Avidian Technologies 5.0 Client Edition, 5.0 Server Edition Prophet User Guide

Prophet 5.0 User Guide
Avidian Technologies
2053 152nd Ave NE
Redmond, WA 98052
206-686-3001- Phone
1-877-AVIDIAN (877-284-3426) - Toll Free
1-800-860-5534 – Toll Free
425-746-1311- Fax
http://www.avidian.com
Prophet 5.0 User Guide
PART I- INTRODUCTION
5
PART II- INSTALLATION
6
Installing Prophet 5.0 Client Edition
6
Prophet Client Installation Pre-Check:
6
Download and Installation Instructions:
7
Installing Prophet 5.0 Server Edition
9
Prophet Server Installation Pre-Check:
9
Download and Installation Instructions:
Error! Bookmark not defined.
Prophet 5.0 Database: Install the Prophet Server Database on a separate machine
10
Prophet 5.0 Database: Install the Prophet Server Database to a separate SQL Server
2000 machine
11
Prophet 5.0 Database: Install the Prophet Server Database to a separate SQL Server
2005 machine
11
PART III- CONTACT MANAGER
12
CONTACT RECORDS
ADDING AND DELETING CONTACTS
SETTING WORKING CONTACT FOLDERS
SCROLLING THROUGH YOUR CONTACT LIST
SHARING CONTACTS WITH OTHER PROPHET USERS
Sharing contacts using Prophet Server
Sharing contacts using Public Contact Folders
CREATING GROUPS FOR YOUR CONTACTS
Groups using folders
Groups using categories
VIEWING DATA FOR YOUR CONTACT RECORDS
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COMPANY RECORDS
VIEWING COMPANY RECORDS IN CONTACT MANAGER
SCROLLING THROUGH YOUR COMPANY LIST
CREATING A COMPANY RECORD
ASSOCIATING CONTACTS WITH A COMPANY
WHAT IS INCLUDED IN THE COMPANY RECORD
VIEWING CATEGORIES OF COMPANIES
VIEWING DATA FOR COMPANY RECORDS
CONTACT MANAGER TOOLBAR
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FILTERING CONTACT MANAGER
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SALES ASSISTANT AND WORKFLOW
Sales Assistant
Workflow
Sharing templates for use in Prophet Actions
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PART IV- OPPORTUNITY WINDOW
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WHAT IS AN OPPORTUNITY?
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CREATING A NEW OPPORTUNITY
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FILLING OUT THE OPPORTUNITY WINDOW
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General Tab:
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Products/Services Tab
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Contacts Tab
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Account Rep Tab
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Company Information
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User Tabs
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Notes Tab
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Tracking History Tab
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Opportunity Emails Tab
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Opportunity Calendar Tab
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Opportunity Tasks Tab
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Opportunity Files Tab
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OPPORTUNITY QUOTES (Enterprise Edition only)
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LOOKING UP OPPORTUNITY RECORDS
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Retrieving Opportunities from Contact Manager
76
Retrieving saved Opportunities from Opportunity Manager
77
Retrieving saved Opportunities from any associated Outlook Contact, Task. Email or
Calendar Item.
77
Retrieving Opportunities in Prophet Today
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PART V- OPPORTUNITY MANAGER
80
VIEWING YOUR OPPORUTNITIES
ADDING AND REMOVING COLUMNS IN THE OPPORTUNTIY MANAGER
RESIZING AND RESORTING COLUMNS IN THE OPPORTUNTIY MANAGER
IMPORTING OPPORTUNITY DATA
IMPORTING PRODUCT DATA (Prophet Professional and Enterprise Edition only)
SHARING OPPORTUNITY DATA WITH OTHER PROPHET USERS
WORKING WITH PROPHET OFFLINE
Working with Prophet offline with Prophet Server
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PART VI- PROPHET TODAY
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PART VII- GROUP EMAIL WIZARD
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PART VIII- PROPHET SEARCH
101
CONFIGURING SEARCH FOR ADDITIONAL LOCATIONS AND FOLDERS
HOW TO: SET UP PUBLIC FOLDERS IN CACHED MODE / SET UP OFFLINE FOLDERS
VIEWING SEARCH RESULTS
PART IX- PROPHET ADMINISTRATOR
CUSTOMIZATION OF THE OPPORTUNITY WINDOW
CUSTOMIZATION OF THE COMPANY WINDOW
CUSTOMIZATION OF PRODUCT GROUPS AND PRODUCTS
Clients - Resync Product Configuration Data
SETTING UP PROPHET SHARING
Setting up Peer to Peer Sharing
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Setting up sharing with Prophet Server
Setting up Quota (Prophet Enterprise Server Edition)
SETTING UP USER PERMISSION - Prophet Enterprise Server Edition
BACKING UP YOUR PROPHET DATA
PART X- PROPHET REPORTS
STEPS TO RUN A REPORT
FILTER AND SORT YOUR REPORTS
CREATING CUSTOM REPORTS
PART XI- PROPHET FOR PALM
PROPHET FOR PALM VERSION I FEATURES
SYNCING YOUR OPPORUTNITIES TO YOUR PALM
VIEWING AND EDITING OPPORTUNITY DATA ON YOUR PALM
PART XII - PROPHET FOR WINDOWS MOBILE
Pre-installation Requirements:
Installation Instructions
Quick Steps to using Prophet for Windows Mobile:
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PART XIII- CUSTOMER CARE AND CONTACT OPTIONS
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CUSTOMER SERVICE
CUSTOMER CARE
PROPHET TRAINING
PROPHET BEST PRACTICES IMPLEMENTATION SERVICE
OUTLOOK AND EXCHANGE PROFESSIONAL SERVICES
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PART I- INTRODUCTION
What is Prophet 5.0?
Prophet transforms Outlook from a Personal Information Manager (PIM) into a full featured
contact management solution. We do this by adding critical business relationship management
features such as account level relationships, sales pipeline stages, opportunity reporting and task
management while retaining the familiar Outlook interface.
What Does “Built into Outlook” Mean and why is it Good?
Other contact management applications are separate applications from Outlook. This requires a
user to abandon Outlook all together and flip back and forth between the two applications. This
also forces the user to constantly synch and integrate the two applications. The ability to simply
communicate within their company and manage their contacts, clients and prospects is lost.
Avidian Technologies is an expert in Outlook and Exchange development. We have taken this
expertise to create a contact management system that is much more powerful than Outlook by
itself, but leverages the core features of Outlook to make managing the sales process much
easier than working from a separate application. We do this by working at the object level within
Outlook instead of just superficially swapping data between two applications.
“Built into Outlook” is good because you can now manage your sales opportunities from within
the same application you manage your internal company communications, contacts and client
emails.
Outlook will now serve as the central platform for managing your sales process and reporting, as
well as your day-to-day tasks.
Top Six Reasons Prophet 5.0 will help Your Business
1. You will generate more business and keep customers happier. The less time you
spend doing chores like finding the right attachment or email, building reports for your
boss or learning software – the more time you have to generate results and revenue!
2. You will be more organized. By keeping all of your emails, scheduling and tasks in
the same application – it is easy to find the information you need to make that call or
generate that report.
3. You will have a better process for managing contacts and sales opportunities.
By using an established process for tracking opportunities - including why sales were won
or lost, you will be more effective in moving business prospects through the pipeline to
the conclusion.
4. You can create personalized Group emails with a few clicks. Send a promotion or
new product announcement to a group of prospects and/or clients - with personalized
salutations for each contact with just a few clicks.
5. Automate reporting for your boss. Instead of re-building that Excel Spreadsheet
every week, you can quickly generate and print out one of our pre-developed reports - or
customize your own to suit your needs anytime you like. Saves time, and they look great!
6. Centralize your data. With the Prophet Server Edition you can store and retrieve all
your data on a central server - which your team can synchronize while offline.
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PART II- INSTALLATION
System Requirements for Prophet 5.0
Server Machine Recommendations
Windows 2000 or higher, Professional or
Server Windows 2003
Outlook 2000, 2002, 2003 or 2007
2.0 Ghz CPU or faster
Minimum 2GB Ram
Drive Space – 2 Gig or more recommended
Client Machine Recommendations
Windows 2000, XP Operating System, or
Vista
Outlook 2000, 2002, 2003 or 2007
2.0 GHz CPU or faster
Minimum 1 Gig Ram
Drive Space 2 Gig or more recommended
Screen Resolution is recommended to be set to 1024 x 768 or 1152 x 864 pixels, using the
default ‘Normal’ DPI setting.
Installing Prophet 5.0 Client Edition:
Note:
If you are configuring a Prophet Server and Client environment, please install the Prophet Server
first, before the client installs. See below for Server installation instructions.
Prophet Client Installation Pre-Check:
To install your Prophet 5.0 software, please check and verify the following:
1. You are running one of the following supported Microsoft Windows Operating Systems
with the most recent Windows Service Pack installed. To check this, please right click “My
Computer” and select “Properties”. Supported operating systems are:
a. Windows Vista Home
b. Windows Vista Professional
c. Windows XP Home edition SP2
d. Windows XP Professional Edition SP2
e. Windows 2000 (SP3 or SP4)
f. Windows 2003 SP2
2. Make sure that you have Administrative rights under Windows. To check this, Right click
the “Start” button and check to see if it says “Explore All Users”. If “Explore All Users”
isn’t shown, please contact your IT staff.
3. Verify that the “C:\” drive is not compressed and that there is enough space to install
Prophet. To check, right click the Start button, select ‘Explore’ and select the C: drive;
right click and select ‘Properties’. Verify that the ‘Compress drive to save disk space’ is
not checked. Prophet requires approximately 2 Gigs of HDD space to install.
4. You must install Prophet while logged onto the machine with the credentials of the
intended Prophet user (do not install as the machine Administrator or user name other
than the intended Prophet user).
5. Microsoft Outlook must be pre-installed and configured, and you must have the most
recent Office Service Packs and Updates installed. See http://office.microsoft.com/enus/downloads/FX101321101033.aspx
6. You have saved the installation file, “ProphetSetup.exe” to your local computer. This file
must be run from the computer that it will be installed on- it cannot be installed from the
Internet download link or from a Network drive.
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7. You have copied and saved the Prophet Client Serial Number into Notepad and saved it
to the local machine. Your Serial Number can be found in your original email purchase
confirmation.
8. We recommend saving these files to your Windows Desktop for easy access.
Download and Installation Instructions:
1. Log on to the machine with the user name of the person that will be using Prophet
2. Click on the download link in your order confirmation to download and save the file to
the computer. When presented with the prompt "Do you want to run or save this file?",
please choose "Save" and choose the Desktop
3. Close all applications, including Outlook, and disable all Anti-virus software
4. Double-click on the local ‘ProphetSetup.exe’ to start the Installation Wizard.
5. The Avidian Prophet 5.0 Install Shield will open. Follow the instructions during the install
process.
a. System Readiness check will confirm Outlook is closed, confirm you have
administrative privileges on the machine, check for your operating system and
service pack. If these checks fail, the System Readiness check will display the
error message. If it passes, click Next.
b. Check the three boxes to verify that you temporarily disabled your anti-virus or
internet security software, you saved and ran the Prophet Installation file from
your Desktop and you are logged in as the Windows User that will use Prophet.
Click Next.
c. Click Next to continue.
d. Accept the Licensing Agreement and click Next.
e. Enter User Name, Company Name and Serial Number. The Serial Number can
be found on your order confirmation. Click Next.
f. Click Browse to select where you want the files to install or leave the default
location. Click Next. The Installer will check the selected location.
g. Click Install to start the installation. The Setup Status window will open.
h. Click Next on the Additional Components window.
i. Select Yes, I want to restart my computer now. Click Finish.
j. Once your computer is restarted, open Outlook. The Prophet Setup window will
open. In STEP #1, fill out your User name and click Next.
k. STEP #3, select where you want the Prophet folder to install in Outlook.
l. STEP #4, click Set Contact Folder to select which Outlook Contact folder you
want Prophet to pull contacts from. By default, no contact folder will be set.
m. Click Finish.
n. Notice in Outlook the additional Prophet folders installed.
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You are now ready to use Prophet!
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Installing Prophet 5.0 Server Edition:
NOTES:
A] Also, please see the Prophet Server Installation Guide available from the Avidian
Support website at: http://www.avidian.com/ProphetServerInstallationguide.pdf
B] This account requires a Microsoft Outlook Profile, previously set up and initialized.
C] To install the Prophet Server software, make sure that the intended Prophet User account has
administrative privileges on the local computer.
D] You must log onto the machine with the intended Prophet Users credentials before installing
Prophet.
Prophet Server Installation Pre-Check:
To install your Prophet 5.0 Server software, please check and verify the following:
1. You are running one of the following supported Microsoft Windows Operating Systems
with the most recent Windows Service Pack installed. To check this, please right click “My
Computer” and select “Properties”.
a. The preferred server-class operating systems are:
Windows 2000 (SP3 or SP4)
Windows 2003 SP2
Windows XP Professional Edition SP2 (but not recommended due to concurrent
connection limitations of the XP Pro Operating System)
2. Make sure that you have Administrative rights under Windows. To check this, Right click
the “Start” button and check to see if it says “Explore All Users”. If “Explore All Users”
isn’t shown, please contact your IT staff.
3. Verify that the “C:\” drive is not compressed and that there is enough space to install
Prophet. To check, right click the Start button, select ‘Explore’ and select the C: drive;
right click and select ‘Properties’. Verify that the ‘Compress drive to save disk space’ is
not checked. Prophet requires approximately 500MB to install.
4. You must install Prophet while logged onto the machine with the credentials of the
intended Prophet user (do not install as the machine Administrator or user name other
than the intended Prophet user).
5. Microsoft Outlook must be pre-installed and configured, and you must have the most
recent Office Service Packs and Updates installed. See http://office.microsoft.com/enus/downloads/FX101321101033.aspx
6. You have saved the installation file, “ProphetServerSetup.exe” to your local computer.
This file must be run from the computer that it will be installed on:
a. It cannot be installed from the Internet download link or from a Network drive.
b. We recommend saving the file to your Windows Desktop for easy access.
7. You have copied and saved the Prophet Server Serial Number into Notepad and saved it
to the local machine. Your Serial Number can be found in your original email purchase
confirmation.
Download and Installation Instructions:
1. Log on to the machine with the user name of the person that will be using Prophet
2. Click on the download link in your order confirmation to download and save the file to
the computer. When presented with the prompt "Do you want to run or save this file?",
please choose "Save" and choose the Desktop
3. Close all applications, including Outlook, and disable all Anti-virus software
4. Double-click on the local ‘ProphetSetup.exe’ to start the Installation Wizard.
5. The Avidian Prophet 5.0 Install Shield will open. Follow the instructions during the install
process.
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a. System Readiness check will confirm Outlook is closed, confirm you have
administrative privileges on the machine, check for your operating system and
service pack. If these checks fail, the System Readiness check will display the
error message. If it passes, click Next.
b. Check the three boxes to verify that you temporarily disabled your anti-virus or
internet security software, you saved and ran the Prophet Installation file from
your Desktop and you are logged in as the Windows User that will use Prophet.
Click Next.
c. Click Next to continue.
d. Accept the Licensing Agreement and click Next.
e. Enter User Name, Company Name and Serial Number. The Serial Number can
be found on your order confirmation. Click Next.
f. Click Browse to select where you want the files to install or leave the default
location. Click Next. The Installer will check the selected location.
g. Click Install to start the installation. The Setup Status window will open.
h. Click Next on the Additional Components window.
i. Select Yes, I want to restart my computer now. Click Finish.
j. Once your computer is restarted, open Outlook. The Prophet Setup window will
open. In STEP #1, fill out your User name and click Next.
k. STEP #3, select where you want the Prophet folder to install in Outlook.
l. STEP #4, click Set Contact Folder to select which Outlook Contact folder you
want Prophet to pull contacts from. By default, no contact folder will be set.
m. Click Finish.
n. Notice in Outlook the additional Prophet folders installed.
You are now ready to use Prophet!
NOTE
For users who have Prophet Server installed on Windows XP SP2, you must disable Windows
Firewall for the server to work properly. To disable the firewall, open the Control Panel and open
the Security Center. Click Windows Firewall at the bottom of the page, and select the Off
option.
- Client machines connecting to a server are not affected by Windows Firewall.
NOTE
For additional information on the “Best Practices” of setting and configuring Prophet Server
edition with or without Exchange, please see the “Prophet Server Installation Guide”, available
from the Avidian Technologies website (see link above).
Prophet 5.0 Database: Install the Prophet Server Database on a separate machine
1. Backup the Prophet Server database using Prophet Administrator. (Described later in the
guide)
2. Copy this new backup file (the file name will be shown during the backup process and
will have the extension .bak) to the other computer.
3. Launch SQL Enterprise Manager (or SQL Server Management Studio if you are using SQL
2005).
4. Restore the backup file into a database named Avidian.
5. SQL 2000: Go to the Users tab for the Avidian database and delete the user “Avtuser”.
6. SQL 2005: Delete the Avidian Database
7. In the password field, enter prophet01
8. Go to the Security tabselect loginsopen “Avtuser”.
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9. Go to the Database Access tab and permit the database “Avidian” and the roles “public”
and “db_owner”.
10. Open Prophet Administrator on the Prophet Server and select the new machine from the
list.
NOTE: Do not enter the \prophetsql suffix after the server name
11. On all the Prophet Clients, open Prophet Administrator and point it to the new computer
that is hosting the Prophet Server database.
Prophet 5.0 Database: Install the Prophet Server Database to a separate SQL Server
2000 machine
Steps
1) Restore the original ‘AvidianDB.bak’ file onto the separate SQL Server 2000. (This file is
included as part of the Prophet Server install.
NOTE: Do not use any other backup file!
2) When restoring the backup file, name the database "Avidian"
3) Expand the "Avidian" database node and click on Users node
4) Delete user "Avtuser"
5) Expand the "Security" node and click on Login
6) Create new user "Avtuser" with Password "prophet01!"
7) Click on the Database Access tab
8) Select "Avidian" database
9) In the Database roles section select "public" and "db_owner".
10) Click Ok
Go to the C:\Program Files\Avidian Technologies\Prophet directory and copy the following files to
the SQL server that contains the Prophet database (Note: ProphetDBFullText.sql and
ProphetIndexTables.sql only need to be run if you have full text indexing configured on you SQL
server):
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
AvtTables.sql
ReportSQL.sql
ReportSQLWhere.sql
AvtFunctions.sql
AvtViews.sql
AvtSprocs.sql
AvtInitData.sql
ProphetDBFullText.sql
ProphetIndexTables.sql
Sp_search.sql
AvtLogin.sql
Prophet 5.0 Database: Install the Prophet Server Database to a separate SQL Server
2005 machine
1. Get the backup file called AvidianDB.bak from the existing Prophet Server machine’s
C:\Program Files\Avidian Technologies\Prophet directory.
2. Transport that file to your SQL Server
3. Restore the backup file using 2005 SQL Server Management Studio
4. Name the database 'Avidian'.
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5. During the restore process you will be asked to place the .ldf and .mdf files in a location;
you may choose any location you wish
6. Expand the "Avidian" database node and click on Users node
7. Delete user "Avtuser"
8. Expand the "Security" node and click on Login
9. Create new user "Avtuser" with Password "prophet01!"
10. Click on the Database Access tab
11. Select "Avidian" database
12. In the Database roles section select "public" and "db_owner".
13. Click Ok
14. Start up Outlook and Prophet on the machine the Prophet Server Software was installed
on.
15. Go to Contact Manager -> Prophet Administrator.
16. Click Server Name button and select/enter the dedicated SQL Server Box. You must be
careful to specify the instance you restored the Prophet DB under. If you used the local
instance, then machine name will suffice.
17. Close Down Prophet and Outlook.
18. Re-Start Outlook, the server is now ready
19. All the clients must now point to the SQL Server instance, from their Prophet
Administrator’s General Tab \ Server Name button drop-down selection.
PART III- CONTACT MANAGER
The Prophet Contact Manager is the central application for managing contacts and company
accounts in Prophet. It also serves as the launching pad for personalized group emails, the sales
opportunity window, tasks, appointments, reporting and customization. It is divided into three
main sections: The Prophet Toolbar, the List View Window and the Prophet Data Window.
Toolbar
List View
Window
Prophet
Data
Window
For Prophet Professional and Enterprise users, the Contact Manager will have an additional tab in
the Data Window called Sales Automation shown below.
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CONTACT RECORDS
During the installation of Prophet, you were asked which Outlook Contact folder you wanted to
work with in Prophet. The contacts in the folder you select will automatically populate the
Prophet Contact Manager. The Outlook Contact folder you selected to work with is called the
Working Contact Folder.
ADDING AND DELETING CONTACTS
Adding a new contact:
There are multiple ways you can add a contact to your Contact Manager.
1.
Using the New Menu in Contact Manager
a. Click on the arrow to the right of the New button in Contact Manager.
b. Select New Contact.
c.
A blank contact item will appear. Fill out the information you have. If you are
using categories, you can add it at this time.
d. Click Save and Close.
e. This new contact will appear in your list of contacts in Contact Manager and it is
also saved to your working contact folder in Outlook.
NOTE
When creating a contact in Prophet, the contact saves to your Working Contact Folder in Outlook.
You can select which contact folder in Outlook is your Working Contact Folder. You can set it to
save the contact in a Public Contact Folder or any of your local contact folders. See the
SETTING WORKING CONTACT FOLDERS area of this User Guide to find detailed instructions on
setting this up.
NOTE:
After resetting a contact folder to one that has not previously been accessed by Prophet, it is
necessary to have Prophet recognize and import those new contact items, and to create company
records. This requires a resync of Contact/Company Data. This tool is available from the Prophet
‘Tools’ button drop-down menu items Resync Data Resync Contact/Company Data.
2.
Add a new contact directly in your Outlook contact folder
a. In Outlook, click on the contact folder you wish to add the contact to.
b. Click the New button in the upper left hand corner.
c. A blank contact item displays.
d. Fill out the information you have for the contact. If you are using categories you
can add it at this time.
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e. Click Save and Close in the Contact Item.
f. The contact you just created will appear in Contact Manager if the Contact
Manager is pointed to that specific folder in Outlook.
Keep personal contacts out of Prophet.
If you want to create a contact in Outlook, but don’t want the contact to carry over into Prophet,
you can mark the contact Private
Outlook 2003
Outlook 2007
Check the Private Check Box in the lower right corner of the Contact Item
Click the Private Lock icon in the Contact menu in the Contact Item.
To keep a contact out
of the Prophet, check
the private box on the
contact record. You
will see this contact in
Outlook but not in
Prophet.
Outlook 2003 Contact Item
Outlook 2007 Contact Item
Mark a group of contacts private at one time
1. In your Outlook Contact folder, click on the View menu, select Toolbars.
2. Make sure Standard and Advanced are selected.
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3. Select either the Phone list view or the By Category view.
4. Right click on the column header and select Field Chooser.
5. Select Miscellaneous from the Field Chooser drop down.
6. Click on the Private field in the listing and drag it to the column header in your contact
listing.
7. One of the columns now showing in your listing is the Private field. Scroll through your
list of contacts, checking the private box as needed.
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8. The contacts you mark private will not carry over into Prophet.
Deleting a contact in Contact Manager
1.
Working from Contact Manager
a. Right click on the contact record you wish to delete
b. Select Delete from the list.
c. You will get a warning screen that reminds you that removing the contact from
contact manager will also delete it from your Outlook contact folder.
d. Click Yes and the contact will be deleted.
NOTE
If you delete a contact in your Outlook contact folder, the contact will remain in Contact
Manager. You will have to delete the name in Contact Manager for the contact to be removed
from your listing in Prophet.
Deleting a contact using Prophet Server
There are two options for deleting contacts using Prophet Server and Clients.
1. Users can delete their own data from their own database and the Prophet Server
machine if they created the contact.
2. Users cannot delete data from the Prophet Server. You must delete from the Prophet
Server.
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To set
1.
2.
3.
4.
5.
6.
7.
the deleting permissions
Log onto Prophet Server.
Open Opportunity Manager.
Click Tools to open the Prophet Administrator.
Select the Prophet Data tab.
Find the Deleting Prophet Data section.
Select the option you want.
Click Close.
SETTING WORKING CONTACT FOLDERS
Prophet defaults to save all contacts created in Prophet to the folder you selected during your
installation process. If you use a public folder or a subfolder for your contact data rather than
your main contact folder, you can change the working contact folder.
1.
2.
3.
4.
Click on Contact Manger.
Click on the Tools button.
In the General tab, Click on the Working Contact Folder button.
Select from your folder list the contact folder you want your contacts to save to.
Once you change your working contact folder, and you create a contact in Prophet, the contact
will be saved in the contact folder that was selected as your Working Contact Folder.
The Offline Working Contact Folder allows you to select a default contact folder you would like
contacts to save to while you are offline. If working offline and you need to save contacts to an
offline public contact folder in your Favorites folder, this is where you would set it.
SCROLLING THROUGH YOUR CONTACT LIST
There are several ways to move through your list of contacts.
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1.
2.
3.
Use the horizontal scrollbar under the list of contacts.
Use the buttons on the right side of the list of contacts.
Click on a name in the list and start typing the name you wish to move to on your
keyboard and your cursor will move to the name you are typing.
If you need to highlight multiple names, hold down the Control key and click on contacts to add
specific contacts, or hold the Shift key and click to select groups of contacts.
Use can also use the “Search” button in the toolbar to look up contact items. Please see the
Prophet Search section of the User Guide for details.
VIEWING CONTACTS SORTED BY FIRST OR LAST NAME
In Contact Manager, your contacts are sorted by first name. If you prefer, you can view your
contacts sorted by last name. The sort can be set for ascending or descending order.
1.
Right click on any name in the list.
2.
Select Sort by Last Name.
3.
Select either Ascending or Descending order.
SHARING CONTACTS WITH OTHER PROPHET USERS
Sharing contacts using Prophet Server
For companies working with the Prophet Server Edition, Prophet Users have the option of viewing
contacts saved on their own machine or the option to view all contacts saved on the Prophet
server. For users where Prophet is installed and connected to the server, all contacts on their
machine will be saved to the Prophet Server, unless the contacts are marked private. These
contacts are available for all users connected to the Prophet Server to view. These contacts
aren’t downloaded to the individual computers so they are not available to edit unless they are
saved locally as well.
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PROPHET PROFESSIONAL EDITION
To view all contacts saved on the Prophet Server (Prophet Professional Edition)
1. Click on Contact Manager.
2. Click on the Filter button in the toolbar.
3. Check the box next to View All Server Data.
4. Click OK.
5. Your Contact manager will be populated with a viewable copy of all contacts saved on
the Prophet Server.
NOTE
If two users have the same contact saved on their own computers, the Prophet Server will pull
both contacts onto the server. The Prophet Server will now have two contact records for that
same contact name.
While viewing all contacts on the Prophet Server, you can view the contact in the Data Window.
If you double click to open the Contact Item, you will get a message asking if you would like to
create the contact. If you click Yes, the contact will be added to your own Working Contact
Folder in Outlook. The Prophet Server will not have a duplicate contact creating a contact from
an existing contact.
NOTE
To keep a contact saved in Outlook out of Prophet, mark the Contact Private. This will keep the
contact in your contact folder and it will not carry over into Prophet, and it won’t be saved on the
Prophet Server.
PROPHET ENTERPRISE EDITION
To view contacts on the Prophet Server (Prophet Enterprise Edition)
1. Click on Contact Manager.
2. Click on the Filter button in the toolbar.
3. Check the box next to Account Reps in the Contact Folder Section.
4. In the display window, you will see a listing of all the Prophet Users in your permission
group. (See the Prophet Administrator section of the User Guide to learn about setting up
permission groups)
5. Check the Account Rep names you want to view contacts for.
6. Click OK.
Sharing contacts using Public Contact Folders
For companies with a Microsoft Exchange Server, a public contact folder is available to share
contact information. A public contact folder can be created and all users in your group would be
able to view this contact folder in their folder list in Outlook. All members of the group can add
and modify contacts. You would all be working from the same contact folder in Outlook.
The Prophet Contact Manager can point to any Outlook contact folder, including public contact
folders. For groups that need to be able to share contacts as well as modify the contacts, using
a public contact folder works well.
Once a public contact folder is created, you can point the Contact Manager to read contacts in
the public folder.
1. Click on Contact Manager.
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2. Click on the Filter button.
3. Check Show Public Folders.
4. Your folder list will expand and show you all your public contact folders as well as your
local folders.
5. Check the public folder you wish to work with. Make sure you uncheck your personal
contact folder.
6. Click OK.
You will then want to set the public contact folder as your Working Contact Folder. See
instructions in the User Guide about setting up your Working Contact Folder.
CREATING GROUPS FOR YOUR CONTACTS
Groups using folders
When you install Prophet 5.0, you will be asked to select which contact folder in Outlook you
want to work with. This is your Working Contact Folder. The contacts that are displayed in
Contact Manager are those from contact folder you selected during installation. In Outlook, you
can create contact subfolders to help organize your contacts into specific groups.
Subfolders were created in outlook to create groups
for specific contact.
To create a contact subfolder in outlook
1. Right click on your main contact folder.
2. Select New Folder.
3. Name the folder and click OK.
After the subfolders are created in Outlook, you can access them through Contact Manager.
1.
2.
3.
Open Contact Manager.
Click on the Filter button.
Check the Outlook Contact Folder(s) you want Prophet Contact Manager to pull from.
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NOTE
If you have an Exchange Server, you can also access your public contact folders by checking the
Show Public Folders box. The folder list will now expand to show you your public contact folders.
Check the folder you wish to view.
Groups using categories
You can start to create groups for your contacts by using categories as well.
How to add a category to a contact (Outlook 2003)
1.
Open up a Contact Item.
2.
Click on the Category button in the lower right hand corner.
3.
Outlook has a list of standard categories to choose from. To add another category,
click on the Master Category List, type in your new category and click Add. It will
now be listed in the Available Category list.
4.
To assign a category to a contact, put a check mark in the box next to the category.
5.
Click OK.
6.
Save and close the contact. The contact is now assigned to the specific category you
checked.
How to add a category to a contact (Outlook 2007)
1.
Open Contact Item.
2.
In the Contact Menu, click Categorize.
3.
Select a category to assign to a contact.
4.
To rename and create new categories
1. Select All Categories form the Categorize menu.
2. Use the Rename button to edit an existing category name.
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3. Use the New button to create a new category and assign a color to category.
How to view a specific category of contacts
1.
2.
3.
4.
5.
In Contact Manager, click the Filter button.
In the Categories section, select the category you wish to work with. You can
check more than one category.
Click OK.
The Contact Manager will now be populated with the contacts assigned to the
category you are filtering by.
The Contact Manager will display this specific category until you click on the Filter
button again and uncheck the category you selected.
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How to delete a category from Prophet
1.
2.
3.
4.
Remove the category from all contacts.
Click on the Filter button in Contact Manager.
Right click on the category you wish to delete.
Select Delete.
VIEWING DATA FOR YOUR CONTACT RECORDS
The bottom portion of the Contact Manager Screen is called the Prophet Data View Window. The
Prophet Data Window introduces five new tabs for managing your contacts.
General – The General tab displays all critical contact information for a selected contact or
company. You can quickly view companies or contacts without opening and closing the
contact or company windows. The General tab is different when viewing a contact vs. a
company:
Contacts - General tab. The fields on this tab are the same fields that appears on the
Outlook Contact General tab. Double click on the contact name to open the Contact Item.
The texts in these fields are displayed in grey as a visual indicator that the fields are viewonly. The Prophet Data View General tab has a drop-down arrow adjacent to the company
name because Prophet allows contacts to be associated with more than one company.
Contact Notes- The Contact Notes tab will display any notes taken in the Contact Item
Notes section, but Prophet adds the ability to add a time and date stamped note. To enter a
time and date stamped note for a contact item, follow these steps.
1.
2.
3.
4.
Highlight a contact name in Contact Manager.
Click on the Contact Notes tab in the Data Window.
Type your notes in the ‘Enter Contact Notes’ field in the Contact Notes tab.
When you are finished typing your notes, select what type of note you are adding
from the Tracking Type drop down field to the right.
5. Click the Add Note and Track button.
6. The notes will be time, date and user stamped and will be moved to the Notes
section of the contact item. When you open the contact item, you will also see the
time and date stamped notes.
NOTE
Notes added to Contacts are separate from notes added to Opportunities or Companies. The
Contact Note will display in the Contact Notes tab in Contact Manager and in the Outlook Contact
item.
Opportunities – The Opportunities tab allows the user to track sales opportunities and
history at the company or contact level. By highlighting a name in the list view and clicking
the Search button, all opportunities associated with that name will be displayed. A maximum
of 15 opportunities is the default, but you can enter any quantity in the ‘Number to Display’
box. You can search for opportunities associated with the highlighted contact or company
name, or multiple names highlighted.
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1.
2.
3.
4.
From Contact Manager, highlight the contact(s) who you wish to view opportunities for.
Click on the Opportunities tab in the Data View Window.
Click Search.
The opportunities associated with the contact(s) you have highlighted will show in the
Opportunity tab.
5. Double click on the Opportunity you wish to view.
6. The Opportunity Window will display.
Activities – You can search for all Emails, Appointments or Tasks for a contact you have
highlighted.
1. To Search for Emails associated with a contact, highlight the contact name, click the
Activities tab, check the Filter By Email box and click Search.
2. To Search for Appointments associated with a contact, highlight the contact name, click
the Activities tab, check the Filter By Appointment box and click Search.
3. To Search for Tasks associated with a contact, highlight the contact name, click the
Activities tab, check the Filter By Tasks box and click Search.
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4. If you do not select a Filter and click the Search button, Prophet will search your
Desktop, My Documents and Mail for the name highlighted. To learn more about
Prophet Search, please read the Prophet Search section of the user guide.
You can search for activities associated with more than one contact if you click on one name,
hold down ctrl key and continue to click on contact names. In the Activities tab you will see the
‘Search Text’ field populate with both names and search for Emails, Appointments or Tasks
associated with both of the contacts.
Contact Files - If you have documents that you need to reference when working with a contact,
you can create a link to the document in the Contact Files tab.
1.
2.
3.
4.
5.
6.
7.
Highlight a Contact Name.
Click the Contact Files Tab.
Click Add.
Browse for the file.
Select the file and click Open.
The link to the file will be listed under the Contact Files tab.
To open the file, double click on the link and the document will open.
NOTE
This is a link to where the file is saved. If you move the file to a new location the link is broken
and you will need to create the link again.
If you are using Prophet in a team environment, other Prophet Users can access the file you
linked to the Company Record if the file that is linked is saved in a shared folder.
Sales Automation- (This is a feature for Prophet Professional and Enterprise Users only)
The Prophet Sales Assistant allows you to create emails messages, set up appointments and
create tasks for contacts based on the actions you have defined in the Sales Assistant tool. You
can set up the Sales Assistant to send carefully timed emails to your contacts, or to start creating
tasks automatically to remind yourself to make follow up phone calls. The Sales Automation tab
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in Contact Manager will show you all the Sales Assistant Items that are available to assign to your
contacts, what has been processed for the contact and what is set to process in the future.
For more information on setting up and using the Sales Assistant, please view the portion of the
user guide dedicated to the Sales Assistant.
COMPANY RECORDS
VIEWING COMPANY RECORDS IN CONTACT MANAGER
In Prophet Contact Manager you have the option of viewing your list of companies.
To access your company list:
1.
Click on the arrow to the right of the View button.
2.
Select Company.
SCROLLING THROUGH YOUR COMPANY LIST
There are a couple ways to move through your list of companies.
1.
Use the bar under the Companies.
2.
Use the buttons on the right and they will bring you to the letter you click on.
3.
Click on a name in the list and start typing the name you wish to move to. Your
cursor will move to the letters you type on your keyboard.
CREATING A COMPANY RECORD
There are two ways a new company record is created
1.
Creating company record through the Outlook contact form. When you create a new
contact record and fill in the Company text field in the Contact Item, a company
record is automatically created in Prophet.
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2.
You can create a new company record by using the New button in the Contact
Manager toolbar.
a. Click on the arrow to the right of the New button in the toolbar
b. Select New Company from the list.
c.
A blank company record will appear and you can fill out the information you have
for the company.
d. Click Save and Close and the company record you just created will appear in
your alphabetical listing of companies in the Contact Manager.
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ASSOCIATING CONTACTS WITH A COMPANY
There are three ways contacts are tied to a company record.
1. Contacts linked to a company by the way the company name is spelled in the contact
item.
a. Open New Contact Item, either in Contact Manager or in the in the Outlook
Contact Folder Prophet is working with.
b. Fill out the Contact, including the Company Name.
c. Save and Close the Contact.
d. The Contact will be linked to the company Record that matches the spelling in
the Company field in the Contact.
2. Create
a.
b.
c.
d.
e.
a new contact from the Company Record.
Open Company Record.
Click New Contact. 1
Fill out and save the Contact Item.
Back in the Company Record, click the Refresh button. 2
The contact will display in the Company Contacts tab.
NOTE
Be consistent with your company spelling to keep all contacts from one company under one
Company Record.
3. Associate a contact to an additional Company Record using the Add button.
a. Create a contact and it will automatically be linked to the company record you
spelled in the Contact’s Company Field.
b. In Contact Manager, open the Company record you want to associate the contact
to.
c. In the Company Contacts tab, click Add.
d. Check the contact name you want to associate with the company.
i. Scroll through the list. 1
ii. Type the name you are looking for in the Contacts field to narrow down
your search. 2
e. Click OK.
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WHAT IS INCLUDED IN THE COMPANY RECORD
At the top of the company record there are five tabs:
1
General Tab lists the Company Name, Phone, Fax, Website, and Address. The
Company ID is a number generated by Prophet and it cannot be changed.
2
Details Tab gives you the option to type in an alternative shipping address
3
Notes Tab allows you to type in any notes for the Company.
4
Categories tab allows you to assign a category to a Company Record.
5
User Tab 1, 2 and 3 are tabs for you to gather custom information. You can
customize this tab through the Prophet Administrator. Please see the section for
Prophet Administrator for instructions on customizing this tab.
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At the bottom of the company record there are two tabs:
1.
Company Contacts. You can associate your contacts with your company records.
See the section called ASSOCIATING CONTACTS WITH A COMPANY to learn about
linking contacts to company records.
2.
Company Account Reps- you can keep track of which Account Rep at your company
is working with this Client.
Prophet Standard and Prophet Professional Versions
a. Click on the Add button in the Company Account Reps tab.
b. Select from your list of contacts the name you want to associate as the Account
Rep.
c. If they are the primary account rep, click Primary Account Rep.
d. Click OK
Prophet Enterprise Version
e. Select Contact Manager, Company View.
f. Right Click on Company Name.
g. Select Assign to Account Reps.
h. A list will display of other Prophet users you have permission to view.
i. Check the name(s) to assign as an Account Rep to Company.
j. Click OK.
VIEWING CATEGORIES OF COMPANIES
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You can assign Categories to your Company Records. In Contact Manager, Company View
1.
Double click on the Company you would like to assign to a category.
2.
Click on the Categories tab.
3.
Check the category.
4.
Click Save and Close in the Company Record.
You can then filter the Contact Manager Company View by Category.
1.
Click Filter in Contact Manager.
2.
In the Categories section, check the category(s) you wish to filter by.
3.
Click OK.
VIEWING DATA FOR COMPANY RECORDS
Just as you could search for general information, opportunities, emails, appointments, tasks and
attachments around Contacts in the Contact Manager, you can also search on Companies.
Company - General tab. The Company General tab displays the company name and company
ID, and follows with data in sub-tab groupings. The General tab has company contact data; the
Details tab has shipping account and address data; a Notes tab provides a text box for making
notes; and the Categories tab lists all categories the company belongs to. The Company Contacts
tab lists all contacts that have been added to this company, and the Company Account Reps tab
displays any contacts added as Account Reps.
Company Notes The Company Notes tab will display any notes taken in the Company Record
Notes section. You have the ability to add a time and date stamped note. To enter a time and
date stamped note for a company record, follow these steps.
1.
2.
3.
4.
Highlight a Company name in Contact Manager.
Click on the Company Notes tab in the Data Window.
Type your notes in the ‘Enter Company Notes’ field in the Company Notes tab. 1
When you are finished typing your notes, select what type of note you are adding from
the Tracking Type drop down field to the right. 2
5. Click the Add Note and Track button. 3
6. The note will be time, date and user stamped and will be moved to the note section of
the company record.
Edit a Company Note
1. Open Company Record.
2. Click the Notes Tab.
3. Delete the note.
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4. Click Save and Close.
Company Opportunities
The Opportunities tab allows the user to track sales opportunities and history at the company
level. By highlighting a company name in the list view, selecting the Opportunities tab and
clicking search, all opportunities associated with that company will be displayed. A maximum of
15 opportunities is the default, but you can enter any quantity in the ‘Number to display’ box.
1.
2.
3.
4.
Highlight Company(s) Name.
Click on the Opportunities Tab.
Click Search.
All opportunities associated with the company(s) you have highlighted will be
displayed. Double click to open the specific Opportunity.
NOTE
When using Prophet Server + Clients, the Opportunity tab will display all opportunities on the
Prophet Server for the company highlighted when the client is connected to the Prophet Server.
Activities
You can search for all Emails, Appointments or Tasks for a Company you have highlighted.
1. To Search for Emails associated with a Company, highlight the Company Name, click
the Activities tab, check the Filter By Email box and click Search.
2. To Search for Appointments associated with a Company, highlight the Company
Name, click the Activities tab, check the Filter By Appointment box and click
Search.
3. To Search for Tasks associated with a contact, highlight the contact name, click the
Activities tab, check the Filter By Tasks box and click Search.
4. If you do not select a Filter and click the Search button, Prophet will search your
Desktop, My Documents and Mail for all Contacts associated with the Company
Record highlighted. To learn more about Prophet Search, please read the Prophet
Search section of the user guide.
Company Files
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If you have documents that you need to reference when working with a Company, you can
create a link to the document in the Company Files tab.
8.
9.
10.
11.
12.
13.
14.
Highlight a Company Name.
Click the Company Files Tab.
Click Add.
Browse for the file.
Select the file and click Open.
The link to the file will be listed under the Company Files tab.
To open the file, double click on the link and the document will open.
NOTE
This is a link to where the file is saved. If you move the file to a new location the link is broken
and you will need to create the link again.
If you are using Prophet in a team environment, other Prophet Users can access the file you
linked to the Company Record if the file that is linked is saved in a shared folder.
Sales Automation- (Prophet Professional and Prophet Enterprise Versions only)
The Prophet Sales Assistant allows you to create emails messages, set up appointments and
create tasks for contacts based on the actions you have defined in the Sales Assistant tool. You
can set up the Sales Assistant to send carefully timed emails to your contacts, or to start creating
tasks automatically to remind yourself to make follow up phone calls. The Sales Automation tab
in Contact Manager will show you all the Sales Assistant Items that are available to assign to your
contacts, what has been processed for the contact and what is set to process in the future.
For more information on setting up and using the Sales Assistant, please view the portion of the
user guide dedicated to the Sales Assistant.
CONTACT MANAGER TOOLBAR
View button drop-down list
Under the View button you have 4 options for viewing your contact manager
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1.
2.
3.
4.
Contact view
Company view
Contacts with Opportunities
Companies with Opportunities
NOTE
The last view, either by Contact, Company, Contacts with Opportunities, or Companies with
Opportunities will be saved as the view you see when you open up Contact Manager again.
FILTERING CONTACT MANAGER
Filter button
PROPHET STANDARD
• Filter Contact Manager by Contact Folders
• Filter Contact Manager by Categories
PROPHET PROFESSIONAL
• Filter Contact Manager by Contact Folders
• Filter Contact Manager by Name, City, State, Zip or Country. (Criteria)
• Filter Contact Manager by Categories
PROPHET ENTERPRISE
• Filter Contact Manager by Contact Folders or Account Rep. 1
• Filter Contact Manager by Name, City, State, Zip or Country. (Criteria) 2
• Filter Contact Manager by Category(s). 3
1.
Filtering by Contact Folders
Prophet Standard Version
• Check the Contact Folder you want Contact Manager to read from.
• Check Show Public Folders to expand your Contact folder list.
• Use the Refresh button to refresh your Contact Folder List. Used when you
create a new contact folder in Outlook.
Prophet Professional Version
• Check the Contact Folder you want Contact Manager to read from.
• Check Show Public Folders to expand your Contact folder list.
• Use the Refresh button to refresh your Contact Folder List. Used when you
create a new contact folder in Outlook.
Prophet Enterprise Version
Filter Contact Manager by Contact Folder or by Account Rep
• By Contact Folder 1
o Outlook Contact Folders will display in window.
o Check the Contact Folder you want Contact Manager to read from.
o Check Show Public Folders to expand your Contact folder list.
o Use the Refresh button to refresh your Contact Folder List. Use when
you create a new contact folder in Outlook.
• By Account Reps 2
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o
o
2.
The User Hierarchy will display for your Prophet Users. User Hierarchy
you view is based on the Permissions you set up in the Prophet
Administrator on the Prophet Server.
Check the Account Rep(s) you want to filter by.
Filtering by Criteria (Professional and Enterprise Versions only)
Contacts and Companies are displayed in Contact Manager if they match all the specified
fields on the Criteria filter.
NOTE
When viewing contacts, the value in the Name field is searched for in both the first and
last name. If it is present in either, the contact is displayed.
When viewing companies, the value in the Name field is search for in the company
name.
Contact Manager will continue to be filtered by your Criteria until you go in and remove
text from the Criteria section of the Filter Window.
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3.
Filtering by Category
a. In Contact Manager, click the Filter button.
b. In the Categories section, select the category you wish to work with. You can
check more than one category.
c. Click OK.
d. The Contact Manager will now be populated with the contacts assigned to the
category you are filtering by.
e. The Contact Manager will display this specific category until you click on the
Filter button again and uncheck the category you selected.
How to delete a category from Prophet
a.
b.
c.
d.
Remove the category from all contacts.
Click on the Filter button in Contact Manager.
Right click on the category you wish to delete.
Select Delete.
Filtering Screenshot- Prophet Enterprise
When a filter is applies in the Prophet Contact Manager Filtering window, you can see what
combination you are filtering on when in Contact Manager.
4. Hold your cursor over the Filter button.
5. The type of filtering is shown in the Filtering on display.
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Filter Combos in Filtering on view.
•
•
•
•
•
•
•
•
Contact Folder
Contact Folder and Categories
Contact Folder and Criteria
Contact Folder, Categories, and Criteria
Account Rep
Account Rep and Categories
Account Rep and Criteria
Account Rep, Categories, and Criteria.
Search button
Clicking the Search button in the Contact Manager Toolbar launches the Prophet Search window.
For information about Prophet Search, please see the Prophet Search section of the User Guide.
New Button drop-down list
Under the New button you have 4 options.
1.
Create a New Opportunity
2.
Create a New Opportunity with Contact/Company
3.
Create a New Contact
4.
Create a New Company record
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The Email drop-down list allows you to send a standard email or a group email.
• Send a standard email
1.
Highlight contact name(s) or company name that you want to email. To select
multiple contact or company name(s) from the list view, hold down the Shift or
Control key while clicking the names.
2.
Click the Email button
3.
The email addresses will populate the To field in the email.
4.
Compose email and click Send.
•
Send a group email using the group email wizard. See Group Email wizard section of the
User Guide.
The Appointment button adds an Outlook appointment to your calendar for the contact(s) or
company contacts highlighted in the List View, populating the Contacts field with the contact’s
names in the Appointment window.
1.
2.
3.
4.
Highlight one or more names and click the Appointment button
The Appointment Item Contacts field will be populated with the highlighted names.
Fill out the appointment window, click Save and Close.
The Appointment will show up on your Outlook calendar, on Prophet Today on the
day it is due and you can search for it in Contact Manager by highlighting the contact
name and clicking on the Activities tab and searching for Appointments.
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Highlight a
contact and click
on the
appointment
button. The
name of the
contact
highlighted will be
associated with
the appointment
in the Contact
field as shown
here.
Outlook 2003 Calendar Item
Outlook 2007 Calendar Item
The Task button adds an Outlook Task to your Tasks List for the contact’s names highlighted in
the List View, populating the Contacts field in the Tasks window with the contact’s names.
1.
In the list view, highlight one or more names and click the Task button, opening the
Task window.
2.
The Task window Contacts field will be populated with the highlighted names.
3.
Complete the other Task fields click Save and Close, and it will be added to your
Task list.
4.
This task will show up on your Outlook task pad, in Prophet Today on the day it is
due and you can search for it in contact manager by highlighting the name, selecting
the Activities tab and filtering your search by Tasks.
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Highlight a contact
and click on the task
button. The name
of the contact
highlighted will be
associated with the
task in the Contact
field as shown here.
The Reports button launches the Report Manager. Standard reports can be run, custom
reports can be created in the Reports Wizard, graphics modifications can be made to custom
reports in the Reports Designer, and other computer’s shared data can be remotely viewed in
Data Sharing. For more details please read the Reporting section of the User Guide.
The Tools drop-down list
Under the tools button you have the following options:
1.
2.
3.
4.
5.
6.
7.
8.
Prophet Administrator to configure the data sharing options.
Configure Products, to administrate Products Groups and Products.
Configure opportunity Window, to manage and customize the opportunity window.
(see Customizing the Opportunity Window portion of the user guide)
Import/Export Wizard, to launch the Import and Export Wizard utility.
Re-synch Data between Outlook and Prophet
Transfer Prophet data to the Prophet Server (for server edition users)
Receive Data, to import data received from other users.
Open the Sales Automation window (Prophet Professional and Enterprise Versions
only)
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NOTE
Moving contacts between folders in Outlook requires re-synching data in order for Prophet to
display the changes. To resync the data, click the arrow next to the Tools button and select
Resync Data, Resync Contact/Company Data.
SALES ASSISTANT AND WORKFLOW
Sales Assistant
Available with the
Prophet Professional &
Enterprise Editions
What is the Sales Assistant?
The Prophet Sales Assistant allows you to create emails messages, set up appointments and
create tasks for contacts based on the actions you have defined in the Sales Assistant tool. You
can set up the Sales Assistant to send carefully timed emails to your contacts, or to start creating
tasks automatically to remind yourself to make follow up phone calls.
Setting up Sales Assistant Actions
A Sales Assistant Action can be any of the following:
• An email action. An example is an email that will be sent out 2 weeks after you assign it
to a contact.
• A task action. An example is a task that will remind you to call a contact 3 weeks after
you assign it to a contact.
• An appointment action. An example is an appointment that prompts you to set up a
meeting with a contact 15 days after you assign it to the contact.
Steps to set up the Sales Assistant
Creating new templates
The first thing you will need to do is to start creating template emails, tasks and
appointments to assign to contacts.
1. Make sure you are using the Microsoft Office Word 2003 as your editor
a. In Outlook, from the Tools menu select options.
b. Click on the Mail Format Tab
c. In the Message format section, make sure that the box is checked next to Use
Microsoft Office Word 2003 to edit e-mail messages.
d. Click Apply and OK.
e. Go back into the Prophet Administrator and select the Prophet Actions tab.
2. In the Opportunity Manager or the Contact manager, click on the Tools button.
3. Click on the Sales Automation tab.
4. At the top of the Sales Automation Tab in the Template section, click on the New
button.
5. Fill in the Template Name.
6. Select from the Type drop down if this template is an appointment, email or task.
7. Click OK.
8. A new window will appear according to the type of template you selected.
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a. Email type- Compose your email, fill in the subject line and attach any
documents. You can include a salutation in the email template if you would like.
You can include the contact’s First Name, Last Name, Title and Suffix.
i. First Name- When you process the email, Prophet will populate the
contact’s first name into the email if you type (FirstName) in the email
template. For example, type Dear (FirstName) at the top of the email
template. When the email is processed and sent out, the recipient’s first
name will populate after Dear.
ii. Last Name- If you would like to include the recipient’s last name as well
as their first name use (LastName) in the template. For Example Dear
(FirstName) (LastName).
iii. Title- If you want the template to include the recipient’s title, type
(Title) in the template you are creating. When the Sales Assistant Action
is processed and the email is sent, in the location you typed (Title), the
recipients title will populate the email. For Example Dear (Title)
(LastName).
iv. Suffix- To include the suffix, type (Suffix). For Example Dear (Title).
(LastName) (Suffix). Dear Mr. Smith II
b. Task type- Fill in the task.
c. Appointment type- Fill out the appointment.
9. Click the Save Template button in the email, appointment or task that you are creating.
a. Outlook 2007, Save Template button found in the Add On tab in the Outlook
Item.
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b. Outlook 2003, Save Template button found in the Prophet Bar added in the
Outlook Item.
10. The template that you saved will appear in your template listing in the Sales Automation
tab in the Prophet Administrator.
11. Continue to create templates that you would like to set up as a Sales Assistant Action.
You can start setting up Sales Assistant actions with the templates that you created.
1. Highlight the Template you would like to set up as a Sales Assistant Action.
2. Click on the Assign button to the right of the Template portion in the Sales Automation
Tab.
Highlight the template and
click Assign to the right
3. In the ‘Assign Template to New Action’ window that displays, under Step 1 select
Assign Sales Assistant Action.
4. You can change the title of the action if you would like (i.e., introduction email, 2 week
follow up email, 3 week follow up task). This makes the action easy to identify when you
are assigning actions to contacts.
5. Select the type of action (Appointment, Email, Task)
6. Select how many days the action should be delayed after assigning this task to a contact.
If you are assigning an email to go out, do you want the email to go out the day you
assigned the action to a contact or do you want it to go out 7 days after you assigned
the action to the contact.
7. Click Save.
8. This Sales Assistant Action will be available for you to assign to contacts.
Assigning Sales Assistant Actions to contacts
To set up contacts with Sales Assistant Actions, follow these steps:
1. In Contact Manager, highlight a contact you would like to assign to an action.
2. Click on the Sales Automation tab in the Data Window.
3. Listed in this window you will see all of the actions you set up in the Prophet Actions tab
in the Prophet Administrator.
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4. Check all of the actions you would like to apply to the contact(s) you have highlighted in
Contact Manager. 1
5. Select the start date for the actions. 2 For each action you set up you defined a delayed
time. The action will take place after the start date you select here. (i.e., if the delay
time for an action is 5 days, the action will take place 5 days from the start date you
select here.)
6. Click Apply. 3
7. The Action(s) you checked and applied are now assigned to the contact and you will be
prompted to process the actions on the day they are due in the ‘Prophet Sales
Automation’ window.
What happens on the day the actions are due?
Every day when you open up Outlook, the Prophet Sales Assistant Window will open. This
window will allow you to process, snooze, or edit actions.
Here are all of
the emails,
tasks and
appointments
to process
today.
To start processing the actions that are due today, follow these steps:
1. You have several options before processing the action that are due to process today.
a. Click Process All and all emails will be sent out and all tasks and appointments
will be created.
b. Highlight an individual action and click Process. The email will be sent out or
appointment or task created for the specific action you selected.
c. Highlight an individual action or highlight several actions and click the Snooze
button. This action will snooze for a 24 hour period. The next time you open up
Outlook after the 24 hour snooze period, the Prophet Sales Assistant will be
populated with the actions you snoozed.
d. Click the Close button and all the item will sit in the Prophet Sales Assistant until
you process them. You can open up the Prophet Sales Automation window
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e.
when it is convenient for you by selecting Prophet Sales Automation from the
tools drop down menu in Prophet.
Checking the ‘Display each item before sending’ box will allow you to edit
the email before it is sent out, edit the task before it is saved and the
appointment before it is saved.
i. For tasks set up, you can highlight the task that appears in the Prophet
Sales Assistant window and display it before it is saved. This is when
you would select the due date for the task and then click Save and
Close. This task will be associated with the contact it was created for
and will show up in your Task Pad in Outlook and in Prophet today on
the day that the task is due.
ii. For appointments set up, you can highlight the appointment that
appears in the Prophet Sales Assistant window and display it before it is
saved. This is when you would select when you want the appointment
to be set or invite any attendees. This Appointment will be associated
with the contact you set this action up for and it will appear in your
Outlook Calendar and in Prophet Today on the day that is due.
iii. Displaying an email before you send it out allows you to edit and review
the emails individually before they are sent out.
iv. If you check ‘Display each item before sending’ and click Process
All, all items due for processing will open up and allow you to edit
before saving or sending.
Workflow
Workflow available with
Prophet Enterprise Edition
What is the Workflow Engine?
The Workflow Engine allows Prophet Users to set specific actions to occur as they are moving
their opportunities through their sales process. For example, as you move an opportunity from
one stage in your sales cycle to another, you can set the workflow engine to prompt a template
email to be sent to the contact.
Steps to set up the Workflow Engine
Setting up new templates
The first thing you will need to do is to start creating template emails, tasks and
appointments that will be sent out or created as you move your opportunity through your
sales process.
1. Make sure you are using the Microsoft Office Word 2003 as your editor
a. In Outlook, from the Tools menu select options.
b. Click on the Mail Format Tab.
c. In the Message format section, make sure that the box is checked next to Use
Microsoft Office Word 2003 to edit e-mail messages.
d. Click Apply and OK.
2. In the Opportunity Manager or the Contact manager, click on the Tools button.
3. Click on the Sales Automation tab.
4. At the top of the Sales Automation tab in the Template section, click on the New
button.
5. Select from the Type drop down if this template is an appointment, email or task.
6. Fill in the Template Name.
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7. Click OK.
8. A new window will appear according to the type of template you selected.
e. Email type- Compose your email, fill in the subject line and attach any
documents.
f. Task type- Fill in the task. You do not need to fill in the due date or the start
date. You will assign the due date as you process the task.
g. Appointment type- Fill out the appointment. You do not need to fill in the due
date. You will assign the appointment date when you set up the meeting.
9. Click the Save Template button in the email, appointment or task that you are creating.
10. The template that you saved will appear in your template listing in the Sales
Automation tab in the Prophet Administrator.
11. Continue to create templates that you would like to set up as Workflow.
NOTE:
If you have a customized signature that you use in your outgoing emails, and would like to
include it in your Workflow or Sales Assistant emails, simply copy and paste it at the bottom of
the Email Template and Save it.
Setting up Workflow Actions
A Workflow Action could be one of the following
• An email action- An example is an email that you would send out when moving your
opportunity through the different stages in your sales cycle. You can set a delay
period to the email if you would like.
• A task action- An example is a task that will remind you to call a contact 6 days after
you move an opportunity to a specific stage in the sales cycle.
• An appointment action- An example is an appointment that you will create when you
move an opportunity to a specific stage in the sales cycle.
You can start setting up Workflow Actions with the templates that you created.
1. Click on the Sales Automation Tab in the Prophet Administrator.
2. Highlight the Template that you would like to set up as a workflow action and click
Assign.
3. In the ‘Assign Template to New Action’ window that displays, under Step 1 select
Assign Workflow Action.
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4. You can change the title of the action if you would like.
5. Select the delay period you want to apply to the action. If you select 0, then the
template will display right away for you to process. If you assign a delay period, you will
be prompted to process the template in the ‘Sales Automation’ window on the day it is
due.
6. Select the stage you would like to apply this action to. The drop down list will show you
all of the stages you have defined in your sales cycle.
7. Click Save.
8. This workflow action will appear in your listing. Next time you move an opportunity to
the sales stage you assigned that action to you will be prompted to send out the email,
set the task, or create an appointment.
Applying Workflow to your opportunities
When you move an opportunity to a sales stage that there is a workflow action assigned to, click
on the Sales Stage button. You will be prompted to process the workflow action.
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After you move an opportunity
to different stage, click on the
Sales Stage button. If there is
a workflow associated with
that stage you will be
prompted to process it.
If there is a delay associated
with that action, you will be
prompted in the Sales
Automation window on the day
it is due to process.
1. If the action is an email:
a. Select the Sales Stage and click the “Sales Stage” button.
i. If the Workflow action does not have a delay period assigned to it, you
will see a screen that will ask you if you want to process the workflow
1. Click yes to process the action and the template email will
display. You may edit the email before sending or you can click
send.
2. The email that you sent will be in your sent items in Outlook and
also in the Opportunities Emails tab in the opportunity.
3. A note will populate the notes field in the opportunity. Select a
tracking type and click Add Note and Track. You will have a
note in your history that this email was sent via workflow.
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ii. If the Workflow action has a delay period assigned to it, the item will sit
in the “Workflow” tab in the Opportunity window. On the day there are
due to process, you will see them listed in the “Sales Automation”
Window.
1. Once you move the Opportunity to a new Sales Stage and click
the “Sales Stage” button, Click OK to process, then the Workflow
item will be saved to the opportunity.
2. To see the Workflow items on set for the Opportunity, click on
the “Workflow” tab in the Opportunity window. You will see the
date the item is due to process.
3. To remove a Workflow that is set to process in the future,
uncheck the box in the “To Do” column and click the “Apply”
button.
4. On the day the email is set to process, when you open Outlook,
you will see the “Sales Automation window appear. You can
close the window and open it again later if you want. To open
later, click on the arrow next to the “Tools” button in the Contact
Manager or Opportunity Manager and select “Prophet Sales
Automation”.
2. If the action is a task:
a. If the Task does not have a delay associated with it:
i. Click yes to process the action and the task template will display. You
may assign a due date for the task and fill in any details and save the
task.
ii. The task will be saved to your Outlook Task Pad and it will appear on
Prophet Today on the day it is due.
iii. A note will populate the notes field in the opportunity. Select a tracking
type and click Add Note and Track. You will have a note in your history
that this task was created via Workflow.
b. If the Task has a delay associated with it:
i. Once you click the “Sales Stage” button, you will be asked if you want to
process the workflow item for the opportunity.
ii. Click “OK” to process and the Workflow item will be saved to the
opportunity.
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iii. To see the Workflow items on set for the Opportunity, click on the
“Workflow” tab in the Opportunity window. You will see the date the
item is due to process.
iv. To remove a Workflow that is set to process in the future, uncheck the
box in the “To Do” column and click the “Apply” button.
v. On the day the task is set to process, when you open Outlook, you will
see the “Sales Automation” window appear. You can close the window
and open it again later if you want. To open later, click on the arrow
next to the “Tools” button in the Contact Manager or Opportunity
Manager and select “Prophet Sales Automation”.
3. If the action is an appointment:
a. If the Appointment Workflow does not have a delay associated with it:
i. Click yes to process the action and the appointment template will
display. You may select the day and time for the appointment, send it
out as a meeting request or attach any files. Click Save and Close or
Send if it is a meeting request.
ii. A note will populate the notes field in the opportunity. You will have a
note in your history that this appointment was created via Workflow.
b. If the Appointment Workflow does have a delay associated with it:
i. Once you click the “Sales Stage” button, you will be asked if you want to
process the workflow item for the opportunity.
ii. Click “OK” to process and the Workflow item will be saved to the
opportunity.
iii. To see the Workflow items on set for the Opportunity, click on the
“Workflow” tab in the Opportunity window. You will see the date the
item is due to process.
iv. To remove a Workflow that is set to process in the future, uncheck the
box in the “To Do” column and click the “Apply” button.
v. On the day the appointment is set to process, when you open Outlook,
you will see the “Sales Automation” window appear. You can close the
window and open it again later if you want. To open later, click on the
arrow next to the “Tools” button in the Contact Manager or Opportunity
Manager and select “Prophet Sales Automation”.
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To start processing the actions in the Sales Automation Window:
2. You have several options for processing the action that are due today.
a. Click “Process All” and all emails will be sent out and all tasks and appointments
will be created.
b. Highlight an individual action and click “Process”. The email will be sent out or
appointment or task created for the specific action you selected.
c. Highlight an individual action or highlight several actions and click the Snooze
button. This action will snooze for a 24 hour period. The next time you open up
Outlook after the 24 hour snooze period, the Prophet Sales Automation will be
populated with the actions you snoozed.
d. Click the close button and all the item will sit in the Prophet Sales Automation
until you process them. You can open up the Prophet Sales Automation window
when it is convenient for you by selecting Prophet Sales Automation from the
tools drop down menu in Prophet.
e. Checking the Display each item before sending box will allow you to edit the
email before it is sent out, edit the task before it is saved and the appointment
before it is saved.
i. For tasks set up, you can highlight the task that appears in the Prophet
Sales Automation window and display it before it is saved. This is when
you would select the due date for the task and then click “Save and
Close”. This task will be associated with the contact it was created for
and will show up in your Task Pad in Outlook and in Prophet today on
the day that the task is due.
ii. For appointments set up, you can highlight the appointment that
appears in the Prophet Sales Automation window and display it before it
is saved. This is when you would select when you want the appointment
to be set or invite any attendees. This Appointment will be associated
with the contact you set this action up for and it will appear in your
Outlook Calendar and in Prophet Today on the day that is due.
iii. Displaying an email before you send it out allows you to edit and review
the emails individually before they are sent out.
iv. If you check Display each item before sending and click “Process All”, all
items due for processing will open up and allow you to edit before saving
or sending.
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Editing Workflows
If you decide that the template associated with a workflow needs to be edited, you can make
that change in the Sales Automation Tab in the Prophet Administrator...
1. Click on the Tools button.
2. Click on the Sales Automation Tab.
3. In the templates section, highlight the template you wish to change.
4. Click on the “Edit” button.
5. Make necessary changes to the email, task or appointment template.
6. Click “Save Template”.
The template is now changed and the next time you process this action in an opportunity, you
will be prompted to send the updated template.
Sharing templates for use in Prophet Actions
To share a template with other users:
1. Go to C:\Program Files\Avidian Technologies\Prophet\Templates on your computer.
2. Select the template(s) you would like to share. To highlight more than one, hold down
your Ctrl key and click on the templates.
3. Right click on the highlighted group.
4. Select Send To, Mail Recipient
5. Send the email the recipient.
When you receive an email with templates, you can save them to your c drive and have then
available for use in the Sales Assistant and Workflow Engine.
To receive a template:
1. Right click on the attached file in the email.
2. Select Save.
3. Browse for C:\Program Files\Avidian Technologies\Prophet\Templates.
4. Click OK.
The template is now available for you to use and edit.
1.
2.
3.
4.
Click on Contact Manager.
Click on the Tools button.
Select the Sales Automation Tab.
You will now see the templates you saved listed under the template section of the
Prophet Actions tab.
5. To edit a template, highlight the template and click Edit.
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Part IV- OPPORTUNITY WINDOW
WHAT IS AN OPPORTUNITY?
An Opportunity is a progressive relationship between a buyer and a seller. An Opportunity is that
relationship with a customer that leads to a sale, a completed project, or a transaction. It is the
series of interactions that you wish to record.
You should create an opportunity for all of your leads. Every time you work with this contact,
you will want to access the opportunity. In this record, you are going to track your notes, you
will see a log of your email activity, your appointments and tasks will be tracked as well. You will
also be able to start tracking data in this window such as where they are at in the sales cycle,
revenue for this opportunity, estimated closed date and other information that you can
customize.
CREATING A NEW OPPORTUNITY
There are several ways to create opportunities.
1. From the Contact Manager’s context menu, viewing by Contact or Company
2. Using the New button
3. From an email
Create an opportunity in Contact Manager by Contact
You can create an opportunity in the Contact Manager by right clicking a contact or company
name and selecting “New Opportunity” from the menu.
1.
Go to Contact Manager
2.
Highlight to the contact or company you wish to create a new opportunity for.
3.
Right click on the contact/company
4.
From the list, select “New Opportunity with Contact/Company”
5.
A new opportunity screen will come up, but when done this way the name and
company are populated into the name and company fields.
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Create an opportunity using the New button in the Prophet toolbar
Clicking on the New button pulls up a blank Opportunity Window. You will need to attach the
Company and Contact records to the Opportunity.
1.
2.
3.
4.
5.
6.
7.
8.
Click New in the Prophet Toolbar.
An Opportunity Window appears. The Company and Contact fields will be empty.
Click Company at the top of the Opportunity.
A list of Companies will display. Find the Company name you want to associate.
a. Scroll through the list.
b. Type the name you are looking for in the Filter field to narrow down the list.
Highlight the company name you wish to associate to the Opportunity.
Click OK.
Notice the Contacts field will be populated with all contacts associated with the Company
you selected.
Add and remove contacts.
a. Click Contacts.
b. In the Folders section, Company Contacts will be checked.
c. All Contacts from that Company will be listed on the right and checked.
d. Uncheck the Contact(s) you don’t want to associate to the Opportunity.
e. Click OK.
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f.
To associate a contact from another company to an Opportunity, check the
Contact Folder your Prophet Contacts are saved in from the Folders list on the
left.
g. The Contacts list will expand to include all contacts in the Contact folder you
selected. 1
h. To narrow down your list, type the name you are searching for in the Contacts
field. 2
i. Check the Contact you want to associate to the Opportunity.
j. Click OK.
Create an Opportunity from an Outlook Email Item
Create an opportunity from an email – Outlook 2003
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With Prophet 5.0 installed, you will have the option of viewing the Prophet toolbar in your email
messages. In an email, you will see the Attach Email button and the Create Opportunity button.
You can create an opportunity directly from the email.
1. In your Outlook Inbox, open an email.
2. Click on the Create Opportunity button in the email.
3. If the contact that emailed you doesn’t exist as a contact in your records, a contact is
created.
Create an opportunity from an email – Outlook 2007
4.
5.
6.
7.
In your Outlook Inbox, open an email.
Click on the Add-Ins tab
Select the Create Opportunity menu item in the Custom Toolbars area.
If the contact that emailed you doesn’t exist as a contact in your records, a contact is
created.
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8. If a contact already exists, a new opportunity will be created for the contact.
9. The opportunity window will display and the contact will be associated with the
opportunity and the body of the email saved in the notes tab of the opportunity.
Create an Opportunity from an Outlook Contact Item
Create an opportunity from a contact – Outlook 2003
1. Open an Outlook Contact
2. Click on the Create Opportunity Button
3. A new Opportunity is created with the Contact and Company name associated with the
opportunity.
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Create an opportunity from a contact – Outlook 2007
1.
2.
3.
4.
Open an Outlook Contact.
Click the Add-Ins tab.
Click Create Opportunity.
A new Opportunity is created with the Contact and Company name associated with the
opportunity.
FILLING OUT THE OPPORTUNITY WINDOW
You opened up a new opportunity window and filled in the contact and company information.
You can continue to fill out the rest of the opportunity.
In the middle of the opportunity window, you will see a row of tabs.
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General Tab:
There are two columns with labels and drop down values associated with the label. All of these
labels in the general tab are customizable as well as the drop down values. (To read about
customizing the labels and values, please go to the Prophet Administrator section of the User
Guide.)
To select from the drop down list, click on the arrow to the right of the field and select the value
in the drop down list.
NOTE
The Estimated Close Date field must be a calendar value.
The Sales Revenue and Recur Revenue fields must contain numeric values.
The Reason field must contain text.
All other fields on the General tab are drop down fields.
NOTE
There are reports associated with values in the drop down for Sales Status. See the Prophet
Administrator section of the User Guide for more details on customizing these values.
NOTE
For users with Prophet Enterprise, the Sales Stage label will be a button for use in the Workflow
Engine. Please view the Workflow portion of the user guide for details.
Products/Services Tab
You can start tracking what Product or Service the Opportunity was created for. (Go to the
Prophet Administrator section of the User Guide to read about customizing Products and
Services).
To add a Product or Service to an opportunity:
1.
Open up an opportunity
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2.
3.
4.
5.
6.
7.
8.
Click on the Products/ Services tab
Click Add
Select the product/service group from the Select a Group dropdown.
Select Product or Service from the Select Product/Service dropdown.
Click Add
Click Close
If you want the price of the products you are adding to the Opportunity to populate
the General Tab Revenue field, click on the Update Sales Revenue button.
Contacts Tab
The contact tab displays the contact information for the contact(s) the opportunity is created for.
You can double click on the contact listed and the Contact Item will display.
You can add, remove or create a new contact with the buttons in this tab.
You can also select a primary contact for the Opportunity.
1. Add Contact- Associate an existing contact to an Opportunity
a. Click Add.
b. In the Folders section, Company Contacts will be checked.
c. All Contacts from that Company will be listed on the right.
d. Check the Contact(s) you want to associate to the Opportunity.
e. Click OK.
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f.
To associate a contact from another company to an Opportunity, check the
Contact Folder your Prophet Contacts are saved in from the Folders list on the
left.
g. The Contacts list will expand to include all contacts in the Contact folder you
selected. 1
h. To narrow down your list, type the name you are searching for in the Contacts
field. 2
i. Check the Contact you want to associate to the Opportunity.
j. Click OK.
2. Remove Contact – Remove a contact’s association to an Opportunity
a. Click the Contact you want to remove.
b. Click Remove.
3. New Contact – Create a new Contact Item
a. Select the Contacts tab in the Opportunity.
b. Click New Contact.
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c. Fill out the new Contact Item. Notice the Company Name is filled in.
d. Click Save and Close.
e. Contact is saved, now you need to add it to the Opportunity window using the
Add button.
4. Primary Contact – Designate Primary Contact for Opportunity
a. Select the Contacts tab in the Opportunity.
b. Right click on the contact you want to designate as the primary contact.
c. Select Set as Primary Contact.
Account Rep Tab
The name of the person creating the opportunity will automatically be listed as the account
representative. The name in this field is the Prophet Username.
Prophet Users connected to a Prophet Server you can add an additional Account Rep to the
Opportunity.
1
Select the Account Rep tab.
2
Click Add.
3
The Account Rep names for all your Prophet Users will be listed. Check the
Prophet User(s) you want to assign as Account Rep.
4
Click Primary Account Rep if desired.
5
Click OK.
6
If you want to add someone from your Contact list as an account rep, select
the folder where that contact item is stored
7
8
Use the Account Reps: field to type the name you want to add to filter the
list of contacts.
Check the contact(s) to assign as Account Rep.
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9
Click OK.
Set Primary Account Rep
You can assign more than one account rep to an Opportunity. To assign a Primary Account Rep:
1. Open Opportunity.
2. Click Account Reps tab.
3. Right click on Account Rep’s name.
4. Select Set as Primary Account Rep.
5. Save and Close Opportunity.
Company Information
You can view company phone, fax, website, address by clicking on the Company tab. To edit the
company information, you will need to open up the Company Record in Contact Manager.
User Tabs
The user tabs allow you to track additional information for your opportunity. There are 84
different labels and fields that you can customize. These fields can be text fields or drop down
fields. The data you collect on these three tabs you can pull into reports and you can also sort
by them in the Opportunity Manager. (To read instructions on how to customize the user tabs
and fields, view the section on Prophet Administrator in the User Guide.)
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At the bottom of an opportunity window you will see another row of tabs.
Notes Tab
This is the tab in which you will enter your notes for the opportunity.
1. Open the Opportunity Window.
2. Place cursor in the Enter Opportunity Notes field.
3. Type your notes.
4. Select from the Tracking Type what type of note you are adding.
NOTE
You can customize the Tracking Type drop down value in the Prophet Administrator. See the
Prophet Administrator section of the User Guide.
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5. Click Add Note and Track.
6. The note you typed will be moved down to the note history section of the Notes tab.
The note will be time and date stamped and tracked by the tracking type you selected.
Deleting Opportunity Notes (Online Enterprise Client and Server Edition Only.)
Before Prophet Users can edit/delete Opportunity Notes, the Prophet Administrator has to be set
to allow users to delete notes.
Prophet Administrator Setting
1.
Go to Prophet Server.
2.
Open Outlook, select Opportunity Manager.
3.
Click Tools.
4.
Click Prophet Data Tab.
5.
In the Edit or Delete Opportunity Notes section, select Allow users to edit or
delete opportunity notes.
6.
Close the Prophet Administrator.
Edit and Delete Opportunity Notes (Edit button visible when ONLINE only. Working offline, edit
button won’t be present)
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1.
2.
3.
Open Opportunity.
In the Notes tab, click Edit.
In the Edit/Delete Notes window, highlight the note you want to edit or delete.
a. Edit – Edit Note window will display. Make changes and click OK.
b. Delete – Note will be deleted from the Note tab.
Tracking History Tab
By clicking on the tracking history tab you can see a list view of the type of activity you had
related to the opportunity. This information is pulled directly from the tracking type you are.
You can easily review the dates and times the notes were entered and the type of note.
You can view how many phone conversations, emails, appointments and mail activity you had
with the client.
The tracking history has two columns
1.
Date/Time Added
2.
Tracking Type
You can sort by these two columns by clicking on the column header.
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Opportunity Emails Tab
Managing emails associated with opportunities
All emails that you send out from the Opportunity Window using the email button will be linked
to the opportunity and will be displayed in the Opportunity Emails tab.
Click on the email button at
the top of the Opportunity
Window to send an email.
Sending an email out from the Opportunity Window:
1.
Click on the Email button in the Opportunity Window.
2.
If you have more than one contact associated with the Opportunity, the Select
Contacts window will display. Check the contact you want to email and Click OK.
3.
4.
5.
6.
An Email Item will display with the email address auto populated.
Fill out the email and attach any files
Click Send.
The email will be in your sent items in Outlook and you will be able to view that
email in the opportunity window by clicking on the Opportunity Emails tab.
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NOTE
To make sure the email displays in the Opportunity Email tab, make sure you are pointed to your
Inbox and Sent Items and any other folder you are storing your emails in. In the folder list,
check the folders you want to search in.
NOTE
Prophet Clients connected to a Prophet Server with Exchange will be pointing to a Public Email
folder called Opportunity Emails. This is an email folder holding a copy of all emails associated
with Opportunities. This allows you to view not only your own emails associated with an
opportunity, but other Prophet User’s emails as well.
Attaching an incoming email to an opportunity - Outlook 2003
To attach an email to an opportunity:
1. Open email.
2. Click on the Attach Item button.
Attaching an incoming email to an opportunity - Outlook 2007
To attach an email to an opportunity:
3. Open email.
4. Click on the Add-Ins tab
5. Click Attach Item.
6. A list of your opportunities will display. Highlight the opportunity you wish to attach the
email to.
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7. Click Attach in the lower right hand corner.
8. To attach the email and open the opportunity, click the Attach and Open Opportunity
button in the lower right corner.
9. The email will be linked to the opportunity in the Opportunity Emails tab.
10. For users of the Prophet Server Edition with Exchange, a copy of that email will be saved
in the public folder called Opportunity Emails.
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Opportunity Calendar Tab
All appointments you create in the Opportunity Window will be listed out in the Opportunity
Calendar Tab. You can also associate appointments created outside of an opportunity to the
opportunity.
Managing appointments associated with opportunities
Creating an appointment in the Opportunity Window.
1.
Open the Opportunity.
2.
Click on the “Appointment” button at the top of the Opportunity.
All appointments that you create by
clicking on this button will show up in
the following places:
1. Your Outlook calendar
2. Prophet Today on the day it is due
3. Listed in the Opportunity Calendar
tab in the Opportunity window you
created the appointment in.
3.
4.
5.
6.
If you have more than one contact associated with the Opportunity, the Select
Contacts window will display. Check the contact you want to associate with the
Appointment and Click OK.
Fill out the Outlook Calendar item.
a. Attach any files.
b. Invite any attendees.
Click Save and Close.
That Appointment you just created will show up in the following places
a. Your Outlook calendar
b. In Prophet Today on the day that it is due
c. In the Opportunity Calendar Tab at the bottom of the Opportunity Window you
created it in.
All appointments you create
by using the Appointment
button at the top of the
Opportunity Window will be
listed here after you click
the “Search” button.
Attaching appointments on your Outlook Calendar to an Opportunity –
Outlook 2003:
If you create an Appointment directly on your Outlook Calendar or you accept a meeting request,
you can associate that Appointment to any Opportunity you have saved.
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Steps to associate an Appointment that was created in your Outlook Calendar to an Opportunity.
1. Open the Appointment.
2. Click on the Attach Item button in the Appointment.
Outlook 2007:
1. Click the Add-Ins tab
2. Click on the Attach Item menu item
Click on the “Attach
Item” button to attach
an Appointment created
in Outlook to an
Opportunity.
All Outlook versions:
1.
2.
3.
4.
A list of your opportunities will appear in the “Attach Appointment” Window.
Highlight the Opportunity you wish to attach the Appointment to.
Click on the “Attach” button to attach the Appointment to the Opportunity.
Click on the “Attach & Open Opportunity” button to attach the Appointment and open up
the Opportunity.
5. For users of the Prophet Server Edition with Exchange, a copy of that Appointment will
be saved in the Public Folder called Opportunity Calendar.
Opportunity Tasks Tab
Managing tasks associated with opportunities
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Click on the task button
at the top of the
Opportunity Window to
create a task.
All tasks you create in an Opportunity will be associated with the Opportunity and will display in
your Outlook task folder and also in Prophet Today on the day they are due. You can also attach
tasks that were created directly in Outlook to an Opportunity.
Creating a task in the Opportunity Window
1.
Open up the Opportunity.
2.
Click on the Task button at the top of the window.
3.
If you have more than one contact associated with the Opportunity, the Select
Contacts window will display. Check the contact you want to associate with the
Task and Click OK.
4.
Fill out the subject line and due date in the Task.
5.
Click Save and Close.
6.
The Task you just created will show up in the following places:
a. Outlook Task Folder.
b. In Prophet Today if the Date range is set to include the due date for the task.
c. In the Opportunity Task tab (at the bottom of the Opportunity Window) when
viewing the specific Opportunity that the Task is associated with.
All tasks that you
create by using the
Task button at the top
of the Opportunity
Window will be listed in
the ‘Opportunity Tasks’
tabs output area.
NOTE
If you delete a task from Outlook, the task will not appear under the Opportunity Task tab.
Attaching a task created outside of an opportunity to an opportunity –
Outlook 2003:
1. Open up a task that was created outside of an opportunity.
2. Click on the Attach Item button in the toolbar in the task.
Outlook 2007:
3.
4.
All
5.
6.
7.
Click the Add-Ins tab
Click the Attach Item button
versions:
A list of your opportunities will display.
Highlight the opportunity you wish to associate the task with.
Click on the Attach button to attach the task.
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8. Click on the Attach & Open Opportunity button to attach the task and open the
opportunity.
9. For users of the Prophet Server Edition with Exchange, a copy of that task will be saved
in the Public Folder called Opportunity Tasks.
Opportunity Files Tab
If you have documents that you need to reference when working on an Opportunity, you can
create a link to the document in the Opportunity Files tab.
15.
16.
17.
18.
19.
20.
21.
Open up the Opportunity.
Click on the Opportunity Files tab.
Click the Add button.
Browse to the location where the file is located.
Select the file and click “Open”.
The link to the file will be listed under the Opportunity Files tab.
To open the file, double click on the link and the document will open.
NOTE
If you move where the file is saved, the link will be lost and you will have to create a new link to
the opportunity.
Resizing the Opportunity Window
If you would like the Opportunity Window to be larger or smaller, you can do so by clicking on an
outside corner of the Opportunity Window and dragging your cursor until the window is the size
you like. Every time you open an Opportunity Window, it will appear the size you selected.
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Click on any
corner in the
Opportunity
Window and
drag your
mouse until
it is the size
you like.
OPPORTUNITY QUOTES (Enterprise Edition only)
Create a quote from the Opportunity Window by using the Quote button. Products or services
associated to the Opportunity will populate the quote template. You can customize the quote
template to include your logo and company name. Once you generate a quote for an
Opportunity, a note is tracked and a link to the quote is generated in the Opportunity window.
Note
Currently the Prophet Quote process only supports Excel 2000-2003 formats.
Customize the quote template used in Opportunity Quotes.
1. Open Opportunity Manager.
2. Click Tools to open the Prophet Administrator.
3. On the General tab in the Prophet Administrator, locate the Configure Quote section.
4. Under Please select the template file to be used, you will see a path to the file.
5. Click Browse next to the File field to save the quote template to a different location.
The file can be saved in any local, network or removable drive but the file needs to be
accessible during the generation of a quote.
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6. Click Edit next to the File field to edit the standard quote template. Insert your logo and
7.
8.
9.
company name or other information needed for the template.
Click the ? button to open the Quote Help document explaining the Prophet to excel data
mappings.
Under Please specify a location where quotes are to be saved, click Browse.
Select a location where you want quotes to be saved. This can be any local, network or
removable drive but the location needs to be accessible when you generate a quote.
Prepare an Opportunity Quote
1. Open the Opportunity Window.
2. Associate Products or Services to the Opportunity.
3. Click Quote at the top of the Opportunity Window.
4. Enter a unique file name for the quote in the Create a Quote window.
5. Click Create Quote.
6. The Excel Quote template will display. The Sold To, Ship To, Date, Sales Person and
product information will populate the template.
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7. Save the excel file and the file is saved in the location you specified in the Prophet
Administrator.
8. A time and date stamped note is taken in the Opportunity Notes tab.
9. A link is created to the quote in the Opportunity Files tab. Double click the link to open
the quote.
LOOKING UP OPPORTUNITY RECORDS
When working with your prospects, you may want to look up their Opportunity so you can
reference your notes, add new notes, start tracking detailed information, or update the record.
You can look up opportunities from the Contact Manager, Opportunity Manager or from any
email, task or calendar item the opportunity is associated with.
Retrieving Opportunities from Contact Manager
1. Open the Contact Manager view.
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2.
3.
4.
5.
In the display area, highlight the contact or company the opportunity is associated with.
Click on the Opportunities tab in the data window.
Click Search.
Double click the Opportunity you wish to open.
To look up an Opportunity for a
contact, highlight the contact
name, click the opportunity tab
below and click “Search”.
Retrieving saved Opportunities from Opportunity Manager
The Opportunity Manager lists all of the opportunities you have created, or that are assigned to
you. Double click on any opportunity and the Opportunity window will be displayed.
To read more about sorting and filtering your opportunities, go to the Opportunity Manager
section of the User Guide.
Retrieving saved Opportunities from any associated Outlook Contact, Task. Email or
Calendar Item.
NOTE:
The association to an opportunity is per item. If you have an appointment, task or email item
that was not created in Prophet, selecting the “Opportunities” button will not open an
opportunity.
You should, therefore, remember to make these assignments from within Prophet, which will
then create an association to an opportunity.
If only one Opportunity is associated with the Outlook Item, that Opportunity will open. If more
than one Opportunity is associated with the Outlook Item, you will see a listing of the associated
opportunities. Double click to open the specific Opportunity.
Outlook 2003:
You can look up saved Opportunities directly from your Outlook Calendar, Task, Email or Contact
item by clicking on the “Opportunities” button found in the Outlook item.
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Outlook 2007:
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Retrieving Opportunities in Prophet Today
Prophet Today will list all of the tasks and appointments that you have due today. If the task is
linked to an opportunity, you will be able to move directly from the Task or Appointment listed
directly into the Opportunity Window.
1. Click on the Avidian Prophet folder in your Outlook Folder List
2. At the bottom of the window you will see a list under “Today’s Activities” of the tasks and
appointments due today.
3. Right click on a task or appointment and select Open Opportunity or click the “Open
Opportunity” button.
4. The Opportunity the task is associated with will be displayed.
NOTE
The association to an Opportunity is per item. If you have an item that was not associated to an
Opportunity, you should make these assignments from Prophet to keep the association.
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PART V- OPPORTUNITY MANAGER
An Opportunity is a progressive relationship between a buyer and a seller. An Opportunity is that
relationship with a customer that leads to a sale, a completed project, or a transaction. It is the
series of interactions that you wish to record.
The Opportunity Manager lists out all the opportunities you have created.
VIEWING YOUR OPPORUTNITIES
1. Filtering your opportunities
You can filter your view of opportunities in the Opportunity Manager by using the drop
down filters at the top of the window. You can filter by the following values:
a. Sales Status
(Available with all versions of Prophet)
b. Company
(Available with all versions of Prophet)
c. Sales Stage
(Available for Prophet Professional and Prophet Enterprise users)
d. Sales Type
(Available for Prophet Professional and Prophet Enterprise users)
To filter, select from the drop down and click the “Display” button.
Screenshot of Prophet Personal - Client - Opportunity Manager
Screenshot of Prophet Enterprise - Client - Opportunity Manager
2. Sorting your opportunities
You can sort your opportunities by clicking on the column headers in the Opportunity
Manager.
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ADDING AND REMOVING COLUMNS IN THE OPPORTUNTIY MANAGER
You can choose which columns you are viewing in the Opportunity Manager.
1.
2.
3.
3.
Right click on an opportunity listed in the Opportunity Manager.
Select Choose Columns from the drop down list.
The Column Selection screen will display.
Under the Available Columns side of the screen you will see the fields you can add to the
Opportunity Manager.
4. Highlight a field on the left and click the Add button in the middle. The field will be
added to the Opportunity Manager.
5. On the right hand side you have the ability to arrange how the columns appear in the
Opportunity Manager.
a. The field at the top of the list will appear on the left side of the Opportunity
Manger
b. To rearrange the columns, highlight a field and use the Move Up and Move Down
buttons at the bottom of your column listing.
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The window to the left
will allow you to select
which columns you want
to display in the
Opportunity Manager.
In this window you can
customize how the
columns are arranged
from left to right in the
Opportunity Manager.
RESIZING AND RESORTING COLUMNS IN THE OPPORTUNTIY MANAGER
You can customize the order in which the columns in the Opportunity Manager are displayed and
the width of each column.
To customize the width of a column:
1. In the Opportunity Manager, click your cursor between two column headers and move
the column to the width you prefer.
2. Once all your columns are sized, right click on any opportunity and select “Save
Preferences”.
3. Next time you open up the Opportunity Manager, your columns will be displayed with
your preferences.
To reorder your columns displayed in the Opportunity Manager:
1.
2.
3.
4.
Right click on an opportunity listed in the Opportunity Manager.
Select Choose Columns from the drop down list.
The Column Selection screen will display.
On the right hand side under Show columns in this order, you will see all the columns
displayed in the Opportunity Manger.
5. The field at the top of the list will appear on the left side of the Opportunity Manger
6. To rearrange the columns, highlight a field and use the Move Up and Move Down buttons
at the bottom of your column listing.
7. To preserve your preferences from session to session, press the F12 key on your
keyboard, or right click in the Opportunity Manager display area and select ‘Save
Preferences’.
IMPORTING OPPORTUNITY DATA
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The Prophet Import Export Wizard allows you to import data from Microsoft Excel into Prophet to
create Contacts, Companies and Opportunities.
Step I - Prepare the Import File
The Import wizard will pull data into opportunities from a specific Excel format. The Import
Template can be found in C:\Program Files\Avidian Technologies\Prophet and the Excel
file is named ‘Prophet Data Import Template’. The Excel file is populated with column
headers for Contact Name, Company Name, Description, Opportunity Sales Stage, Opportunity
Status, Opportunity Description and many more. Your data must be filled out in this specific
format, and the worksheet name ‘Sheet1’ must not be changed.
In the ‘Opportunity Description’ column you may want to type something descriptive such as
‘Imported’, so when you are viewing your list of Opportunities in Opportunity Manager, you can
sort by Description and easily identify which opportunities you imported.
If you are filling in the Excel Import Template with data that is to import into an Opportunity
Drop Down field, the specific field name you are importing must exactly match the data you have
in the Opportunity Drop Down, otherwise the field will be blank in the Opportunity. For example,
if your drop down values for Sales Status in the opportunity are Active, Lost, Won,
Cancelled and you try to import the value of ‘Import’ into the Sales Status field, the field will
be blank because the value you are trying to import doesn’t match the drop down values for
Sales Status.
NOTE
There are several column headers that are identified as ‘REQUIRED’. Each of these fields must
have a data entry for proper importing into Prophet. Without an entry in these fields, the
Contact, Company and/or Opportunity will not be created.
Step II
1.
2.
3.
- Import the Opportunity Data
Select the arrow next to the Tools button in the Opportunity Manager Toolbar.
Select Import and Export Wizard.
Select Import Data and Click Next.
4. Browse for the file you are importing.
5. Click the Import Button.
6. The Contact will be created if it didn’t exist. It will be saved in your Working Contact
folder in Outlook and also in Contact Manager.
7. The Opportunity will be created and listed in Opportunity Manager.
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IMPORTING PRODUCT DATA (Prophet Professional and Enterprise Edition only)
1.
2.
3.
4.
5.
Open Opportunity Manager.
Click the arrow Next to the Tools button in the Opportunity Manager Toolbar.
Select Import and Export Wizard.
Select Import Product Data, click Next.
Open the import template by double clicking under The import template can be
found at: to open the Prophet Import Product Data Template.
Prophet Import Product Data Template
6. Prophet Import Product Data Template has six columns that import directly into the
Opportunity Product Window.
Opportunity Product Tab
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7. Type or paste your product data into the appropriate column header in the Prophet
Import Product Data Template. Product Group and Product Name Columns are
required for the data to import.
8.
9.
10.
11.
12.
13.
14.
15.
16.
Save and close the Prophet Import Product Data Template.
Open Opportunity Manager.
Click the arrow next to the Tools button.
Select Import and Export Wizard.
Select Import Product Data, click Next.
Click Browse.
Select the Prophet Import Product Data Template.
Click OK.
From the Worksheet to Import drop down field, select the worksheet from the Excel
file you prepared containing your product data for import.
17.
18.
19.
20.
21.
Click Import.
Open an Opportunity Window.
Click the Product/Services tab.
Click Add.
Select the drop down field for Group and notice your imported Product Groups.
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22. Select the drop down field for Product/Service and notice your data import.
NOTE
If the product group and product name already exist in the product listing, then the import will
update the existing record.
If the product does not exist, then it will be added to the database.
If product group does not exist then it will be added to the database.
NOTE
Prophet Server Users, import the Product Data on the Prophet Server Machine. Sync Client
Machine to the Server
SHARING OPPORTUNITY DATA WITH OTHER PROPHET USERS
Peer to Peer Sharing
Peer to Peer sharing allows Prophet Users on the same network to view each other’s Opportunity
Data. The Opportunities are saved on the individual computers. You are able to view the
Opportunity Data saved on another computer when each computer is on and connected. If the
computer you are sharing with is turned off or not connected to the network, you cannot access
their Opportunity Data because the data is saved on the computer that is not available.
Through the Prophet Administrator you can control whether you are allowing the remote user to
only view your data or if you are allowing them to add notes and make changes to your
opportunities.
• Read Only Access allows remote users to only view your Opportunity Data
• Read and Write Access allows remote users to add notes and change drop down values
in the Opportunity.
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Please see the Prophet Administrator section of the User Guide to learn how to set up Peer to
Peer Sharing.
Viewing Contacts associated with Opportunities in Peer to Peer Sharing
With Peer to Peer Sharing you will be able to pull up and view Opportunities saved on another
computer in your network. Included in the Opportunity is the contact information for the
contacts associated with the opportunity. You will be able to only view the contact information
by clicking on the Contacts Tab in the Opportunity window. This information is Prophet-specific
data, and is not automatically saved to your computer without user input. If one Prophet user
goes offline, this data will, therefore, not be available to the other Prophet users.
If you double click on a contact associated with an opportunity, you will get a message that says:
This contact currently exists on the computer you are sharing with. If you would like a copy of
this contact on your computer, select ‘Yes’. This will create an actual Contact record in your
Working Contact Folder for your use, and is now available on your machine.
You will not be able to associate additional contacts to an Opportunity saved on another
computer, as you will notice that the Contact and Company buttons are grayed out. This is an
access level form of security. To fully enable this feature, you would need to have a Prophet
Server in your organization that stores all Prophet data and allows full sharing of Prophet data
(based on server settings).
Reporting with Peer to Peer Sharing
When you run reports in Prophet while you have Peer to Peer Sharing set up, Reports will include
the opportunity data for the remote computers you are sharing with as well as your own.
Remember that if the computer you are sharing with is offline, you will not see their
Opportunities and their data will not show in your reports.
If the Opportunity configuration is different on the computers that are sharing, when you run
reports you will see the entire drop down values for all the different configurations. To keep the
opportunity information consistent, you will want to make sure all users are on the same
configuration.
Customized Opportunity Windows with Peer to Peer Sharing
The Opportunities you are viewing remotely reflect the Opportunity template from the computer
they were created on. If you customized the Opportunity Window on your computer it does not
change the labels or drop down values on the remote computer. You can share your custom
template with other users by using the Import/ Export wizard in Prophet.
Sharing your Opportunity Template with other Prophet Users:
1.
Configure the Opportunity Window on your computer. (see user guide for details)
2.
Select Import and Export Wizard under the tools button.
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3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
Select Export Prophet Configuration Data.
The file will be saved on your computer.
Email the file to other Prophet Users.
When they receive the file, they need to save the file.
Select Import and Export Wizard under their tools button
Select Import Prophet Configuration Data.
Click Next.
Browse to where the file is saved.
Click receive
The Opportunity window will now reflect the drop down values and labels in the
template you sent them.
Comparing Peer-to-Peer Sharing and Prophet Server
Peer-to-peer users can view data based on the local Prophet database. Other connected
computers can allow opportunities to be viewed and/or edited based on local settings.
The Prophet Server Edition allows your company to store all contact, company and opportunity
data on a central Prophet machine that is running the Prophet Server software edition. When a
Prophet user saves an opportunity, it is saved to the server. Users have the ability to view their
own AND other user’s opportunities at any time because the information is saved on the server.
The server software has levels of filtering for data privacy and usage, so all Prophet users can
also view other users contact data, based on the settings (this can be turned ON/OFF by the
administrator in the Prophet Administrator application).
Sharing opportunities with Prophet Server- Professional Version
For users with the Prophet Server- Professional Version installed, you have the option of viewing
all opportunities saved on the server. When users that connected to the Prophet Server create
opportunities, the opportunity is saved on their local machine and also on the Prophet Server.
To view all opportunities saved on the Prophet Server:
1.
Open up Opportunity Manager.
2.
Put a check in the box next to view all server data (this only shows for Prophet
users connected to a Prophet Server).
3.
Your Opportunity Manager will now be populated with all opportunities that were
created for all Users connected to the server.
4.
Uncheck the view all server data to return to only the opportunities saved on your
machine.
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Sharing Opportunities with Prophet Server- Enterprise Version
For users with the Prophet Server- Enterprise, you have the ability to set up permission groups.
If you have permission to view Opportunity Data for another Prophet User you will need to click
the Account Rep button in the Opportunity Manager toolbar.
1. Click on the Account Rep” button.
2. Check the Prophet User names you would like to view Opportunity Data for.
3. Click OK.
4. Your Opportunity Manager will display opportunities based on the Account Reps you
selected.
For information about setting up Permission Groups, please see the Prophet Administrator portion
of the User Guide.
Reassigning Opportunities to Account Reps - Prophet Enterprise Version.
If you need to reorganize your sales department, you can reassign their Opportunities to new
Account Reps by following these steps:
1.
2.
3.
4.
Highlight the opportunities you want to reassign.
To remove any Account Reps currently assigned to Opportunities:
a.
Right click on the Opportunities.
b.
Select Remove from Account Reps.
c.
Check the Account Reps you need to remove from the Opportunities.
d.
Click OK.
To assign new Account Reps to the Opportunities:
a.
Right click on the Opportunities.
b.
Select Assign to Account Reps.
c.
Check the Account Reps name
d.
Click OK.
The Opportunities will now display for the Account Rep it has been assigned to.
a.
The Account Rep will see the opportunities listed in their Opportunity Manager
as long as they are connected to the server.
b.
To save opportunities to your local machine for offline use:
i. Highlight the opportunities
ii. Right click on the group
iii. Select Transfer Data, Save data to local machine
Emailing opportunity data to other Prophet Users
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You can email your opportunities to other Prophet users.
1.
Open Opportunity Manager
2.
Highlight the opportunities you wish to email
a. To highlight a group of opportunities, click on the first one, hold down the shift
key and click on the last opportunity.
b. To highlight several individual opportunities, click on one, hold down the ctrl key
and click on the additional emails you wish to highlight.
3.
Right click on the selected group of Opportunities.
4.
From the list, select Transfer Data- Send Data via Email.
5.
This will create an email with the data saved as an attachment. Fill in the email
address and click Send in the Email Item.
Receiving opportunity files and importing them into Prophet.
1.
You will receive an email that has an attachment.
Copy or drag the
attachment to your
Desktop or other local
folder
2.
3.
4.
5.
6.
7.
Save the attached file.
Open Opportunity Manager.
Click on the drop-down arrow next to the Tools button and select Receive
Opportunity Data.
Browse for the file you saved and click Open.
Click Receive at the bottom of the screen.
Your Opportunity Manager will be populated with the Opportunities in the file.
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NOTE
Multiple Opportunities will all be sent in a single attachment.
If you send someone an Opportunity and they modify it and send it back to you, if you save it
back to your computer, it WILL overwrite the existing Opportunity Data with the newer data.
WORKING WITH PROPHET OFFLINE
Working with Prophet offline with Prophet Server
All opportunities that you have saved on your computer will be available to you when working
offline. When you are updating and creating opportunities offline, the next time you open up
Prophet when you are online, the modified opportunities on your computer will automatically
populate the Prophet Server.
To save opportunities on the Prophet Server to your machine:
1. Open Opportunity Manager.
2. Use the drop-down filters to select ‘All’ opportunities saved on the server that you have
rights to view or use the filters to select those of interest to you.
3. Highlight the opportunities that you wish to save to your computer.
4. Right click on the selection.
5. Select menu items: Transfer Data \ Save Data to Local Computer.
6. When you disconnect from the server the opportunities you selected will be available for
you to view and modify or update.
Offline/Online Sync Button (Prophet Enterprise Edition only)
The Offline/Online Sync Button allows remote users the ability to control connection state to the
Prophet Server. When selected, updated contact, company and opportunity data will be sent to
the Prophet Server.
Click Work Offline and Prophet will not attempt to connect to the Prophet Server. When
working offline, the Work Offline button will look orange. If you hold your cursor over the Work
Offline button, the tooltip will read Click to set Prophet Online.
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To connect to the Prophet Server and work online, click Work Offline again and the button will
display normally. Prophet will continually attempt to connect to the Prophet Server.
NOTE
Each time you open Outlook, the Online/Offline status will persist. If you close Outlook with
Prophet set to work offline, next time you open Outlook, you will continue to work offline until
you click the Work Offline button again.
Send Data button
If you have the work offline button enabled, clicking Send Data will connect you to the server,
update the Prophet Server with your latest information and then disconnect you from the Prophet
Server. It leaves your connection setting unchanged.
PART VI- PROPHET TODAY
Prophet Today is a folder that gives you an overview of your opportunities, your activities and
provides resources to help you get started using Prophet.
Prophet Today is separated into 3 sections:
1. Dashboard
2. Activities
3. Help & Tutorials
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1. Dashboard- Expand the Dashboard section and you will see summary reports on your
Opportunities with the Sales Status of Active.
a. Pipeline by Sales Stage Report –
i. Shows you how many active opportunities you have in each sales stage
and the sum of the sales revenue associated with the opportunities in
each stage.
ii. The pie chart shows how many of your active opportunities you have in
each sales stage.
b. Sales by Est. Close Date and Probability Report –
i. Shows you how much revenue you can expect from your pipeline based
on the estimated close date and probability.
ii. Days column corresponds to the Est. Closed Date in an opportunity.
iii. Gross column corresponds to the Sales Revenue field in an opportunity.
iv. Revenue column corresponds to Sales Revenue when multiplied by the
Rep Probability field in an Opportunity.
v. The chart shows the portion of your pipeline set to close in 15 days, 30
days, 45 days etc.
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NOTE
Professional Server Edition
Client sees only their own data, the server sees all data in the Dashboard reports.
Enterprise Server Edition
Use the Account Reps button in the Dashboard section to select which Account Rep’s data you
want to display in the report. When you click Account Reps, you will see the Prophet Users in
your permission group. Permissions are set on the Prophet Server.
c. Sales Quota by Account Rep- (Prophet Enterprise Edition only)
The quota reports are available when connected to the Prophet Server. This report shows your
Account Reps total monthly quota vs. the total opportunity WON where they are an account rep.
Use the Account Rep button in the Dashboard to select which Account Reps you want to see in
the Sales Quota report.
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d. Dashboard Toolbar
i.
ii.
iii.
iv.
v.
vi.
Refresh button 1
Print the Dashboard Reports 2
Print Layout 3
Page Setup 4
Save Dashboard Reports. 5
Change the display size for the Prophet Dashboard Reports 6
2. Activities – Expand the Activities section of Prophet Today to see all of your tasks and
appointments.
a. Set the Begin Date and the End Date (1 & 2), then click Apply Dates 3.
b. Appointments and Tasks with due dates that fall in the Begin and End date range
will display. These Tasks and Appointments are also on your Outlook Calendar
and Outlook Task list.
c. Click on the column headers to sort by Due Date, Type, Subject, and Opportunity
Description.
d. Right click on a task and you have the option to mark the task complete, delete
the task or go directly into the opportunity the task is associated with.
e. Highlight a Task or Appointment in your Activities section and Click Open
Opportunity and the Opportunity associated with the Outlook Item will display.
f. Highlight a Task or Appointment in your Activities section and Click Open
Outlook Item and the Outlook Task or Outlook Appointment will open.
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NOTE
If the Outlook task or calendar item was not created using Prophet from an opportunity, there
will not be an Opportunity associated to that specific item, even though the contact or company
has an existing Opportunity. To associate any item to an opportunity, open the item and select
‘Attach Item’, either from the item’s Prophet Toolbar (Outlook 2003), or from the Add-Ins tab \
Attach Item button (Outlook 2007).
3. Help & Tutorials –
a. Prophet Help -This section provides links to helpful information such as Help
Files, Prophet User Guide and training information.
b. Prophet Tutorials - This section provides easy access to Online Prophet
Tutorials. These tutorials will walk you through many frequently asked questions.
PART VII- GROUP EMAIL WIZARD
Sending a Group Email in Avidian Prophet
Using the Group Email Wizard, you can send an individual email to a group of people at once.
1. Open Prophet.
2. You can select the recipient list from either the Contact Manager or the Opportunity
Manager.
a. Using the Contact Manager to send a group email:
i. Highlight the names of the people you wish to email. To highlight the
whole group, click on the first name, hold down the shift key, click on
the last name in the list. To select individuals from the list, click on the
first name, hold the ctrl key down and click on the people you wish to
select.
ii. Right click on the group of names and select Send Group Emails or
you can click on the drop down arrow next to the email button and
select Send Group Emails. The Group Email Wizard will appear.
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b. Using the Opportunity Manager to send a group email:
i. Sort your opportunities and highlight the group of opportunities you wish
to email by clicking on one opportunity, hold down the shift key and
clicking on the last opportunity in the group you wish to email. (note: the
email will go to all the contacts listed for that opportunity)
ii. Right click on the group that is highlighted
iii. Select Send Group Emails from the list
iv. The Group Email Wizard will appear.
The Group Email HTML Wizard contains 3 tabs- Recipients, Message and Finishing Steps
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c.
The Recipients Tab lists out all of the people that will be receiving your email.
i. To delete a name from the list, highlight and click Remove.
ii. To add a name to the list, click Add Recipient and select from your
contact list.
d. Message Tab is where you are going to start composing your email. You can
choose to send either html or text based emails.
i. HTML email: The HTML message provides a lot of flexibility in terms
of color and design for any email. You can create a flyer and send it as
HTML in the email. If you’ve ever received emails with pictures in the
email, that is an HTML email. Not everyone will be able to read your
HTML message because not everyone will be able to see the formatting.
It depends on the browser they are using and the type of email editor
and settings they are using.
1. The default setting is Send an email with images or html.
2. Click on the Next Button at the bottom of the window
Please proceed to **HTML Email section, below
ii. TEXT email: The text email message looks like a standard email, and
everyone can receive a text-based email message. You do not get the
benefit of pictures and graphics, but everyone has the opportunity to
read it. You can attach files to the email.
1. Click on the radio button labeled Send a text based email.
2. Type the subject line for your email.
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3. Type or copy and paste text into the body of the email under the
subject line.
4. Click on the Next button and it will bring you to the Options
tab, which is unique to text-based emails (not HTML emails).
e. Options Tab
i. Options Tab – Text Based Email
1. When composing a Text based email, you will have the option to
include a salutation in the email. Check the Include
Salutation checkbox to include a salutation. Select from the
drop down menu which salutation you wish to use.
2. You can select message importance in this window as well.
3. At the bottom of the screen you will have to option to add an
attachment. Click the Add button and browse for the file.
4. Click Next.
5. The email will show an un-editable example of the email that will
be sent, using the first name in your list of recipients, including
the Salutation, if you selected one. If you wish to edit it, select
the Back button to revise
6. If it looks correct, then Click the Send button in the lower right
hand corner of the Group Email Wizard, ‘Yes’ in the Group Email
Confirmation and the email will be sent out individually to the
recipients.
f.
Preview Tab
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i. To preview how the email will look, click you can click on the Preview
Tab. Each recipient will receive an individual email that will look like the
one you are previewing. (The Preview tab is also unique to text-based
emails).
ii. Click on the Send button in the lower right hand corner.
iii. You will see the emails in your sent items in Outlook.
g. **HTML Email
i. You will have the option of including a salutation in the HTML email.
Check the Include Salutation checkbox and select from the drop down
menu the salutation you want to use.
ii. Click on the Open Email button and compose your email. If you
selected a salutation, this is where you would view it.
iii. Enter a Subject in the email, and compose the email by typing or a cut
and paste from another document.
iv. You may also paste in a signature if you normally use one in out-going
business mail by opening a New email from Outlook, copying and
pasting your signature into this Group Email template.
v. Click Send in the email after you have composed it and the email will go
out to the first person on your recipient tab.
1. Click the Send button in the lower right hand corner of the
Group Email Wizard and the email will be sent out individually to
the rest of your recipients.
NOTE
If you select your recipient list from Opportunity Manager, a note will be added to the Notes tab
for the Opportunities selected for the Group Email. The note is time and date stamped with the
tracking type of Group Email.
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NOTE
Get used to creating and sending an email before trying to send them to real contacts. Test your
emails with your email address first. Be sure it is what you want to send. Make your changes in
the Group Email Wizard window. Once you’ve sent it you can’t take it back!
PART VIII- PROPHET SEARCH
You have the ability to search your email, documents and Prophet Data using the Prophet
Search. Prophet Search incorporates Microsoft Windows Desktop Search.
When searching in Prophet, you can search files in all indexed locations. By default, Desktop
Search indexes your e-mail files and files saved in the My Documents folder. However, you can
have Desktop Search index other locations, including mapped network drives.
To start a search, open up Opportunity Manager or Contact Manager
1. Click on the Search button in the toolbar and the Prophet Search window will display.
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2. Type the key word you are searching for in the ‘Search Text’ box.
3. Filter your search by using the ‘Filter By’ section.
a. Prophet Data will search in Opportunities, Company and Contact records
b. Selecting Contacts, Emails, Appointments and Tasks will search in your
Outlook Folders on your machine.
c. Selecting Communications will search Emails, Appointments and Tasks.
d. Selecting Documents, Spreadsheets or Power Point will search in those
specific documents.
e. Selecting Images will search for images and video files.
4. Click the Search button and your results will display.
5. Double click to open search result.
6. Use the Prophet Bar in Prophet Search to take more action or right click on the search
result.
a. Attach Item - Attach email item, calendar item or task item to an opportunity.
Attach Item window will display.
b. Create Opportunity – Create an Opportunity for company, contact or email in
the search results.
i. From a contact or company, a new Opportunity Window will display.
ii. From an email, if the contact doesn’t exist, the contact will be created
first and then the contact will be associated to an Opportunity Window.
c. Opportunities – Display Opportunities for contact, company, email item,
contact item or calendar item in the search results.
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NOTE
Windows Desktop Search incorporates ‘full text search’. This means that you should enter a
complete word to search on. For example, ‘smi’ will not return data associated to ‘Smith’.
Filtering your search
When you click the Search button and you haven’t specified any filters, Prophet will default to
search all available data.
If you filter by Prophet Data, the search will look for the ‘Search Text’ in the following locations
in Prophet.
Prophet Data Searchable Fields
Company and Contact information
tblcompanyaddr:
Tblcompany: (Company
(company and contact
item)
addresses)
accountnum
compaddr
compname
compcity
compphone
compstate
compfax
compzip
compwebsite
compcountry
compnotes
unused1
unused1
unused2
unused2
unused3
unused3
unused4
unused4
unused5
Tblcontact (contact
item)
contactname
email1
email2
email3
title
firstname
middlename
lastname
unused1
unused2
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unused5
tblcompanyUtility:
(company user-defined
fields when it is a
textbox)
unused1
unused2
unused3
unused4
tblcontactnotes (contact
notes)
notes
unused3
unused4
unused5
UtilityValue
unused5
busiphone
homephone
cellphone
fax
website
jobtitle
suffix
department
Opportunity
Information
tblincidentnote (Oppty
notes)
note
unused1
unused2
unused3
unused4
unused5
tblutility (drop down
values that are used in
oppty or company)
typevalue
unused1
unused2
unused3
unused4
unused5
tblproduct (products)
productname
tblutilitytype (drop down
values that are used in
oppty or company)
typeid: unique id
productdesc
productprice
extra
unused1
unused2
unused3
unused4
unused5
typename
displayname
columnname
unused2
unused3
unused4
unused5
tblincident (oppty item)
tblIncidentUtility:
(oppty window userdefined fields, ONLY
when it is a textbox)
unused1
unused2
unused3
unused4
unused5
incidentdesc (oppty
description)
reason
unused1
unused2
unused3
unused4
tblproductgroup
(product groups)
groupname
groupdesc
groupprice
extra
unused1
unused2
unused3
unused4
unused5
Tblincidentattach
(oppty
attachments)
createuser
attachname
unused1
unused2
unused3
unused4
unused5
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unused5
UtilityValue
CONFIGURING SEARCH FOR ADDITIONAL LOCATIONS AND FOLDERS
If you filter your search by Contacts, Emails, Appointments, Tasks, Communications, Documents,
Excel Spreadsheets, Power Point or Images, the Windows Desktop Search will look in your e-mail
files and files saved in the My Documents folder only.
You should set up Windows Desktop Search to expand the search to look in additional folders
such as Public Outlook folders or Shared File folders where you may save documents.
To configure Windows Desktop Search to search additional locations:
1. Open Windows Desktop Search (Start, All Programs, Windows Desktop Search)
2. Click on the dropdown icon in the upper right hand corner.
3. Select ‘Desktop Search Options’.
4. Select the Indexing section.
5. Select ‘Custom Folders and e-mail locations’ and click the Browse button
(screenshot below)
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6. In the ‘Windows Desktop Search Locations’ window, expand the drives and check
the folders you would like to search.
7. To search in any Outlook Public Folders, you will need to set the specific Public Folder up
in Cached mode. Instructions below.
HOW TO: SET UP PUBLIC FOLDERS IN CACHED MODE / SET UP OFFLINE FOLDERS
These configuration steps will allow you to set up cached folders, and create a Favorites folder
against a Microsoft Exchange server for use while you are offline (not connected to your office
network).
I.
Set up cached folders
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a. In Outlook, go to Tools, Send/Receive, Send/Receive Settings, Define
Send/Receive Groups (or select: Ctrl+Alt+S)
b. In the ‘Send/Receive Groups’ Window, double click on a group containing an
Exchange Server Account and then click Edit to open the ‘Send/ Receive
Settings, - All Accounts’ window.
Double click on All Accounts
or any name containing an
Exchange Server Account
Click here to set
up Cached Mode
Make sure this box
is checked
c.
In the ‘Send/ Receive Settings, - All Accounts’ window, check the box next
to ‘Make folder home pages available offline’.
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d. Click on the Account Properties button to set up Cached Exchange Mode.
e. Click on the ‘Advanced’ Tab in the Microsoft Exchange Server window.
f. Check Use Cached Exchange Mode and Download Public Folder
Favorites.
g. Click Apply and the OK buttons in the ‘You must restart Outlook for these
changes to take effect’ prompt, and in the ‘Microsoft Exchange Server’
window.
h. Click OK in the ‘Send/ Receive Settings – All Accounts’ window.
i. Close the ‘Send/Receive Groups’ window.
j. Restart Outlook.
II.
Move your Public folder to the new ‘Favorites’ folder
a. In your Folder List in Outlook, scroll down to the Public Folder Section.
b. Expand your Public Folders and you will see a ‘Favorites’ Folder.
Under the Public Folders,
you will see the
Favorites Folder
c.
This ‘Favorites’ folder will be available to you offline so you will need to drag the
Public folder you want to include in the search into this Favorites folder.
i. Click on the Public folder in the folder list you wish to make available
offline.
ii. Drag that folder to the Favorites folder and drop.
iii. Under the Favorites folder you will now see the folder you just copied.
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You can move your public
contact folder under the
Favorites folder to be available
while you are working offline.
iv. When you reconnect to the Exchange Server, the contacts will
automatically update the Public Folder.
III.
Select the folder you want available offline
a. In Outlook, go to Tools, Send/Receive, Send/ Receive Settings,
Send/Receive Groups.
b. In the Send/ Receive Group window, double click on a group containing an
Exchange Server Account and then click Edit.
c. Under the Folder Options section of the All Accounts Window, expand the Public
Folders and the Favorites and put a check in the boxes next to the contact
folders you wish to see offline.
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Make sure the contact
folders you would like to
see offline are checked
d. Click OK.
e. Click close in the ‘Send/ Receive Settings – All Accounts’ window.
IV.
Set Windows Desktop Search to search the folders you just cached to your Favorites
folder.
a. Open Windows Desktop Search.
b. Click on the dropdown icon in the upper right hand corner.
c. Select Desktop Search Options.
d. Select the Indexing section.
e. Select “Custom Folders and e-mail locations” and click Browse.
f. In the ‘Windows Desktop Search Locations’ window, click on the plus sign
next to ‘My Email’, click on the plus sign next to Outlook, click on the plus sign
next to Public Folders and check the folders you want to search.
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g. Click OK in ‘Windows Desktop Search Locations’ window.
h. Click OK in the ‘Window Desktop Search Options’ window.
VIEWING SEARCH RESULTS
To search for information associated with key words open up the Prophet Search window.
1. Click the Search button in the Contact Manager Toolbar or in the Opportunity Manager
Toolbar.
2. Type your key word(s) in the Search Text field and click Search.
a. To search a and b type “a” and “b” in the Search Text field.
b. To search for a or b type “a” or “b” in the Search Text field.
3. Your search results will be listed.
4. To sort your search results, click on the column header.
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Click on any column header
to sort search results.
5. To open the item, double click on the search result.
6. To filter your search, use the ‘Filter By’ section in the Prophet Search window.
a. Check Prophet Data to only search your Prophet Database (for searchable
fields please see the Prophet Data Searchable fields section of the user guide).
b. Check Contacts, Emails, Appointments or Tasks to search Outlook Contacts,
Emails, Calendar, and Task items.
c. Check Communications, Documents, Spreadsheets, Power Point or
Images to search your folders for the checked documents. Windows Desktop
Search defaults to only search your ‘My Documents’ and your ‘Desktop’. To
configure your Windows Desktop Search to expand the search to other drives,
please see the ‘Configuring Search for Additional Folders’ section of the
Prophet User Guide.
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PART IX- PROPHET ADMINISTRATOR
CUSTOMIZATION OF THE OPPORTUNITY WINDOW
The Opportunity Window can easily be customized to fit your business through the Prophet
Administrator. In a Prophet Server and client environment, customization must be performed on
the server. Once all configurations are complete, connected clients should resync data.
In Prophet single, client-only configurations, customization can be done on the local machine.
In Prophet Peer-To-Peer environments, one user should make the customizations and then email
the Import and Export Wizard. Please see the area ‘Customized Opportunity Windows
with Peer to Peer Sharing’ of this user Guide.
The fields that can be customized:
1.
General Tab in Opportunity Window
a. All the labels on this tab are customizable.
b. The drop down values associated with the labels is customizable.
c. You can set fields to be required before an Opportunity is saved.
Standard Drop Down
Values and Label.
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Customized Drop Down
Values and Label
2.
User Tab 1, User Tab 2, User Tab 3
a. There are 28 labels on each tab that can be customized
b. The fields associated with the labels can be either a text field, drop down list or a
date field.
c. Hide the fields you aren’t using.
d. The information you are gathering on the user tabs can be pulled into Prophet
Reports through the Report Wizard.
Standard User Tab 1
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Customized User Tab 1
3.
Products/ Services Tab
The Product Groups and Products can be added to your Opportunities. These can be
configured to your reflect your company’s product line.
In Prophet Enterprise Edition, quotes can be generated for the Opportunity based on
the Products associated with the Opportunity.
Steps to customize your Opportunity window (General Tab, User Tab 1, 2, & 3 and
Products / Services labels)
1.
2.
In Contact Manager or Opportunity Manager, click on the Tools button in the Prophet
Toolbar.
Click on the Opportunity Window tab.
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3.
4.
5.
On the left side of the window under “Edit Field” you will have Opportunity Fields,
Product/ Services Window and User Tab 1, 2, & 3 listed.
Click on the plus sign next to the tab you would like to edit.
The labels available on that tab will be listed.
Drop Down values
associated with
the “Sales Type
Label.
6.
7.
8.
Double click on the label you wish to change
In the Edit an Opportunity Field window, type the Field Name you want to use.
Check Make this field mandatory box if this field should be required before the
Opportunity is saved.
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9.
10.
11.
12.
Click OK
The label will be changed.
This applies to the Opportunity Fields, the three User Tabs and the labels in the
Product/ Services Window.
To Customize the drop down values in the Opportunity Fields:
a. Click on the label you wish to customize drop down values for.
b. On the right hand side of the screen you will see a list of the values.
c. Click on the value you wish to remove and click delete
d. To add a value to the list, click on the Add Value button.
e. When you open up an opportunity, the labels and drop down values will reflect
your changes.
Highlight the Value you wish to edit.
Click on these buttons to either Edit
or Delete. Click Add Value if you
want to add a value to the listing.
NOTE
The listing in the drop down will be sorted alphabetically. If you want them to appear in a
certain order, type a number in front of the value.
For proper sorting, use 01, 02, etc if more than 9 are to be created.
13.
User Tab Field Types
a. When customizing the fields on the user tabs you can select the field type.
i. Text Box
ii. Drop Down Box
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iii. Date Field
b. In the Edit an Opportunity Label window, select from the Field Type Drop
Down.
c. Click OK.
Configuring Prophet’s Customizable Fields on a Prophet Server
If you have implemented a server version of Prophet, you will need to customize the Opportunity
Window on the Prophet Server machine. When the customization is complete on the server, the
client machines will need to resync.
1.
Customize the Opportunity window on the Prophet Server.
2.
On Client machine, select Opportunity Manager.
3.
Click on the arrow next to Tools.
4.
Select Resync Data, Resync Opportunity/Product Config.
NOTE
When customizing the Sales Status drop down, be careful not to delete Active, Won
and Lost. These labels are tied to reports. Please read below for details.
Prophet comes with standard drop down values associated with Sales Status. When customizing
the Sales Status Drop down there are a couple things to keep in mind. Some of the standard
reports that are included in Prophet gather data for reporting from these drop-down values.
The standard values in this drop down to be careful of when customizing:
Active- Pipeline forecast category reports will report on all opportunities marked with the status
Active. If you are going to change this field, make sure you change this value to
something that means the same thing as active, such as “open” or “prospect”.
Won-
Reports in the Account Sales category report off of all opportunities marked with the
status of Won. If you are going to change this value, make sure you change this label
to a term that means the same thing, such as “Closed”. The date you move an
opportunity to the Status of won, Prophet marks that date as the closed date for
reporting.
Lost-
Reports in the WonLoss category report off of all opportunities marked with the status of
Lost. If you are going to change this value, make sure you change the label to a term
that means something similar to lost, such as “Rejected”. The date you move an
opportunity to the Sales Status of Lost, Prophet marks that date as the closed date for
reporting.
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CUSTOMIZATION OF THE COMPANY WINDOW
In the company record there is a user tab that is available for you to customize. To customize
these fields:
1.
2.
3.
4.
5.
6.
Click on the Tools button in the Prophet toolbar.
Click on the Company Window Tab.
On the left side of the screen, click on the plus sign next to User Tab 1
Double click on any of the labels, label 1 through 24.
In the Label Name field, type in the new label name.
In the Field Type field, select if you want the field to be text or a drop down.
a. If you select drop down you will need to assign drop down values to this label.
b. Back in the Company Window tab, highlight the label you changed.
c. Click on the Add Value button.
d. Type in the name a drop down value.
e. Continue to add drop down values.
f. Notice the values are sorted alphabetically. If you want the values to list in a
certain order, type a number or a letter in front of the value.
CUSTOMIZATION OF PRODUCT GROUPS AND PRODUCTS
1
2
3
In Contact Manager or Opportunity Manager, click on the Tools button in the
Prophet menu bar.
Click on the Product Groups/ Products Tab
On the left you will have the list of all your Product Groups.
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4
5
6
7
Click the Add button to add a new group.
To change the name of a group, highlight the group name and click Edit.
To delete a group, highlight the group name and click Delete.
To add products to the groups.
a. Highlight the Product Group.
b. Click Add Product.
c. Fill in the fields and Click Add.
d. If you are finished adding, click Close.
e. These products will now be available on the Product/Services tab in the
Opportunity Window.
The product labels can be customized. For example you can change the “Price” column to “cost”
if you would like. See instructions above for customizing the Opportunity Window.
Clients - Resync Product Configuration Data
After the server has completed configuration changes, the Prophet client machines should
resynchronize to the server to ensure that all changes are populated on their machines. If
Outlook is restarted, this process normally does not require user action. However after large
changes, clients should pull down the new configurations.
1. On each Prophet client connected to the server, click the drop-down arrow next to the
Tools button in Opportunity Manager or Contact Manager
2. Select the Resync Data menu item;
3. Click the ‘Resync Opportunity/Product Config Data’ menu item
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SETTING UP PROPHET SHARING
Prophet 5.0 has three levels of data sharing:
1.
No Sharing
2.
Peer to Peer Sharing
3.
Use a Prophet Server to share data.
Setting up Peer to Peer Sharing
To set up Peer to Peer Sharing
1. Click on the tools button on the Prophet Toolbar. This opens the Prophet
Administrator’s “General” tab.
2. Check the radio button next to Use Peer to Peer Sharing.
3. Check Allow others to view my Prophet data.
4. Select if you want the other users to have Read Only Access or Read and Write
Access.
5. Check the box for View Prophet data from the following computers.
6. Click on the Add button
7. Select the computer you would like to share with in the listing.
8. If you don’t know the name of the computer you are sharing with:
a. Go to the computer in question.
b. Go to the start button on your computer and right click on “My Computer”.
c. Select Properties.
d. Select the Computer Name Tab.
e. The name of the computer will be listed next to Full Computer Name.
Select the
type of
access you
want to
allow.
Click Add to
select the
computer you
wish to share
with.
To access other Prophet User’s Opportunity Information once sharing is set up.
1. Open up the Opportunity Manager
2. The Opportunities for the other Prophet user will be listed in your Opportunity Manager
as long as they are online.
Customized Opportunity Windows with Peer to Peer Sharing
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The Opportunities you are viewing remotely reflect the Opportunity template from the computer
they were created on. If you customized the Opportunity Window on your computer it does not
change the labels or drop down values on the remote computer. You can share your custom
template with other users by using the Import/ Export wizard in Prophet.
Sharing your Opportunity Template with other Prophet Users:
1.
Configure the Opportunity Window on your computer.
2.
Select “Import and Export Wizard” under the tools button.
3.
Select Export Prophet Configuration Data.
4.
The file will be saved on your computer.
5.
Email the file to other Prophet Users.
6.
When they receive the file, they need to save the file.
7.
Select “Import and Export Wizard” under their tools button
8.
Select “Import Prophet Configuration Data”.
9.
Click “Next”.
10.
Browse to where the file is saved.
11.
Click “Receive”.
12.
The Opportunity window will now reflect the drop down values and labels in the
template you sent them.
Difference between Peer to Peer Sharing and Prophet Server
The Prophet Server Edition allows your company to store all the contact, company and
opportunity data on a central server. When users save an opportunity it is saved on the local
computer and on the server. Users have the ability to view other user’s opportunities at any time
because the information is saved on the server. They can also view other users contact data
(this can be turned ON/OFF by the administrator in the Prophet Administrator application).
Setting up sharing with Prophet Server
The Prophet Server Edition allows your company to store all the Contact, Company and
Opportunity Data on a central server. When users save an Opportunity it is saved on the local
computer and on the server. Users also have the ability to view other Prophet User’s
Opportunities. They can also view other users contact data (this can be turned ON/OFF by the
administrator in the Prophet Administrator application).
Please refer to the Prophet Server Installation Guide for detailed instructions on installing the
Prophet Server and connecting the Prophet Clients.
To access other Prophet User’s Opportunity Information once sharing is set up.
Prophet Professional Version
1. Open up the Opportunity Manager.
2. Check the “Show all data from the server” box.
3. Your Opportunity Manager will now be populated with all Opportunities that were created
for all users connected to the server
4. Uncheck the “view all server data” to return to only opportunities you saved on your
computer.
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Check this box to view all
Opportunities saved on the
server.
To save Opportunities on the server to your local computer to work with offline:
1. Open Opportunity Manager.
2. Check View all server data.
3. Highlight all the opportunities you want to save to your computer.
4. Right click on the group.
5. Select Transfer Data, Save to local machine.
Setting up Quota (Prophet Enterprise Server Edition)
The Prophet Quota feature provides a way to track user’s quota and measure against actual
sales. You can report on quota information in Prophet Report Manager and in the Dashboard.
To set up quota’s for Prophet Users
1. Log onto the Prophet Server.
2. Open Opportunity Manager.
3. Click the Tools button to open the Prophet Administrator.
4. Click the Quota tab.
5. Set a quota period using the Quota Period for users drop down field. This period will
apply to all users.
6. Check the Prophet User’s name in the User column.
7. Click Set Quota.
8. In the Edit Quota window, enter the quota amount. This amount will apply the Prophet
Users you checked in step 6.
9. Click OK.
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•
•
View the Reporting section of the user guide to learn about reporting on quota.
View the Prophet Today section of the user guide to learn about viewing quota
information in the Dashboard.
SETTING UP USER PERMISSION - Prophet Enterprise Server Edition
Prophet Enterprise Edition allows administrative control over what data Prophet Users can view.
When you are setting up the organization you will need to assign access levels to the Prophet
Users. Access levels define what Prophet data each user has access to.
Three Access levels
There are three access levels available to assign to your Prophet Users when setting up your
organization. By design, users can always view data from any user below them in the tree.
Own and Reports User can see only their own data, and the data of their direct reports, if any.
Peers
User sees their own data and the data of their direct reports if they have any,
the data of their peers and any of their peers’ direct reports.
Peers and Mgr
Same as ‘Peers’ Access, but also allows the user to view their own
manager’s data as well (only one level up the hierarchy).
Below is a representation of what Prophet Users would have access to with each of the three
access levels listed above.
1. Each Regional Manager is given the Access Level of Own & Reports.
See Diagram 1:
• Regional Manager I view’s everything in Red
• Regional Manager II view’s everything in Green
• Regional Manager III view’s everything in Yellow
• Regional Manager IV view’s everything in Purple
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CEO
Dir of
Sales
Regional
Manager I
Account
Executive
Dir of
Sales
Regional
Manager II
Account
Executive
Account
Executive
Account
Executive
Regional
Manager
III
Account
Executive
Account
Executive
Regional
Manager
IV
Account
Executive
Account
Executive
Sales
Intern
Account
Executive
Sales
Intern
Diagram 1
2. Each Regional Manger is given the Access Level of Peers
See Diagram 2:
• Regional Manger I & II see everything in Red
• Regional Mangers III & IV see everything in Yellow
CEO
Dir of
Sales
Regional
Manager I
Account
Executive
Account
Executive
Dir of
Sales
Regional
Manager II
Account
Executive
Account
Executive
Regional
Manager
III
Account
Executive
Account
Executive
Regional
Manager
IV
Account
Executive
Account
Executive
Sales
Intern
Account
Executive
Sales
Intern
Diagram 2
3. Each Regional Manger is given the Access Level of Peers & Manager
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See Diagram 3:
• Regional Manager I & II see everything in red
• Regional Managers III & IV see everything in yellow
CEO
Dir of
Sales
Regional
Manager II
Regional
Manager I
Account
Executive
Account
Executive
Dir of
Sales
Account
Executive
Regional
Manager
III
Account
Executive
Account
Executive
Account
Executive
Regional
Manager
IV
Account
Executive
Sales
Intern
Account
Executive
Account
Executive
Sales
Intern
Diagram 3
To set up the organization and viewing permissions:
Setting up user permissions needs to be done on the Prophet Server.
This is the organization we are setting up.
• Thomas is the Sales Manager and call see all data
• Beth and Joe are both regional Managers. They can see their own data and any direct
reports
• Buford and Emily are Account Executives and can only see their own data
Thomas
Sales Manager
Beth
Regional Manager
Joe
Regional Manager
Buford
Account Executive
Emily
Account Executive
On the Prophet Server, open up the Prophet Administrator by clicking on the Tools button.
1.
Click on the User Management tab.
2.
All Prophet Users connected to the Prophet Server will be listed
3.
To assign the Sales Manager (Thomas in the chart above)
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Check the Manager’s name
Click the “Assign Manager and Access Level” button
In the “Assign Manager and Access Level” window, highlight the
manager name (them self) and select Own and Reports.
Click OK
4.
To Assign Regional Managers (Beth and Joe in the chart above)
Check the Regional Managers names
Click “Assign Manager and Access Levels” button
In the “Assign Manager and Access Level” window, highlight the
manager name and select Own and Reports. They will only see the data
for their own team.
Click OK
5.
To assign Account Executive groups (Buford and Emily in the chart above)
Check the User Name
Click the “Assign Manager and Access Level” button
Highlight their manager
Select Peer
Click OK
Below is the User Management tab for the organization. Under the User column, you see the
Prophet User name followed by the computer name. Under the Manager column, you will see
who the Prophet User reports to. In the Access column, you will see the access level given to
them.
If Beth were given the Access level of “Peers”, Beth would be able to see data from Joe, Emily
and Buford.
If Beth were given the Access level of “Peers and Managers”, she would be able to see data from
Joe, Emily, Buford and Thomas.
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When a new Prophet User is installed you will need to set up permissions. In the User
Management tab, check the name of the new user and click on the “Assign Manager and Access
Level” button. Select their manager and then select their permission level. Access levels are
listed above.
BACKING UP YOUR PROPHET DATA
To backup and restore your Prophet database:
1.
2.
3.
Open Prophet Administrator
Click on the Prophet Data tab
Click either “Backup” or “Restore”. Backup will save your Prophet data to a file in the
location specified in the “Backup To” field.
*NOTE*
When using the Prophet backup feature, it does NOT backup your Outlook Data
files or other Outlook data.
*NOTE*
When restoring the Prophet backup ONLY restore it on the original computer that
performed the backup. This feature is not meant to restore a Prophet database
from another computer.
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PART X- PROPHET REPORTS
Forty three pre-formatted reports are included with Prophet in addition to the Report Wizard for
creating your own customized report documents, the Report Designer for graphic design
modifications to custom reports, and the Report Administrator which enables reports to be saved
in Adobe Acrobat (PDF), Word (TXT or RTF), HTML, Excel (XLS) or TIFF file formats.
The Prophet Reports can be accessed by clicking on the Report Manager folder in your folder list
or by clicking on the Reports button in either the Contact Manager or the Opportunity Manager
toolbar. The Reports button will launch the Report Manager, which is the interface for creating or
viewing reports.
STEPS TO RUN A REPORT
Once you start creating opportunities, you will want to run reports on the information you are
gathering. There are standard reports included with Prophet and you also have the option of
creating your own custom reports.
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STEP 1
The first step when running a report is to select a report category.
Each report category will show you a different type of report.
• Account Sales Category- Reports on opportunities with the Sales Status of Won.
• Company Category- Pulls information on your company records.
• Contacts Category- This category of reports provides contact information.
• Opportunities Category- Reports on all Opportunities, no matter what Sales Status the
opportunity has.
• Pipeline Forecast Category- This category of reports pulls information from Opportunities
with the Sales Status of Active.
• Products Category- Reports on all products, products associated to opportunities and
products that have been sold.
• Won Loss- This category provides reports to display information on your lost sales as well
as a review of the opportunities that you have won.
STEP 2
Choose the Report
Highlight the name of the report you would like to view. A description of all of the reports will be
displayed for your review in the Report Description window.
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FILTER AND SORT YOUR REPORTS
STEP 3
Filter and Sort the report
For each report that you select to run, you have the option of filtering and sorting by the data
included in the report. The sorting and filtering section of the Report Manager provides 4
filtering tabs (5 tabs with Prophet Professional and Enterprise Editions).
1. Sort Tab
You have the option of sorting and filtering your report by the data you are collecting. In the
example below, the first sort is by Sales Stage. The report will then sort out by Sales Revenue in
each stage, and then again by Sales Source.
2. Date Tab
Each report can be filtered by Date. To see which date fields are available to sort by, highlight
the report name from the Choose Report Name field, click on the Date tab and select the
arrow next to the Select Date Type drop down. Once you select the Date Type, Select the
filter you want to apply. Period gives you set time frames or you can select using the Start
and End Date fields. The Period date filter is based on past dates. To filter by future dates,
use the Start and End Date filter option.
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3.
For
1.
2.
Accounts Tab
each report you select to run, you have the option to filter by Accounts.
Click on the Accounts tab in the Filters section.
Select from the drop down either Company Name or Account Rep (Account Rep is only
available to report from in the Pipeline Forecast, Company, Account Sales and Won Loss
Categories).
3. Select from the list the Account Rep or the Company Name you want to filter by and click
on the down arrow.
4. You can filter by both Account Rep and Company Name if you wish would like.
4. Revenue Tab
For each report that you select you run that includes either the Sales Revenue or Recur
Revenue fields, you can apply dollar value criteria to the report.
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Prophet 5.0 User Guide
1.
2.
3.
4.
5.
Click on the Revenue tab in the Filters section.
Check the Sales Revenue or Recur Revenue
Select from the Sales Revenue or Recur Revenue drop down and select the rule.
Now type in the dollar value you wish to filter by.
If you are filtering by both Sales Revenue and Recur Revenue, select if this is an AND or
an OR filter.
5. Criteria Tab
The Criteria Tab is available
with the Prophet professional
and Enterprise Editions only
Criteria Tab available with Professional and Enterprise Editions only.
If there are additional filters you would like to apply to your report that you didn’t select in
the first four tabs, you can apply those filters in the Criteria tab.
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1. Click on the Criteria tab in the Sort parameter(s) and Filter(s) area.
2. Click on the drop down arrow under Select records for. All the fields that are included
in the report will be listed in this drop down. If you can filter the fields in the Accounts
tab or Revenue tab it won’t be listed here.
3. Select one of the specific values you would like to filter by and click the down
arrow.
4. Select Additional fields for filtering using the Select records for drop down list.
This listing reflects the
data fields that will
display in the report.
Select one of these fields
and all values associated
with that field will be
listed for you to select
for filtering.
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STEP 4
Select Report Format
Select if you would like the report to display in Excel or in the Standard Prophet Report window.
Click View Report to view the whole report or click Preview Report to see the first 50 records
of the report.
If you select to view the report in Excel, the report will display in a .csv file. A copy of the .csv
file is also saved in your “My Documents”. If you want to save the report in Excel, select File,
Save As. Name the report and change the format to Excel at this point.
If you just select Save in the .csv, you will get a message that the “file already exists” because a
copy of the .csv is automatically saved in you’re My Document folder.
STEP 5
Print or Save the report
If you select to view the report in the Standard format, you can choose to print the report, by
clicking on the Print button in the toolbar.
To save a report from the Standard Format:
1.
Highlight the Report Name, select Standard format and Click View Report.
2.
Click Save in the Report.
3.
Select the File Format.
4.
Select where you want to save it and give the file a name.
5.
Click OK.
PROFESSIONAL SERVER – CLIENT USERS
The Report Manager will retrieve data from the local database by default. You can run
reports from the server for all reps by clicking the Data Sharing Toolbar and checking the
“View all server data” option.
Check View all
server data and click
Close
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ENTERPRISE SERVER – CLIENT USERS
Enterprise users have an additional level of filtering available using the User Management
feature. Click the ‘Account Reps’ button to open the Select Account Reps window. From there,
you can select other users in your organization that you are allowed to share data with. Make a
selection based on your needs in this area then run the report.
PLEASE NOTE:
Making a selection in the Select Account Reps dialog sets that criteria in other areas of Prophet.
To reset, open the Account Reps tab from Opportunity manager, or select the Folder button from
Contact Manager and open the Account Reps tab to reset.
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ENTERPRISE SERVER – CLIENT USERS
Quota Reports – Once you set up the quota amount and quota period in the Prophet
Administrator, you can begin reporting on actual sales and quotas. (Review the Setting up
Quota portion of the user guide for instructions)
To view a Quota Report
1. Select Report Manager.
2. Select the Report Category of Pipeline Forecast.
3. Select one of the three quota reports
a. Quota by Account Rep Current – displays the quota amount and the actual
revenues for each account rep.
b. Quota by Account Rep Historical – displays historical data for the quota and
revenues for each account rep.
c. Quota Team Summary – displays the team quota amount and current actual
revenue for the team.
4. Apply any filters and view the report.
CREATING CUSTOM REPORTS
To start creating custom reports you will work through the Report Wizard. This allows you to
start creating report templates that you can run when you would like.
Steps to create a custom report
1. Click on the Wizard button to launch the New Report Wizard Step 1 of 3 dialog.
2. Select a Report Category from the drop-down list. Each category will give you a different
type of report.
o Pipeline Forecast – Generates reports on Opportunities with the Sales Status
of Active.
o Opportunity – Reports on all Opportunities (Opportunities with any Sales
Status).
o Account Sales – Generates reports on Opportunities with the Sales Status of
Won.
o Company - Generates reports on your company records
o Contacts – Generates reports on your contact records.
o Won Loss – Generates reports on Opportunities with the Sales Status of Won or
Lost.
o Products – Generates reports on your product listing and products associated
with Opportunities
View the Report Wizard Available Fields section of the user guide for a detailed list of all
fields available in each category.
3. Enter a report name, which must be unique.
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Choose Report Category
The name you enter here will show
in the list of reports available in the
Choose Report Name field.
4. Clicking Next will open the New Report Wizard Step 2 of 3 dialog. Enter a report title.
5. You may use a few or all of the data fields in your report by highlighting them and
moving them with the arrow to the Report Fields window. The order the fields appear in
the Report Fields window determines the placement from left to right on your report.
Reorder the fields by highlighting a field and moving it with the up or down arrows.
Step 1: Report
Title
The name you enter
here will appear on
the report
Step 2:
Select the Data
Fields you want
include in the
report and click
the arrow to
move the field to
the Report
Fields column
on the right.
6. You can view the layout of the report by clicking the Preview button. A Preview Report
window opens and it can be enlarged to view the layout of your report.
7. Close the Preview window, and make any modifications to the report by adding or
deleting report fields or changing the report title on Step 2 of 3, or click Back to change
the report name or category in Step 1 or 3.
8. If you are satisfied, click Next to open Step 3 of 3. Some report categories have fields
that can be summed; if your report category does, you can select field(s) and move them
with the arrow to the Summary Fields window.
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9. You can still go back to previous Steps and modify your report, or click Finish. A dialog
will ask if you want to open your report in the Designer for additional modifications.
You have now created a report template and it will be available to run. To view your report:
1. From the Choose Report Category drop down, choose the category that you created
the report in.
2. Highlight the report name.
3. Apply and filters or sorts.
4. Click View Report.
The report will be listed
here. Click on the
report name and click
View Report.
Export Custom Prophet Report to other users
1. Under the tools button, select Import and Export Wizard
2. Choose Export Prophet Report (This option allows you to share the custom report
template—but not your data—with others)
3. In the Export Report window, select the Report Category and the Report Name from the
drop-down lists. Type in or use the Browse button to specify the file path.
4. Click Export and Finish.
Import Custom Prophet Report from another user
1. Under the tools button, select import and Export Wizard
2. Choose Import Prophet Report
3. In the Import Report window, use the Browse button to select the path and filename.
4. Click Import and Finish.
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Report Wizard Available Fields by Report Category
Opportunities
(Reports on all Opportunities)
Account Rep
Contact City
Attach File
Contact Country
Business Phone
Contact Name
Cell Phone
Contact Notes
Closed Date
Contact State
Company
Contact Zip
Company Address
ContactID
Company Category
Created Date
Company City
Department
Company Country
Description
Company Notes
Email 1 Address
Company State
Email 2 Address
Company Zip
Email 3 Address
Complabel1-72
Est. Close Date
Contact Address
Fax
Contact Category
NoteDateTime
Pipeline Forecast
(Reports on Active Opportunities)
Account Rep
Group
Closed Date
Incident ID
Company
Opportunity UserTab1
Company Address
Opportunity UserTab2
Company Category
Opportunity UserTab3
Company City
Modified Date/ Time
company Country
Note
Company Notes
Price
Company State
Product / Service
Company Zip
Quantity
Contact Address
Reason
Contact Category
Recur Revenue
Contact City
Rep Probability
Contact Country
Sales Priority
Contact Name
Sales Revenue
Contact Notes
Sales Source
Contact State
Sales Stage
Contact Zip
Sales Status
Contact ID
Sales Type
Created Date
Service Type
Description
Tracking Type
Est. Close Date
User Defined
Products Category
(Reports on Active Opportunities)
Account Rep
Group
Closed Date
IncidentID
First Name
Recur Revenue
Group
Rep Probability
Home Phone
Sales Priority
IncidentID
Sales Revenue
Job Title
Sales Source
Opportunity UserTab1
Sales Stage
Opportunity UserTab2
Sales Status
Opportunity UserTab3
Sales Type
Last Name
Stage Change
Middle Name
Stage Change Date
Modified Date/ Time
Suffix
Note
Title
Price
Tracking Date
Product/Service
Tracking Type
Quantity
User Defined
Reason
Website
Account Sales Category
(Reports on Won Opportunities)
Account Rep
Group
Closed Date
Incident ID
Company
Opportunity UserTab1
Company Address
Opportunity UserTab2
Company Category
Opportunity UserTab3
Company City
Modified Date/ Time
company Country
Note
Company Notes
Price
Company State
Product / Service
Company Zip
Quantity
Contact Address
Reason
Contact Category
Recur Revenue
Contact City
Rep Probability
Contact Country
Sales Priority
Contact Name
Sales Revenue
Contact Notes
Sales Source
Contact State
Sales Stage
Contact Zip
Sales Status
Contact ID
Sales Type
Created Date
Service Type
Description
Tracking Type
Est. Close Date
User Defined
Won Loss Category
(Reports on Won and Lost Opportunities)
Account Rep
Group
Closed Date
IncidentID
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Prophet 5.0 User Guide
Company Address
Company Address
Company Category
Company City
company Country
Company Notes
Company State
Company Zip
Contact Address
Contact Category
Contact City
Contact Country
Contact Name
Contact Notes
Contact State
Contact Zip
ContactID
Created Date
Description
Est. Close Date
Company Category
Opportunity UserTab1
Opportunity UserTab2
Opportunity UserTab3
Modified Date/ Time
Note
Price
Product/Service
Quantity
Reason
Recur Revenue
Rep Probability
Sales priority
Sales Revenue
Sales Source
Sales Stage
Sales Status
Sales Type
Service Type
Tracking Type
User Defined
Company Address
Company Address
Company Category
Company City
company Country
Company Notes
Company State
Company Zip
Contact Address
Contact Category
Contact City
Contact Country
Contact Name
Contact Notes
Contact State
Contact Zip
ContactID
Created Date
Description
Est. Close Date
Contact Category
Opportunity UserTab1
Opportunity UserTab2
Opportunity UserTab3
Modified Date/ Time
Note
Price
Product/Service
Quantity
Reason
Recur Revenue
Rep Probability
Sales priority
Sales Revenue
Sales Source
Sales Stage
Sales Status
Sales Type
Service Type
Tracking Type
User Defined
Account Level
Account Number
Account Rep
Address
City
Company
Company Category
Company Fax
Company Phone
Company UserTab1
Company UserTab2
Company UserTab3
Contact
Country
Notes
Ship Address
Ship City
Ship Country
Ship State
Ship Zip
State
Website
Zip
Account Rep
Address
Business Phone
Cell Phone
City
Company
Contact
Contact Category
Country
Department
Email 1 Address
Email 2 Address
Email 3 Address
Fax
First Name
Home Phone
Job Title
Last Name
Middle Name
Notes
State
Suffix
Title
Web Site
Zip
PART XI- PROPHET FOR PALM
Prophet for Palm software is sold separately from Prophet 5.0. To purchase, please visit
www.avidian.com or contact your Avidian Account Executive.
PROPHET FOR PALM VERSION I FEATURES
Prophet for Palm is an add-on to the Prophet Client and Server Edition. A licensed version of
Prophet will need to be installed in order to use this application.
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This application DOES NOT work on Pocket PC, Blackberry or SmartPhone devices! Soon after
this product launches we will be developing Prophet PDA for Pocket PC.
There will not be an evaluation version of Prophet for Palm. Prophet for Palm will allow users to
select any number of opportunities from Opportunity Manager or Contact Manager’s
Opportunities tab and sync the select opportunities to the Palm device. From the device the user
is able to make changes to any of the editable fields and those changes will be saved to the PDA.
Once the PDA device is put back into the cradle and the HotSync is initiated, all the opportunities
that have been modified or any new opportunities that have been created will sync up to
Prophet. If the user has a stand-alone edition of Prophet Client, the opportunities will be saved
to the local database. If the user is a Prophet client connected to the Prophet Server, the
opportunities will be synced to both the local database and server database
The Palm Operating System versions supported are version 3.5.1 or higher. On older models all
the screens will only be in black and white. However, on newer models the screens will be
displayed in color.
Navigation on the device can be done via buttons, top left menu or top right menu.
SYNCING YOUR OPPORUTNITIES TO YOUR PALM
1.
2.
3.
4.
5.
Open Opportunity Manager
Highlight the Opportunities you wish to sync to your Palm.
Right Click on the highlighted opportunities
Select “Sync Opportunities to PDA”
Click on the Hot Sync Button on your PDA
NOTE
You can also select opportunities from the Contact Manager to sync to the PDA.
Right Click on the
opportunities and
select Sync
Opportunities to PDA
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Launch Prophet for Palm by
clicking the Prophet icon from the
main list of applications
VIEWING AND EDITING OPPORTUNITY DATA ON YOUR PALM
When you launch Prophet for Palm you will see a list of all the opportunities on the device. From
this screen you will be able to do the following.
1. Access your opportunity information
2. Edit an existing opportunity
3. Create a new opportunity
4. Remove an opportunity from the device. (This DOES NOT remove the
opportunity from the Prophet database on your computer, it just clears it off the
PDA)
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When you open up
Prophet on your Palm, you
are going to see all the
opportunities listed.
To access information on an
opportunity:
1. highlight the opportunity
2. Select the information from
the opportunities drop down
you wish to view.
-ORClick on the opportunity in the
list and the general screen will
show.
General Screen: You can make changes to any of the editable fields.
a. Company and Contact fields are READ-ONLY, but the values can be changed by
clicking the “Company” or “Contact” button.
b. For Prophet stand-alone edition, the fields and drop-down values come from the
local database.
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c.
For Prophet Server Edition, the fields and drop-down values come from the
Server’s database.
Notes Screen: Users can enter in new notes or read any existing notes.
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To add a note:
Type note
Select Tracking Type
Click “Add Note”
Tracking History Screen: This is a read-only screen that lists all the activity tracking for the
opportunity.
The tracking history screen will
show you a summary of the
notes kept in the notes tab. You
can easily review the dates and
times the notes were entered
and the type of note.
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Products/Services Screen: This displays all the products that are associated with this
opportunity
Users can add new products
i. Products need to be defined in Prophet Administrator on the computer
and the checkbox “Copy Product on to PDA” needs to be checked in
order for that product to be synced to the PDA.
Users can edit existing products
Users can remove products from this opportunity
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Add/Edit Products Screen: Users can add/edit products from the available choices.
To add a Product to an
opportunity, go to the
Product/Services section of the
opportunity
Click Add
Select Group
Select Product/Service
Click Add at the bottom of the
Product/ Services window.
Contacts Screen: Users can add/remove contacts from an opportunity
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Select Contacts Screen: Users can select from a list of contacts from their PDA address book
to add to the opportunity. It also included a list of contacts that are associated to other
opportunities that are already on their PDA. It may not necessarily be list of all companies in
Prophet.
To add
1.
2.
3.
4.
5.
6.
a contact to an opportunity
Select the opportunity
Select the contact screen
Click Add
Select from the list of contacts that are in your PDA address book.
Click Done
The contact will now be added to the opportunity.
To remove
1.
2.
3.
4.
5.
6.
a contact from an opportunity
Select the opportunity
Select the contact screen
Highlight the contact you wish to remove
Click Remove
When asked to continue removing item select yes.
The contact will now be removed from the opportunity.
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Company Screen: This displays READ-ONLY information about the company that the
opportunity is for.
Select Company Screen: Users can choose the company associated to the opportunity. The
list of companies comes from their PDA address book plus list of companies that are associated
to other opportunities that are already on their PDA. It may not necessarily be the list of all
companies in Prophet.
To add a company to an opportunity
1.
Open up the opportunity
2.
Click on the Company
button in the general tab
3.
Highlight the company
4.
Click done
5.
The company associated
with the opportunity is
now changed.
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User Tab Screens: These screens correspond to the User Tab 1, User Tab 2, and User Tab 3
within the opportunity window and will match the tab names and label names that have been
defined in Prophet.
To Save and Close an Opportunity
1.
Click on the General button
2.
Select Save and lose
3.
You will be back to your list of opportunities.
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Click on the General Button
*NOTE*
To users of Prophet Server: If customizations have been made to the
Opportunity Templates, you will need to update Prophet Configuration Data for
all client machines in order to display the customizations on PDA devices. From
the Prophet Server, click "Tools" and select Import and Export Wizard. Select
"Export Prophet Configuration Data" and export configuration data. Make note
of the filename and location of the configuration file, this file will need to be
made available to all client machines. To import Configuration Data to client
machines, open Opportunity Manager and select "Import and Export Wizard"
from the Tools dropdown. Select "Import Configuration Data" and select the
appropriate Import File.
PART XII - Prophet for Windows Mobile
Thank you for choosing Prophet for Windows Mobile (Prophet for WM). We hope you find
this program useful in managing your opportunities and contacts while on the go. We want
to hear from you, let us know if you like what you see here, or what you’d like to see
included in the future!
Many features and functions and usage of Prophet for Windows Mobile are similar to the
Palm features. Please refer to that area of this User Guide for general hand-held usage tips.
Pre-installation Requirements:
Prophet and Microsoft Active Sync software (included with your Handheld Device) should be
installed on your PC before installing Prophet for WM. It is recommended that you close your
Outlook client during the Prophet for WM installation. Do not ActiveSync while Prophet for
WM is being installed.
NOTE to users of Prophet Server: If customizations have been made to the Opportunity
Templates, you will need to export/import the Prophet Configuration Data to all client
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machines in order to display the customizations on handheld devices. From the Prophet
Server, click "Tools" and select Import and Export Wizard. Select "Export Prophet
Configuration Data" and export configuration data. Make note of the filename and location
of the configuration file, this file will need to be made available to all client machines. To
import Configuration Data to client machines, open Opportunity Manager and select "Import
and Export Wizard" from the Tools dropdown. Select "Import Configuration Data" and select
the appropriate Import File.
Installation Instructions
To Install Prophet for Windows Mobile:
1. First, connect your handheld Device to your computer via cable. Make sure Microsoft
Active sync is turned on and has successfully synced with your device.
2. Install Prophet for Windows Mobile by opening the default Prophet Directory (C:\Program
Files\Avidian Technologies\Prophet) and running ProphetforWindowsMobileSetup.exe,
clicking to proceed and confirm installation when prompted.
3. Sync your device again through Microsoft ActiveSync. This will kick off the Prophet for
WM installation on the device.
4. Congratulations, you have completed installing Prophet for Windows Mobile. Thank you
for using our products, please contact us if you have any questions or comments.
If Automatic installation failed on the device please follow instructions below:
If step 3 above failed to complete, you may install Prophet for WM manually onto your
device.
1. Make sure your handheld device is connected to the PC via cable. Make sure Microsoft
Active Sync is turned on and has successfully synced with your device.
2. Go to “My Computer” and open the Mobile device storage folder and leave it open.
3. Then Browse to C:\Program Files\Avidian Technologies\Prophet\PDA. Sort by file type.
4. Next locate the following files:
ProphetApp_PPC.ARMV4.CAB
ProphetDevSync_PPC.ARMV4.CAB
NETCFv2.wm.armv4i.cab
sqlce30.ppc.wce5.armv4i.CAB
sqlce30.repl.ppc.wce5.armv4i.CAB
5.
6.
7.
8.
9.
10.
11.
Highlight those files > right click > and select “copy”.
“Paste” those files into the storage drive of the device in step #2.
On the device, using the “File explorer”, and browse to the location of those files.
Click on each CAB file separately to install.
Click “yes” and “ok” to all the prompts.
Restart the device if necessary.
Once you have completed installing all the CAB files, the Prophet for WM application
should be installed on you device.
Quick Steps to using Prophet for Windows Mobile:
1. Open Prophet Opportunity Manager on your PC and highlight one or more opportunities.
2. Right click on the highlighted opportunities and select "Sync Opportunities to handheld"
(see figure 2). This will queue the selected opportunities to be transferred to Prophet
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Prophet 5.0 User Guide
for Windows Mobile during the next Active Sync.
Figure 2
3. Press the Active Sync button on your handheld to initiate transfer. Select the Prophet
icon on your handheld to open Prophet for Windows Mobile. Transferred opportunities
will be displayed and are ready for editing.
4. Once you have finished editing the opportunity on your handheld, press the Active Sync
button to transfer the opportunities back to your PC.
Uninstall Instructions
To Remove Prophet for Windows Mobile from your PC:
1. Launch Control Panel, and open "Add/Remove Programs"
2. Select Prophet for Windows Mobile from the Add/Remove Programs list and select
"Remove" (see figure 5). Click "Yes" to confirm removal of Prophet for Windows Mobile
from your PC.
Figure 5
To Remove Prophet for Windows Mobile from your handheld Device:
1. On the device, click on Start > Settings > Remote Programs
2. Find Prophet for Windows Mobile in the list
3. Highlight & Remove
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Part XIII- CUSTOMER CARE AND CONTACT OPTIONS
Thank you for buying Prophet 5.0. In addition to the User Guide, Prophet provides online Help
files, and an extensive series of Flash based tutorials, FAQ’s, and Quick Tips at
www.avidian.com/community.aspx
CUSTOMER SERVICE
Avidian Customer Service representatives can help you with non-technical issues, including
answering pre-sales questions, checking the status of your order, registering your software,
updating your contact information, or ordering a disk.
E-mail: [email protected]
Phone: 1-800-860-5534
Hours: Mon - Fri, 8 am to 6 pm Pacific Time
CUSTOMER CARE
If you have technical questions or issues with Prophet 5.0 or other Avidian products, please
contact us at the following:
Email: [email protected]
Phone: 1-800-860-5534
Hours: Mon - Fri, 7 am to 5 pm Pacific Time
PROPHET TRAINING
Attend one of our training sessions and start using all the benefits of Prophet from day one.
• Prophet Start Right Training is designed for single users or companies with less than 10
users
• Prophet Start Right Corporate Training is designed for companies with 10 users or more
• Outlook Training is designed for any single user or small business who wants to get more
familiar with Outlook advanced features and begin to using them more effectively with
Prophet 5.0.
• Professional Services Consulting is designed for one–on-one interaction with Sales
Managers or IT Staff
Email: [email protected]
Phone: 1-800-860-5534
http://www.avidian.com/ProphetTraining.aspx.
PROPHET BEST PRACTICES IMPLEMENTATION SERVICE
Based on our extensive knowledge of Outlook and Exchange, the Avidian Consulting team will
provide expert assistance in properly installing and configuring Prophet to meet the specific
needs of your business. Your project team will support you through the process and ensure that
installation and set-up are completed quickly and efficiently.
Email: [email protected]
Phone: 1-800-860-5534
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OUTLOOK AND EXCHANGE PROFESSIONAL SERVICES
If you are looking for customized solutions for your Outlook and Exchange infrastructure, Avidian
Technologies has experts ready to help. Please email [email protected].
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