Overview
When you previously set up your Sales Opportunity Case Type(s), you chose the roles that should be available. Within your individual Sales Opportunity records, the People tab is dedicated to this.
Roles are useful to document relationships that are important for managing the record. Common examples include department members on your side, and key contacts on a potential client's side.
In our example record:
Certain roles are automatically added. Two key examples are:
The Client
This should be the main focal point of the record
They can be assigned manually or automatically. For example:
Manually: When the case record is manually created
Automatically: Submission of a webform configured to create a new case record upon submission
Case Coordinator / Prospect Manager
If the record is manually created, this will automatically be the logged in account
A webform configured to set a certain person as this role upon submission
A CiviRule assigning the role
It is useful to note that the same role can be applied to different individuals concurrently.
Role Amendments
All roles are relationship types in the system. As with other relationship types, they have a start date and an end date. As well as appearing in the People tab, they will also appear within a contact record. Specifically, the Relationships section will detail both past and present relationships, including case-related roles.
To amend an assigned role on an opportunity record, in the People tab you can select the three vertical dots against the role row. You will be presented with the following options:
Reassign will replace the existing role-holder, ending their role relationship and starting a new one for someone else.
Add Another will mean the role will be duplicated
Remove will put an end date to this role relationship.
An example of a role-holder where they have been removed from the opportunity record:
Opportunity Record (People tab):
Edward's Contact Record (Relationships tab):
Filtering Options
Select Records: All x records option will select all roles on the record
Checkboxes: manually tick against certain roles
Actions: Once at least one role is selected, the following options are available:
Alphabetic filtering options
Display previous prospect role assignments: Will show those with past roles on the record
All Roles filter: Filter by role - useful if a high number of roles on the record
Assigning a Role
Roles can be assigned within this tab using the Add Prospect Role button towards the top-right of the screen:
