Leads keeps every enquiry in one place — who it is from, which works and artists it is about, who is looking after it and when to follow up — from the first contact to the sale, or to an exhibition, a press feature or any other goal you set. This article describes Leads in WrkLst 10.
What a lead is
A lead is one conversation with one person about something you want to achieve: selling a work, placing an artist in an exhibition, getting a press feature. It holds the person, the works and artists it is about, who looks after it, when to follow up, and a timeline of everything that happened. Leads come in from many places — a collector writing in, an enquiry from a presentation or your website, a works mail you sent — and you move each one on until it is won or lost.
Everything you recorded as interest before is already there, as leads under Long-term. The word on contacts and works has changed with it: the contact's section is now Leads & waitlists, and the action menus of contacts, works and the basket offer Lead.
Your leads and everyone's
Open Leads in the main menu. It opens on your own leads: the ones assigned to you, the ones you look after as the second person, and the unassigned ones you entered yourself. The Mine / All button beside the view switch shows every lead, and an Unassigned pill tells you when leads are still waiting for someone — a click lists them.
Whether a role may see other people's leads at all is set per role in Settings › User Roles; the administrator and full-employee roles always may. Without that right, a person sees only their own leads, everywhere in WrkLst.
List, board and calendar
The view button switches between three views; search, filters and Mine / All carry over.
- List view — by default grouped By contact: each contact shows what is open and for which goals, how many artworks, what the sales are worth and when something last happened, with their earlier leads folded away below. By lead shows one lead per line. Tabs above the list filter by stage — All open, New, In contact, Offer, Hold, Sale, Lost and Long-term — and Order sorts by newest, oldest, recently changed, longest in their stage or most important.
- Board view — a column for each stage except Long-term. A lead appears in every column where it has artworks, and each card lists only the artworks at that stage; "+2 in In contact" says where the others are. Drag one artwork by its own handle, all artworks on a card by the card's handle, or use Move to. Each column counts its leads and its artworks and adds up what is in it, per currency. The board is not offered on phones.
- Calendar view — a month or a week, and on a phone a day-by-day agenda: what is due for follow-up and what happened when. Overdue follow-ups stand out from those due today, and on today's date the calendar says how many are overdue — one click lists them. A click on a follow-up opens the lead; a click on what happened opens it at that point of its timeline.
Filter leads narrows any view to leads Waiting for a reply (new for more than 24 hours), Follow-up due, Follow-up overdue, one person they are Assigned to, one Contact, Artist, Artwork, Exhibition or Presentation, your Tags, a Channel or a Source — where the lead came from, such as From your website or From a presentation. When your account uses more goals than sales, the Goal menu in the toolbar shows one goal, all of them, or all except sales.
Creating a lead
- On the Leads page with New lead; if your account uses several goals, choose the goal first.
- From a contact, a work or the basket with Lead in the action menu — the lead starts with that person, that work and its artist, or all the works in your basket.
- From an exhibition, an art fair or a presentation with New lead in its Leads section — the lead is already linked to it.
- From an e-mail with a contact, with Make a lead next to the message.
- When you send works by e-mail, switch on Record as a lead; in a campaign, Record every recipient as a lead. Each recipient becomes a lead with those works — in Offer when prices are included, otherwise In contact.
- By themselves, from enquiries on your presentations and your website, and from requests to purchase on your presentations — see Presentations and Your WrkLst website.
In the dialog you choose the Contact, the Artworks and Artists, linked Exhibitions & presentations, who it is Assigned to and who is Also assigned to it, the Channel it came through (Email, Phone, Art fair, Artsy…), a Follow-up date, an Importance from one to five stars, Notes, your own Tags and, if you may, Confidential. For a sale you can also set Offer valid until: once that date has passed, the lead shows Expired.
Someone who is not in your contacts yet
A lead does not need a contact. Tick Not in my contacts yet and keep their name, e-mail or phone on the lead; enquiries from your presentations and website arrive this way. The lead shows Not linked until you decide: WrkLst suggests a Possible match from your contacts by the same e-mail, phone number or name, and you choose Link to that contact, Link an existing contact… or Create contact. Nothing is ever linked by itself. An enquiry that is plainly spam goes with Delete as spam, and nobody is added to your contacts.
Working on a lead
Open a lead and the list stays beside it. At the top you see its stage, its goal, how many days it has been in that stage, and its facts: e-mail and phone, who looks after it, the follow-up, the channel and source, when it came in and when it was first answered. Below sit its Artworks, its Timeline, earlier leads with the same person, its artists, linked exhibitions and presentations, a linked sale, and the e-mails you have sent that person since the lead came in.
The bar at the bottom holds Move to, Create (an offer, hold or sale — see From a lead to an offer, a hold or a sale), Edit lead, Note, Reply, Reject artworks…, Set a follow-up date, Add to waitlist and Delete.
Reply writes to the person with the lead's works already attached. When you answer a lead by e-mail from WrkLst, it moves from New to In contact by itself and no longer counts as waiting for a reply.
The timeline
Every lead has a timeline: who did what and when — created, moved, artworks added or rejected, offers and holds linked, follow-ups set and done, mails sent and kept. To add a note, type a line in Add a note… and press Enter (Shift+Enter starts a new line). You can edit or delete your own notes; a deleted note leaves a line saying who deleted it.
Your own mails appear with their subject. When a colleague writes to the contact or keeps a mail with them, every open or long-term lead with that contact says who and when — never what.
Follow-ups and notifications
Set a follow-up date puts the next step on the lead; Done records it on the timeline. On the follow-up day, WrkLst reminds the person the lead is assigned to, and when a colleague assigns a lead to you, you hear about it right away. These two notices cannot be switched off. Under Settings › Notifications, New leads decides which new leads you are told about: None, Enquiries from your website and presentations, or All new leads. A lead you enter yourself never notifies you.
Your Dashboard shows your own open leads with the follow-ups that are due or overdue first, how many leads are waiting for a reply and how many of your follow-ups are due. Lead follow-ups can also go into your calendar app: add a subscription with Lead follow-ups under Settings › Calendar — see Calendar feed.
Earlier leads and merging
A contact's closed leads — won, published or lost — stay folded away under Earlier leads, with whose they were, so you know what was said before; you find them in the grouped list, on the lead and on the contact. When two open leads of one contact fit together again, the group suggests merging them: Merge shows what moves where, nothing is merged until you confirm, and their artworks, notes, timeline and follow-ups continue as one.
Lead data you no longer need
Leads with someone who never became a contact are deleted automatically after 24 months without activity, or 24 months after they were lost. Leads linked to a contact are kept as long as the contact exists; when a contact is deleted for good, its leads are deleted too.
Still using WrkLst Classic? Classic shows and records leads on contacts and works, but the Leads page, the board, the calendar, stages and follow-ups are part of WrkLst 10. A link to a lead always opens it in WrkLst 10.