Add a Lead Tracking Record

Add a Lead Tracking Record

Introduction

In the rare case that you need to add a Lead Tracking record, 1Stop has simplified the process with a custom add button in the Contact Module, Quote Module and Sales Module.  This article will walk you through the steps to add a Lead Tracking record in each module.

Note
By default, the Add Lead Tracking buttons in the Contact Module, Quote Module, and Sales Module are only accessible to users with Administrator and Senior Management profiles.

Adding A Lead Tracking Record from The Contact Module

To view the related Lead Tracking records for a contact, navigate to the Related List on the left hand side and select Lead Tracking.



If you determine you need to add a new active Lead Tracking record, navigate to the top right hand corner and select from the drop down button menu "Add Lead Tracking".



Upon completion a message box will appear confirming the Lead Tracking record has been created.  Click the X in the top right hand corner of the message box and the process is complete.



Note
When adding a Lead Tracking record from the Contact, the Funnel field and Sales Rep fields are left blank by default. If these fields should be populated, you will need to manually enter the appropriate information. Additionally, it is always recommended to verify that an active Lead Tracking record doesn't already exist before adding a new one. Having duplicate Lead Tracking records can impact reporting accuracy and should be avoided wherever possible.

Adding A Lead Tracking Record from The Quote Module

When a Quote is created, the associated Lead Tracking record should automatically update the Lead Tracking Name field on the Quote. To check if a Lead Tracking record is associated with the Quote, navigate to the About This Quote section and review the Lead Tracking Name field.



If no Lead Tracking record is associated with the Quote, navigate to the top right-hand corner and click on the drop-down button menu. From there, select the option "Add/Update Lead Tracking" to create or update a Lead Tracking record.



Upon selecting the Add/Update Lead Tracking button, one of the following actions will occur.

1. Existing Active Lead Tracking Record Will Be Updated and Associated to this Quote

If there is an existing active Lead Tracking record with a matching Sales Rep field to the Quote Owner, that Lead Tracking record will be updated and linked to the Quote. In this case, a message box will pop up indicating the successful update and linking of the Lead Tracking record.



Click the "X" in the top right hand corner of the message box and the updating process will be completed.

2. No Lead Tracking Record will be Created and Associated to this Quote

If there is no active Lead Tracking record with a matching Sales Rep field to the Quote Owner field, a new Lead Tracking record will be created. In this case, a message box will pop up indicating the successful creation of the new Lead Tracking record.



Click the "X" in the top right hand corner of the message box and the new record will be created and associated to this Quote.

3. Quote Stage is Lost and is Unable to Update

If the Quote Stage is Lost, the system will not allow you to update the Lead Tracking record and the below message box will pop up. 



As the message box indicates, for Quotes that have been Lost, you will need to go to the Contact record to manually create the Lead Tracking record and update the appropriate fields. To proceed, click the "X" in the top right-hand corner of the message box and then navigate to the Contact record.

4. Lead Tracking Record Already Associated to the Record 

If a Lead Tracking Record is already associated to the Quote record, the following message box will pop up.



Click the "X" in the top right hand corner of the message box to close.

Adding Lead Tracking Record from Sales Module

When a Sale record is created, the associated Lead Tracking Name field should automatically copy from the Quote record. If the Lead Tracking Name is empty when a Sale record is approved by management, the system will automatically search for an active Lead Tracking record where the Sales Rep field matches the Sale Owner, and will update the Lead Tracking record as well as the Lead Tracking Name field on the Sale record accordingly. If there is no active Lead Tracking record that matches, the system will automatically create a new Lead Tracking record and update accordingly. To check if a Lead Tracking record is associated with the Sale, navigate to the About This Sale section and review the Lead Tracking Name field.



If no Lead Tracking record is associated with the Sale navigate to the top right hand corner and select from the drop down button menu "Add/Update Lead Tracking".



Upon selecting the Add/Update Lead Tracking button, one of the following actions will occur.

1. Existing Active Lead Tracking Record Will Be Updated and Associated to this Sale

If there is an existing active Lead Tracking record with a matching Sale Rep field to the Sale Owner, that Lead Tracking record will be updated and linked to the Sale. In this case, a message box will pop up indicating the successful update and linking.



Click the "X" in the top right hand corner of the message box and the updating process will be completed.

2. No Lead Tracking Record will be Created and Associated to this Sale

If there is no active Lead Tracking record with a matching Sales Rep field to the Sale Owner field, a new Lead Tracking record will be created. In this case, a message box will pop up indicating the successful creation of the new Lead Tracking record.



Click the "X" in the top right hand corner of the message box and the new record will be created and associated to this Sale.

3. Lead Tracking Record Already Associated to the Record 

If a Lead Tracking Record is already associated to the Sale record, the following message box will pop up.



Click the "X" in the top right hand corner of the message box to close. 

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