Opportunity management

Introduction

evergreen sales has introduced integration with evergreen proserv and evergreen legal with the objective of creating a new client, contract and matter in evergreen proserv and evergreen legal when a Lead is converted in an Opportunity (a process called “Qualification”). This results in a new matter for each Opportunity which, with appropriate configuration in evergreen proserv and evergreen legal, enables people involved in the opportunity to record time against the matter. If the opportunity is won, a decision can be made whether to charge for any of that time or to write it off. If it is lost, the time would be written off and the matter closed.

Business processes

The standard Opportunity Management business processes have been adapted to accommodate the additional data entry needed to create the pending matters (see Integration section below):

The stages are

• Address details
• Client details
• Matter details
• Develop (Opportunity only)
• Propose (Opportunity only)
• Close (Opportunity only)
  

Each stage highlights the data that must be captured before you can progress to the next stage, for example Address details. The items with a red asterisk beside them are mandatory:

Integration with other systems

Sales to evergreen Integration

Some minor additions have been made in evergreen sales so that the synchronisation of Sales data with evergreen proserv and evergreen legal works smoothly. This includes the creation of a matter when the Opportunity is created. The matter is created with a status of pending which, with the correct configuration in evergreen proserv and evergreen legal, means that time can be recorded but invoices can’t be created. This enables fee-earners to capture the time they spend on progressing an opportunity to completion.

The following information is needed to automatically create client, matter contract and matter records in evergreen proserv and evergreen legal.

Integration with empower onboard

empower onboard is an app which supports the new business intake process in a Firm. Although it can be run independently, it also works very well with evergreen sales. There are three integration points:

1. Lead qualification
2. Pre-fight check approval
3. NBI completion

Lead qualification

When a Lead is qualified in evergreen sales, the NBI process is initiated by the creation of an “NBI request”. An NBI user will be assigned that request and start working on it.

Pre-flight check

This is usually the first step in the NBI process – an early conflict check to confirm that, even with limited information, no conflicts exist with the new Opportunity and it is safe to proceed with it from a business development point of view. This information is passed back to evergreen sales, changing the “NBI status” from “New” to “Pending Approval”. In effect, this informs the Opportunity’s manager that it can be progressed further.

NBI completion

Until the full NBI process has been successfully completed, it is not possible to close an Opportunity as won. The rationale for this is simple – although the Opportunity may have been won, work can’t start until the due diligence has been successfully completed. Therefore, when an NBI has been completed, that information is passed back to evergreen sales, the NBI status updates to Approved and the “Close as Won” button appears in the top menu, alongside “Close as lost”.