Context
Sales Opportunity Tracking in CiviPlus constitutes CiviProspect, a specialised version of CiviCase created by Compuco. CiviProspect holds all of the features of CiviCase, with additional financial value tracking.
A Case Type should be the title of the inidividual sales opportunity process that will be tracked. Only one may be required, but multiple could be necessary if you have different workflows that cannot be combined into one step-by-step process.
What is a "Case Instance"?
A case instance is the version or workspace that a case type will sit within. It is possible to have multiple instances. Each instance will have its own dedicated dashboard, with certain case type contained within it.
Therefore, within the context of CiviProspect, this is most appropriate for situations where there are Sales Opportunity processes so distinct that they require complete separation, further than simply having different case types.
Additionally, multiple instances for Sales Opportunity tracking would allow different permissions to be implemented per instance.
In straightforward process cases, one instance is often sufficient for Sales Opportunity Tracking. We recommend to first test whether multiple case types within one instance is enough, before creating multiple case instances.
Creating a Case Instance
When you have decided to create a new / multiple case instance(s), the steps to implement this are:
Navigate to Administer --> CiviCase --> CiviCase Instances
Select Add Case Type Categories at the bottom of the page
Primary Label: The overall label that would suit a heading in the main Navigation menu in CiviPlus appear
Secondary Label: The singlular version of the primary label
e.g. if Case Instance is Prospects, the singular label would be Prospect. When creating a new record, 'New Prospect' and 'Manage Prospect' will appear as sub-menu items
Value: This can be left as the default value
Instance Type: Three options will be presented here
Case Management (i.e. CiviCase)
Applicant Management (i.e. CiviAward)
Sales/Opportunity Tracking (i.e. CiviProspect)
Select this third option
Additional Features: These are optional extras that can be enabled on the Case Instance
Quotations:
Invoices
Description: An internal note about the purpose of this Case Instance, useful for new members of your team / wider teams who will use this settings area
Order: This will default to the next chronological number i.e. last in the list, but can be adjusted from the Case Instances screen using the mini arrows
Icon: An icon chosen here will appear as a prefix to the Primary Label in the main menu
Enabled: Tick this if you wish to activate this case instance immediately on your system. We would recommend not ticking this until all of your. Case Types and any automated workflows are set up.
The Case Instance will then appear in the CiviPlus Navigation Menu