How do I Configure Prophet for my business?

Understanding how the 3 Prophet Records operate can be a big help in deciding how to customize your software.

Contact: This is an Outlook Contact Record that Prophet borrows for data about INDIVIDUALS.

Prophet CRM: Contact Manager, New Contact View

While no customization can be made to the general fields, Prophet does provide 20 fields that can be customized as date fields, text fields, and drop-down menu fields.

Prophet CRM: Contact Manager, Tab Customization View

Company: This in an exclusively Prophet generated record that allows for the collection of data at the company/organization level.

Prophet CRM: Company Manager View

The fields in the General tab are not customizable.

The Details tab has one field for customizing – the Account Level field.

Prophet CRM: Company Manager, Account Levels View

There are three User Tabs containing 72 fields per tab that can be customized as date fields, text fields, and drop-down menu fields. You can also rename each tab to identify what sort of information is contained in each tab, such as Marketing, Account Information, Pre-Sales Data, etc.

Prophet CRM: Company Manager, Tab Customization View

*For the Contact and Company custom fields, it is typically a good idea to keep it to fairly static information, such as Industry for the Company or Birthday for the Contact.

Opportunity: This is the other exclusively Prophet record that allows the user to create a ‘Sales’ record. This record has a wide range of customizable fields over the General Tab, Products/Services Tab, and the 3 User Tabs that allow for customizing the record to YOUR business processes.

Customizable Fields (General Tab)

  • All the labels (e.g. Status, Stage, Priority, Service Type, etc.) on this tab are customizable.

  • The drops down values associated with the labels are customizable – you can edit or delete existing values and you can add additional drop down values as well.

  • You can any of the fields to be required before an Opportunity is saved.

Prophet CRM: Products/Services Customization View

When customizing the Status dropdown, there are a couple things to keep in mind. Some of the standard reports that are included in Prophet gather data for reporting from these dropdown values.

The standard values in this dropdown to be careful of when customizing:

Active Pipeline forecast category reports will report on all opportunities marked with the status Active. If you are going to change this field, make sure you change this value to something that means the same thing as active, such as “open” or “prospect.”

Won Reports in the Account Sales category report off of all opportunities marked with the status of Won. If you are going to change this value, make sure you change this label to a term that means the same thing, such as “Closed”. The date you move an opportunity to the Status of won, Prophet marks that date as the closed date for reporting.

Lost Reports in the Won/Loss category report off of all opportunities marked with the status of Lost. If you are going to change this value, make sure you change the label to a term that means something similar to lost, such as “Rejected.” The date you move an opportunity to the Sales Status of Lost, Prophet marks that date as the closed date for reporting.

Customizable Fields (User Tabs)

User Tab 1, User Tab 2, User Tab 3

  • There are 28 labels on each tab that can be customized.

  • The fields associated with the labels can be either a text field, drop down list or a date field.

  • Rename each tab name (e.g. Contract Info as shown below).

  • Hide the fields you aren’t using.

  • The information you are gathering on the user tabs can be pulled into Prophet Reports through the Report Wizard.

Customizable Fields (Products/Services Tab)

The six label names that can be renamed include:

  • Group

  • Product/Service

  • Prod Description

  • Default Quantity

  • Price

  • User Defined

They appear in the product/services window as shown below.

Prophet CRM: Customizable Fields on General Tabs

When entering in your products/services, you will first categorize them by the “Group,” such as Software Products, Clothing, Accessories, Ford Cars, Chevrolet Cars, etc.

Then, in the “Product/Service” section, you will list each specific item along with pricing, a description, etc.

Prophet CRM: Category selection for Products/Services Customization View
Prophet CRM: Opportunity Manager

If you’d like to have a more in depth conversation with a trainer on your specific business needs, consult with your Account Manager to learn what training options you have currently available to you.