SharePoint Lead Tracking List Approaches

The posts “SharePoint for Customer Management“, “Lead Tracking – Direct Sales & Mailings” and “Lead Tracking – Sales Networking” talk about how SharePoint Lists can be used instead of a third party CRM package. The main advantages being saving on license fees and a solution geared specifically to your business needs. Those posts illustrate various SharePoint Lists for tracking sales and marketing activities. The “SharePoint for Customer Management” post talks about keeping one unified customer list for both existing customers and prospects and keeping that data on the main SharePoint site as opposed to keeping prospects separately on the Marketing & Sales subsite. The primary reason being the main site level allows the data to be accessed by all subsites. The post also discusses setting up separate views for Active Customers and Active Prospects so you can easily access that data. The post “Lead Tracking – Direct Sales & Mailings” discuss using a SharePoint Access data base application for tracking daily sales and marketing activities.

But suppose you would prefer not to use multiple lead lists and an Access application (while providing great functionality — they do add more complexity) and keep prospect/lead data on the Marketing & Sales subsite. In other words, a your looking for simpler approach. Below is a screen shot of such a Lead list:

Additional columns can be added as necessary, for instance since we are using QuickBooks’ Larry’s Landscape & Garden Supply example company, a column for Frequency (weekly, monthly, etc.) is probably appropriate following the $ Quote. Once a Lead becomes a customer you can then add them to a separate customer list. However, if the Customer List is on the main site and the Lead List is on the Marketing & Sales subsite, this would entail entering some data from scratch into the Customer list. The reason for this is that a subsite column cannot be looked up on the main site. Even if you had the Lead List on the main site, your Lookup column list would show all Leads and not just those that resulted in customers. This is because SharePoint does not provide filtering for Lookup columns. Therefore, you are probably better off keeping the separate Lead List on the main site.