Searching and managing opportunities

SECURITY  Security level with access to CRM and Opportunity object permissions

NAVIGATION   >  CRM >  Search >  Opportunities or My >  CRM >  Opportunities

NAVIGATION  Dashboard >  Opportunity entity widget >  Opportunity drill-down tables

  • To display a list of all records of a given entity in your Autotask instance, click Search without applying any filters.

Search results containing more than 25, 50, or 100 records (depending on your Records per page setting) are paginated. Use page navigation to view additional results. At most, 5,000 data record will be retrieved at any one time.

The Active filter defaults to Active on the Organization Search, Contact Search, My Organizations, and My Contacts pages, as well as on the global Search by Organization, Contact (First Name), Contact (Last Name), and Contact (Email). The counters in the My menu also reflect only active entities.

NOTE  There are several options for phone number filters. The Phone filter will look for a contains match that includes any characters (such as - or () ) entered in the filter box. The Organization Search and Contact Search pages have a Phone (numbers only) option that will ignore special characters in the filter and the results. It will do a contains search for just the numbers entered in the filter box. The Contact Search page also allows you to do a Phone (Starts With) search. It will search for phone numbers that start with the value entered in the filter box.

The following tool buttons appear above the results list:

Tool Button Description

Many Search pages (but not the widget drill-down tables) allow you to create a new instance of the selected entity. This button is visible before you execute a search:

  • Click New.
  • Contract, Ticket, and Project entities allow you to create several different entity types. Click New and select an option.

For help with populating the fields, refer to the context-sensitive Help of the page that opens.

The results tables of a number of entity searches allow you to edit some columns right in the table. To keep your changes, you must click Save.

  • On the Opportunity Search page, the Closed Date is editable for all opportunities whose status is Closed or Implemented.
  • On the Invoice History and the Invoice accessory tab, the Invoice Number and Date Paid columns can be edited.
  • On the Automated Billing Product Associations page, you associate a Billing Product to a Device.
  • On the Project Payments search page, you can enter an amount into the Add Payment column.
  • On the Expense Reports search, you can enter a QuickBooks Reference Number.

SECURITY  By default, Export is available to users with Admin security level, and disabled for all others. It can be enabled for other security levels. Refer to Can export Grid Data.

NOTE  When exporting to CSV: To ensure consistent date/time formatting in the CSV output, we strongly recommend that the user’s date/time format settings in Autotask be identical to the Windows date/time format settings of the computer performing the export. This will prevent conflicts in how the software that generates the report interprets the date/time format.

IMPORTANT  Fields related to billing products for devices and contacts will not be exported.

  1. Click the Export drop-down menu and select an option.

    2. Option Description
    In Current Format If you select this option or simply click the Export button, only the columns that are displayed on the search results table will be exported.
    In Import Template Format This option will appear for entities that can be imported. For a list of entities that can be exported in import template format, refer to Importing or updating data.

    If you select this option, all columns that appear on the import template for the entity will be exported. This allows you to clean up or update records in bulk, and then import them again using the Update option.
  1. A window opens that allows you to download and open the exported file.

NOTE  Only the first 5,000 records will be exported.

The Column Chooser allows you to customize search results tables throughout Autotask. It determines the following:

  • Which columns are displayed on the table
  • The left-to-right display order of the columns

NOTE   Column Chooser settings on search results tables and some standard reports are part of the user settings stored on the Autotask server. You can log in from any computer and have your column chooser settings applied to your Autotask session. To clear the data stored in your Autotask instance and reset the column chooser settings to the Autotask default settings, click Reset Settings in My >  Miscellaneous > Settings.

To customize the table, do the following:

  1. Click the column chooser icon above the search results. The Column Chooser page opens.

Columns appear either in the Available Columns or the Selected Columns panel.

  1. Double-click a column name or select one or multiple columns and click the left or right arrow to move columns to the other panel.
  2. To change the display order of the columns, select one or multiple columns in the Selected Columns panel and click the up or down arrows.

NOTE  Top-to-bottom order in the Selected Columns list becomes left-to-right order on the Search Results list.

  1. Click Save & Close.

NOTE  If the characters + # appear after the column name, then that column may have multiple items returned for some rows. If that occurs, the first item will appear in the row followed by + and the number of additional items returned. To display the list of additional items, hover over the item in the column.

On the Opportunity search results page, you can display a window that sums the Total and Total One-Time Revenue amounts of all opportunities in the table.

Click the View Totals symbol to display the window.

Click the refresh icon to execute the search on the current table again, using the same search criteria to find new records that were added since you first performed the search.

Hover on the context menu to make a selection. The available options depend on your security level, and which opportunity table you are viewing.

NOTE  All quote-related columns display data from the primary quote. If there are additional quotes, quote data is followed by "(+#)".

Menu Option Description
View
Opportunity Opens the Opportunity page. Refer to The Opportunity page.
Opportunity History Opens the Opportunity History page. Refer to Opportunity history.
Organization (Opportunity Search page and Contacts page) Opens the Organization page. Refer to The Organization page.
Primary Quote Opens the primary quote in the format used when a quote is published. Refer to Viewing or previewing a quote.
If there are multiple quotes associated with the opportunity, the Quote Name is followed by "(+ # other quotes)".
General
Edit Opportunity Opens the Edit Opportunity window to edit all opportunity fields. If the CRM system setting named Enable editable opportunity table is enabled, you can edit and save the Opportunity Projected Close Date, Amount, and all five Advanced Fields (tracking sub-revenue streams) directly in the table without having to edit each opportunity individually. Refer to Adding and editing opportunities and CRM system settings for more information.
Won Opportunity Refer to Closing opportunities you have won for more information.
Lost Opportunity Refer to Setting an opportunity as lost for more information.
Other
Reassign Lead Refer to Reassigning opportunities for more information.

New Quote

If the opportunity is not associated with a quote, the New Quote page will open. If the Kaseya Quote Manager (formerly Datto Commerce) integration and the Quoting Prompt feature are enabled, you can select which quoting tool you want to use. Refer to Selecting a quoting tool.
Edit Primary Quote (if a quote exists) Opens the Edit Quote page of the primary quote. From here you can edit all quote information with the exception of the Organization Name and Opportunity Name. For detail, refer to Adding or editing an Autotask quote.
View/Edit (Primary) Quote Items Opens the Quote Detail page of the primary quote if the quote exists. Refer to The Quote (Quote Item) page.
Delete Opportunity Opens a confirmation dialog box ("Are you sure?"). Click OK to delete the opportunity. The opportunity and all system notes are deleted, but user-entered notes remain associated with the organization.
Deletion privileges are assigned at the security level.

NOTE  An Opportunity associated with a procurement sales order cannot be deleted.
Copy to Clipboard

Opportunity ID & Name

Opportunity ID

Opportunity URL

Copy the selected opportunity fields to the clipboard. Note that the Opportunity URL refers to the link to the Opportunity record in Autotask.

LiveLinks
LiveLinks Provides a list of all Opportunity LiveLinks published to the user. Click a LiveLink to launch it. Refer to LiveLinks.