Lead Screen

The Lead screen displays information pertaining to a specific lead, and is typically accessed from the Leads list, the Leads tab at the top of a customer's screen, or via the Recent History shortcuts.

At the top of the Lead Screen are several  module tabs (e.g. Tickets, Jobs, Documents, etc), which can be clicked to display further information pertaining to the lead.

When a lead is not linked to a CommTrak customer record, only relevant module tabs are displayed. For example, the Workflow, Inventory, and CT-Sign tabs are not available if the lead is not linked to a customer record.

The Lead screen contains the following sections:

Main Leads Heading

This section displays the company name for this Lead. By default, the heading section is collapsed but, when expanded, displays the following sections:

New Lead

Pressing the New Lead button refreshes the screen, and presents a newly generated lead (with unique LD number), for the company.

See Modify contact details and Modify lead details below.

Active Leads

A table of active (open) leads for the company; clicking a table row collapses the Main Leads Heading section, and displays the selected Lead.

The following columns are displayed in the table (as shown in the above image):

Lead

The unique Lead number; this number is allocated automatically by CommTrak.

Date Added

The date the Lead was created in CommTrak.

Status

The current lead status (10% - 90%)

Quotes

A list of Quotes created for this Lead. The quote number (typically prefixed with QT) is a link to the Quote Screen.

Sales Rep / Sales Value

The name of any Sales Reps and the GP allocated to them, as allocated within the Lead.

Lead Comments

A summary from the Lead Comments field for the Lead.

Previous Leads

A table of leads that have a status of Successful or Unsuccessful; clicking a table row collapses the Main Leads Heading section, and displays the selected Lead.

In addition to the fields displayed in the Active Leads section (listed above), the following column is displayed in the Previous Leads table:

Date Closed

The date upon which the lead status was changed to either Successful or Unsuccessful.

Lead Section Buttons

When a Lead has been selected, the following buttons are displayed below the Main Leads Heading section:

• Main Info (default) - displays the main details of the Lead; company contact details, etc.
• Quotes - presents a table of existing Quotes for the selected Lead.
• New Quote - enables the user to create a new Quote for the Lead.
• CT-Sign - enables the user to create a new CT-Sign document from a selected template.

The lead section buttons are not displayed as a Lead is being created for a new company; as soon as the new Lead is saved, the buttons will be displayed.

Modify contact details

This section will be editable or non-editable, depending on whether the Lead is for a new company (i.e. a company that has not previously been entered into CommTrak), or a company that already exists in CommTrak.

New Company

If the Lead is for a new company, the Modify contact details section presents blank fields to be completed:

The following fields are presented for creating the new lead:

• Company Name (mandatory)
• Address (2 fields)
• Suburb (If the optional Postcode Finder feature is enabled on your system, the State and Postcode fields will be populated automatically, upon selection of the required Suburb).
• State
• Postcode
• Main Phone
• Fax
• Legal Name
• ABN
• ACN
• Business Type (this list is maintained in Customer Settings)
• Affiliation (this list is maintained in Customer Settings)
• Website
• Contact Person - the primary contact person for this lead
• Contact Title
• Contact Phone
• Contact Mobile
• Contact Email
• Contact Departments (multiple items can be selected)
• Postal Address
• Postal Suburb
• Postal State (and Postcode)

Existing Company

If the Lead is for an existing company, the  Modify contact details section mostly presents read-only fields:

To edit the contact fields for an existing company, click the Main Info tab at the top of the screen (i.e. not in the Lead section).

The editable fields in a Lead for an existing company are:

• Contact Person - the drop-down list presents options for selecting an existing contact, or adding a new one
• Other Contacts - tick the box next to the contact name, and select the contact's department from the drop-down list

Modify lead details

This fields presented in this section will vary, depending on whether the Lead is for a new company (i.e. a company that has not previously been entered into CommTrak), or a company that already exists in CommTrak.

New Company

If the Lead is for a new company, the  Modify lead details section presents the following fields:

• Date Added - the date can be changed prior to saving the lead for the first time only
• Sales Rep (default current user)
• Relationship Managers - the available fields will vary based on your CommTrak configuration
• Lead Source - select a source from the drop-down list. The Lead Source list in maintained in Lead Settings
• Lead Source Details - a text area for detailed notes relating to the Lead Source
• Follow-Up - the date on which the lead contact should next be contacted
• Forecast - the predicted successful closure date for this lead

Lead Comments - general comments about this lead

Product Types - tick the products relevant to this company. The Product Types list is maintained in Customer Settings.

Action Buttons

• Save the Lead

After saving a new Lead, the company record immediately becomes an existing company in CommTrak, and additional fields and sections are presented on the Lead screen.

Existing Company

If the Lead is for an existing company, the  Modify lead details section presents all the fields listed in the above section, New Company, in addition to the following fields:

• Last Modified by (read only) - the date, time and staff name of the person who last updated (saved) the lead record
• Teleappointer - the name of the Teleappointer assigned to this lead
• Calls - click the green Start Call button to create a contact note which automatically makes a record of the duration of the call, and prompts for next follow-up
• Appointment - Clicking the pencil icon displays the calendar so an appointment (calendar event) can be created. Please refer to Support Centre article, CommTrak Calendar, for further information pertaining to the calendar, and adding events.
• Related and Upload Documents - displays a list of all documents for this company; relevant documents can be ticked by the user to denote that they relate to this Lead. Clicking the cloud icon adjacent to the field label will display the Add new document pop-out window, enabling the user to upload a file to the Lead (files uploaded in this manner are ticked by default).
• Inventory - Reserve (or modify reservation) or Dispatch Inventory items from this Lead. This field displays a list of inventory items (if any) that have been reserved for this Lead. Clicking the pop-out icon presents the Dispatch / reserve inventory items window.
• Lead Status - either Unsuccessful, 10% - 90%, or Successful. The text labels next to the percentage labels are maintained in Lead Settings
• Progress - a drop-down list presenting predefined text descriptions of the Lead progress. The progress labels are maintained in Lead Settings
• Related to - displays, and enables selection of, items related to this Lead. See Related Records for more information
• Select GP Method - either Manual or Buy/Sell method of entering the GP in the following field:
• GP Value - enter the GP or Buy/Sell price for each Business Division, and allocate the GP to staff

Action Buttons

• Save the Lead
• New Note is a shortcut to the Contact Notes feature.
• New Email is a shortcut to the Contact Email feature.
• Delete the Lead. This button is only displayed to users with appropriate permissions.

Attach Files

When the Attach Files button is pressed, the user is presented with the Add new document pop-up window.

Optionally, specify a document folder into which the file will be uploaded, and select one or more files to upload, either by dragging and dropping one or more files onto the Choose Files button, or by pressing the button and selecting multiple files in the file browser. The uploaded file(s) will be displayed in the Related Documents field in the Lead.

Successful Lead

When the Lead Status of a Lead is changed to Successful, additional fields are displayed:

• Date Closed - default of today's date, but can be changed to earlier date
• Payment Forecast - the expected date of payment from customer
• Lead Closing Comments - general comments relating to the closure of the lead
• Other Closing Comments - depending upon the configuration of your CommTrak, additional closing comments fields may be displayed. For example, your organisation's CommTrak Administrator may have specified additional closing comments relating to specific departments withing your organisation (e.g. Accounts, Technical Team, etc.)
• Order Number - the customer's order number
• Quotes Accepted - if the Quotes module has been used for this Lead, all generated Quotes will be listed in this field. Place a tick adjacent to the accepted quote(s).
• Workflow Case - one or more Workflow Cases can be instigated for this successful Lead. The Workflow Cases will be instigated automatically when the Save button is pressed. For detailed information about this feature, refer to Support Centre article, Lead Screen - Instigating Workflow Cases.

Unsuccessful Lead

When the Lead Status of a Lead is changed to Unsuccessful, additional fields are displayed:

• Revive On - a date on which this Lead will be revived. This field should be completed when there is potential for future success of the Lead. For example, the lead contact may have indicated that there is no budget currently available, but there will be a review of requirements in six months time. The Lead will automatically be designated active again on the specified date.
• Lead Closing Comments - general comments relating to the closure of the Lead
• Other Closing Comments - depending upon the configuration of your CommTrak, additional closing comments fields may be displayed. For example, your organisation's CommTrak Administrator may have specified additional closing comments relating to specific departments withing your organisation (e.g. Accounts, Technical Team, etc.)
• Reason - the primary reason for the unsuccessful closure of the Lead. This field is reportable, and thus useful for periodic review of unsuccessful leads outcomes. The list of reasons is maintained in Leads Settings

Mandatory Fields

Mandatory fields are designated by a red asterisk next to the field-name; they must be completed prior to saving the Lead. If a mandatory field is incomplete, a warning dialog box is displayed at the top of the screen.

Mandatory Lead fields can be customised by your organisation's CommTrak Administrator, and are therefore not listed in this article.