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Configuring Lead Definitions

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What does this section cover?

What are Leads  Definitions?

Leads definitions is a set of business rules used to control the behavior of Leads  throughout their whole life cycle.

A Lead Definition is a set of business rules which are used in order to create and maintain Leads throughout their whole life cycle. 

Creating, Editing & Deleting Validations & Restrictions

ActionValidationsRestrictionsAdditional Information
General
  • Not Applicable
  • Not Applicable
  • Lead definitions are mandatory, if no active Lead definitions exists then no Leads processes can be performed.
Create
  • Multiple Lead Definitions can exist in the system but each one should have a unique name and alternative code and only one can be active.
  • All mandatory fields must be defined
  • Only one Lead definition is allowed to be active at a time. 
  • Not Applicable
Edit
  • All mandatory fields must be defined
  • Not Applicable
  • Not Applicable
Delete
  • Not Applicable
  • Not Applicable
  • Not Applicable

Leads Definition attributes 

Name

Description

NumberAn auto generated number that uniquely identifies the Lead definition
 Name*The name of the definition
Alternative code*An alternative code for the definition. On creating a new definition it should default to the first letter of each word included in the name (in Capitals), if nothing else is specified
DescriptionA description for the definition
State*The state of the definition which can be active or inactive. Only one active definition can exist at any point
Allowed Lead Types

Defines which of the pre configured Lead types can be used.

Automatic Lead ConversionDefines the automatic conversion of any entities if the Lead is Won
Accounts Receivable

Check box determining if the automatic conversion is enabled or not

If enabled then the following need to be configured. If nothing is specified then the values are taken from the active accounts receivable definition:

  • Accounts Receivable Classification
  • Credit Rating
Supported Preferences
Supported Importance Levels*

They define a list of importance levels which should be supported by the system and the label that should be used for each level. The levels are selected from a predefined list which can be supported by the software and include the following:

  • IMPORTANCE1
  • IMPORTANCE2
  • IMPORTANCE3
  • IMPORTANCE4
  • IMPORTANCE5
  • CUSTOM1
  • CUSTOM2
  • CUSTOM3

Levels which should be loaded and displayed automatically can be specified by setting them as “Supported"

A default level should and must be selected.

Supported Priority Levels*

They define a list of Priority levels which should be supported by the system and the label that should be used for each level. The levels are selected from a predefined list which can be supported by the software and include the following:

  • PRIORITY1
  • PRIORITY2
  • PRIORITY3
  • CUSTOM1
  • CUSTOM2
  • CUSTOM3

Levels which should be loaded and displayed automatically can be specified by setting them as “Supported"

A default level should and must be selected.

Supported CompetitorsA table list that you can define the Competitors which should be supported by the system. The Competitors can be defined by providing a name and optionally a website and a description
Supported Lost Reasons*They define a list of Lost Reasons which should be supported by the system. The Lost reasons can be configured by providing the name and specifying which are supported by the software

Source Type*

They define a list of Source types to hold the source through which the lead was introduced or proposed to the company. Lead sources are predefined in the system and not configurable, but they can be overridden by specifying a different label. The following lead sources are supported:

  • Advertisement
  • Notifications
  • Communications
  • Recommended by contact
  • Recommended by employee
  • Recommended by partner
  • Website
  • Other
  • CUSTOM1
  • CUSTOM2
  • CUSTOM3
  • CUSTOM4

Defining your own Leads Definition tailored to your company's needs

  1. Navigate to CONFIGURATION > CRM APPLICATION > LEADS > SET UP DEFINITIONS 
  2. Either search for an existing one or from the Top Menu click on NEW 

  3. MAIN INFORMATION

    1. Provide the required information

      1. Name

      2. Alternative Code

      3. State

      4. Description

        Configuring Lead Definitions
         

  4. ALLOWED LEAD TYPES

    1. Click on ADD to select a Lead Type from the drop down list.

  5. AUTOMATIC CONVERSION

    1. Click Enable Automatic Conversion to allow automatically converting a Won Lead to a Customer

    2. Provide the required information

    3. Account Classification: Select a classification from the drop down list

    4. Credit Rating: Select a credit rating from the drop down list

  6. SUPPORTED PREFERENCES

    1. PRIORITIES

      1. Select the Priorities to be supported and change their label if you wish to.

    2. IMPORTANCE

      1. Select the Importance Levels to be supported and change their label if you wish to.

    3. COMPETITORS

      1. Click on ADD and provide the required information

        1. Name: Select a competitor from the drop down list

        2. Description

    4. LOST REASONS

      1. Click on ADD and provide the required information

        1. Name: Select a lost reason from the drop down list

        2. Description

  7. SOURCE TYPES

    1. View the available source types and change their Label if you wish to.

  8. LOG INFORMATION

  9. Log information section keeps all the logging information related to the specific record

    • Basic set of information available in all entities
      • Created By User: The user that created the entity
      • Created By Unit: The unit of the user that created the entity
      • Updated By User: The user that last updated the entity
      • Updated by Unit: The unit of the user that last updated the entity
      • Date Created: The date the account was entity
      • Date Updated: The date the account was last entity
        LOG DETAILS
  10. From the Top Menu click on Save

Deleting Leads Definitions

  1. Search for the entity that you would like to delete
    Visit  Using Summary Pages   to find out how you can search using CRM.COM Summary Screens
  2. Click on the link of the record you would like to delete, to be transferred to the Data Entry page
  3. From the actions menu click on "DELETE"
     The entity will be deleted given that the validations are satisfied

Changing the Life Cycle State of Leads  Definition

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