Opportunity statuses indicate where an opportunity is in the sales process. You can create opportunity statuses for each area where you use opportunities, such as Membership, Personnel, Event Registration and so on.
Opportunity Stages can be used alongside Opportunity Statuses.
In this article:
Add a Status
To create an opportunity status:
- Navigate to the Opportunity Statuses page for the appropriate designation (Event Sales, Registration, and so on).
- Click Add. The Add Opportunity Status window opens.
- Enter the following information:
- Description: Name for the status, such as New.
- Abbrev Description: Shortened name for the status used on various pages or windows.
- Active: If checked, the status is available for selection in the Status drop-down.
- Background Color: Background color for the status when displayed in windows and drop-downs.
- Text Color: Text color for the status when displayed in windows and drop-downs.
- Weight: Determines the order in which the status displays in the Status drop-down and if the status is a cancelled status.
- Statuses display in the drop-down from the smallest to largest weight value. It is recommended to use a two-digit numbering system with gaps in the numbers so new statuses are easily inserted. Statuses with a weight of 80 or above are considered cancelled statuses. You may receive a prompt for a cancellation reasons when setting an opportunity to the status.
- Code: Unique alphanumeric code.
- Click OK.
Edit a Status
The information for an opportunity status can be edited after it's created. When you edit the information for an opportunity status, it updates wherever it is used. If you don't want to update the already existing opportunity status data, then you must add a new opportunity status.
- Navigate to the Opportunity Statuses page for the appropriate designation (Event Sales, Registration, and so on).
- Select the opportunity status to edit.
- Right-click and select Edit. The Edit Opportunity Status window opens.
- Make the desired change.
- Click OK.
Delete a Status
To stop using an opportunity status and remove it completely, delete it. If the opportunity status is still in use, a prompt will ask you to choose another opportunity status to replace it. The delete and replace process cannot be undone.
- Navigate to the Opportunity Statuses page for the appropriate designation (Event Sales, Registration, and so on) and select the status to delete.
- Right-click and select Mark for Delete.
- Click Save. The Replace window opens.
- Select the new value from the drop-down to replace the deleted value.
- Click OK.
Comments
13 comments
How does the code (which I can only create as 1 letter not two as recommended) impact the ordering in the opportunities view? I have the weight created where I want it to show up, but it keeps showing up at the top. Also, it isn't applying the background color or the text color (just a blank gray bar). What step am I missing?
0 upvotes
Hi Rachel,
The code doesn't impact the ordering at all - it's the weight that controls the order of the status in the drop-down. Below is a screen print that shows the statuses that are set up and then the Add Opportunity screen with the ordering and background/text color.
It might help to share a screen shot of your status configuration and then also what order you are seeing them in - that might help us figure out what's not configured correctly.
I also have updated the article that the Code is a single digit - thanks for letting us know!
Thanks,
Maggie
0 upvotes
Thanks Maggie - turns out everything worked out as anticipated... just some lag time
0 upvotes
New related issue we have been finding (not sure if it is something custom to our organization):
Context:
Our last status is "cancelled" and when selecting it, Ungerboeck prompts the user to select a reason(s), etc.
We created a new status in the middle of our statuses.
Issue:
When we inserted a new status in the list of statuses, it now prompts the user to select the cancelled reason(s)... event when the user is not changing the status to "cancelled."
Anyone know how we can remove this prompt from our earlier status (that got inserted).
0 upvotes
Hi Rachel,
Are you referring to Opportunity Statuses or another status value? Could you share a screen shot of the status configuration?
Thanks,
Maggie
0 upvotes
Hi Rachel,
Did some quick testing - I'm going to guess your new status has a weight 80 or above. By default, the system sees statuses at a weight of 80 and above as cancelled statuses so it will automatically prompt for cancellation reasons. Check your opportunity status configuration and see if that's the case.
I'll also add that information to the article!
Thanks,
Maggie
0 upvotes
Thanks!
It was! We were trying to go from weight of 75 to 80.
I made the adjustment - and it worked! Thanks again for the quick response!
0 upvotes
Hi Maggie,
Are we able to view 'Turndown (80)' opportunity status together with the rest of the status in opportunities? How can we do so if this is possible?
0 upvotes
Hi Rachel,
Statuses with a weight of 80 and above are not available when adding a new opportunity but they are available when editing an opportunity.
Thanks,
Maggie
0 upvotes
Thanks. However, how can i view opportunities with status that is from New to Turndown? Can i do so by adjusting the filters in opportunities module?
0 upvotes
Hi,
Once you cancel an opportunity, it moves to the Cancelled and Archived Event Opportunities screen so you aren't able to view active opportunities and cancelled opportunities on the same screen. Depending on what you are trying to accomplish, you could export them both to Excel and combine them into one file?
Thanks,
Maggie
0 upvotes
Thanks Maggie. We are trying to show all statuses of the opportunities in one view (similar to events where we can turn on 'show cancelled events on event master') so that we can have this on dashboard for weekly review. Is there a similar functionality?
0 upvotes
Hi Rachel,
You can turn on the Show Cancelled/Archived Event Opportunities option. To do this, click the Event Sales Configuration link from the Main Menu. Select the Event Opportunities tab. Expand the Event Opportunity Inquiry section. Check the Show Cancelled/Archived Event Opportunities check box. Click OK.
Thanks!
Maggie
0 upvotes
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