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Customizing Salesforce Opportunity Stages

Every organization is different in its own way. However, every organization wants to find new sales and keep current customers. And that requires either finding new opportunities with the current customers or new opportunities with the new customers and well maintaining that through different Salesforce opportunity stages. Every opportunity usually progresses from provisional or tentative before it’s final. As the opportunity progresses you get more and more confident that it will convert to a sale. More Salesforce solutions to use here.

Similarly, in salesforce, the opportunity has different out-of-the-box Salesforce Opportunity Stages. And each stage is linked to the types of the task being performed, and how likely the sale will be made. A usual sales process that you go through might look as below.

salesforce-opportunity-1

Salesforce opportunity stage field comes with few standard stage value as below to convert most standard sales process and you are at liberty to change that by either adding new stages or delete existing stages, We will review the process of adding changing or deleting opportunity stage below.

But first, let’s review standard Salesforce Opportunity stage values:

salesforce-opportunity-2

As Salesforce opportunity progresses through each of the above stage probability of converting that to sale increases. After all, if the customer isn’t interested in the product or service they will stop providing more information or interaction. Therefore each stage has a probability associated with it salesforce. It’s by default assigned to each stage by the administrator which ultimately helps the leadership team look at the forecast of the overall sale. Look at the screenshot below to review each opportunity stage along with its probability allocation.

salesforce-opportunity-3

It’s important that you bring together some of your sales personnel when determining Salesforce opportunity stages and the sales process. Evaluate which of the standard stage you can use and the new stages you will need to create along with the probability that applies best for your sales process. While customizing stages consider names of each being meaningful for your sales team.

In Salesforce, you can set up separate sales processes for each type of sale you make. For example, Cloud Kicks may have one sales process to handle standard retail orders for large quantities of shoes, and a separate process for small, custom shoe orders. Setting up each process takes several steps.

  1. Create the Salesforce opportunity stages needed in the sales process.
  2. Name the sales process, and select what opportunity stages are included in that particular process.
  3. Optionally, create a Salesforce Opportunity page layout specific to the process. For example, you might include a field called “Custom Embroidery” on the page layout for the sales process for small, custom shoe orders but not on the page layout for standard retail orders.
  4. Create a record type for the sales process. Record types link the sales process to the page layout that goes with it.

Salesforce Opportunity – Sales Process & Record Type

Before customizing stage in opportunity, salesforce recommends setting up a new sales process as well as the record type. You might sell different products or services differently or the same. Salesforce recommends setting up at least one sales process and you can add more if it’s applicable for your business needs.

How to set up the sales process?

  1. From Setup, click Customize | Opportunities | Sales Processes.
  2. Click New.
  3. To create the first new process for your organization, create a Master process.
  4. Give your sales process a unique but descriptive name. For example, Retail Sales.
  5. Optionally, add a description. Then click Save.
  6. By default, all stages are included in a new process. Remove stages you don’t want to include by clicking the stage name in the Selected Values area, and then clicking the Remove arrow to move the unwanted stage to the Available Values area. For example, if you qualify all leads before converting leads to opportunities, remove Qualification from the selected values.
  7. Click Save.

How to set up an opportunity record type?

  1. From Setup, click Customize | Opportunities | Record Types.
  2. Click New.
  3. Enter a record type label and a record type name.
  4. Select a sales process to apply the record type to.
  5. Optionally, add a description of this process.
  6. Select which profiles can access the new sales process.
  7. Click Next.
  8. Apply the page layout to the Opportunity Layout.
  9. Click Save.

Salesforce Classic – Add or change opportunity stage

  1. Navigate to Setup
  2. Under ‘Build’, click Customize | Opportunity | Fields
  3. Click the ‘Stage’ field
  4. Click ‘New’ to add a new stage. Click ‘Edit’ next to the stage to change the probability or type of forecast category
  5. For new Opportunity stage values, select the Sales Process to be associated
  6. This option is only present if the organization has multiple Sales Processes (available in Enterprise Edition and above)
  7. Click ‘Save’

Salesforce Lightning – Add or change Salesforce opportunity stage

  1. Navigate to Setup
  2. Click Object Manager | Opportunity | Fields & Relationships
  3. Click the ‘Stage’ field name.
  4. Click ‘New’ to add a new stage under Opportunity Stage Picklist Values. Click ‘Edit’ next to the stage to change the probability or type of forecast category
  5. For new Opportunity stage values, select the Sales Process to be associated This option is only present if the organization has multiple Sales Processes (available in Enterprise Edition and above)
  6. Click ‘Save’ 

Salesforce Classic – Delete an opportunity stage

  1. Navigate to Setup
  2. Under ‘Build’ click Customize | Opportunity | Fields
  3. Click on the ‘Stage’ field name
  4. Click ‘Del’ next to the picklist value
  5. Select the appropriate stage from the drop-down that all opportunities with the current stage will be replaced with. If an opportunity stage is deleted and is not replaced with an existing value, it will be moved to the list of inactive stages

Salesforce Lightning – Delete an Salesforce opportunity stage

  1. Navigate to Setup
  2. Click Object Manager | Opportunity | Fields & Relationships
  3. Click the ‘Stage’ field name.
  4. Click ‘Del’ next to the picklist value.
  5. Select the appropriate stage from the drop-down that all opportunities with the current stage will be replaced with. If an opportunity stage is deleted and is not replaced with an existing value, it will be moved to the list of inactive stages.

Additional steps for adding/updating/deleting Salesforce Opportunity stage

  • When updating the Salesforce opportunity stage value, it will not update historical records created using that value. If you like to update those records, please update that either using data loader or manually update that opening a record page
  • When adding a new stage value also update that in the sales possess for it to be available on new records when creating or updating Salesforce opportunity. If not added to the sales process it will not be visible to the user

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