Sales Lead System Control Settings

Access

Tabs:  General, Missed Activity, Lead Information, User-Defined

Use this routine to specify your preferences for the InTouch CRM contact management feature. This feature enables salespeople and their managers to follow up on sales contacts and analyze how effectively they handle their contact leads.

General

Default Activity Type for Completed Order

Default Activity Type for Adding a Lead

Default Activity Type for Adding Comments

Default Activity Type for Auto Archive

Default Method of ContactEnter the code of the method of contact you want to appear when a user creates a new lead. If you click on the Search button, you access the Default Method of Contact screen, from which you can make a selection.

This is not a required field, but if you leave it blank users must enter a method of contact in Lead/Contact entry rather than accept a default.

Default Probability of PurchaseEnter the code of the probability of purchase response you want to appear when a user creates a new lead. If you click on the Search button, you access the Default Probability of Purchase screen, from which you can make a selection.

This is not a required field, but if you leave it blank users must enter a probability of purchase in Lead/Contact entry rather than accept a default.

Method of Contact for LaydownsEnter the code of the method of contact you want to appear when an invoice for a lead-tracked product is created without a lead ever existing (that is, a method of contact for laydowns). If you click on the Search button, the Default Method of Contact for Laydowns screen appears from which you can make a selection.

Next Action Days for New Opportunity Lead

Salesperson Code for Unassigned ContactsEnter the salesperson number you want to use for unassigned contacts. When this phantom A process that performs a maintenance function in STORIS, and can be set up to run automatically in the background on a regular basis. salesperson is assigned to a contact, another salesperson can take ownership of that contact by adding his/her salesperson number to the contact record.  If this field is left empty, no Salesperson is listed on an Unassigned Lead/Contact and it becomes eligible for assignment by any of the reassignment utilities.

Auto Archive Reason CodeEnter the reason you want to use when a lead is automatically moved to history. Entry in this field is required and must already exist in Lead Reason File Maintenance.  

Example:  ARCHV - EOD (End-of-Day) Also known as day-ending processing, an automated process you run at the end of a business day to update daily files. ARCHIVE OLD LEADS

Auto Archive if Next Activity Date is Past Due More ThanThis field works in conjunction with the Archive if Last Contact Date is Past Due More Than field to determine when to close a lead record and move it history. In this field, enter the number of days a next activity date can be past the system date before the End-of-Day process automatically copies the lead record to history. Both the next activity date and the last contact date must be past in order to move the lead to history.  Any quotes/layaways associated with this lead will be deleted if the “Delete Quotes/Layaways when Lead is Closed?” field is set to ‘Y’.  The Lead/Contact Salesperson is re-assigned to the default salesperson for Unassigned Lead/Contacts.

Example:  If the Next Activity Date on a Lead/Contact is 6/10/2007, and this field has a setting of 10, then during EOD processing on 6/21/2007 the Lead/Contact will be moved to History and closed.   

Auto Archive if Last Contact Date is Past Due More Than  This field works in conjunction with the Auto Archive if Next Activity Date is Past Due More Than. In this field enter the number of days the last contact date can be past the system date before the EOD process automatically copies the lead record to history.  Both the next activity date and the last contact date must be past in order to move the lead to history.  

Lose Ownership if Last Contact Date is Past Due More ThanUse this field to determine the number of days a lead’s last contact date can be past the current date before the salesperson can lose ownership of the contact. This works in conjunction with the Next Activity Date. The system looks at the system date minus the Last Contact Date.  If the result is greater than or equal to the number of days in this field, AND the Next Activity Date is less than the system date, the record becomes eligible for reassignment of salesperson by any Contact Management staff member, regardless of their security level. The reassignment is not an automatic operation; reassignment must be completed manually.   

Maximum Days Next Contact Date Can Be Past TodayUse this field to determine the maximum number of days in the future (past the current system date) that the next contact date may be set.   

Example: If this field is set to 7 days, and a Lead/Contact is created on 12/10/2007, the Next Contact Date must be less than or equal to 12/18/2007.

Purge Lead History After This Many Days

Purge Contacts With No Active Or Historic Leads

Missed Activity

This is a “scrolling” field containing two fields. In the Missed Activity Code section, enter the activity type codes that indicate missed activity actions. Each entry is validated against the Activity Type file and the activity type must have a class of “M”.  For example, you can create a series of codes, one for activities three days late, another for five days late, another for seven days late, etc.

Once codes are entered, the description for each code displays. The Counts as Missed After These Days field is for entry of the number of days after which a missed activity is recognized. If an activity type is entered, entry of the days is required.

Missed Activity Code and DescriptionEnter your missed activity codes and their descriptions.

Counts as Missed After These DaysEnter the number of days that must expire before the system recognizes a missed activity.

Lead Information

The fields on this tab affect only products set up for lead-tracking in the Product Group Settings.

Close Lead When Order is CompletedTo close sales leads upon invoicing, check the box. To close sales leads when the order is written, leave the box blank.

Delete Quotes When Lead is ClosedTo delete quotes/layaways for the lead/contact when the lead/contact is closed, check the box. Otherwise, leave the box blank.

Allow Service Order in Lead MaintenanceTo make the customer service order program accessible from the lead maintenance screens, check the box. Otherwise, leave the box blank.   

Create New Opportunity When Lead is ClosedTo create a new lead with a lead activity type class of “new opportunity” when a lead/contact is invoiced completely upon creation, check the box. Otherwise, leave the box empty.

Lead Activity Type Code for New OpportunityEnter the lead activity type you want to use for ‘new opportunity’ leads. This entry must already exist in Type of Activity Settings.   

Salesperson for Leads from eSTORISEnter the salesperson you want to use as the default salesperson when leads are obtained via eSTORIS A set of applications that allows you to bring your STORIS system onto the World Wide Web to create a "virtual store".. The entry here must exist in the Salesperson Settings.  This field is active only if eSTORIS is active.

User-Defined

Use the fields on this tab to set up user-defined input prompts you can use in the Enter a Sales Lead routine. Each line in the grid represents a screen prompt to be defined in Enter a Sales Lead.  Each has the following parameters.  

Line NumberEnter the line number of the grid on which you want this prompt to display. This number also determines the order on which prompts display on the Sales Leads screen.  

Screen TextEnter the text you want to describe the contents or purpose of the prompt.  

Data Type

Maximum LengthEnter the maximum number of characters you want the input field to hold.  

Number of DecimalsIf the Data Type field indicates a numeric prompt, this field becomes active and you can enter a number of decimal places from 0-4.

MandatoryIf you want this field to require a response from users before they can exit the screen, enter Y. Otherwise, leave this field blank.

Default ValueIf you want a default value to appear at this user-defined prompt, enter it here. Otherwise, leave the field blank. The response you enter here verifies against the response you enter into the Filename field below.

File Name for Entry Verification  Enter the STORIS filename against which you want to reconcile the entry in the Default column.