- Welcome to the Knowledge Base
- Introduction
- Training
- Desktop Environment
- Preferences
- Activities
- Cases
- Forecasts & Quotas
- Importing Data
- Leads
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Marketing
- Introduction to Marketing
- Marketing Campaigns
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Workbooks Web Insights
- Tracking Code
- Setting up the Plugin
- Viewing Web Insights Data on your Form Layouts
- Domain Names and Online Activities
- Gator Popup
- Reporting incorrect Leads created through Web Insights
- Reporting on Web Insights data
- Using UTM Values
- Why aren’t Online Activities being created in the database?
- Why is GatorLeads recording online activities in a foreign language?
- Using HubSpot with Workbooks
- Event Management
- Compliance Records
- GatorMail Integration
- Opportunities
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Integrations
- Mapping
- Electronic Signing Tools
- Creditsafe Integration
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Zapier
- Introduction to Zapier
- Available Triggers and Actions
- Linking your Workbooks Account to Zapier
-
Setting up Zaps
- Posted Invoices to Xero Invoices
- Xero payments to Workbooks Tasks
- New Case to Google Drive folder
- New Case to Basecamp Project
- New Workbooks Case to JIRA Ticket
- Jira Issue to new Case
- 123FormBuilder Form Entry to Case
- Eventbrite Attendee to Sales Lead and Task
- Facebook Ad Leads to Sales Leads
- Wufoo Form Entry to Sales Lead
- Posted Credit Note to Task
- QuickBooks Online
- Survey Monkey responses to Tasks
- Multistep Zaps
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Email Integrations
- Email Dropbox
- Workbooks Exchange Server Sync
- Workbooks Outlook Connector
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Event & Webinar Integration Tools
- GoToWebinar
- ON24
- Microsoft Office
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- Auditing
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Configuration
- Introduction to System Administration
- Users & Security
- Database
- Accounting
- Email & Integration
- Customisation
- Automation
- PDF Configuration
- Contact Support
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Releases & Roadmap
- Roadmap
- March 2021 Release
- December 2020 Release
- September 2020 Release
- April 2020 Release
- January 2020 Release
- September 2019 Release
- February 2019 - Event Management Release
- January 2019 Release
- October 2018 Release
- May 2018 Release
- February 2018 Release
- January 2018 Release
- November 2017 Release
- September 2017 Release
- June 2017 Release
- March 2017 Release
- December 2016 Release
- August 2016 Release
- January 2016 Release
- Workbooks Glossary
Opportunity Stages
Opportunity Stages are used to reflect the stages in your sales cycle.
Implementing Workbooks often provides an ideal opportunity to review your sales cycle and introduce some best practice within your business.
Opportunity Stages are also used to determine which Opportunities are forecast in any given month. If you haven't yet formalised the steps in your sales process, you can use the pre-defined list supplied with Workbooks.
Alternatively, if you want to amend these, you can specify as many Opportunity Stages as you like but must map each stage to a Forecast status. This status, combined with the Close Date of an Opportunity, determines whether or not an Opportunity appears in a Forecast. Only those stages that map to either Best Case or Commit will appear in a Forecast.
In addition, Opportunity Stages can be assigned percentage probabilities, (ie, the percentage likelihood that the deal will close). These probabilities then appear on an Opportunity record and can be used in reporting to calculate a weighted sales forecast.
To amend Opportunity Stages (which you can only do if you have System Administrator Capabilities), click Start > Configuration> Customisation > Record Types. From the list on the right choose Opportunities. The screen that appears includes a tab called Opportunity Stages.
You can amend an existing Stage by clicking on it and changing the values in the fields. Alternatively, you can click New Opportunity Stage to create a brand new one.
The fields for each Opportunity Stage include:
Opportunity Stage Name - this is what will appear in the dropdown picklist within the Opportunity Stage field on an Opportunity;
Stage maps to probability - this allows you to enter a percentage probability of the deal being won, that is automatically associated with the Opportunity Stage;
Mapped Forecast Status - you can use the dropdown picklist to choose which Forecast Status to apply. As outlined above, only Opportunities with a Stage that maps to either Best Case or Commit will appear in a Sales Forecast;
Order - this controls the order in which the stages appear in the dropdown picklist on an Opportunity;
Associated Record State - you can choose 'open' or 'closed', which makes it easier to report on all Opportunities that are considered either open or closed, rather than having to select specific Opportunity Stages.
NOTE: If you want to delete a Stage, click on the grid to open the relevant Stage and click Delete. This will open a dialogue box where you must specify an Opportunity Stage to replace the one you're deleting. If there are any Opportunities in your database at the Stage you are deleting, they will automatically be changed to the Stage that you specify as replacing the deleted entry.
Generally, an Opportunity moves forward from one stage to the next (possibly 'skipping' stages) until it is either Won or Lost. Sometimes however, you might need to downgrade an Opportunity to a previous stage.
To do this a user must have the 'Downgrade Opportunity to Previous Stage' capability. (By default this capability is automatically given to users in the following groups: System Administration, Sales Administration, Sales Managers and Sales People but can be removed by users in the System Administrator group, if required.)
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