The TAS Group. Dealmaker Smart Playbook User's Guide Version 8.22

Transcription

1 The TAS Group Dealmaker Smart Playbook User's Guide Version 8.22

2 Copyright 2013 The TAS Group. All rights reserved. Information in this document is subject to change without notice. The software described in this document is furnished under a license agreement or nondisclosure agreement. The software may be used or copied only in accordance with the terms of those agreements. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or any means electronic or mechanical, including photocopying and recording for any purpose other than the purchaser's personal use without the written permission of The TAS Group. The TAS Group Warrington House, Mount Street Crescent Dublin 2, Ireland +353 (0)

3 CONTENTS Section 1. Smart Playbook Smart Playbook on Salesforce Supported Devices Accessing Dealmaker Smart Playbook for Salesforce Overview of Functions Team Views on Salesforce Supported Devices Accessing Team Views for Salesforce Overview of Functions Smart Playbook Overview Playbook Collapsed View 5 Section 2. Using Smart Playbook Opportunity Progress Summary Playbook Collapsed View Sales Playbook Detail Update Playbook in Detailed View 13 Section 3. Playbook administration Playbook Details Add a qualifier Search for an existing qualifier Create a new qualifier Add and configure stages Add a stage to a sales process Configure a sales process stage Advanced editing in Playbook 23 i

4 3.5 Automatically generate a sales process Provide details about your sales process Mapping sales process stages Edit a qualifier Manage qualifiers Add a Quicklink Create a new Quicklink 31 Section 4. Team Views Overview Team Views Summary What s my number? Filter results in Team View Use Team Views Detail Use the Team Views roll-up Select a view in Team View Set the date range in Team View Understanding the mix calculation 41 Section 5. Managing Teams in Team View Create a team in Team View Delete a team in Team View Modify a team in Team View 48 Section 6. Collaborate via Chatter Chatter Updates 50 GLOSSARY 51 INDEX 59 ii

5 S e c t i o n 1. Smart Playbook Dealmaker Smart Playbook puts you in control of the buying process, increases sales velocity through the sales cycle and delivers objective and accurate sales forecasts. It connects the dots between customer activity and deal progress. Using Quicklinks, you link the right sales tools to each stage of the deal. Your sales forecast is based on the same objective criteria for each sales person and is based on fact, not opinion. The playbook is tailored for your business with the step-by-step approach needed to close the deal, and the intelligent forecasting engine predicts accurate close dates and closure probabilities to save you from wasting time building and updating sales forecasts. Dealmaker Smart Playbook is a combination of sales process(es) and the associated content items that are attached using the Quicklinks capability in Dealmaker. Your forecasting ability is enhanced through the Team Views tab that provides insight into sales opportunities that Dealmaker identifies as being available to close within a date range that you select, for one or many sales processes, and for an individual or team in the reporting hierarchy. 1.1 Smart Playbook on Salesforce1 Dealmaker Smart Account Manager can be accessed by mobile devices using the Salesforce1 platform. 1

6 1.1.1 Supported Devices ipad Support for mobile phones will be available in future releases Accessing Dealmaker Smart Playbook for Salesforce1 To access Dealmaker Smart Playbook, tap on the Salesforce1 icon and login to Salesforce. A panel on the left side of the screen provides access to the basic Dealmaker tabs. To access the panel, click the icon or swipe from the left edge of the screen. Tap on Opportunities and navigate to the opportunity in Salesforce. The Dealmaker Smart Playbook launchpad is located at the bottom of the opportunity screen. Tap the launchpad once to activate it, then tap the launchpad again to go to the required function. 2

7 Section 1. Smart Playbook Overview of Functions Functions available in D ealmaker for Salesforce1 All of the standard Dealmaker Smart Playbook functions are available in Dealmaker for Salesforce1. To go back to the Salesforce1 navigation menu, tap on the three bars icon at the top left of the screen or swipe the screen from the left. 1.2 Team Views on Salesforce1 Team Views can be accessed by mobile devices using the Salesforce1 platform Supported Devices ipad Support for mobile phones will be available in future releases Accessing Team Views for Salesforce1 To access Team Views, tap on the Salesforce1 icon and login to Salesforce. A panel on the left side of the screen provides access to the basic Dealmaker tabs. To access the panel, click the icon or swipe from the left edge of the screen. 3

8 Tap on Team Views. The Dealmaker Team Views screen now appears. To view a list of opportunities for a team member, tap on that person's name. To go to an opportunity, tap on the opportunity's name Overview of Functions Functions available in D ealmaker for Salesforce1 All of the standard Team Views functions are available in Dealmaker for Salesforce1. To go back to the Salesforce1 navigation menu, tap on the three bars icon at the top left of the screen or swipe the screen from the left. 1.3 Smart Playbook Overview Dealmaker Smart Playbook is a combination of sales process(es) and the associated content items that are attached using the Quicklinks capability in Dealmaker. Your sales processes will be configured when Dealmaker is deployed and may be modified subsequently by your Dealmaker administrator. You may have one or multiple sales processes, depending on the complexity of your business. There are two options for accessing Dealmaker Smart Playbook, depending on how your administrator has configured the system: the standard launchpad and a detailed view. The standard launchpad allows you to access Dealmaker Smart Playbook by clicking on the Playbook icon from the Dealmaker launch pad on the Opportunity page. The detailed Launchpad provides summary information on the state of the opportunity including the stage overview, a timeline of creation date and projected close date, a sales cycle progress indicator to show if the deal is on track, and more. 4

9 Section 1. Smart Playbook The following image displays the standard Launch Pad with both Dealmaker Smart Opportunity Manager and Dealmaker Smart Playbook installed. (You will only see the Playbook icon if you do not have Smart Opportunity Manager installed.) Before you progress through the steps in your sales cycle, you will notice that the closure probability is set to 0%. This is displayed in the blue heading section of the Playbook icon. This is a quick way to see how far you have progressed this sales opportunity. D etailed Launchpad: Note: If you are using Dealmaker from within the Salesforce1 mobile environment, the launchpad is loaded again when you first click on it. To continue, click on the launchpad again. 1.4 Playbook Collapsed View To get a quick view of the progress you have made in each of the pipeline stages, you can view the Sales Playbook in collapsed view. 5

10 Pipeline Stage: Each of the stages in your pipeline is automatically imported in to your Playbook, and represented here. The Dealmaker Pipeline Stage the stage which Dealmaker has determined reflects your actual position is shown in the darker background color. In the graphic above, this is the Target Qualified stage. Status: This the status of each of the Qualifiers and Verifiable Outcomes for the pertinent stage. If you ve not acted on this question yet, the status icon will be gray. A green check mark indicates that the question has been satisfied, a yellow icon with the hourglass icon means that the action is underway, but not complete, and a red icon with an X indicates that the status so far is negative. You can change the Status in the collapsed view by clicking on the status icon. Stage Progress Bar: This is a visual representation of progress through this stage. Stage Progress Percentage: A numerical representation of the progress through this stage. Stage Threshold Indicator: This indicates if you have successfully completed sufficient activities in a particular stage for Dealmaker to set the Dealmaker Pipeline Stage to a subsequent stage. The threshold for sufficient is set as a combination of Stage Progress Percentage (say 80%) and completion of all Essential Qualifiers and Verifiable Outcomes. 6

11 S e c t i o n 2. Using Smart Playbook Dealmaker Smart Playbook puts you in control of the buying process, increases sales velocity through the sales cycle and delivers objective and accurate sales forecasts. It connects the dots between customer activity and deal progress, and sets out the steps that you need to take to progress a deal through all of the stages in the pipeline. When you access the Smart Playbook screen you will see that there are two main sections: Opportunity Progress Summary Sales Playbook Detail At the top of the screen is the Opportunity Progress Summary, where you can get a quick overview of the current status of the opportunity. The lower portion of the screen the Sales Playbook Detail represents the stages in your pipeline, steps to take to progress through each stage, and the related progress in each stage. It is likely that your pipeline stages may have different names, and if so, those stage names will be reflected here. 7

12 2.1 Opportunity Progress Summary The Opportunity Progress Summary shows you, at a glance, the key information relating to the progress of the deal. Start Date: This is the date that the opportunity was first created. Today: This shows you today s date and its relative position to the Start and Projected Close Date. Projected Close Date Offset: This red line indicates the offset between the CRM Close Date and the Projected Close Date. Closure Probability: This is calculated by Dealmaker based on the rules that have been configured for each sales process and the progress to date of the qualifiers and verifiable outcomes in this opportunity. As you complete qualifiers and verifiable outcomes and save your changes, the closure probability percentage will change. Projected Close Date: This is calculated by Dealmaker based on the rules that have been configured for each sales process and the progress to date of the qualifiers and verifiable outcomes in this opportunity. Dealmaker will normally project the close date based on your typical sales cycle as initially prescribed by your Dealmaker administrator and subsequently modified based on the actual sales cycle data that Dealmaker gathers over time. As you complete qualifiers and verifiable outcomes and save your changes, the projected close date will change. Dealmaker Pipeline Stage: The Dealmaker pipeline stage is automatically determined based on the progress that you have indicated against the qualifiers and verifiable outcomes in each stage. The stage is not editable. As you complete the qualifiers and verifiable outcomes, Dealmaker will determine the correct stage in which to place the opportunity. While you may complete activities in any stage at any time, Dealmaker will only progress the Dealmaker Pipeline Stage when you have made sufficient progress in a stage. The rules pertaining to sufficient are described below. 8

13 Section 2. Using Smart Playbook Sales Process: This identifies the sales process that applies to the opportunity. The qualifiers and verifiable outcomes that are attached to each pipeline stage may differ for each sales process. Add Pause Date: If the opportunity is delayed as a result of postponed decisionmaking, buyers holidays or any other reason, the date that the opportunity will next be worked is entered in the Pause Until field. This helps to keep the projected close date more accurate. If you choose to pause the deal, you will notice that Dealmaker will automatically move the relative position of today s date, and extend the projected close date by the paused duration. CRM Close Date: This is the close date which is currently stored in Salesforce. Projected Close Date: This is calculated by Dealmaker based on the rules that have been configured for each sales process and the progress to date of the qualifiers and verifiable outcomes in this opportunity. This part of the summary also indicates the difference between the original projected close date and the current projected close date. Opportunity Value: This is the total value of the opportunity. Process Superseded: If you have write access to an opportunity and the underlying sales process for that opp has been updated since the opportunity was last saved, a recalculation is automatically performed when you click through to the opportunity. This ensures that information such as closure probability and days-to-close are all recalculated in light of the updated sales process. For example, if a qualifier is added. If you have read-only access or try to modify an opportunity which is closed, this recalculation cannot take place. Instead, the Process superseded message is used to indicate that the calculations may be out of sync because of the update to the sales process. 9

14 Projected to Close: This icon indicates whether or not the opportunity is projected to close based on the currently available information. A gray symbol indicates that the deal is not projected to close. A blue symbol indicates that it is. Deal Size: This describes the value of the opportunity and indicates whether it is large ($$$), average ($$$) or small ($$$). Sales Cycle: This indicates the velocity of the opportunity through the sales process. 10

15 Section 2. Using Smart Playbook Playbook Collapsed View To get a quick view of the progress you have made in each of the pipeline stages, you can view the Sales Playbook in collapsed view. Pipeline Stage: Each of the stages in your pipeline is automatically imported in to your Playbook, and represented here. The Dealmaker Pipeline Stage the stage which Dealmaker has determined reflects your actual position is shown in the darker background color. In the graphic above, this is the Target Qualified stage. Status: This the status of each of the Qualifiers and Verifiable Outcomes for the pertinent stage. If you ve not acted on this question yet, the status icon will be gray. A green check mark indicates that the question has been satisfied, a yellow icon with the hourglass icon means that the action is underway, but not complete, and a red icon with an X indicates that the status so far is negative. You can change the Status in the collapsed view by clicking on the status icon. Stage Progress Bar: This is a visual representation of progress through this stage. Stage Progress Percentage: A numerical representation of the progress through this stage. Stage Threshold Indicator: This indicates if you have successfully completed sufficient activities in a particular stage for Dealmaker to set the Dealmaker Pipeline Stage to a subsequent stage. The threshold for sufficient is set as a combination of Stage Progress Percentage (say 80%) and completion of all Essential Qualifiers and Verifiable Outcomes. 11

16 2.1.2 Sales Playbook Detail Your sales playbook is designed to help you progress deals through each stage of the pipeline and does that by incorporating best practice steps that we refer to as Qualifiers and Verifiable Outcomes into each stage of the pipeline. For each stage in the pipeline there are a series of qualifiers and verifiable outcomes to help you know what to do next to progress the sale. Qualifiers are tasks that you have to undertake to progress a sale. An example of a qualifier might be Have you confirmed that the target customer is in our sweet spot? It is an activity that you can do on your own and does not depend on the customer taking any action. On the other hand, a verifiable outcome relates to evidence from the customer that indicates progress. An example of a verifiable outcome might be Has the customer confirmed the date by which the project needs to be completed? You are looking to verify an outcome of an action that must be taken by the customer. This evidence is necessary to understand if you are really making progress. In the graphic below you can see that the Qualification stage has 12 Qualifiers and Verifiable Outcomes. 12

17 Section 2. Using Smart Playbook Update Playbook in Detailed View When you expand a stage (or section), you can view and update all of the qualifiers and verifiable outcomes in that stage. Mandatory Qualifiers and Verifiable Outcomes: Some qualifiers and verifiable outcomes in your sales process are so important that the opportunity cannot progress to the next stage unless they are completed. These mandatory qualifiers and verifiable outcomes are highlighted with an exclamation mark to the extreme left of the question. Dealmaker will continue to record your opportunity in the current stage until all mandatory qualifiers and verifiable outcomes are completed. Qualifiers and Verifiable Outcomes: In simple terms, qualifiers and verifiable outcomes are just questions that you need to ask yourself. A verifiable outcome is something that the sales persons witnesses the customer doing in order to ensure that the customer is moving forward in their buying process. A qualifier is a best practice step that the sales person should complete in order to progress the opportunity forward. These are the steps in the sales process that have been configured by the Dealmaker team or by your Dealmaker administrator. If the sales process has been well crafted it should map to your customer s buying process. The qualifiers and verifiable outcomes should be selfexplanatory, but if you need further clarification on the question, you can click on the Tip (4) icon to the right of the question. Answer: This is where you record your answer to the question. You access this by clicking on the Edit (5) icon. (See Editing a Qualifier or Verifiable Outcome graphic below.) Tip: The blue icon to the right of the Qualifiers and Verifiable Outcomes provides more information on the item. Edit: Click on this to add comments or text as part of your Answer (3) to the question. 13

18 Status Drop-down: You can set the status by selecting an answer from this dropdown list. When you make a selection, the Status icon (7) changes to reflect the new status, and the Stage Progress is updated. Also, the Closure Probability, Close Date, and possibly the Dealmaker Pipeline Stage are updated in the Opportunity Progress Summary display area. Status Icon / Toggle: The status icon is a visual representation of the status but can also be used to set the status by clicking directly on the icon. The consequences of updated the status here are the same as making a change using the Status drop-down (6). If you have not acted on this question yet, the status icon will be gray. A green check mark indicates that the question has been satisfied, a yellow icon with the hourglass icon means that the action is underway, but not complete, and a red icon with a X indicates that the status so far is negative. Dealmaker automatically sets the Date to today s date whenever you click on the status icon. The Play icon provides access to Quicklinks for this specific question. Your Dealmaker administrator may have configured links to additional information for any of the Qualifiers and Verifiable Outcomes. Clicking on the Quicklinks play icon on the extreme right of the screen will provide you with links to additional information or content related to Qualifier or Verifiable Outcome. Editing a Qualifier or Verifiable Outcome 14

19 Section 2. Using Smart Playbook Using Quicklinks with Qualifiers and Verifiable Outcomes 15

20 16

21 S e c t i o n 3. Playbook administration The Playbook Administration page provides a list of all existing playbooks. To access this page, go to the All Tabs page and click on Playbooks. From here you can access individual playbooks or create new playbooks. 3.1 Playbook Details To view and edit a playbook's details, click on the name of a playbook in the Playbooks page. The Playbook Details page displays information relating to the playbook such as sales process name, sales cycle duration, industry verticals, deal sizes, and modification data. 17

22 The Details section contains the following buttons: Field Description Edit Use this button to change the playbook sales process name or description. Advanced Use this button to make detailed changes to the playbook. For more information, click here. Delete Use this button to delete a playbook. Clone Use this button to create a copy of the current playbook. 18

23 Section 3. Playbook administration Field Description Done When you have finished configuring your playbook, click this button. 3.2 Add a qualifier To add a qualifier to your sales process, click the Add Qualifier button. In the Add Qualifier / Verifiable Outcome dialog you can add a qualifier in one of the following ways: Search for an existing qualifier Create a new qualifier Search for an existing qualifier To add an existing qualifier, even one which exists in another sales process, enter search criteria into any of the search fields and click Search. 19

24 In the list of matching qualifiers, use the check boxes in the Include column to select the qualifiers you want to add. When you are ready, click Add Selected. About qualifier search criteria Qualifier contains Enter search text which the sought qualifier contains Industry Genius creates qualifiers by industry. Set this to a specific industry where you know the sought qualifier resides. Set this option to User Created Qualifiers if the sought qualifier was created manually as opposed to with Genus. Set this option to All if you do not wish to restrict the search by industry. Genius Stage When Genius creates qualifiers it assigns them to a typical sales stage. You can set this search option to one of those stages or set to All if you do not wish to restrict the search by stage. Note that user created qualifiers do not have a Genius-assigned stage, so set this filter to All if you are searching for a user created qualifier. 20

25 Section 3. Playbook administration Create a new qualifier To create a new qualifier, click Add New. In the Add New Qualifier dialog, enter the following information: Field Description Qualifier / Verifiable Outcome This is the text for the qualifier / verifiable outcome which is presented to the user. Tip This is the help text associated with the qualifier / verifiable outcome. This is optional. Smart Qualifier Use this check box to indicate a Smart Qualifier to users. In general qualifiers are user-editable but in certain instances it may be desirable for a qualifier s status to be triggered based on data recorded elsewhere. A smart qualifier cannot be updated directly by a user but its value will be displayed. 3.3 Add and configure stages In the Playbook Details screen you can perform the following tasks: Add a new stage to your sales process Configure a sales process stage 21

26 3.3.1 Add a stage to a sales process To add a new stage to your sales process, click the Add Stage button. The Adding Stages to Sale Process dialog contains a list of available stages. These stages consist of the open stages, as configured in your Opportunity Stages picklist, which have not already been assigned to this sales process. Select a stage and click Add Configure a sales process stage Click the Stage Settings button to set configurations for your stage or to delete the stage. The stage settings are: 22

27 Section 3. Playbook administration Duration Days This is the number of days it usually takes to work through the stage from the day it entered the stage to the day when you complete the stage. Dealmaker will track the actual days it takes so that you can see how you re tracking against expectations over time. Yellow Status A yellow status means that the action against the step or qualifier is underway but not complete. Enter the % of the stage that should be completed to turn the stage status from grey to yellow. Green Status A green check status indicates that the step or qualifier has been satisfied. Enter the % of the stage that should be completed to turn the stage status from yellow to green. Stage Threshold This is the threshold score which must be achieved in the stage before the opportunity can move onto the next stage (bearing in mind that all mandatory qualifiers must also be achieved before advancement is possible). 3.4 Advanced editing in Playbook To make advanced changes to the configuration of a playbook, click on theadvanced button in the Playbook Details page. Field Description Default Sales Process Name The current default sales process (if there is one) is displayed. Default Process If you want to make this the default sales process, set this to Yes. Where an opportunity does not explicitly map to a particular sales process (based on your configured Sales Process Maps) it will be assigned the default sales process. 23

28 Field Description Large Deal Size This is typically set to four times the average deal size, this is the value of an opportunity which you consider to be very large when compared to your average deal size for this sales process. It is used in conjunction with the Large Deal Size Warning to alert the sales person that their pipeline may contain an overdependence on abnormally large deals. This would represent a potential risk in their pipeline. You may edit this. Small Deal Size This is typically set to one quarter of the average deal size, this is the value of an opportunity which you consider to be very small when compared to your average deal size for this sales process. It is used in conjunction with the Small Deal Size Warning to alert the sales person that their pipeline may contain a significant number of small deals. This would represent a potential risk in their pipeline. You may edit this. Large Deal Size Warning This sets a threshold (as a percentage) of the pipeline value which is made up of abnormally large deals (the Large Deal Size above). If Large Deals constitute more than this percentage of your pipeline a warning is shown on the Team Views report. Small Deal Size Warning This sets a threshold (as a percentage) of the pipeline value which is made up of abnormally small deals (the Small Deal Size above). If Small Deals constitute more than this percentage of your pipeline a warning is shown on the Team Views report. When you have completed the configuration of the Sales Process Playbook you can configure the individual stages and qualifiers within the sales process. 3.5 Automatically generate a sales process Dealmaker Genius for Playbook generates your sales process playbook automatically by asking a few simple questions. For each stage in the pipeline you get best practices laid out in clear sales process steps. You can then fine tune these yourself or take the Genius recommendations. It is designed using your products and services and the terminology of your industry. It incorporates your customers problems, the solutions you provide and your company s capabilities. Genius then calculates how long each sales process should take. The Playbooks tab lists any existing sales process playbooks. Click New Playbook to create a new sales process playbook. 24

29 Section 3. Playbook administration Provide details about your sales process The first time you use Dealmaker Genius for Playbook you will be prompted for your Company name and the Customer reference. The company name is the name of your company as it will appear in the steps or qualifiers. For example: Have you presented the capabilities of (your company name) to the buyer?. This could be a common abbreviation used internally or it might be the full company name. The customer reference is how you refer to your customers (e.g. client or customer ). 25

30 The Company Name and Customer reference are set once for your organization. If you use Dealmaker Genius for Playbook again to create Playbooks, you are not asked for this information. In addition to the Company Name and Customer reference details, Dealmaker Genius for Playbook prompts you for the following information: Field Name Description Sales Process Name The name for your Sales Process Playbook used with opportunities. This is a required field. Description Description of the sales process, displayed to the user when clicking through to a new opportunity that doesn't automatically get placed into a sales process and requires the user to select which process to use. Sales Cycle Duration (Days) Enter the number of days that it usually takes to close a sales opportunity from the time when it first became an opportunity to when you close the deal. Closure Duration (Days) Enter the number of days typically taken to close an opportunity after all the steps have been completed. This is a required field. Final Stage Probability % The probability of the opportunity closing after all steps have been completed. This is usually 100%. This is a required field. Multiple Buyers Tick if there are usually multiple people involved in the buying process. Industry Vertical Select the industry that most closely matches your own. If you already have your own sales process designed and wish to bypass Genius, select Build My Own and this will create a shell of a sales process which you can manually edit to enter your pre-defined sales process. This is a required field. Average Deal Size Enter the size of a typical or average sales opportunity. This is a required field. 26

31 Section 3. Playbook administration When you have completed the form, click Next. At this point Genius sorts the qualifiers for your sales process into typical sales stages: Prospect, Qualify, Requirements, etc Mapping sales process stages The Stage Mapping page prompts you to map the Dealmaker Genius for Playbook sales stages to your Salesforce pipeline stages (those defined in your Opportunity Stages Picklist Values). You may map more than one Genius sales stage to a pipeline stage. When you have completed the stage mapping, click Save. When Dealmaker has completed its processing you will be prompted to review your sales process playbook. 27

32 3.6 Edit a qualifier Click on the Edit icon to change an existing qualifier. This allows you to edit the values on the qualifier itself (such as the qualifier text, the tip or the Smart Qualifier flag). When editing a qualifier you can also add a Quicklink. If you choose to edit a qualifier which is also used in another sales process you will be presented with the following notice: 28

33 Section 3. Playbook administration If you edit the qualifier, updates you make will also impact the other sales processes in which it is used. If you wish to isolate your edits to the current sales process being edited you can choose to make a copy of the qualifier. Note: that the importance and mandatory settings of a qualifier which are set on the main sales process admin page, are sales process specific editing these values will only affect the current sales process. 3.7 Manage qualifiers To configure the qualifiers within the stage, click the Expand icon to the left of the stage name. From here you can do the following: Reorder the qualifiers Drag the qualifier to reorder it within the stage or even to move it to another stage. Add a qualifier This allows you to add an existing qualifier into this particular sales process playbook or to create a new qualifier (which will then be available to add to other sales processes if you wish). For more information, click here. Set the importanc e of the qualifiers This is used when calculating the projected close date and the closure probability. 29

34 Mark a qualifier as mandatory An opportunity cannot progress onto the next stage if any of the mandatory qualifiers have not been completed. Edit a qualifier If the qualifier is also used by other sales processes you can choose to have your edits impact all these process or to make a copy first thus limiting the impact of your edits to the current sales process. For more details, click here. Delete a qualifier Click the X icon. 3.8 Add a Quicklink When editing a qualifier you can add a Quicklink. To do this, click the Add Quicklink button and enter a search term. 30

35 Section 3. Playbook administration Select the desired Quicklink(s) and click Add. 3.9 Create a new Quicklink You can also use the New Quicklink button to add a new link. 31

36 Now enter the following information: Name: Enter the name of your Quicklink here. Description: Enter a description for your Quicklink. Link: This is the URL to the video, download file or link which holds the content. This URL can point to any location that is accessible by your Salesforce users. Type: Use this to specify Link, Download or Video as appropriate. 32

37 S e c t i o n 4. Team Views Team Views provides you with a single view of your potential revenue for a selected timeframe. It gives real-time insight into the sales opportunities Dealmaker thinks can close in the period. To get started, click on the Team Views tab. 4.1 Overview There are three main areas in the Team Views screen: Summary Roll-up Detail 33

38 1. Summary In the Summary area you can: Set the date range for your Team Views view. Select whether you want to view your own deals, those for your direct reports, or all of the opportunities you have permission to view, using the View Filter. See, at a glance, the total Closed + Projected revenue for the Team View period. 2. Roll-up The Roll-up aggregates the opportunity data based on the user and date range settings in the Summary area. For each user, Dealmaker selects all opportunities that are Closed, Projected, or Possible within the selected reporting period. It also reports on the Mix of opportunities for each user. Goal: The annual goal or target for a particular user. This can be set by the administrator or by the user. Closed: The total value of opportunities marked as closed won, with a close date in the reporting period. 34

39 Section 4. Team Views 3. Detail Projected: The total value of open opportunities with a Dealmaker calculated close date in the reporting period, and a Dealmaker closure probability exceeding the projected threshold. The projected threshold is a Dealmaker administration setting defined by the salesforce administrator (typically set to 70%). Dealmaker does not use weighted or percentages when determining the value of your sales forecast. Rather, based on the business rules in your Dealmaker deployment configuration, it chooses those deals it thinks are likely to close based on progress through the sales cycle and the time remaining in the reporting period, based on historical data. The Projected Opportunities column shows the total value of open opportunities with a Dealmaker calculated close date in the reporting period, and a Dealmaker closure probability exceeding the projected threshold. The projected threshold is a Dealmaker administration setting defined by the salesforce administrator (typically set to 70%). Close + Projected: The total value of the Closed and Projected opportunities (columns 1 and 2). Possible: The total value of open opportunities with a Dealmaker calculated close date in the reporting period, and a Dealmaker closure probability below the projected threshold. The projected threshold is a Dealmaker administration setting defined by the salesforce administrator (typically set to 70%). Mix: In your Dealmaker configuration, opportunities are categorized as Rocks, Stones or Pebbles. Stones are opportunities of an amount that is similar to the average deal value for your org, as determined by your Dealmaker administrator. Rocks are very large deals which are well above the average deal size for your org, and Pebbles are very small deals. Rocks, Stones and Pebbles can be configured differently for each sales process that you use, and can be used to identify a risk to your results, either due to over-dependence on a small number of unusually large deals, or due to the inefficiencies or resource concerns of pursuing too many unusually small deals. For more information on how the mix is calculated, click here. Total: The total value of all closed and open opportunities with a Dealmaker calculated close date in the current reporting period. When you click on any cell in Roll-up, you can see the detail information behind any of the items that are aggregated for that cell. Information displayed here is: Account: The name of the account. Name: The name of the opportunity. Click on the name link to open the opportunity in a new window. 35

40 Amount: The amount of the opportunity. Process: The sales process being used for this opportunity. Stage: The pipeline stage of the opportunity, as determined by Dealmaker. Progress: A graphical indication of the status of the opportunity. Close Date: The Dealmaker Projected close date. %: The closure probability of the opportunity, as determined by Dealmaker. Size: An indicator of whether the opportunity is categorized as a Rock, Stone or Pebble as described above. Health: Dealmaker classifies an opportunity as Active, Stalled or Inactive based on when it was last updated. Stalled opportunities have not been updated in the last 30 days. Inactive opportunities have not been updated in the last 60 days. Projected: A graphical indicator of whether the opportunity is projected or not, or if it is closed won. An opportunity is projected if its probability of closing is above the configured threshold for the sales process. 4.2 Team Views Summary The Summary section is at the top of the Team Views screen and lets you set the parameters for your Team Views report. You can report on any opportunities to which you have read or read/write access. The available data varies depending on your Salesforce sharing model, but you can almost always report on data owned by or shared with users below you in the role hierarchy, regardless of your sharing model. However, certain sharing models do not allow this What s my number? 36

41 Section 4. Team Views The big number to the right of the Team Views Summary is the aggregate value of opportunities that are Closed or Projected in the reporting period for the View you selected. This number, the sum of Closed + Projected, is the number that you should focus on as your forecast for the period. Remember, Dealmaker does not use weighted averages, or expected revenue percentages when determining the value of your sales forecast. Rather, based on the business rules in your Dealmaker configuration, it chooses which deals it thinks are likely to close based on progress through the sales cycle and the time remaining in the reporting period, based on historical data. These Projected opportunities are the deals that you should expect to close in the period. 4.3 Filter results in Team View You can filter the results displayed in Team Views on the basis of probability, sales process, stage and amount. To filter the results, click on the funnel icon to the right of the date drop-down list at the top of the screen. Select the criteria you want to use and click Apply. When a filter is currently active, the funnel icon has a dark background. To remove the filter, click on the funnel icon, click Clear and then Apply. To modify the filter, click on the funnel icon, make your changes and click Apply. 37

42 4.4 Use Team Views Detail When you click on any cell in Roll-up, Team Views will automatically filter to that selection, and will display the individual opportunities that make up the amount in that cell. In the graphic below you can see that we clicked on the row for Bruce Ellis and the list of his opportunities is shown in the Detail area. You can sort the contents of the table according to the values in any of the fields. To sort the table, click on the header for a particular column. 38

43 Section 4. Team Views You can export the information contained in Team Views to Excel. To do this, click the Export button in the bottom left corner of the details section. For each opportunity, you can see Account name, opportunity Name, Amount, the sales Process that was used in Dealmaker Smart Playbook for this opportunity, the Stage (as determined by Dealmaker), the Progress that has been made, the Close Date, the % probability of closure, and the Size of the opportunity and the Health of the opportunity. You will remember that opportunities are categorized as Rocks, Stones, or Pebbles. The Size of the deal is indicated using blue dollar signs: The Health column indicates whether the opportunity is Active (green check mark), Stalled (yellow hour glass) or Inactive (red stop symbol) based on when it was last updated. Active opportunities have been updated recently. Stalled opportunities have not been updated in the last 30 days. Inactive opportunities have not been updated in the last 60 days. In the Projected column you can see if the opportunity is Projected to close within the forecast period, is already Closed or not projected. 4.5 Use the Team Views roll-up The Roll-up aggregates the opportunity data for each user based on the View and Date Range settings in the Summary area. Roll-up displays the Name of the user, the Closed amount, the Projected amount, the sum of Closed + Projected, the Possible amount and the Total amount, which is the sum of Closed + Projected + Possible. Remember that there may be deals in your pipeline that are not included in the Total amount, as Team Views will only display those deals that Dealmaker thinks you have enough time remaining in the date range to complete your typical sales cycle. 39

44 In addition you can also see the Mix for each user. In your Dealmaker configuration, opportunities are categorized as Rocks, Stones or Pebbles. Stones are opportunities of an amount that is similar to your average deal value as determined by your Dealmaker administrator and when the Stones image is displayed, Dealmaker considers that you have a healthy Mix in your pipeline.stonesymbol Rocks are very large deals, and when this image is displayed, it indicates that you might have an over-dependence on one or more abnormally large deals. Pebbles are very small deals and this image indicates that you are pursuing too many unusually small deals, which usually means that you are applying disproportionate resources, resulting in a high cost of sales, and that you may not have enough time to close all of these individual deals. For more information on how the mix is calculated, click here. 4.6 Select a view in Team View You can choose the selection of opportunities that you want to view in Team View using the Team Filter. 40

45 Section 4. Team Views Click on Me to view your own deals. You can also view the deals for any other groups of people that have been created in the system. 4.7 Set the date range in Team View It is important to always remember that Team View only reports on opportunities that Dealmaker thinks are in play for the reporting period. In the Team View Summary section, you can set the date range for the reporting period in two ways. Pick a Financial Period from the Financial Periods drop-down to list to select a date range corresponding to the Fiscal Year settings in Salesforce. If you are looking for a very specific date range, you can use the Custom Date Range fields to pick dates from the calendar pop-up, or just manually enter dates in the date fields. 4.8 Understanding the mix calculation. 41

46 In your Dealmaker configuration, opportunities are categorized as Rocks, Stones or Pebbles. Stones are opportunities of an amount that is similar to the average deal value for your org, as determined by your Dealmaker administrator. Rocks are very large deals which are well above the average deal size for your org, and Pebbles are very small deals. Rocks, Stones and Pebbles can be configured differently for each sales process that you use, and can be used to identify a risk to your results, either due to over-dependence on a small number of unusually large deals, or due to the inefficiencies or resource concerns of pursuing too many unusually small deals. When the Team View report is run against one sales process, the summary of the mix value is calculated as follows: If the percentage of your pipeline amount (for opportunities in this sales process) that is made up of opportunities identified as rocks, exceeds the Large Deal Warning% configured for that sales process, the summary mix shows the rock icon. (Pipeline = possible + projected). If the percentage of your pipeline amount that is made up of opportunities identified as Pebbles, exceeds the Small Deal Warning% configured for that sales process, the summary mix shows the pebble icon. In all other cases, the summary mix shows the stone icon. How the calculations are performed The rock calculation is performed first. This means that the rock icon is shown in cases where the configured Large Deal Warning% and Small Deal Warning% are both exceeded by the total value of opportunities in the pipeline. Team View and Multiple Sales Processes When the Team View report is run against more than one sales process, the Large Deal Warning% is averaged across all sales processes in the report. For example, if there are two sales processes one of which has a configured Large Deal Warning% of 40% and the other of which has a value of 30% the summary mix will be calculated against the average of the two (35%). In practice, this means that if the percentage of your pipeline amount which consists of rocks exceeds the average Large Deal Warning% configured for the sales processes (in this case 35%), the summary mix shows the rock icon. Similarly the Small Deal Warning% is averaged to determine if the Pebble icon should be shown. Opportunities with no assigned sales process In certain circumstances, the Team View report may contain opportunities which do not have an identified sales process. This can happen, for example, if you are 42

47 Section 4. Team Views configured to use the sales process popup and have not yet clicked through to Playbook for the opportunity to set its sales process. In such cases, these opportunities cannot be identified as either rocks or pebbles because the Large Deal Size and Small Deal Size are dependent on the sales process. For this reason, they are regarded as stones when calculating the summary mix value. 43

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49 S e c t i o n 5. Managing Teams in Team View The Team View Settings dialog allows you to create, modify and delete teams. Create a team Modify a team Delete a team 5.1 Create a team in Team View To create a new team, open Team View Settings and click on New. 45

50 In the New Team View dialog, enter a name for your new team and click Save. Next, add users to your team. To do this, click on New in the Edit Team View dialog. You can add several members at once using the checkboxes. 46

51 Section 5. Managing Teams in Team View 5.2 Delete a team in Team View To modify a team in Team View, open the Team View Settings dialog. Click on the delete symbol beside the team you want to delete. 47

52 5.3 Modify a team in Team View To modify a team in Team View, open the Team View Settings dialog. Click on the pencil symbol beside the team you want to edit. To add a new member to the team, click on New. Use the Search for Owner to add users to the team. To remove a member from a team, click on the delete symbol beside the member s name. 48

53 S e c t i o n 6. Collaborate via Chatter Dealmaker provides functionality which integrates with Salesforce Chatter. Using this functionality you can post updates on opportunities, view the message feed for that opportunity or share files and links with other users. To access the Chatter functions in Dealmaker Smart Opportunity Manager, click on the Show Feed button at the top right of the screen. To close the Chatter panel, click on the Hide Feed button. 49

54 6.1 Chatter Updates When you edit and save information on a tab, an update is automatically posted to Chatter. To prevent large amounts of updates being generated if you make multiple edits, this function includes a time delay so that the next update for that tab is only posted after a specified length of time has passed. This time delay is configured using the Chatter Snooze setting which is set to 30 minutes by default. 50

55 GLOSSARY GLOSSARY A active An opportunity whose last activity is more recent than the stalled threshold (default is 30 days). activity An opportunity's active state is determined by the length of time since updates were made to the opportunity's value, stage, probability or close date. Actual In Dealmaker Insight, the Actual view reflects pipeline values which include opportunities in the specified categories. actual view In Dealmaker Insight, the Actual view reflects pipeline values which include opportunities in the specified categories. Actual View In Dealmaker Insight, the Actual view reflects pipeline values which include opportunities in the specified categories. Approver B A Buying Role at a senior level who has the ultimate accountability for success of the project. They review the decision, bless it and typically release the funds. In large organizations, there may be multiple levels of approvers with dollar thresholds used to delineate their approval responsibility but they are not the ultimate approver. We are looking for the ultimate Approver for our map. (If a buyer can say no and over turn a Decision Makers decision, they are an Approver). The Approver is at the top of the map and in the Inner Circle. An Approver is a Key Player. badge group A badge group is used to set performance targets for a group of people. For example, you may have inexperienced team members who cannot reasonably be expected to achieve the same goals as the more experienced members of your team. 51