Opportunity Management

From an economic perspective, an Opportunity is any chance that can generate commercial profit; Opportunities can lead to Deals.

ShareCRM’s Opportunities not only help businesses manage the Opportunity itself — including, but not limited to, sales teams, sold Products, forecasted amounts, expected close dates, and probability estimates for analyzing Sales Pipelines and forecasting — they also help manage the entire Opportunity lifecycle. The module integrates Leads and Sales Orders, covering the full sales process from converting potential Leads to creating Opportunities, following up Opportunities, closing Opportunities, and creating Sales Orders, encompassing pre-sales, mid-sales, and post-sales stages.

Opportunity Creation and Identification

Opportunity registration and duplicate checking help prevent conflicting ownership and improve sales resource utilization. Before creating a new Opportunity, set duplicate-checking rules for the Opportunity object under Object Management.

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Rule logic explanation:

• The logic for “New Duplicate Check”, “Import Duplicate Check”, and “Duplicate Check Tool” follows the same duplicate-checking logic used by the PaaS platform and will not be repeated here.
• Duplicate-checking rule documentation: https://help.fxiaoke.com/9adk/82a7/89e6/3519

Opportunity creation approval: You can require approval for newly registered Opportunities by configuring an approval workflow for Opportunity creation in the backend.

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Approval workflows use the PaaS platform’s unified approval capability. See the approval flow help document: https://help.fxiaoke.com/9adk/bfce/1a8d

Opportunity Sales Process Management

Highly configurable Opportunity processes guide sales reps while capturing the organization’s best practices to improve Opportunity win rates.

• Opportunity sales process creation and configuration:

picture coming soon: Caption: Pipeline stage configuration

Configuration notes:

1. Before creating a process, go to the Opportunity 2.0 object in Object Management and add values to the Opportunity Stage field.
2. Stage status (type) definitions:
   • In Progress: Represents a stage currently in the process flow (a non-terminal stage).
   • Won, Deal Lost, Invalid: All three are terminal stage types that represent the final stage in the Opportunity flow.
3. Stage deletion validation:
   • Once an Opportunity Stage has been used by any Opportunity record, that stage cannot be deleted from Field Management.
4. Stage configuration validation:
   • When arranging stages, In Progress stages must be listed before the three terminal stages; otherwise the configuration cannot be saved.

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Configuration details:

1. Entry point to create an Opportunity sales process:
   • Admin Backend > Process Management > Pipeline Management
2. Fields when creating a sales process:
   • Process Name: After saving, this name populates the Sales Process field on the Opportunity object.
   • Initiating object and object field: Choose Opportunity 2.0 as the initiating object. The object field defaults to Opportunity Stage and cannot be modified.
3. Setting stages:
   • The left/bottom area shows unselected Opportunity Stages created earlier in the Opportunity Stage field. Select and combine them to form the stages of the sales process. Each process must include both In Progress and terminal stages. Use drag-and-drop to reorder stages.

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Configuration overview:

Opportunity sales process configuration consists of Stage Configuration and Stage Task Configuration. Stage Configuration splits into In Progress stage settings and Terminal stage settings.

In Progress stage settings:

• Stage Duration: Configure how long an Opportunity owner may remain in this stage; exceeding this duration counts as overdue.
• Overdue Reminder: Configure reminders when the configured stage duration is exceeded.
• Stage Approval: Optionally trigger an approval process when the stage completes; approval setup uses the standard approval workflow.
• Allow Skip: For some stages, you can allow Opportunity owners to skip the stage during progression.
• Completion Conditions: If tasks are configured for a stage, specify which tasks must be completed before the stage may be marked complete.
• Entry Conditions: Configure conditions required to enter the stage (for example, Decision Maker information must be entered).

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Terminal stage settings:

• “Ignore normal-stage configurations when entering this stage”: During Opportunity progression, some stages may enforce required fields, approvals, and other constraints. If an Opportunity becomes Deal Lost or Invalid, you may want to bypass those restrictions and go straight to the terminal stage; enable this option to do so.
• “Actions required upon entry”: When an Opportunity becomes Deal Lost or Invalid, require the user to provide a reason or create associated records; configure the required inputs or objects here.

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Task configuration:

You can create Stage Tasks under each Opportunity stage. Tasks fall into three types:

• Edit Object:
  • Edit fields of objects related to the Opportunity to supplement business information via stage tasks.
• Create Associated Object:
  • Create related business records and automatically associate them with the current Opportunity. For example, during the quotation stage you may create a Quotation and link it to the Opportunity via the stage task.
• Bulk Edit Sub-objects:
  • Modify or add the Opportunity’s Sub-objects (created together with the master). For example, during requirement clarification you might add Opportunity line items via a stage task.

Opportunity Stage Transition Analysis

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Metrics:

• Total Opportunities / Total Opportunity Amount
  • Total Opportunities: count of all Opportunities that have entered this stage
  • Total Opportunity Amount: sum of forecasted amounts for all Opportunities that have entered this stage (Forecasted Amount = Opportunity Amount * Win Rate)
• Average Time in Stage: displayed as “x days x hours x minutes x seconds” — average time spent in this stage
  • Average Time in Stage = Sum(total time spent in this stage) / Total Opportunities
• Colors represent three categories: Transitioned, Retained, Lost
• Lost / Loss Rate
  • Lost: number of Opportunities that moved directly from this stage to Deal Lost or Invalid
  • Loss Rate = (Lost / Total Opportunities) * 100%
• Retained: number of Opportunities currently staying in this stage
• Sales Cycle: displayed as “x days x hours x minutes x seconds” — average close cycle for Won Opportunities in the current sales process
  • Each Opportunity’s close cycle = time from Opportunity creation to Opportunity Won
  • Sales Cycle = average close cycle across all Won Opportunities in the current sales process
• Average Deal Size: average Opportunity Amount for Won Opportunities in the current sales process
• Overall Conversion Rate: (Total Opportunities in this stage / Total Opportunities in the first stage) * 100%

Configuration entry:

picture coming soon: Caption: In CRM Home configuration, select a Chart and drag it onto the Home page

picture coming soon: Caption: Choose Chart > Preset Modules > New Opportunity Insights > Opportunity 2.0 Stage Conversion Analysis Chart

Opportunity Holding Limits

Set limits on how many Opportunities a salesperson may hold (be responsible for) across different Opportunity attributes to ensure efficient use of Opportunity resources.

Entry to configure Opportunity holding rules:

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Purpose: Limit how many Opportunities a salesperson may hold to prevent resource waste.

Rule logic explanation:

Holding definition:

• Define conditions that qualify a customer to count toward the holding limit. For example, if you configure “Lifecycle Status = Active,” only Opportunities that meet this condition will count toward the holding limit. Opportunity conditions specified within a holding rule will be evaluated against this definition.

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picture coming soon: Caption: New Opportunity holding rule configuration

Rule logic details:

1. Set holding limits for individual employees:
   • You can set a maximum number of Opportunities an employee may hold.
   • Define which employees the rule applies to and which Opportunities count toward their holding limit. Employee conditions reference fields on the Person/Employee object.
2. Set holding limits for departments or user groups:
   • You can set a holding limit for an entire Department or user group. For example, setting a limit of 100 for Sales Dept. A means all salespeople in that department together may hold up to 100 Opportunities.
3. Holding limits support variables:
   • The holding quantity can reference variable fields. Click the gear icon next to the holding amount to select a numeric field from the Person/Employee object, a calculated numeric field with is_index=true, or a statistical field.
4. Holding limit validation:
   • A single person can be subject to multiple holding rules. When multiple rules apply (for actions such as claiming, assigning, creating, changing owner, or importing Opportunities), the system enforces the smallest applicable limit.

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