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.
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
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: free text field to add notes.
*Ratings and statuses are unique to your system and are usually setup by your consultant or a system administrator during implementation.
REVIEW/MANAGE A PIPELINE
Go to pipelines to see the list of current opportunities based on the 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.
The vertical tabs on the pipeline card include:
- 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: used to log budget share percentages between employees on a pipeline
- Pipeline partner settings: used to log the details of a supplier you have partnered with on the opportunity
- Convert pipeline to a job: 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
- Pipeline lost information: if the pipeline opportunity is not going to progress, you will mark the pipeline as lost and include information as to the reason
- Emails: imported emails 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