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Statuses and Actions: Manage Statuses Page Detailed Review

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The status of a lead describes the distinct state or disposition. It can be thought of as a description of which stage of the sales cycle the lead is in.

An example of how a lead could move through your sales cycle by passing through different statuses could be: The lead enters the system in the “New” status, moves into the “In Process” status, and eventually ends up in the “Converted” or “Enrolled” status.

Click Manage Status on the Administration Submenu

 

Velocify™ comes with defined statuses. You can also create statuses to define stages of your unique sales cycle. You can create more statuses if your current Velocify workflow can be further optimized. When leads pass into new statuses, Emails and Calendar Events can be triggered. This gives you the ability to automate certain steps in your sales cycle that you know will always be the same. For instance, when a lead enters the “Converted” status, you may want to trigger an email that solicits referrals.  

 

Adding a Status

Before you add a new status, it is assumed that you have identified a stage that your leads pass through that you would like to account for and your current workflow does not recognize this stage.

The Manage Status page shows a table that displays all the statuses currently in your system. Alongside the name of the status are the following:

  • Color: The color that the status will display on the view leads page. This is useful in creating visual cues so users can more quickly identify the status of leads in their queue.
  • Milestone: A milestone is similar to a status but there are fewer of them. For example The milestone ‘Qualification’ may have several statuses within it; “Application”, “Submitted”, and “Approved.” These are used in reporting and performance metrics. Imagine your sales cycle as the face of a clock. Milestones and statuses are the hands of the clock. Statuses are the minute hand and milestones are the hour hand. They both mark progress of the lead through the sales cycle only one moves more quickly than the other.

Creating a status involves:

  • identifying a stage in your sales cycle where you want to track something that has happened, or when you want Velocify to do something (e.g., an email to the lead, a reminder to the user)
  • Determining which, if any, milestone the lead belongs under
  • Determining which actions you want user to be able to take on the lead when it is in this status

To create a new status click the Add New Status button

  • Give the status a descriptive name
  • Assign it a color
  • Associate the status with a milestone if desired
  • Click Submit

The Manage Status page will load again and you will see your new status in the list.

 

Manage Status Page Options Column

There are several Status Options listed in the Options column.

Clicking the available links in the Options Column will allow you to to configure the status to trigger Actions, Emails, XML Posts, and Calendar Events.

 

Actions

In the Options column, click the Actions link associated with your new status.

The Status Action page will load.

Use this form to configure which actions will be available for the user to take on a lead while it is in this status.

Click to select actions in the Available Actions list box on the left and click the Add button.

When you have added the actions they will appear in the Actions in Status list box on the right.

There are other buttons on the Status Actions form that you can use to further configure the actions associated with the status.

Remove: Select an action and click this button to make the action unavailable in the status.

Set as Default: Select an action and click this button to make the selected action the “Default Action” that is displayed on the View Leads page.

Set as Quick: Select an action and click this button to make the selected action the “Quick Action” that is displayed on the View Leads page.

Trigger Status Change: Select an action and click this button if you want the lead to move into an new status when the selected action is taken. To trigger a status change, select the new status from the pulldown before clicking the Trigger Status Change button.

When you are done, click the Return to Manage Statuses button.

 

Emails

You can configure statuses to trigger emails when leads pass into them. To configure this setting, click the Emails link associated with the status.

Click to select an email in the Available Email Templates list box on the left and click the Assign button.

When you have added the email, it will appear in the Emals Sent Upon Status Change list box on the right.

The email can be triggered automatically, manually, or both when the lead enters this status. Select a value from the pulldown and click the Set Trigger Type button

Trigger Types include:

  • Auto - Select this if you want the email to be sent automatically when the lead moves into this status
  • Manual- Select this if you want the email to be available to be sent manually when lead is in this status
  • Both- Select this if you want the email to be sent automatically when the lead moves into this status and to be available to be sent manually as long as the lead is in this status. Use this option to allow users to resend this email. This is useful for when leads will have either not received or not retained an email they have received and you would like users to be able to send it again.

When you are done, click the Return to Manage Statuses button.

 

Calendar Events

You can configure statuses to trigger Calendar Events when leads pass into them. To configure this setting, click the Calendar Events link associated with the status.

Click to select an email in the Available Email Templates list box on the left and click the Assign button.

When you have added the email, it will appear in the Emals Sent Upon Status Change list box on the right.

 

When you are done, click the Return to Manage Statuses button.

 

XML Posts

You can configure statuses to trigger XML posts when leads pass into them. To configure this setting, click the Posts  link associated with the status.

Click to select an Post Template in the Available Post Templates list box on the left and click the Assign button.

When you have added the Post, it will appear in the Posts Sent Upon Status Change list box on the right.

Click here for more information on how the XML Poster works.

When you are done, click the Return to Manage Statuses button.

Edit

Click the Edit link to edit the statuses name, color, and milestone.

Delete

Click the Delete link to delete the status

In order to delete a status you will have to first make sure that no leads are currently in the status you wish to delete. Attempting to delete a status that has even one lead associated with it will yield an alert indicating that it is not possible to delete the status.

If the status does not have leads associated with it and you click the Delete link in the options column. You will be asked to confirm the Delete.

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