Lead Acquisition & Allocation

The Leads module enables Marketing and Sales Management to capture customer inquiries, evaluate prospect potential, prevent duplicate data, and allocate leads to sales representatives under strict Service Level Agreement (SLA) standards.

See also

Video Tutorial: Quy trình sử dụng CRM của Marketing

Create a New Lead

1. Navigate to CRM ‣ Leads.

2. Click New to open the lead creation form.

General Information

No.	Field Name	Description & Usage
1	Lead Name	Customer name combined with project/product need for instant identification.
2	Tags	Categorization tags (e.g., Potential Customer, VIP Customer, Partner). Multiple tags allowed.
3	Rating	Lead Scoring from 1 to 3 stars evaluating interest and readiness.
4	Probability	Estimated deal win probability (%) calculated automatically by stage.
5	Expected Revenue	Estimated total revenue value if the deal is won.

Customer Information & Address

No.	Field Name	Description & Usage
6	Customer	Select existing contact or leave blank for newly acquired prospects.
7	Company Name	Full legal entity name of the customer organization.
8	Email	Primary business email address for correspondence.
9	Phone	Primary contact telephone / hotline number.
10	Address	Full physical location (Street, Ward, District, City/Province, Postal Code, and Country).
11	Website	Corporate URL of the customer organization.

Note

When entering the address, simply type the first line (Street…). The system will assist in filling the remaining geographic components.

Contact Person (B2B Accounts)

Complete this section only when the prospective customer is an enterprise organization (Account). The contact person acts as the official representative for that company. If the prospect is an individual client, leave this section blank.

Field Name	Description & Usage
Contact Name	Full name of the company representative.
Job Title	Designation or role (e.g., Director, Department Head, Purchasing Manager).
Contact Phone	Direct mobile or extension phone number of the representative.
Contact Email	Direct business email address of the representative.

Classification (Dashboard Analytics Data)

Ensure all classification fields are completed accurately to populate real-time analytical reports on the CRM Dashboard:

Field Name	Description & Usage
Customer Group	Customer segmentation tier established by company policy.
Lead Source	Lead acquisition origin (e.g., Website, Facebook, Referral, Exhibition, Phone Call).
Product Group	Product line, machinery, or engineering solution of interest.
Region	Geographical territory or operating market of the prospect.

Responsibility & Additional Information

Field Name	Description & Usage
Creation Date	Automatically recorded by the system upon lead creation.
Expected Closing Date	Target contract execution date (leave blank if undetermined).
Marketing Representative	Marketing staff member responsible for lead generation.
Salesperson	Left blank initially by Marketing. Once qualification is complete, assign the designated sales representative.
Receiving Company	Automatically assigned to the operating subsidiary unit of the chosen salesperson.
Internal Notes Tab	Qualitative background notes for the sales handover.
Extra Information Tab	Campaign association field if the lead was generated through a marketing campaign.

Duplicate Detection Alert

The system incorporates an automated duplicate detection mechanism. If an entered Phone Number or Email already exists in the CRM database, the system will trigger a validation alert and block record creation.

To configure duplicate detection criteria per subsidiary company:

1. Navigate to CRM ‣ Configuration.

2. Under the Lead Duplicate Warning section, toggle the active criteria (Email, Phone, Address, Company Name, Contact Phone).

Lead Scoring & SLA Allocation

Lead Quality Classification (1–3 Stars)

• 3 Stars (Hot): High purchasing interest, clear project timeline, and dedicated budget.

• 2 Stars (Warm): Identified need, evaluating technical and commercial options.

• 1 Star (Cold): General inquiry, exploratory information gathering.

• 0 Stars (Unqualified): Out-of-scope inquiries or non-viable requirements.

Workflow Stages & Salesperson Assignment

1. Initial State: Newly created leads default to the New stage.

2. Marketing Qualification: Once Marketing assesses lead quality (1–3 stars), transition the stage to MKT Qualified.

3. Sales Handover: In the Salesperson field, select the designated sales representative.

Automated System Actions on Sales Assignment

Upon assigning a salesperson, the system automatically executes four synchronized actions:

1. Generates a Lead Reception Activity assigned to the salesperson in Chatter.

2. Records the timestamp in the Assignment Date field.

3. Initiates the SLA Countdown Timer. Higher star ratings impose tighter response windows. If the SLA expires without interaction, escalation alerts are routed to sales management.

4. Automatically transitions the lead stage to Handover.