How Do I Repurpose a License to a New User?

Follow these steps if you wish to change the user on an existing Prophet license.

Sign-in to the Prophet Admin Web portal

You must be a Prophet Admin to complete these steps:

  1. In a web browser, if Avidian is hosting your Prophet server navigate to: https://www.prophetondemand.com/prophet/admin/

  2. If your company is hosting its own Prophet server navigate to the requisite URL specified by your I.T. department.

  3. Enter your email address and password then click the ‘Sign in’ button.

  4. Click ‘User Management’ on the left hand side of the page.

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  5. Click ‘Edit’ next to the name of the account you wish to repurpose.

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  6. A window with the pervious user’s information will display

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Changing the user information

  1. Change the ‘First Name’, ‘Last Name’, ‘Email’, and ‘Phone’ fields to the new user’s information then click ‘SAVE’.

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  2. The window will close. Next, click ‘Logout’ in the top right of the webpage.

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Reset the password

  1. You will be taken back to the login page of the Prophet Admin web-portal. Click the ‘Forgot your password?’ link at the bottom of the page.

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  2. Enter the email address of the new user in the grey field that appears and click the ‘Submit’ button.

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  3. An email will be sent to that user with a link they that will allow them to set a Prophet password.

Reconfigure the Prophet client’s file paths

These next steps are to be completed once the new user has successfully signed into Prophet from Outlook on their computer.

  1. Click on the ‘Contact Manager’ folder.

  2. Click the ‘Tools’ button.

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  3. The ‘Prophet Administrator’ window will display. Note in the screenshot below, how the file path is still set to the pervious user but that the Username field contains the information we applied in the previous step. Click the ‘Browse…’ button under ‘Please specify a default location to store Prophet import/export files.’

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  4. In the ‘Browse for Folder’ window that displays, navigate to where this user would prefer the files that they import or export from Prophet to be saved in, then click ‘OK’. Usually this location is set to Documents > Avidian Technologies > Prophet but ultimately it is left to the user’s discretion.

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  5. Next, click the ‘Browse…’ button on the right side of ‘Template file Location’.

  6. In the ‘Browse for Folder’ window that displays, navigate to Documents > Avidian Technologies > Prophet > FileGenOutput and click ‘OK’.
    Note in the screenshot below how the file path circled reflects the current user and the one below still reflects the previous.

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  7. After that, click the ‘Browse…’ button on the right side of ‘Save Files To:’. In the ‘Browse for Folder’ window that displays, navigate to Documents > Avidian Technologies > Prophet > FileGenOutput then click ‘OK’. All of the file paths should now reflect the new user.

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Set the ‘Working Contact Folder’

  1. Now we need to change the location of where Prophet will copy contact records to because it is still set to use the old users contact folders. Click the ‘Working Contact Folder’ button in the top right of the ‘Prophet Administrator’ window.

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  2. Click the ‘Refresh’ button to prompt Prophet to scan the current user’s Outlook profile for a list of the currently available contact folders.

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  3. Notice how the email address at the top level will change to the new user, the number of folders below as well as the names of those folders might also change. Put a check-mark next to the folder this user would like Prophet to store copies of contact records in, then click the ‘OK’ button.

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  4. Click ‘Yes’ to the first prompt asking if you would like to register the folder with Prophet.

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  5. Click ‘No’ to the second prompt asking if you would like to sync the folder with Prophet.

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  6. Next, click the ‘Off-Line Working Contact Folder’ button in the top right of the ‘Prophet Administrator’ window.

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  7. Put a checkmark next to the folder you would like Prophet to store contacts in while it is operating in Offline mode and click ‘OK’.

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  8. If you are asked to register the folder, click ‘Yes’.

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  9. If you are asked to sync the folder, click ‘No’.

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  10. Take a moment to review the changes we have made in the ‘Prophet Administrator’ window to ensure we no longer see any file paths that were associated with the previous user. If everything looks satisfactory, click the close button in the lower right hand corner.

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Exclude the pervious user’s ‘Working Contact Folders’ from Prophet

  1. Click the ‘Edit View’ button in the Prophet toolbar.

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  2. In the ‘Contact View Options’ window that displays, click the drop-down menu next to ‘Select Contact By:’ and choose ‘Contact Folder(s)’ if it is not chosen already.

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  3. Click on the name of any folder that you see listed in this window that are associated with the pervious user, it will become highlighted in blue. Then click the ‘Exclude’ button.

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  4. Click ‘Yes’ when prompted for confirmation.

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  5. There may be more than one of the old user’s folders that are registered in Prophet, repeat the above steps until only the folders listed are the ones associated with the current user, then click ‘Cancel’.

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  6. The Prophet client has now been configured to utilize the new user’s file paths and contact folders. This concludes the process for repurposing a license.

Why are my Prophet Folders Missing?

When you use Prophet, you may come across a time where you notice one or several of your Prophet Manager folders are missing from Outlook. This could happen by accidently deleting the folder(s) or by accidentally dragging the folder(s) into another folder. To resolve the issue follow the steps below to re-create the Prophet Manager folder(s).

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Step 1: Create one of the Prophet Manager folders

  • With the mouse, right click on your email address in Outlook to display a Outlook Menu
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  • Select the New Folder Option, you will see an option to type in the name of the new folder
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  • Name the folder Contact Manager and press the enter key on the keyboard
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  • Locate the Contact Manager folder that you just created in your Outlook Folder List
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  • With the mouse, right click on the Contact Manager folder and select properties
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  • When the Contact Manager Properties screen shows up, select the Home Page tab at the top of the properties page
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  • In the address line, type out the following connection path: C:\Program Files\Avidian Technologies\Prophet\Avidian.htm
  • Make sure to check off the Show home page by default for this folder
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  • Press the Apply button. If you are prompted with a Microsoft Outlook message like below, press OK and then Press Cancel
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Step 2: Rebuilding the remaining Prophet Manager folders

  • Open Prophet by clicking on the Contact Manager folder that we created above
  • With the Prophet Contact Manager open, press the Tools button in Prophet to open the Prophet Administrator.
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  • Press the Rebuild Manager Folders button at the bottom of the page to rebuild the remaining folders.
  • Once you have pressed the Rebuild Manager Folders button, you will get a message saying the Prophet folders have been rebuilt.
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  • You will now be able to see your Prophet Manager folders on the left hand side of Outlook. You will also be able to delete the extra Contact Manager folder.
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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:

Active Pipeline forecast category reports will report on all opportunities marked with the status Active. If you are going to change this field, make sure you change this value to something that means the same thing as active, such as “open” or “prospect.”

Won Reports in the Account Sales category report off of all opportunities marked with the status of Won. If you are going to change this value, make sure you change this label to a term that means the same thing, such as “Closed”. The date you move an opportunity to the Status of won, Prophet marks that date as the closed date for reporting.

Lost Reports in the Won/Loss category report off of all opportunities marked with the status of Lost. If you are going to change this value, make sure you change the label to a term that means something similar to lost, such as “Rejected.” The date you move an opportunity to the Sales Status of Lost, Prophet marks that date as the closed date for reporting.

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.