Configure opportunity workflows (opportunity types)

Configure the opportunity workflows to fit your organization's process. Each workflow is related to an opportunity type (e.g., in-licensing, out-licensing, investor relations...).

Overview

Plan availability: 
Essential Deal plan users are allowed two opportunity types
Advanced Deal plan users are allowed unlimited opportunity types
Required user role: Manager with Business Admin rights

Opportunity workflows are built of two default first stages, shared among all opportunity types, and remaining stages starting from the third stage of the workflow, defined by the opportunity type.

To create a whole new workflow, please reach out to your Customer Success Manager at Inpart.

To manage anything related to existing opportunity workflow configuration:

• For the two first stages, please reach out to your Customer Success Manager at Inpart.
• For the configurable stages, starting from the third stage of the workflow, go to the Administration page in Deal and open the Platform tab. Select the workflow you want to modify in the Opportunity type configuration section to open the settings: workflow name, description, asset type, stages, etc.

Important: Don't forget to click Save after you modify the workflow settings at the bottom of the page. The Save button is deactivated if no change is made.

Impacts on existing and new opportunities

If the structure of the workflows used by your company changes over time (e.g., change of stage/status names, creation, deletion of a stage...):

• Existing opportunities aren't impacted: The workflows of all opportunities created before the changes will remain unchanged, regardless of the stage they're in. (E.g., if a stage has been added, any opportunity that is in a stage before this new stage won't display this new stage).
• Newly created opportunities are impacted: Only the newly created opportunities will use the updated version of the workflow.

Customize workflow names and descriptions

The workflow name and description (aka opportunity type) are displayed in Deal when creating an opportunity or when moving the workflow to the third stage, when you're asked to choose the opportunity type (i.e. workflow type).

You can rename the workflow at your convenience on the Administration page. Open the Platform tab and go to the Opportunity type configuration section. Update the Opportunity type name field, and the workflow description in the Description field, and click Save.

Select workflow asset types

On the Administration page, open the Platform tab and go to the Opportunity type configuration section. You can select the asset types in the Asset types field.

A workflow template can be used for one asset type or several asset types at the same time.

By default, any opportunity with a pharma, technology, or consumer health asset has the In-Licensing (defaultDealType) workflow enabled. The In-Licensing default workflow comes with four stages:

• Confidential Evaluation.
• Due Diligence.
• Negotiation.
• Contracting.

If you're not using the four asset types offered in Deal (pharma, technology, organization, or consumer health), you can deactivate them. This will define which asset types will be available during opportunity and asset creation. When only one asset type is enabled, this automatically skips the asset selection step for both opportunities and assets.

Open the Asset management section and click Asset creation. Then, you can toggle off the asset types you're not interested in using.

Manage workflow stages

Create stages

If a workflow requires additional stages, go to the Administration page, open the Platform tab, and open the Opportunity type configuration section. Open the workflow settings and click Add stage.

Enter the Stage name (mandatory). You can also add information in the Stage instruction field.

Add default tasks per stage

Default tasks linked to each opportunity stage can be set up to be completed during the opportunity lifecycle. Default tasks are visible in the Tasks and Evaluations side panel of the opportunity. 

• Default tasks for the first two stages of the workflow appear when you enter each stage, and the due dates (set in days on the Administration page) are calculated from these moments. Please reach out to your Customer Success Manager at Inpart to set up those tasks.

• Default tasks for all remaining stages appear starting from the third stage, when the opportunity type applies, and the due dates (set in days on the Administration page) are calculated from this moment. Go to the Administration page, open the Platform tab, and open the Opportunity type configuration section. Open the workflow settings and click Add task within the relevant opportunity stage.
  

Changes to default tasks only apply to opportunities created afterwards.

Edit stages and change their order

For each stage, you can edit its name, description, and tasks.

To change the order of the stages, drag and drop each stage using the grip on the left of the stage name.

Create or delete a workflow

Please send a request to your Customer Success Manager at Inpart to perform those actions.

It's possible to delete full workflow templates or specific stages within a workflow template if they're not already used in existing opportunities in both cases.