Leads

A lead is someone who might present a new business opportunity. A lead does not belong to an account.

User permission: CRM

During your Phocas implementation, we often import your Contacts and Leads as a one-time process. However, you might want to re-import these items occasionally, for example, to update custom fields in bulk. You can’t do this task yourself, but you can contact your Customer Success Consultant to arrange for our Professional Services team to do it for you.

A lead does not belong to an account. A lead is different to a contact.

View a list of all leads

Click the Phocas menu button > Leads.

The Leads screen displays a list of all the leads you have permissions to view. You can view, edit and delete individual leads from here.

Find a lead

On the Leads screen, you can find a particular lead using the filter and search options above the grid or by sorting the list.

  • Use the Active filter to switch between viewing active and inactive leads in the list.

  • Use the Owner filter to display only your leads or leads that belong to another user (that you have permissions to view).

  • Use the Team filter to display leads allocated to a specific team to which you belong.

  • Use the Search box to search for a specific lead by name. This performs an is like search on the name column.

  • Click a column heading to sort data into ascending or descending order.

Filters remain active until you turn them off, so if you apply a filter and move away from the screen and then return, the filter will remain. To clear any filter you have applied, select All from the dropdown list.

Add a lead

  1. On the Leads screen, click New.

  2. Enter the lead’s details as required (items marked with an asterisk * are mandatory). See the table below to learn more about each item (field).

  3. Click Save. If successful a new tab displays, allowing you to add activities to the campaign. You can come back to this tab later.

  4. Click Close.

Standard lead details:

View and edit a lead

  1. On the Leads screen, click the lead name (blue link) to open the lead record.

  2. On the lead record:

    • Lead tab - View and edit the lead’s details, such as its name, owner, and address, and assign the lead to another owner (CRM user responsible for communicating with that lead).

    • Activities tab - View and edit the activities assigned to the campaign, or delete (remove) activities from the campaign.

  3. Click Save > Close.

Convert a lead into a contact

Typically, when the lead becomes a customer, you can convert the lead records into contacts. Contacts, unlike leads, cannot exist in isolation in CRM and must be assigned to an account.

When you convert a lead to a contact, the lead disappears from the list on the Leads screen and displays in the list on the Contacts screen instead. Any activities assigned to the lead are retained.

  1. On the Leads screen, select the lead row (it turns blue) and click Convert.

  2. Select the appropriate account and click Save.

Delete a lead

If you do not have delete permissions, the Delete button might not display or you might see a message at the top of the screen indicating you do not have permission to delete. Talk to your administrator about your permissions. Deleted items can be restored by administrators.

On the Leads screen, select the rows of the leads you want to delete (they turn blue) and click Delete.

In older versions of Phocas, deleting a lead also deletes activities associated with it, so you are deleting the entire history of that lead. An alternative is to mark the lead as inactive.

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