AMA: I'm Courtney Youngblutt, Xplan Design Consultant and efficiency expert, Ask Me Anything!

We have prospect clients that are continuation options (when someone leaves one of our Employee Benefits Employer Groups - clients are not in Xplan).  These need to be entered into Xplan and a series of emails sent, if they take up the option they then become clients and we will servicing the client going forward.  If they don't then it needs recording then the prospect is archived.  We will have a good few hundred a year (or thousand).  Are we best to import a csv file and create opportunities, or prospect client with tasks/cases, or is there another option?

Creating a thousand, or even a few hundred clients, can take quite a while if done manually - importing via csv will certainly streamline this process. Make sure your imported clients can be found via search - e.g. set a unique category or update a specific field in your import that is identifiable - you may even just be able to use the standard ‘created date’ field.

Using Opportunities and Cases is certainly one way you could track this, but may be overkill when contacting the prospect initially. Have you thought about using Campaigns?

You could add the imported clients to a campaign and have the team contact each in turn and indicate whether they have accepted/declined the offer. You could auto activate a case once someone has been marked as accepting the offer, then go through the new client steps.

Check it out in Community here: Campaigns