The utilities page in Prospect is where various features for Prospect can be set up such as tasks, chain of events, tags, statuses and meeting types.
Task Pool In Prospect
The task pool section of the utilities page is where tasks can be set up in the system. The task functionality in Prospect works a little differently then how the tasks work in other systems like Procession or Phoenix. Any tasks currently in the system will be listed out in the task list. Highlighting a task will allow you to change the task details in the section below the task list.
Each task has an action associated to it in Prospect. You can toggle between Phone Call, Email, Fax, Meeting, Letter/Envelope or None as task actions. If the Letter/Envelope option is set as the task action, a letter template and paper size will become an option to set on the right side. This will associate that specific letter template to the task so that the letter can be printed out and sent to complete the task.
Once you have completed changes on a task, make sure to click the save button to save your changes. If you need to delete a task you can click the delete button to remove it from the task pool. If you need to create a new task, you can click the new button to start with a blank task and fill out your details for the task.
Chain Of Events In Prospect
The chain of events feature in Prospect allows for tasks to be chained together in order. On the left side of the page, a list showing any chains that are currently in the system will be displayed. Chains can be edited by clicking on the chain or if you need to enter a new chain, click the "New" button at the bottom. Chains can also be deleted by clicking the "Delete" button.
On the right side of the page, items listed in the selected chain will be displayed. Clicking on an item will allow you to chain the details for that item in the section below the items list.
In the item details section for the selected item, the item can be customized to determine what task should be associated to the item and other details. Tasks from the task pool can be selected from the task drop down list, a due date for the item can be set, and a day can be set for when the task recurs along with options for when to schedule the item if it falls on a Saturday or Sunday.
Once you are done making changes to an item, click the save button to save your changes. If you need to delete an item from the chain, simply highlight the item and click the delete button. If you need to enter a new item, simply highlight the item and click the new button.
Tags In Prospect
The tags section of the utilities page allows you to create and manage the tags you have added in the system. A list of tags in the system will be displayed in the tag list. Checkboxes are available to mark the tag as active or exclusionary.
To edit a tag, double click on the tag in the list and you will be able to change the name of the tag at the bottom of the page.
If you need to delete a tag, simply highlight the tag and click the delete button. If you need to add a new tag, simply click the new button, enter a tag name and click the save button to save it to the list.
Status In Prospect
That status section of the utilities page allows you to customize the case and quote statuses that are in the system. Case statuses will be listed out on the left side of the page and quote statuses will be listed out on the right side. An "active" toggle is available beside each status to mark if the status should display as an option on cases/quotes or not.
To edit the name of a status, simply click on the status and change the name in the status name field, then click the save button to save your changes.
To add a new status, click the new button and enter your status name. To delete a status, simply click the status in the list and click the delete button.
Meeting Types In Prospect
The meeting types section of the utilities page is where you can set up names for different meeting types in the system along with colors to correspond with those meeting types. To make changes to a meeting type, simply click on the meeting type in the list and you will be able to change the name of the meeting type and the color for that meeting type at the bottom of the page.
If you want to delete a meeting type from the list, simply click the meeting type and click the delete button. If you want to add a new meeting type, click the new button, enter the name and color for the meeting type and save the meeting type with the save button.
