Opportunity state flow
The employee Responsible for the opportunity can see two parallel scales at the top of the opportunity form illustrating the state flow: Customer centric stage and Sales stage.
Customer centric stage shows the state, at which the potential customer company is at the moment. The Sales stage shows the stage your company is currently at. These stages move concurrently. The employee Responsible for the opportunity can move the opportunity by the sales stages by clicking the next stage. If some fields need to be filled in order to move the opportunity to the next stage, they are highlighted with red.
The passed stages are blue, the current stage is green and the future stages are grey.
Further in the article you can find the description of the stages included in the "out-of-the-box" CRM application. You can edit these stages and add the new ones in section Opportunity Stages.
Opportunity state flow
| Customer centric stage | Sales stage | Description of the sales stage | The field of the Documents tab that needs to be filled to move to the next sales stage |
|---|---|---|---|
| Recognition of needs | Demand generation | Find out the demands of the potential customer. | None |
| Qualify | Fill in the fields of the Qualification tab to confirm the interest of the potential cuustomer. | None | |
| Evaluation of options | Requirements development | Add the document describing the potential customer's demands. | Link to document folder |
Proposal quatation | Add the document with the commerical proposal. | Link to proposal | |
Testing and evaluation of options | Develop possible solutions to the potential customer's demands and find out if they suit the potential customer. | None | |
Resolution of concerns | Preparation of DRD and bidding | Receive the Design Requirement Document and prepare documentation to pass the potential customer's procurement procedure. | Link DRD Draft |
Trade negotiations | Trade negotiations | Pass the potential customer's procurment procedure, dicuss the terms of services and receive the agreemernt draft. | Link to agreement draft |
| Decision | Decision | Sign the agreement. The form Close as won opens automatically when you pass this stage. | Link to agreement scan |
| Implementation | Implementation | Execute the agreement. The form Close as won opens automatically when you pass this stage. | Link to closing accounting documents |
Changes over time | Support and post-sale | This stage suggests additional communication with the customer after the implementation: technical support, additional services. | None |
Opportunity board
Open CRM → Boards → Opportunity to see all existing opportunities on the kanban board divided by the sales stages. You can open the general board or create separate boards for the selling directions.
- Sales stages. The number in front of each of the stages shows the number of opportunities at the stage.
- Overall number of opportunities.
- Opportunity name.
- Responsible employee.
- Service or product.
- Selling direction.
- Opportunity probability, %.
- The number of days that passed from the last changes for the opportunity.
The following buttons are also present on the board:
– adds the opportunity board to Favorites.
– opens board configuration, where the administrator can change the board Name, Selling direction, Background and JSON config. 
– refreshes the page.
Close opportunity
If the checkbox Allow quick closing is selected for the opportunity selling direction, the opportunity can be closed as won on any stage. Otherwise, it can only be closed as won starting with the Decision stage.
The setting only works if the value of the system property crm.allow.quick.closing is false. If the value is true, you can close any opportunities on any stages.
When an oppotunity is closed as won, its status changes to Won. Responsible employee needs to click Close as won on the opportunity form or move it to the Decision stage for the Close as won form to be opened automatically.
You need to fill in the fields Estimated margin and Estimated close date to close an opportunity as won.
Close as won form fields
| Field | Mandatory | Description |
|---|---|---|
| Close date | Y | Specify the opportunity close date. Current date is added automatically but you can change it. |
| Actual revenue | Y | Specify the actual revenue from the opportunity. |
| Actual margin | Y | Specify the actual marginal revenue from the opportunity. |
| Comment | N | Specify additional information if necessary. |
When you close an opportunity as lost, its status changes to Lost. An opportunity can be closed as lost on any sales stage. Responsible employee needs to click Close as lost on the opportunity form.
Close as lost form fields
| Field | Mandatory | Description |
|---|---|---|
| Status reason | N | Specify the status reason for the opportunity. Available options:
|
| Reason for losing the opportunity | Y | Specify the reason for losing the opportunity. |
| Close date | N | Specify the opportunity close date. Current date is added automatically but you can change it. |
| Competitor | Y | Sprecify the competitor for the opportunity. |
| Comment | Y | Specify additional information if necessary. |
Actions available for the existing opportunities
Open CRM → Sales → Opportunities to see previously created opportunities. Open an opportunity form to manage it.
Role required: crm_manager. Employees with other roles can only see the opportunities they are Responsible for.
| Action | Access level | Description |
|---|---|---|
| Close as lost | Responsible with any "out-of-the-box" role | Click to change the opportunity status to Lost. You need to fill the Close as lost form. |
| Close as won | Responsible with any "out-of-the-box" role | Click to change the opportunity status to Won. The action is available starting with the Decision sales stage. You need to fill the Close as lost form. |
| Assign / Reassign | crm_marketeer, crm_admin, crm_sales, crm_manager | Click to change the Responsible field value. |
| On hold / Back to progress | crm_marketeer, crm_admin, crm_sales, crm_manager | Click to change the status reason to On hold / In progress. |
| Deactivate / Activate | crm_marketeer, crm_admin, crm_sales, crm_manager | Click to change the value of the parameters Active, Open. If the opportunity is deactivated, all form fields become read-only and the opportunity is displayed with a lock on the kanban board. |
