Documentation
Leads
Lead is the CRM starting point for a prospect or enquiry that still needs qualification, ownership, follow-up and a controlled conversion decision.
Sales representativesLead qualification teamsSales managersCRM administrators
What Lead is for
Use Lead for a prospect, enquiry or early customer interest that has not yet become a controlled customer sales opportunity.
A Lead keeps the contactable person/company information together with source, rating, status, owner, potential value, tags, Activities and Timeline. When the prospect is ready, Convert Lead can reuse or create the customer relationship records needed for the next stage.
Quick reference
Lead operating summary
| Area | Reviewed behavior |
|---|---|
| Numbering | Lead Number is system-generated when a new Lead is created without a number. |
| Create default | New Lead starts with Status New in the active screen. |
| Active tabs | Details, Activities and Timeline. Activities/Timeline become useful after the Lead is saved. |
| Ownership | Lead creation participates in CRM owner assignment; owner changes are recorded as assignment history. |
| Status history | Initial status and later status changes are recorded for history. |
| Conversion | Can use/create customer Account/Contact context and optionally create an Opportunity. |
| Quick communication | Call, Email and WhatsApp actions use available Lead contact details. |
| Converted Lead | Convert/Apply are restricted once the Lead is already Converted; linked Opportunity can be opened from the summary when present. |
Before you create a Lead
- Know who or what the Lead represents. Lead Name and Lead Description are hard save requirements in the active screen.
- Choose a meaningful Status. The reviewed create default is New.
- Use maintained Lead Source and Rating values rather than treating typed descriptions as classification.
- Enter enough phone/email/mobile information for follow-up if the Lead is expected to use quick communication actions.
- Potential Value is optional and is an estimate; it can seed Expected Amount during Lead conversion when an Opportunity is created.
Active tabs
Lead tabs
| Tab | Purpose | Availability |
|---|---|---|
| Details | Lead identity, company/contact information, source, rating, status, owner, potential value, description and Tags. | Available in create and edit. |
| Activities | Create/review follow-up Activities related to the Lead. | Use after the Lead has been saved so it has a Lead ID. |
| Timeline | Review Lead lifecycle/history context. | Use after the Lead has been saved. |
Details tab – capture and qualify the Lead
Details is the working tab for Lead identity, qualification context and classification. It is available while creating a Lead and remains the main maintenance tab after the Lead has been saved.
The tab combines the Lead Details form with a Tags section. Source, Rating and Status are controlled CRM lookups; Tags are selected from maintained CRM Tags rather than typed as uncontrolled labels.
What you do in the Details tab
| Area | How it works | Why it matters |
|---|---|---|
| Identity | Maintain Lead Name, Company Name, Email, Phone and Mobile. Lead Number is generated/read-only. | Creates the recognizable prospect record and provides communication details for quick actions. |
| Qualification context | Maintain Potential Value and Lead Description. | Explains the business opportunity before formal conversion and provides an early value estimate. |
| Classification | Choose Source, Rating and Status from maintained CRM configuration. | Separates acquisition channel, quality/temperature and lifecycle stage instead of mixing them into free-text notes. |
| Ownership | Select Owner User when responsibility must be explicit; the create service can also participate in configured owner assignment. | Establishes who is expected to work the Lead and preserves reassignment history. |
| Tags | Use Add Tag to search maintained CRM Tags. Selected Tags appear as chips and duplicate Tag IDs are prevented in the active UI. | Adds reusable segmentation/context without changing Status or Rating. |
| Remove a Tag | Use the remove control on the Tag chip before Save/Apply. | Changes the working Lead Tag set; persistence occurs when the Lead is saved. |
Activities tab – manage every Lead follow-up
Activities is not merely a history list. It is a working follow-up area for the current Lead with both List and Calendar views, quick-create shortcuts, direct Activity opening and controlled deletion.
The tab is disabled until the Lead has been saved because every Activity must be related to a real Lead ID. Activities created from this tab are pre-scoped to Entity Type LEAD and the current Lead.
- Clicking an Activity row opens the full Activity screen and supplies a return path back to the same Lead Activities tab.
- Server-side pagination and sorting are used in List view, so changing the page or sort requests the corresponding Lead Activity slice rather than sorting only the currently visible rows.
- After quick creation, the List view refetches; Calendar view is refreshed so the new Activity can appear in the Lead calendar.
Activities tab controls
| Control | Reviewed behavior | Operational meaning |
|---|---|---|
| List view | Loads Activities for Entity Type LEAD + current Lead ID. Initial page size is 10 and initial sort is Start Date/Time descending. | Use for operational review, sorting, opening and selecting existing follow-up records. |
| Calendar view | Shows the shared CRM Activity Calendar panel filtered to the current Lead. | Use when timing and workload are more important than row-by-row details. |
| Phone Call shortcut | Opens quick create with Activity Type PHONE_CALL preselected. | Fast path for a Lead call while retaining an Activity record. |
| Meeting shortcut | Opens quick create with MEETING preselected. | Creates a structured meeting follow-up instead of leaving the event only in notes. |
| Email shortcut | Opens quick create with EMAIL preselected. | Records email follow-up as CRM work. |
| Task / To-Do shortcut | Opens quick create with TASK preselected. | Creates owned internal follow-up work against the Lead. |
| WhatsApp Message shortcut | Opens quick create with the WhatsApp activity shortcut code used by the active UI. | Availability still depends on compatible Activity Type configuration. |
| Product Demo shortcut | Opens quick create with the Product Demo activity shortcut code used by the active UI. | Useful when the selling process includes a demo step; configuration must support the Activity Type. |
| New Activity | Opens the generic Activity quick-create dialog without forcing a shortcut type. | Use when the required Activity Type is not one of the icon shortcuts. |
| Delete selected | Available in List view after one or more Activity rows are selected; confirmation explicitly states permanent deletion. | This deletes Activity records, not just their appearance on the Lead tab. |
List view columns
| Column | What it tells the user |
|---|---|
| Subject | The follow-up purpose or task title. |
| Type | Configured Activity Type such as call, meeting, task or email. |
| Status | Current Activity lifecycle/outcome. |
| Owner | User responsible for the Activity. |
| Start | Scheduled/recorded start date and time, displayed DD-MM-YYYY HH:mm. |
| End | Scheduled/recorded end date and time. |
| Channel | Configured communication/engagement channel. |
| Direction | Configured direction such as inbound/outbound where applicable. |
Quick-create defaults inherited from the Lead
| Default | Reviewed behavior |
|---|---|
| Entity Type | LEAD |
| Entity | Current saved Lead ID and Lead Name |
| Owner | Current Lead Owner User / Owner Name are supplied as defaults to the quick-create dialog. |
| Status | PLANNED is supplied as the default Activity Status code. |
| Activity Type | Preselected only when a shortcut icon is used; generic New Activity leaves the type for user selection. |
Timeline tab – Lead Status History, not a general event stream
The Lead Timeline tab has a narrower scope than the word “timeline” might suggest. In the reviewed implementation it reads Lead Status History only. It does not combine Activities, owner-assignment changes, emails, calls, conversion documents and every other Lead event into one universal feed.
Each timeline event represents a Lead status transition and shows the old status, new status, actor, change date/time and any stored note. Events are sorted newest first and visually grouped by day.
What a Timeline event shows
| Element | Reviewed meaning |
|---|---|
| Status changed | Displays From Status → To Status. The first recorded status can show no previous status. |
| Changed by | Displays the resolved user/actor name where available; otherwise System/fallback identity is used. |
| Timestamp | Displays the recorded change timestamp in DD-MM-YYYY HH:mm:ss plus relative-time context when available. |
| Note | Displays the note stored with the status-history row, such as the initial-status or later status-change note. |
| Event count | Shows how many status-history events are returned for the Lead. |
| Day grouping | Status events are grouped under date headings and ordered newest first. |
Lead Details fields
| Field | Requirement | Meaning / significance |
|---|---|---|
| Lead Number | System generated / read-only | Stable Lead reference. The server reserves and commits the Lead number during creation. |
| Lead Name | Hard save requirement | The person, enquiry or prospect name users recognize in Lead searches and follow-up. |
| Company Name | Optional | Organization/company associated with the prospect before a formal CRM Account exists. |
| Optional | Email contact used by the Lead Email quick action. | |
| Phone | Optional | Telephone contact; used when Mobile is not available for Call/WhatsApp quick actions. |
| Mobile | Optional | Preferred phone source for Lead Call/WhatsApp quick actions when present. |
| Source | Configuration-driven | Lead Source classification such as website, referral, outbound or other maintained acquisition channel. |
| Rating | Configuration-driven | Business assessment of Lead quality/temperature. Reviewed seed values include Hot, Warm, Cold and Unrated, but actual choices follow active CRM setup. |
| Status | Hard save requirement | Lifecycle classification. New Leads default to New in the reviewed screen. |
| Owner User | Operational ownership; UI does not hard-require selection | Responsible CRM user. Owner assignment may be supplied by the CRM assignment engine/default ownership rules. |
| Potential Value | Optional numeric | Early estimate of commercial value; can seed Opportunity Expected Amount during conversion. |
| Lead Description | Hard save requirement | Business context explaining the enquiry/need so qualification is not based only on contact details. |
| Tags | Optional | Maintained tags used to add searchable/classification context without changing the Lead lifecycle status. |
Source, Rating and Status are maintained CRM configuration, not free-form fixed labels. The public guide therefore describes the reviewed standard values as examples rather than promising that every installation must have exactly the same list.
Reviewed standard Lead values
| Control | Reviewed values / examples | Why it matters |
|---|---|---|
| Status | New, Contacted, Qualified, In Nurturing, Converted, Junk / Not a Fit, Lost | Separates active qualification, successful conversion and closed/not-fit outcomes. |
| Rating | Hot, Warm, Cold, Unrated | Provides a simple quality/priority signal separate from lifecycle Status. |
| Source | Website, chat, referral, outbound, campaign, event, social, partner and other configured sources | Shows where demand originated and supports source analysis. |
Lead actions
| Action | What it does | Important rule |
|---|---|---|
| Save | Creates/updates the Lead and returns to the Lead list. | Lead Name, Status and Lead Description must be valid. |
| Apply | Saves and keeps the Lead open, refreshing the saved record when editing. | Disabled after the Lead is Converted in the active screen. |
| Close | Returns to the Lead list without using the Save action. | Unsaved work is not a substitute for saved CRM history. |
| Convert Lead | Opens the controlled conversion dialog for customer relationship and Opportunity decisions. | Disabled when already Converted. |
| View Status History | Shows the Lead status-change history. | Available for a saved Lead. |
| Call | Opens the device telephone action using Mobile or Phone. | Requires a usable number. |
| Opens the email client with a Lead-related subject. | Requires Email. | |
| Opens WhatsApp using the Lead phone number and a follow-up message. | Requires a usable number; users should still record an Activity when auditable follow-up history is required. | |
| Open Opportunity | Opens the linked/latest Opportunity reference shown after conversion. | Shown when the Lead is Converted and an Opportunity link is available. |
Lead conversion – what actually happens
Convert Lead is a business transition, not just a status edit. The dialog lets the user decide whether to use an existing Account/Business Partner or create one from the Lead, and whether to use an existing Contact or create a Contact from Lead details.
Opportunity creation is optional in the conversion request. When selected, Opportunity Name is required; Expected Amount defaults from Lead Potential Value, Expected Close Date defaults to about 30 days ahead in the reviewed UI, and the dialog targets the configured Prospect/Open starting context where available.
The conversion service links the created/reused customer relationship records back to the Lead, writes the conversion/status history and can create the Opportunity in the same controlled transaction.
Conversion choices
| Choice | Reviewed behavior |
|---|---|
| Account | Use an existing Business Partner/Account when the Lead already belongs to a known customer, or create a new Account from Lead/company identity. |
| Contact | Use an existing Contact where appropriate, or create a new Contact using Lead name and available email/phone/mobile details. |
| Create Opportunity | Optional. When selected, creates the deal and carries expected commercial context from the Lead. |
| Mark Lead Converted | Reviewed dialog defaults to Converted so the prospect record stops behaving like an open unconverted Lead. |
| Open after conversion | Reviewed dialog can return to Lead, open Account or open the created Opportunity; Opportunity is the default selection. |
Reviewed Lead lifecycle meanings
| Status | Business meaning |
|---|---|
| New | Recently captured prospect/enquiry awaiting qualification or first action. |
| Contacted | Initial customer contact has occurred. |
| Qualified | Lead is considered suitable to progress commercially. |
| In Nurturing | Interest remains open but requires continued follow-up before conversion. |
| Converted | Lead has completed the conversion decision and is no longer treated as an open Lead. |
| Junk / Not a Fit | Lead is closed because it is not a suitable prospect. |
| Lost | Lead is closed without conversion. |
- Lead Name, Status and Lead Description are enforced before save in the active screen.
- Lead Number is generated when creation does not supply one.
- New Lead creation participates in the owner-assignment engine and owner-assignment history.
- Initial status and later status changes are recorded as status history.
- Owner changes are recorded as assignment history.
- Activities and Timeline depend on a saved Lead identity.
- Converted Leads cannot be converted again through the normal Convert Lead action.
Downstream impact
- Conversion can establish/reuse the customer Account and Contact relationship.
- Conversion can create an Opportunity and preserve the Lead link for traceability.
- Activities provide operational follow-up history before conversion.
- Lead owner and status history provide accountability for who worked the Lead and how it progressed.
Common tasks
Lead task guide
| Task | Recommended steps |
|---|---|
| Capture a new enquiry | Create Lead → enter Lead Name and Description → choose Status/Source/Rating → add contact details → Save. |
| Plan follow-up | Save Lead → Activities tab → create the appropriate Activity with owner and schedule. |
| Reassign responsibility | Select the new Owner and save; assignment history records the change. |
| Progress a qualified Lead | Review contact/company data and potential value → Convert Lead → choose Account/Contact reuse/create → optionally create Opportunity. |
| Review what happened | Use View Status History and Timeline; use Activities for follow-up records. |
Troubleshooting
Lead issues
| Symptom | What to check |
|---|---|
| Lead will not save | Check Lead Name, Status and Lead Description first. |
| Activities tab cannot be used on a new Lead | Save the Lead first so AkshaERP has a Lead ID to relate Activities to. |
| Convert Lead is disabled | Check whether the Lead is already Converted. |
| Call / WhatsApp is disabled | Add a usable Mobile or Phone number. |
| Email is disabled | Add a valid Email value. |
Related pages
Frequently asked questions
Is Owner User mandatory when I type a Lead?
The active UI does not hard-require the Owner field. Lead creation participates in CRM owner assignment/default ownership so responsibility can still be established.
Does converting a Lead always create an Opportunity?
No. Opportunity creation is a conversion choice.
Can I use an existing customer during conversion?
Yes. The conversion dialog supports reusing existing Account/Business Partner and Contact records where appropriate.
Are Hot/Warm/Cold hard-coded?
They are reviewed standard Lead Rating values, but the selectable list comes from maintained CRM configuration.