Updating a Lead

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Video: Best Practices for Updating Leads
How do I add a history note?
How do I add an appointment?
How do I upload a file?
How do I use Lead Engagement?
How do I rename custom fields in the Details tab?
How do I rename Actions, Statuses, or Milestones?
Why am I getting an error when saving a history note?
Why are my Quick Actions not creating appointments?
How do I create a Call Script or Questions?
How do I filter history notes?
How do I use Sales Opportunities to track quotes and sales?
How do I create an all day appointment?
How can I customize the lead information displayed in the top right info box?

Best Practices for Updating Leads

 

How do I add a history note?

A history note should be added any time you communicate with a lead, or have an update to record. This allows you to view all history at a later date.

There are two ways to add a history note:

1. Manually

1. Click on a lead's name to open the lead log. You can find leads in the Leads tab, the Schedule tab, and by using the Search.
2. In the History tab, type your note in the center text box.
3. On the left, fill out the dropdowns appropriately. The Action describes what you just did. The Status and Milestone describe your position in the sales process (read more about status and Milestone here). 
4. Click Save.

2. By using a Quick Action

1. Click on a lead's name to open the lead log. You can find leads in the Leads tab, the Dashboard, the Schedule tab, and by using the  Search.
2. In the History tab, select the appropriate Action in the dropdown. This can be found in the center above the text box. (Quick Actions can be customized - click here for instructions).
3. Your History note is added automatically based on the Quick Action you selected and can be found below in your notes. Also, depending on which Quick Action you used, the Status/Milestone could be updated, and/or an appointment could be added to your schedule.

How do I add an appointment?

Appointments can be added for any type of reminder - follow up calls, tasks, meetings, and more.

1. Click on a lead's name to open the lead log. You can find leads in the Leads tab, the Schedule tab, and by using the Search.
2. On the Left side of any lead, click +Add New Appointment.
3. Fill out the fields in the left column to describe the appointment. In the right column, you can choose to set a reminder and which users will be attendees (the appointment will be added to all attendees' calendars in Blitz). If you choose a reminder, you will get an email and/or popup notification prior to the appointment. Click here for more information about notifications and using the calendar.
4. Click Save.

You can also click the edit pencil to edit an existing appointment. Many users edit existing appointments to create the next appointment, instead of creating a new appointment every time. This keeps the schedule cleaner and saves time.

How do I upload a file?

Files can be attached to any lead or contact in Blitz, allowing access to the file on any computer or device.

1. Click on a lead's name to open the lead log. You can find leads in the Leads tab, the Schedule tab, and by using the Search.
2. In the Files tab, click Upload New File.
3. Specify an optional file description.
4. Select the file to upload using the Browse button.
5. Click the Upload button to upload the file.
6. Once the file is uploaded, you can retrieve it by clicking the blue arrow.

How do I use Lead Engagement?

Engagement can be found within the Lead on the History Tab.  It is located below the area to enter a history note:

 Will show you the summary of the History Activities and the Email Events of the lead.

In Engagement you will find graphs that show:

• History Activities– This chart tallies all history notes to date on a lead. By default, system history entries are hidden (including Workflow activities, web lead added, duplicates merged, etc.), but can easily be shown by clicking “Show System History Entries.”
• Email Events– This section displays how many emails were delivered to a lead, how many have been opened, how many links have been clicked, and if an email has been marked as SPAM.
  By clicking on a section of the pie chart, a pop-up will appear with the email and details for the last email event in that section.
• Call Dispositions– Only autodialer users will see this graph. This shows how many calls have been connected, busy, no answer and more with a lead.

Why am I getting an error when saving a history note?

Generally this is due to invalid data in the Details tab.

1. Click the Details tab and review the data in each field. If you notice anything odd, such as special characters, remove the data and click Save. Try to save the history note again.
2. If this does not work, click below to submit a ticket.

Why are my Quick Actions not creating appointments?

1. Go to Administration > Quick Actions and click the edit pencil next to the Quick Action in question.
2. Make sure that "Create Follow Up Appointment" is checked, and that the appointment details are filled out. Click Save.
3. Try to use the Quick Action again.
4. If this does not work, click below to submit a ticket.

How do I filter history notes?

1. In the History tab, to the right of the center text box, click the check box next to "Show Filter Options". 
2. This will display the available criteria notes can be filtered on. Click here for detailed instructions on filtering.

How do I use Sales Opportunities to track quotes and sales?

Opportunities are used to track pending, won, and lost sales by dollar value. To add an Opportunity:

1. Click on a lead's name to open the contact history log. You can find leads in the Leads menu, the Schedule menu, and by using the Search.
2. In the Opportunities tab, click +Add New Opportunity to create a new Opportunity, or the edit pencil to edit an existing Opportunity.
   
3. Select a Category. This is the product or service you're selling (for example, if you're an insurance agent, options would include Auto, Home, Life, etc.). If there are no Opportunities Categories available, these can be added in Administration > Opportunity Categories.
4. Once the Category is selected, the Opportunity Name will be populated automatically. You can either leave it as is, or fill in a different name to better describe the Opportunity (for example, if there is an account number you'd like to see on the report).
5. Optional: Enter a description. This could include additional details about the quote or sale.
6. Enter the value. This is generally used for premium, or amount that was quoted or sold. "One Time" can be changed to define the billing cycle.
7. Choose a user for "Assigned To." This is who gets credit for the quote or sale.
8. Estimated Close Date and Estimated Chance to Win are optional, but are helpful to determine if users are behind on sales or would like to sort all Opportunities based on this information.
9. Click "Add New Opportunity." Once it's saved, you will see three statuses available at the top of the popup box: Pending, Won, and Lost. These describe the current status of the sale.
   • If it hasn't been sold yet, leave it as Pending.
   • Once it's sold, you can come back to the Opportunity to mark it Won.
   • If the lead decides not to buy, you can come back to mark it Lost. When an Opportunity is marked Lost, you will be prompted to fill out a reason. This allows you to run reports to track the top reasons you're losing potential business.
     Don't see any reasons available? Add reasons in Administration > Lost Opportunity Reasons.
     
10. Click here for reports available to track Sales and ROI based on Opportunities.

How do I create an all day appointment?

• To create all day appointment on a lead, simply select the “all day” box

• You will then be given the option to pick which day you want the all day appointment for
• The appointment will now appear in the “all day” section of your schedule (See example below)

How can I customize the lead information displayed in the top right info box?

The Lead Log info box can now be customized to include any information from the Lead Details tab. This box is meant to provide a quick view of a contact’s important information without having to navigate to the details tab. To customize the information shown in the box:

1. Navigate to Administration > Account Settings
2. Locate the “Lead Contact Information” box on the bottom right
3. Use Lead Substitutions to populate any of the contact details

When a lead log is open, you’ll see the substituted data populated: