Leads

Package: SALES MARKETING

1. General

When the SalesViewer integration is active, special MQL fields (Marketing Qualified Lead) are automatically integrated into the Leads module:

Field	Description
SalesViewer Origin	URL or company name of the configured SalesViewer
SalesViewer URL	Link to the record at SalesViewer
SalesViewer Category	Category of the lead according to SalesViewer classification

2. List View

The list view in the Leads module has the usual functionalities of a list view. For more detailed information, see the section Structure/Layout – List View.

2.1. Actions

In the list view, general actions are available depending on the module. An overview and description of all general actions can be found in the section Actions (List View).

The following module-specific actions are also available:

Action	Prerequisite	Functionality
Create Google Maps Route	none	Creates a Google Maps route based on the selected records – see Actions (List View) – Create Google Maps Route
Retrieve Geodata	none	Retrieves the geodata of the selected records based on the stored address – see Actions (List View) – Retrieve Geodata

3. Detail View

3.1. Fields

The following table describes fields with non-obvious functions. All other fields are self-explanatory.

Basic Data Block

Field	Description
Email Opt Out	When activated, no automated system emails are sent to this lead
Newsletter Unsubscribed	When activated, the email address is ignored when adding to a newsletter recipient list (e.g., in the Email Marketing module)

3.2. Actions

The following actions are available in the detail view:

3.2.1. General Actions

• Convert Lead
• PDF Export
• Recommend
• Copy
• Delete
• Change Tracking

For detailed information on the actions, see the section Actions (Detail View).

3.2.2. Module-Specific Actions

Action	Prerequisite	Functionality
Generate QR Code (vCard)	–	Generates a QR code with the lead's contact data as a vCard
New Document	–	Creates a new document and links it to the lead
New Task	–	Creates a new task and links it to the lead
New Appointment	–	Creates a new appointment and links it to the lead
New Email	Configured email inbox	Opens the email editor with reference to the lead
Send SMS	Configured Connect integration	Sends an SMS to a phone number stored in the record

3.2.3. Action Convert Lead

Via the Convert Lead action, the lead record is converted into a Contact. Optionally, records in the Organizations, Partner, Deals, Appointments and Tasks modules can be created simultaneously.

The popup is divided into several blocks: The upper section defines which modules the lead should be converted into. This is followed by a general block for settings such as comment and tag transfer as well as responsibility. Below this, separate blocks appear for each selected target module – e.g., Deals, Appointments, Tasks. All required fields of the respective target modules are displayed in the form and must be filled in before conversion. Fields from Contacts and Organizations are not queried in the form, as their population is configured via the Field Transfer function in the Layout of the Leads module.

The "Convert Lead" popup is divided into four tabs:

• Convert Lead → Defines which records should be created in which modules
• Appointment → Creates a new record in the Appointments module
• Task → Creates a new record in the Tasks module
• Note → Creates an additional note in the selected record

Tab "Convert Lead"

Convert Lead popup – Convert Lead tab

Tab "Appointment"

Convert Lead popup – Appointment tab

Tab "Task"

Convert Lead popup – Task tab

Tab "Note"

Convert Lead popup – Note tab

When converting a lead, fields from the Leads module are automatically transferred to the target modules. The following tables show which fields are transferred to which modules.

Field Transfer → Contacts module (automatic)

Field Leads	Field Contacts
Salutation	Salutation
First Name	First Name
Last Name	Last Name
Organization	Organization
Phone	Direct Phone
Mobile	Mobile
Email	Email
Lead Source	Source
Position	Position
Website	Website
Newsletter Unsubscribed	Newsletter Unsubscribed
Partner	Partner
Street	Street
Postal Code	Postal Code
City	City
Country Code	Country Code

Field Transfer → Organizations module (optional)

Field Leads	Field Organizations
Organization	Organization
Phone	Phone
Fax	Fax
Email	Email
Industry	Industry
Website	Website
Newsletter Unsubscribed	Newsletter Unsubscribed
Partner	Partner
Number of Employees	Number of Employees
Street	Street
Postal Code	Postal Code
City	City
Country Code	Country Code

Field Transfer → Partners module (optional)

Field Leads	Field Partners
Organization	Organization
Phone	Phone
Fax	Fax
Email	Email
Industry	Industry
Website	Website
Newsletter Unsubscribed	Newsletter Unsubscribed
Partner	Partner
Number of Employees	Number of Employees
Street	Street
Postal Code	Postal Code
City	City
Country Code	Country Code

When converting a lead, notes from the lead record can either be transferred to the contact or used to create documents. After a lead conversion, notifications about comments on the original record point to the newly created organization.

4. Practical Examples

1 – Qualifying an Incoming Lead and Converting to a Contact

A prospect fills out a contact form on the company website. The lead is automatically created in brainX, the Source is set to Website and the lead is assigned to the responsible sales employee. The employee adds missing information, links the lead to an appointment via the New Appointment action and conducts a qualification call.

After a successful call, the lead record is converted into a contact via the Convert Lead action. In the popup, a new organization, a deal with an estimated amount and closing date, and a follow-up task are created simultaneously. All relevant fields – name, email, phone, address, source – are automatically transferred to the target modules. The lead record is permanently deleted after conversion; all subsequent processes continue through the newly created contact and deal record.

2 – Qualifying and Following Up an MQL from SalesViewer

The SalesViewer integration identifies an anonymous website visitor as a potential company. In brainX, a lead is automatically created with the SalesViewer fields Origin, URL and Category populated. The responsible sales employee receives a notification and opens the lead record.

After research, he adds the contact details of the appropriate contact person at the company, sets the Lead Source to MQL and links the lead to a planned initial contact appointment via the New Appointment action. If the company shows concrete interest, the lead is converted via Convert Lead into a contact and an organization, starting direct sales work.

3 – Manually Creating and Following Up on a Lead from a Trade Fair

Several qualified conversations were held at a trade fair. Afterwards, lead records are manually created in brainX for each conversation partner. The Source is set to Trade Fair, notes about the conversation are recorded in the notes field and the leads are each assigned to the responsible sales employee.

Via the New Task action, a follow-up task with a due date is created directly from the lead. For the planned follow-up mailing, all newly created trade fair leads are selected via a filter in the list view and added to a campaign as participants. Qualified leads are subsequently converted via Convert Lead into contacts and deals.

5. Frequently Asked Questions

Can the lead conversion be undone?

No. Via the Convert Lead action, the lead record is permanently deleted – it is not moved to the trash. The conversion cannot be undone. It is therefore recommended to ensure all relevant information is fully maintained on the lead before conversion.

Which records can be created simultaneously during lead conversion?

In the Convert Lead popup, in addition to the contact, records can optionally be created simultaneously in the Organizations, Partner, Deals, Appointments and Tasks modules. All relevant fields are automatically transferred from the lead to the target modules.

Are all fields of a lead automatically transferred during conversion?

The standard fields of the Leads module are automatically transferred to the corresponding fields of the target modules – e.g., name, email, phone, address and source. For custom fields, additional field mappings can be configured in Global Settings – Layout via the Field Transfer function.

What does the "Email Opt Out" toggle do for a lead?

When activated, no more automated system emails are sent to this lead – e.g., via automations. Manually sent emails are not affected.

Can a lead be assigned to an existing contact or organization without converting it?

No. A direct reference from a lead to an existing contact is not provided in the Leads module. If a lead is to be assigned to an existing contact, the lead must be converted via Convert Lead – during which an existing contact or organization can be selected in the popup instead of creating new records.

What are SalesViewer fields and when are they displayed?

The SalesViewer fields SalesViewer Origin, SalesViewer URL and SalesViewer Category are only displayed in the Leads module when the SalesViewer integration is active. They contain information about automatically identified website visitors who are created as Marketing Qualified Leads (MQL) in brainX.