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Prophet Tips

Quick tips gives you solutions to specific problems with a minimum of effort.
Prophet Tips 1: Customize Prophet Reports with User Defined Fields
Prophet Tips 2: Quickly Find Any Email for a Contact
Prophet Tips 3: Using Categories to Send Group Personalized Emails
Prophet Tips 4: Using Public Contact Folders In Prophet
Prophet Tips 5: Optomizing the Opportunity Manager
Prophet Tips 6: The Fastest Way to Create an Opportunity
Prophet Tips 7: Opening Multiple Prophet Folders at Once
Prophet Tips 8: Getting to Contacts or Companies Faster
Prophet Tips 9: Quickly Sort Contacts by First or Last Name
Prophet Tips 10: Getting ACT! or Goldmine Data into Prophet
Prophet Tips 11: Opportunity Notes Best Practices with Prophet
Prophet Tips 12: Prophet Now Works with Tablet PC's
Prophet Tips 13: Customize the Rep Probability Field in Opportunity Manager
Prophet Tips 14: Categorizing a group of contacts for viewing in Prophet Contact Manager
Prophet Tips 15: Reviewing Reports in CSV
Prophet Tips 16: Using Prophet to manage your customers once the sale is closed
Prophet Tips 17: Creating an opportunity from an email with one click
Prophet Tips 18: Creating a Back Up of Your Prophet Data
Prophet Tips 19: Customizing your view in the Opportunity Manager
Prophet Tips 20: Attaching Emails, Tasks and Calendar Items to Opportunities
Prophet Tips 21: Customizing Note Tracking Type
Prophet Tips 22: Quick name lookup
Prophet Tips 23: Quickly find Opportunities by Company Name
Prophet Tips 24: Managing tasks in Prophet Today
Prophet Tips 25: Keep personal contacts out of Prophet
Prophet Tips 26: Create A Custom Pipeline Report
Prophet Tips 27: Creating and Completing Tasks Associated with Sales Opportunities
Prophet Tips 28: Take time and date stamped notes for your contact and company records
Prophet Tips 1: Customize Prophet Reports with User Defined Fields

The opportunity manager window in Prophet 1.5 has over 80+ user defined fields available for you to use. Here is an easy way to get those user defined fields into a standard report:

  1. From Contact Manager within Prophet - open reports.
  2. Select Wizard from the Report menu.
  3. Select "Opportunities" from Choose Report Category and put in your report name.
  4. Select a report title.
  5. Filter for the fields that you are interested in.
  6. You can click finish or go into the Report Designer to do even more customization.

You now have a Prophet report with your customize fields.

Prophet Tips 2: Quickly Find Any Email for a Contact

One of the handiest features of Prophet is to find any email associated with a contact in any of your Outlook folders. Here’s how:

  1. Open Prophet.
  2. Find and select the contact the email is associated with.
  3. Click on the Emails tab at the bottom of the contact manager window.
  4. Change the number of emails to display and
  5. Change the time frame of the email to fit your needs.
  6. Check any box in the filter that might contain the desired email.
  7. Click on display and watch all of the emails associated with that person pop-up!
Prophet Tips 3: Using Categories to Send Group Personalized Emails

If your contacts are organized into specific categories, you can send a personalized email to an entire category very easily with Prophet. Here's how:

  1. Open Prophet by double clicking on the Avidian Prophet folder in Outlook, then click on the Contact Manager folder under the Avidian Prophet folder.
  2. Click the folder button on the Prophet Toolbar
  3. Select the category tab
  4. Check the category or categories to which you would like to send an email
  5. Click OK. This leaves only those contacts that are associated with the category in the listview window
  6. Click on the first name in the list, scroll to the last name of the list, hold down the shift key and click on the last name on the list - this will highlight all names in the field.
  7. Now, click on the down arrow next to the email button on the Prophet Toolbar and select "Send Group Emails" to start the Group Email Wizard
  8. Follow the Group Email Wizard steps and you are good to go!
Prophet Tips 4: Using Public Contact Folders In Prophet

Prophet supports using both your personal contact folder as well as public contact folders. In order to ensure Prophet works optimally with the public contact folders, follow the following steps:

  1. Create new contacts for the public folders from within Outlook, not the Prophet Contact Manager.
  2. When viewing contacts from within Prophet Contact Manager, make sure your folder option is checked for the public folder you want to view contacts from.
  3. You can view contacts from all folders checked in the Contact Manager including public and private at the same time.
Prophet Tips 5: Optomizing the Opportunity Manager

Prophet is built with Microsoft .Net and thus includes many easy of use features. Here are some specific tricks to use with the Prophet Opportunity Manager:

  1. Right Click: If you need to do something with your opportunities, try right clicking on it. The feature is probably in the menu.
  2. Dragging Columns: You can drag one column and drop it next to another column. This allows you to view relevant data next to each other.
  3. Sorting Columns: Clicking on any column header will sort by that column. Clicking the header again will sort it in the reverse.
  4. Typing Letters: You can jump to an opportunity by clicking on the first letter of the company name in the search box.
Prophet Tips 6: The Fastest Way to Create an Opportunity
  1. Open Contact Manager
  2. Right click on the contact or company that is associated with the opportunity
  3. Select New Opportunity with Contact
  4. Once you have an opportunity open, you can click on Email, Appointment, or Task and all of those Outlook activities will be associated with an opportunity
Prophet Tips 7: Opening Multiple Prophet Folders at Once

Prophet’s deep integration with Outlook creates opportunities to use the more advanced features of Microsoft Office with Prophet. One great example is being able to open multiple windows at the same time, here’s how:

  1. In Outlook, right click on Avidian Prophet, Contact Manager or Opportunity Manager
  2. Select “Open in New Window”
  3. And there you go! It’s that easy to have multiple windows of your Opportunities, Contacts and any other aspect of Outlook open at the same time.
Prophet Tips 8: Getting to Contacts or Companies Faster

Prophet taps into the functionality of Microsoft Office in dozens of ways. Here are two ways to get to the contact or company you are looking for very quickly:

  1. When you are in the Contact Manager screen in Prophet in Outlook, you can either click on the first letter of the name of the screen that is live to go to that group of names.
  2. When you are in the Opportunity Manager OR Contact Manager, you can also just quickly type in the name you want to find and Prophet will navigate to the names that match. For example, by typing in S M I T H quickly, you go to the first Smith in the company or contact listing.

Prophet Tips 9: Quickly Sort Contacts by First or Last Name

Sometimes the easiest way to find contacts is to sort them alphabetically by first or last name. Here’s a quick way to that in Prophet.

  1. Click on the Contact Manager folder in Prophet within Outlook.
  2. In the contact view, right click on the contact and select sort by first name or sort by last name.
  3. Both sorts give you the ability to sort ascending or descending.

Prophet Tips 10: Getting ACT! or Goldmine Data into Prophet

If you are a user of ACT! or Goldmine and want to make the short, but important leap to a true Outlook based sales opportunity manager – here is the easiest way to get data into Outlook from ACT! and Goldmine. Once it’s in Outlook, it’s in Prophet!

Outlook includes an import/export wizard that can bring-in tab separated and comma separated values. Depending on how your ACT! or GoldMine files are configured, you can use this utility to bring in specific data. Here are the basics.

  1. Open Outlook and click on File>Import Export
  2. Follow the wizard. If you have ACT! or Goldmine Data, click on “Import from another program or file”

Several ACT! to Outlook or GoldMine to Outlook data converters exist for a more complex data exchange. Click here to see a list of converters available.

Prophet Tips 11: Opportunity Notes Best Practices with Prophet

Note taking in Prophet is both important and easy. It reminds you of critical details that can extend the relationship and increase the chance of closing the deal. Some of the items that are good to include as part of the record of an opportunity include:

- Why the prospect needs your product / service
- What is the pain if they don't use your product / service
- Who are the decision makers in the deal
- When is the optimum date for getting this done
- What is their buying process
- What are the critical factors for them to choose your product /service

Prophet Tips 12: Prophet Now Works with Tablet PC's

Thanks to one of Avidian’s clients insistence on using Prophet with their Tablet PC’s, we have created a way for Prophet to work seamlessly with Tablet PC’s. A minor change in the properties of the Prophet setup file is all it takes.

Here are the steps to install Prophet on Table PCs.

  1. right-click on the ProphetSetup.exe file >click Properties
  2. click the Compatibility tab
  3. check "Run this program in compatibility mode for: select Windows 2000"
  4. check the "Turn off advanced text services for this program >click OK to close the window
  5. re-run the ProphetSetup.exe file.

Prophet Tips 13: Customize the Rep Probability Field in Opportunity Manager

Most Prophet clients live in the Opportunity Manager window because it is a quick list of all of your opportunities, it is customizable and it is sortable. You can customize the Rep Probability Field to contain regions, state, probability, stage or any other value that you would like to sort on in the window. Here’s how:

  1. Click on the Tool button.
  2. Click on the Opportunity Window Tab.
  3. Click on the plus sign next to the Opportunity Fields.
  4. Double click on “Rep Probability” and type the new label name.
  5. Change the drop down values by using the “Add”, “Edit” and “Delete” buttons.
  6. Click ok and exit out of the Prophet Administrator.
  7. Try opening up a new opportunity and view how the label and drop down values changed.
Prophet Tips 14: Categorizing a group of contacts for viewing in Prophet Contact Manager

If you would like to view a specific group of contacts in Contact Manager you can utilize the category in the Outlook contact form. To assign a category to a group of contacts at once here are the steps:

  1. Click on your contact folder in Outlook
  2. Change your view of you contacts to Phone List View (To change your view, in Outlook select View, Arrange By, Current View, Phone List)
  3. Sort your contacts by State, City or any other column by clicking on the column headers. (To select additional columns to sort by, right click on any column header in the List view and select Field Chooser. Select the field you wish to sort with by dragging and dropping the field to the column header.)
  4. Highlight all the contacts you would like to categorize. For example, highlight all the contacts that are in the state of Washington by clicking on the first contact in the list in Washington, holding down the shift key and then clicking on the last name in the group of Washington contacts.
  5. Right click on the group of highlighted contacts
  6. Select Category
  7. Put a check next to the category you wish to assign the Washington contacts to. If you would like to create your own category, you can do so by clicking on the Master Category List in the category window.
  8. Once you have assigned categories to your contacts you can then view your contacts by category in Contact Manager by clicking on the Folder button in the toolbar and selecting the category tab and checking the category you wish to filter by.
Prophet Tips 15: Reviewing Reports in CSV

If you would like to manipulate the reports that you are running in Prophet further, you can sort and filter them in excel.

  1. Click on the Report button in the toolbar in Prophet
  2. Select the report you wish to run and click View Report
  3. Open up My Documents on your computer
  4. You will find the report you just ran in CSV format in your My Documents.
  5. Click on the CSV file and the report will open up.
  6. You can then sort and filter your report and save the file as an Excel document in another folder on your computer.
  7. Every time you run this report in Prophet, the CSV file in My Documents will be updated.

You can now start assigning the drop down values that you customized to your opportunities and sort all of your opportunities by the new label that you created.

Prophet Tips 16: Using Prophet to manage your customers once the sale is closed

Once you close a sale you can continue to use Prophet to manage your communication with the customer. You can keep track of the customer’s information by creating opportunities for them and assigning a Custom Sales Status to the opportunity.

  1. Once you move an Opportunity to the Sales Status of “WON”, you can then create another opportunity for the client who just purchased and give the Opportunity a Custom Sales Status such as “Client”, “Ongoing” or “Customer”.
  2. Going forward, when you are working with this Customer, you will pull up their opportunity to take notes on calls, send out emails, and track information.
  3. If you would like to report on information about your customers such as what Industry your customers are in, their Satisfaction Rating, Issue Tracking, you can customize one of the User Tabs in the Opportunity Window and label it Customer Info. You can then create a custom report to pull through the custom fields into a report.
Prophet Tips 17: Creating an opportunity from an email with one click
  1. In your Outlook Inbox, open an email.
  2. Click on the Create Opportunity button in the email.
  3. If you do not have a contact created for the person the email is from, a contact and an opportunity is created
  4. If a contact already exists, a new opportunity will be created for the contact.
  5. Once the opportunity window is displayed for that contact, the body of the email is saved in the notes tab of the opportunity. Add a description and continue to work with this new opportunity.
Prophet Tips 18: Creating a Back Up of Your Prophet Data

So many things today can cause computer problems: power surges, viruses, system crashes and so on. It’s important to keep a backup copy of your data to prevent permanent loss, especially your sales data when it may be the source of your livelihood. Follow these simple steps to create a backup of your Prophet Database, and all your vital sales data.

  1. From within Contact Manager or Opportunity Manager
  2. Click on the "Tools" button
  3. Click on the tab labeled "Prophet Data"
  4. In the top section of the window you can click "Browse" to change the location to which you save your backup file (this location must be on your computer).
  5. Once you have selected the location to save your backup, simply click "Backup Now".
  6. When the "Backup Prophet Data" window appears, click "OK".
  7. When the backup file is created, the "Backup Successful" window will appear, click "OK".
  8. Click the "Close" button in the bottom right corner of the Prophet Administrator window to return to Prophet.

Your backup is now ready, and can be saved to portable media (such as a CD or a memory card) if you wish.

Prophet Tips 19: Customizing your view in the Opportunity Manager

You can select which fields to view in the Opportunity Manager easily by following these steps:

  1. Right click on an opportunity listed in the Opportunity Manager.
  2. Select Choose Columns from the menu.
  3. The Column Selection screen will display.
  4. Under the Available Columns window you will see the fields you can add to the Opportunity Manager.
  5. Highlight a field in the left window and click the Add button in the middle. The field will appear in the "Show columns in this order" window to the right, and be added to the Opportunity Manager.
  6. To remove a column from the Opportunity Manager, highlight the field in the "Show columns in this order" window and click on the Remove button.
  7. You have the ability to arrange the order in which the columns appear in the Opportunity Manager.
    1. The field at the top of the list will appear as the column at the far left of the Opportunity Manager, the others will display left-to-right as you go down the list.
    2. To rearrange the column order, highlight a field and use the Move Up and Move Down buttons.
  8. Click OK when you have the columns selected and arranged.
  9. Right click on any opportunity in the Opportunity Manager and select Save Preferences from the menu.
  10. Your view in the Opportunity Manager is now customized and saved.
Prophet Tips 20: Attaching Emails, Tasks and Calendar Items to Opportunities

Emails, tasks and calendar items created directly in an opportunity will automatically be associated with the opportunity they were created in. You can also select emails, tasks or calendar items created outside of an opportunity and attach them to an opportunity.

  1. Open the email, task or calendar item.
  2. Click on the Attach Item button in the ProphetBar
  3. A list of your opportunities will display. Highlight the opportunity you wish to attach the email, task or calendar item to.
  4. To attach the item click the Attach button in the lower right corner.
  5. To attach the item and open the opportunity, click the Attach and Open Opportunity button in the lower right corner.
  6. The email, task or calendar item will be linked to the opportunity.
  7. For users of the Prophet Server Edition with Exchange, a copy of that email will be saved in the public folder called Opportunity Emails.
Prophet Tips 21: Customizing Note Tracking Type

Assigning Tracking Types to your Opportunity Notes lets you easily identify the type of action each note is related to, and you can quickly review them at a glance on the Tracking History Tab. To make your Tracking Types more meaningful for your business, you can customize the list. Instead of tracking “phone” you can change the tracking type to reflect “Call Made” or “Call Received”, or create a tracking type called “Sales Visit” to see how many on-site visits you have made. To customize the Tracking Type:

  1. Click on the Tools button in the Opportunity Manager Toolbar.
  2. Click on the Opportunity Window Tab.
  3. Click on the plus sign next to Opportunity Fields on the left of the screen.
  4. Highlight Tracking Type.
  5. Use the Add, Edit and Delete buttons on the right to add and edit drop down values to Tracking Type.
  6. Click Close in the Prophet Administrator.
Prophet Tips 22: Quick name lookup

The easiest way to find a contact or company record in Contact Manager:

  1. In Contact Manager, highlight a contact or company name by clicking on the name.
  2. Start typing the name you would like to look up.
  3. As you are typing the name, your cursor will move to the name you are typing. If you type m a r y, your cursor will move to the name Mary. Make sure you aren’t waiting a long time between the letters, just type as if you are typing in an email.
  4. Remember you can view your contact names sorted by last name by right clicking on any name and selecting “sort by last name”. Now use the lookup to find a specific last name.
Prophet Tips 23: Quickly find Opportunities by Company Name

Quickly look up Opportunities by Company Name in Opportunity Manager:

  1. Open Opportunity Manager.
  2. Click on the Company Column to make sure you are sorting by Company.
  3. Click on any Opportunity.
  4. On the keyboard, start typing the Company name you want to look up and your cursor will move to that name.
  5. Press the “Enter” key or double click on the Opportunity highlighted and the Opportunity Window will display.
Prophet Tips 24: Managing tasks in Prophet Today

All the tasks you have created will be listed in Prophet Today on the day they are due and you will also see any tasks that are overdue listed in red. As you are working through your tasks due today in Prophet Today, you will want to open all Opportunities associated with the tasks so you can review and add information. Any task created in an Opportunity is associated with that Opportunity. To open an Opportunity from Today’s Activities in Prophet Today:

  1. Click on the Avidian Prophet folder in your Outlook folder list.
  2. Under the Today’s Activities section, highlight the task you want to work on.
  3. Click the “Open Opportunity” button.
  4. The Opportunity window will display that is associated with the task. Review any notes and emails.
    1. To send an email, click on the Email button at the top of the Opportunity Window.
    2. To get the contact information to make a call, click on the Contacts Tab.
  5. Once you completed the task, finish updating the Opportunity and click “Save and Close”.
  6. You will need to mark the task complete or delete the task to remove it from your list.
    1. Right Click on the Task.
    2. Select either “mark complete” or “delete”.
Prophet Tips 25: Keep personal contacts out of Prophet

To keep any personal contacts that you have in Outlook out of Prophet, you can mark them private.

  1. Open your contact item.
  2. In the lower right hand corner you will see a private check box.
  3. Check the private box and click “Save and Close”.

You can do this before or after you install Prophet. If you have already installed Prophet and the contacts display in Contact Manager, marking them private will pull the contact out of Prophet and the contact will remain in your Outlook Contact Folder.

Prophet Tips 26: Create A Custom Pipeline Report

There are Standard Pipeline Reports included with Prophet, but you can also create your own report that includes the information you want to see.

  1. Click on Report Manager.
  2. Click on the ‘Wizard’ button in the toolbar and the Report Wizard will display.
  3. From the Category drop down list, select the Pipeline Forecast Category. This category generates reports on all opportunities with the Sales Status of ‘Active’.
  4. Type in a report name and click ‘Next’.
  5. Type in a name for the report in step 2. This is the name that appears on the report.
  6. Select the fields you want to include in the report from the ‘Data Fields’ side and move them to the ‘Report Fields’ side by using the right arrow. Some fields you might want to include are Sales Revenue, Est. Close Date and Sales Stage.
  7. Click ‘Next’ and you will be asked if you want to subtotal your Opportunities by company. If you would like a subtotal, move the revenue field to the Summary Fields side.
  8. Click ‘Finish’.
  9. You created the report template. Now, to view the report in Report Manager, select the Pipeline category from the Choose Report Category drop down field. Highlight the report in the ‘Choose report name’ listing and click ‘View Report’ in the toolbar. The report will display. To manipulate the report in Excel, close the report you are viewing in Prophet and open up My Documents. You will see a CSV file created there that is associated with the report you just ran in Prophet.

Click here for more Prophet Tips

Prophet Tips 27: Creating and Completing Tasks Associated with Sales Opportunities

As you are working in your Opportunities, you can create Tasks to remind yourself to follow up with your prospect.

  1. Click on your Tasks folder in Outlook.
  2. Change your view of your tasks by using the View Menu (View, Arrange by, Current View) or by using the Current View options in Outlook 2003.
  3. In the view that you selected, you can choose which columns you are viewing.
  4. Right click on any column header and select "Field Chooser".
  5. In the Field Chooser window that displays, drag and drop any field that you want to view as a column to your column headers in your task list.
  6. Remove any columns you don't want by right clicking on the column header and select "Remove This Column".
  7. Close the "Field Chooser" window when you have selected the fields you want.
  8. Click on the column headers to sort your tasks.

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Prophet Tips 28: Take time and date stamped notes for your contact and company records

  1. Click on Contact Manager.
  2. Highlight a contact name.
  3. Click on the Contact Notes tab in Contact Manager.
  4. Under ‘Enter Contact Notes’, type your notes.
  5. Select from the ‘Tracking Type’ drop down what type of note you are adding.
  6. Click ‘Add Note and Track’.
  7. The time and date stamped note is saved in the Contact Notes tab and also in the Contact Item.

Click here for more Prophet Tips

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