In Act!, you can perform a search based on Opportunity field values to narrow the Opportunity List to a defined criteria. This search is referred to as a Lookup. For instructions on performing a Lookup, please click on the link below that applies to your version of Act!.
In ACT! 2005-2009, you can create a Lookup of Opportunities based on any of the following criteria:
- Activity Follow-Up
- Actual Close Date
- Create Date
- Days Open
- Edit Date
- Estimated Close Date
- Open Date
- Opportunity Field 1
- Opportunity Field 2
- Opportunity Field 3
- Opportunity Field 4
- Opportunity Field 5
- Opportunity Field 6
- Opportunity Field 7
- Opportunity Field 8
- Private Opportunity
- Probability of Close
- Product Cost
- Product Discount
- Product Item #
- Product Name
- Product Price
- Product Quantity
- Product Subtotal
- Record Manager
- Referred By
Note: Opportunity Fields 1 through 8 will reflect the changed field name if you have renamed any of these fields.
Use the following steps to create a Lookup of Opportunities:
- Point to Opportunities from the Lookup menu. The following menu will appear.
- Click the field you would like to base your Lookup on. If you do not see the field listed, click on Other Fields.
The Lookup Opportunities dialog appears.
- Ensure the field shown in the Look in this field section is the field you want to base your Lookup on. If not, from the drop-down list, click the correct field.
- Click the drop-down list in the For the current lookup section, and then click Replace Lookup (default), Add to Lookup, or Narrow Lookup depending on your situation.
- Enter the data your Lookup will be based on in the Search for section, and then click OK. The Opportunity list will appear with the Opportunities that apply to the current Lookup.
In Act! 2010 and later, the Opportunity structure was redefined so as to allow greater flexibility and customization of Opportunities. This also added greater flexibility to Lookups based on Opportunity fields. You can now easily Lookup Opportunities using the following steps:
- From the Navigation Bar on the left, click the Opportunities button.
- From here, if you want to just to do a quick Search, then select the Opportunity field to search on from the dropdown in the upper right, type in the value you would like search for, and click Go. If you would like additional Lookup options, then click More Options.
- Clicking More Options will bring up the Lookup Opportunities dialog box. In this box, click the Show more options button to see more Lookup options. This option may already enabled when the dialog box opens.
- Select the field you would like to search from the Field drop-down.
- Select the operator (i.e., Contains, Starts With, Equal To) from the second drop-down box
- Type in the value you would like to search for. If the field you are searching on is a drop-down field, then you can select from the values that are available for that field.
- Click the drop-down list in the For the current lookup section, and then click Replace Lookup (default), Add to Lookup, or Narrow Lookup depending on your situation. For a new Lookup, Replace Lookup will be the only option.
- Select the Include Private box if you would like Opportunities you have marked as Private to be included in the results. This will not include other users private Opportunities
- Click OK and the Opportunity List will appear with the Opportunities that apply to the current lookup. If there is only one result for your search, then that record will be displayed in the Opportunity Detail view.
Note: The values for the Status field changed in Act! 2010. Instead of looking for the name of the Status (i.e., Open, Closed), you will use a value from 0 to 3 to lookup the status type. Use the value that corresponds with the status type from the list below:
- Open = 0
- Closed - Won = 1
- Closed - Lost = 2
- Inactive = 3
If you want to perform a more in-depth Lookup, you can do so by running an Advanced Query. For more information on performing an Advanced Query, please see the following Knowledgebase article:
How to create, use, and edit an advanced query in Act!
Answer ID How to create, use, and edit an advanced query in Act!