Setting up pipeline

Setting up Pipeline Management

This guide will teach you how to set up the Pipeline Management in WorkBook.
You use the Pipeline Management to get an overview of your company’s potential sales and the progress of these.

 

Introduction

The Prospects list is a list of existing customers and Prospects. Potential customers are called Prospects and you can add them directly to the system from the Prospects list.

On each prospect you can create contacts, pipelines and activities. A Pipeline is used to enter information about the potential sale, the value of it and the progress. An activity is used to add an event or a follow-up to track what has happened and what should happen in the future.

Activity Types & Categories

When you add a new activity you will be given the choice to group that activity into an activity type.

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These types can be used to filter screens making it easier to find your data. Activity types are created in Settings/Pipeline Management setup/Pipeline activity types

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Activity groups are used to group activities. It’s not mandatory to add an activity to a category.

Groups can be created here: Settings/Pipeline Management setup/Activity categories

Activity attributes are used as attributes to activities, mainly when doing Resource searches. Let’s say you want to invite prospects to a seminar.
You can use the Resource search to add criteria to your search and then end up with a list of prospects that you would like to invite.
Additionally a follow-up activity could be added to the sales team, for example, so they could contact the prospects on the search list.

For this particular seminar you would like to know what kind of food they would like. In this example, the activity attributes is useful.

 

When the sales team then contacts the prospect, they can ask them about this and select the preference as seen below:

Setup:

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Prospect groups

If you would like to group prospects then the groups can be found in Settings/Customers & resources/Resource groups (these groups can be used in all types of resources and not only on Prospects).

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Pipeline ratings

You might have pipelines that are of higher importance than others. This can be accommodated by adding ratings to your pipeline.

You can change the ratings in Settings/Pipeline management setup/Pipeline ratings

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Status codes / probability rates

The status codes are used to select a process code to a pipeline. It’s possible to let the process status trigger a probability rate.

You can setup up the status codes in Settings/Pipeline management setup/Pipeline status codes

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Pipeline stages

The pipeline goes through the following stages and each stage is automatically triggered by the system if it meets the requirements for going to the next stage.

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Pipeline dimensions

If you wish to add dimensions to the pipeline (to tag your data for use in reporting/filtering) you can enable the dimensions to appear in the pipeline.

Enabling the dimensions can be done in the dimensions setup located in Settings/Dimensions/Dimensions setup:

Selecting a dimension on the pipeline:

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Contact interest lists

It is possible to group and assign your contacts to “Interest lists”.
These lists can be used to search and filter contacts by these lists.

Creating a new group/list can be done from the + button.

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Resource profile

The Profile is used to add data from custom defined data-lists in the system.
If a certain field is wished for by the customer you can add that field to the system by using the profile functionality.

The setup is located in Settings/Customers & resources/Resource profiles

You can search for profile data in the Resource search.

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Resource search

The Resource search tool is very valuable if you would like to filter/search on prospect data. Let’s say you would like to send a letter to all contacts in your database except contacts with certain criteria’s attached to them. By adding search criteria’s to your search you can get a list of exactly the contacts you want.

In the activity setup, you can trigger an activity to be created to the sales people, for them to follow-up on the contacts that you searched out previously.

Understanding the difference in customer types, jobs and WIP revenue recognition

When you create a Prospect it is created as a customer type “Prospect”.
When you create a customer it is created as a customer type “Customer”.
When you convert a pipeline to a job and choose to convert the prospect to a customer, the customer type is changed from “Prospect” to “Customer”.
On customers the system is usually setup to generate WIP postings on customers which means that the pipeline that is now converted to a job is marked as billable and is a part of WIP revenue recognition.
This is important to know as this has an influence to the financial postings.

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System variables

There are different system variables that you need to consider when setting up pipeline management.

679 – Lead to opportunity break percentage. When a lead becomes an opportunity.

803 – Default setting. If active the system will create a new pipeline when creating a prospect

902 – When enabled, lost description on a pipeline is required

962 – If active, this enables using payment plans on pipelines, which replaces the even distribution across month allocation

982 – Option to add a follow-up activity after x days

1038 – Options for automatically creating tasks when creating prospect or pipeline

1039 – When enabled, pipeline hours will be moved to job when converting

1050 – Option for 12 month summary forecast calculation

1105 – Input the job number to receive time entries made against pipelines

1106 – When enabled, all time entries move to job when converting from pipeline

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