# Leads {% hint style="info" %} User permission: CRM {% endhint %} {% hint style="info" %} 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. {% endhint %} A lead does not belong to an account. A lead is different to a [contact](https://docs.phocassoftware.com/crm/contacts). ## View a list of all leads Select the CRM menu button > **Leads**. The **Leads** page displays all leads you have permission to view. From here, you can add new leads, or convert or delete existing ones. {% hint style="info" %} On the Leads page, the **convert** and **delete** options are available only in the desktop version. To convert leads in the mobile-friendly version, you need to access the individual lead's details. {% endhint %} {% columns %} {% column %}

{% endcolumn %} {% column %}

{% endcolumn %} {% endcolumns %} ## Find a lead On the **Leads** page, you can find a particular lead using the filter and search options, or by sorting the list. {% tabs %} {% tab title="Desktop version 2" %}

* **Active filter**: Switch between active and inactive leads. * **Company filter**: Show leads from a specific company. * **Job Title filter**: Show leads with a specific job title. * **Owner filter**: Show only your leads or those owned by another user (with the appropriate permissions). * **Team filter**: Show leads assigned to one of your teams. * **Search box**: Find a lead by name (uses *is like* matching on the columns in the grid). * **Column headings**: Click to sort data in 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, choose **Select none** from the dropdown list. {% endtab %} {% tab title="Desktop version 1" %} * 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. {% endtab %} {% tab title="Mobile" %} To find the lead you require**,** type your search term into the box, such as a name or company, and any matching results will instantly be displayed. {% endtab %} {% endtabs %} ## Add a lead {% tabs %} {% tab title="Desktop version 2" %} * On the **Leads** page, select the **Add lead** button (blue plus).

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

* After completing the mandatory fields, select **Save**. This activates the **Activities** tab, where you can [add activities](https://docs.phocassoftware.com/crm/activities) to the lead's record. * Select **Close** to return to the main **Leads** page. {% endtab %} {% tab title="Desktop version 1" %} * On the **Leads** screen, click **New**.

* Enter the lead’s details as required (items marked with an asterisk \* are mandatory). See the [standard leads details table](#standard-lead-details) below to learn more about each item (field).

* Click **Save**. If successful a new tab displays, allowing you to [add activities](https://docs.phocassoftware.com/crm/activities) to the campaign. You can come back to this tab later. * Click **Close**. {% endtab %} {% tab title="Mobile" %}

* On the **Leads** page, select the **Add lead** button (blue plus). * Enter the lead’s details as required (items marked with an asterisk \* are mandatory). See the [standard lead details table](#standard-lead-details) below to learn more about each item (field). * After completing the mandatory fields, select **Save**. * Select **Close** to return to the main **Leads** page. When you select the newly created lead, you can now [add activities](https://docs.phocassoftware.com/crm/activities) to the lead's record by selecting the **Add activity** button. {% endtab %} {% endtabs %} #### **Standard lead details:**

Field	Field type	Description
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. This is a customizable field that can be edited by administrators using picklists.
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.
Email	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	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 picklists.
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.

## View and edit a lead {% tabs %} {% tab title="Desktop version 2" %} 1. On the **Leads** page, select 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. Select **Save** to apply your changes, then **Close** to return to the main **Leads** page.

{% endtab %} {% tab title="Desktop version 1" %} * On the **Leads** page, select 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. * Select **Save** to apply your changes, then **Close** to return to the main **Leads** page. {% endtab %} {% tab title="Mobile" %} * On the **Leads** page, select a lead name to open its record. * **Lead details tab** – View and edit details such as name, owner, and address. Reassign the lead to another owner (the CRM user responsible for communication). Add activities or take direct actions, such as calling, messaging, or emailing the contact. * **Activities tab** – Add new activities, or view and edit existing ones linked to the lead. Select **Save** to apply your changes, then **Close** to exit. To return to the main **Leads** page, select the back button (<).

{% endtab %} {% endtabs %} ## 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. {% hint style="info" %} Prerequisite: [Check the account is in CRM](https://docs.phocassoftware.com/crm/accounts). If not, [add a new account](https://docs.phocassoftware.com/crm/accounts#addanddeleteaccounts-addanaccount). {% endhint %} {% tabs %} {% tab title="Desktop version 2" %} 1. On the **Leads** page, select the menu button (three dots) at the end of the contact’s row, then choose **Convert**. Alternatively, select the lead name (blue link) to open the lead record.

2. On the **Lead** tab, select the **Convert** button. 3. Select the account you wish to add the lead to, and select **Save.**

{% endtab %} {% tab title="Desktop version 2" %} 1. On the **Leads** screen, select the lead row (it turns blue) and click **Convert**.

2. Select the appropriate account and click **Save**. {% endtab %} {% tab title="Mobile" %} On the **Leads** page, select a lead name to open its record. 1. On the **Lead** tab, select **Convert**. 2. Choose the account to add the lead to, then select **Convert**. The lead is now converted into a contact. To locate the contact, select **Contacts** at the bottom of the screen to navigate to the **Contacts** page and scroll or search by name.

{% endtab %} {% endtabs %} ## Delete a lead {% hint style="info" %} Leads can only be deleted in the **desktop version** of CRM. {% endhint %} 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** page, select the menu button (three dots) at the end of the contact’s row, then choose **Delete**.