{"id":181,"date":"2019-02-28T19:08:45","date_gmt":"2019-02-28T19:08:45","guid":{"rendered":"https:\/\/builder-help.gjgardner.com\/?page_id=181"},"modified":"2023-04-13T05:26:26","modified_gmt":"2023-04-13T05:26:26","slug":"sales-folder","status":"publish","type":"ht_kb","link":"http:\/\/help.gjgardner.com\/au\/hc\/sales\/leads\/sales-folder\/","title":{"rendered":"Sales Folders"},"content":{"rendered":"<figure class=\"wp-block-embed is-type-video is-provider-vimeo wp-block-embed-vimeo wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"GJWOS - How to create a new lead\" src=\"https:\/\/player.vimeo.com\/video\/492346819?h=a99d757962&amp;dnt=1&amp;app_id=122963\" width=\"643\" height=\"362\" frameborder=\"0\" allow=\"autoplay; fullscreen; picture-in-picture; clipboard-write\"><\/iframe>\n<\/div><\/figure>\n\n\n\n<p><span style=\"font-weight: 400;\">Creation of a new Lead requires creation of a Sales Folder. The Sales Folder is a place where you can keep information about a customer from the initial communication till the completion of a sale or loss of a lead due to some circumstances. The collected information is used for generation of several sales management reports and as a basis for generation of Request for Quotations (RFQ) and project estimates.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">This information is maintained and updated by Salespersons. Salespersons can see only their own Leads and Leads that were assigned to them by other Salespersons. &nbsp;In the User Account, you can grant access to all Leads or Leads of selected Salespersons. To assign a Lead to another user, you need to have the Sales &gt; Leads &gt; Reassign permission. <\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">The Sales Folder is tied to a Customer. Once you add a Customer as a Lead and create a Sales Folder, the system may prompt you to send the First Contact Letter if the Prompt user to print first contact letter option is enabled in the <\/span><a rel=\"noopener noreferrer\" href=\"\/au\/setup\/system-variables\/setup-system-variables-sales\/\" target=\"_blank\"><b>System Variables<\/b><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Creating Leads<\/h2>\n\n\n\n<ol class=\"wp-block-list\">\n<li>On the Leads Board, click <strong>Create New Lead <\/strong><\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"500\" src=\"https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/04\/Create-Lead-1024x500.jpg\" alt=\"\" class=\"wp-image-9091\" srcset=\"https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/04\/Create-Lead-1024x500.jpg 1024w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/04\/Create-Lead-300x146.jpg 300w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/04\/Create-Lead-768x375.jpg 768w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/04\/Create-Lead-50x24.jpg 50w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/04\/Create-Lead-1536x750.jpg 1536w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/04\/Create-Lead-18x9.jpg 18w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/04\/Create-Lead-60x29.jpg 60w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/04\/Create-Lead-100x49.jpg 100w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/04\/Create-Lead.jpg 1920w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>2. <span style=\"font-weight: 400;\">On the <\/span><b>Create Lead<\/b><span style=\"font-weight: 400;\"> page, specify the following information about the Lead:<\/span><br> <table> <tbody> <tr> <td><b>Customer<\/b><\/td> <td>Start entering the Customer\u2019s name (name of the Contact of the customer type) and select the match from suggested variants. Alternatively, you can click the icon and select <b>Create New Contact<\/b>. (add link)<\/td> <\/tr> <tr> <td><b>Address<\/b><\/td> <td>Address of the Contact loads.<\/td> <\/tr> <tr> <td><b>Estate<\/b><\/td> <td>Community which the Contact attributes to loads.<\/td> <\/tr> <tr> <td><b>Salesperson<\/b><\/td> <td>Name of the Salesperson who created the Contact.<\/td> <\/tr> <tr> <td><b>Referred By<\/b><\/td> <td>Reference source of the Contact.<\/td> <\/tr> <tr> <td><b>Details<\/b><\/td> <td>Additions details on the Contact.<\/td> <\/tr> <tr> <td><b>Phone<\/b><\/td> <td>Phone number of the Contact.<\/td> <\/tr> <tr> <td><b>Type of Customer<\/b><\/td> <td>Select the type of the Customer from the provided options.<\/td> <\/tr> <\/tbody> <\/table> <\/p>\n\n\n\n<p>3. <span style=\"font-weight: 400;\">When complete, click <\/span><b>Process<\/b><span style=\"font-weight: 400;\">. You will automatically switch to the Sales Folders tab<\/span>.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Creating Sales Folders<\/h2>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"498\" src=\"https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/04\/Sales-Folder-2-1024x498.jpg\" alt=\"\" class=\"wp-image-9066\" srcset=\"https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/04\/Sales-Folder-2-1024x498.jpg 1024w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/04\/Sales-Folder-2-300x146.jpg 300w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/04\/Sales-Folder-2-768x373.jpg 768w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/04\/Sales-Folder-2-50x24.jpg 50w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/04\/Sales-Folder-2-1536x746.jpg 1536w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/04\/Sales-Folder-2-18x9.jpg 18w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/04\/Sales-Folder-2-60x29.jpg 60w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/04\/Sales-Folder-2-100x49.jpg 100w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2023\/04\/Sales-Folder-2.jpg 1918w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure><\/div>\n\n\n<ol class=\"wp-block-list\">\n<li><span style=\"font-weight: 400;\">Once you specify initial information about the Lead on the Details &amp; Communications tab and click the Process button, you will automatically switch to the Sales Folders tab.<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">On the Sales Folders tab, specify the following information about the Sales Folder:<\/span><\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-table\"><table><tbody><tr><td><b>Sales Folder Name<\/b><\/td><td><span style=\"font-weight: 400;\">Enter the name of the Sales Folder. This name should be Job specific, because one Customer can have multiple Sales Folders and each Sales Folder can become a Job<\/span><\/td><\/tr><tr><td><b>Priority<\/b><\/td><td><span style=\"font-weight: 400;\">Select the priority level (Other, A, B, C).<\/span><\/td><\/tr><tr><td><b>Follow Up Date<\/b><\/td><td><span style=\"font-weight: 400;\">Pick the date you would &nbsp;like to receive a notification to Follow Up with the Customer<\/span><\/td><\/tr><tr><td><b>Status<\/b><\/td><td><span style=\"font-weight: 400;\">Select the status of the Sales Folder (Active, Will not Complete).<\/span><\/td><\/tr><tr><td><b>Stage<\/b><\/td><td><span style=\"font-weight: 400;\">Select the development stage of the Lead.<\/span><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p><span style=\"font-weight: 400;\">For completed Sales, information in the Sales Folder becomes read-only. Additional information, appears, as follows:<\/span><\/p>\n\n\n\n<figure class=\"wp-block-table\"><table><tbody><tr><td><b>Completed Job #<\/b><\/td><td><span style=\"font-weight: 400;\">Number of the Job associated with the completed Sales Folder.<\/span><\/td><\/tr><tr><td><b>Deposit Date<\/b><\/td><td><span style=\"font-weight: 400;\">Date when the deposit was made.<\/span><\/td><\/tr><tr><td><b>Contract Date<\/b><\/td><td><span style=\"font-weight: 400;\">Date when the contract was signed.<\/span><\/td><\/tr><tr><td><b>Completed By<\/b><\/td><td><span style=\"font-weight: 400;\">Name of the user who completed the Sale.<\/span><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<ol class=\"wp-block-list\">\n<li><span style=\"font-weight: 400;\">When complete, click <\/span><b>Process<\/b><span style=\"font-weight: 400;\">. The system will ask if you would like to send the first contact letter to the Lead.<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">In the <\/span><b>1<\/b><b>st<\/b><b> Contact Letter<\/b><span style=\"font-weight: 400;\"> form, click <\/span><b>YES<\/b><span style=\"font-weight: 400;\"> or <\/span><b>NO<\/b><span style=\"font-weight: 400;\"> accordingly. If you click <\/span><b>YES<\/b><span style=\"font-weight: 400;\">, the system will generate a letter and open the form with the link to edit it. You may click this link to edit the letter before sending or you can send it as by clicking the Confirm button.<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">When complete, click <\/span><b>Confirm<\/b><span style=\"font-weight: 400;\">.<\/span><\/li>\n<\/ol>\n\n\n\n<p><span style=\"font-weight: 400;\">The Sales Folder is created. The record with information about creation of a Sales Folder with the date will appear on the Meetings list.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">You can perform the following operations on Sales Folders:<\/span><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span style=\"font-weight: 400;\">create a new Sales Folder for the Lead<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">edit the existing Sales Folders of the Lead<\/span><\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Editing Sales Folders<\/h2>\n\n\n\n<ol class=\"wp-block-list\">\n<li><span style=\"font-weight: 400;\">On the list with Leads, locate the one whose Sales Folder you want to edit.<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Hover over the Lead, until the action icons appear, click the <\/span><b>Edit&nbsp;<img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-188 alignnone\" src=\"\/wp-content\/uploads\/2019\/02\/edit-icon.png\" alt=\"\" width=\"15\" height=\"15\">&nbsp;<\/b><span style=\"font-weight: 400;\">icon.<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Switch to the <\/span><b>Sales Folders<\/b><span style=\"font-weight: 400;\"> tab.<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Locate the Sales Folders box, select the Sales Folder from the box.<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">To the right side of the box, locate the <\/span><b>Edit&nbsp;<img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-188 alignnone\" src=\"\/wp-content\/uploads\/2019\/02\/edit-icon.png\" alt=\"\" width=\"15\" height=\"15\"><\/b> <span style=\"font-weight: 400;\"> icon and click it.<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Make the appropriate modifications.<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">When complete, click <\/span><b>Process<\/b><span style=\"font-weight: 400;\">.<\/span><\/li>\n<\/ol>\n\n\n\n<p><\/p>","protected":false},"excerpt":{"rendered":"<p>Creation of a new Lead requires creation of a Sales Folder. The Sales Folder is a place where you can keep information about a customer from the initial communication till the completion of a sale or loss of a lead due to some circumstances. The collected information is used for&#8230;<\/p>","protected":false},"author":21,"comment_status":"closed","ping_status":"closed","template":"","format":"standard","meta":{"footnotes":""},"ht-kb-category":[48,95],"ht-kb-tag":[],"class_list":["post-181","ht_kb","type-ht_kb","status-publish","format-standard","hentry","ht_kb_category-leads","ht_kb_category-needs-update"],"_links":{"self":[{"href":"https:\/\/help.gjgardner.com\/au\/wp-json\/wp\/v2\/ht-kb\/181"}],"collection":[{"href":"https:\/\/help.gjgardner.com\/au\/wp-json\/wp\/v2\/ht-kb"}],"about":[{"href":"https:\/\/help.gjgardner.com\/au\/wp-json\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/help.gjgardner.com\/au\/wp-json\/wp\/v2\/users\/21"}],"replies":[{"embeddable":true,"href":"https:\/\/help.gjgardner.com\/au\/wp-json\/wp\/v2\/comments?post=181"}],"version-history":[{"count":7,"href":"https:\/\/help.gjgardner.com\/au\/wp-json\/wp\/v2\/ht-kb\/181\/revisions"}],"predecessor-version":[{"id":9092,"href":"https:\/\/help.gjgardner.com\/au\/wp-json\/wp\/v2\/ht-kb\/181\/revisions\/9092"}],"wp:attachment":[{"href":"https:\/\/help.gjgardner.com\/au\/wp-json\/wp\/v2\/media?parent=181"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/help.gjgardner.com\/au\/wp-json\/wp\/v2\/ht-kb-category?post=181"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/help.gjgardner.com\/au\/wp-json\/wp\/v2\/ht-kb-tag?post=181"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}