Quick Navigation


1. Prophet Analytics

1.1 Setting Up Prophet Analytics for Prophet  OnDemand User

To setup your Prophet Analytics in Prophet, follow the steps below.   
Step 1: Enable Prophet User for Analytics on Prophet Administration Site. (Prophet Admin Access Only)

Prophet Administrator Instructions
  1. Log into prophetondemand.com with Prophet Login information
  2. Press the Analytics Licenses link on the left hand side of the Prophet Administrator page ( See Below)
  3. Place a check mark under the Analytics Standard column, next to the Prophet User that needs Prophet Analytics enabled (See Below)
Step 2: Setting Up Prophet Analytics on Prophet Users Machine 

Prophet User Instructions:
  1. Open Outlook
  2. Open the Contact Manager Folder
  3. Press the Tools button in Prophet, this will open the Prophet Administrator page in Prophet (See Below)
  4. After the Prophet Administrator page is open, press the Rebuild Manager Folders button at the bottom of the Prophet Administrator page. (See Below)
  5. You will now see an Analytics Manager folder within your Prophet folders. ( See Below)
Step 3: Open Prophet Analytics
  1. Press the Analytics Manager button from the list of Prophet Folders
  2. Analytics Manager will open up (See Below)
1.2 Setting Up Prophet Analytics for Prophet OnPremise Server
Configuring Analytics on Server Instructions
  1. From the server, navigate to the C:inetpubwwwrootprophetprophetwebservices directory.

        2. Right click on the file called "Web."

        3. Select "Open with" and then select "Notepad". 

4. Add the highlighted line below to the web config file. Make sure to place it between <appsettings> and </appsettings>:

<add key="QVOcxConnectionString" value="[Provider=sqloledb;Data Source=ServerName;Initial Catalog=avidian;User Id=avtuser;Password=password01!]"/>

5. Save the Web config file.

Close Outlook.

  • Click “Finish” when the install is completed.
Step 2: Completing the Analytics Setup in Outlook
  • Open Outlook.
  • Open the “Contact Manager” folder.
  • Click the “Tools” button and open the “Prophet Administrator”. Then click “Rebuild Manager Folders” at the bottom left of the form.
  • Click “OK” when the following message appears:

You will not see the Analytics Manager folder amongst the rest of your Prophet Folders

1.4 How Do I Export a Graph From Prophet Analytics

One of the key elements of Prophet Analytics is the graphical representation of data that gives a visual guideline for the information being looked at. The graph used in all Prophet Analytics Reports helps a user or management understand the pattern they are seeing within the data allowing them to make decisions based on those trends.

While it is helpful to see these graphs within Prophet’s Analytics Manager it is also very helpful to be able to export these graphs for inclusion in updates or reports about the progress of single individuals or of groups.

Exporting a graph from Prophet Analytics is a two step process.

1. Export the data from inside of Prophet Analytics

a. Right click on the graph and select “Send to Excel”.

  • b. Prophet will export the data points that created the graph into Excel.
2. Format the data within Excel to display as a graph again
  • a. In Excel you will see two columns with the data points used to create the graph in Prophet Analytics.

b. Highlight the two columns of information including the headers.

  • c. Click on Insert at the top of Excel.
  • d. Select the Line style of Charts.
  • e. Your graph will be added to your Excel spreadsheet.
1.5 How Do I Export the Details Information from Prophet Analytics?

Prophet Analytics is more than just graphs that show patterns in your data. It also provides all of the details about the information used to create the graph in the details area of Prophet Analytics found directly under the graph. This information can be used to get more detail on the actual Opportunities that are generating your revenue, activities, or sales process.

To manipulate the detailed information about your Opportunity quicker and more easily you can export your Details information from Prophet Analytics to Excel.

Export the data from inside of Prophet Analytics
  • a. Click on the small downward arrow in the far right side of the Details area.
  • b.Select “Send to Excel” from the dropdown.
  • c. Prophet will export the data points that created the graph into Excel.
1.6 What Opportunity Fields are Needed for Prophet Analytics?

Prophet Analytics is an amazing visual representation of the data in the Prophet database that allows users and management to quickly see trends within Opportunities and make adjustments as needed to improve their business. However, to take advantage of this powerful tool certain Opportunity criteria must be available and used in a complimentary fashion.

All of Prophet Analytics Reports run on specific fields which are required from the Opportunity.

Required Fields
  • • Department
  • • User
  • • Status
  • • Stage
  • • Revenue
  • • Probability
  • • Company Name
  • • Opportunity Description
  • • Quota (User Quota)
  • • Estimated Closed Date
  • • Tracking Date
  • • Activity Type
  • • Closed Date (when an Opportunity is moved from Active to Won/Lost/Cancelled)
  • • Create Date
Department

The department that the User is assigned to through the Prophet Admin portal is needed to filter Opportunity information based on which department you want to report on. Only departments you are allowed to see through Cross-Department Access will be visible for you to select from.

User

The User assigned to the Opportunity is needed to filter Opportunity information based on who the revenue should be attributed to, who the tracking activity was done by, and who the owner of the Opportunity is for stage changes.

Status

The status of an Opportunity dictates if the Opportunity is considered an Active Opportunity, a Closed Opportunity, a Lost Opportunity, a Cancelled Opportunity, or any other status type given. This field is used by the Pipeline report and the Wins reports to attribute revenue based on the status of the Opportunity.

It is best practices to retain the statuses: Active, Won, Lost, and Cancelled.

Stage

The stage of the Opportunity is used by the Stage reports within the Analytics Manager. These reports allow users and management to determine how many Opportunities are in each stage, which stages are not moving forward in the sales cycle, how many Opportunities are being processed by each user within a given stage, and the progression of each user through the sales cycle.

Revenue

The revenue field is used to calculate the revenue generated by the sales in Opportunity Manager.

Probability

The probability field is used in conjunction with the revenue field to give a ratio of the total revenue based on the percentage/probability of winning the revenue shown in the Opportunity.

Company Name

The Company name is used as part of the details area of the Analytics Manager and to filter Opportunity information based on the Company associated with the Opportunity.

Opportunity Description

The Opportunity Description is used solely as part of the details area of the Analytics Manager to allow users and management to drill deeper into the visually represented data of the graph.

Quota (User Quota)

The quota field is assigned to a User from within the Prophet Admin portal and is based on a monthly, quarterly, or yearly scale. This field is used by the Analytics Manager within the Wins reports where users and management can see the total revenue earned verses the quota given to the user.

Estimated Closed Date

The estimated closed date is a field within the Opportunity that gives a “most likely” close date for the Opportunity. This field is used by the Pipeline reports both within Prophet Analytics and Prophet Reporting to determine pipeline date ranges.

Tracking Date

The tracking date is created by the Prophet system each time a note or linked item is added to an Opportunity. This field is used as way to filter Opportunity information based on a date range for the Activities reports both within Prophet Analytics and Prophet Reporting.

Activity Type

The activity type is selected from a dropdown list when added a new note to an Opportunity. This can also be added automatically when sending an email from within the Opportunity, processing a Workflow, or linking an item to an Opportunity. Activity Type is used both within the Prophet Analytics and Prophet Reporting for activity reports.

Closed Date (when an Opportunity is moved from Active to Won/Lost/Cancelled)

The closed date is created by the Prophet system each time an Opportunity status is moved from Active to another status. This field is used by the Wins reports within Prophet Analytics.

Create Date

The create date is created by the Prophet system each time a new Opportunity is added to Prophet. This field is used by the Stage reports within Prophet Analytics.

1.7 What types of reports are available for Prophet Analytics?

Prophet Analytics is an amazing visual representation of the data in the Prophet database that allows users and management to quickly see trends within Opportunities and make adjustments as needed to improve their business. However, to take advantage of this powerful tool certain Opportunity criteria must be available and used in a complimentary fashion.

There are four main categories for reports within Prophet Analytics and a total of 12 reports split among the four categories.

Main Categories of Analytics Reports
Pipeline

Pipeline reports show future dated revenue that is listed with a status of Active or Won. The date field used to determine if an item is future dated is the Estimated Closed Date.


Subcategories for Pipeline
SALES FORECAST

The Sales Forecast Analytics Report provides a quick visual display of projected revenue to be earned within the time frame specified in the top left filter box. This will show all active Opportunities and all won Opportunities. There is also the ability to use probability to estimate the possible revenue based on a percentage specified in the Opportunity.

PIPELINE VALUE

Pipeline Value Analytics Report displays the amount of revenue presently contained in each stage of the sales process. This allows users and management to see how much revenue is at the end of the sales process and how much is in the beginning stages of the sales process.

USERS

Users Analytics Reports breaks down the incoming revenue based on the User assigned to the Opportunity, showing those Opportunities that are already won and those that are still active.

Activity

Activity reports show actions preformed on each Opportunity regardless of status or stage. The date field used for filtering is the Tracking Date field, a system created date/time stamp that is added to each note, workflow, or linked item.

Subcategories for Activity
EFFICIENCY

Efficiency Analytics Reports details the activities performed on Opportunities and breaks out each Activity Type to show how Users are communicating with contacts associated to Opportunities.

ACTIVITIES TO CLOSE

Activities to Close Analytics Reports list, by Company name, the amount and type of activities used to complete an Opportunities sales process. Additionally, you have the ability to see which Companies saw the most activity during the sales process.

SALES REPS

Sales Reps Analytics Reports displays, by user, the amount of activities completed for all Opportunities.

Stage

Stage reports detail the life cycle of the Opportunities showing where Opportunities lose forward progression and current numbers on where each Opportunity is within the sales process.

Subcategories for Stage
SALES CYCLE

Sales Cycle Analytics Report provides a count of Opportunities in each stage.

SALES REPS

Sales Reps Analytics Report displays, by user, the number of Opportunities in each stage.

CONVERSION BY STAGE

Conversion by Stage Analytics Report details the number of Opportunities in each stage and the percentage of Opportunities that are moved to a different stage when changed. This helps users and management to see where along the sales process Opportunities become stagnant.

CONVERSION BY REP

Conversion by Rep Analytics Report breaks down the movement of Opportunities from stage to stage by User.

BOOKED VS GOAL

Booked vs Goal Analytics Report compares the revenue listed as Won against the quota provided for the user.

WINS

Wins Analytics Report displays the conversation rate, by creation date, for Opportunities that are Active, Won, Lost, or Other.

Back To Top

1.8 Why Can’t I Select Public Folders to See Shared Emails from the Opportunity?

There is no place to place a checkmark for including Public Folders in the Email Search within an Opportunity.

This issue will arise when the Public Folders checkbox is not available under the Select Folders area of the Email tab within an Opportunity. When this happens you cannot select a public folder for Prophet to search through including the shared linked Email folder for Prophet.

Resolution to this:
  • • Close the Opportunity.
  • • Click on Tools and Prophet Administrator from inside Opportunity Manager.
  • • Click on Working Contact Folder.
  • • Select Public Folders.
  • Allow Folders to Register.
  • You will need to click Yes to display the public folders available.
    • Once public folders are listed select Ok without changing any settings.
    • Close Prophet Administrator box.
    •  Open Opportunity.
    • Click on Email Tab.
    • Place a checkmark in the Show Public Folders area.
    • Select the Public Folders you need to search through.
    1.9 Why Does Analytics Manager Keep Crashing Outlook?

    ii. In Search Box type “Event Viewer”

    iii. Click on Event Viewer Program

    iv. Click on triangle next to “Windows Logs”

    v. Click on Application

    vi. Look under “Level” for an ERROR (this will have a red icon to the left of it)

    vii.Below in the “General” area you will see the reason for the crash.

    To resolve this:
    On Premise Prophet Analytics Out of Date

    For issues with the version of Prophet Analytics On Premise being out of date you can download the newest version of the software by going to the following URL.

    http://download.avidian.com/prophet/archive/7.2/Prophet7QvOcx.exe
    Anti-virus restricting Prophet Analytics from Running

    Add two files to your anti-virus’s “Exception list”.

    Location of files:

    C:Program FilesAvidian TechnologiesProphet

    File Names:

    AnalyticsOcxStandAloneManager

    AnalyticsOnPremiseOcxManager

    2. Prophet CRM Setup

    2.1 How do I Configure Prophet for my business?

    Understanding how the 3 Prophet Records operate can be a big help in deciding how to customize your software.

    Contact: This is an Outlook Contact Record that Prophet borrows for data about INDIVIDUALS.

    While no customization can be made to the general fields, Prophet does provide 20 fields that can be customized as date fields, text fields, and drop-down menu fields.

    Company: This in an exclusively Prophet generated record that allows for the collection of data at the company/organization level.

    The fields in the General tab are not customizable.

    The Details tab has one field for customizing – the Account Level field.

    There are three User Tabs containing 72 fields per tab that can be customized as date fields, text fields, and drop-down menu fields. You can also rename each tab to identify what sort of information is contained in each tab, such as Marketing, Account Information, Pre-Sales Data, etc.

    You can any of the fields to be required before an Opportunity is saved.

    Price

    When entering in your products/services, you will first categorize them by the “Group,” such as Software Products, Clothing, Accessories, Ford Cars, Chevrolet Cars, etc.

    Then, in the “Product/Service” section, you will list each specific item along with pricing, a description, etc.

    If you’d like to have a more in depth conversation with a trainer on your specific business needs, consult with your Account Manager to learn what training options you have currently available to you.

    2.2 How do I setup my contacts and views in my free trial version of Prophet? (video)


    play
    2.3 Why are my Prophet Folders Missing?

    When you use Prophet, you may come across a time where you notice one or several of your Prophet Manager folders are missing from Outlook. This could happen by accidently deleting the folder(s) or by accidentally dragging the folder(s) into another folder. To resolve the issue follow the steps below to re-create the Prophet Manager folder(s).

    Step 1: Create one of the Prophet Manager folders
    • With the mouse, right click on your email address in Outlook to display a Outlook Menu
    • Select the New Folder Option, you will see an option to type in the name of the new folder
    • Name the folder Contact Manager and press the enter key on the keyboard
    • Locate the Contact Manager folder that you just created in your Outlook Folder List
    • With the mouse, right click on the Contact Manager folder and select properties
    • When the Contact Manager Properties screen shows up, select the Home Page tab at the top of the properties page
    • In the address line, type out the following connection path: C:Program FilesAvidian TechnologiesProphetAvidian.htm
    • Make sure to check off the Show home page by default for this folder
    • Press the Apply button. If you are prompted with a Microsoft Outlook message like below, press OK and then Press Cancel
    Step 2: Rebuilding the remaining Prophet Manager folders
    • Open Prophet by clicking on the Contact Manager folder that we created above
    • With the Prophet Contact Manager open, press the Tools button in Prophet to open the Prophet Administrator.
    • Press the Rebuild Manager Folders button at the bottom of the page to rebuild the remaining folders.
    • Once you have pressed the Rebuild Manager Folders button, you will get a message saying the Prophet folders have been rebuilt.
    • You will now be able to see your Prophet Manager folders on the left hand side of Outlook. You will also be able to delete the extra Contact Manager folder.
    2.4 How Do I Repurpose a License to a New User?

    Click ‘User Management’ on the left hand side of the page.

    5. Click ‘Edit’ next to the name of the account you wish to repurpose.

    A window with the pervious user’s information will display

    Changing the user information

    1. Change the ‘First Name’, ‘Last Name’, ‘Email’, and ‘Phone’ fields to the new user’s information then click ‘SAVE’.

    2. The window will close. Next, click ‘Logout’ in the top right of the webpage.

    Reset the password
    1. You will be taken back to the login page of the Prophet Admin web-portal. Click the ‘Forgot your password?’ link at the bottom of the page.

    2. Enter the email address of the new user in the grey field that appears and click the ‘Submit’ button.

    3. An email will be sent to that user with a link they that will allow them to set a Prophet password.

    Reconfigure the Prophet client’s file paths

    These next steps are to be completed once the new user has successfully signed into Prophet from Outlook on their computer.

    1. Click on the ‘Contact Manager’ folder.

    2. Click the ‘Tools’ button.

    3. The ‘Prophet Administrator’ window will display. Note in the screenshot below, how the file path is still set to the pervious user but that the Username field contains the information we applied in the previous step. Click the ‘Browse…’ button under ‘Please specify a default location to store Prophet import/export files.’

    4. In the ‘Browse for Folder’ window that displays, navigate to where this user would prefer the files that they import or export from Prophet to be saved in, then click ‘OK’. Usually this location is set to Documents > Avidian Technologies > Prophet but ultimately it is left to the user’s discretion.

    5. Next, click the ‘Browse…’ button on the right side of ‘Template file Location’.

    6. In the ‘Browse for Folder’ window that displays, navigate to Documents > Avidian      Technologies > Prophet > FileGenOutput and click ‘OK’.
    Note in the screenshot below how the file path circled reflects the current user and the one below still reflects the previous.

    7. After that, click the ‘Browse…’ button on the right side of ‘Save Files To:’. In the ‘Browse for Folder’ window that displays, navigate to Documents > Avidian Technologies > Prophet > FileGenOutput then click ‘OK’. All of the file paths should now reflect the new user.

    Set the ‘Working Contact Folder

    1. Now we need to change the location of where Prophet will copy contact records to because it is still set to use the old users contact folders. Click the ‘Working Contact Folder’ button in the top right of the ‘Prophet Administrator’ window.

    2. Click the ‘Refresh’ button to prompt Prophet to scan the current user’s Outlook profile for a list of the currently available contact folders.

    3. Notice how the email address at the top level will change to the new user, the number of folders below as well as the names of those folders might also change. Put a check-mark next to the folder this user would like Prophet to store copies of contact records in, then click the ‘OK’ button.

    4. Click ‘Yes’ to the first prompt asking if you would like to register the folder with Prophet.

    5. Click ‘No’ to the second prompt asking if you would like to sync the folder with Prophet.

    6. Next, click the ‘Off-Line Working Contact Folder’ button in the top right of the ‘Prophet Administrator’ window.

    7. Put a checkmark next to the folder you would like Prophet to store contacts in while it is operating in Offline mode and click ‘OK’.

    8. If you are asked to register the folder, click ‘Yes’.

    9. If you are asked to sync the folder, click ‘No’.

    10. Take a moment to review the changes we have made in the ‘Prophet Administrator’ window to ensure we no longer see any file paths that were associated with the previous user. If everything looks satisfactory, click the close button in the lower right hand corner.

    Exclude the pervious user’s ‘Working Contact Folders’ from Prophet

    1. Click the ‘Edit View’ button in the Prophet toolbar.

    2. In the ‘Contact View Options’ window that displays, click the drop-down menu next to ‘Select Contact By:’ and choose ‘Contact Folder(s)’ if it is not chosen already.

    3. Click on the name of any folder that you see listed in this window that are associated with the pervious user, it will become highlighted in blue. Then click the ‘Exclude’ button.

    4. Click ‘Yes’ when prompted for confirmation.

    5. There may be more than one of the old user’s folders that are registered in Prophet, repeat the above steps until only the folders listed are the ones associated with the current user, then click ‘Cancel’.

    6. The Prophet client has now been configured to utilize the new user’s file paths and contact folders. This concludes the process for repurposing a license.

    3. Managing Contacts

    3.1 How do I eliminate duplicate contacts in my prophet contacts folder?

    Prophet’s Contact Manager acts as the central location for all users’ contacts. As you know, Prophet syncs with Outlook contacts and one of your first steps when setting up Prophet is to register Prophet with an Outlook contact folder. This could be local contact folders, which everyone using Outlook has.

    Or you might be syncing Prophet with a public contact folder – one that is accessible by all users in Outlook within the Public Folder section. This is only available if you have Microsoft Exchange or SharePoint.

    Since Prophet displays the contacts that are located in the Outlook contact folders that have been registered with Prophet, the most common reason for duplicate contacts is that the same contact exists within more than one Outlook contact folder.

    In this example, Prophet has been synced with this public folder (note the highlighted contact, John Haden).

    And it has also been synced with another user’s local contact folder.

    You will then see all contacts from each of these folders in Prophet and notice John Haden in there twice.

    When looking at the contacts in Contact Manager, you can verify which user is assigned to each.

    If each of the duplicate contacts have different “Users” assigned, the source of the duplicates was a user that registered a different contact folder that contained “duplicate” contact data.

    If that is the case, then there is no error in Prophet. Prophet is just displaying the contacts that are in multiple Outlook contact folders.

    To resolve this issue, you can:

    Sync Prophet with only one public contact folder from Outlook. This is only possible if you have Microsoft Exchange or SharePoint.

    • Once you have established one public contact folder to be used with Prophet, have each user move their contacts from their local contact folder into the public contact folder.

    • Next, each user will need to clear their Contact Manager – go to Tools>Resync Data>Clear Contact Data. There you will select all folders to be cleared from Prophet (check-mark anything that could have been registered with Prophet). Select Contacts and Companies (you may experience some data loss in the company notes, so if you need assistance, please contact support) then you can click OK to complete the Clear.

    • Then you will need to adjust your view in Contact Manager and register the new public folder with Prophet.Then you will need to adjust your view in Contact Manager and register the new public folder with Prophet.
    • If the cleared contact folders still appear in the Contact Selection area (see below in green), then highlight those and click the Exclude button.
    • Click Add to add/register the new contact folder with Prophet. Highlight the new folder name and then click OK.
    • Next, each user must change their working contact folder to match the new public folder that was just registered with Prophet. When you create new contacts in Prophet, the working contact folder is the Outlook folder those contacts are saved in. To do this, go to Tools>Prophet Administrator>Working Contact Folder.

    If the master contact was not contained in your local contact folder, the next time you attempt to open it from Prophet you will receive a message “Contact Doesn’t Exist, Do You Want to Create It?” Click YES. This will then create that contact in your local Outlook folder and allow you to view and edit the details.

    3.2 What do I do if I added a contact but am not finding it in contact manager?

    If you added the contact through Outlook as opposed to Prophet, the data you entered may not have been imported into the Prophet folder. Go to Prophet and resync your data.

    Go to Tools > Prophet Administrator and then look at what is set as your working contact folder.

    2. Verify that that same folder, “My Contacts” in the above example, is what folder is selected in your view.

    3. Make sure that folder is selected and then look in the Additional Filtering section to make sure no other filters are set.

    3.3 I’m not seeing any other users’ data.

    If your contacts are already in Outlook, you will simply need to adjust your view within the Contact and Company Managers to tell Prophet which contact folder you want it to sync with.

    To do this, in Contact Manager and Company Manager, go to the drop-down next to the view, select Tools and then select Create New.

    My recommendation is to create a new view and call this “All Contacts” to reflect that this view will show all of your contacts. You can always set specific filters later, such as contacts in a specific location, category, etc.

    After clicking Create New, the Contact or Company View Options dialogue will open up. This is where you name your view.

    1. First enter a name for your view and add a description if you’d like. A table grid allows for the selection of sortable and filterable columns, where a simple list will just show contact or company names.

    2. Next, click the Contact Selection link to select contacts or companies by user assignment or contact folder.

    3. You will first want to select the Contact Folder(s) option to register your Outlook contact folder with Prophet.

    4. If the contact folder you want to sync Prophet with is not listed there, click the Add button and then select the proper folder.

    5. This will either be your local contact folder or a public folder if you are using Microsoft Exchange or SharePoint.

    6. For Contact Selection by User Assignment(s), this will show the contacts that have been synced with Prophet, including the ones in the contact folder you have synced with Prophet, as well as any other contact folder that has been synced with Prophet.

    • You can select to view all contacts that have been assigned to you – those that you have created or those that someone else created but then assigned you as a user.
    • You can select all contacts that are visible to you – those that are assigned to you or other users whose data you have permissions to view.
    • You can select to view contacts assigned to specific users – possibly your team’s contacts.
    • You can select to view all contacts, regardless of who they are assigned to.

    7. Once you have selected the contact folder you want to sync Prophet with, click the Columns section to select the columns that will appear in your view.

    8. Click OK at the bottom and your new view will be saved and all your contacts in Outlook will appear in Contact Manager.

    9. Repeat these steps for Company Manage to bring your companies into Prophet.


    play
    3.5 How do I sort and filter contacts? (video)

    3.6 How do I format phone numbers for Outlook and Prophet?

    3.7 Why am I unable to assign users to contacts?

    3.8 How do I assign Contacts to other Prophet Users?

    • If you are selecting more than one contact, you can click on the first contact and then hold down the Ctrl key on the keyboard and select another contact. You will see that the contact(s) are highlighted in Prophet.
    Assigning the Prophet Contact(s) to a User(s)
    • With your contact(s) still selected from the previous step, we will want to right click with the mouse on the selection of contact(s). You will be given a menu of options to select from. We will want to select Users and then Assign to Users
    • Once you click the Assign to Users option, we will be prompted with a small dialog window called Assign to Users
    • Go ahead and put a check mark in the box next to the User(s) that need to be assigned to the Prophet Contact(s) and then press the OK button.
    Verify the user assignment of the contact(s) in Prophet
    • From within Contact Manager, we will want to check the Users column within the Prophet view and verify that the User is populated into the column. If you do not see the Users column in the Contact Manager view you will want to edit the view to add the Users column into the view.
    • Once you have verified that contact(s) are assigned to the correct user(s), the assigning of Prophet Contacts is complete.
    3.9 How do I clean up duplicate contacts with the Merge Contacts Feature in Prophet?

    When using Prophet, you may come across contacts that are either misspelled or have different naming conventions, but these contacts are really the same contact as an existing contact in Prophet. Also you may come across contacts that were accidentally entered more than once into Prophet.

    To clean up duplicate contacts with the merge contact feature in Prophet, follow the steps below:

    Step 1: Locate duplicate contacts within Prophet Contact Manager
    • You can use the search feature or scroll through Contact Manager to find the duplicated contacts.
    Step 2: Open the duplicated contact that you want all data merged into
    • With the contact open, add a note to the contact card and then press save and close
    • The reason for opening the Contact is Prophet will merge all the data into the most recently modified date, making this the Master Contact Record
    Step 3: Selecting All Contacts to Merge
    • To select the contacts that you would like to merge, select one of the contacts, and then hold down the Control Button (Ctrl) on the keyboard and then left click with the mouse. You should see both contacts highlighted
    Step 4: Completing the Contact Merge
    • With your selection of Contacts selected, right click on one of the selected contacts
    • From the menu, select Merge Contacts
    • With the Prophet Contact Merge window open, this will be a preview of how the Contact card will look once the merge is completed. You can make any other changes to the contact card by filling any remaining fields.
    • When ready to complete the merge, press the merge button. You will see another window pop up on the screen showing the removal of the one contact.
    • Next you will see a message Contacts Merged Successfully. Go ahead and press the OK button
    • Lastly, when you have refreshed the Contact Manager view, by pressing the F5 key on the keyboard, you will see that the merge of the contacts have been made.
    3.10 How do I Export Data from Contact View to Excel?

    When you use Prophet, you may come across a time where you will want to quickly export Contact Data to Excel. Prophet allows users to easily export data from a Contact View to Excel. Any field which can be selected for inclusion in the View for Prophet can be exported through the Quick Export to Excel. However, fields like Notes or Products and Services cannot be exported in this fashion. Below are the steps on how to export data from a Contact view to Excel.

    Step 1: Open Contact Manager
    • Open the Prophet Contact Manager by clicking on the Contact Manager Folder from your Outlook Folder List
    Step 2: Deciding what data from the Contact View you want to export data out to Excel from Prophet
    • With Contact Manager Open, we will want to decide if we want to export the current entire view that we are viewing or export out a current selection from the view that we are viewing.
    • Exporting the entire Contact view to Excel will give us all the data from each column in the view from each Contact in the view.
    • Exporting only a selection of the Contact view to Excel will give all the data from each column in the view for the selected Contacts in the view.
    Step 3a: Exporting the entire Contact View from Prophet to Excel
    • If we want to export out the entire view to Excel, we will press the Quick Report to Excel button

    Once the Quick Report to Excel button is pressed, we will be prompted with a dialog window with two different options for exporting the data, Export All Rows or Export Selected Rows.

    • Also you will be able to select the location destination of the Excel file. By default the Excel files will all go to your My DocumentsAvidian TechnologiesProphet folder location on your machine.

    Once you have the file location selected, we will press the Start button on the Quick Report to Excel dialog Window. This will open an Excel spreadsheet and the data from the Contact view will be showing up in the Excel spreadsheet.

    To make a selection of data, highlight the first record that you would like to export from the Contact view.

    • To add more selections to your selection for Exporting, you can hold down the CTRL key on the keyboard and then click the left mouse button for adding individual selections or hold down the Shift key on the keyboard and then select the last record from the view that you are going to export for doing a mass selection of records and all the records in between the first selection and last selection will be highlighted.

    Once our selection has been made, we will want to press the Quick Report to Excel button pressed, we will be prompted with a dialog window with two different options for exporting the data, Export All Rows or Export Selected Rows.

    • Also you will be able to select the location destination of the Excel file. By default the Excel files will all go to your My DocumentsAvidian TechnologiesProphet folder location on your machine.

    Make sure to select the Export Selected Rows button in the dialog window. We will be sending this Excel file to My DocumentsAvidian TechnologiesProphet folder location.

    • However, if you want to send the Excel file to a different location, you can press the browse button (Button with three dots on it) and then you will be able to browse your machine to the location of your chose to send the file.

    Once you have the file location selected, we will press the Start button on the Quick Report to Excel dialog Window. This will open an Excel spreadsheet and the selected data from the Contact view will be showing up in the Excel spreadsheet.

    Once the Excel spreadsheet is open, you can modify the spreadsheet to your liking.

    3.11 How do I attach files to a Contact?

    When you use Prophet, you may come across a time where you will want to attach file(s) to certain Contacts. Contacts in Prophet allows users to easily attach file(s) to contacts. Below are the steps on how to attach the file(s) to the Contact in Prophet.

    Step 1: Open Contact Manager
    • Open the Prophet Contact Manager by clicking on the Contact Manager Folder from your Outlook Folder List.
    Step 2: Locate the Contact you want to attach files to in Prophet
    • With Contact Manager open, we will want to locate the Prophet Contact that we want to attach a file(s) to.
    • Once you have located the Contact that we want to attach a file(s) too, we will want to select the Contact in Prophet. Unfortunately, we cannot attach files to more than one contact at a time.
    Step 3: Attaching the file(s) to the Prophet Contact
    • With your Contact still selected from the previous step, we will want to click on the Contact Files tab. You will see an Add, Remove and Open button. If there are no other files pre attached to the contact, then the Remove and Open buttons will not be available to click on.

    Click the Add button, we will be prompted with a small drop down list with the choices of Local File and URL.

    The Local File option

    This option will prompt you to browse your machine to locate the file you would like to attach. This file can be from a local machine folder or from a Network drive that all users who have access to would be able to see.

    The URL (Uniform Resource Locator) option

    This option will allow you to attach a file with a link from a website. This could be a PDF (Portable Document Format) document or a link for a download of software.

    Step 3a: Attaching the file(s) to the Prophet Contact from a Local File
    • With the Contact still selected that you would like to attach a file, press the Contact Files tab as seen in the screen shot below.

    Click the Add button, we will be prompted with a small drop down list with the choices of Local File and URL.

    Select the Local File option and you will be prompted with a dialog window to browse to the file you would like to attach.

    Once you press the Open button with the file selected then you would like to attach to the Contact, you will see the file showing up in the Contact under the Contact Files tab.

    Step 3b: Attaching the file(s) to the Prophet Contact from a URL
    • With the Contact still selected that you would like to attach a file, press the Contact Files tab as seen in the screen shot below.

    Click the Add button, we will be prompted with a small drop down list with the choices of Local File and URL.

    Select the URL option and you will be prompted with a dialog window to enter in the URL to the file you would like to attach.

    Once you have entered in the URL, go ahead and press the OK button to complete the attaching of the file. Once that is completed, you will see the URL added to the Contact under the Contact Files tab.

    3.12 How can I change a field in multiple Contacts at once?

    To update one or more fields in multiple records you will need to “round trip” your data. To do this you will perform an export of your current records, make the needed changes in Excel, and then re-import your records back into Prophet.

    This can be done for most fields in Company, Contact, and Opportunity Manager.

    Export the data
    1. Create a view with your selected field, or multiple fields, and include the Prophet ID field.
    2. Filter as needed for your Group Email or other mass mailing method.
    Export the view:

    1. Click the Quick Export to Excel button.

    2. Optionally click the … button to choose a different location or filename.

    3. Click Start.

    4. Once completed, Excel will blink in Windows Task bar. Click to open it.

    Email

    1. Save the file and close it out of Excel.
    2. Tip: Use Ctl+F4 to close the file, which leave Excel open.
    Import the updated spreadsheet

    1. In Contact Manager, click the dropdown button on Prophet’s Tools menu.

    2. Click Import and Export Wizard.

    3. Import Prophet Data is already selected. Click Next.

    4. Tip: This is a separate program. You can right-click it and pin it to Windows Task Bar.

    5. Click Next.

    6. Drop down Select Type, and select “Contacts”.

    7. Click Browse and pick the TEST updated spreadsheet.

    8. Optional. If you file has multiple sheets, drop down Sheet and pick the one to import.

    9. Click Add.

    10. Click Next.

    Field Mapping.

    Click auto map. Each of the fields in the spreadsheet will be mapped.

    2. Click Next.

    3. Click the Next button on the next two Duplicate Handling pages. We’re using the default settings.

    4. And

    Data Validation.

    1. Click Run Validation. This could take a few minutes if you have thousands of rows. Do not continue if you have any errors or warnings. You should see Validation Results showing similar details.

    2. Click Next and click Run Import.

    3. Here’s a successful import result page.

    Verify results.

    1. Click Done.

    2. In Outlook > Contact Manager, click the “Refresh this View” button and verify that your data has been updated.

    3.13 How Do I Delete a View

    Delete a View

    1. In any Manager, click the button to the right of “View”. Click Tools > Manage Views.

    2. Select the view you wish to delete and highlight it. Next, click Delete.

    3. Close Manage Views once all bad Views have been deleted.

    3.14 How Do I Fix the Error “An error occurred loading the view”?

    After selecting Company Manager, Contact Manager or Opportunity Manager, you get the following message:

    Is a single view having this issue?

    1. Click the button to the right of “View” and select any other view from the list.

    2. If that won’t load, check with other Prophet users. If they are having the same problem, please contact Avidian Support.

    Recreate your broken view

    1. Get the details of your broken Contact or Company Manager view

    2. Click the button to the right of “View”. Click Tools > Manage View.

    3. Select the broken view and click Edit.

    4. Make a note of the values for the View NameSelect Contact by and User Assignment.

    5. Click Additional Filtering. Make a note of any settings or get a screenshot.

    6. Once all information about your contact or company view has been reviewed and saved you can create a new view. Follow the instructions in Section  3.4 How do I create view in contact manager?

    Get the details of your broken Opportunity Manager view

    1. In Opportunity Manager, click the button to the right of “View”. Click Tools > Manage View.

    2. Select the broken view and click Edit.

    3. Make a note of the values for the View NameView Department and Select Records.

    4. Click Additional Filtering. Make a note of any settings or get a screenshot.

    5. Once all information about your opportunity view has been reviewed and saved you can create a new view.

    3.15 How to Import Contact Notes with Extra Lines and Date-Time Details

    When importing Notes into Prophet, the new data is not separated from existing notes.

    However, even though you can include a linefeed using Excel’s Char(10) function, Prophet removes all “blank space”.

    Adding Details to Notes for Formatting

    1. You can surround your Notes with some little character and the linefeeds.

    2. In this example, I am adding a note to Contacts that a post card was sent on a certain date by stating “Sent Post Card – Fall 2016 Campaign”

    3. The Notes cell has this formula:
    =”.” & CHAR(10) & “———– 6/27/2016 Modified by: Shelly McNaught ———–” & CHAR(10) & “Sent Post Card – Fall 2016 Campaign” & CHAR(10) & “.”& CHAR(10)

    4. Separated for visibility:

    = “.” & CHAR(10) &

    = Period and linefeed &

    “———– 6/27/2016 Modified by: Shelly McNaught ———–” & CHAR(10) & “Sent Post Card – Fall 2016 Campaign” &

    Text to insert and linefeed &

    CHAR(10) & “.”& CHAR(10)

    Period and linefeed

    5. Ends up like this.

    4. Managing Companies

    4.1 How do I eliminate duplicate companies in my Prophet company manager?

    The most common reason for duplicate company information in prophet is the company name is represented differently across several records (spelling, punctuation, capitalization). For example, if four company records are imported into Prophet with the following company names, TH Enterprises, T-H Enterprises, th-enterprises, they will be treated as THREE separate companies, even though all three names represent one company.

    Take the example below – Ashburg Finance is in Prophet four times, though the wording is slightly different each time.

    In order to consolidate these records into one company record, you must edit each CONTACT record to reflect one consistent company name, including spelling and punctuation.

    In this case, we will merge all contacts into the company Ashburg Finance LLC. Open each contact record and change the spelling of the company name.

    Now all contacts will be merged together in one company record, see below.

    4.2 I’m not seeing any other users’ data.

    First, check with your Prophet administrator to verify that the user permissions have been setup so that you can view the data of other users. Your administrator will need to log onto the Prophet Administrative website and in the User Management section, first check the Hierarchy View Access to ensure your hierarchy access was set to “Peers” or “Peers and Manager.”

    If you are trying to see the data of a user or users in another department, also check the Cross Department Access section to ensure you were given either Read-Only access or Read-Write access to the data of the other department.

    Next, verify that the views in Prophet are set to see each other’s data as opposed to just the data that is assigned to you.

    In Contact or Company Manager, in the Contact/Company selection area, choose to select contacts/companies by User Assignment(s), and then select records that are either visible to you, assigned to specific users (after selecting this option you can then add each user whose data you want to view), or select all contacts/companies.

    Similarly, in Opportunity Manager, select records that are either visible to you, assigned to specific users, or all records for your department.

    If you are looking to view the opportunities for a department different than the one you are assigned to, create a view to include the records from multiple departments.

    Once you have selected the departments to include in your view, once again select records that are either visible to you, assigned to specific users, or all records for that department.

    4.3 How do I create views in contact and company manage?

    If your contacts are already in Outlook, you will simply need to adjust your view within the Contact and Company Managers to tell Prophet which contact folder you want it to sync with.

    To do this, in Contact Manager and Company Manager, go to the drop-down next to the view, select Tools and then select Create New.

    My recommendation is to create a new view and call this “All Contacts” to reflect that this view will show all of your contacts. You can always set specific filters later, such as contacts in a specific location, category, etc.

    After clicking Create New, the Contact or Company View Options dialogue will open up. This is where you name your view.

    1. First enter a name for your view and add a description if you’d like.

     A table grid allows for the selection of sortable and filterable columns, where a simple list will just show contact or company names.

    2. Next, click the Contact Selection link to select contacts or companies by user assignment or contact folder.

    3. You will first want to select the Contact Folder(s) option to register your Outlook contact folder with Prophet.

    If the contact folder you want to sync Prophet with is not listed there, click the Add button and then select the proper folder.

    This will either be your local contact folder or a public folder if you are using Microsoft Exchange or SharePoint.

    For Contact Selection by User Assignment(s), this will show the contacts that have been synced with Prophet, including the ones in the contact folder you have synced with Prophet, as well as any other contact folder that has been synced with Prophet.

    • You can select to view all contacts that have been assigned to you – those that you have created or those that someone else created but then assigned you as a user.
    • You can select all contacts that are visible to you – those that are assigned to you or other users whose data you have permissions to view.
    • You can select to view contacts assigned to specific users – possibly your team’s contacts.
    • You can select to view all contacts, regardless of who they are assigned to.

    Once you have selected the contact folder you want to sync Prophet with, click the Columns section to select the columns that will appear in your view.

    8. Click OK at the bottom and your new view will be saved and all your contacts in Outlook will appear in Contact Manager.

    9. Repeat these steps for Company Manage to bring your companies into Prophet.

    4.4 How do I add a category to a company record?

    You can assign Categories to your Company Records, and these categories can then be used to filter companies in your view or within reports.

    All categories created in Outlook and assigned to a CONTACT in prophet will automatically appear in the Company Category option list.

    Create Company Categories through prophet Administrator

    1. Go to Tools > prophet Administrator and select the Categories tab.

    2. This will display a list of all categories in prophet.

    3. To add a category, click the Add button.

    4. Categories created this way will not be automatically available in Outlook to assign to CONTACTS.

    5. If you choose to remove a category by clicking the Remove button, the categorization of any contacts or companies currently assigned to that category will be lost.

    Create Company Categories through Outlook

    1. Create a dummy (or fake) contact called “Company Categories.”
    • Select Categories > All Categories
    • Select all categories you want available in prophet (place check-marks next to them), or create new categories by clicking the New button.
    • Categories are now assigned to the Outlook contact in prophet and therefore will be available in Company Categories as well.

    Select Categories Tab.

    • place a check-mark next to all categories you wish to assign to this company.

    • All categories currently assigned to this company will appear at the top of the list.

    • Save and Close Company Record.

    • See Category added to Company Record.

    4.5 How do I sort and filter companies? (video)
    4.6 How do I create a view in the company manager? (video)
    4.7 Why am I unable to assign users to companies?
    4.8 How do I assign Companies to other Prophet Users?

    When you use Prophet, you may come across a time where you will want to either be assigned to Prophet Companies or assign other Prophet User(s) to Companies from within Prophet. Assigning Companies in Prophet allows users to easily look up who is in control of the Prophet Company. Below are the steps on how to assign the Companies to other Prophet User(s).

    Open Company Manager
    • Open the Prophet Company Manager by clicking on the Company Manager Folder from your Outlook Folder List
    Locate the Companies you want to assign to a Prophet User(s)
    • With Company Manager open, we will want to locate the Prophet Companies that we want to assign to a Prophet User(s)
    • Once you have located the Company(s) that we want to assign to a Prophet User(s), we will want to select the Company(s) in Prophet. If you are selecting more than one Company, you can click on the first Company and then hold down the Ctrl key on the keyboard and select another Company. You will see that the Company(s) are highlighted in Prophet.
    Assigning the Prophet Company(s) to a User(s)
    • With your Company(s) still selected from the previous step, we will want to right click with the mouse on the selection of Company(s). You will be given a menu of options to select from. We will want to select Users and then Assign to Users
    • Once you click the Assign to Users option, we will be prompted with a small dialog window called Assign to Users
    • Go ahead and put a check mark in the box next to the User(s) that need to be assigned to the Prophet Company(s) and then press the OK button.
    Verify the user assignment of the Company(s) in Prophet
    • From within Company Manager, we will want to check the Users column within the Prophet view and verify that the User is populated into the column. If you do not see the Users column in the Company Manager view you will want to edit the view to add the Users column into the view.
    Step 2: Open the duplicated company that you want all data merged into
    • With the company open, add a note to the company card, and then press save and close
    • The reason for opening the Company is Prophet will merge all the data into the most recently modified date, making this the Master Company Record
    Step 3: Selecting All Companies to Merge
    • To select the companies that you would like to merge, select one of the companies, and then hold down the Control Button (Ctrl) on the keyboard and then left click with the mouse. You should see both companies highlighted
    Step 4: Completing the Company Merge
    • With your selection of Companies selected, right click on one of the selected companies
    • From the menu, select Merge Companies
    • With the Prophet Company Merge window open, this will be a preview of how the Company card will look once the merge is completed. You can make any other changes to the company card by filling any remaining fields.
    • When ready to complete the merge, press the merge button. You will see another window pop up on the screen showing the removal of the one company.
    • Next you will see a message Companies Merged Successfully. Go ahead and press the OK button
    • Lastly, when you have refreshed the Company Manager view, by pressing the F5 key on the keyboard, you will see that the merge of the companies have been made.
    4.10 How do I Export Data from Company View to Excel?

    When you use Prophet, there may be a time when you will need to quickly export Company Data to Excel. Prophet allows users to easily export data from a Company View to Excel. Any field which can be selected for inclusion in the View for Prophet can be exported through the Quick Export to Excel. However, fields like Notes or Products and Services cannot be exported in this fashion. Below are the steps on how to export data from a Company view to Excel.

    Step 1: Open Company Manager

    Open the Prophet Company Manager by clicking on the Company Manager Folder from your Outlook Folder List

    If we want to export out the entire view to Excel, we will press the Quick Report to Excel button.

    Make sure to select the Export All Rows button in the dialog window. We will be sending this Excel file to My DocumentsAvidian TechnologiesProphet folder location.

    • However, if you want to send the Excel file to a different location, you can press the browse button (Button with three dots on it) and then you will be able to browse your machine to the location of your chose to send the file.
    • Once you have the file location selected, we will press the Start button on the Quick Report to Excel dialog Window. This will open an Excel spreadsheet and the data from the Company view will be showing up in the Excel spreadsheet.
    • Once the Excel spreadsheet is open, you can modify the spreadsheet to your liking.
    Step 3b: Exporting an selection of the Company View from Prophet to Excel
    • If we want to export only a selection of the Company view to Excel, we will want to make our selection of data from the Company first.
    • To make a selection of data, highlight the first record that you would like to export from the Company view.

    To add more selections to your selection for Exporting, you can hold down the CTRL key on the keyboard and then click the left mouse button for adding individual selections or hold down the Shift key on the keyboard and then select the last record from the view that you are going to export for doing a mass selection of records and all the records in between the first selection and last selection will be highlighted.

    Once our selection has been made, we will want to press the Quick Report to Excel button. We will then be prompted with a dialog window with two different options for exporting the data, Export All Rows or Export Selected Rows.

    • Also you will be able to select the location destination of the Excel file. By default the Excel files will all go to your My DocumentsAvidian TechnologiesProphet folder location on your machine.

    Make sure to select the Export Selected Rows button in the dialog window. We will be sending this Excel file to My DocumentsAvidian TechnologiesProphet folder location.

    • If you want to send the Excel file to a different location, you can press the browse button (Button with three dots on it) and then you will be able to browse your machine to the location of your chose to send the file.

    Once you have the file location selected, we will press the Start button on the Quick Report to Excel dialog Window. This will open an Excel spreadsheet and the selected data from the Company view will be showing up in the Excel spreadsheet.

    Once the Excel spreadsheet is open, you can modify the spreadsheet to your liking.

    4.11 How Do I Attach Files to a Company?

    Open the Prophet Company Manager by clicking on the Company Manager Folder from your Outlook Folder List.

    Once you have located the Company that we want to attach a file(s) to, we will want to select the Company in Prophet. Unfortunately, we cannot attach files to more than one Company at a time.

    Step 3: Attaching the file(s) to the Prophet Company

    With your Company still selected from the previous step, we will want to click on the Company Files tab. You will see an Add, Remove and Open button. If there are no other files pre attached to the Company, then the Remove and Open buttons will not be available to click on.

    Click the Add button, we will be prompted with a small drop down list with the choices of Local File and URL.

    Select the Local File option and you will be prompted with a dialog window to browse to the file you would like to attach.

    Once you press the Open button with the file selected then you would like to attach to the Company, you will see the file showing up in the Company under the Company Files tab.

    Step 3b: Attaching the file(s) to the Prophet Company from a URL

    With the Company still selected that you would like to attach a file, press the Company Files tab as seen in the screen shot below.

    Click the Add button, we will be prompted with a small drop down list with the choices of Local File and URL.

    Once the URL option has been selected, you will be prompted with a dialog window where you can type the URL of where the file is located at.

    Once you have entered in the URL, go ahead and press the OK button to complete the attaching of the file. Once that is completed, you will see the URL added to the Company under the Company Files tab.

    5. Managing Opportunities

    5.1 I’m not seeing any other users’ data.

    First, check with your Prophet administrator to verify that the user permissions have been setup so that you can view the data of other users. Your administrator will need to log onto the Prophet Administrative website and in the User Management section, first check the Hierarchy View Access to ensure your hierarchy access was set to “Peers” or “Peers and Manager.”

    If you are trying to see the data of a user or users in another department, also check the Cross Department Access section to ensure you were given either Read-Only access or Read-Write access to the data of the other department.

    Next, verify that the views in Prophet are set to see each other’s data as opposed to just the data that is assigned to you.

    In Contact or Company Manager, in the Contact/Company selection area, choose to select contacts/companies by User Assignment(s), and then select records that are either visible to you, assigned to specific users (after selecting this option you can then add each user whose data you want to view), or select all contacts/companies.

    Similarly, in Opportunity Manager, select records that are either visible to you, assigned to specific users, or all records for your department.

    Once you have selected the departments to include in your view, once again select records that are either visible to you, assigned to specific users, or all records for that department.

    5.2 I linked emails to an Opportunity but they are not showing up in the email tab.

    In the Emails tab of the Opportunity window, first click the Refresh button to refresh your folder list.

    Then, make sure that your Outlook folders are selected in the Emails tab and click Search. Prophet searches in all folders selected for the linked items.

    Once you set this for one Opportunity, you will not need to set this again for other Opportunities once you hit save and close.

    Your email will now appear in the Emails tab. The folder it refers to is the folder in Outlook where the email resides. If you happen to move the email to another folder within Outlook, the folder name will be updated in Prophet automatically. If you permanently delete the email, it will no longer appear in Prophet.

    5.3 I linked emails to an Opportunity but no other user is able to see them.

    In the Emails tab of the Opportunity window, first click the Refresh button to refresh your folder list.

    Then, make sure that your Outlook folders are selected in the Emails tab and click Search. Prophet searches in all folders selected for the linked items.

    Once you set this for one Opportunity, you will not need to set this again for other Opportunities once you hit save and close.

    Your email will now appear in the Emails tab. The folder it refers to is the folder in Outlook where the email resides. If you happen to move the email to another folder within Outlook, the folder name will be updated in Prophet automatically. If you permanently delete the email, it will no longer appear in Prophet.

    5.4 How do I sort and filter Opportunities? (video)

    5.5 How do I copy Opportunities to another department? (video)

    5.6 How do I customize the Opportunity window? (video)

    Back To Top

    5.7 How do I add a unique identifier to each Opportunity?

    Opportunity Number

    Prophet has the ability to add an opportunity number to each opportunity created. This number will increase in sequential value with each new opportunity.

    Incorporate this number in your reports

    5.8 Why am I unable to assign users to Opportunities?

    5.9 How Can I Setup Opportunity Numbers Automatically Generated?

    Automatically generated Opportunity Record Numbers are a great way to create a unique ID for each Opportunity that is added to Prophet. This will allow you to pull information through views and reports on specific Opportunities.

    The Record Number is easily found on the General tab of your Prophet Opportunity and can be started at any number you wish. By default, Avidian will normally set your Record Number to begin at 1,000.

    Requirements

    While the Record Number is shown on the general tab of the Opportunity, the information for this field is saved on UserTab 3 in field 103 (the last field in User Tab 3). For this reason, label103 must not be in use to hold any other data.

    How to Setup Record Numbers for Opportunities

    Please contact Avidian Support and we will enable Prophet Opportunities to automatically generate a record number.

    When contacting Support please include the number you would like to start your count on if other than 1,000.

    This number will begin with the first Opportunity in your database, including historical data.

    Additional Pieces of Information to Know
    • If you would like to have the label on the General tab reflect another name than “Record Number” please let Support know when you submit the request.
    • If you would like, you can match that name of Label103 to the name given to Support to be used on your General Tab.
      • To change the field name of Label103 an Administrator will need to log into your Prophet Administrator Website to make the change.
    Viewing the Record Number within Your View

    Within your Opportunity Manager views you can add your new Record Number to your view by selecting the column name from the Edit View button.

    5.10 How do I assign Opportunities to other Prophet Users?

    When you use Prophet, you may come across a time where you will want to either be assigned to Prophet Opportunities or assign other Prophet User(s) to Opportunities from within Prophet. Assigning Opportunities in Prophet allows users to easily look up who is in control of the Prophet Opportunity. Below are the steps on how to assign the Opportunities to other Prophet User(s).

    Open Opportunity Manager
    • Open the Prophet Opportunity Manager by clicking on the Opportunity Manager Folder from your Outlook Folder List
    Locate the Opportunities you want to assign to a Prophet User(s)
    • With Opportunity Manager open, we will want to locate the Prophet Opportunities that we want to assign to a Prophet User(s)
    • Once you have located the Opportunity(s) that we want to assign to a Prophet User(s), we will want to select the Opportunity(s) in Prophet.
      • If you are selecting more than one Opportunity, you can click on the first Opportunity and then hold down the Ctrl key on the keyboard and select another Opportunity. You will see that the Opportunity(s) are highlighted in Prophet.
    Assigning the Prophet Opportunity(s) to a User(s)
    • With your Opportunity(s) still selected from the previous step, we will want to right click with the mouse on the selection of Opportunity(s). You will be given a menu of options to select from. We will want to select Users and then Assign to Users
    • Once you click the Assign to Users option, we will be prompted with a small dialog window called Assign to Users
    • Go ahead and put a check mark in the box next to the User(s) that need to be assigned to the Prophet Opportunity(s) and then press the OK button.
    Verify the user assignment of the Opportunity(s) in Prophet
    • From within Opportunity Manager, we will want to check the Users column within the Prophet view and verify that the User is populated into the column. If you do not see the Users column in the Opportunity Manager view you will want to edit the view to add the Users column into the view.
    • Once you have verified that Opportunity(s) are assigned to the correct user(s), the assigning of Prophet Opportunities is complete.
    5.11 How do I Export Data from Opportunity View to Excel?

    Open the Prophet Opportunity Manager by clicking on the Opportunity Manager Folder from your Outlook Folder List

    If we want to export out the entire view to Excel, we will press the Quick Report to Excel button.

    Once the Quick Report to Excel button is pressed, we will be prompted with a dialog window with two different options for exporting the data, Export All Rows or Export Selected Rows.

    • Also you will be able to select the location destination of the Excel file. By default the Excel files will all go to your My DocumentsAvidian TechnologiesProphet folder location on your machine.

    Once you have the file location selected, we will press the Start button on the Quick Report to Excel dialog Window. This will open an Excel spreadsheet and the data from the Opportunity view will be showing up in the Excel spreadsheet.

    To make a selection of data, highlight the first record that you would like to export from the opportunity view.

    To add more selections to your selection for Exporting, you can hold down the CTRL key on the keyboard and then click the left mouse button for adding individual selections or hold down the Shift key on the keyboard and then select the last record from the view that you are going to export for doing a mass selection of records and all the records in between the first selection and last selection will be highlighted.

    Once our selection has been made, we will want to press the Quick Report to Excel button pressed, we will be prompted with a dialog window with two different options for exporting the data, Export All Rows or Export Selected Rows.

    • Also you will be able to select the location destination of the Excel file. By default the Excel files will all go to your My DocumentsAvidian TechnologiesProphet folder location on your machine.

    Make sure to select the Export Selected Rows button in the dialog window. We will be sending this Excel file to My DocumentsAvidian TechnologiesProphet folder location.

    • However, if you want to send the Excel file to a different location, you can press the browse button (Button with three dots on it) and then you will be able to browse your machine to the location of your chose to send the file.

    Once you have the file location selected, we will press the Start button on the Quick Report to Excel dialog Window. This will open an Excel spreadsheet and the selected data from the Opportunity view will be showing up in the Excel spreadsheet.

    Once the Excel spreadsheet is open, you can modify the spreadsheet to your liking.

    5.12 How Do I Attach Files to an Opportunity?

    Open the Prophet Opportunity Manager by clicking on the Opportunity Manager Folder from your Outlook Folder List.

    Once you have located the Opportunity that we want to attach a file(s) to, we will want to select the Opportunity in Prophet. Unfortunately, we cannot attach files to more than one Opportunity at a time.

    Step 3: Attaching the file(s) to the Prophet Opportunity
    • With your Opportunity still selected from the previous step, we will want to double click on the Opportunity and open the Opportunity. With the Opportunity open we will want to click on the files tab. You will see an Add, Remove and Open button. If there are no other files pre attached to the Opportunity, then the Remove and Open buttons will not be available to click on.

    Click the Add button, we will be prompted with a small drop down list with the choices of Local File and URL.

    With the Opportunity that you would like to attach a file to open, press the Files tab as seen in the screen shot below.

    Click the Add button, we will be prompted with a small drop down list with the choices of Local File and URL.

    Select the Local File option and you will be prompted with a dialog window to browse to the file you would like to attach.

    Once you press the Open button with the file selected then you would like to attach to the Opportunity, you will see the file showing up in the Opportunity under the Files tab.

    With the Opportunity that you would like to attach a file to open, press the Files tab as seen in the screen shot below.

    • Select the URL option and you will be prompted with a dialog window to enter in the URL to the file you would like to attach.
    • Once you have entered in the URL, go ahead and press the OK button to complete the attaching of the file. Once that is completed, you will see the URL added to the Opportunity under the Files tab.
    5.13 Why Do Most of My Opportunity Statuses Set the Closed Date?

    Example

    My Opportunity isn’t closed, it’s On Hold, but it has a Closed Date set.

    Why this happens

    Prophet’s “Closed Date” is a built-in field that is automatically set, based on the Status. It is available in Reports, and to show as a column in Opportunity Manager. The three main Statuses are Active, Won, and Lost. Won and Lost are closed categories, and they are programmed to set the Closed date. Any new Statuses are also programmed to set the Closed Date. To leave an opportunity without a Closed Date you must keep the status Active.

    5.14 Why is my Closed Date Incorrect

    Example

    My Opportunity status was changed from Lost to Won, but the Closed Date has not changed to reflect the new Closed Date.

    Why is the Closed Date not correct?

    Once you’ve saved an Opportunity with other than the Active Status, the Closed Date is set. It is not changed, even if you save with a different category, other than Active. I.e. If you have an Opportunity “On Hold”, and then go straight to Won or Lost, the Closed Date isn’t updated.

    Change your Closed Date.

    If a Closed Date has been set, you can save it with Active Status. Next Save it with your Won or Lost Status, and, the Closed Date will be updated.

    6. Managing and Sharing Categories

    6.1 How do I share categories with other users?

    For any Outlook categories that you create, you must have the other users add those into their Master Category List in Outlook in order to share those between multiple users.

    The easiest way to do this is to create a “dummy” contact in Prophet and assign ALL categories to this contact. The reason behind this is so other users can easily open the “dummy” contact and add all categories into their master list.

    To do this, follow the steps below.

    1. Create a “dummy” contact with the name “Contact Category”

    2. Put “Company Category” in the Company field (or you can leave this blank)

    3. Click on Categorize and select ALL CATEGORIES

    4. Select all categories/create all categories that you want to share

    5. Save and close contact

    The other user(s) will then…

    1. Open up “Contact Category” contact.
    2. Click on Categorize and select ALL CATEGORIES.
    3. All categories from another user will appear there in white and say “Not in Master Category List” in parenthesis next to the category.
    4. To add these categories into their master list, highlight a white category and click on NEW.
    5. Hit OK (this will auto assign a color, but color matching is unnecessary).
    6. Repeat for all categories and make sure all are selected. Add any that are needed.
    7. Save and close.
    6.2 What do I do if I added categories through Outlook but they are not showing up in Prophet?

    Resync Data

    This can take several minutes but once the resync is complete, you will see the categories appear in Prophet.

    6.3 How can I delete categories that are appearing in Prophet?

    1. In Contact Manager, go to Tools > Prophet Administrator

    2. Select the Categories tab.

    3. Highlight any categories you’d like to remove from Prophet and then click “Remove.”

    4. If this category is assigned to any contacts or companies within Prophet, you will get a message letting you know how many contacts/companies are assigned to the category.

    5. Click OK to continue.

    6. The category will be deleted and the assignment will be removed from the contacts/companies as well.

    7. Prophet Mobile

    7.1 How can I sync Prophet with my phone?

    If you have Prophet on Demand, you can log into http://www.prophetondemand.com/prophet/mobile/ from your phone or tablet’s browser and log in with your password and email address. This will lead you to a mobile optimized web sited that will allow you to update your Prophet records.

    If you are using Prophet on Premise there are additional steps that need to take place to make this functional. During Installation three sites are set up in IIS. These sites need to either be published or port forwarding needs to be established to make those pages available for use outside the internal network. None of these pages can be accessed without a registered email and password so they are quite safe. Prophet does not provide support for setting this up, however, so you would need an IT person to set this up for you.

    7.2 What can Prophet Mobile do (and not do)?

    Review existing notes or add new ones

    Contact Records

    In order to access your Contacts in Prophet Mobile, click on Contact Records from the home screen (above). This will load the Contacts view.

    From here you can Search for a Contact, Create a New Contact, or Open a Contact by clicking on the contact’s name.

    Upon opening the contact, you can add contact notes, edit the contact’s general information, as well as send an email or make a call from your mobile device (see below).

    In the Search field (circled in red below), type in all or part of the name of the Contact that you are looking for. Click Go.

    Create a New Contact

    1. Click the New Contact button (circled in red below).

    2. A new, blank Contact form will appear. Fill out the data for this Contact (see below).

    • Clicking on an email address will open your Mobile device’s email software.
    • Clicking on a web page will open your Mobile device’s browser to the selected website.

    3. When all of the appropriate data is entered, click the Save button.

    4. Click the Close button to return to the Contacts view.

    Contacts added via Prophet Mobile will immediately be added to the server and will be searchable to other users in Contact Manager.

    Upon trying to open the contact in Contact Manager in Outlook, you will receive this message:

    Click Yes and the contact will be added to your Working Contact Folder in Outlook.

    When you create a contact via Prophet Mobile, the company associated with the contact is added to Prophet automatically. Along with the company name, the address, phone number, website, fax, etc. entered for the contact will automatically be added to the company record. If the company already exists in Prophet, the new contact will be added to the existing company record (as long as the spelling is exactly the same).

    Prophet Mobile Does Not:

    • Check for duplicate contacts already in the database

    • Add contact to Outlook Contacts (working contact folder) without first opening contact in Contact Manager

    • Allow you to categorize contacts

    • Allow you to delete contacts from Prophet

    • Allow you to search the Activities tab

    • Allow you to attach files to the contact

    • Allow you to assign Sales Automation actions to the contact

    • Allow you to track data in Contact Manager’s user tab (custom tab)

    • Allow you to follow contacts using Prophet Instant

    Company Records

    In order to access your Companies in Prophet Mobile, click on Company Records from the home screen.

    This will load the Companies view. From here you can Search for a Company, Create a New Company, Add Notes to a Company, Edit Existing Companies, and View the Contacts Associated to a Company.

    When you create a contact via Prophet Mobile, the company associated with the contact is added to Prophet automatically. Along with the company name, the address, phone number, website, fax, etc. entered for the contact will automatically be added to the company record. If the company already exists in Prophet, the new contact will be added to the existing company record (as long as the spelling is exactly the same).

    With your Mobile Device:

    • Open the Company by clicking on its entry in the Name column.

    • Call the Company by clicking on its entry in the Phone column.

    The Company you are searching for will be displayed.

    Click the Close button to return to the Companies view.

    Edit a Company Record

    1. Open the Company you wish to edit or add notes to.

    2. Click the Edit button (shown below).

    3. Type the note into the Add Note field (shown below).

    1. Click the Add button. The note will be added to the Existing Notes field.
    2. Edit any additional information to update address, phone, etc.
    3. Click Save.

    NOTE: All notes are stamped with the Date, Time, Time Zone, and Modified By information.

    View the Contacts Associated to a Company

    1. Open the Company whose Contacts you wish to view.
    2. Click the Contacts button (shown below).

    3. The Company Contacts view will load, showing all of the Contacts associated to the selected Company.

    With your Mobile Device:

    • Open the Contact by clicking on its entry in the Name column.
    • Send an email to the Contact by clicking on its entry in the Email column.
    • Call the Contact by clicking on its entry in the Phone column.

    Companies added via Prophet Mobile will immediately be added to the server and will be searchable to other users in Contact Manager.

    Prophet Mobile Does Not:

    • Allow you to add a new contact from within the company (you would need to do that from the contact section)
    • Allow you to delete companies from Prophet
    • Allow you to search the Activities tab
    • Allow you to attach files to the company
    • Allow you to assign Sales Automation actions to the company contacts
    • Allow you to track data in Company Manager’s user tabs (custom tabs)
    • Allow you to add/view Parent-Child relationships
    • Allow you to categorize companies
    • Allow you to follow companies using Prophet Instant
    • Allow you to set follow-up appointments or tasks
    • Allow you to flag companies as accounts

    Opportunity Records

    In order to access your Opportunities in Prophet Mobile, click on Records from the home screen.

    Click the New Opportunity button (see below). A new, blank Opportunity form will appear.

                2. Associate the Opportunity to a Company or Contact.

    To Associate a Company to the Opportunity

    1. Click the Company button.
    2. Select any Companies that you want to associate, and click Save.

    To Associate a Contact to the Opportunity

    1. Click the Contact button.
    2. Select any Contacts that you want to associate, and click Save.

    Click the Save button when you have entered all of the data for that Opportunity Tab.

    3. Note: Each Opportunity is comprised of several Opportunity tabs: General,       Products/Services, Contacts, Company, and Notes.

    4. Different Opportunity tabs can be selected by scrolling between them using the ‘Scroll Left’ and ‘Scroll Right’ buttons (see below).

    5. Click the Close button to return to the Opportunities view.

    Change the Company and/or Contacts Associated to the Opportunity

    1. Click the Company or Contact button
    2. Select any Company that you want to associate/replace, or select any contact you wish to add, and click Save.

    Click the Contacts tab at the bottom of the opportunity.

    Click the Contacts tab at the bottom of the opportunity.

    Click the contact’s phone number and the contact’s number will appear in your dialer.

    7.3 How do I create a Prophet Mobile iPhone App?

    Create Prophet Mobile App (iPhone users)

    1. Type in www.prophetondemand.mobi in your phone’s browser.

    2. Tap on the box with the swooping arrow to get more commands. Select Add to Home Screen.

    3. Congratulations! There is now ‘an app for that’.

    7.4 How do I connect to Prophet On-Premise via an iPhone using the Prophet iPhone CRM app?

    Prerequisite: The Company must have Prophet setup on an externally facing website to access Prophet Mobile from their cellphone/other device.

    1. Open the Prophet App on your device.

    2. Click the little gear in the upper right hand corner

    3. Ensure that “On Premise Server” is selected

    4. Ensure that “http(s)://” is selected (as appropriate)

    5. Put this into the “Please enter URL:” field –> http(s)://Customer URL.com *NOTE* you do not need “prophet/prophetwebservices/” like you do in Outlook. It should only be “Yourserveraddress.com”.

    6. Press the “Set” button, if it’s correct you will get a validation message, if you get an error recheck the server address to ensure that it’s correct.

    7. Enter your Prophet User name and password and press “Login”

    7. Use Prophet as desired

    8. Managing Reports

    8.1 How can I create a custom report in Prophet?

    A very popular report is the sales activity report, which shows all sales related activities associated with each opportunity. A canned version of this report is found under the report category of “Pipeline Forecast.”

    • Select a Report Category from the drop-down list. Each category will give you a different type of report.
    • Account Sales – Generates reports on Opportunities with the Sales Status of Won.

    • Company – Generates reports on your company records.

    • Contacts – Generates reports on your contact records.

    • Opportunity – Reports on all Opportunities (Opportunities with any Sales Status).

    • Pipeline Forecast – Generates reports on Opportunities with the Sales Status of Active.

    • Products – Generates reports on your products and/or services, including those associated with Opportunities.

    • Won Loss – Generates reports on Opportunities with the Sales Status of Won or Lost.

    View the Report Wizard Available Fields section attached for a detailed list of all fields available in each category.

    Select the department you will be reporting on. If you are only using one department in Prophet, select that department.

    Enter a report name, which must be unique.

    • Clicking Next will open the New Report Wizard Step 2 of 3 dialog.

    • Enter a report title. This can be the same as the name of the report entered in the previous step or different.

    The order the fields appear in the Report Fields window determines the placement from left to right on your report. Reorder the fields by highlighting a field and moving it with the up or down arrows.

    • You can view the layout of the report by clicking the Preview button. A Preview Report window opens and it can be enlarged to view the layout of your report.

    Close the Preview window, and make any modifications to the report by adding or deleting report fields or changing the report title on Step 2 of 3, or click Back to change the report name or category in Step 1 or 3.

    A dialog will ask if you want to open your report in the Designer for additional modifications.

    Highlight the report name.

    • Apply any filters or sorts.

    Choose your report format (basic or excel).

    NOTE: Should you select Preview Report, only a small snapshot of your report will be exported. To ensure all data is presented, always click VIEW Report.

    8.2 What does the designer do?

    To modify the layout of the basic format reports, you will use the Report Designer.

    The main purpose of the Report Designer is to be able to change the layout and the header titles on your report. In the PDF view of the report specifically, it is used for making more room for the data to spread out in the column width. Please refer to the attached document for detailed instructions on the Report Designer.

    What if my report is not pulling any data / I get an error that says “no data to report” when I run my report?

    The most common cause of blank reports is that selection criteria for the report have been set too narrow for Prophet to find data that matches all the criteria set.

    A good practice is to start with a wide data set with very few criteria, and run the report to make sure it is extracting data as you would anticipate. Then narrow the selection criteria as needed. When no data is presented, often times the date range is set too narrow or a particular filter eliminates the data you are actually searching for.

    To verify what filters are in place, refer to the Sort Parameters and Filters section of the Report Manager.

    Perhaps there are several filters in place and your data does not meet ALL filters set.

    8.3 What if my report is not pulling any data / I get an error that says “no data to report” when I run my report?

    The most common cause of blank reports is that selection criteria for the report have been set too narrow for Prophet to find data that matches all the criteria set.

    A good practice is to start with a wide data set with very few criteria, and run the report to make sure it is extracting data as you would anticipate. Then narrow the selection criteria as needed. When no data is presented, often times the date range is set too narrow or a particular filter eliminates the data you are actually searching for.

    To verify what filters are in place, refer to the Sort Parameters and Filters section of the Report Manager.

    Is the revenue range too specific?

    8.4 How do I get a report that gives me the closing ratio for my reps?

    In order to calculate the closing ration of your sales, you need to combine the output from two separate reports. Towards the end of the reporting period, run a pipeline report to get a snapshot of Opportunities’ revenue and status at that point. Once the reporting period closes, run the Won/Loss report to report on how many of those deals were closed successful. You can then combine the reports in Excel and create a formula to calculate the closing percentage.

    Another option is to set a quota for your Reps in the User Management section of the Prophet Administrator page. Then you can run a report under Account Sales to calculate how the reps are performing to that quota.

    8.5 What do I do if I accidentally delete a report?

    All reports are stored locally on your computer in C:Program FilesAvidian TechnologiesProphetReports.

    You can routinely run a back-up or make copies of the report files in these folders in case this situation ever arises, if that’s feasible.

    If the report was a built-in/canned report within Prophet, you can also contact support and we will send you the report files to re-import. Please contact [email protected] for assistance.

    However, if the report was a custom report, you will need to re-create it.

    8.6 How do I run an activity report that shows all my notes added in a specified data range?

    As long as notes are tracked in the Prophet Opportunity window, you can create an Activity Report that will filter by the preferred date and time. To filter by a date range of the time stamps for the notes, include the field “NoteDateTime” in the selection criteria while choosing fields in the report wizard.

    Then, to filter by the date range, click on the Date tab of the Sort Parameters and Filters section. You can filter by a preset period of days (15, 30, 60, 90, etc.) or choose your own date range.

    If notes are tracked in the Contact Manager, you can view those notes, but cannot filter by a date range.

    8.7 Can Prophet show me the last access time for each user?

    Viewed Opportunity List

    The frequency of these interactions can be derived from the SQL database via a query

    select * from [dbo].[VW_ActivityAudit]

    Here is an example:

    The hit count tells you how many times the user has performed the action. For example, since starting on my current database, Eric has viewed the contact list 423 times. The time shown is in UTC, so it was last loaded on 2/28 at 5:40pm.

    How do I remove the red line present in my reports?

    If you see a red line on your Basic Report this means your page width is set too wide and the red line indicates where the end of the page/report should be.

    Under “Choose Report Category” select the appropriate report type

    Move mouse over right edge of report until a line with two arrows, one on either end, appears (similar to image below).

    Exit Designer.

    8.8 How do I remove the red line present in my reports?

    If you see a red line on your Basic Report this means your page width is set too wide and the red line indicates where the end of the page/report should be.

    Portrait:

    • The size of the Basic Report in Portrait view should be set to 6.5 inches in total length.

    • Prophet will add an additional 1” to each side of the page.

    Landscape:

    • The size of the Basic Report in Landscape view should be set to 9 inches in total length.

    • Prophet will add an additional 1” to each side of the page.

    To Fix Red Line/Margins Length of Reports:

    • Open Outlook

    • Select Report Manager folder

    • Under “Choose Report Category” select the appropriate report type

    • Under “Choose Report Name” highlight the appropriate report

    • Click Designer.

    Move mouse over right edge of report until a line with two arrows, one on either end, appears (similar to image below).

    • Hold down left mouse key.

    • Drag mouse and black line to desired length found along the grid at the top of the page.

    • Let go of mouse key.

    • Select File.

    • Click Save.

    • Exit Designer.

    • Run report as normal.

    8.9 How do I share a custom report with another Prophet user?

    o share the reports you create with others, you will need to export the report. This will compress it into a file that you can then email other users, who can then import that file.

    Step 1: Exporting a Report In your Contact, Company or Opportunity Manager, click the arrow next to TOOLS and select “Import and Export Wizard.”

    Then choose “Export Prophet Report” and click Next.

    Then choose the CATEGORY and Report NAME and click EXPORT after making note of where the report will export TO. You can change this location by clicking Browse.

    The report will then be exported and you will get the following confirmation message:

    Now follow the filepath indicated above, in this case: C:UsersamandabDocumentsAvidian TechnologiesProphetReportsOpportunities and right-click on both the .rpx and XML files.

    Select Send to > Mail Recipient and an email will open with the two files attached. Email to the user(s) you want to share the report with.

    Step 2: Importing a Report: To import a report, first you need to save the files that were emailed to you somewhere on your computer (desktop is fine).

    Then click the arrow next to TOOLS and go to “Import and Export Wizard.”

    Choose “Import Prophet Report.”

    Then click Browse to find the file you saved to your desktop (or elsewhere) and click Import.

    A message will let you know when the import was successful. You can now find that report in your Report Manager under the proper category.

    8.10 Why are my notes in my Excel report truncated?

    9. Data Import and Export

    9.1 How do I import my existing data?

    If data does not meet validation criteria, the import will still import the invalid data and report the failed record in an error log and a dialogue pop-up will appear during the import process with a link to that error log.

    To import Companies you must at least fill in the Company Name in the template.

    To import Opportunities you must at least fill in the Opportunity Sales Status in the template.

    If you are filling in the Excel Import Template with data that is to import into an Opportunity Drop Down field, the specific field name you are importing must exactly match the data you have in the Opportunity Drop Down, otherwise the field will be blank in the Opportunity.

    For example, if your drop down values for Sales Status in the opportunity are Active, Lost, Won, Cancelled and you try to import the value of ‘Import’ into the Sales Status field, the field will be blank because the value you are trying to import doesn’t match the drop down values for Sales Status.

    Preparing the Import Template

    As you customize fields in Prophet, such as add fields to the user defined fields in Contact Manager, Company Manager, or rename/customize fields within the opportunity, you can rename the corresponding column on the spreadsheet to match.

    For example, take the opportunity below. Some of the fields have been changed from the original version – such as the Title (which is called Opportunity Description on the template), and Item Type (which is called Opportunity Sales Type on the template), etc.

    The original template is shown below:

    The template that has been renamed to match the current configuration in Prophet is shown here:

    Renaming the Opportunity User Defined Fields

    In the spreadsheet, columns CJ through FP are all of the user defined labels found in the three user tabs within the Opportunity. An example is the image below.

    As you customize your opportunity template, you should also update the import template as you go since all labels are numbered.

    Here is the original import template before renaming the fields:

    Here is the template that has been renamed to match the current configuration in Prophet:

    For these fields, you can only rename the “userDefinedlabel20” portion – leave the rest in there:

    Renaming the Contact Manager User Defined Fields

    The 20 labels found in Contact Manager User Tab 1 are also available on the spreadsheet – columns BO through CH.

    Here is the original import template before renaming the fields:

    Here is the template that has been renamed to match the current configuration in Prophet:

    Step II – Import the Data

    1. Select the arrow next to the Tools button in the Opportunity/Contact/Company Manager Toolbar.

    2. Select Import and Export Wizard.

    3. Select Import Company, Contact And/Or Opportunity Data and Click Next.

    4. Browse for the file you are importing, select worksheet 1, and also select your department.

    5. Click the Import Button.

    6. The Contact will be created if it didn’t exist. It will be saved in your Working Contact folder in Outlook and also in Contact Manager.

    7. The Company will be created if it didn’t exist.

    8. The Opportunity will be created and listed in Opportunity Manager.

    Select Import Product Data, click Next.

    5. Open the import template by double clicking under The import template can be found at: to open the Prophet Import Product Data Template.

    6. Prophet Import Product Data Template has six columns that import directly into the Opportunity Product Window.

    7. Type or paste your product data into the appropriate column header in the Prophet Import Product Data Template. Product Group and Product Name Columns are required for the data to import.

    8. Save and close the Prophet Import Product Data Template.

    9. Open Opportunity Manager.

    10. Click the arrow next to the Tools button.

    11. Select Import and Export Wizard.

    12. Select Import Product Data, click Next.

    13. Click Browse.

    14. Select the Prophet Import Product Data Template.

    15. Click OK.

    16. From the Worksheet to Import drop down field, select the worksheet from the Excel file you prepared containing your product data for import.

    9.2 Can I export my data out of Prophet, edit/update that information and then re-import it back into Prophet?

    This is technically possible but is not recommended.

    Let’s explore the steps of how to do this and then take a look at the potential problems you might encounter.

    First, to export data out of Prophet, you will need to either create a report using the Report Wizard (please refer to that section of this FAQs), or you can also export data from your views in Prophet.

    Once you have the data exported out of Prophet (in excel format), you can begin editing that data.

    Once you have updated the information, in this case the addresses, you will need to then copy and paste each cell into Prophet’s import template and then import that back into Prophet.

    The problem is this: any cell that is left blank in the import template will then replace/overwrite what was currently in Prophet for each contact/company. In this case since we were only looking to update the addresses, we left blank all the other columns like phone number, email address, notes, etc. So for John Haden, the information that was already in Prophet will be replaced by what is on the import template. If the phone number cell is left blank, his phone number will be erased in Prophet. If the notes cell is left blank, we will lose all existing notes that had been tracked thus far.

    To avoid the potential loss of data, you would need to build a report using the Report Wizard that includes all fields from Prophet. Since that is not possible, you would need to build one report for your contact data and one report for you company data.

    Another issue is regarding opportunities. When you import opportunity data into Prophet, it won’t update or overwrite the existing data. Instead, Prophet will create new opportunities. So if you export all opportunity data out of Prophet, update that information, transfer that into the import template and then import that into Prophet, you will then have duplicate opportunities all with a new created date and modified date.

    So while this is technically possible, it also poses problems and a lot of additional work to avoid losing important data.

    9.3 How do I export data from contact, company and opportunity managers? (video)

    play
    9.4 How do I import my data into Prophet? (video)

    9.5 What are the best practices for importing my information?

    The Prophet Import Tool is a wonderful feature that allows you to bring in information from any Excel formatted worksheet into Prophet. However, there are a few best practices that can help you to ensure you are bringing in your data in the best possible way.

    Excel Workbook

    Unlike older versions of the Prophet Import Tool a single worksheet can no longer be used to import contact, company, and opportunity information. Each of these data types must be imported separately. For that reason it is best practices to create each data type to be import as a separate worksheet within a single workbook (though you may have multiple workbooks if you wish).

    An Example of this is shown below:

    Import Structure

    When importing multiple common data types at a single time – what we refer to as stacking your import – it is best to order them in the following format:

    Company

    Contact

    Opportunity

    Unfortunately, you cannot import common data types and uncommon data types at the same time. That means you cannot import both Opportunity and Opportunity_Contact at the same time. This is because the Opportunity must already exist within Prophet before you can link a Contact to it.

    A Common Import will look like this:

    An Uncommon Import will look like this:

    Correct Errors Before Importing

    To make sure the best possible data is being imported into the Prophet Database it is important to correct all errors before continuing to import after validating the data. If any issues arise during the validation of the data, it is best to save your mapped setting, correct the issues, and validate again to confirm the issues have been resolved.

    To see how to correct validation issues please read through the Frequently Asked Questions about the type of Validation Issue you are experiencing.

    9.6 What does the data validation tell me about my import?

    The Prophet Import Tool has a wonderful feature that allows you to validate your data before it is imported. This gives clients the chance to correct data mistakes before they are imported into the Prophet Database. However, understanding the validation screen can be confusion.

    Here is a breakdown of the Validation Screen.

    General Information about Import

    The Information located at the top of the Validation Screen gives you specific information about your import.

    Name

    Item in Import

    Data Type

    Type of Import being completed

    Blank space to the right of Data Type

    Name of Excel Workbook being imported

    TIme(hh:mm:ss)

    Time taken to validate import

    Import Rows Scanned

    Total number of rows import tool has viewed for validation for that Data Type

    Source Column

    The Source Column shows the name of the mapped column within the spreadsheet that is being discussed.

    Message

    The Message gives detailed information about the validation issue being cited.

    Value

    The Value gives the field item shown within the spreadsheet which has caused the validation issue.

    Severity

    The Severity describes the type of validation issue that must be addressed. To see specific types of Severity issues please continue looking in the Frequently Asked Questions for these specific types.

    Row

    The Row indicates the row number within the spreadsheet on which the validation issue has occurred.

    9.7 What does this Error in my import validation mean?

    When importing information into Prophet you can run into certain errors during the validation process that you may not understand or which do not make sense to you. A specific example of this type of message is the error: Error

    A severity of Error indicates that the entire listed row will not be imported. The reason for this exclusion is listed within the Message area.

    In the example above you can see that the Message area states “Duplicate row in the input file. The row will not be imported”. This means that the listed row, Row 28, has a duplicate/matching row within the same spreadsheet.

    To resolve this:
    • Review the spreadsheet to determine where the duplicate row information is located and remove the duplicate.
    • For Contact this would be duplicated Prophet ID OR External ID OR First Name, Last Name, & Email Address OR First Name, Last Name, & Business Phone OR First Name, Last Name, & Home Phone OR First Name, Last Name, & Cell Phone.
    • For Company this would be duplicated Prophet ID OR External ID OR Company Name.
    • For Opportunity this would be duplicated Prophet ID OR External ID.