Setting up Pipeline Management

This guide will teach you how to set up the Pipeline Management in WorkBook. The guide will cover setup of the following:

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, Activity categories and Attributes

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

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

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’s to your search and then end up with a list of prospects that you would like to invite. Then you would like to add a follow-up activity to your sales people so they start contacting 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 comes in handy.

When the sales people contact 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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Prospect industries

A resource can be assigned to a specific industry. The industries can be added in Settings/Customers & resources/Industry codes.

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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.

Stage name Description / triggered by
Cold When the amount on the pipeline is zero.
Lead When the pipeline contains an amount and the probability value is beneath the percentage value set in System variable no. 679.
Opportunity When the pipeline contains an amount and the probability value is over the percentage value set in System variable no. 679.
Sales proposal When the pipeline has a job attached and the job status = “Quotation”
Project won When the pipeline has a job attached and the job status = “In process, On hold, Ready for invoicing or Invoiced”.

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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.

As seen below there are two levels: a group level (Mailings in the example below) and a list level (Newsletter in the example below).

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

 

Example on the use of the profile:

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 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 – When a lead becomes a opportunity. This is being set as a percentage
  • 803 – This is a default setting. If active the system will create a new pipeline when creating a prospect
  • 962 – You can use “Payment schedules” for a pipeline

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