Outcome
You can choose the correct CRM record, avoid duplicate lifecycle tracking, and connect every active opportunity to a next action.
Navigation path
CRM > Pipelines or Tasks
Access
Active CREBuilder subscription with CRM entitlement
On this page
Before you start
Data, sources, and access to prepare
- A real opportunity, assignment pursuit, represented listing, follow-up action, or current lease
Choose the lifecycle record for the work
Short animated UI capture. No audio.
For a seller with multiple properties, create one property opportunity per property. A contact and property name are required; a listing or marketing document is optional. Track its address, property type, asking price, motivation, timing, owner, stage, tasks, discussions, and files separately. From the opportunity, use Create or link listing when representation progresses. This retains the same property history and does not publish anything.
Assignment, Listing, Deal, task, or lease
Start with the real-world object you are managing.
What are you tracking?
Assignment
Engagement to win a mandate or search
Listing
Represented property through marketing and closing
Deal
Expected transaction and compensation
Task
Discrete next action
Current lease
Tenancy and expiration reminder source
- What are you tracking?Assignmentpursuing engagement
- What are you tracking?Listingrepresenting property
- What are you tracking?Dealtransaction expected
- What are you tracking?Taskone action
- What are you tracking?Current leaseoccupancy obligation
| Record | Use it for | Do not use it for |
|---|---|---|
| Assignment | Pursuit before a signed or secured engagement | A transaction already being forecast for revenue |
| Listing | Represented property preparation, marketing, negotiation, and close | A buyer or tenant opportunity without a represented listing |
| Deal | Transaction stage, value, close date, GCI, offers, splits, and parties | A simple reminder |
| Task | One owned action with an optional due time | A full opportunity lifecycle |
| Current lease | Tenant occupancy, economics, expiry, and notice window | A generic one-time follow-up |
Open the right board or task page
- 1
Open the record family
CRM > Pipelines or CRM > Tasks
Choose Deals, Representation opportunities, or Listing progress from the grouped pipeline selector, or open Tasks or Lease expirations.
Expected result: The selected workspace loads with its own filters and view controls.
If this does not happen: If the wrong pipeline opens, use CRM navigation rather than changing a record to fit it.
- 2
Choose board or list where offered
Pipeline page > view toggle
Use Table for sortable detail or Board for stage-oriented work. New users start in Table; saved preferences are retained.
Expected result: The same permitted records appear in the selected representation.
If this does not happen: If a saved view preference seems stale, switch once and reload. Confirm no filters changed.
- 3
Choose columns and save a view
Pipeline toolbar > Columns and Saved views
Choose useful columns from Columns.
Expected result: Table and Board share the same filtered records and stage changes. Pipeline, scope, filters, and sorting remain in the URL.
If this does not happen: A saved view applies within your current permissions and never moves a record to a different pipeline.
- 4
Set record scope
Page controls > scope
Select Mine or Whole team when authorized.
Expected result: Counts and records reflect the permitted ownership scope.
If this does not happen: Own-scoped users cannot widen access through query parameters or saved choices.
- 5
Set the Deal pipeline
Page controls > Deal pipeline
Select the applicable Deal pipeline.
Expected result: Counts and records reflect the selected pipeline.
If this does not happen: Check pipeline configuration if an expected choice is absent.
- 6
Open one deal
CRM > Pipelines > Deals > board card or list row
Select the deal title.
Expected result: The deal workspace opens with its economics, parties, offers, notes, and activity.
If this does not happen: Representation opportunities and listing-progress rows open dedicated workspaces with their own updates, files, and next actions.
Pair stage truth with the next action
Short animated UI capture. No audio.
- 1
Move only after a real milestone
Pipeline board or record controls
Use the available stage control to move the record after the real event occurs.
Expected result: The record enters the intended active or terminal stage and stage age resets appropriately.
If this does not happen: On pointer devices, drag the card. On touch devices, use the stage selector. If moved incorrectly, return it to the factual active stage. Use Reopen for Won or Lost records.
- 2
Create the next follow-up
Record context or CRM > Tasks
Add a clear title, due time, and permitted assignee using the available form.
Expected result: The task appears in To do and in linked context when created from a contact.
If this does not happen: Do not promise company, property, or arbitrary relationship linking when the visible form does not offer it.
- 3
Close terminal work explicitly
Pipeline record > terminal controls
Confirm Won or Lost only when the lifecycle is complete.
Expected result: Terminal work is guarded from accidental board movement.
If this does not happen: Return an accidental outcome to factual state through the supported Reopen action.
- 4
Reopen resumed work
Terminal opportunity or listing > Stage
Choose an active stage when terminal work resumes.
Expected result: A Reopen confirmation appears before the record returns to active work.
If this does not happen: Confirm Reopen only when the lifecycle should resume. Cancel to retain the current terminal state.
Visible workflow is the guide boundary
The task API can store some contact or deal relationships, but the top-level create form exposes title, due time, and permitted assignee. Document only relationships users can create through the current screen.
Resolve record-choice and stage problems
A record seems to belong in two pipelines
Likely cause: A mandate, represented listing, and expected transaction can coexist but describe different lifecycle objects.
- Name the real-world object for each record.
- Link context where supported.
- Keep values and stages specific to each lifecycle.
- Avoid duplicate Deal records for one contact and suite.
A stage cannot be deleted
Likely cause: The stage may be protected, terminal, capture-critical, or in use.
- Open stage administration with the required role.
- Choose a valid destination for in-use records when offered.
- Review the moved-record count before confirming.
- Keep required system stages.
A terminal card will not move
Likely cause: Won and Lost require the explicit Reopen workflow.
- Open the record.
- Select Reopen if the opportunity resumed.
- Then move it through active stages based on real milestones.
Final verification
- Pipeline board or record controls: The record enters the intended active or terminal stage and stage age resets appropriately.
- Record context or CRM > Tasks: The task appears in To do and in linked context when created from a contact.
- Pipeline record > terminal controls: Terminal work is guarded from accidental board movement.
- Terminal opportunity or listing > Stage: A Reopen confirmation appears before the record returns to active work.
- No blocking warning, failed status, or unresolved validation message remains in the completed workflow.