CRM > Deals / Setting up a pipeline

Setting up a pipeline

A pipeline is a tool for tracking the flow of deals from the first contact until their completion. You are always aware of the number of deals at each stage, who is responsible for them and tasks assigned to them.

The columns correspond with the deal’s status at each stage of the sale process. When a deal changes its status, it moves from one stage to another. Read more about changing statuses in this article.

A standard pipeline describes a simple yet the most common sales process. Though the standard pipeline stages might work for most companies, you can freely edit their names and change their quantity. This allows you to accurately present your company's business model.

 

начало внимание

Only the users included in the Administrators group can configure, add, and remove pipelines.

конец внимание

Setting up stages

Go to the pipeline’s page and click on the шестеренка icon in the upper right corner, select Configure Pipeline.

 

On the page that opens, you can edit the name of the stages / statuses, rearrange them, delete or add new ones.

 

начало внимание

The New status cannot be changed or deleted. This status is present in all of your company's pipelines. As a result, when you create deals, they receive the New status, regardless of which pipeline they were added to.

конец внимание

By clicking on the plus button button under the column name, you can select the action that ELMA365 will automatically perform when the deal’s status changes.

 

 

Available actions:

 

  • Start Business Processthis setting allows you to select a business process that starts when a deal moves from one stage to another. For example, ELMA365 can automatically initiate the contract negotiation process when moving from the In Progress stage to Negotiate Terms.

 

  • Send E-mailby using this action you can automatically notify customers about the order completion or forward a contract approved in the course of the process.
    This action is configured in the same way as the E-mail notification activity. You can read more about configuring this action in this article.
    If an error occurs while sending the notification, for example, if ELMA365  is unable to determine the recipient’s address, the employee who changed the deal’s status will receive a corresponding notification.

 

  • Call a third-party system using a webhook by using this option you can automatically transfer data to an external system.
    This action is configured in the same way as the Webhook activity. You can read more about configuring this action in this article.
    If the external system returns an error when sending the request, the employee who changed the deal’s status will receive a corresponding notification.

 

  • Change deal values this setting allows you to automatically change any field value on the deal page when changing the stages of the pipeline. Suppose a deal has got a «Contract signed by client» attribute. It can have two values: “Yes” and “No”. By using the Change deal values action, you can automatically set the desired value for the attribute when the deal moves, for example, from signing to the implementation stage.
    To configure this action, in the left column, select the field that you want to change. In the right column, specify the value to be assigned to this field.
    You can select several actions. In that case, the system will perform them in the order they were added.

You can specify how deals will move from one stage to another at the bottom of the page:

 

  • Sales reps are allowed to change deal statusesthis option allows employees to manually move deals from one stage to another.  To change a deal’s status manually, go to the pipeline and open the deal page. On the side panel select a new status from the list. You can also forbid moving deals to the previous stage.

 

  • Deals move from one stage to another automatically, according to the business process logic a deal will automatically move from one stage of the pipeline to another during the course of the business process. You can choose an existing process or create a new one. Please note that in order for the setting to work correctly, you need to add status managing activities to the process and select statuses of the current pipeline.

Scrolling the slider all the way to the right will show the final statuses of the pipeline. For the “Lost” stage you can add your own reasons for rejection.

 

Adding a new pipeline

You can set up multiple pipelines in the Deals app. To do this, click on the plus button icon to the right of the latest pipeline’s name. Specify the name and configure the stages of the new pipeline.  

If you’ve set up multiple pipelines, you can also change their layout.

To do this, click on the pencil icon opposite the New tab and drag them to the right places.

 

Deleting a pipeline

To delete a pipeline, click on the pencil icon opposite the New tab. A Recycle Bin icon will appear next to each pipeline name. Click on it and confirm the deleting.

начало внимание

A pipeline cannot be deleted while it has got deals in it.

конец внимание

If there are deals in the pipeline, you need to move them to another one before deleting. To do this, open the deal page and click on the Change link in the sidebar.

At the bottom of the drop-down list that opens, you will see the Select pipeline link. Click on it to specify a new pipeline and stage for the deal.  

When there are no deals left in the pipeline, you can delete it.