How to Reopen Lost Lead in Gain DMS: A Step-by-Step Guide

This document explains the step-by-step process for reopening a lead that was previously marked as Lost in DMS.

Gain DMS Reopen Lost lead Tutorial Video

Introduction

The Reopen Lead functionality enables dealerships to reactivate previously closed enquiries when customers show renewed interest or when sales opportunities become active again. Once reopened, the lead returns to an active state, allowing sales teams to resume follow-ups and continue the sales process.

This guide covers:

1. Locating lost leads
2. Filtering and searching lost enquiries
3. Reopening a lead
4. Updating reopening details
5. Understanding lead status behavior after reopening

Section 1: Navigate to Lead Management

Step 1: Open My Leads

1. Login to DMS.
2. Click Pre-Sales.
3. Select My Leads.

You will be redirected to the Enquiry Worksheet.

By default, the worksheet displays Open Leads.

Section 2: Locate Lost Leads

To reopen a lead, first locate the lead in the lost enquiry list.

Step 1: Open Lead Status Filter

In the Enquiry Worksheet:

1. Locate the status dropdown filter.

By default:

Open Leads are displayed.

Step 2: Filter Lost Leads

From the dropdown options:

Select:

Lost Inquiry

The worksheet now displays all enquiries currently marked as Lost.

Section 3: Search for the Required Lead

If multiple lost enquiries are available:

Use additional filters to locate a specific enquiry.

Search Process

1. Enter Lead Name
2. Apply filter criteria
3. Click Apply Filter

The system displays matching lost enquiries.

Example:

Search:

Yadav Kuldeep

Section 4: Open Lead Details

1. Click the required Lead Name

The system redirects to the Enquiry Details Screen.

This screen displays:

• Customer details
• Enquiry information
• Follow-up history
• Previous activities performed on the lead
  

Section 5: Update Reopen Information

Within the Reopen Inquiry Section:

Some information may automatically populate:

• Reopen Date
• Status

Update the following mandatory information:

Reopen Reason

Select the reason for reopening the enquiry.

Examples:

• Customer showed renewed interest
• Follow-up reconnected successfully
• Requirement became active again
• Incorrectly marked as lost
  

Remarks

Enter additional comments explaining why the enquiry is being reopened.

Example:

Customer contacted dealership again and requested quotation.

Provide meaningful remarks for future reference.

Section 6: Reopen Lead

After updating the information:

Click:

Reopen Lead

The enquiry status changes from:

Lost → Open

System Behavior After Reopening

Once reopened:

The Lead Details Screen becomes active again.

Users can now perform sales activities such as:

• Follow-Up
• Lead Transfer
• Test Drive Assignment
• Quotation Creation
• Booking Conversion
  

Important Business Rule

When a lead is in Lost Status, several actions become unavailable.

Actions restricted for Lost Leads:

✘ Follow-Up Activities
✘ Test Drive Assignment
✘ Quotation Generation
✘ Further Lead Actions

To continue the sales process:

The lead must first be reopened.

Lead Lifecycle Example

Open Lead → Lost → Reopened → Active Sales Activities → Booking

Section 7: Verify Open Lead Status

After reopening:

Return to My Leads Worksheet

The enquiry will now appear under:

Open Lead List

This confirms successful reopening. 

Process Flow Summary

Pre-Sales → My Leads → Lost Inquiry Filter → Search Lead → Select Lead → Reopen Inquiry → Enter Reason & Remarks → Reopen Lead

Completion

You have successfully completed the Lost Lead Reopening process in DMS. This functionality allows dealerships to reactivate previously closed opportunities and continue customer engagement through the complete sales lifecycle.