exported through the Quick Export to Excel. However, fields like Notes or Products and Services cannot be exported in this fashion. Below are the steps on how to export data from a Company view to Excel.

Step 1: Open Company Manager

Open the Prophet Company Manager by clicking on the Company Manager Folder from your Outlook Folder List

How do I export data from company view to excel - step 1

Step 2: Deciding what data from the Company View you want to export data out to Excel from Prophet

  • With Company Manager Open, we will want to decide if we want to export the entire current view or export a selection from the view.
  • Exporting the entire Company view to Excel will give us all the data from each column in the view.
  • Exporting only a selection of the Company view to Excel will give all the data from each column in the view.

Step 3a: Exporting the entire Company View from Prophet to Excel

  • If we want to export out the entire view to Excel, we will press the Quick Report to Excel button.

    How do I export data from company view to excel - step 2

  • Once the Quick Report to Excel button is pressed, we will be prompted with a dialog window with two different options for exporting the data, Export All Rows or Export Selected Rows.

    • Also you will be able to select the location destination of the Excel file. By default the Excel files will all go to your My Documents\Avidian Technologies\Prophet folder location on your machine.

    How do I export data from company view to excel - step 3

  • Make sure to select the Export All Rows button in the dialog window. We will be sending this Excel file to My Documents\Avidian Technologies\Prophet folder location.

    • However, if you want to send the Excel file to a different location, you can press the browse button (Button with three dots on it) and then you will be able to browse your machine to the location of your chose to send the file.

    How do I export data from company view to excel - step 4

  • Once you have the file location selected, we will press the Start button on the Quick Report to Excel dialog Window. This will open an Excel spreadsheet and the data from the Company view will be showing up in the Excel spreadsheet.

    How do I export data from company view to excel - step 5

  • Once the Excel spreadsheet is open, you can modify the spreadsheet to your liking.

Step 3b: Exporting an selection of the Company View from Prophet to Excel

  • If we want to export only a selection of the Company view to Excel, we will want to make our selection of data from the Company first.
  • To make a selection of data, highlight the first record that you would like to export from the Company view.

    How do I export data from company view to excel - step 6

  • To add more selections to your selection for Exporting, you can hold down the CTRL key on the keyboard and then click the left mouse button for adding individual selections or hold down the Shift key on the keyboard and then select the last record from the view that you are going to export for doing a mass selection of records and all the records in between the first selection and last selection will be highlighted.

    How do I export data from company view to excel - step 7

  • Once our selection has been made, we will want to press the Quick Report to Excel button. We will then be prompted with a dialog window with two different options for exporting the data, Export All Rows or Export Selected Rows.

    • Also you will be able to select the location destination of the Excel file. By default the Excel files will all go to your My Documents\Avidian Technologies\Prophet folder location on your machine.

    How do I export data from company view to excel - step 8
    How do I export data from company view to excel - step 9

  • Make sure to select the Export Selected Rows button in the dialog window. We will be sending this Excel file to My Documents\Avidian Technologies\Prophet folder location.

    • If you want to send the Excel file to a different location, you can press the browse button (Button with three dots on it) and then you will be able to browse your machine to the location of your chose to send the file.

    How do I export data from company view to excel - step 10

  • Once you have the file location selected, we will press the Start button on the Quick Report to Excel dialog Window. This will open an Excel spreadsheet and the selected data from the Company view will be showing up in the Excel spreadsheet.

    How do I export data from company view to excel - step 11

  • Once the Excel spreadsheet is open, you can modify the spreadsheet to your liking.

How can I clean up duplicate companies with the Merge Companies Feature in Prophet?

When using Prophet, you may come across companies that are either misspelled or have different naming conventions, but these companies are really the same company as the existing company in Prophet. Below are the steps on how to resolve with the Company Merge feature.

To clean up duplicate companies with the merge company feature in Prophet, follow the steps below:

Step 1: Locate duplicate companies within Prophet Company Manager

  • You can use the search feature or scroll through Company Manager to find the duplicated companies.
  • how-do-i-clean-up-duplicate-companies-with-the-merge-feature-figure-1

Step 2: Open the duplicated company that you want all data merged into

  • With the company open, add a note to the company card, and then press save and close
  • The reason for opening the Company is Prophet will merge all the data into the most recently modified date, making this the Master Company Record
  • how-do-i-clean-up-duplicate-companies-with-the-merge-feature-figure-2

Step 3: Selecting All Companies to Merge

  • To select the companies that you would like to merge, select one of the companies, and then hold down the Control Button (Ctrl) on the keyboard and then left click with the mouse. You should see both companies highlighted
  • how-do-i-clean-up-duplicate-companies-with-the-merge-feature-figure-3

Step 4: Completing the Company Merge

  • With your selection of Companies selected, right click on one of the selected companies
  • From the menu, select Merge Companies
  • how-do-i-clean-up-duplicate-companies-with-the-merge-feature-figure-4
  • With the Prophet Company Merge window open, this will be a preview of how the Company card will look once the merge is completed. You can make any other changes to the company card by filling any remaining fields.
  • how-do-i-clean-up-duplicate-companies-with-the-merge-feature-figure-5
  • When ready to complete the merge, press the merge button. You will see another window pop up on the screen showing the removal of the one company.
  • how-do-i-clean-up-duplicate-companies-with-the-merge-feature-figure-6
  • Next you will see a message Companies Merged Successfully. Go ahead and press the OK button
  • how-do-i-clean-up-duplicate-companies-with-the-merge-feature-figure-7
  • Lastly, when you have refreshed the Company Manager view, by pressing the F5 key on the keyboard, you will see that the merge of the companies have been made.
  • how-do-i-clean-up-duplicate-companies-with-the-merge-feature-figure-8

How do I assign Companies to other Prophet Users?

When you use Prophet, you may come across a time where you will want to either be assigned to Prophet Companies or assign other Prophet User(s) to Companies from within Prophet. Assigning Companies in Prophet allows users to easily look up who is in control of the Prophet Company. Below are the steps on how to assign the Companies to other Prophet User(s).

Open Company Manager

  • Open the Prophet Company Manager by clicking on the Company Manager Folder from your Outlook Folder List

how-do-i-assign-companies-to-other-prophet-users-figure-1

Locate the Companies you want to assign to a Prophet User(s)

  • With Company Manager open, we will want to locate the Prophet Companies that we want to assign to a Prophet User(s)
  • Once you have located the Company(s) that we want to assign to a Prophet User(s), we will want to select the Company(s) in Prophet. If you are selecting more than one Company, you can click on the first Company and then hold down the Ctrl key on the keyboard and select another Company. You will see that the Company(s) are highlighted in Prophet.

how-do-i-assign-companies-to-other-prophet-users-figure-2

Assigning the Prophet Company(s) to a User(s)

  • With your Company(s) still selected from the previous step, we will want to right click with the mouse on the selection of Company(s). You will be given a menu of options to select from. We will want to select Users and then Assign to Users
  • how-do-i-assign-companies-to-other-prophet-users-figure-3
  • Once you click the Assign to Users option, we will be prompted with a small dialog window called Assign to Users
  • how-do-i-assign-companies-to-other-prophet-users-figure-4
  • Go ahead and put a check mark in the box next to the User(s) that need to be assigned to the Prophet Company(s) and then press the OK button.
  • how-do-i-assign-companies-to-other-prophet-users-figure-5

Verify the user assignment of the Company(s) in Prophet

  • From within Company Manager, we will want to check the Users column within the Prophet view and verify that the User is populated into the column. If you do not see the Users column in the Company Manager view you will want to edit the view to add the Users column into the view.
  • how-do-i-assign-companies-to-other-prophet-users-figure-6
  • Once you have verified that Company(s) are assigned to the correct user(s), the assigning of Prophet Companies is complete.

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

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.

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.