MANAGE ACQUISITION COST OF SALE USER MANUAL VERSION 1.3 (ENGLISH) PRODUCT OF

MANAGE ACQUISITION COST OF SALE USER MANUAL VERSION 1.3 (ENGLISH) PRODUCT OF

Revision History Date Version Description Author 16-Feb-2017 V1.3 User Manual digicloud Solutions User Manual (Public) Page 2

Table of Contents 1. HOW TO USE THIS USER MANUAL... 4 2. INTRODUCTION... 5 3. INSTALLATION AND SYSTEM REQUIREMENT... 6 4. SET ESTIMATED ACQUISITION COST... 10 5. SET DIGIMACS COST CONFIGURATIONS... 12 6. SET DIGIMACS COST MANAGEMENT... 18 7. TRACK DIGIMACS ANALYTICS... 23 8. REPORT ISSUE/PROBLEM... 24 User Manual (Public) Page 3

1. HOW TO USE THIS USER MANUAL Each feature of digimacs is explained in separate section followed by a step-by-step usage description/steps. Notes are included in separate section as shown below: Note: <Note details added here> Cautions that user need to follow is included in separate section as below: Caution: <Caution details added here> User Manual (Public) Page 4

2. INTRODUCTION Keeping track of overall expenditure while working on a given opportunity is very important for any business. If opportunity owner has exact idea about actual spending happened during acquisition of opportunity, same is very useful while calculating expected ROI. It can also help Opportunity Owner to decide whether to spend more or just give up if actual spending is spreading beyond estimated budget. Tracking an overall Acquisition Cost while working on a given opportunity is a tricky job and many a times opportunity owner miss out several important spending just because there was no mechanism to track each spending separately. To deal with this problem, digicloud Solutions comes up with an innovative solution Manage Acquisition Cost of Sale digimacs is a Managed Application built on Salesforce platform that can be used to track spending or expenditures while working on a given opportunity on Salesforce Sales Cloud. digimacs gives power to opportunity owners to track every cost associated while spending their precious time on things that are more important. digimacs handles calculating the overall Acquisition Cost automatically by giving chance to every individual working on given opportunity to store their efforts and spending separately and then provides an overall picture to the Opportunity Owner. User Manual (Public) Page 5

3. INSTALLATION AND SYSTEM REQUIREMENT digimacs is Salesforce Managed Package that can be installed from AppExchange. https://appexchange.salesforce.com/listingdetail?listingid=a0n3a00000efofxua1 Note: If you are new to Salesforce Package Installation, please visit below link and go through basic content provided by Salesforce. https://developer.salesforce.com/docs/atlas.enus.appexchangeinstallguide.meta/appexchangeinstallguide/appexchange_install_whatis.htm Steps to Install Package: 1. Click the AppExchange link https://appexchange.salesforce.com/listingdetail?listingid=a0n3a00000efofxua1 2. Click Get It Now from the application information page. 3. Select your environment type: Production or Sandbox (test). 4. Enter the requested information. For production environments, enter your username and password, read the user terms, select the I have read and agree checkbox, and click Confirm and Install. 5. Select option to Install package for Admins, All Users or For Specific Profiles as per your requirements: User Manual (Public) Page 6

6. Installation will start and User will be notified when installation completes. Post Installation Steps: (To be performed by Salesforce Administrator) 1. Edit Lead Page Layout and make following changes: a. Add Estimated Acquisition Cost field on Lead Page Layout and Save. b. Modify Custom Field Mapping for Estimated Acquisition Cost with Opportunity.Estimated Acquisition Cost 2. Edit Opportunity Page Layout and make following changes: a. Create two sections For e.g. digimacs and digimacs Analytics digimacs 2-Column Layout digimacs Analytics 1-Column Layout User Manual (Public) Page 7

b. Drag Estimated Acquisition Cost field from Fields palette to digimacs section. Optionally other digimacs fields can be added to digimacs section. c. Drag AnalyticsDashboard Visualforce page from Visualforce Pages palette to digimacs Analytics section. Recommended Visualforce page settings are: d. Drag AnalyticsDashboardSF1 Visualforce page from Visualforce Pages palette to Mobile Cards (Salesforce1 Only) section. User Manual (Public) Page 8

Recommended Visualforce page settings are: e. Drag digimacs Cost Configurations & digimacs Cost Managements Related Lists from Related Lists palette to Related Lists section. Note: These Related Lists needs to be dragged on Opportunity Page Layout to use in Salesforce1 app. f. Save Opportunity Page Layout. Done. You are ready to start using digimacs. User Manual (Public) Page 9

4. SET ESTIMATED ACQUISITION COST While creating an Opportunity, Opportunity Owner need to set Estimated Acquisition Cost under digimacs section. This cost implies the overall Estimated Sales Budget that is needed to work on given Opportunity. Note: If you are creating Opportunity from Leads, you can set Estimated Acquisition Cost on Lead or Opportunity. If cost is set on Lead record, on conversion value will get automatically mapped to associated Opportunity field assuming you have already mapped Lead field as explained in post installation steps in previous section. Steps: 1. Create a new Opportunity OR Edit Existing Opportunity. 2. While filling up the required Opportunity details, make sure to enter Estimated Acquisition Cost under digimacs section. 3. Save the Opportunity. 4. User can see Analytics Dashboard under digimacs Analytics section populated with links to Cost Configuration and Cost Management pages. User can also see gauges showing Actual Acquisition Cost Consumption In percentage and user currency. Note: Gauges are not visible unless you set Estimated Acquisition Cost on Opportunity. 5. In Salesforce1 App, gauge showing Acquisition Cost in percentage is visible in Opportunity RELATED section. User Manual (Public) Page 10

User Manual (Public) Page 11

5. SET DIGIMACS COST CONFIGURATIONS digimacs uses digimacs Cost Configuration object to store information about Rates (Cost/Hour) of individuals working on given Opportunities. It is recommended that only Opportunity Owner use this option. Once the opportunity is created, Opportunity Owner can add individuals working on Opportunity, their Roles and Rates (Cost/Hour). Note: By default, digimacs Cost Configuration object inherits access permissions from Parent i.e. Opportunity for CRUD operations. Steps: 1. On Opportunity, under digimacs section, Click Cost Configuration. 2. New page (Lightning Ready) is displayed that has following sections: a. Add New User b. Acquisition Cost User Summary c. Notification Settings 3. Page header has following information: a. Link to navigate back to current Opportunity b. Link to navigate to other Opportunity s Cost Configurations c. Link to navigate to Cost Management to Add Cost Add New User: 1. Notice that Opportunity Owner is already added as Acquisition Cost User. User Manual (Public) Page 12

2. Select User Type SFDC User: Are Salesforce Users that are working on given Opportunity. When this option is selected, Opportunity Owner can search Users from given Salesforce organization and add them as Acquisition Cost User. External User: Are Non- Salesforce Users (Users that does not have Salesforce license) that are working on given Opportunity. When this option is selected, Opportunity Owner can add names of External Use rs and add them as Acquisition Cost User. 3. Select User/Enter User Name: if SFDC User option is selected, select User from User Search Box else enter the Name of External User to Add. 4. Select Role Note: If Opportunity Team is enabled for given Salesforce organization, 1) Opportunity Team Members are automatically added to Cost Configuration and rates are set to zero. Opportunity Owner can edit these rates anytime. 2) Opportunity Team Members cannot be deleted from Cost Configuration. If a user from Opportunity Team is removed, Opportunity Owner can see Delete option for User s related Cost Summary record under Cost Configuration. 3) Opportunity Team Member Roles are populated automatically under Roles picklist. If Opportunity Team is not enabled, Roles defined on picklist field Team Member Role from Cost Configuration Object are populated. Administrator can modify Team Member Role values as per business requirements. Caution: Opportunity Team Members are added automatically to Cost Configuration only when User navigates to Cost Configuration. Cost Configuration records for members will not be visible on Opportunity unless user has navigated to Cost Configuration at least once. 5. Add Cost/Hour Rate specified here is taken into consideration when individual user adds Cost details and specify Hours spent. Total Cost is calculated by multiplying Cost/Hour and Number of Hours spent. 6. Click Add to add the new User. 7. User is immediately visible under Acquisition Cost User Summary. Add New User from Salesforce1 App: 1. Navigate to given opportunity. 2. Under RELATED section, tap digimacs Cost Configuration New. User Manual (Public) Page 13

3. Enter details, as explained before and tap Save. Acquisition Cost User Summary: 1. Opportunity Owner Can Edit or Delete Users from Acquisition Cost Summary section. Note: You cannot delete Opportunity Owner from Acquisition Cost User Summary. Also, If Opportunity Team is enabled for given Salesforce organization, delete option is not available for Users that are in Opportunity Team for given Opportunity. 2. To Edit Acquisition Cost User, Click button. User Manual (Public) Page 14

Role and Rate can be changed using Edit option. It is advisable to add Cost/Hour for every Individuals working on opportunity to avoid wrong calculations. Cost of Opportunity Owner should also be updated. 3. To Delete Acquisition Cost User, Click button. User is prompted with confirmation window before deleting the Acquisition Cost User record. Click Yes to proceed with Deletion. From Salesforce1 App: To Edit existing record, navigate to the existing record tap Edit Update Details tap Save. To Delete existing record, navigate to the existing record tap Delete tap Delete on Confirmation prompt. User Manual (Public) Page 15

Notification Settings: 1. Opportunity Owner can decide how to get notified by selecting specified settings in this section. Notify me when team member adds Acquisition Cost greater than (Currency) When this option is enabled, Opportunity Owner gets Email Notification when and Acquisition Cost User adds a Task greater that limit Specified by Owner in this section. Notify me when Acquisition Cost exceeds given percent of Estimated Cost When this option is enabled, Opportunity Owner gets Email Notification when Overall Actual Acquisition Cost exceeds specified percent of Estimated Cost set by Owner on Opportunity. 2. Click Save Settings to save the changes. To Access these settings from Salesforce1 App, drag respective fields on Opportunity Page Layout. These fields then can be edited in standard Opportunity Edit functionality. Note: Opportunity Owner Can Enable or Disable these Notification Settings any time. User Manual (Public) Page 16

If Opportunity owner needs to navigate to some other opportunity, Change Opportunity option can be used. 1. Click Change Opportunity. 2. Opportunity Selection pop-up displays. 3. Select the Opportunity to navigate to. 4. Click Change. User Manual (Public) Page 17

6. SET DIGIMACS COST MANAGEMENT digimacs uses digimacs Cost Management object to store information about Cost per task entries of individuals working on given Opportunities. Every individual working on opportunity can use this option to add individual task details and respective costs. Once the opportunity is created and Cost Configurations are set, each individual working on opportunity can add costs for the task they are performing. Note: By default, digimacs Cost Management object inherits access permissions from Parent i.e. Opportunity for CRUD operations. Steps: 1. Opportunity Owner Sets Cost Configurations if not already set. 2. On Opportunity, under digimacs section, Click Cost Management. 3. New page (Lightning Ready) is displayed that has following sections: a. Add New Cost b. Cost Details 4. Page header has following information: a. Link to navigate back to current Opportunity b. Center Panel contains information about - Current Acquisition Cost: Total Cost Consumed - Estimated Acquisition Cost: Cost set by Opportunity Owner - Percentage Consumption c. Link to navigate to other Opportunity d. Link to navigate to Cost Configuration to Add Configurations User Manual (Public) Page 18

Add New Cost: It is advisable to add costs in Cost Configuration for every Individual working on given opportunity, and for all tasks that have cost implications, to avoid wrong calculations. Cost of Opportunity Owner should also be updated. 1. Select User Name All the Users added by Opportunity Owner in digimacs Cost Configuration are listed under User Name. Select correct user against whom Cost record is added. 2. Select Cost Date Specify the date when given task is performed. 3. Select Opportunity Stage Specify what is the Opportunity Stage when given task is performed. By default, current opportunity stage is selected. 4. Select Cost Type Specify for what kind of Task given cost is to be added. Note: Cost Type picklist has predefined set of Values. These are defined on picklist field Cost Type from Cost Management Object. Administrator can modify Cost Type values as per business requirements. 5. Add Actual Hours/ Actual Cost User can either add Actual hours taken to perform the task or actual cost spent for given task but NOT BOTH for a given Cost. One of these values must be added. If User adds Actual Hours, Cost of the task is calculated by multiplying Actual hours with Rate of the User as defined by Opportunity Owner in Cost Configuration. If User adds Actual Cost (which is more logical in certain kind of tasks like travelling, dining etc.), same is considered as final Cost of the task entered. 6. Add Cost Description Specify details about the task performed and this is a mandatory field to save record. 7. Once User fills all details, Click Add to add the Cost details. 8. Details added are immediately visible under Cost Details section. 9. If notification setting for High Value Acquisition Costs is enabled by Opportunity Owner on Cost Configuration, individual users adding the costs are prompted before adding high value costs as below: User Manual (Public) Page 19

To Add Cost from Salesforce1 App: 1. Navigate to given opportunity. 2. Under RELATED section, tap digimacs Cost Management New. 3. Fill required details as explained before and tap Add. User Manual (Public) Page 20

Cost Details 1. All the Costs added are listed under Cost Details section. 2. User can Delete or Update individual right from this section itself. 3. To Edit Cost, Click button. All fields except User Name can be changed using Edit option. 4. To Delete Cost, Click button. User is prompted with confirmation window before deleting the Cost record. Click Yes to proceed with Deletion. From Salesforce1 App, To Edit existing record, navigate to the existing record tap Edit Update Details tap Save. User Manual (Public) Page 21

To Delete existing record, navigate to the existing record tap Delete tap Delete on Confirmation prompt. User Manual (Public) Page 22

7. TRACK DIGIMACS ANALYTICS digimacs uses cost records added by all users to show a visual representation about current consumption of the Sales Budget to Opportunity Owner. Opportunity Owner make necessary decisions by simply looking at current consumption of Acquisition Cost with respect to Estimated Cost. digimacs takes care of sending timely Email Notification (if Opportunity Owner enables corresponding settings in Cost Configuration section), so that owner is well aware of every high value costs as well as overall cost consumption. From Salesforce1 App: Analytics dashboard can be seen from RELATED section of Opportunity. User Manual (Public) Page 23

8. REPORT ISSUE/PROBLEM You can notify or contact digimacs Support with the issues/problems faced. To report a problem: 1. Please send us a mail at: info@digicloudsolns.com digimacs Support assures each digimacs User for quick response and proper resolution in time. Thank you for Using User Manual (Public) Page 24