BUSINESS DEVELOPMENT PREMIER

WORKING WITH OPPORTUNITIES VERSION 2016.1

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TABLE OF CONTENTS

ABOUT OPPORTUNITIES .............................................................................................................. 1 Dashboard View of Opportunities .............................................................................................. 1 Navigate to Opportunities .......................................................................................................... 2 In-App Guidance available ........................................................................................................ 3

VIEW OPPORTUNITIES .................................................................................................................. 4 Change to a Different View ........................................................................................................ 4 Sort or Filter the List .................................................................................................................. 4

Save the Filtered List as a View .......................................................................................... 5 Create a New View .................................................................................................................... 7 Add View to Dashboard ............................................................................................................. 8

ADD AN OPPORTUNITY .............................................................................................................. 10 Edit an Opportunity .................................................................................................................. 11 Updated Records Synchronize With Elite Mobile .................................................................... 12

SHARE OPPORTUNITY DATA..................................................................................................... 13

REPORT ON OPPORTUNITY DATA ............................................................................................ 14

1

ABOUT OPPORTUNITIES An opportunity is a potential customer who seems to be ready to purchase your product or service. Following up on your opportunities can lead to solid proposals and subsequent sales.

The Opportunities pages in Microsoft Dynamics CRM let you:

• View opportunities

• Add an opportunity

• Edit an existing opportunity

DASHBOARD VIEW OF OPPORTUNITIES

Your first view of opportunities may be on the dashboard that displays when you open Business Development Premier. The initial dashboard may, for example, be the Sales Activity dashboard.

The Sales Activity dashboard may, depending on your firm’s settings, include the Sales Pipeline, Top Opportunities, and Top Customers components. These components all are based on aspects (status, revenue, or similar) of your opportunities.

Sales Activity is a system dashboard, defined by your firm. You can create or modify a personal dashboard to quickly display up-to-date opportunity data that is most relevant to your needs. See the “Add View to Dashboard” section on p. 8 for more information.

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NAVIGATE TO OPPORTUNITIES

To view or maintain your opportunity records, follow this navigation path: Microsoft Dynamics CRM > Business Development > Opportunities.

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IN-APP GUIDANCE AVAILABLE

You can use the stage timeline and/or task lists at the top of the New Opportunity pages to help guide you through the process of creating an opportunity, developing a proposal, and closing the record.

Here, for example, is a blank New Opportunity page:

You cannot proceed from this page until you add at least a name for the opportunity record in the Topic field. If you have no more information to add at this stage, click Next Stage at the far right to move to the Develop stage.

A list of tasks displays, appropriate to the current stage, as a reminder of the types of data you may want to add to this record.

4

VIEW OPPORTUNITIES Navigation: Microsoft Dynamics CRM > Business Development > Opportunities

Initial display: My Open Opportunities, a list of all your open opportunities.

CHANGE TO A DIFFERENT VIEW

Click the down arrow next to the title to display a list of available views. Select a system or personal view to show a different view of the opportunities in your firm’s database.

SORT OR FILTER THE LIST

In any view of Opportunities, click a column heading to sort the list by that value (alphabetical order for Topic or Potential Customer, for example, or numeric order for revenue or probability columns).

To filter a list:

1. Click the Filter icon in the upper right. Filter down-arrows are added to the column heads.

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2. Click the Filter arrow in your target heading and select a filter option.

3. If you select Custom Filter, you can define a filter for particular conditions specific to the type of data in that column.

SAVE THE FILTERED LIST AS A VIEW

If the filter you apply is one that you plan to use in future, you can save the filtered list as a view.

1. Click the down arrow next to the page title to display the available views.

2. Select Save Filters as New View.

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3. Type a name and description for the new view, then click Save.

4. Click the list of views again to verify that your new view is added under My Views.

You can apply this view to Opportunities records in future sessions as you would any other view in this list.

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CREATE A NEW VIEW

1. From the list of views, select Create Personal View to display the Advanced Find > Query pop-up window.

2. Select a view to start with or click [new].

3. Customize your new view:

• Select a field from the drop-down on the left (initially labeled Select).

• After you select a field, use the modifiers now displayed to define the field values for records returned in this view.

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ADD VIEW TO DASHBOARD

You can assign any view, including views you create, to a personal dashboard. The view can display as a chart or a list and reflects in real time any changes made to the data within the product. To add an Opportunities chart as a dashboard component:

1. Open a personal dashboard and click Edit, or create a new dashboard (click New in the top menu of any dashboard view).

2. In an unused component of the dashboard, click the chart icon to open the Component Designer dialog.

3. Select Opportunity as the Record Type to populate the View and Chart drop-downs with Opportunity-related options.

4. Select the View and Chart options you want to add to the dashboard and click OK.

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Your view is now part of this dashboard. Advantages include:

• Changes to the data in the view are tracked in real time. If you change the properties for the Key Opportunities-Large Rev view shown above, for example, save your changes, and return to the dashboard, a revised chart that reflects your changes is displayed.

• You can make this dashboard the default to view the status and progress of your opportunities as soon as you log into Business Development Premier.

10

ADD AN OPPORTUNITY To add an opportunity:

1. Start on the Opportunity launch page and click New.

2. Add a name for your opportunity in the Topic field and complete any other fields as possible or as required by your firm.

• You can add a competitor’s information individually or export a file of competitor data. Navigate to Business Development > Competitors for more information.

• Select one or more practice areas or industries in the Firm Practices and Industries section to indicate which practice areas or industries this opportunity applies to.

Note: The Practice Areas and/or Firm Industries trees are displayed only if Opportunity records at your firm have been configured to show this data. See your Business Development Premier administrator for more information.

3. Click Save in the top menu.

Note: After you complete a field and move to the next field, a Save icon displays in the bottom right corner. Use this in future to save the record.

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After you finish adding data to this page, the new record is in the Qualify stage.

EDIT AN OPPORTUNITY

As you and your colleagues work to develop the opportunity into new business, use the Opportunity record to track your progress and move toward your goal.

To update an existing Opportunity record:

1. Navigate to Opportunities. If you created the record, open the My Open Opportunities view (if that view is not the default Opportunities view) to find and open your record.

2. Add or modify field information.

Note: You can change values directly in the highlighted boxes (Estimated Close Date or Estimated Revenue, for example) at the top of the page.

3. If you are ready to move the record to the next stage in the workflow (this may be dependent on your firm’s policies), click Next Stage on the upper right side of the page.

4. Click Save to save your changes.

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UPDATED RECORDS SYNCHRONIZE WITH ELITE MOBILE

After you save a new or updated record in Business Development Premier for Microsoft Dynamics CRM, your changes are reflected in the Elite Mobile version on your mobile device.

Note: If the change does not display, refresh your view in the mobile application.

Changes you make to records in Elite Mobile are similarly synchronized back to Microsoft Dynamics CRM. You cannot directly change Opportunity records in Elite Mobile but you might, for example, add an activity that relates to an opportunity. The new activity is added to the opportunity record in Elite Mobile, then synchronized with the version of the record in Microsoft Dynamics CRM.

13

SHARE OPPORTUNITY DATA To work with opportunity data within your firm’s workflows, Business Development Premier lets you display the data outside of the record itself or export it.

To display the data in a chart form that you view regularly, you can add one or more opportunity components to your dashboard. See the “Add View to Dashboard” section on p.8 for more information.

To export the data to an Excel spreadsheet:

1. From any view in Opportunities, click the More Commands icon and select Export to Excel from the drop-down.

The Export Data to Excel pop-up displays.

2. Select the type of worksheet for your data:

• Static worksheet with records from this page

Note: If you select this type and may re-import the data later, select the Make this data available… checkbox.

• Dynamic PivotTable

• Dynamic worksheet

3. Click Export for a static worksheet or Next if you selected one of the dynamic worksheet types.

4. If you clicked Next in step 3, review and modify as necessary the columns and/or record type to apply to the data you are exporting. After you finish, click Export.

14

REPORT ON OPPORTUNITY DATA Use views and reports to select, filter, and/or organize your data to produce the set of information you need.

The “View Opportunities” section on p. 4 describes how to create and save views of data that you plan to use or refer to frequently.

To run a report on Opportunities:

1. Click Run Report in the top menu of any Opportunities view.

2. Select a report type and, on the Select Records pop-up that displays, click an option (or accept the default) in the Use these records section to define the set of records to include in the report.

3. Click Run Report. The results display in a browser window.