Opportunities

An opportunity records a potential sale you're pursuing — who it's with, what it might be worth, and where it stands — before it turns into a quotation.

#Before you start

You need Sales › Opportunities › View to open the list and profiles and Create to add an opportunity. With the own-records permission you see only the opportunities you created or are assigned to. See Access.

#The opportunities list

Open Sales > Opportunities. The list shows the opportunities in your organization dated within the chosen period — the last 90 days when you open it — with these columns:

The list is sorted by opportunity number, highest first. Select a row's ID or Opportunity cell to open its profile. There are no export options.

The toolbar offers the Table / Board switch, the date filter and a create icon — no edit, print, or delete controls.

#Filter by date

Select the date button in the toolbar, next to the create icon, and choose Today, Yesterday, Last 7 days, Last 30 days or Last 90 days. To pick your own period, choose Custom range, set From and To, and select Apply; both days are included, and dates entered the wrong way round are swapped. The button shows the period in use.

The filter goes by each opportunity's Date, or by the day it was created when it has none — the same day the Date column shows. Today follows the time zone in your organization's system settings.

#Board view

Select Board in the toolbar to see the same opportunities — same date filter — as a board with one column per status, in this order: New, Engaged, Assess, Proposition, Negotiation, Decision, Won, Lost, Closed. Each column heading shows how many opportunities it holds and their total value. An opportunity with no status, or with a status that isn't one of these, appears under New. Opportunities created through the API without a status now start as New.

Each card shows the opportunity's name, its customer (n/a if none), its value and its expected closing date (a dash if none), soonest closing date first. Select a card to open the profile. The board is for viewing only: you can't drag cards between columns to change their status.

Select Table to go back to the list. Opening Sales > Opportunities from the menu always starts in the table view.

#Create an opportunity

1. Select the create icon on the Opportunities list.
2. Date comes first and defaults to today; change it if needed.
3. Optionally select a Customer. If the name you type doesn't match a customer, choose + Create "…" at the end of the list: OCTO Ops adds a customer with that name straight away (you can fill in the rest of its details later in Customers) and selects it.
4. Once a customer is selected, a Contact persons table lists that customer's contacts — first name, last name, position, mobile, email and notes. Tick everyone involved in this opportunity; you can tick more than one. Changing the customer clears the ticks.
5. To add someone who isn't listed, fill in the last row of the table — First name (required), Last name, Position, Mobile, Email and Notes — and select Add (or press Enter). The contact is saved to the customer at once and ticked. If you don't select Add, the contact is saved and linked to the opportunity when you select Create opportunity. If the first name is missing or the email isn't valid, the message appears under the field and nothing is saved — not the contact, and not the opportunity. When the customer has no contacts yet, the table shows only this row.
6. Opportunity number has Auto ticked: OCTO Ops gives the opportunity your organization's next running number (1, 2, 3, …). To use a number of your own, untick Auto and type a whole number that no other opportunity uses.
7. Enter an Opportunity name — this is required.
8. Optionally choose a Category.
9. Optionally add one or more Tags.
10. Optionally enter the Value you expect the opportunity to be worth.
11. Optionally set an Expected closing date.
12. Optionally choose a Status — it defaults to New.
13. Optionally add Description and notes.
14. Select Create opportunity.

A customer or contact added from this screen stays in your customer records even if you leave without creating the opportunity.

On success, OCTO Ops shows "Your opportunity has been saved successfully" and opens the new opportunity's profile.

A number you type is never given out by Auto later: the running number skips it. A deleted opportunity keeps its number, so that number can't be used again.

If required information is missing or invalid, the fields are marked inline and a "Check your records before submitting this form again." warning appears — nothing is saved. Any other failure shows a "Something went wrong!" message.

#View an opportunity (the profile page)

An opportunity's profile shows its name, opportunity number, category, status, tags, customer, contact persons, value, date, expected closing date, and description. The value is written with your organization's number settings and carries the currency label.

The profile does not show line items, a pipeline stage, a probability, or a weighted value — see Current limitations below.

#Attach a file

1. Open the opportunity's profile.
2. Open the Actions menu and select Attach a file.
3. Choose the file from your device and upload it.

#Errors you may see

#Current limitations

• The opportunity number can't be changed after the opportunity is created.
• An opportunity cannot be edited or deleted once created — there is no edit or delete action anywhere in this module.
• The board view is for viewing only: cards can't be dragged between columns to change an opportunity's status.
• There is no pipeline, stage, or Win/Lose control on this screen. The Status field is a general-purpose label, not a stage tracker, and selecting a status here doesn't move the opportunity through any pipeline or mark it won or lost.
• A weekly snapshot of each open opportunity's value and status is captured in the background for future reporting, but nothing in OCTO Ops shows that history yet.