Lead

The Lead page shows one lead: a company you hope to win as a customer. It shows the lead’s details at the top, and tabs below for its contacts, activities, comments, documents, data fields and history. This is also where you create a lead, change its status and, once it is won, convert it into an entity.

To open a lead, select it on the Leads page, or select its link on the Contacts page or on an activity. ◄ Back to Leads takes you back to the list. You can open the leads whose responsible company is one of your companies; system administrators can open all leads.

Create a lead

On the Leads page, select New Lead.
Fill in the fields below. Company Name, Lead Source, Status, Primary Contact and Country are required.
Select Save.

TrakIT gives the lead a code made of LD, the year and a serial number, such as LD-2026-00001, and opens it. Cancel goes back to the list without saving.

Field	What to enter
Company Name	The company’s name, up to 150 characters.
Lead Source	Where the lead came from.
Status	The lead’s first status. Only when you create a lead: afterwards, use Change Status.
Primary Contact	The name of the person you deal with, up to 100 characters.
Designation	Their job title.
Phone, Email, Website	How to reach the company. The email address must be valid, and is saved in lower case. TrakIT adds `https://` to a website that does not start with `http://` or `https://`.
Rating	Hot, Warm or Cold: how promising the lead is. Warm to start with.
Probability (%)	The chance of winning the business, from 0 to 100.
Est. Value	How much business the lead may bring, and its currency. It cannot be negative.
Expected Close	When you expect to win or lose the lead. Select the box to pick the date.
Assigned To	The user who follows the lead up, from the active users of your company. A new lead left at – Not Assigned – is assigned to you.
Responsible Company	The company the lead belongs to, from the companies you have access to. Leave — to use your own company.
Country	The company’s country.
Address	The postal address, up to 500 characters.
Description / Notes	Anything else worth knowing, up to 2,000 characters.

The lists of sources and statuses show the active ones, set up by a system administrator under Admin > Masters > CRM.

Message	What to do
Company Name is required, Contact Name is required, Lead Source is required, Lead Status is required or Country is required	Fill in the field.
Probability must be a number or Probability must be between 0 and 100	Enter a number from 0 to 100.
Est. Value must be a number or Estimated Value cannot be negative	Enter an amount of 0 or more.
‘Expected Close’ must be a valid date	Pick the date from the calendar.
Website is not valid or Website cannot exceed 200 characters	Correct the web address.

The lead’s details

The heading shows the lead’s code. Below it, the company’s name is shown in bold, then the details:

Lead Code and Status, in the status’s colour.
Primary Contact, with their designation in grey, Phone and Email. Select the email address to write an email.
Website, which opens in a new tab.
Source, Rating, Probability, Est. Value, Expected Close and Assigned To.
Responsible Company, Country (the country’s code), Address and Description.
Created By, with the date, and Last Changed, with who changed the lead last and when.

Fields without a value are left out, or shown as —.

Leads cannot be deleted. A lead you no longer follow up is given a status of the type Lost.

A converted lead

Once a lead has been converted into an entity, the details show Converted to Entity in green, with View Entity to open the entity. The lead is kept as history and can no longer be changed: you cannot edit it, change its status, add or change its contacts, documents or data fields, or post comments.

Change a lead

Select the pencil icon at the bottom right of the details.
In Edit Lead, change the fields you need, described in Create a lead. The status is not on this form: use Change Status.
Select Save.

Cancel goes back without saving. The Action Log tab records each changed field, with its old and new value.

Change the status

Select Change Status, below the details.
In Change Lead Status, choose the New Status. The list has the active statuses.
Select Save.

The change is recorded on the Stage Log tab. When the new status is of the type Won, Convert to Entity appears.

Convert a lead to an entity

When you win a lead, convert it into an entity, such as a customer, to do business with it in TrakIT. Convert to Entity appears below the details when the lead’s status is of the type Won.

Select Convert to Entity.
In Convert Lead to Entity, choose the Entity Type. The customer type is chosen to start with.
Select Convert, then confirm. The conversion cannot be undone.

TrakIT creates the entity and opens it on the Entity page. The new entity gets:

the lead’s company name as its name, and the lead’s primary contact as its contact person;
the lead’s phone, email, address, country and responsible company;
the lead’s code as its entity code, unless entities of that type are numbered by TrakIT;
a copy of each of the lead’s contacts, on its Contacts tab.

The lead’s other details, data fields, comments, documents and activities stay on the lead. Fill in the rest of the entity’s details on the Entity page. The entity is created like any other new entity: if its type needs approval, it must be approved.

The entity is checked like any new entity, so the conversion can stop with a message:

Message	What to do
Permission Denied	Converting a lead creates an entity, so your role also needs Create in the Entity Management section.
Entity Code specified already exists	An entity already has the lead’s code. Ask a system administrator to check that entity.
Contact person cannot exceed 50 characters	Shorten the lead’s Primary Contact to 50 characters.
Phone Numbers contain invalid characters	Use only numbers, spaces and `+ , - / ( )` in the lead’s Phone.
Entity Name is invalid	Remove characters such as `! # $ % * ; < = > @ ^ { } ~` from the Company Name.

Your company can also have its own checks on new entities, which stop the conversion with their own message.

Tabs

The tabs below the details are Contacts, Activities, Comments, Documents, Data, Stage Log and Action Log. TrakIT remembers the tab you used last, and opens the next lead on it.

Contacts tab

The Contacts tab lists the people you deal with at the company, the primary contacts first. The lead’s Primary Contact in the details is not listed here: on conversion, it becomes the entity’s contact person.

Column	Shows
Name, Designation	The person’s name and job title.
Phone, Email	How to reach them.
ID Number	An identity number, if needed.
Social	A link to their profile, for example on LinkedIn. It opens in a new tab.
Primary	A green check for a primary contact.

All the lead’s contacts are also listed on the Contacts page.

Add or change a contact

Select Add Contact, or select a contact’s row to change it.
Enter the Name, up to 100 characters. Required.
Fill in the Designation, Phone, Email, ID Number and Social / LinkedIn URL, as needed. TrakIT adds https:// to a web address that does not start with it.
Select Primary Contact for a main contact. A lead can have more than one.
Select Save.

To delete a contact, select its row, then the cross (Delete Contact) at the bottom left. The contact is deleted at once.

Message	What to do
Contact Name is required	Enter the name.
Social URL is not valid	Correct the web address.

Activities tab

The Activities tab lists the latest 20 activities for the lead, such as calls, meetings or tasks, latest first. For what activities are, see Activities.

Column	Shows
Type	The activity type.
Date	When the activity starts.
Status	Pending, Completed or Cancelled.
Details	The start of the details.
Owner	The activity’s owner.

Select a row to open the activity.

To add an activity, select Add Activity. The activity form opens with the lead already chosen: fill it in as described under Create an activity on the Activities page.

Comments tab

The Comments tab holds comments about the lead. There is no option to make them visible outside your company.

To post a comment, select Add…, write the comment and select Post. To record a spoken comment instead, select the microphone button. You can sort the comments, show them by status, and change a comment’s status. Posting comments and changing their status needs the permission to update leads. Comments on leads are not emailed, even to the users listed under Comment Recipients.

System administrators can delete their own comment within 30 minutes of posting it.

Documents tab

The Documents tab lists the lead’s files, such as proposals or company profiles, 10 per page, with their title, file name, type, status, expiry date (red once expired), size and who uploaded them. Cancelled files are shown in red. Select the icons to download, preview or print a file.

To add files, if your role can update leads:

Select Add Files.
Enter a File Title, and choose a Document Type, a Document Status and a Document Expiry if needed. Without a title, each file is titled with its file name.
Drag the files onto the box, or select Select File(s). The upload starts at once.

Each file can be up to 20 MB, of the types listed in the popup. To change a file’s details, select its pencil (Modify Document), make the changes and select Update. In the same popup you can cancel the file with Cancel Document. If your role can delete leads, you can also delete the file with the cross at the bottom left.

Data tab

The Data tab lists the lead’s data fields: extra fields your company has set up for leads.

Enter the Value and Remarks of the fields you need. Depending on the field, you type the value, choose a date, choose a place or an entity from a list, or choose one or more values from a list.
Select Save.

Use Search to find a field by name or code. Computed fields are worked out by TrakIT and cannot be changed. Inactive fields are shown in red. You can change data fields if your role can update leads. To add fields, a system administrator uses Admin > Masters > Data Fields. The data fields are also exported with the list on the Leads page.

Stage Log tab

The Stage Log tab lists the lead’s status changes, oldest first: From Status ([Initial] for the status the lead was created with), To Status, Changed On and Changed By.

Action Log tab

The Action Log tab lists what was done to the lead and when: its creation, changes (with each changed field), status changes and conversion. Use Search to find a user, action or value. Select Export to download the log as an Excel file. How long the log is kept depends on your installation’s data retention policy.

Who can use this page

Your role needs Read in the Leads section to open a lead. The other permissions in the Leads section:

Permission	Allows you to
Create	Create leads.
Update	Change the lead, add and change its contacts and files, change its data fields, post comments and change their status, and convert the lead into an entity.
Change Stage	Change the lead’s status with Change Status.
Delete	Delete the lead’s contacts and files.

Converting a lead also needs Create in the Entity Management section. Add Activity needs Create in the Activities section.