[ADD] crm: quality leads report doc
closes odoo/documentation#8355
X-original-commit: c63dda1e5f
Signed-off-by: Zachary Straub (zst) <zst@odoo.com>
Signed-off-by: Jessica Rogers (jero) <jero@odoo.com>
Co-authored-by: ksc-odoo <73958186+ksc-odoo@users.noreply.github.com>
Co-authored-by: Zachary Straub <zst@odoo.com>
Co-authored-by: Zachary Straub <zst@odoo.com>
Co-authored-by: Antoine Vandevenne (anv) <anv@odoo.com>
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@ -10,3 +10,4 @@ Assign and track leads
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track_leads/prospect_visits
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track_leads/lead_scoring
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track_leads/unattended_leads_report
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track_leads/quality_leads_report
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====================
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Quality leads report
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====================
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A *quality lead* is a lead that is likely to result in a sale. It should match the characteristics
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most commonly believed to help salespeople close a deal, in addition to more precise criteria that
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is specific to each organization.
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.. note::
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The specific criteria that defines a *quality lead* is different for every organization. For more
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information, see :ref:`Define a quality lead <track_links/define-a-lead>`.
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A quality leads *report* compares how many quality leads each salesperson has received over a
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specific amount of time, such as within the past 30 days. Sales managers can use such a report to
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make more informed decisions when assigning new leads to their team
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.. example::
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A sales manager pulls a quality leads report using their company's criteria:
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- Leads must include a phone number and an email address.
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- The email address must be from a professional domain.
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- The source for the lead must be from a live chat conversation or an appointment with a
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salesperson.
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After running the report, the manager can see that, although everyone's ability to close a deal
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has varied, some members of the sales team have received a higher number of quality leads than
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others.
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.. image:: quality_leads_report/example-report.png
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:align: center
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:alt: An example of a quality leads report in the Odoo CRM application.
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Using this information, the sales manager may decide to assign more quality leads to the sales
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people currently on the lower end, to balance out the distribution of quality leads.
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.. _track_links/create-quality-leads-report:
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Create a quality leads report
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=============================
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To create a quality leads report, first navigate to :menuselection:`CRM app --> Reporting -->
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Pipeline` to open the :guilabel:`Pipeline Analysis` dashboard. Click into the :guilabel:`Search...`
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bar at the top of the page and remove any active filters.
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Click the :guilabel:`🔻(triangle pointed down)` icon to the right of the :guilabel:`Search...` bar
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to open the drop-down mega menu that contains :guilabel:`Filters`, :guilabel:`Group By`, and
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:guilabel:`Favorites` columns. Click :guilabel:`Add Custom Filter`. This opens a :guilabel:`Add
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Custom Filter` pop-up window.
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The :guilabel:`Add Custom Filter` pop-up window allows for the creation of more specific filters.
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Add custom filters
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------------------
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In order to generate a quality leads report, filters need to be created for the following
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conditions:
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- :ref:`Starting date <quality_leads_report/starting-date>`: limits results to those created within
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a specific time frame.
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- :ref:`Specific sales teams <quality_leads_report/sales-team>`: limits results to only include
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leads for one or more sales teams. This filter is optional and should not be included if the is
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intended for the entire company.
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- :ref:`Exclude unassigned leads <quality_leads_report/unassigned-leads>`: excludes leads without an
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assigned salesperson.
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- :ref:`Include archived leads <quality_leads_report/archived-leads>`: ensures that both active and
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inactive leads are included in the results.
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- :ref:`Add rules for quality leads <quality_leads_report/add-quality-rules>`: includes or excludes
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results based on criteria that is specific to a company or sales team.
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.. figure:: quality_leads_report/configured-custom-rules.png
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:align: center
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:alt: An example of the Custom Filter pop-up window with all of the rules configured.
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An example of the *Custom Filter* pop-up window with all of the default rules configured.
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.. _quality_leads_report/starting-date:
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Add a starting date filter
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~~~~~~~~~~~~~~~~~~~~~~~~~~
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Begin by first defining the rule's parameter with a date range, by clicking into the first field, on
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the left of the row, and typing `Created On` in the :guilabel:`Search...` bar, or by scrolling
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through the menu's list to locate it.
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In the rule's operator drop-down menu, define the parameter further by selecting either:
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- :guilabel:`>= (greater than or equal to)` to specify a start date and include all entries *after*
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that start date (as well as the initial value itself); or
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- :guilabel:`is between` to more sharply define a time frame with a clear start and end date. All
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matching entries that fit within the defined start and end dates are included in the report.
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With either option, use the pop-up calendar's day and time pickers, in the far right field, to
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define the respective date range. Setting these values concludes the creation of the first rule.
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.. _quality_leads_report/sales-team:
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Add a sales team filter
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~~~~~~~~~~~~~~~~~~~~~~~
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.. note::
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This filter is optional. To view results for the entire company, do **not** add this filter.
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To limit the results of the report to one or more sales teams, click :guilabel:`New Rule`. Next,
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click the first field for the new rule, and type `Sales Team` in the :guilabel:`Search...` bar, or
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scroll to search through the list to locate it.
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In the rule's second field, select :guilabel:`is in` from the drop-down menu. Selecting this
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operator limits results to the sales teams selected in the next field.
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Lastly, in the third field, select the desired sales team from the drop-down menu. Multiple teams
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can be added in this field, where each parameter is treated with an "or" (e.g. "any") operator in
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the search logic.
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.. _quality_leads_report/unassigned-leads:
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Exclude unassigned leads
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~~~~~~~~~~~~~~~~~~~~~~~~
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Next, add a :guilabel:`New Rule`. Then, click into the first field for the new rule, and type
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`Salesperson` in the :guilabel:`Search...` bar, or scroll to search through the list to locate it.
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In the rule's second field, select :guilabel:`is set` from the drop-down menu. Selecting this
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operator excludes any leads not assigned to a specific salesperson.
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.. _quality_leads_report/archived-leads:
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Include archived leads
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~~~~~~~~~~~~~~~~~~~~~~
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.. tip::
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This filter is also optional, as it adds archived (inactive) leads to the report, however it is
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recommended to include this since it pulls *all* assigned leads, regardless of status, into the
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report. This ensures a more accurate representation of assigned leads is captured. However, to
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pull a report that only includes active leads, do **not** activate this feature.
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Next, in the upper-right corner of the :guilabel:`Add Custom filter` pop-up window, move the
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:guilabel:`Include archived` toggle to active.
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.. image:: quality_leads_report/include-archived.png
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:align: center
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:alt: The Add Custom Filter pop-up with emphasis on the Include Archived toggle.
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Enabling this feature adds archived (inactive) leads to the report.
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.. _quality_leads_report/add-quality-rules:
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Add rules for quality leads
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~~~~~~~~~~~~~~~~~~~~~~~~~~~
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The filters added in this step vary, based on how an organization defines a *quality lead*.
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.. _track_links/define-a-lead:
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Define a quality lead
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*********************
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As defined earlier, a *quality lead* is a lead that is likely to result in a won opportunity.
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Although the exact criteria for a quality lead varies from organization to organization, it is often
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a combination of factors commonly attributed to positive sales outcomes, in addition to factors
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valued by the specific organization.
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In addition to the basic filters and grouping options outlined in the general :ref:`Quality leads
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report <track_links/create-quality-leads-report>`, consider the following filters when defining a
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quality lead:
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- :guilabel:`Email` or :guilabel:`Phone`: the information in these fields can help determine whether
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or not a lead is a professional contact.
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- :guilabel:`Source`: this field links to the marketing and lead generation efforts from other Odoo
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applications, including *Live Chat*, *Social Marketing*, and *Email Marketing*.
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- :guilabel:`Stage`: this filter can be used to eliminate or target leads that have reached specific
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stages.
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- :guilabel:`Medium`: a lead's source can indicate its quality level, as various channels have
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different won rates and expected revenues.
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- :guilabel:`Campaign`: adding this filter helps track of the success of different marketing efforts
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to capture high quality leads.
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- :guilabel:`Lost Reason`: exclude leads that may appear to be quality based on various criteria,
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but have been marked as *lost* for specified reasons.
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- :guilabel:`Tags`: include or exclude results based on one or more customized tags.
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.. tip::
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When adding rules to a custom filter, keep the statements preceding each rule in mind. The
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statement above a rule determines whether the search results must match **all** of the rules
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below the statement, or **any** of the rules below the statement.
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.. image:: quality_leads_report/match-all-match-any.png
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:align: center
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:alt: Close up of the match rule options on a add custom filter pop-up window.
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View the report
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===============
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.. important::
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At the top of the :guilabel:`Add Custom Filter` form, there is an option to match :guilabel:`any`
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or :guilabel:`all` of the rules. In order to properly run the report, only records that match
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**all** of the following filters should be included. Before adding the filters, make sure
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:guilabel:`all` is selected in this field.
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.. image:: quality_leads_report/match-all-rules.png
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:align: center
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:alt: Close up on the match all rules option on the add a custom filter pop-up window.
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After the filters are configured, click :guilabel:`Add`. The default display for the report is a bar
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graph, where the leads are grouped by *stage*.
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To group the results by salesperson, click the :guilabel:`🔻(triangle pointed down)` icon to the
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right of the :guilabel:`Search...` bar to open the drop-down mega menu. Under the :guilabel:`Group
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By` heading, select :guilabel:`Salesperson`. In the same column, under the :guilabel:`Group By`
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heading, click :guilabel:`Add a Custom Group`, then select :guilabel:`Active` on the resulting
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drop-down menu to layer in lead *status*, under the parent :guilabel:`Salesperson` grouping.
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The report now displays the total count of *quality leads* each salesperson has received in the
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designated time period. Because there are layered :guilabel:`Group By` filters, the grouped leads
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are also color-coded to identify whether they are *active* or *marked as lost*.
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.. tip::
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To save this search for later, click the :guilabel:`🔻(triangle pointed down)` icon next to the
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:guilabel:`Search...` bar to open the drop-down menu. Under the :guilabel:`Favorites` heading,
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click :guilabel:`Save current search`.
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In the drop-down menu, rename the report from the default `Pipeline` label to `Quality Leads`,
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and click :guilabel:`Save`.
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