Why is my Closed Date Incorrect

Example

My Opportunity status was changed from Lost to Won, but the Closed Date has not changed to reflect the new Closed Date.

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Why is the Closed Date not correct?

Once you’ve saved an Opportunity with other than the Active Status, the Closed Date is set. It is not changed, even if you save with a different category, other than Active. I.e. If you have an Opportunity “On Hold”, and then go straight to Won or Lost, the Closed Date isn’t updated.

Change your Closed Date.

If a Closed Date has been set, you can save it with Active Status. Next Save it with your Won or Lost Status, and, the Closed Date will be updated.

Why Do Most of My Opportunity Statuses Set the Closed Date?

Example

My Opportunity isn’t closed, it’s On Hold, but it has a Closed Date set.

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Why this happens

Prophet’s “Closed Date” is a built-in field that is automatically set, based on the Status. It is available in Reports, and to show as a column in Opportunity Manager. The three main Statuses are Active, Won, and Lost. Won and Lost are closed categories, and they are programmed to set the Closed date. Any new Statuses are also programmed to set the Closed Date. To leave an opportunity without a Closed Date you must keep the status Active.

How Do I Attach Files to an Opportunity?

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

Step 1: Open Opportunity Manager

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

    How do I attach files to a Prophet opportunity 1

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

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

    How do I attach files to a Prophet opportunity 2

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

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

    How do I attach files to a Prophet opportunity 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 opportunity 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 Opportunity from a Local File

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

    How do I attach files to a Prophet opportunity 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 opportunity 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 opportunity 5

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

    How do I attach files to a Prophet opportunity 6

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

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

    How do I attach files to a Prophet opportunity 7

  • Select the URL option and you will be prompted with a dialog window to enter in the URL to the file you would like to attach.

    How do I attach files to a Prophet opportunity 8
    How do I attach files to a Prophet opportunity 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 Opportunity under the Files tab.

    How do I attach files to a Prophet opportunity 10

How do I Export Data from Opportunity View to Excel?

When you use Prophet, you may come across a time where you will want to quickly export Opportunity Data to Excel. Opportunities in Prophet allows users to easily export data from an Opportunity 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 an Opportunity view to Excel.

Step 1: Open Opportunity Manager

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

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

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

  • With Opportunity Manager open, we will want to decide if we want to export the current entire view that we are viewing or export out a current selection from the view that we are viewing.
  • Exporting the entire Opportunity view to Excel will give us all the data from each column in the view from each Opportunity in the view.
  • Exporting only a selection of the Opportunity view to Excel will give all the data from each column in the view for the selected Opportunities in the view.

Step 3a: Exporting the entire Opportunity 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 opportunity 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 opportunity 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 opportunity 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 Opportunity view will be showing up in the Excel spreadsheet.

    How do I export data from opportunity 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 Opportunity View from Prophet to Excel

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

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

  • Once our selection has been made, we will want to press the Quick Report to Excel button 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 opportunity view to excel - step 8
    How do I export data from opportunity 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.

    • 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 opportunity 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 Opportunity view will be showing up in the Excel spreadsheet.

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

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

How do I assign Opportunities to other Prophet Users?

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

Open Opportunity Manager

  • Open the Prophet Opportunity Manager by clicking on the Opportunity Manager Folder from your Outlook Folder List
  • how-do-i-assign-opportunities-to-other-prophet-users-figure-1

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

  • With Opportunity Manager open, we will want to locate the Prophet Opportunities that we want to assign to a Prophet User(s)
  • Once you have located the Opportunity(s) that we want to assign to a Prophet User(s), we will want to select the Opportunity(s) in Prophet.
    • If you are selecting more than one Opportunity, you can click on the first Opportunity and then hold down the Ctrl key on the keyboard and select another Opportunity. You will see that the Opportunity(s) are highlighted in Prophet.
  • how-do-i-assign-opportunities-to-other-prophet-users-figure-2

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

  • With your Opportunity(s) still selected from the previous step, we will want to right click with the mouse on the selection of Opportunity(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-opportunities-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-opportunities-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 Opportunity(s) and then press the OK button.
  • how-do-i-assign-opportunities-to-other-prophet-users-figure-5

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

  • From within Opportunity 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 Opportunity Manager view you will want to edit the view to add the Users column into the view.
  • how-do-i-assign-opportunities-to-other-prophet-users-figure-6
  • Once you have verified that Opportunity(s) are assigned to the correct user(s), the assigning of Prophet Opportunities is complete.

How Can I Setup Opportunity Numbers Automatically Generated?

Automatically generated Opportunity Record Numbers are a great way to create a unique ID for each Opportunity that is added to Prophet. This will allow you to pull information through views and reports on specific Opportunities.

The Record Number is easily found on the General tab of your Prophet Opportunity and can be started at any number you wish. By default, Avidian will normally set your Record Number to begin at 1,000.

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Requirements

While the Record Number is shown on the general tab of the Opportunity, the information for this field is saved on UserTab 3 in field 103 (the last field in User Tab 3). For this reason, label103 must not be in use to hold any other data.

How to Setup Record Numbers for Opportunities

Please contact Avidian Support and we will enable Prophet Opportunities to automatically generate a record number.

When contacting Support please include the number you would like to start your count on if other than 1,000.

This number will begin with the first Opportunity in your database, including historical data.

Additional Pieces of Information to Know

  • If you would like to have the label on the General tab reflect another name than “Record Number” please let Support know when you submit the request.
  • If you would like, you can match that name of Label103 to the name given to Support to be used on your General Tab.
    • To change the field name of Label103 an Administrator will need to log into your Prophet Administrator Website to make the change.

Viewing the Record Number within Your View

Within your Opportunity Manager views you can add your new Record Number to your view by selecting the column name from the Edit View button.

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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.