15.1 Creating a Lead

Users with the appropriate Lead access can create prospects directly in AIUNIFY CRM.

You can begin from the Leads workspace or use the Lead Quick Action when that shortcut is available to your account.

15.2 Search Before Creating

Before creating a Lead, search the existing Leads and, when appropriate, Customers and Contacts for the same person or company.

This is particularly important when you already know the prospect's email address or company name.

Duplicate Leads can divide notes, activities, assignments, proposals, attachments, and follow-up history between multiple records.

15.3 Lead Identity Information

The Lead record supports prospect identity information such as the Lead name and other person/company details presented by the form.

Use the fields according to their labels rather than placing all prospect information into the description field.

15.4 Contact and Company Information

Confirmed Lead data includes information such as:

• Email address.
• Position or title.
• Phone number.
• Company.
• Website.

Enter only information you have reasonably verified. Accurate Lead contact information becomes especially important when the Lead is later converted to a Customer.

15.5 Address Information

The Lead record can store:

• Address.
• City.
• State.
• ZIP/postal information.
• Country.

Complete the applicable information when it is relevant to your organization's prospecting process.

15.6 Lead Description

Use the Lead Description for useful prospect context that does not belong in a dedicated structured field.

A good description can help another authorized user quickly understand the opportunity without replacing the formal activity, note, or task history.

15.7 Selecting an Existing Lead Source

The Lead record supports an existing Source value.

Select the source that accurately represents where the Lead originated when an applicable source is available in the CRM.

This manual covers selecting an existing source, not configuring the organization's Lead Source catalog.

15.8 Selecting an Existing Lead Status

Choose the appropriate existing Lead Status for the prospect's current position in the business process.

Status should represent the Lead's actual state. Do not advance the Lead simply to make the pipeline appear more complete.

15.9 Assigning a Lead

The Lead record supports assignment to a responsible staff user.

When your workflow allows assignment, choose the person who is expected to manage or follow up with that Lead.

Assignments can also influence which Leads users are permitted to access.

15.10 Lead Tags

Lead workflows support Tags where available.

Use existing Tags consistently to add useful classification without replacing the Lead's Source, Status, or assigned owner.

15.11 Duplicate and Unique-Value Validation

The Leads workflow contains validation for fields that are expected to be unique.

If AIUNIFY CRM reports that a value is already in use, investigate the existing Lead instead of changing the value merely to force creation of another record.

15.12 Saving a New Lead

1. Open Leads or the Lead Quick Action.
2. Search first for an existing record.
3. Enter the prospect's identity information.
4. Enter available email, phone, company, website, and address details.
5. Select the appropriate existing Source.
6. Select the appropriate existing Status.
7. Assign the Lead when required.
8. Add relevant Tags when used.
9. Review the information.
10. Save the Lead.
11. Open the saved Lead and confirm that the information is correct.

15.13 Editing a Lead

When you have permission to edit a Lead, open the existing record and update only the information that has actually changed.

Use status/activity workflows for process changes rather than overwriting permanent identity fields with temporary comments.

15.14 Lead Data Quality

• Keep email and phone information accurate.
• Use Company and Position fields appropriately.
• Select the real Source and Status.
• Keep assignments current.
• Use Tags consistently.
• Do not create duplicate Leads to represent additional follow-up attempts.
• Do not modify Source or Status catalogs as part of ordinary Lead entry.