Published at: 2025-10-30

Leads

1. Lead Qualification and Management in Business Processes

1.1 The Business Process of Sales Leads

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  • Lead Acquisition:
    Businesses obtain potential customer information through Campaigns, external purchases, or other channels. This data may include phone numbers, company names, personal names, or social media contacts. To manage leads effectively, create Lead Pools categorized by industry or region, allowing sales reps to claim leads based on expertise or proximity—improving conversion rates and efficiency. If a lead is unresponsive, it can be returned to the Lead Pool for later follow-up or reassignment. ShareCRM supports multiple lead entry methods.

  • Lead Assignment:
    Distribute leads from the Lead Pool to sales reps. ShareCRM offers several assignment methods:

    • Default Assignment: Automatically assign leads in a Lead Pool to a designated rep.

    • Admin Assignment: Lead Pool admins manually assign high-priority leads to top-performing reps.

    • Self-Service Claiming: Enable reps to proactively claim leads, boosting engagement.

  • Lead Follow-Up:
    After assignment, reps contact prospects via calls, visits, etc., to assess needs and log interactions in the system.

  • Lead Conversion:
    Validate and convert high-potential leads into Accounts, Contacts, or Opportunities for further sales pipeline progression.

  • Data Analysis:
    Track lead sources and conversion rates to identify optimal channels and sales models. Analyze rep performance to allocate leads strategically.

2. Full Lifecycle of Sales Leads

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ShareCRM tracks lead statuses throughout their lifecycle:
- Unassigned: New or returned leads in the Lead Pool.
- Pending: Assigned to a rep but not yet acted on.
- In Progress: Updated with follow-up notes or sales activities.
- Invalid: Temporarily marked if unresponsive or disinterested.
- Converted: Successfully turned into an Account, Contact, or Opportunity.
- Voided: Permanently discarded as spam (only CRM admins can restore).

3. Example Business Scenario

A company collects business cards at an Exhibition. Scan these cards to auto-create leads with “Exhibition” as the source. Organize leads into pools like “North China Leads” or “Finance Industry Leads” for targeted follow-up.

4. Sales Lead Operations

4.1 Preset Lead Views

  • All Leads: Leads owned by the current user, their subordinates, or shared via data permissions.

  • My Overdue Leads: Owned by the current user and flagged as overdue.

  • Leads to Follow Up: Owned by the current user with status “Pending” or “In Progress.”

  • My Team’s Leads: Owned by subordinates.

  • Participated by Me: Leads where the user is a team member.

  • Shared With Me: Shared via data permission rules.

  • My Responsible Departments: Leads tied to departments the user manages.

Note:
- CRM admins view all data.
- Voided leads are visible only to admins.

4.2 New Lead Creation

  • Manual Entry:

    • From the [Leads] or [Lead Pool] list.

    • Under the related [Campaign] object.

  • Mobile Scan: Use the “Scan Business Card” option in the app.

  • Bulk Import: Import leads via spreadsheet.

4.3 Lead Processing

  • Actions:

    • Follow-Up: Log interactions to update status to “In Progress.”

    • Convert: Turn into Accounts, Contacts, or Opportunities.

    • Mark Invalid: For low-potential leads (reversible).

  • Access: Owners, their managers, or shared users with edit rights.

Invalid vs. Voided: “Invalid” is temporary; “Voided” is permanent deletion.

4.4 Lead Conversion

  • To Account: Mandatory; auto-matches existing Accounts if duplicate checks are enabled.

  • To Contact: Optional; auto-fills from lead’s name.

  • To Opportunity: Optional; requires details like deal size.

  • Include Sales Activities: Attach historical interactions to the new Account.

4.5 Return to Lead Pool

  • When: Unresponsive or out of scope.

  • Access: Owners or shared users with edit rights.

  • Note: Non-pool leads can be assigned to a pool during return.

4.6 Email Tracking

  • Log and track email exchanges with leads.

  • Read Receipts:
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5. Lead Pool Operations

  • Members can claim, assign, transfer, or return leads.

5.1 Claiming

  • Who: Pool members.

  • When: Leads are “Unassigned” and pool allows self-claiming.

5.2 Assignment

  • Who: Pool admins.

  • Use Case: Assign high-value leads manually or set default assignees.

5.3 Transfer

  • Who: Admins.

  • Options: Move specific leads or entire pools.

5.4 Recall

  • Who: Admins.

  • When: Reclaim leads from reps for reassignment.

6. Common Lead Actions

  • List operations, sales activity logging, and CRM integrations (e.g., calendar, calls).

7. Related Links

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