Tracking potential sales

Step 1. Access the CRM

Enter your ONLYOFFICE portal and click the CRM link.

In case you have already logged in to the portal and been using it for some time, to access the CRM module from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option.

Step 2. Create an opportunity

Click the Create New... button in the upper left corner and select the Opportunity option from the drop-down list.

You will be presented with the Create new opportunity form. Fill in the fields you need:

• enter a Title for your opportunity;
• find an opportunity Contact - person or company - in your customer database;
• add a short Description;
• set the Estimated deal due date using the calendar;
• specify your opportunity Budget currency, amount, and type;
• select a Responsible person for your opportunity from the drop-down list;
• set an opportunity Stage using the drop-down list. The Success probability in percent will be set accordingly.

If you wish to restrict access to the created opportunity, check the Restrict access box and add users you wish to grant access to.

Finally, click the Save button at the bottom.

Step 3. Change your opportunity stage

When you create an opportunity, you can select one of the available stages from the list. It will help you track your sales pipeline. By default, it is set to Initial contact.

To go to a new stage, select the necessary opportunity from the list and click its title.

Open the Opportunity at stage list and select the needed one, the success probability value will be changed accordingly.

Step 4. Add tasks

Before you close an opportunity, you need to accomplish some tasks/actions. Creating tasks is an effective way of getting things done on time. You can use them as simple reminders for yourself or to organize your team's work on the opportunity.

To add a new task, switch to the Tasks tab on the selected opportunity page. Click the Create task link if there is no task, or use the Create New... button in the upper left corner and select the Task option from the drop-down list. Fill in the form: enter a Title for the task, select one of the task categories, set a desired Due date (date and time) and the reminder time using the Alert drop-down list, select a responsible person from the Assign to list, and add a short Description.

When all the necessary information is specified, click the Save button at the bottom.

The created task will be added to the Tasks list of the selected opportunity. Once the task is completed, close it right in the list by opening the drop-down list near the task title and choosing the Closed option.

Step 5. Manage your opportunity participants

Working on an opportunity, you can always add or remove its participants.

To add some more participants, switch to the Participants tab on the selected opportunity page, select a necessary contact - person or company - from the existing ones, entering it in the search field. The selected contact will be added to the Participants list.

To remove a participant from the list, click the icon to the right of the participant you wish to remove and select the Unlink contact option from the drop-down list.

Step 6. Store the related documentation

To keep all the documentation related to your opportunity in one place, use the Documents tab on the selected opportunity page. Here you can:

• create a new document, spreadsheet, or presentation by clicking the New File link and selecting the file type from the list;
• edit an existing document by clicking the icon that appears to the right of the needed document if you hover the mouse cursor over its line;
• upload some documents from your hard disk drive by clicking the Upload File link;
• download an existing document to your hard disk drive using the icon that appears to the right of the needed document if you place the mouse cursor on its line.

Step 7. Track history

All the completed tasks/actions/activities related to the selected opportunity are displayed and can be tracked within the Profile tab.

Here you can not only view the information about the completed tasks, uploaded documents, sent/received correspondence etc. but also add some events related to this opportunity: note, email, phone call, appointment. Just select an event type from the list, set its date, add a description, and click the Add This Event button.

To notify other users about the created event, click the Add user link and select the desired users from the list before adding this event.

Step 8. Generate reports

To get a report of the opportunities and assess the managers' productivity, click the Reports link on the left-side panel and select the Opportunities by managers report type from the list that opens. This report displays the total workload of won and lost opportunities for the specified time period for the selected managers.

Now you need to specify what you wish to include in our report by configuring the report parameters:

• set a necessary Time period,
• select the Managers whose productivity you wish to assess (you can select all portal users, all employees of a certain group, or several users from different departments).

When all the parameters are set, click the Generate Report button.

Once the report is generated, click the Open link at the bottom right corner to view the report. The file will open in the Spreadsheet Editor, and you will be able to edit, print or download it if necessary.

You can also generate other types of reports, e.g., Sales forecast, Sales funnel etc. All the generated reports are available in the Generated reports list of the Reports section, where you can edit, download, or delete them using corresponding icons next to the necessary file.

Step 9. Delete an opportunity

To delete an opportunity, locate it in the Opportunities list, click the icon to the right, and select the Delete opportunity option from the drop-down list.

Your opportunity with all the related information will be removed from your system.