Creating states and substates step by step

It is important to have a clear and well-defined sales process before starting to configure statuses and sub-statuses. Creating or modifying opportunity types impacts automatic actions and visible information, and may require subsequent updates to permissions, privileges, actions from external sources, as well as report and email templates.

Create States

Create substates

1. From Settings → Opportunity Types and Processes, open a status and click "Create Substatus."
   
2. We named our substate.
   
3. We define the tabs that will be visible for this substate, in the Opportunities module. Below is a brief description of the purpose of each tab.
1. Summary : In this tab we will find the basic information of the opportunity: basic customer data, information corresponding to the dynamic opportunity fields configured as "basic", and information on the assignment of the opportunity to salesperson, installer and internal team.
   
2. Attachments : In this tab we will find all the documents linked to this opportunity, such as offers and contracts.
3. Offers : From this tab we can create, view and manage all commercial proposals linked to the opportunity.
4. Reports : From this tab we can generate documents about the opportunity, based on the templates configured in the platform.
5. Engineering : In this tab we will find all the relevant information for the installer.
6. Activities : In this tab we can record and view the history of all activities linked to the opportunity (automatic actions, calls to the client, etc.).
   
7. Incidents : From this tab we can see and manage the incidents linked to the opportunity.
8. Fields to fill in : From this tab we can fill in information about the opportunity in the dynamic fields configured for this purpose, and see the information already filled in for these fields, previously and/or from other sources, such as the client portal.
9. Simulation : In this tab we will find a summary of the simulation initially carried out when creating the opportunity (either from a simulator or from the same platform).
4. Icon : We chose an illustrative icon for our substate.
   
5. Color : We choose a color for our substate.
   
6. We wrote a short description of our substate, to give more clarity to the platform user.
   
7. Settings : Here you configure 2 things:
   
1. Optional: Select a responsibility linked to the sub-status, i.e. an action that a team will have to perform. Responsibilities must be created in advance in Settings → Responsibility Management. Responsibilities are linked to teams in Settings → Teams. It is not necessary to link responsibility to the sub-status from the beginning. This can be edited again later.
   
2. Mandatory: We define an estimated time for the substate.
8. Opening conditions : Conditions can be defined for opening the substate. For example, a particular substate cannot be opened until another substate before it is closed.
   
9. Closing conditions : Conditions can be defined for the closing of the substate. For example, a particular substate cannot be closed until another substate is closed.
   

These conditions only apply when a change is made manually. If there are automations configured in the workflow (open/close status, etc.), they will not work.

Setting up substates

- Client Portal Visibility : Here we will configure what will happen in the client portal when opportunities pass through the sub-state. We will define a "public" name visible to the client, as well as the panel to be displayed in the client portal for said sub-state, and the dynamic pivot fields visible and editable in the client portal, in said sub-state.

- Commercial simulator visibility : Here we will configure the public name to be displayed in the commercial simulator for this substate.

- Installer app : Here we will configure the panel to be displayed in the installer app for that substate.

Configure the order of states and substates

Once the statuses and sub-statuses are created, we can change their order. For example, this order of statuses and sub-statuses will be the one visible in the "change opportunity status" section, which appears in the "Opportunities" module. The order of the statuses and sub-statuses usually reflects the chronological order of the stages of the sales process . However, on the platform, the order of the statuses and sub-statuses does not impact the automatic actions. So those must be configured independently.

To change the order of statuses or sub-statuses, you can simply slide them from one position to another on the " Opportunity Types and Processes" page.

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