Prophet CRM Beginner’s Guide

How to add a contact in Prophet CRM.

There are many different ways to add a contact to Prophet, but this video will cover the simplest way to do so from the Contact Manager.

In the Contact Manager, click on the button that says “New” near the top left of the window. A drop down menu will appear.
In the drop down menu, select “New Contact”. A pop up window will appear.
In the pop up window that appears, enter all of the relevant information and click “Create New Contact”.
An Outlook Contact window will come up with all of the contacts information that you had typed automatically filled in. You can make any additions if needed.
Click on “Save & Close” to add the new contact to both Prophet and Outlook.
Names automatically capitalize after a space for proper formatting

Adding A Company

There are a couple ways to add a new company into Prophet, but this video will cover the easiest way to do so from the Company Manager.

From within the Company Manager click on “New” near the top left of the window. A drop down menu will appear.
On the drop down menu select “New Company”. A pop up window will appear.
In the window that came up, enter in all of the companies information.
Hit “Save and Close” to save the new company in Prophet.

Adding Contacts To An Opportunity

Adding contacts to Opportunities is one of the fundamental properties of Prophets functionality, as it allows you to see the people involved with each individual Opportunity.

Open up the Opportunity that you would like to add a contact too.
Navigate to the “Contacts” tab in the Opportunity.
Click “Add…” near the top left corner of the window. A search window will appear
The search window will have the company name auto populated in the search field, choose the contact you would like to add and select ” Add selected Contacts”. If the contact you wish to add isn’t listed you can create a new contact at this point.
The contact has been added to the Opportunity. Once you are done making changes, select “Save and Close” to save your changes.

Sending Group Emails in Prophet

Sending Group Emails from Prophet can be done from Company, Contact and Opportunity Manager. Please follow the steps below to send out Group Emails in Prophet.

Highlight the names of the people you wish to email. To highlight the whole group, click on the first name, hold down the shift key, click on the last name in the list. To select individuals from the list, click on the first name, hold the ctrl key down and click on the people you wish to select.
Right click on the group of names and select Send Group Emails or you can click on the drop down arrow next to the email button and select Send Group Emails. The Group Email Wizard will appear with your Recipients of the Group Email.

Adding A New Contact To A Company

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.

Bring up the company record that you’d like to add a contact to.
In the contacts tab of the company record, click “Add…”. A pop window will appear.
Add in all of the contacts applicable information and select “Create New Contact”.
An Outlook Contact window will appear. You can make any additions here.
Click “Save & Close” to add the contact to Outlook, Prophet, and the company record.
Once you are done making changes to the company record click “Save and Close” to save any changes to the company record.

Creating A New Opportunity From The Inbox

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.

Open up your Outlook inbox.
Highlight the email that you’d like to associate the new Opportunity with.
Click on the Prophet tab near the top of the window. The Prophet tab will now open up.
On the Prophet tab, select “Create” in the Records group near the top left side of the window.
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.
Once you are done making changes to the Opportunity, click on “Save and Close” to save your changes.

Creating A New Opportunity From The Contact Manager

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.

Open up the Contact Manager and bring the contact that you would like to create an Opportunity for into your view.
Select the contact that you would like to create an Opportunity for.
With the contact highlighted, click on the drop down arrow to the right of “New” near the top left of the Contact Manager.
Make any additional changes and once you are done, select “Save and Close” to save the Opportunity.
A new Opportunity will pop up on your screen with the contacts name and company automatically populated in their respective fields.
A drop down menu will appear, select “New Opportunity with Contact”.

Adding Notes To An Opportunity

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.

Bring up the Opportunity that you’d like to add notes to.
Once you are done making changes to the Opportunity, click on “Save and Close” to save your changes.
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.
On the “Notes” tab of the Opportunity, type the notes that you would like added to the opportunity.
Click “Add Notes and Track” to add the note and activity to the Opportunity.

Filtering A View By Date Range

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.

Open up the Opportunity manager and select the view you would like to edit by date range.
Select the ‘filter’ button on the right side of the date column. You will see a small menu drop down.
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.
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.

Creating A New View

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.

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.
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
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.
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”.

Using Prophet’s Total Search Feature

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.

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

Creating An Opportunity Task Reminder

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.

Open up the Opportunity that you’d like to add a reminder for.
In the “Next Step Action” field, enter the reminder you would like to be prompted with.
In the “Next Step Date” field, enter in the day that you’d like to be reminded.
A pop-up window will appear asking you if you want to create an Outlook task for this date, click “Yes”.
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.
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.

Creating A Calendar Event From An Opportunity Record

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.

Open up the Opportunity that you’d like to create a calendar event linked to.
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.
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.
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.
Click on “Save and Close” once you are done making changes to the Opportunity.

How to Create an Advanced Workflow

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.

Navigate to any of the manager menus and select Prophet Administrator for the Tools drop-down menu
Open the Sales Automation tab and click the New button
Fill in the File Name and select the Action Type you wish to create and press the OK button
Open a separate Microsoft Word document and compose the message you wish to save to the workflow
Launch the workflow by opening an opportunity in the stage you assigned it to and pressing the Stage button
Inside of Microsoft Word right click on the upper blue tabs and select the Customize Ribbon option and then select the Developer box
From within the Developer tab insert interactive features such as drop-down menus and date fields
Use the Properties option to customize their appearance and capabilities
Copy and paste the finished message from Microsoft Word back into the workflow template and press Save Template button
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

Prophet File Generation

Prophet’s File Generate feature helps your team track and update quotes or forms. If you or your team find yourselves constantly editing Word or Excel documents to send out to clients Prophet’s File Generation feature can make creating those files as easy as clicking a button.

Open the Prophet Record that you would like to generate a file from.
Click on Generate File and select the template that you would like to use.