Proposal For Dashboard and Record Customization

Proposal Summary 

This proposal covers the scope of creating a custom dashboard based on the CRM activities. The KPI indicators include the Sales, Inventory, Customers, and Employee measures. 

Requirement 
6 Main menus: Home / Leads / Opportunities / Companies / Contacts / Reports  

• Menus to be discussed  

• Shortcuts  
• Setup  
• SuitApps  
• Support  

• Each menu:  

• One main page with most relevant information  

• One detailed area to add and edit information  

• Specific modules 

 
HOME menu  

1. Task:  

• List of due tasks: date, who sent task, info, due date  
• Color code based on the due date
  • Red for past  
  • Orange for today  
  • Yellow for within 3 days  
  • Green for longer than 3 days  
• Click on a task or new task button opens the task management window (see slide “specific modules”)  

2. My Calendar:  

• Day calendar by default  
• Possibility to change week/month etc…  

3. Next signed projects – see example  

• sorted by date, earlier to later  
• Possibility to sort by Account Executive and/or Production Manager  
• Open button opens the opportunity page (see opportunity page)  
• Export to a Spreadsheet with list of project with dates associated  
• Search  

4. KPIs and numbers:  

• Monthly invoicing  
• YTD: $$ and % of target  
• Weighted forecast: by month and by sales cycle stage – see example  
• Sales funnel – see example  

5. Pipeline – see example  

• sorted by date, earlier to later  
• Possibility to sort by other columns  
• Open button opens the opportunity page (see opportunity page slide)  
• Possibility to also sort by all other columns  
• Search  

6. Quick notes – see specific modules 

LEAD menu  

1. List of open leads (not qualified yet) – see example  

• Open button opens the lead page  
• Sorted by Lead date  
• Possibility to sort by Sales Manager  
• Search  

2. Quick add, new lead:  

• Company name  
• Website  
• Contact name 1  
• Phone #  

• email  
• Contact name 2  
• Phone #  
• Email  
• A3 Sales Manager  

• Save / cancel button  
• Save: saves lead and opens lead page  

3. Lead page – see example  

Qualified button, 3 options  

• Create Contact and opportunity:  

Opens contact window with company and contact details transferred automatically from lead, missing fields to be added manually  

Click on add opportunity from contact window to create the opportunity (see opportunity Page of this document.)  

• Create contact (no opportunity): opens contact window with company and contact details transferred automatically from lead, missing fields to be added manually.  
• Delete lead: all information will be deleted  To be discussed  

Activity log and task manager in the lower part of the lead page 

OPPORTUNITIES menu  

1. List of opportunities – see example  

• Open button opens the opportunity page  

• Sorted by Event date date  
• Possibility to sort by Account Executive, amount, step-probability and forecast  
• Search  

2. New opportunity /opportunity page – see example  

• New opportunity and opportunity pages are the same, new opportunity s just blank and opens after clicking on add opportunity button. No quick add for opportunity.  

• Managing company / End client: select existing or create new one  
• All contacts: select existing or create new one  
• Auto-populated:  

• Closing deadline: 30 days prior to load-in date  
• Deposit payment due  

• Balance payment due  

• Notes area: write during call, copy from email. Need new note button somewhere 
• File area: upload, drag & drop link to SharePoint?  
• Cycle selection, ideally in a graphic way:  

• Qualification (5%) – Ballpark estimate (10%) – line-item estimate (50%) – Revisions (60%) – Verbal confirmation (80%) – Closed (100%)  

• Save / cancel (new opportunity only). Save button saves the opportunity and leaves the opportunity page on  
• Lower part:  

• Activity log  
• Tasks Manager  
• Notes: create notes and lists all the notes related to this opportunity  

• Files: upload and open all files related to this opportunity 

Companies menu  

1. List of Companies – see example  

• Open button opens the company page  

• Sorted by name / city / type  
• Possibility to sort by Account Executive, amount, step-probability and forecast  

2. New Company /Company page – see example  

• New company and company pages are the same, new company is just blank and opens after clicking on add company button.  
• Company type: Client / Partner / Vendor / Venue  

• Lower part of company page  
• Activity log  
• Task Manager  
• Opportunities: Lists all opportunities with this company, filter with “open” check box 
• Sales: lists all the business done with this contact  

• Other contacts  
• Other locations lists all the other locations of this company 

 

 
 
Contacts menu  

1. List of Contacts – see example  

• Open button opens the contact page  

• Sortable by name / company / city  

2. New Company /Company page – see example  

• New Contact and Contact pages are the same, new Contact is just blank and opens after clicking on add Contact button.  
• Social media area?  
• Lower part of Contact page  

• Activity log  
• Task Manager  
• Opportunities: Lists all opportunities with this contact, filter with “open” check box 
• Sales: lists all the business done with this contact  
• Notes / Files / Quotes associated with this contact 

Specific modules  

1. Activity log:  

• Automatically logs all activities/tasks related to a contact, a company, or an opportunity  
• Allows to manually log an activity:  

• Date  
• Type: call / email / in-person meeting / other  

2. Task Manager:  

• Shows all open tasks related to this lead / opportunity / company / contact  
• Allows creation and follow-up of tasks:  

• Date  
• Type: call / email / in-person meeting / other  
• Related opportunity  
• Related contact  
• To (can send tasks to others)  

• Completed button  
• Zoom & Outlook link?  

3. Quick notes  

• Ability to quickly take notes and save them in the system  
• Must be related to a contact  

• Can be related to an opportunity  
• Can be dragged into any main menu 

Our Solution 

The custom dashboards and center tabs can be created and assigned to specific roles 

Home 

This will be the main dashboard and each category can be using portlets in the dashboard. 

1. Task – A saved search portlet for due tasks. Quick add portlet can be set up for creating new tasks. 
   In the Quick Add portlet, we can add only the fields in the Task form. So, we will create new fields for Type, Related Opportunity, and Related Contact. 

2. My Calendar – My Calendar portlet 

3. Next signed projects – Opportunity saved search portlet. Cannot export the search results to a spreadsheet from the portlet. Need to navigate to the saved search and export the results. 
   We will provide the filters to search through the results. 

4. KPIs and numbers – KPI of opportunities with Amount and status (monthly comparison). 
   Graphical representation by line graph and sales funnel which will be developed using the script. 
   The stage here means will be the Opportunity status. 

5. Pipeline – Opportunity saved search portlet.  
   It is possible to sort the search results by any column. We will provide the filters to search through the results. 
   The search will have the Opportunity name, Date (Expected close date), Sales Manager, and Amount. We will also include the Opportunity status and Probability. The forecast amount will be the Probability % of the Projected Total (Amount). 

6. Quick Notes – These are available in Opportunities, Companies and in Contact records. 

Lead Menu 

We will create a Lead Center tab and the access to this tab will be given to only the specific roles. 

This tab will contain two portlets. 

1. Open Leads – This will be a lead saved search portlet. Instead of ‘Open’ button, the ‘View’ link will open the corresponding lead records. 
   The results can be sorted based on any field in the results. 
   We can add the filters to search through the results. 

2. New Lead – A Quick Add portlet can be set up. The contacts cannot be included in the quick Add Portlet. And can only include the fields that are already in the lead form. 
   If the contacts need to be added to the Quick Add lead form, we will place a ‘New Lead’ button which will lead to the lead creation form.  

The lead form will be customized as follows 

• There will be an ‘Add Contact and Opportunity’ button which will allow creation of new contacts from the lead record itself.  
  And from that contact record, there will be a button ‘Add Opportunity” to create new opportunity. 
  When adding the contact, only the lead name will be automatically populated. 

• A “Add Contact” button which will allow creation of new contacts without Opportunity creation. 
• We can show the Activity Log using standard ‘Activities’ subtab. 
• There will not be any Delete lead button. Instead, the user can set a lead status as ‘Lost’ and then Inactivate the Opportunity record. 
• The Contacts will be displayed as Sub list under a subtab in the lower part. 
• We will not consider the ‘Online Presence’ section in the customization. 

Opportunities menu 

We will create an Opportunities Center tab and the access to this tab will be given to only the specific roles. 

This tab will contain the following 

1. Opportunity List – Link to the saved search result page of all available opportunity records. Each opportunity record can be viewed using the ‘view’ button instead of the ‘open’ button. 
   The step here will be the Opportunity status. And we will include the Probability field also so that the forecast amount can be calculated as ‘Probability % of Total Amount’. 

2. Add Opportunity Button – A link to the Opportunity form. 

The Opportunity form will have these customizations: 

• We assume the ‘Managing company/End Client’ will be the Company field in NetSuite. 
• The fields Closing deadline: 30 days prior to load-in date, Deposit payment due, and Balance payment due will be manually input fields. Not auto populated fields. 
• The Contacts will be displayed as Sub list under a subtab in the lower part. 
• We can use standard ‘user note’ section under ‘communication’ subtab to add notes. Using the ‘New Note’ button to create a new one. 

• There will not be any direct share point upload of files. If the user wants to store the SharePoint link, after uploading the files to SharePoint, the link can be manually added to the URL field in the standard notes form (under the user notes subtab). 
• We assume the cycle selection is for viewing Opportunity status. But the status will be set up as a dropdown with the specified values. 
• We can use the standard tabs for activities, task, Notes, Files, and Quotes. 

Companies menu 

We will create a ‘Companies’ Center tab and the access to this tab will be given to only the required roles. 

This tab will contain 2 center links. 

1. Companies – Link to the saved search result page of all available Company records. Each company record can be viewed using the ‘view’ button instead of ‘open’ button. This page will have columns: Name, City, Phone, Website, and Type. 

2. New Company Button– Link to the ‘Create’ page for a new company record. 
   The company record type will be ‘Customer’ all the time. 

The company page field will have these customizations: 

• Company Type custom field – This field will have following values: Client, Partner, Vendor, and Venue. 

• The page will have the following subtabs: activities (Standard activity subtab), Tasks, Notes, Files, and Opportunity, Sales and Quotes can be available in standard related records subtab. 
• The Other Locations will be the addresses of the client and the other contacts will be same as the Contacts of that client. 
• The Contacts will be displayed as Sub list under a subtab in the lower part. 
• We will not consider the ‘Online Presence’ section in the customization. 

Contacts menu 

We will create a ‘Contacts’ Center tab and the access to this tab will be given to only the required roles. 

This tab will contain 2 center links. 

1. Contacts – Link to the saved search result page of all available Company records. Each company record can be viewed using the ‘view’ button instead of ‘open’ button. This page will have columns: Name, Title, Company, City, Phone, and Email. 

2. New Contacts Button– Link to the ‘Create’ page for a new contact record. 

The company page field will have these customizations: 

• Social media field (text area) 
• The page will have the following subtabs: activities (Standard activity subtab), Tasks, Notes, Files, Opportunities, Sales, and Quotes. 

Assumptions 

• The dashboard will be published to particular roles in a specific subsidiary. The users with that role can only view this dashboard. We cannot create dashboards for particular subsidiaries. 
• In the custom forms, the ‘Store form with record’ option will not be enabled so that users with other roles can view the records in preferred form (not in the customized form). 
   
  

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Risk 

• The customizations will be added using suite scripts or html template and this may increase the load times for each page than usual. 
• For the Task manager, we can create new fields to store the Zoom/Outlook link. Users need to add the links manually to this field. 
• We have not considered the Online Presence option (in Lead and Company form) in the scope of this proposal. 
• The Quick Notes are not available in the home dashboard. 

• The contacts cannot be included in the quick Add Portlet. And can only include the fields that are already in the lead form. 
  If the contacts need to be added in the lead form, we will place a ‘New Lead’ button which will lead to the lead creation form. 
• The direct link to SharePoint will not be available. Instead, we can only give the SharePoint file link to the URL field in the user notes form. 
• The records that were created using other forms with ‘Store form with Record’ option checked will be displayed in that form. Not in the new customized form.