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Processes

Processes

In addition to the Permission Groups described in the previous section of this guide (which generally control the visibility of certain pages for various users), we have also provided you with Processes, which allow you to restrict the visibility of certain dropdown options and custom fields on page layouts. This is useful when you have options or custom fields that should only be visibile to particular users.

There is no need to edit the Processes unless you want to; many administrators do not find that adjusting these permissions from the defaults is necessary. If you do want to change this, however, read on to learn how.

Creating, Editing, or Disabling Processes

By default, only the Main process exists and all dropdowns and fields are assigned to it.

To create an additional process, follow these steps:

  1. Go to the Administrative tab.
  2. Click Manage Dropdowns in the sidebar under the Site Settings heading.
  3. Click Processes.
  4. Click the + icon to create a new process
  5. Enter a name and description for your process. Then click Save.
  6. Make sure the process is under the "Active" window. Click it to highlight it and use the arrow buttons to place a process under the "Active" or "Disabled" section. Processes placed under the "Disabled" section can not be used.
  7. Click Save.

Assigning Dropdowns to Processes

Once you've created a process, you can assign options within certain dropdowns to it. When a dropdown option has been assigned to a process, only users designated with that process can see it. The following dropdowns can have their options be assigned to processes:

  • Lead Status
  • Case Status
  • Deal Stage
  • Custom Fields

Custom fields have a unique set of steps to used to assign them to processes. For the other three listed above, follow these steps to assign their options to processes:

  1. Go to the Administrative tab.
  2. Click Manage Dropdowns in the sidebar under the Site Settings heading.
  3. Click the dropdown you wish to assign to a process. You could chose any of the following:
    • Lead Status
    • Case Status
    • Deal Stage
  4. This will take you to a window listing all the available options for the dropdown you selected. Click an option to highlight it. You can use the arrow icons to move options to "Active" or "Disabled." Options under the "Disabled" heading will not appear for anyone.
    With an option highlighted, click on the pencil icon to edit it.
  5. Notice the Process dropdown that appears in the new edit window that opens. Use this to select the a proces. Users assigned to the process you select will be able see this option when they access the dropdown that contains it.
    IMPORTANT NOTE: As you set up your processes, keep in mind that the Main process should never be disabled for any of your users, or else many basic functions such as the dialer will no longer work for them. For this reason we recommend that you do not arrange your options in such a way that the Main process is not suitable for all users. Also be aware that users can be assigned to more than one process.
  6. Click Save to save your seletions and close the window.
  7. Repeat the preceeding two steps as desired with any other options in the dropdown you selected.
  8. Click Save to save your selections and close the window displaying dropdown options.
  9. Repeat all the steps above with any of the other dropdowns you'd like to edit.

Assigning Custom Fields to Processes

As mentioned previously, you can also assign processes to custom fields using a different method. We will now explain how to do this. If you do not need to assign processes to any custom dropdowns, feel free to skip to the next section.

Remember that assigning custom fields to processes works a little different than it does for dropdown options. Whereas with the previous dropdowns we discussed, processes control visibility of particular options within a dropdown field, in the case of custom fields, visibility of the entire field is controlled, instead.

To assign custom fields to processes, follow these steps:

  1. Go to the Administrative tab.
  2. Click Manage Fields and Labels under the Site Settings section of the sidebar.
  3. Click Lead/Account Fields.
  4. Towards the bottom of the page, you'll see a section labeled Additional Fields.
  5. Notice the Processes column. Click the Edit button in this column that shares the row with the custom dropdown you'd like to edit the processes for.
  6. In the small window that opens, click the processes that should have access to this field. You can select multiple options at once by holding down the CTL button on your keyboard. Click the X button to close the window when you are finished.
  7. Repeat the last two steps for any other custom fields you'd like to edit.
  8. Click Save.

Assigning Employees to Processes

The last thing you need to do in order to take advangage of processes is to assign employees to them. Once an employee is assigned to a process, they'll only see the fields and dropdowns assigned to that process.

  1. Go to the Administrative tab.
  2. Click Manage Employees.
  3. Click View Employees.
  4. Click the name of the employee you'd like to edit.
  5. Click Edit.
  6. Select the appropriate processes next to the Processesheading. You can select multiple processes by holding down CTL. Main is the default option for any new user you create. Add additional processes as desired.
    IMPORTANT NOTE: The Main process should never be disabled for any of your users, or else many basic functions such as the dialer will no longer work for them.
  7. Click Save.
  8. Repeat the steps above for any additional employees you'd like to edit.

Mass Updating Employee Processes

If you need to change the processes for multiple employees at once, follow these steps instead:

  • Go to the Administrative tab.
  • Click Manage Employees.
  • Click View Employees.
  • Check the boxes next to the names of the employees you'd like to edit. To select all your employees, click the check mark above the check boxes. This is also useful if you'd like to select all BUT particular employees; start by selecting all and then deselect the employees you'd like to omit from the edit you're about to make.
  • Click on the dropdown at the bottom of the page labeled Mass Update the Following.
  • Select Processes.
  • In the window that opens, make sure the Selected Search Results is selected at the top of the window under the Mass Update heading.
  • Select the appropriate processes next to the Processes heading. You can select multiple processes by holding down CTL. Main is the default option for any new user you create. Add additional processes as desired.
    IMPORTANT NOTE: The Main process should never be disabled for any of your users, or else many basic functions such as the dialer will no longer work for them.
  • Click Update Items.

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