This Documentation describes how to use Partner Community, starting from lead creation and ending with managing opportunities.
Created: December 2021
Updated: October 2022
Permalink: https://wildix.atlassian.net/wiki/x/ahXOAQ
Get Started
Wildix Partner Community allows you to manage your customers and leads, starting from lead creation and ending with managing opportunities. The Community includes powerful tools that generate leads so your sales team can close more deals.
Connect to your Partner Community at www.bewildix.com, enter Login and Password and click Log in:
You have access to the different menus:
- Wildix Partner Community Guide - accept incoming leads, view news & updates, etc.
- Wildix Partner Community Guide - create and manage Leads
- Wildix Partner Community Guide - create and manage Accounts for companies you plan to sell to
- Wildix Partner Community Guide - create and manage Opportunities that refer to the high probability of generating sales revenue
- Wildix Partner Community Guide - create and manage Contacts
- Wildix Partner Community Guide - manage proposed prices of products/ services
- Wildix Partner Community Guide - create and manage orders
- Wildix Partner Community Guide - create and manage business activities
- Wildix Partner Community Guide - generate and manage reports
Home
From the Home page, you can access Wildix Partner Community Guide, accept Incoming Leads and quickly create new Leads and Accounts. The Search Field allows you to find any information.
Lead
A Lead is every potential sales opportunity that has not been qualified yet. It can either come from Marketing (both from your Marketing or Wildix Marketing passed to you), or from any activity you and your sales team have done. You need to make sure this potential sales opportunity (or lead) has some characteristics without which it doesn't make sense to move forward in the sales cycle and make this Lead an opportunity. Up to you to decide which characteristics are required, but generally speaking, we talk about: the company is in target, the person is the right one etc, so Wildix Partner Community gives you the opportunity to track this qualification process through the Lead object.
Once all the information needed to characterize the potential customer is collected, Lead is ready to be converted into an Account, Contact and Project.
Account, Contact and Project are the key object related to the Sales Process. Accounts and Contacts are useful in order to store information about your customers. Accounts represent the companies, and Contacts - are the people who work for them.
Create a New Lead
- Click New button to create a Lead
- Fill in the following mandatory fields:
- Company - insert Company name
- Power - specify who is a decision maker
- First and Last Names
- Job Title - select the title from the list
Email - add contact Information
- Click Save button to create a Lead (if you want to create one more Lead, click Save & New button)
After creating, all Leads are also accessible from Lead Inbox window in Home tab. Sometimes, Wildix can assign you a Lead and you need to accept it.
Manage existing Leads
You can sort Leads out by clicking on List Views:
It is also possible to display Leads as a Kanban board by clicking on Display as:
- To view a Lead, click on its Name
From the Options Panel, you can edit the Lead's information, add Notes, convert and clone it. Follow and Change Owner options allow other colleagues of your company to track the Lead and change the Lead's Owner
From the Related Details and Actions Panel, you have access to all the details connected with the Lead: you can review Lead History, add Notes, upload files, create and manage Tasks
- To process the Lead and move it to the next stage, click Mark Status as Complete button
The Lead conversion process itself consists of 3 stages:
- New - the stage is assigned once a Lead is created
- Qualification - under this stage, you determine whether a Lead is a good fit for a product/ service
- Not in Target - Leads, not fit for a product/ service
- Converted - this stage is assigned when a Lead becomes a Project
- When the Lead is qualified and ready to be converted, click Convert button. Based on the Lead, 3 entities are created:
- Account
- Contact
- Project
Account
Accounts represent companies you plan to sell to.
Create a New Account
- Click New button to create an Account
Select Customer or Reseller and click Next
To create a Customer/ Reseller Account, fill in the following mandatory fields:
- Account Name
- Phone
- Sales Type Code (B2B or B2C)
- Click Save button to create an Account (if you want to create one more Account, click Save & New button)
Manage existing Accounts
You can sort Accounts out by clicking on List Views:
- To open an Account, click on Account Name
- From the Options Panel, you can edit the Account, add Notes, create an associated Project. Follow and Change Owner options allow other colleagues of your company to track the Account and change its Owner
From the Related Details and Actions Panel, you have access to all the details connected with the Account: you can review Account History, associated Contacts, add Notes, create Projects, upload files, create and manage Tasks
Project
Projects represent opportunities that refer to the high probability of generating sales revenue. When a Project is created, it’s a signal of the start of a sales cycle.
Create a New Project
- Click New button to create a Project
- Fill in mandatory fields:
- Project Name
- Close Date - estimate the date when you expect to close the Project
- Stage - commonly, when you only create a Project, it is Intro/ Qualification stage
Account Name and Contact - associate the Project with an existing Account and Contact or create a new one
- Opportunity Type - select type of opportunity (New Business / Existing Business/ Existing not with Wildix)
- Product of Interest - select Wildix products/ services for sale
- Project Currency - select currency used for the project
- Users for POC - enter number of users
- Click Save button to create a Project (if you want to create one more Project, click Save & New button)
Manage existing Projects
You can sort Projects out by clicking on List Views:
It is also possible to display Projects as a Kanban board by clicking on Display as:
- To open a Project, click on Project Name
From the Options Panel, you can edit the Project, generate a Wildix Partner Community Guide, add Notes, clone it. Follow and Change Owner options allow other colleagues of your company to track the Project and change its Owner
From the Related Details and Actions Panel, you have access to all the details connected with the Project: you can view associated Contacts, open Quotes and related Products, you can review Project History, Notes, upload files, create and manage Tasks
- To process the Project and move it to the next stage, click Mark Stage as Complete button
The Project Management process itself consists of 6 stages:
- Intro/ Qualification - at this stage, you need to determine Users of POC - how many users use Wildix
- Demo - at this stage, you need to indicate Amount MRR or Capex
- Project Presentation
- Proposal - the basic condition to move to the next stage is Verbal Agreement
- Contract out
- Closed
- When the Project passes Contract out stage, you can close the Project. Select the stage Closed Won and click Save. If you select Closed Lost stage, you need to explain the reason in Opportunity lost field
Contact
Contacts represent a person who is qualified to do business with you. By “qualified,” it means that the person could really become a paying customer.
Create a New Contact
- Click New button to create a Contact
Select Customer / Reseller Contact and click Next
- Fill in mandatory fields:
- First and Last Names and Title
Account Name - associate the Contact with an existing Account or create a new one
Email - add contact information
- Click Save button to create a Contact (if you want to create one more Contact, click Save & New button)
Manage existing Contacts
You can sort Contacts out by clicking on List Views:
To open a Contact, click on its Name
From the Options Panel, you can edit the Contact and clone it. Follow and Change Owner options allow other colleagues of your company to track the Contact and change its Owner
From the Related Details and Actions Panel, you have access to all the detailed information connected with the Contact: you can review Contact History, Notes, upload files, create Tasks and upload files
Quote
Quotes represent proposed prices for products and services. Quotes can be created from and synced with Projects and emailed to customers.
Create a Quote
Select a Project you want to generate a Quote for and click Create Quote button:
Note: Creating a quote for the first time, you may need to wait some seconds till the page loads.
Settings
In the Settings section, you can find the following information:
- Account
- Opportunity Name
- Currency
- Geography
- ID of the quote that is being prepared
- Quote status (e.g. Draft)
- Proposal Name: a name autogenerated by the system, but you can enter a preferred custom name
- Playbook: Wildix Partners (default value)
- Contact: contact indicated in your Project details
- DealRoom Publish Name: a name autogenerated by the system, but you can enter a preferred custom name
- Expiration Date: expiration date of the proposal. By default, it is one month from the quote generation, but you can enter a custom date if required.
- Document Type: it is DealRoom by default.
- DealRoom Template: Wildix (default value)
- Document Template: Proposal V2 (default value)
- Proposal Summary Template: Internal (default value)
General Questions
- Opportunity Type: synced from Project Details (New Business/ Existing Business/ Existing not with Wildix)
- Implementation Date: select the date when the project starts (when all licenses get activated, etc.). By default, the first date of the next month is displayed.
- Choose the Billing Frequency: depending on the product chosen (Collaboration, x-bees, or x-hoppers), there are relevant billing frequency options available.
- Choose the Commitment: choose if you wish to commit for 3 or 5 years or proceed without commitment.
- Product of interest (read-only field): the product you’ve previously chosen for your project. You can select licenses for the chosen product, as well as devices in the Bundle section.
- Choose Addons: here you have the following options:
- Additional Items: these include PBX, Phones, Headsets, W-AIR, Networking, Conference, Media gateways, Power supplies - anything you would like to add outside of the bundle.
- Licenses Upgrade: here you can get x-caracal, Wizywebinar, Wizyconf, MS-PhoneSystem license or add storage and get Static IP
- CLASSOUND: lets to order New DID, Full Porting, Outbound Only, New Free Phone
Miscellaneous items: includes such services as Installation, Maintenance, Internet Connection
- PBX Model: choose the preferred option (Cloud or VM/HW PBX)
- Region: Select region
PBX DNS Name: enter name of the PBX
Note: You can select multiple addons if required. Depending on the chosen addons, the relevant sections appear on the page.
Bundle
In the bundle section, you choose the licenses type: e.g. Basic/ Essential/ Business/ Premium in case of Collaboration:
Once you select a license type, fill out the following fields:
- Number of users
Specify which bundle add-ons are required:
- Phones (Start, WorkForce, Vision, SuperVision, etc.)
- Headsets (DuoLED, MonoLED, DuoLED-BT, MonoLED-BT, etc.)
- W-AIR (WAIR-Basic, WAIR-Office, WAIR-LifeSaver, etc.)
Notes:
- You can select multiple items from the list.
- If you want to add all items, click Select All.
- All the added items are displayed in the Products Summary. Quantity of each item corresponds to the number of users in Bundle section. If you want the quantity of devices to be different from the number of licenses in the bundle, you can add the necessary items via the Additional Items section.
To add another bundle, click + (Add) button:
Choose a license and repeat the steps described above.
Additional Items
Note: Additional items are displayed only if the relevant item is selected in Addons field of the General Questions section.
Fill out the following fields:
- Category: PBX, Phones, Headsets, W-AIR, Networking, Conference, Media gateways, or Power supplies
- Product: select necessary product of the chosen category
- Quantity: indicate the needed number of items
- HWaaS or CAPEX: choose the preferred option
To add other additional items, just click the + (Add) button and repeat the steps.
Licenses Upgrade
Note: The section is displayed only if the relevant item is selected in Addons field of the General Questions section.
Here you can get x-caracal, Wizywebinar, Wizyconf, MS-PhoneSystem license or add storage and get Static IP
- Choose if you want to add Storage (size x10 GB) and get Static IP and indicate the preferred number
- x-caracal: choose if you need x-caracal license
- Wizywebinar: indicate if you need Wizywebinar license. If positive, fill out the below field:
Wizywebinar Licenses Quantity: enter the preferred number of licenses - MS-PhoneSystem: select if MS-PhoneSystem is required.
CLASSOUND
Note: CLASSOUND section is displayed only if the relevant item is selected in Addons field of General Questions.
- CLASSOUND Service: select the service required (Full Porting, Outbound Only, New DID, New Free Phone)
Depending on service chosen, fill out the necessary fields. E.g. for New DID, fill out region, country, ZIP code, DID range, and quantity.
Note: In case of choosing the Full Porting option, an additional section, Instant Virtual Porting appears below, where you can choose if you want to use the option or not:
To learn more about the feature, check out the documentation: CLASSOUND Instant Virtual Porting
Miscellaneous items
Note: Miscellaneous items are displayed only if they are selected in Addons field of General Questions.
- In Miscellaneous Items field, choose the preferred service: Installation, Maintenance, Internet Connection.
- Cost: indicate cost of the service
- Service or Capex: select type (Service in case it's recurring, e.g. monthly or Capex)
Tax
Note: Tax calculation is applicable for US Partners only.
Important: Tax generation becomes available only after the quote is saved:
1. Press 'Save as draft' at the top -> 'Save & Make Primary'
2. Go to 'Tax' section -> click 'Get Tax' -> choose the tax and click 'Done'
Note: Tax calculation could take up to 2 minutes. If you can't see taxes after 2 min, you may need to reload the page.
See the section Get Tax for more details.
Billing Information
Billing information is synced from Account data.
Products Summary
In the Products Summary section, you can see the list of all items of the quote, including such information: item name, sale price, quantity, commitment discount, cost per item, total cost, description, billing frequency, etc.:
Once you've prepared your quote, you can preview and save it. Preview and save options are available at the top panel:
Preview: opens preview of the proposal in DealRoom:
Notes:
- The proposal is valid for 1 month, within which it should be signed.
- The quote can be signed only after it is saved (signing option not available in draft).
Here you can view information about Wildix services, see the list of items added to.the proposal, billing information, as well as terms and conditions.
At the end of the document, there is e-Signature section:Notes: Signing option is not available until the quote is saved.
- Preview PDF: after you click the Preview PDF button, PDF file with the draft of the quote is loaded on your device, so that you can view the quote details, terms and conditions, etc.
When you are ready to save your quote, click Save to draft (1) -> Save & Make Primary (2):
Notes:
- When clicking Save & Make Primary button, the quote is synced with Salesforce. No syncing with Salesforce occurs if you click just Save.
- Only a Quote that has been made Primary, can be converted to an Order.
- There is an option Submit Proposal:
When you click on it, an email is sent to the customer with the link to the DealRoom and all the fields of the quote become available in read-only mode.
View saved Quote
The saved quotes appear in the Quotes section of the Project page:
The checkbox in the field Syncing indicates that everything is synced correctly:
Note: If you have several quote drafts, only one of the quotes can be primary and synced. Only primary quote can be further converted into order.
To view quote details, you can click on the quote name:
The quote page opens. Here, you can view details of your quote (e.g. quote name, order start and expiration date, total cost, etc.):
There is section Quote Line Items. Click on it to view the full list of selected items:
The Quote Line Items page opens:
Get Tax
Note: Applicable only for US Partners.
After you save and make the Quote primary, return to the Tax section and click Get tax:
Note: Tax calculation could take up to 2 minutes. If you can't see taxes after 2 mins, you may need to reload the page.
On the window that opens, select the tax that displays (you can see quote name, amount of tax, and tax calculation status) and click Done:
Manage existing Quotes
You can sort Tasks out by clicking on List Views:
It is also possible to display Quotes as a Kanban board by clicking on Display as:
- To open a Quote, click on its Name
From the Options Panel, you can create a PDF, stop sync, or send the Quote via email
From the Related Details and Actions Panel, you can view the list of related Products/ Services, add Notes, upload attachments, create Tasks
Order
Create an Order from a Quote
- Proceed to your quote: Project -> Quotes -> click on the quote name:
- At the top of the quote page, click on the status Accepted:
- Then, click Mark as Current Status:
- The status is successfully changed:
You can now find the quote on the Order page.
Once you mark Accepted quote status as Complete, the quote is converted into order and is available on the Order page:
To proceed with the order, click on the Send to SAP (1) -> Mark as Current Status (2):
Once order status successfully changed, this automatically creates an entry in SAP
Note: After generating the order and clicking Send to SAP, US partners can see a breakdown of taxes for each product in the Tax section and see different types of taxes (before converting quote to an order, there was the total amount of taxes only).
Task
Tasks represent business activities such as making calls, sending quotes or other to-do items.
You can also create and manage Tasks in Lead, Account, Project and Contact tabs, under Open Activities or Actions menus.
Create a New Task
- Click New Task button to create a Task
Fill in the following mandatory fields:- Subject - add your own or select one of the options: Call/ Send Letter/ Send Quote/ Other
- Assigned To - specify the Task assignee. By default, the Task is assigned to you
- Name - associate it with an existing Contact or create a new one
- Related To - associate it with an existing Account or create a new one
- Activity Currency - indicate the default currency
- Priority - set the Task priority: Normal/ High
- Click Save to create a Task (if you want to create one more Task, click Save & New button)
Manage existing Tasks
You can sort Tasks out by clicking on List Views:
It is also possible to display Tasks as a Kanban board by clicking on Display as:
To open a Task, click on its Subject:
From the Options Panel, you can edit the Task, quickly change Date, Status and Priority, delete it
Once the Task is done, click Mark Complete button
Report
Create a new Report
- To generate a Report, click New Report
Choose Report Type and click Continue
At this stage, you can add/ remove any columns to your Report. Click Save & Run to generate the Report
Manage existing Reports
To open a Report, click on its Name
You can edit the Report or export it in .xls or .csv formats
Statistics
Three reports are available under Home tab. To open a report, click on the graphs and click View Report. You can edit any of the Reports and export them in .xls or .csv formats.
Additionally, you can generate other reports in Salesforce Partner Community Guide#Report menu.
Partner Opportunities Report shows the detailed information about Projects
Amount Opportunities Report shows the total amount of all created Quotes
- Close Date Opportunities Report shows when Projects are closed
Settings
From Settings menu, you can access Home tab, edit your personal Profile and check your Company Account.
- My Profile - this is your personal Profile, you can add user picture, edit your personal information
- My Account - this is your Company Account created by Wildix, you cannot modify the information present on this page
Logout
To log out:
- Expand Settings in the top menu
Click Logout