This article covers the hands-on mechanics of working with opportunities in KEBS: how to create a new opportunity using the three available creation paths, how to complete the six-step creation form, how to edit an existing opportunity record inline, how to reopen a closed opportunity when circumstances change, and how the Planning Board’s Workstream, Phase, and Activity structure is used to organise delivery once the deal is won.
Creating a New Opportunity
Enable sales teams to create new opportunities quickly and accurately, whether they are starting a brand new deal, replicating a prior engagement structure, or using AI assistance to accelerate the build.
Clicking the + Opportunity button at the top right of the Opportunities list opens the Create panel. This panel presents three distinct paths for creating an opportunity. Each path is designed for a different starting point and level of existing context.
✏️ Build From Scratch
Opens the six-step New Opportunity form with all fields blank. Use this when creating a deal for a new client situation or when no existing opportunity is a close structural match.
📋 Copy From Existing Opportunity
Duplicates the structure of an existing opportunity as the starting point. Account, service type, ownership, and other configured fields are carried across. Use this when pursuing a similar engagement to one already in the system, saving significant setup time.
🤖 KAIS Powered Wizard NEW
An AI-assisted creation flow that uses KAIS, the KEBS intelligence layer, to suggest opportunity details based on account history, comparable past deals, and the information you provide. Use this when you want to accelerate setup on deals with limited initial information. All AI-generated suggestions should be reviewed and confirmed before saving.
The New Opportunity Form: Six Steps
Ensure every new opportunity is created with complete, structured data across all six dimensions, so that pipeline reporting, forecasting, and downstream quote and project creation all have the inputs they need from the moment a deal is logged.
Choosing Build From Scratch opens the New Opportunity form. The form is organised into six sequential steps shown as a numbered list on the left sidebar. Each step must be completed before moving to the next. The step you are currently on is highlighted in red.
| Step | What it captures | Key required fields |
|---|---|---|
| 1. Overview | The core identity of the opportunity: its name, the linked account, the sales stage it starts at, the opportunity status, the service type (billing model), and whether it has a parent opportunity. | Opportunity Name, Account, Sales Stage, Service Type |
| 2. Ownership | The internal team responsible for the deal. This includes the Revenue Owner who is accountable for closing it, the Customer Stakeholder (the primary client contact), the Project Manager earmarked for delivery, and the Delivery Manager. | Revenue Owner |
| 3. Timeline | The commercial timeline for the deal. Includes the Expected Close Date (when the deal is expected to be won), the planned project start and end dates, and any known milestones or deadline constraints. | Expected Close Date |
| 4. Orders | Purchase order details if known at the time of opportunity creation. The PO Number, PO Value, PO Date, and Payment Terms can be captured here and are carried through to the project creation financial step when the deal is won. | None mandatory at this stage |
| 5. Financials | Commercial financial configuration. Includes the Total Order Value estimate, currency, whether the deal is committed to the forecast, whether it is a new customer, and the confidence level score. | None mandatory at this stage |
| 6. Auxiliary Info | Additional classification and context fields. Includes tags for grouping the deal, lead source, campaign attribution, competitor information, and any custom fields configured by your organisation. | None mandatory at this stage |
After completing all six steps, click the Create button at the bottom right of the form to save the opportunity. KEBS generates the Opportunity ID automatically and the new deal appears at the top of the Opportunities list.
Editing an Existing Opportunity
Allow sales representatives and revenue owners to keep opportunity records current as deal details evolve, without friction, so that pipeline data always reflects the actual state of each deal rather than what was captured at creation.
Opportunity records can be edited directly from the detail view without leaving the page. On the Details tab of any open opportunity, click the Edit button at the top right of the Opportunity Details section. This switches the displayed fields into editable input mode inline on the same screen.
In edit mode, the following fields are directly editable:
- Opportunity Name: Update the deal name if the scope has been refined or if the original name was a placeholder
- Account: Reassign the opportunity to a different account if the deal has been transferred or if the original account was incorrect
- Tags: Add or remove classification tags to align the deal with current reporting categories or campaigns
- Opportunity Status: Switch between Open and other status values to reflect current deal activity
- Service Type: Update the billing model if the commercial structure of the deal has changed during negotiation
- Parent Opportunity: Link the deal to a parent opportunity or remove an existing parent link if the deal hierarchy has changed
Below the core details section, the Ownership Structure and Stakeholder Information section is also editable in the same mode. This allows you to update the Revenue Owner, Customer Stakeholder, Project Manager, and Delivery Manager without leaving the detail view.
Reopening a Closed Opportunity
Give revenue owners a controlled mechanism to reverse a deal closure when new information emerges, ensuring that pipeline integrity is maintained and that the deal can be renegotiated and re-progressed through the correct approval path.
Once an opportunity has been moved to Closed Won or Closed Lost, the standard Edit controls no longer allow the sales stage to be changed directly. To move a closed deal back into the active pipeline, use the Reopen Opportunity action, which is accessible from the three-dot menu at the top right of the opportunity header bar.
The three-dot menu at the top right of the opportunity detail header provides three actions for closed opportunities:
| Action | What it does | When to use it |
|---|---|---|
| Tags | Opens a tag editor to add or remove classification labels on the opportunity without entering full edit mode | When you need to quickly label an opportunity for a reporting category, initiative, or campaign without changing any commercial data |
| Flag Change | Marks the opportunity with a flag visible to sales leaders, signalling that this deal needs review, escalation, or attention | When something unexpected has happened on a deal, such as a late client change or an internal dispute, and a senior reviewer needs to be alerted |
| Reopen Opportunity | Returns the opportunity from Closed Won or Closed Lost to an active sales stage, making all edit controls available again | When a signed deal falls through after closure, when a lost deal comes back to life after the client reconsiders, or when the deal was closed in error |
When Reopen Opportunity is selected, KEBS prompts you to confirm the action and select the sales stage the opportunity should return to. The reopened opportunity reappears in the active pipeline with its full history intact. All prior activities, quotes, and stakeholder records remain linked to the record.
Planning Board: Workstreams, Phases and Activities
Give project managers a structured, visual delivery plan from day one of a project, with work organised into logical workstreams and phases that mirror the deal structure agreed in the quote, so that the team knows exactly what needs to be delivered, in what order, and by when.
Once a won opportunity has been converted into a project, the Planning Board tab within the project provides a Gantt-style view for structuring and scheduling the delivery work. The Planning Board uses a three-level hierarchy to organise work, which mirrors the way a project delivery structure is typically defined during the sales and scoping process.
The three structural elements available in the Planning Board are:
| Element | Level | What it represents |
|---|---|---|
| Workstream | Top level | A major delivery stream or service category within the project. Workstreams correspond to the Services defined in the approved quote (e.g. Data Engineering, Platform Infrastructure, Sales Force). Each workstream groups all the phases and activities that belong to that part of the engagement. |
| Phase | Mid level | A time-boxed delivery period or logical milestone grouping within a workstream. Phases allow the project manager to organise work into sequential or parallel blocks such as Discovery, Design, Build, Test, and Go Live. Each phase has its own start and end dates. |
| Activity | Lowest level | An individual task or deliverable within a phase. Activities are the actionable work items that team members are assigned to and log time against via their timesheets. Each activity has an assignee, effort estimate, and timeline bar on the Gantt chart. |
To add a structural element to the Planning Board, click the red + icon in the toolbar at the top of the board. A dropdown appears with the three options: Workstream, Phase, and Activity. Select the element type you want to add and complete the fields in the creation form that appears. Elements are inserted at the appropriate level based on what is currently selected in the WBS (Work Breakdown Structure) column.
- 1Start by adding a Workstream for each major service area in the project. Name it to match the corresponding service from the approved quote.
- 2Under each workstream, add Phases to represent the delivery stages. Set the start and end date for each phase to define the delivery timeline on the Gantt.
- 3Within each phase, add Activities for the individual tasks. Assign each activity to a team member from the allocated resource list and set the effort estimate in hours.
- 4The Gantt chart on the right updates in real time as you add elements, showing the full delivery plan as a visual timeline that can be reviewed at the Month level using the scale control at the top right.
