PROSPECT SUPPORT

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WARNING: If you have already installed the demo, please remove it first. To do this, click the start button, control panel, and double click 'Add / Remove Programs'. Scroll down until you see SRS Procession and click it, then click remove.

Stand Alone Computer

1. Insert Disk - Program will automatically install. IF it does not automatically begin installing in 30 seconds, click the Start Button, Run, and Browse to your CD Rom Drive. Double Click the Setup Application.
2. You will see the installation start and you should choose 'Server' from the selections. The screen will change to a 4 button window.
3. Click the first button to start the installation. The initial installation, which may take several minutes (and may require a reboot, depending on your operating system) will run, followed by a selection of where you want to install the program. The default directory is 'C:\Program Files\SRS Computing 8'. You may change this if desired.
4. Once step 2 is finished, proceed to install the SQL Server database, button 2.
5. When step 2 is finished, click button 3. This attaches the databases, creates the data connection, and finalizes the installation.
6. If you don't already have Adobe Reader Version 8 on your machine, you can install it with button 4. Adobe Reader is used to print many forms. You may also download the latest version at www.adobe.com.

Funeral Home Installation - Network

1. To install the software to a network environment, first choose a machine that will act as the server.
2. Install the software to the desired network location on the server following steps 1-6 above (choosing 'Server' for this machine, even if is acting as a server on a peer-to-peer network).
3. This directory, if using a peer-to-peer network (not a true server), must be shared. To do so, open My Computer, double click the 'local disk C', double click the 'Program Files' folder, and right click the SRS Computing Solutions directory (if you installed to a different location, navigate to it now and right click).
4. Click on Sharing. You need to enable this directory for sharing. Share the directory as SRS8. Choose to 'Allow others to change files on this machine' as this will enable database changes.
5. Map a network drive from each client workstation to the server machine's new shared directory, SRS. See Windows Networking for help on this issue.
6. Insert the disk into each Client workstation. MUST RUN LOCALLY, NOT FROM THE NETWORK. Choose 'Client' and run the installation starting with the first SRS Button. The second button (SQL Server) is disabled. Proceed by clicking Database Configure which will finalize the installation.
7. In configuring the database, the installer will ask where the network database is located. When browsing for the network installation, instead of using the mapped drive, please use the UNC (\\server\srs7...) address by browsing to it via the 'My Network Places'. Click the plus next to 'My Network Places' then select the folder labeled 'SRS8'.
8. Adobe is needed on each workstation in order to print several reports. If you have not already installed Adobe acrobat, install it by clicking the 4th and final button.

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Tasks are individual assignments that need to be completed for each lead. You can also attach templates for letters or emails for tasks. A few examples of a task are Send Preneed Letter, Follow up Phone Call, or Send Anniversary Letter.  You can create these letters in the templates, then attach the letter to a task.

To add, click New, and give the task a name. Select the appropriate letter or action (such as Phone Call), and Save. To attach a letter, select the Letter/Envelope action, then select the template from the drop down.

► Watch Tasks Video

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Chain of Events is used to create a sequence of tasks. Maybe your usual process is to send a preneed letter, then call to follow up 2 weeks later, then schedule a meeting. You can create this chain or “path”, then the reminders to do these tasks will show up on list based on the due date!

First, name your chain. For example, this can simply be called “AfterCare.” The next step will be to decide what the first course of action should be. If you normally make an initial phone call, you first task should be First Call. Make this task due 0 days from the creation of the chain for it to be due that day. You can extend this to a few days following the creation, but don’t let this lead fall from through the cracks!

The next task can be chosen, then decide when the next task is due. If you wanted to wait a week following the call, this should be due 7 days from the completion of the previous task.

Continue using this format until your chain is complete. When a task is checked as completed, Prospect will prompt you X many days later for the next task!

► Watch Chain of Events Video

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Tags are an awesome way to group your leads.  So, if you belong to a Parish, the lead comes from your website, a walk‐in, or you want to start a campaign where you host a Luncheon, you will want to create Tags for each of these. A client can be part of multiple Tags. It’s basically for the case origin plus utilized for grouping. This will assist you to query a group of people for mass emails and mail merges.

To create a tag, click New. Type in a name for this tag. There are 4 availability options:

• Exclusionary: This means when you have a group of leads selected (ex: 2015 Family), but you don’t want to include leads from your Crematory or Cemetery (only Funeral Home), you can set Cemetery leads and Crematory leads as Exclusionary. This will narrow down search results.
• Global: Everyone can see this tag and utilize it.
• Employees: If you’re an administrator, everyone you manage can see these tags as well.
• Myself: Only you will be able to see these leads and utilize the tag.

Check Active for as long as you’ll be grouping with this tag. When the tags is no longer pertinent, it can be set as inactive.

► Watch Tags Video

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Assigning a status to a lead will make it easier to see where your leads stand. A few examples we give are cold, medium, and hot.

• Cold: Maybe called one, brand new lead!
• Medium: Scheduled a meeting to make pre-arrangement quote
• Hot: Like what they see and they’re ready to buy!

You may also want to assign a status for a quotes you give a client as well.  These same statuses can be used for quotes as well. This way, it will be easier to see how long a quote has been sitting and undecided.

When in My Leads, you can view all leads with a cold status. This way, you can work on those that may need more attention.

► Watch Status Video

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Meeting types can be created for any meeting you would need. These can be color‐coded in Prospect for your calendar. For example, you can create meeting for putting a quote together and make the color blue. Every time you see a blue meeting in your calendar, you’ll know that person is coming in to talk numbers.

Meeting types can also be used to set personal days. This way, when you’re looking to schedule a meeting and see the color yellow, you’ll know that’s your day off!

To create a new meeting, click New. Now name your meeting. Pick a color to represent that type, then click Save. Keep building this list until every meeting is color-coded.

► Watch Meeting Types Video

In Prospect, there are 3 Dashboard views. Visit each section under Dashboard to learn more about these features.

My Leads

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My Leads is a list view. This displays all leads assigned to you. Other options are to view leads assigned to other representatives, or public leads that haven’t been assigned yet.

Lead filtering is completed on this page as well. Select the representative for leads you’d like to search by. Another option is to sear by All Leads. Next, you can either search by last name or the case number. Showing All or First 100 come in handy if you’re searching not for one person in particular. If you’d like to view leads that are public, or not assigned to anyone yet, check Public Leads.

There are other ways to filter the leads you’d like to correspond with, or reassign. Using the tags and exclusionary tags are other ways to carve out the group of people you’d like to view or send a mail merge to. To do this, select the tag for the group you’d like to select. For example, if you want to view all of the leads from the death of a pet, select that tag. This will pull all leads who you’ve applied that tag to. Using exclusionary tags will allow you to be even more specific. For example, if you want to view leads who have lost the pet, but don’t want to include anyone from 2015, you can set 2015 Family as an exclusionary tag. This way, leads from 2014 or before will be viewed.

Further ways to filter are by status. If you want to view, for example, all cold leads, select this status. Here, you can pull a running list of all leads who may need further attention.

Data fields will allow you to search by specific client criteria. To view leads from specific cities, states, zip codes, or a date of death range, you can enter that here.

My Day

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The Day view of Dashboard will display tasks that need to be completed for a lead. You will notice only tasks that are not completed will be on this list. If they’re in red, they’re overdue or ready to fall through the cracks. You can see where it shows which client and staff member it belongs to. Also displayed is the task that needs to be completed.

If you check the box that the task is finished, it’ll date and timestamp the time of completion. A box will also pop up to record any notes from that email or phone call. If there’s a Rolodex item for the task, click on the icon to bring up their contact info you attached earlier. If the task it to print something, checking the box will pull a print preview of that document.

My Calendar

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Remember when you were setting up your meeting types in Settings? The Calendar view is where those meetings are going to be useful. Navigating to My Calendar will show a planner, or calendar, of all meetings scheduled. The boxes will also be color-coded how you set them up. A few examples will be Quote meeting, Prearrangement, and Personal day.

If you need to reschedule a meeting, you can easily drag and drop that appointment to the appropriate date on the calendar. This information will change in the leads’ notes as well.

► Watch Dashboard Video

How to create correspondence letters in Prospect.

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When you have the lead selected, the Summary tab will show you all of the correspondence made, tags, statuses, etc. The next tab, Client, is very important as well.

On the Client tab, contact information such as email address, phone number, and address are entered here. You’ll notice a lot of this information is the Vital Statistics. The cool part is, once this lead purchases the quote, ALL of this information will automatically flow into the appropriate SRS software! If you’re using Procession, enter vital stats here to populate, eliminating any double entry. Organizations and Memberships, like Procession, will pull contacts from your Rolodex. Additional Contacts is also going to be your Family and Friends section in Procession.

► Watch Client Video

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The Quoting section in Prospect will work exactly like they do in your other SRS modules. This means that it will be a cinch to create a quote using an interface you’re already comfortable with.

The Quoted Items tab allows you to build a quote. Add items to your quote from the drop down, complete with your price list. Items will continue to appear in the background on your invoice as you add more. A running total will be calculated in the bottom‐right corner showing the sum, taxes, payments, and adjustments for that invoice.

If a price need to be changed for this one quote, simply highlight the item, then click Invoice Item Details on the bottom. Quantity can be changed here as well. Be sure to click save when you’re finished.

To add an item that isn’t on your price list, click New Item. This opens Item Details with blank information. Just enter information for that item, and click save. Again, this will only add that item to this individual invoice. If it should be added to your price list, enter all information there.

Once a quote is created, you can give additional discounts if needed. Click the Quoted Discounts tab. Here, you can add any discount for any amount.

On the right side, you’ll see panels you can expand and collapse. Under each of these sections, you can enter any information or special notes you need to appear on the quote. A green checkmark will appear if information is entered in that section.

In Quote Taxes, you can add taxes to a specific item at a specific rate.

Miscellaneous will allow you to access your Virtual Showroom. If you have purchased this feature, you can showcase all pricelist items and add them directly to a quote.

Print your quote by selecting it from the drop down, and clicking the printer icon.

Multiple quotes can be added by clicking Add Quote in the top‐right corner. This is convenient when a quote may be too high or not complete enough for a lead. By adding multiple quotes, you can see a running list of all items you’ve discussed. All quotes will appear in the top right window.

The best part of the quoting system, of course, is when that lead purchases! Once the quote is agreed on, simply click the Sale icon indicated by the globe. From here, you can select which quote they have decided to purchase, then click Convert. Next, you can select the Funeral and Arranging Director for this case, or it can be skipped for now. After clicking OK or Skip, a box will appear notifying you this lead was successfully sold! Since all of SRS modules have a data fluidity, you can open your other SRS software and instantly see that lead as a preneed case! All other information entered in Prospect will appear as well as the quote, which is now an invoice.

► Watch Quoting Video

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There are many sections in Phoenix that pull directly from the Rolodex. For instance, the churches, cemeteries, organizations, and associations should all be inserted prior to entering a new case. This creates more efficiency.

Click the Rolodex icon to open this section. By selecting a category, any corresponding businesses will be displayed in the lower table. You’ll notice sections for email addresses and their website.

Click on the @ icon to send an email, and click the globe to access their website.

Click New to add a new contact under the category you’ve selected. To add a new category, click Edit Category, then New. Name your category, and what type of category this is, and click Save. In the Custom Data Fields section, you can enter any data fields you’d like to appear for this entry, such as a fee or hours of operation. Click Save, then the X in the top‐right corner.

Clicking the printer icon will print a full report of every category and subcategory within the section. If you want to send a letter, the envelope icon will create a preaddressed envelope.

We found it very helpful to have your Rolodex entries in Outlook! First, you need to create a file to export out of Procession. Click Export in your Rolodex, and save your file. Be sure you’re not clicking the Export icon at the top of Procession!

Next, open Outlook, click File, then Import. Select Import from Another Program or File. Select Comma Separated Values (Windows). Browse for your file, then choose Contacts for the destination folder, and Finish.

► Watch Rolodex Video

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Searching in Prospect is done on the Leads page. On the right side, you’ll notice an area for Lead Filtering. First, select the representative for leads you’d like to search by. Another option is to sear by All Leads. Next, you can either search by last name or the case number. Showing All or First 100 come in handy if you’re searching not for one person in particular. If you’d like to view leads that are public, or not assigned to anyone yet, check Public Leads.

There are other ways to filter the leads you’d like to correspond with, or reassign. Using the tags and exclusionary tags are other ways to carve out the group of people you’d like to view or send a mail merge to. To do this, select the tag for the group you’d like to select. For example, if you want to view all of the leads from the death of a pet, select that tag. This will pull all leads who you’ve applied that tag to. Using exclusionary tags will allow you to be even more specific. For example, if you want to view leads who have lost the pet, but don’t want to include anyone from 2015, you can set 2015 Family as an exclusionary tag. This way, leads from 2014 or before will be viewed.

Further ways to filter are by status. If you want to view, for example, all cold leads, select this status. Here, you can pull a running list of all leads who may need further attention.

Data fields will allow you to search by specific client criteria. To view leads from specific cities, states, zip codes, or a date of death range, you can enter that here.

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We’ve recently updated this tool to make access even more customizable than before. Now, you can restrict ANY field you’d like. The important thing to remember is – if you had user permissions set before this update, those changes won’t be lost or changed.

If you have more than one module with SRS, you can set the permissions in any of them. So, if you’re in our Cemetery module and want to set permissions for Procession, you can do it! You can have certain staff in charge of different things, and they’ll only have access to information that you want them to have. This is also how you create administrators for SRS. Maybe you only want certain staff members to be able to see or change accounting information, including account balances. Maybe only certain staff members can take payments or give discounts.

First, click on Settings, then go to the Funeral Home Staff tab. Learn the layout first. The table shows all of your staff members and their usernames to login. Click New to add a new staff member. You can enter or edit that person’s information on the right side. If you have their signature saved on your computer, click browse to upload it. Their login username and password can be changed as well.

Under the Roles and Licenses tab, you can check whether they’re a Funeral or Arranging director, or an Embalmer. You’ll want these checked so their name will appear in the proper drop down to select them in each case. You can enter any state license numbers, and add as many as you want. They’ll all appear within the box. Select the appropriate boxes if they're a Sales Manager, Sales Person, or Read Only. Read Only means they won’t be able to make any changes, and being a Sales  Manager makes them eligible for commissions and trust. Remember to hit Save!

Program Permissions is where we get into more detail! The checkboxes at the top determine access to different SRS modules. If you want this person to be able to access Funeral Home (Procession) and Cemetery (InStone), check both boxes. An administrator will have access to EVERYTHING in Procession, or any other module, as well as changing someone else’s access. Check they’re Prospect Licensed if they have a login for that as well.

Under ALL, these are permissions for every module including Funeral Home, Cemetery, Crematory, and Prospect. We’ll go through each one individually, that way you know what you’re giving staff permission to!

• Edit Prices on Invoices lets staff edit the prices on an invoice, new or existing.
• Enter Checks Only works with Accounting. They can access the Accounts, Checks, and Accounts Payable tabs.
• Accounting and billing gives your staff members access to just that! If they’re enabled for accounting and billing, they can view, edit, or adjust any accounts you have, and create or edit invoices. Also, this allows them to take payments and make adjustments.
• Staff Payroll grants access to your payroll within the business.
• Price List/Inventory gives a non‐administrator permission to edit or view the price list and inventory. If a director is using Procession for arrangements, this should be turned on.
• Record Unlocking gives them permission to unlock a record if someone else is on that case. When someone is on a client case, it will lock so no one can make changes while it is already in use. Giving them permission to unlock records means they could simultaneously be in the same case as someone else. Also, record unlocking gives access to lock or unlock an invoice.
• Billing Only means this user can do anything in Billing, such as creating an invoice, take payments, give discounts, and trust and commissions.
• If rolodex is turned on, they can add, edit, or delete contacts in the rolodex.
• Printed Materials Template Modification lets them edit and create Global Templates for anything in Printed Materials, including prayer cards, letters, and obituary templates.
• VFiles Administration means this person can delete anything scanned or uploading into a case’s Virtual Files.
• Under Cemetery, turn the Mapping Modification on if you want them to edit your geographical maps. They can add or delete sections, blocks, and graves.
• Turning on Cremation Operations identifies this user as a cremation operator.
• At Need/Preneed should be turned on if you require logins for Procession. If you want this person to assign tasks in E-View, make sure this is on. It will make their name appear in the staff dropdown when assigning tasks.
• Marketing is for those using Prospect, our CRM tool.
• Access to View All Leads lets this person view every lead in Prospect, not just those assigned to them.
• Add New Leads lets them do just that!
• Contact and Correspondence Deletion should be turned on if you grant this staff member access to delete any correspondence made with a lead, and their contact information.
• Correspondence Creation allows them to enter any notes from an email, phone call, or any communication they’ve had with that lead.
• Import Leads lets this person import leads from another SRS program, such as Procession, InStone, or Phoenix.
• Summary Printing enables this user to print a summary of correspondence for any specific user.
• Supporting Staff allows you access to import cases to other staff members.
• Utilities and Setup gives access to add, edit, or delete tasks, a chain of events, tags, statuses, and meetings.
• The Branch Permissions tab controls which branch this employee belongs to. For each program, select which branch you’d like for that person, or all of them.

We’ve also created a special tool for administrators that not only lets you restrict certain sections, but you can also restrict ANY field within your SRS modules! To do this, click Alter User Restrictions. Keep in mind, you have to be an administrator to do this! Now, you can navigate through every tab or page in SRS. Hovering over any field will let you see which staff member is restricted. You can change these restrictions by right clicking and granting or restricting access.

A few examples for these restrictions to be most efficient are:

• If you want a staff member to take payments, but not change the debit and credited accounts, those dropdowns will not be able to change.
• Case Number: You can set this up so staff members will be able to copy the number, but can’t type in this field or click the generate button. That way, you know they’ll never change.

To exit this setup mode, click Exit Restrict Mode at the bottom.

These permission are granted at your discretion, so it’s up to you what your staff can do!

► Watch User Permissions Video

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When you buy your custom system from SRS, we’ll put your price list in for you. This includes your General Price List, Urns, Vaults, Caskets, and Merchandise. You can always change your price list if prices change for business.

There are 2 ways to get to the Price List:

• Click Settings, then the Funeral Home Info tab, and click Price List
• Go to the Billing tab, then Miscellaneous on the right side, and click Price List

The price list drop down provides the different branches you may have for your business. Select which one you want to use.

The categories are organizers for items in your price list. Select a category and items will appear for you.

The price can be changed by overriding the existing price entered. Type in a new price, and click save. Old bills will not be effected if a new price is entered. If you change a price here, it’ll change on the master price list for all future invoices. If you want to change a price for only ONE invoice, change it on that individual page. Image path is for those using our Virtual Showroom. Images of your inventory can be uploaded here to display all merchandise while doing arrangements.

Click the General Price List Info tab. This is where you go to assign default accounts to that price list item.

To add or edit an existing package, change the category drop down to package. On the Item Info tab, name your package, give it a price, and any description you’d like. Click save.

Navigate to the Package Info tab. Add to Package drop down is where you add items to a package.

The box below will display all items included in that package. If you accidentally add something, or are changing an existing package, highlight the item you want to take away and click Remove Item.

The boxes on the right side give you a running total of the Package Price, the price you chose for the package. The Item Subtotal is the sum of the items being added. The Package Discount is based off what is being charged vs how much the individual items would normally cost. Below this you will have the option to Proportionalize the Discount throughout the package. This allows you to distribute the discount throughout all the items rather than a specific item. You can also alter the discount to only one or two specific items, rather than each individual item. You do this by distributing $0 as each discount then adding in the amount you want to discount that specific item to.

If all branches are using the same price list, don’t worry about re‐entering everything. You shouldn’t have to type anything twice, so we have tools for you to duplicate categories to other branches! Go to the General Price List Info tab. If you want to send a specific item to another branch, click Send the Selected Item to Select Chapels. Select which branch, or all, it’s going to, and click OK. If you want to send an entire category, such as Caskets, to another branch, click Send this Category to Select Chapels. Again, select the branch and click OK.

If you place an item in the wrong category, don’t worry about deleting and retyping. Click the item you want to move, go to the Item Info tab, and find the category drop down. Select correct category and click save.