Leads
A lead is someone who might present a new business opportunity. A lead does not belong to an account.
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A lead is someone who might present a new business opportunity. A lead does not belong to an account.
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A lead does not belong to an account. A lead is different to a .
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.
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.
On the Leads screen, click New.
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).
Click Close.
Standard lead details:
Prefix
Dropdown list
The salutation of the lead. Choose from Dr, Mr, Mrs, Miss, Ms, Prof.
First Name
Free text
The first name of the lead. This field is mandatory.
Middle Name
Free text
Middle name (or initial) of the lead.
Last Name
Free text
Surname of the lead. This field is mandatory.
Company
Free text
Can be used to indicate which company the lead represents. Typically when a lead is converted, this would be the account field.
Job Title
Dropdown list
Typically this field will indicate the lead's area of responsibility, rather than their exact job title. For example, the job title of Northern Region Sales Executive could be simply recorded as Sales.
Owner
Dropdown list
May be used to identify the person who normally looks after this lead. Owners are CRM users.
Is Active
Y/N
Active leads typically include people who are potentially doing business with you. Inactive leads might no longer present an opportunity for future business. Rather than delete the entire lead and all the associated activities, it is often better to mark these leads as inactive.
Phone
Free text
Direct (landline) phone number of the lead.
Fax
Free text
Direct fax number of the lead.
Free text
Email address of the lead.
Website
Free text
Typically the website of the lead's company
Cell
Free text
Cell phone (mobile phone) number of the lead.
Contact Method
Dropdown list
Street/city
Free text
Street address and city of the lead.
State
Free text
State in which the lead is based, if applicable.
Postcode
Free text
Zip or Postcode of the lead.
Country
Free text
Country the lead is located in.
Is Mail Address
Y/N
Choose ‘Yes’ if the mail address is the same as the street address. Choose ‘No’ if the mail address is different, and enter in the details in the section below.
Street/city
Free text
Postal street address (or PO box) and city of the lead.
State
Free text
Postal state of the lead, if applicable.
Postcode
Free text
Postal Zip or Postcode of the lead.
Country
Free text
Postal country the lead is located in.
Custom
Any field not listed in this table is a custom field. Administrators can create custom fields, typically from data that already exists in your ERP or other systems.
On the Leads screen, click the lead name (blue link) to open the lead record.
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.
Click Save > Close.
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.
On the Leads screen, select the lead row (it turns blue) and click Convert.
Select the appropriate account and click Save.
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.
Click Save. If successful a new tab displays, allowing you to to the campaign. You can come back to this tab later.
This is a customizable field that can be edited by administrators using.
Typically used to record the way that particular person prefers to be contacted – e.g. via phone or email. This is a customizable field that can be edited by administrators using.
Prerequisite: . If not, .
