Deal [V5.0.0]

For versions:5.0.0

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Sales SRM

SRM stands for Social Relationship Management. Sales SRM itself is a module designed for managing and improve your company’s relationships and interactions with customers and potential customers. Sales reps can easily find the most accurate, up-to-date information needed to properly follow up or close a deals.

Deal

A deal is a information pertaining to a potential sale or opportunity-it that you’ve identified and are managing through your sales pipeline. The pipeline represents the key milestones in your Sales process that each opportunity typically passes through. It helps your Sales team to stay organized by understanding what stage each deal is at, and for management to manage the progress of your Sales and Sales team.

As a deal progresses through the pipeline, it starts in the first stage and moves from left to right. So that you will get the final result, namely Won or Lost deal.


Create New Deal

Use deals in 3Dolphins Sales SRM to track potential revenue. Create a deal when a contact takes an action that could lead to revenue. When created, a deal record should be associated with the contacts and companies that are involved with the deal. For example, when you’re interacting with someone through their contact or company record via call or email, you may want to create a deal when there is an opportunity for potential revenue.

New deals can be manually created in any pipeline or stage. Click the pipeline dropdown to select the pipeline you wish to add a deal to. Then, in the upper right corner, click “+New Deal” button, or in the stage of the pipeline, you can also click the “Add deal to this stage” button. Then, the “Add a New Deal” window will open.


Listed below are standard fields used to create new deals. You’ll be asked to populate information for these fields whenever you create a new deal.

Form Parameter Description
Deal Name This is the name of your deal, it will appear on the deal card in your pipeline. You’ll want to provide a short, but descriptive title for each of your deals.
Value The default currency is IDR. The discounts and quantity product to be applied are auto-calculated to arrive at the correct deal value.
Add Product You can add products to every deal you make. By default, when you add products, you can enter quantity and product discounts.
To add product, type either the product in the add product field. As you type, we’ll display a list of suggested product that you can associate with this deal.
Contact Person Contact Information are important during the conversion of a deal. The Contact Person is the name of the individual that the deal relates to.
To add a contact person, type either the contact’s name in this field. As you type, we’ll display a list of suggested contacts that you can associate with this deal.
Company Is the name of the business that the company on the deal is associated with. With company info, you can capture and store information about the businesses you work with in one place.
When creating a new deal in your pipeline, you will be asked to provide the company info. As you type, we’ll display a list of options that you can choose from.
Pipeline A pipeline is a defined set of stages for a sales process. You can change the pipeline that the deal is in by clicking the “Pipeline” dropdown and clicking a different pipeline.
Stage A stage is a step in your sales process. You can select the stage the deal will be in by clicking the “Stage” dropdown and clicking a different option.
Expected Closed Date The expected close date is the date you estimate the deal will be closed.
User Access The user access is an account user who has permission to view your Stage.

After successfully adding deal, you can view the results in the Funnel view or List view. In the funnel View, you can drag and drop deal. Drag-and-drop capabilities allow you to effortlessly move deals from one stage to another, move deal to won or lost or to move the deal to another pipeline. In the list view, you can view 25 deals/page.

Detail Deal

In the left corner of the deal detail page, you can see deal info such as deal name, deal number, created on, deal value, pipeline, stage and owner. In this section you can edit product info, maybe it’s because there is a move stage to another stage or other problems. Only sales manager, owner, and admin can edit deal info.

You can edit the deal info by clicking “Deals” to navigate to the Deals page. Click the pipeline dropdown and click the pipeline containing the deal you wish to edit. On the section of deal info, click the Edit button (pencil icon) and change the deal info as needed. Click “Edit Info” when finished and you can see the deal info change log in the changelog tab.


Add Product on Deal

Sales SRM gives you the option to associate your deals with the product or service that you sell. Each product has a product stock that you can enable or disable.

When the purchase quantity is enabled, it will reduce the product stock when you add a product to the deal and you cannot add products exceed of available product stock. However, when the purchase quantity is disabled, the product stock will not decrease when you add the product to the deal and you can add products to the deal without limit.

In your 3Dolphins sales SRM account, navigate to Sales > Deals, and click the name of your deal. To add a product specifically for this deal, in the bottom of deal detail page click “Add products” button. In the window that appears, enter the product name that you want to link your deal to.

To attach more than one product to the chosen deal at a time you can entered product name on the add product field, or if you want to add the same product to the deal, you can simply add the product quantity to the added product list. When finished, click on “Add” button.


After you add your products to the deal, you will see a list product on the product tab. In this section, you can update a discount to your product, update quantity product and decrease or remove product on the deal.

Contact Info

A contact info is information about a person who represent the company that can be contacted to discuss the deal that has been made to reach a won or lose deal. Only the owner, sales manager, and admin has access to the more options (three dots) menu to switch contact, unlink contact and change contact info.

Link Contact Person

You may wish to link a deal with the contact person. To begin go to the deal overview page by clicking the “Deal” option located in the left side navigation menu. Open deal details you wish to link a contact by clicking on the deal name.

In the contact info section, click “Plus” button and you will see a pop-up to link contact person. Select and click the contact, then you will be prompts to confirm the link request, click ‘Yes‘ to continue linking the contact to the deal or you can click ‘No‘ to return to the contact person list.


When a contact is link to a deal, contact name, email and phone of that contact automatically show up in the contact info. In addition to this, you can open contact, unlink contact and switch contact.


Open Contact

To view contact details or change the contact information linked to the deal, on the deal details page in the contact info section you can click more options (three dots) and select the “Open Contact” option.

On the contact details page, you can not only change contact information, but you can also view company details, switch company, unlink company, add new deals, add notes and add tasks.


Switch to a Different Contact

From your deal detail view, in the contact info section you can edit link the deal to another contact by clicking on the more options (three dots) and selecting the “Switch Contact” option found there.

Then, Select contact to be linked to the deal and you will be prompts to confirm the change contact person request, click ‘Yes‘ to continue change the contact to the deal or you can click ‘No‘ to return to the deal detail.


Unlink Contact Person


To be un-linked contact in the deal, in the contact info section click on more options (three dots) and selecting the “unlink contact” option found there.

Then, you will be prompts to confirm the unlink request, click ‘Yes‘ to continue unlinking the contact to the deal or you can click ‘No‘ to return to the deal detail.

Company Info

Company info is information about the company that made the deal with your company. Only the owner, sales manager, and admin has access to the more options (three dots) menu to switch company, unlink company and change company info.

Link Company

You may wish to link a deal with the company. To begin go to the deal overview page by clicking the “Deal” option located in the left side navigation menu. Open deal details you wish to link a company by clicking on the deal name.

In the company info section, click “Plus” button and you will see a pop-up to link company. Type the company name in the field which has been provided, then you will see a suggestion company according to the entered keywords, select and click the company to which the deal will be linked.


When a company is link to a deal, company name, address, fax, phone and website of that company automatically show up in the company info. In addition to this, you can open company, unlink company or switch company.


Open Company

To view company details or change the company information linked to the deal, on the deal details page in the company info section you can click more options (three dots) and select the “Open Company” option.

On the company details page, you can not only change company information, but you can also view contacts or add other contacts to link to the company, add notes, and add tasks.


Switch to a Different Company

From your deal detail view, in the company info section you can edit link the deal to another company by clicking on the more options (three dots) and selecting the “Switch Company” option found there.

Then, you will see a pop-up to switch company. Type the company name in the field which has been provided, then you will see a suggestion company according to the entered keywords, select and click the company to which the deal will be linked.


Unlink Company

To be un-linked company in the deal, in the company info section click on more options (three dots) and selecting the “Unlink Company” option found there. Then, you will be prompts to confirm the unlink request, click ‘Yes‘ to continue unlinking the company to the deal or you can click ‘No‘ to return to the deal detail.

Transfer Deal Ownership

Sometimes, you may need to transfer deal ownership. Maybe because the sales resigned from the company or maybe the sales moved to another division so you have to transfer deal ownership to another team sales.

Note

Notes on the deal detail page allow you to type any text you want to add to the deal. For example, when a product category or unit does not match, you can add a note to provide information that the entered category or unit does not match, or perhaps when the product price rises, you can add a note to provide information about price changes.

Besides being able to add notes manually, you can also add notes via an attached file with the file format .txt, .doc, .xls. or you can supplement the notes by including a picture or video.


The notes that have been successfully added will be entered on the timeline tab and in this tab you can edit or delete notes that have been previously added.

Task

Tasks are to-do items that you can create for your deals. From the Deals page, locate the deal you wish to create a task for. Click the deal to open it, the Deal details page will open and click “Task” tab. A “Create Task” modal will appear.

Form Parameter Description
Task Name

Type the name of the task into the field provided.

Detail

This space allows you to provide a short summary and important information about the Task.

High Priority

High priority is to make a responsible person understand that this task is important and needs to be completed as soon as possible. By default, every task created has a low priority. However, if you want to mark the task as high priority, just activate this option.

Due Date

Allows you to add estimated time required for each task.

Reminder Date

A way of notifying you about upcoming due dates on tasks.

Related Ticket

You can add tasks based on customers ticket by inputting keyword based on ‘customer name’ or ‘ticket number’.

Responsible Person

You can add a person who will work on a task and will be responsible for its implementation such as start task, edit task and finish task.

Participant

You can add users that can help the Responsible person to finish the task if it’s needed. They can perform the same actions as the responsible person.

Observer

You can add users that can observe the work on the task, leave comments, get notifications, but can’t participate in the work on this task, such as start task, edit task and finish task (observers can only view the task).

Checklist

Task checklist is a type of ‘to do list‘, which helps to ensure consistency and completeness in carrying out a task. To create a checklist, click toggle dropdown ‘Checklist‘ when adding a new task. You can create an unlimited a checklists. To create another checklist, click the plus button, or you can delete a checklist item by clicking the delete button.


Click “Add Task” button when finished and you can see the task created in the timeline tab. To view task details, edit tasks, start tasks, delete tasks, add comments on tasks or other problem, you can click the task name on the timeline tab. To see detailed information about a task, you can see it on the “Task Management” page.

Transfer Deal to another Pipeline

To move a deal to another pipeline, simply go to the Pipeline View and drag the deal you want to move to another pipeline downwards. You should see an option called “Transfer to other pipeline” button. After you drop the deal into this box, a window will pop up, allowing you to choose the new pipeline and stage you want your deal to be moved to.

Pipeline

A pipeline is a defined set of stages for tracking a process. This helps the sales team to be able to make deals consistently. Only “Sales Manager” and “Admin” can add and edit pipeline.

The image below is an example of a sales pipeline. From the picture below, we can see that there are several stages of sales, namely New Leads, Product Presentation, Request for Proposals and Proposal Submissions. This sales stage can be different for each company and you can customize stages for your business in pipeline.

At each stage you can see the potential sales value. This value is the total value of the sales opportunity at each stage of the sale. This value does not reflect the company’s potential sales, because at each stage there is still a percentage of the opportunity as described above.


Add New Pipeline

You can create an unlimited number of pipelines. To add new pipeline, Click “Deals” to navigate to the Deals page. Click the pipeline dropdown and click the “Add new pipeline” button.


The “Add New Pipeline” modal will open. You will need to provide the following information :

Form Parameter Description
Pipeline Name Type the name of the pipeline into the field provided.
Stage Name Type the name of the stage into the field provided.
Rotten Deals Allow you to take a look at the deals which have been idle for some time. You can enable deal rotting by tick the Rotten Deals field.
Rotting in days To set for how many days a deal can stay ideal. This number of days is specific only to a stage in a pipeline. For example, if you set deals in a stage will rot in 7 days, 7 days after the last action on deals, the rotten tag will appear for your deal.


Stages represent the steps included in your pipeline or sales process, they are presented in columns as deals progress through stages, they move from left to right. You can add other stages, and there is no limit to the number of stages that you can have in your pipeline.


Edit Pipeline

Sometimes, you may need to edit a pipeline. Maybe because you want to add a stage or just want to edit the pipeline name or stage name. The pipeline can only be edited by the sales manager.

To edit pipeline, Click “Deals” to navigate to the Deals page. Click the pipeline dropdown and click the “Edit this pipeline” button. Then, the “Pipeline Editor” modal will open, and you can edit the pipeline or stages as a needed.


Delete Pipeline

It is sometimes necessary to remove a pipeline from a deal when it is no longer needed.

Click “Deals” to navigate to the Deals page. Click the pipeline dropdown and click the “Edit this pipeline” button. Then, the “Pipeline Editor” modal will open. In the upper right corner, click “Delete Pipeline” button. Then, you will be prompts to confirm the delete request, click ‘Yes‘ to proceed delete pipeline or you can click ‘No‘ to return to the pipeline editor.

Filter, Sort and Search Deal

With 3Dolphins sales SRM, you can use filters deals in a pipeline based on won deal, lost deal, responsible person, contact person and company. Using these filters allow you to quickly see which deals meet the criteria you set.

To begin, click the “Filter” button in the top left corner of your screen. Then, you will see a pop-up to filter deal. In the example image below, we will display all won deals by ticking “show won deals”, when you’re done click “Filter” button. Then, you can view the results in the Funnel view or List view.


You can also sort these results in the ascending or descending order by their created date, expected close date and last activity. If you order deal by last Activity, it will display starts from created date and will be updated when there are changes in the deal or items related to that deal such as task created, task started, task finished and note created.


In addition to the filtering options, you can search for specific deals within the selected pipeline by using the search field. To search for deals by the selected pipeline, click the search field and typing your search term. Then, press “Enter” and we’ll display deals within the selected pipeline that contain your search term.

Advanced Setting

Advanced setting makes it possible for you to automate deal and stage lock. Adding automation to your deal stages is a simple way to remove friction from your sales process. This feature only available on the role sales manager.

In the deal page, you can click gear icon on every stage. Then, on the Automation tab you’ll see your deal stages laid out in columns, and in each column, you can add actions that will be triggered run process flow or add note automatically any time a deal moves into that stage or closed if the deal is won or lost.

For example, in the example image below we create an automation deal where when the deal moves to the “New Pipeline – B” stage, the system will automatically add note on the deal.


So, when deal are moved to the “New Pipeline – B”, note “From Automation Deal” will automatically added in the deal. You can view the notes in the timeline tab as in the example image below.

Closed Deal to Won or Lost Deal

On the deal detail page, you can updating the status of closed deals to Won or Lost. Correctly marking a deal as Won or Lost has a major impact on data available in your Deals reports.

To mark a deal as Won or Lost from a specific pipeline, go the Deals overview page by clicking the “Deals” option located in the left side navigation menu. Select the pipeline containing the deal you wish to mark as either Won or Lost from the pipeline dropdown.


Locate the deal you wish to close. To mark the Deal as Won, click the deal and drag it to the bottom right of the pipeline page or you can click the Won button on the deal detail page.

To mark the Deal as Lost, click the deal and drag it to the bottom left of your pipeline page, mark the Deal as Won, click the deal and drag it to the bottom right of the pipeline page or you can click the deal name, and on the deal detail > deal info, click Lost button.

Delete Deal

It is sometimes necessary to remove a deal from a list pipeline when it is no longer needed.

In the deal page, select and click the deal on the stage and you will see a detail deal, in the upper right corner click the action button and select delete deal. Then, you will be prompts to confirm the delete request, click ‘Yes‘ to proceed delete deal or you can click ‘No‘ to return to the detail deal.

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