Creating and Managing Opportunities
Table Of Contents
Opportunity Dashboard
>Kanban View
>List View and Filter Options
>Bulk Update
This document gives you an overview of the Opportunity module and its functionality.
Opportunities are ongoing (and past) business engagements that you have the ability to create, edit and delete.
Section 1
1. Overview of the Opportunity Dashboard
Zomentum has two types of views, the Kanban view and the List view. Choose your preferred view from the ‘Display as’ option available on the Opportunity page.
Kanban view:
A unique view that Zomentum offers where the opportunities are listed in boxes according to your predefined stages of the prospect sales cycle. The stages typically begin with capturing a ‘Prospect’ or ‘Lead’ and then that opportunity can be moved through the various stages in your sales cycle, ending with the Won/Lost stage. In this view, the user can simply drag and drop the Opportunity from one stage to the next as they progress through the sales cycle.
Refer to this video to get a better understanding of the above steps. 
List View and Filter Options:
This view showcases all the Opportunities in a ‘List’ format along with the information on the respective owner, pipeline, stage, clients and much more.
We also have the option to view specific Opportunities by adding filters.
For example, to view all opportunities which are in the ‘Prospect’ stage, add the following condition and click on “Apply Filter”.
Once the filter is applied, you will see all the respective opportunities.
Note: The filter applied can be saved for future reference. Users can then switch over to the Kanban view to easily track Opportunities.
Bulk Update
If you would like to bulk updates fields for an Opportunity:
i. Switch over from the Kanban view to the ListView.
ii. Select the Opportunities or use the filter option to search for a specific set of Opportunities to be updated.
iii. Tick the check-box next to each of the opportunity or bulk select them using the check-box next to the ‘Opportunity Title’.
iv. Click on ‘Bulk Update’. From the pop-up screen on the right, select the field to be updated and enter the value.
v. Hit Save, once done.
Section 2
2. Create Opportunities
Navigate to the “Opportunities” section in the left sidebar.
Select “Add Opportunity” in the top right corner.
In the pop-up form, enter the details of your Opportunity and then click Save.
There are some mandatory fields that need to be completed:Title: Name given to that particular opportunity
Client: The name of the company related to this opportunity.
Pipeline: Choose which pipeline this opportunity should fall under
Note: Users have the option to add an additional pipeline in case you have a different sales process to handle different business use-cases. Click here to learn about Pipelines.Opportunity Type: Depending on your opportunity, you can classify as hardware/software/labour.
Stage: Choose a stage in your sales sequence to put this opportunity under. An opportunity can be placed in any stage. I.e. Prospect, Evaluation, Quote, etc.
Owner: Owner within your company that is dealing with the particular opportunity.
Primary Contact: The primary contact from the particular company.
LinkedIn Contact: Their LinkedIn profile.
Expected Close date: An estimated date for closing the deal offered.
Client PO number: The ‘Purchase Order’ number will be referred throughout the transaction process by both buyer and seller.
Close Probability: The probability of close is a percentage value. It indicates the probability of closing a deal.
Estimated value: The expected value (EV) is an anticipated value for investment at some point in the future.
Use Revenue/Cost of Documents:
If this box is checked, the cost of the opportunity will be automatically taken from the document. If it is unchecked, the cost and revenue can be manually entered into the box given.
Note:
(i) You can enter the number of months to calculate the cost and revenue for the opportunity in “Calculate total for # months”
(ii) Calculation of Totals and Margin:Total Revenue = One time revenue
+ (Weekly revenue * 4 * Number months to calculate totals)
+ (Monthly revenue * Number months to calculate totals)
+ (Quarterly revenue/3 * Number months to calculate totals)
+ (Half-yearly revenue/6 * Number months to calculate totals)
+ (Yearly revenue/12 * Number months to calculate totals)
Total Cost = One time cost
+ (Weekly cost * 4 * Number months to calculate totals)
+ (Monthly cost * Number months to calculate totals)
+ (Quarterly cost/3 * Number months to calculate totals)
+ (Half-yearly cost/6 * Number months to calculate totals)
+ (Yearly cost/12 * Number months to calculate totals)
Margin Value = Total revenue - Total Cost
Margin Percentage = (Total revenue - Total Cost) / Total revenue
Total Revenue: 1000 + (100 * 4 * 6) + (500 * 6) + (1000/3 * 6) + (5000/6 * 6) + (10000/12 * 6) = 18400
Total Cost: 800 + (80 * 4 * 6) + (400 * 6) + (800/3 * 6) + (4000/6 * 6) + (8000/12 * 6) = 14720
Margin Value: 18400 - 14720 = 3680
Margin percentage: 3680 / 18400 = 20%Source: A place from where the business was obtained. For example, referrals, company events, website forms, etc.
Campaign: The campaign from which this business was obtained.
Note: make use of Custom Fields to capture more information while creating an Opportunity.
Section 3
3. Import Opportunity
Click on Opportunities in the left sidebar.
Click on Import in the top right corner.
You will be given three options to instigate the import and an option to export opportunities from your Zomentum account in a CSV format.
The three Import options are:
(i) Import by downloading the file in a CSV/XLSX format
(ii) Software from which you want to import can be integrated (coming soon)
(iii) If you do not have a fixed format of the sheet, you can simply email us. We will take care of the rest (coming soon)
From the above option, you can also Export opportunities from your Zomentum account into CSV format.
Section 4
4. Edit an Opportunity
Choose from the below three options to ‘Edit Opportunity’ in Zomentum:
(i) In the Kanban view, click on the down arrow next to an opportunity and then select “Edit Opportunity”:
(ii) From the List view, click on the more option, three vertical dots on the right side, then choose “Edit Opportunity”:
(iii) Opportunities can also be edited on the opportunity details page.
Section 5
5. Opportunity Detail Page
Click on the opportunity from the Opportunity Dashboard or click on the “Edit Opportunity” to navigate to the opportunity details page. On the details page, users have the ability to add or modify sales activities related to that Opportunity.
We have tabs here that hold specific information about the opportunity.
All: shows the summary of all the activities across all tabs.
Notes: existing notes can be viewed or new notes can be added.
Tasks: keep track of the overdue, upcoming and completed tasks.
Meetings: schedule upcoming meetings directly on Zomentum and also view ‘Past Meetings’.
Calls: calls can be logged here and if a browser calling system is used in your organization, it can be integrated.
Email: Send and track emails directly on Zomentum. Learn more about Email & Calendar Integration here .
History: consists of the entire history of the opportunity such as creation date, details of any updates, etc.
Click on the ‘Actions’ tab to add these details or click on each individual tab to add/ schedule.
Additionally, users can view the associated Client & Contact details, linked Documents, and Document Grand Total in a single pane view. It helps you with all the necessary information related to the Opportunity.
Section 6
6. Search for an Opportunity
The Global Search bar, in the top right corner, allows you to search for entities. Enter the keywords into the search bar and hit Enter to search for an Opportunity.
You may also wish to select ‘Opportunity’ from the dropdown to narrow the search and use it to quickly access any information required.
Click on the right search result to navigate to the details page of the Opportunity.
Section 7
7. Delete An Opportunity
To delete an Opportunity from the Kanban View, click on the arrow next to the opportunity name and choose “Delete Opportunity”:
To delete an opportunity from the list view, click on the three dots on the right side of the screen, then choose “Delete Opportunity”:
Note:
Deleting an Opportunity is a permanent action that cannot be undone
Deleting an Opportunity will delete all documents associated with it
Users can ‘Hide Opportunity Module’ if you only use Zomentum to manage their quotes and proposals. Once hidden, you won't be able to create new opportunities or access already created ones.
You can enable this mode by going to Settings-> Account -> Opportunity Management.
Once this is enabled, the opportunity tab will be hidden from your Zomentum instance and the document tab will be the new home page. Opportunity-related fields and triggers will be hidden from other modules such as documents, sales automation, activities, reports, etc. Further, the merge tags related to opportunities will be unavailable in the documents.
If you have any PSA integrated with the setting ‘Zomentum as CRM’, you will not be able to disable the CRM mode in your account and will get the following error when you try.
All the data that is synced between Zomentum and the PSA’s will remain untouched but will not be shown. The data should be pushed to the PSA’s using the ‘Push to PSA’ option in the modules. The opportunities should be created directly in the PSA.
The document module will not face any changes, and once it is won can be pushed to the integrated PSA.
