A lead does not have to end in a sale. Its goal says what you want to achieve — a sale, an exhibition, a press feature, a loan — and each goal has its own steps, in its own words. This article describes lead goals, Settings › Leads, the role rights for leads, the Leads tile on the Dashboard and the Leads report in WrkLst 10.
The goals
Sale is the default goal, and it is always on. A sales lead goes from New and In contact to Offer, Hold and Sale, and only sales leads carry offers, holds and sales, an Offer valid until date and a value — see From a lead to an offer, a hold or a sale.
Every other goal runs from New and In contact through three steps of its own, and you move it on by hand:
- Exhibition — Proposed, Shortlisted, Confirmed
- Press — Proposed, Agreed, Published
- Representation — Proposed, Negotiating, Represented
- Loan — Requested, Approved, Signed
- Application — Submitted, Shortlisted, Accepted
- Acquisition — In review, Approved, Acquired
Exhibition and Press are switched on from the start; the others you switch on under Settings › Leads, where you can also add goals of your own. Every goal can end as Lost or be parked as Long-term. A lost sales lead asks Why it was lost with Price, Bought elsewhere, No reply, Not available or Other reason; the other goals offer Not selected, Timing, No reply, Not available and Other reason, and Acquisition also Price.
On a lead with several artworks, each artwork has its own step. A lead of another goal reaches its last step once every open artwork has: until then it says, for example, The lead stays at Shortlisted until every artwork is Confirmed.
Choosing and changing a goal
With more than one goal on, New lead first asks which goal the lead is for. In the lead's dialog, Goal shows the goal and lets you change it while you edit. Each step keeps its place: an Offer becomes Proposed, and a lead changed to Sale goes from Proposed or Agreed to Offer. The goal stays fixed while a sale is linked (Unlink the sale first to change the goal.) and once a lead is closed (A closed lead keeps its goal.).
As soon as a lead you can see has a goal other than Sale, a Goal menu appears in the Leads toolbar: All goals, Sale, Other goals or one goal, each with the number of leads. The stage tabs then use the words of that goal. The board always shows one goal at a time.
Settings › Leads
Settings › Leads, in the group WrkLst account, is open to everyone whose role may change the General Account settings.
- Goals WrkLst brings lists the built-in goals with a switch, their steps and how many leads have them. Sale is Always on. Switch a goal off and new leads can no longer take it; leads that have it keep it, and you can still filter and report on them.
- Your own goals is for anything else a lead can aim at — a gallery representation, an art fair, a prize. Add goal, give it a Name and, if you like, your own word for each of its last three steps; an empty field uses the general word, shown as "Default: Proposed". Drag the goals into the order you want. Archive a goal to stop offering it: its leads keep it. An account can have up to 30 goals of its own, archived ones included.
- A goal that leads have or had cannot be removed — archive it instead. Your own goals have no icon and use the general reasons for a lost lead.
Choose Save changes when you are done. If a colleague saved the goals while you had the page open, WrkLst says so and offers Reload; your changes are not saved.
When the exhibition is the outcome
For Exhibition and Loan leads, the exhibition itself can be the outcome. When you move such a lead to one of its last two steps — Shortlisted or Confirmed, Approved or Signed — the move dialog offers Link the exhibition. Pick the exhibition under Search exhibitions: the artworks on its checklist move to that step, and the lead's other open artworks continue in a new lead with the same person. The dialog shows both groups before you confirm, and says so when the exhibition lists none of the artworks yet. The timeline then shows, for example, Outcome: Confirmed with the exhibition. Splitting off the other artworks needs a contact on the lead.
Who sees which leads
In Settings › User Roles, each role has a Leads card with four rights:
- View — see leads: the Leads page, the leads on contacts, works, exhibitions and presentations, the Leads tile on the Dashboard, the Leads report and lead follow-ups in a calendar subscription.
- Edit & delete — create, edit, move and delete leads, add notes and set follow-up dates. Without it there is no New lead, no Move to and no dragging on the board.
- Read and edit confidential leads — see leads marked Confidential, and mark them.
- See every lead, not only your own (…) — leads of colleagues too. Without it, a person sees only the leads assigned to them, the ones where they are the second person, and the unassigned leads they entered themselves — everywhere in WrkLst — and the Mine / All button is not shown.
The administrator and full-employee roles have all four. Roles that could already see leads when Leads arrived were given the last one as well; you can take it away per role.
A few rights from other areas matter too. Creating or linking offers, holds and sales needs Sales, and a lead that follows an offer, hold or sale is seen only by people who may see that record. Artworks on a lead need access to Works; Reply needs Messages and a connected mailbox; Add to waitlist needs access to waitlists and the right to edit contacts. A lead can only be assigned to someone who may see it. If you may see only your own leads and assign one to a colleague, WrkLst warns you first: You will no longer see this lead.
The Leads tile on the Dashboard
The Leads tile sits at the top left of your Dashboard, unless you moved it, while something is waiting for a reply or you have an open lead of your own. At the top are two numbers, each a click away from the list behind it:
- Waiting for a reply — leads that have been New for more than 24 hours, counting every lead you may see.
- Follow-up due — your own leads due today or earlier.
Below them are up to 20 of your own open leads, long-term ones included: overdue follow-ups first, then the next follow-ups, then the leads changed most recently, each with its goal, stage, follow-up date and a picture. Your leads opens the list.
The Leads report
Reports & Analytics has a Leads tab. It opens for everyone who may see leads, and it counts only the leads you may see. Choose the Goal, View by (Weekly, Monthly, Quarterly or Yearly) and the Year.
- Open leads — right now, by stage, whatever the period; Long-term leads are shown apart, as they are not counted in the funnel.
- By goal — with several goals: for each goal its open leads, new, won and lost leads in the period, its Win rate and the median time to won or lost.
- New leads — by source, such as From your website or From a presentation.
- Won or lost — with the Win rate, won ÷ (won + lost). Rates of different goals are never added together.
- Sales value — what the offers, holds and sales of sales leads are worth: In offers and On hold right now, Won in the period, converted to your account's currency as on the Sales tab.
- Channel and Assigned to — new, won and lost leads per channel and per person, with the Won sales value.
- By contact — the 25 contacts with the most leads, with their Open sales value.
- Why it was lost — the lost leads, by reason. Works declined — every artwork a contact said no to, counted one by one with its reason.
- Reply and close times — First reply (median), the time to a lead's first move out of New, also per source, and To won or lost (median).
Sales leads and all money figures need the right to see sales reports, which the administrator role has from the start. Without it, the tab shows the other goals only.
Waitlists
A waitlist holds the artists a collector is waiting for. It belongs to the contact, not to a lead, and you find it in the contact's Leads & waitlists section. When a lead turns out to be a wish for later, Add to waitlist on the lead opens the contact's waitlists with the lead's artists already added at the top; nothing changes until you choose Save changes.
Your own lead settings
Two settings are your own. Under Settings › Notifications, New leads decides which new leads you hear about: None, Enquiries from your website and presentations or All new leads. Follow-up reminders and the notice that a lead was assigned to you always arrive; there is no switch for them. Under Settings › Calendar, a subscription with Lead follow-ups puts the follow-up dates of the leads assigned to you into your calendar app.
Still using WrkLst Classic? Goals, Settings › Leads and the Leads report are part of WrkLst 10; Classic has no Leads report.