CRM Training

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!

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!