Reviewing Opportunity History

When a user makes a change to one or more of the following fields, Aptify automatically generates a History record to track the changes made to the opportunity:

• Stage
• Status
• Acceptance Probability
• Expected Decision Date

Note that the system also generates a History record the first time a user saves a new Opportunities record.

When generated, a History record includes information from the Opportunities record as of the time it was last saved. A sales manager can later review the opportunity's history and approve changes if necessary.

Follow these steps to review an opportunity's history:

1. Open the Opportunities record, if not already opened.
2. Select the History tab.
3. Double-click a row in the sub-type grid to open that History record.
   
   
4. Review the information from the Opportunities record as of the date and time specified in the Effective Date field. This includes:
   
   • Updated By: This is the name of the employee whose change to the Opportunities record generated this history entry. This field links to the Employees service.
     Effective Date: The date and time when this History record was generated.
   • Stage: The stage of the opportunity at the time the History was generated.
   • Status: The status of the opportunity at the time the History was generated.
      
   • Total Min Amount: The total minimum amount for the opportunity as of the Effective Date. This amount is calculated by adding the Minimum Amount values from the opportunity's Line Items record. For more information on the Line Items tab, see Specifying Line Items for Opportunities. Note that this value may not contain the latest information if you did not close and reopen the Opportunities form after modifying a Line Items value before you modified one of the trigger fields.
     
     
   • Total Max Amount: The total maximum amount for the opportunity. This amount is calculated by adding the Maximum Amount values from the opportunity's Line Items record. For more information on the Line Items tab, see Specifying Line Items for Opportunities. Note that this value may not contain the latest information if you did not close and reopen the Opportunities form after modifying a Line Items value before you modified one of the trigger fields.
     
     
   • Total Est Amount: The total estimated amount for the opportunity. This amount is calculated by adding the Estimated Amount values from the opportunity's Line Items record. For more information on the Line Items tab, see Specifying Line Items for Opportunities. Note that this value may not contain the latest information if you did not close and reopen the Opportunities form after modifying a Line Items value before you modified one of the trigger fields.
     
     
   • Expected Decision Date: The date on which the customer is expected to make a decision concerning this opportunity.
     
     
   • Acceptance Probability: The probability that this opportunity will be won as of the Effective Date.
     
     
5. If you are a sales manager and qualified to approve or reject an Opportunity History, complete these additional steps following your review of the history information:
   
   • Change the Approval Status from Pending to Approved or Rejected.
     • This field tracks the approval status of a given change to an opportunity. By default, new History records are added with a status of Pending. Upon review, a manager can select Approved or Rejected.
     • Note that marking a History record as Rejected is for informational purposes only; this does not automatically roll-back the change in the Opportunities record in the default implementation.
       
       
   • Enter your employee name in the Decision By field.
     • This field specifies the manager who changed the Approval Status from Pending to Approved or Rejected. This field links to the Employees service.
       
       
   • Enter the current date in the Decision Date field.
     • This field specifies the date on which the manager changed the Approval Status from Pending to Approved or Rejected.
       
       
6. Click OK to save any changes and close the History record.
7. Repeat the above steps to review and/or modify the approval status for other History records as necessary.
8. Save and close the Opportunities record (or just close it if you made no changes).