Beginner Guide

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!

How to create an Opportunity Task Reminder in Prophet CRM.

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Creating task reminders from within an Opportunity is a great way to effortlessly stay on top of all of your followup and next step actions.

Step One: Open up the Opportunity that you’d like to add a reminder for.

Step Two: In the “Next Step Action” field, enter the reminder you would like to be prompted with.

Step Three: In the “Next Step Date” field, enter in the day that you’d like to be reminded.

Step Four: A pop-up window will appear asking you if you want to create an Outlook task for this date, click “Yes”.

Step Five: An Outlook Task window will now come up with whatever you typed in the “Next Step Action” field already in the subject line of the Outlook Task. You can now edit the Task like any other and make any changes you see fit.

Step Six: When you hit “Save & Close” it will add the task to your Outlook Task List. You can then save the Opportunity to save the “Next Step Action” field in the Opportunity.

Congratulations! You’ve just mastered creating Outlook Tasks from within an opportunity!

How to use the Total Search Feature in Prophet CRM.

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Using Prophet’s Total Search Feature is a great way to search through all of your accessible Prophet Data without waiting for your views to load in each separate manager.

Step One: Open up your Total Search Tool located at the top of your Outlook window.

Step Two: Enter in the keywords that you would like to search for and click on “Search” or press the enter key. All of the items that show up in the search results can be opened up and edited.

Step Three: You can choose to filter through the results by selecting the checkbox next to the data type that you’d like displayed in the results.

Congratulations! You’ve just mastered Prophet’s Total Search Tool!

How to filter a current view to create a new one.

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This can be done from your “All Contacts/Companies/Opportunities” or your “My Contacts/Companies/Opportunities” views.  You can always create a new view from scratch, but often times it’s just easier to modify an existing view and saving it as a new one.  These steps will walk you through the basics.

Step One: Enter the manager that you would like to create a new view for. You will see that prophet has already selected a view by default.

Step Two: Filter as many columns as you like, click “Ok” to save each filter. In the video, the contacts are being filtered by region, in this case to only show contacts from California.

Step Three: Once you have made all the selections that you’d like to save, go up to the view selector, open up the drop down menu, click on “Tools” and “Save View As”.

Step Four: You should see a window pop up, enter the name you would like the view to be saved as. In the case of the video, it was named “My California Contacts” and click “Ok” to save the view.

Congratulations! You’ve just created a new view!

How to filter a view by a selected date range in Prophet CRM.

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Filtering a view by a certain date range is a great way to minimize your scope and only focus on the Opportunities that are most relevant to you.

Step One: Open up the Opportunity manager and select the view you would like to edit by date range.

Step Two: Select the ‘filter’ button on the right side of the date column. You will see a small menu drop down.

Step Three: You can either check the boxes by one of the three default choices at the bottom, or you can check the box to “Filter by specific dates” and select the date range that you would like to filter by. Select “OK” to save your changes. Your view will adjust to your parameters.

Step Four: To clear your filter, open up the filter drop down menu on the date range column and at the top of the drop down click on “Clear Filter”. Your view will adjust to your parameters.

Congratulations! You’ve just filtered a view by a particular date range!

How to add notes to an Opportunity Record in Prophet CRM.

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This video will cover how to add notes 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: Bring up the Opportunity that you’d like to add notes to.

Step Two: On the “Notes” tab of the Opportunity, type the notes that you would like added to the opportunity.

Step Three: Once you are done adding your notes, near the right hand side of the window select what type of activity you would like to associate with the note.

Step Four: Click “Add Notes and Track” to add the note and activity to the Opportunity.

Step Five: Once you are done making changes to the Opportunity, click on “Save and Close” to save your changes.

Congratulations! You’ve just added notes to an Opportunity!

How to create a new Opportunity from the Contact Manager in Prophet CRM.

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There are many ways to create Opportunities in Prophet, but if you would like to learn how to create an Opportunity directly from the Contact Manager, this video will show you the steps to do so.

Step One: Open up the Contact Manager and bring the contact that you would like to create an Opportunity for into your view.

Step Two: Select the contact that you would like to create an Opportunity for.

Step Three: With the contact highlighted, click on the drop down arrow to the right of “New” near the top left of the Contact Manager.

Step Four: A drop down menu will appear, select “New Opportunity with Contact”.

Step Five: A new Opportunity will pop up on your screen with the contacts name and company automatically populated in their respective fields.

Step Six: Make any additional changes and  once you are done, select “Save and Close” to save the Opportunity.

Congratulations! You’ve just learned out to create an Opportunity from the Contact Manager!

How to create an Opportunity from your Outlook inbox.

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There are many ways to create an Opportunity record in Prophet, but this video will cover the easiest way to do so directly from an email in your inbox.

Step One: Open up your Outlook inbox.

Step Two: Highlight the email that you’d like to associate the new Opportunity with.

Step Three: Click on the Prophet tab near the top of the window. The Prophet tab will now open up.

Step Four: On the Prophet tab, select “Create” in the Records group near the top left side of the window.

Step Five: An Opportunity will appear on screen auto populated with the content of the email in the notes section, the Contacts name and Company filled in there respective locations, and the original email will be linked to the Opportunity under the “Emails” tab. Make any changes to notes and click on “Add Notes and Track to save them to the Opportunity.

Step Six: Once you are done making changes to the Opportunity, click on “Save and Close” to save your changes.

Congratulations! You’ve just created an Opportunity directly from an email in your Outlook inbox!

How to add a new contact to an existing company in Prophet CRM.

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This video will cover the easiest way to add a new contact to an existing company record. You can bring up the company record a couple different ways by searching for it using Prophets Total Search feature, in the Company Manager, or by clicking on the name of the company from with an Opportunity.

Step One: Bring up the company record that you’d like to add a contact to.

Step Two: In the contacts tab of the company record, click “Add…”. A pop window will appear.

Step Three: Add in all of the contacts applicable information and select “Create New Contact”.

Step Four: An Outlook Contact window will appear. You can make any additions here.

Step Five: Click “Save & Close” to add the contact to Outlook, Prophet, and the company record.

Step Six: Once you are done making changes to the company record click “Save and Close” to save any changes to the company record.

Congratulations! You’ve just created and added a new contact to a company!