Opportunity Statuses

Opportunity statuses indicate where an opportunity is in the overall process. You can create opportunity statuses for each area where you use opportunities such as Event Sales, Membership, Registration, etc.

Add a Status

  1. Click the Opportunity Statuses link for the appropriate designation (Event Sales, Registration, etc.) from the Main Menu. The Opportunity Status page opens.
  2. Click the Add button. The Add Opportunity Status window opens.
  3. Enter the following information:
    • Description - Name for the status such as New.
    • Abbrev Description - Shortened name for the status used on various screens.
    • Active - If checked, the status is available for selection in the Status drop-down.
    • Background Color - Background color for the status when displayed on screens and drop-downs.
    • Text Color - Text color for the status when displayed on screens and drop-downs.
    • Weight - Determines the order 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 reason(s) when setting an opportunity to the status.
    • Code - Unique alphanumeric code.
  4. Click OK.

Change a Status

You can change the information for the opportunity status after you have created it. When you change the information for an opportunity status, it updates wherever the opportunity status is used. If you don't want to update the already existing opportunity status data, then you must add a new opportunity status using the steps in Add a Status.

  1. Click the Opportunity Statuses link for the appropriate designation (Event Sales, Registration, etc.) from the Main Menu. The Opportunity Status page opens.
  2. Select the opportunity status to edit.
  3. Right-click and select Edit. The Edit Opportunity Status window opens.
  4. Make the desired change.
  5. Click OK.

Delete a Status

If you no longer use an opportunity status and don't want to keep a record of it, you can delete it. When you delete an opportunity status that is used, you receive a prompt to select an opportunity status to replace the opportunity status you are deleting. You cannot undo the delete or delete and replace process.

  1. Click the Opportunity Statuses link for the appropriate designation (Event Sales, Registration, etc.) from the Main Menu. The Opportunity Status page opens.
  2. Right-click on the status to delete.
  3. Select Mark for Delete.
  4. Click the Save button. If the status is used, the Replace window opens.
  5. Select the status from the drop-down to replace the deleted status.
  6. Click OK.

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Comments

13 comments

Date Votes
  • Rachel Podolsky

    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

  • Maggie U.

    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

  • Rachel Podolsky

    Thanks Maggie - turns out everything worked out as anticipated... just some lag time

    0 upvotes

  • Rachel Podolsky

    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

  • Maggie U.

    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

  • Maggie U.

    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

  • Rachel Podolsky

    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

  • Rachel Tan

    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

  • Maggie U.

    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

  • Rachel Tan

    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

  • Maggie U.

    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

  • Rachel Tan

    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

  • Maggie U.

    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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