Microsoft Dynamics® CRM Training
Qualifying an Opportunity
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In the Process Bar of the new flow forms in Microsoft Dynamics CRM, by default, there are four stages in the sales process: Qualify, Develop, Propose, and Close. When a sale starts as a Lead, the first step is Qualify. This is the only stage associated with the Lead entity. The other three stages are then associated with the Opportunity entity. What happens if you bypass Lead qualification and start by creating a new Opportunity record? Do you skip the Qualify stage entirely?
In this lesson, we’re going to show you how to create a new Opportunity record in the flow form, and explain the differences between Lead qualification and Opportunity qualification.
To create a new Opportunity record, I simply navigate to either the Sales or Workplace modules and click Opportunities. I then click New in the ribbon.
Notice that when the new record opens, I begin in the Qualify stage of the sales process; just as I would have had I started this sale as a Lead. Since there are important fields in the Qualify stage, Dynamics CRM does not simply skip it altogether. Therefore, in this scenario, all four stages are associated with the Opportunity entity.
Almost all of the fields present in the Qualify stage of the Lead form are present in the Qualify stage of the new Opportunity form by default. The differences are found in the Existing Contact and Existing Account lookups, which are present in the Qualify stage of the Lead entity. In a new Opportunity form, these fields are called “Identify Contact” and “Identify Account”. There is an important distinction between the fields.
Just like in the Lead qualification process, if both of these fields are populated, the associated Account will represent the Potential Customer. However, to expand more on the differences between Lead and Opportunity processes, I’ll open the Process Customization Tool by clicking the ellipsis in the toolbar, and then selecting Edit Sales Process.
Once the tool opens, notice that I can click between Lead and Opportunity at the top. By selecting Lead, I can edit the Lead qualification process, which, by default, only contains the Qualify stage. By selecting Opportunity, I can see all four stages. Notice the differences between the first two fields. In the Opportunity Qualify stage, when I click Contact, a dropdown appears. These are the list of available attributes, or fields, that I can match with this step. No such dropdown appears if I click “Existing Contact?” in the Lead Qualify stage. This is because it is not an attribute; it is a connect function.
This is important because it illustrates that each stage is completely separate even though they share the same name. Any changes made to the Lead Qualify stage do not carry over to the Opportunity Qualify stage. For example, if I add a custom field to the Qualify stage of the Lead entity, but I don’t do the same in the Opportunity entity, the field will not appear in the Process Bar if I create a new Opportunity without qualifying a Lead. This has an impact on how you configure the Process Bar.
Even though the Lead and Opportunity entities are part of the same sales process, the flow forms make it easy to forget that they are indeed separate entities. If you want the sales process to be consistent no matter where a sale starts, be sure the Qualify stages of each entity match. It is recommended that any changes you make to one entity are replicated in the other.
For more tips, tricks, and tutorials, please refer to the Success Portal or our xRM.com blog.