Note: Before implementing the workflow defined in this article, please review with your Autotask administrator to confirm this will not conflict with existing workflow(s).
The issue
Some users have opportunities with a closed sales stage that are still imported into vCIOToolbox. This will happen when the opportunity status is not configured appropriately in the Autotask system. If you do not have a workflow that converts (manual or automated) sales stages closed/won/lost opportunity to a closed opportunity status, the opportunity will considered active and imported into vCIOToolbox creating records that might not be necessary.
1. Autotask has two controls associated with the state of an opportunity. 1) The Status, which is the state of the opportunity in Autotask, and 2) The stage, which tells you what sales state the opportunity is.
Example of status and stages in AT
2. In vCIOToolbox we use both, but for different reasons. We import against the status of the opportunity, and when we push the opportunity, we set the Status/Active and the Stage/[Customer Defined]. Inside of vCIOToolbox the sales stage is updated for presentation purposes but not used in the integration import.
Stages set in the AT integration setup
Mapped Fields in [QBR Module] > Customer > IT Review > Recommendations > Managed
3. Your older opportunities, although closed in a sales stage, are still active in the AT system, which is why they are getting pulled into vCIOToolbox. The opportunity needs to be set to one of the variables below.
4. In talking to a couple of my AT customers, you should be able to build a workflow that defines that when an opportunity is closed (stage), you can update the status (to closed or other condition). This is a CRM workflow in AT, and I have an example below.
Once you do this, you can delete all old records and resync without pulling unwanted recommendations back to vCIOToolbox.