> For the complete documentation index, see [llms.txt](https://docs.growthfactor.ai/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.growthfactor.ai/deals/creating-and-managing-deals.md). # Creating and Managing Deals Every site opportunity in your pipeline starts as a deal. This guide covers how to create deals, manage deal information, and work with individual deal records throughout the evaluation process. *** ### Creating Deals You can create a deal from a study, from Site Analysis, or from the Deal Dashboard. #### From a Study Turn any pin in a study into a deal: 1. Open a study 2. Drop a pin on the site (shortcut `D`), or search its address (shortcut `S`). See [Pins](/study/pins.md#dropping-a-pin) 3. Review the pin's site data in its side panel 4. Click **Create deal** in the panel, or right-click the pin and choose **Create deal** 5. The deal is created in the **Searched** stage The deal is seeded from the pin. The pin's name becomes the deal title, its address becomes the location, and any comments on the pin carry over as notes. Any trade zones anchored to the pin move over to the new deal. The pin is replaced on the map by the deal, drawn in its stage's color. A **View deal** button takes you to the deal's page. If the deal has a trade zone, it's listed under **Deals & Stores** in the Study panel. Clicking the deal on the map opens its detail view. If the deal is later deleted, it shows as **Deleted deal** under **Deals & Stores**, and selecting it shows **Deal not available**. You can also ask the [GrowthFactor Agent](/study/growthfactor-agent.md) to turn a pin into a deal. A **Promote pin to deal?** card appears for your approval first. Outside a pin, you can ask it to "Create a deal at 1234 Main St.", which asks for approval with a **Create deal?** card. #### From the Deal Dashboard Create deals directly within the dashboard: 1. Navigate to Deal Dashboard in Kanban View 2. Click **Add a site** at the bottom of the stage column you want 3. On the **Create New Deal** page, enter the site's **Address** and any other details 4. Click **Save Deal** 5. The deal is created in that stage, and its page opens A deal created this way starts without a score or study. Click **Analyze this deal** on the deal page to create a study with a pin at the deal's address and its trade zone. #### From Site Analysis Create a deal from an address search: 1. Search any address in Site Analysis 2. Review the site intelligence in the results panel 3. Click **Add Deal** next to the address 4. The deal is created in the **Searched** stage, and the button changes to **Added Deal** If a deal already exists at that location, **Add Deal** is unavailable. *** ### Deal Information Each deal contains site intelligence plus deal-specific management information. #### Site Intelligence What a new deal starts with depends on where you create it: | Created from | What comes with it | | ------------------ | -------------------------------------------------------------------- | | **A study** | The pin's GrowthFactor Score and forecast midpoint, when it had them | | **Site Analysis** | The GrowthFactor Score and forecast midpoint | | **Deal Dashboard** | Nothing yet | The **Deal Score** section shows the GrowthFactor Score (0–100) with its lens breakdown. If a deal has no score, click **Generate**. The study card at the top of the deal page links to the study the deal is analyzed in. Click **View this deal on a map** to open the study with the deal selected. If the deal has no study yet, click **Analyze this deal** to create one. #### Deal-Specific Fields Fields you manage for each deal: | Field | Description | Purpose | | --------------------- | --------------------------- | --------------------------------- | | **Status** | Current pipeline stage | Track progress through evaluation | | **Deal Lead** | Assigned team member | Clarify responsibility | | **Square Footage** | Site size in sq ft | Record the space's size | | **Maps Link** | Link to the site on a map | Jump to the location | | **Building Type** | Type of building | Describe the space | | **Last LOI Date** | Date of the most recent LOI | Track negotiation timing | | **Forecast Midpoint** | Sales forecast midpoint | Compare expected sales | | **Notes** | Free-form text | Document observations and context | The **Custom Fields** section holds fields your organization has added. They appear on every deal in your organization. Click **Add Field** to create one. #### Address A deal's address is set when the deal is created. It can't be edited afterward. *** ### Editing Deals Keep deal information current as you learn more about each opportunity. #### Opening Deal Details Access the full deal record by clicking any deal card in Kanban view, any deal row in Table view, or any deal pin in Map view. This opens a dedicated deal page with the complete deal record on the left and the **Deal Activity** panel on the right. To rename the deal, click its name at the top of the page. #### Editable Fields Update any deal-specific field: 1. Open deal details 2. Click into the field you want to edit 3. Make your changes 4. Changes save when you click away or press `Enter` #### Editing the GrowthFactor Score The AI-generated score can be adjusted based on your evaluation: 1. Open deal details 2. In the **Deal Score** section, click **Edit** next to **Lens Breakdown** 3. Choose a grade for each lens: **Excellent**, **Great**, **Good**, **OK**, or **Bad** 4. Optionally update each lens's **Justification** 5. Click **Save** Adjust scores after site visits or when you have information the model doesn't capture (planned developments, access issues, anchor changes). *** ### Managing Pipeline Stage Moving deals through stages tracks progress and keeps your pipeline accurate. #### Changing Stages **Kanban View (Drag and Drop):** 1. Click and hold the deal card 2. Drag to the target stage column 3. Release to drop—stage updates automatically **From Deal Details:** 1. Open the deal 2. Select a new stage from the **Status** dropdown 3. Change saves automatically **From Card Menu:** 1. Click the **...** menu on any deal card 2. Select **Move to** 3. Choose the target stage **From a Study:** 1. Select the deal on the study map 2. Click the stage swatch in the map toolbar 3. Choose the new stage #### Stage Change Tracking Every stage change is logged in the deal's activity history: * Previous stage * New stage * Who made the change * Timestamp This creates an audit trail of how deals progressed through your pipeline. #### Disqualifying Deals When a site doesn't meet your criteria: 1. Move the deal to the **Disqualified** stage 2. Add a comment explaining the disqualification reason 3. The deal stays in the Disqualified column, at the bottom of Table View, and on the map To bring a disqualified deal back, move it to another stage. **Why disqualify rather than delete:** * Preserves record of evaluated sites * Prevents re-evaluating the same site later * Maintains activity history for learning * Can be moved back to an active stage if circumstances change *** ### Deal Ownership Assign clear responsibility for each opportunity. #### Assigning a Deal Lead 1. Open deal details 2. Click the **Deal Lead** field 3. Select a team member from the dropdown 4. Assignment saves automatically To clear it, choose **Remove lead**. #### Deal Lead Visibility The deal lead appears on the deal page. In Table View, turn on the **Lead** column to see every deal's lead at a glance. #### Reassigning Deals Change the deal lead when: * Deals transfer between team members * Regional responsibility shifts * Team members leave or join * Workload rebalancing is needed Select a new deal lead from the dropdown. The change is logged in activity history. *** ### Notes and Documentation Capture context and observations that don't fit structured fields. #### Adding Notes 1. Open deal details 2. Click the **Notes** field 3. Enter your observations 4. Click away or press `⌘Enter` (`Ctrl+Enter` on Windows) to save #### What to Document Effective deal notes capture: * **Site visit observations:** "Parking lot in poor condition, would need repaving" * **Stakeholder input:** "Regional manager concerned about access from westbound traffic" * **Key findings:** "Anchor tenant lease expires 2026—risk factor" * **Next steps:** "Awaiting LOI response from landlord, follow up Friday" * **Deal history:** "Originally submitted by CBRE, broker contact: Jane Smith" #### Notes vs. Comments | Notes | Comments | | ------------------------------- | ------------------------------- | | Single, editable text field | Chronological thread of entries | | Good for current status summary | Good for ongoing discussion | | Replaced when edited | Preserved as activity history | | Visible in deal details | Part of activity log | Use notes for current-state information; use comments for time-stamped updates and team discussion. *** ### File Attachments Centralize all deal documentation within the deal record. #### Uploading Files 1. Open deal details 2. Navigate to the **Files** section 3. Click **Upload** or drag files onto the drop zone 4. In the **Upload File** dialog, choose the file's type: **Site Overview**, **LOI**, or **Additional Document** 5. Optionally rename the file before saving A deal holds one Site Overview and one LOI. Once one is uploaded, its option is unavailable. You can upload several files at once. When you do, they're all saved as Additional Documents. To upload a Site Overview or LOI, upload it on its own. #### Supported File Types Each file can be up to 50 MB. You can upload: * **PDFs:** LOIs, lease drafts, site flyers, broker packages * **Images:** Site photos, floor plans, signage concepts * **Word documents:** Internal memos * **Spreadsheets:** Excel and CSV files, like financial analyses and rent comparisons * **Text and JSON files** #### File Display Files are displayed as cards in a grid. Each card shows: * **Thumbnail preview** for images, or a file-type icon for other formats * **File type label**, for a Site Overview or LOI * **File name** * **Uploader name** * **Upload date** #### Previewing Files Click any file card to open it in a new browser tab. Images, PDFs, text, CSV, and JSON files open as a preview. Other formats download instead. Each card's menu also has **Preview**, **Download**, and **Remove**. #### Deleting Files Choose **Remove** from a file card's menu to delete it. Removed files are deleted from both the deal and storage. This action cannot be undone. #### File Limits Each deal holds one Site Overview, one LOI, and up to 25 Additional Documents. *** ### Deleting Deals Remove deals that were created in error or are no longer needed. #### How to Delete 1. Click the **...** menu on the deal card, or open the deal and open its menu 2. Choose **Delete** (**Delete Deal** on the deal page) 3. Confirm. The deal is permanently deleted, whatever stage it is in To disqualify a deal instead, choose **Disqualify** from the same menu. It moves the deal to the Disqualified stage right away, with no confirmation. #### When to Delete vs. Disqualify | Action | When to Use | | -------------- | ------------------------------------------------------- | | **Delete** | Deal was created in error, duplicate entry, test record | | **Disqualify** | Site was evaluated and rejected on merit | **Default to disqualifying.** Deleted deals are permanently removed with no recovery option, along with their activity history. Disqualified deals preserve history and can be moved back to an active stage. *** ### Deal Lifecycle Example A typical deal progression: 1. **Creation:** Pin dropped in a study and turned into a deal with **Create deal** → appears in Searched stage 2. **Initial Review:** Team member reviews score and key metrics → moves to Qualification if promising, or Disqualified if not 3. **Deep Evaluation:** Deal lead assigned, detailed analysis reviewed, comments added documenting concerns and opportunities 4. **Site Visit:** Photos uploaded, notes updated with on-ground observations, score adjusted if needed 5. **Internal Approval:** Deal reviewed in committee, comments capture feedback, moves to Negotiation upon approval 6. **Negotiation:** LOI document uploaded, notes track negotiation status, comments log key developments 7. **Close:** Lease signed, documents attached, deal moved to Closed 8. **Handoff:** Deal record contains complete history for construction/operations teams *** ### Best Practices **Create deals generously, disqualify quickly.** It's better to have a site in your pipeline than to lose track of it. Use the Searched stage as a holding area, then move to Qualification or Disqualified based on initial review. **Document as you go.** Add notes and comments while information is fresh. **Attach files to deals, not email.** Every document related to a deal should live in the deal record. This prevents "did you see the attachment?" confusion and ensures nothing is lost. **Choose the right file type.** Upload a Site Overview or LOI on its own and pick its type, so your team can quickly identify each document's purpose. **Review disqualified deals periodically.** Circumstances change. A site disqualified for a strong competitor might become viable if that competitor closes. *** ### Related Features Deal creation and management connects with: * [Pins](/study/pins.md) — dropping the pins that become deals * [Deal Dashboard](/deals/deal-dashboard.md) — dashboard views and pipeline management * [Deal Activity](/deals/deal-activity.md) — detailed history of deal changes * [Site Analysis](/site-analysis-legacy/site-analysis.md) — the analysis that powers deal intelligence --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://docs.growthfactor.ai/deals/creating-and-managing-deals.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `automate deployments from our CI pipeline` lets GitBook tailor the answer to that use case. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.