Outlook CRM for Sales & Marketing

Prophet CRM by Avidian

Auto Linking a Contact’s Email to an Opportunity

One of the most useful features in Prophet CRM is the ability to Auto Link a contact’s email address to an Opportunity. This will allow all emails going through your inbox from those emails to be linked to and accessible from the Opportunity.

Each unique email address can only be Auto Linked to one opportunity at a time, if there is a contact associated with multiple active opportunities, you will have to pick one as the primary record that the emails will be linked to.

If you have a build older than 7.8.300, you will need to upgrade to the latest version otherwise you will only be able to Auto Link contacts one at a time.

Click here for steps on how to update to the latest version of Prophet CRM.

How to auto link an individual contact to an Opportunity record in Prophet CRM.

Back to Prophet CRM Beginner’s Guide

Step One: Open up the opportunity record you would like to Auto Link the contact to.

Step Two: Click on the Contacts tab near the top of the Opportunity and check the box in the “Auto Link Emails” column for the contacts whose emails you would like Auto Linked. If the contact is already Auto Linked to another opportunity, a prompt will appear making sure you want to overwrite the previous link.

Step Three: Once you are done linking the contacts to the record, make sure to save the Opportunity to preserve the settings.

How to auto link all contacts associated with an Opportunity record in Prophet CRM.

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Step One: Open up the opportunity record you would like to Auto Link all the contacts to.

Step Two: Click on the Contacts tab near the top of the Opportunity and click on the “Auto-Link All” button. All contacts with an email address will have their “Auto Link Email” box checked. If the contact is already Auto Linked to another opportunity, a prompt will appear making sure you want to overwrite the previous link.

Step Three: Once you are done linking the contacts to the record, make sure to save the Opportunity to preserve the settings.

Congratulations! You’ve just Auto Linked contact to an Opportunity!

How to Create an Advanced Workflow

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 Mark A Personal Contact As Private

Marking a contact as private in Outlook is easy!  This will keep your personal contacts out of the Prophet CRM system.

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Step 1: Select the “Contacts” Folder in the bottom left section of Outlook.

Step 2: Select the contact you want to be marked as private.

Step 3: Select “Private” in the top right-hand side of Outlook.

Congratulations! You’ve just marked a contact as private in Prophet CRM!

Merging Contact and Company Records In Prophet

Having duplicate records in your system is one of the fastest ways to complicate your Prophet experience. While you may be tempted to just delete the duplicate records, merging the records in Prophet will preserve any links, associations, notes, and data that the records may have had. The record that has been most recently modified will be used as the primary record, and then any fields not present in the primary record will get filled in from the secondary records. If you are not sure which record is the primary record, bring in the Modified Date Column into your view, or open the record and make a note and save it to ensure it is the most recently modified record.

There are many new ways to consolidate records in Prophet and this guide will walk you through them all.

If you have a build older than 7.8.300, you will need to upgrade to the latest version otherwise you will only be able to merge records from the manager views.

Click here for steps on how to update to the latest version of Prophet CRM.

How to merge Contact and Company records in Prophet CRM from the manager view.

If you’ve got duplicate records in your Contact or Company Manager, this video will show you the easiest way to merge them without losing any data. The steps to merge Contacts and Company records are the same.

Step One: Select the records that you’d like to merge. You can hold down the control key to select multiple rows. Right click on the selected records and click on Merge Contact/Company.

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

Step Three: Once the data is correct, click Merge from the lower left corner of the window to consolidate the records.

Back to Prophet CRM Beginner’s Guide

How to merge Contact records from within a Company record.

If you’ve opened up a company record and notice duplicate contacts, these steps will show you how to merge them without having to open up the Contact manager.

Step One: Open up the company record with duplicate contacts.

Step Two: Select the records that you’d like to merge. You can hold down the control key to select multiple rows. Right click on the selected records and click on Merge Contact.

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

Step Four: Once the data is correct, click Merge from the lower left corner of the window to consolidate the records.

Back to Prophet CRM Beginner’s Guide

How to merge Contact and Company records from Prophet Global Search.

If you open up Prophet Global search and notice duplicate Contact and Company records, you can now merge them straight from the search window without opening up their respective Prophet Managers. The steps to merge Contacts and Company records are the same.

Step One: Open up the Prophet Global Search window with the duplicate records.

Step Two: Select the records that you’d like to merge. You can hold down the control key to select multiple rows. Right click on the selected records and click on Merge.

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

Step Four: Once the data is correct, click Merge from the lower left corner of the window to consolidate the records.

Back to Prophet CRM Beginner’s Guide

Congratulations! You’ve just learned how to merge Contact and Company records!

Adding Users To A Prophet 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!

Linking An Email To An Existing Opportunity

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

Back to Prophet CRM Beginner’s Guide

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!

Opening A Linked Opportunity Directly From Your Inbox

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!

Opening Opportunities Associated With A Contact

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!

Emailing Contacts Associated With An Opportunity

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

Back to Prophet CRM Beginner’s Guide

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!