Beginner Guide

Creating an Advanced Workflow in Prophet CRM.

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Advanced workflows allow you to automatically create personalized content that you can send to your customers with just a few clicks, saving you time and enhancing the existing customer relationships you have.

Step One: Navigate to any of the manager menus and select Prophet Administrator for the Tools drop-down menu

Step Two: Open the Sales Automation tab and click the New button

Step Three: Fill in the File Name and select the Action Type you wish to create and press the OK button

Step Four: Open a separate Microsoft Word document and compose the message you wish to save to the workflow

Step Five: Inside of Microsoft Word right click on the upper blue tabs and select the Customize Ribbon option and then select the Developer box

Step Six: From within the Developer tab insert interactive features such as drop-down menus and date fields 

Step Seven: Use the Properties option to customize their appearance and capabilities

Step Eight: Copy and paste the finished message from Microsoft Word back into the workflow template and press Save Template button

Step Nine: The template will appear in the templates list of the Sales Automation page, to use it select the template and press the Assign button, check the Assign Workflow Template box and choose which stage you wish to assign the workflow to. Then press the Save button

Step Ten: Launch the workflow by opening an opportunity in the stage you assigned it to and pressing the Stage button

Congratulations! You’ve just mastered Prophet’s Advanced Workflow Tool!

How to merge contact records in Prophet CRM.

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If you’ve got duplicate contact records in your Contact Manager, this video will show you the easiest way to merge them without losing any data.

Step One: Select the contacts that you’d like to merge. You can hold down the control key to select multiple rows.

Step Two: Right click on the selected records and click on merge contacts.

Step Three: A window will appear allowing you make any necessary changes before you merge the records.

Step Four: Click Merge to merge the records.

Congratulations! You’ve just merged a contact record!

How to add users to a Record in Prophet CRM.

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Assigning Prophet users to records is an easy way to assign data in Prophet to a particular employee in your company. By default the person who originally creates each record is assigned as the user. Additionally, depending on each users permission settings, it may also allow that person to see that record in Prophet once it is assigned to them. You may assign as many users to any record as you’d like.

Step One: From any of the managers in Prophet, bring up the records that you would like to reassign.

Step Two: Select the records that you’d like to reassign. To select multiple records, you can hold down the Ctrl key and click on each records. To select records sequentially, highlight the first record you would like to reassign, and then hold down the Shift key and click on the last record you would like to reassign.

Step Three: Right click on the records you’ve highlighted, click on “Users”, click on “Assign to users…”. A pop up window will appear.

Step Four: Now check the boxes next to each persons name that you would like to assign the record to and hit “OK”. It will take about one second per record to reassign.

Congratulations! You’ve just assigned users to a record in Prophet!

How to link an email to an existing Opportunity in Prophet CRM.

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Linking emails to Opportunities is a great way to keep all of your relevant information in one place. If you’ve got an email in your inbox that you’d like to link to an Opportunity you can follow these steps to get it attached.

Step One: Open up your inbox and highlight the email that you’d like to link to an Opportunity.

Step Two: With the email highlighted, open up the Prophet tab near the top of the window and in the “Records” group, select “Link”. A search window will pop up.

Step Three: In the search window, search for the opportunity that you’d like the email linked too.

Step Four: Once the opportunity you’d like to link to the email appears in your search results, highlight it and click on “Link” at the bottom of the search window.

Congratulations! You’ve just linked an email from your inbox to an Opportunity in Prophet!

How to open a linked Opportunity directly from your inbox in Prophet CRM.

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Opening up a linked opportunity from an email in your inbox is a great way to quickly open and edit your opportunities without having to wait for your views to load in the opportunity manager.

Step One: Open up your inbox and highlight the email linked to the Opportunity you would like to open.

Step Two: Click on the Prophet tab located near the top of the window, once it opens, in the “Records” group click “Open”.

Congratulations! You’ve just opened up a linked record from your inbox!

How to open up Opportunities associated with a contact in Prophet CRM.

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There are many ways to open up Opportunity Records in Prophet, but if you want to learn how to open up Opportunities associated with a particular contact, then this video will walk you through the steps.

Step One: Open up the Contact Manager and select the contact you’d like to see Opportunities associated with.

Step Two: In the Contact Preview Window, select the “Project” or “Opportunities” tab, and click on “Search” near the right hand side of the window.

Step Three: You should now see all Opportunities associated with that contact. Click on any one of them to open it up.

Congratulations! You’ve just learned how to open up all Opportunities associated with a particular contact!

How to email contacts associated with an Opportunity in Prophet CRM.

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Having the option to email contacts associated with an Opportunity is a great feature to utilize when you want to make sure that everybody associated with a certain Opportunity are receiving the correct correspondence.

Step One: Open up the Opportunity that you would like to send out an email to the contacts of.

Step Two: From within the Opportunity, select “Email” from near the top center of the window.

Step Three: A pop up will appear, giving you the option to select which contacts associated with the Opportunity are added to the email. Make your selection and click on “OK”. An email will appear with the selected contacts added.

Step Four: Compose your message.

Step Five: Hit “Send” to send the email.

Congratulations! You’ve just send out an email to contacts associate with an Opportunity!

How to create a calendar event linked to an Opportunity in Prophet CRM.

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This video will cover how to create a calendar event linked to an Opportunity. You can bring up the Opportunity a couple of different ways but the most common ones are by searching for it using Prophets Total Search feature  or from the Opportunity Manager.

Step One: Open up the Opportunity that you’d like to create a calendar event linked to.

Step Two: Select “Appointment” from the near the top of the Opportunity window. An Outlook Appointment window will appear with the contact information of the Primary Contact for that opportunity automatically populated in the subject line.

Step Three: You can either save the Appointment as is, or turn the Appointment into a meeting request by clicking “Invite Attendees” near the top of the top of the window. You can now add contacts to invite to the meeting. Make any further changes needed.

Step Four: Click “Send” to send the meeting request. The calendar event will now appear on your Outlook Calendar and on the Opportunity on the “Calendar” tab.

Step Six: Click on “Save and Close” once you are done making changes to the Opportunity.

Congratulations! You’ve just created a calendar event linked to an Opportunity!