In WorkBook new business activity can be tracked via the CRM module and pipelines are used to track and forecast these new business opportunities.
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CREATE A PIPELINE
To create a pipeline, go to > pipelines > click create new pipeline
icon and in the pop-up complete the following fields:Resource: select a Client or Prospect from the list.
Contact: select an exisiting contact name or click the
icon to ‘Create new contact’.Company: defaults to your company (but if you have access to multiple companies you can select the relevant company here).
Currency: select the correct currency for the opportunity. Options will reflect the currencies that are set-up in your system.
Responsible: the person responsible for the pipeline. This will default to your name.
Name: give the pipeline a recognisable name.
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If dimensions have been ‘enabled on pipeline’ or ‘required on pipeline’ (in settings > dimension setup), continue to the ‘dimensions’ tab and enter the required values from the available options in the dropdown fields.
Click ok
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A pipeline record has now been created, the next step is to complete additional fields to quantify the opportunity.
Click the ‘show/hide pipeline card’ icon
and in ‘pipeline details’ tab complete the additional fields:Active: this will default to active and can be unchecked when the opportunity is inactive
*Rating: select from the available options, i.e. New Lead; Pitch; Existing customer - new work etc.
*Status: select from the available options. Each status is aligned to a probability which in turn weights the value of the opportunity for the purposes of forecasting
Stage (locked): this field is locked and will update automatically when the Status is changed
Start date: date you expect the opportunity to commence
Months: expected duration of the job (start to finish), i.e. 3 months
Probability: will update automatically to align with Status, you can also update the value manually as required
Net revenue: total value of the work less purchases
Expected NR (locked): this field is locked and will update automatically = Net revenue * Probability
Expected monthly NR (locked): this field is locked and will update automatically = Expected NR / Months
Gross revenue: total value of the work including purchases (optional field)
Comments: afree text field to add notes
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*Ratings and statuses are unique to your system and are usually setup by your consultant or a system administrator during implementation.
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REVIEW/MANAGE A PIPELINE
Go to pipelines to see the list of current opportunities based on your filter settings
Select a pipeline from the list and click show/hide pipeline card
icon to review details and update accordingly as the opportunity progresses
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The vertical tabs on the pipeline card include:
TAB | DESCRIPTION |
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Pipeline details | Update fields as required, see create new pipeline instructions above |
Pipeline resource activities | View, create and delete activities against the pipeline |
Pipeline log | See the pipeline log for all updates made to the selected pipeline |
Pipeline dimensions | If dimensions are enabled and required on pipelines you can view and update them here (dimensions are setup and managed via settings > dimensions > dimension setup) |
Pipeline budget share | Log the budget share percentages between employees on a pipeline |
Pipeline partner settings | Log the detailsof a supplieryou have partnered with on the opportunity |
Once the pipeline is confirmed as a sale or when the opportunity has progressed to the point that you need to create a timeline or price quote you will convert it to a job | |
If the pipeline opportunity is not going to progress, you will mark the pipeline as lost and include information as to the reason | |
Emails | Importedemails that have been saved against the pipeline can be viewed here |
Documents | Upload a document against the pipeline record or create a new document from a template |
Pipeline conversation | Start a new conversation and view past conversations with other employees here |
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