diff --git a/content/applications/sales/subscriptions/automatic_alerts.rst b/content/applications/sales/subscriptions/automatic_alerts.rst index d8746826b..1cfaf9afb 100644 --- a/content/applications/sales/subscriptions/automatic_alerts.rst +++ b/content/applications/sales/subscriptions/automatic_alerts.rst @@ -1,83 +1,160 @@ ================ -Automatic alerts +Automation rules ================ -Now that your subscriptions are up and running, you want to stay up-to-date with your customers. -Some automation would be appreciated since you would not want to go through the list of all your -subscribers to check how things are going. This is what the *Automatic Alerts* feature is for. +With subscriptions up-and-running, it is important to stay up-to-date with customers. It is +efficient to use automation to avoid having to manually go through the list of subscribers to see +how things are going. That is where Odoo's *automation rules* feature comes into play. -For example, when customers subscribe to your magazine, you would probably want to send them an -email to welcome them and express your gratitude. Or, if the satisfaction rate of your customers -drops below 50%, you would probably want to schedule a call with them to understand the reasons for -their dissatisfaction. +The Odoo *Subscriptions* application allows users to set up automatic emails, create tasks for +salespeople, and even send satisfaction surveys for subscribers to evaluate their experience. -With **Odoo Subscriptions**, you can set automatic emails, create a "Call" task for one -of your salespeople so that he/she can try to understand your customer's dissatisfaction, and -finally, why not automatically send satisfaction surveys so customers can evaluate your services? -All of that is now possible. +Create automation rules +======================= -Create a new automatic alert -============================ +To create an automated rule, start by navigating to :menuselection:`Subscriptions app --> +Configuration --> Automation Rules`. This is where all the automation rules for subscriptions can be +found. -The following example shows how to create a new automatic alert to send satisfaction surveys to your -customers, by email, after one month of subscription. To do so, go to :menuselection:`Subscriptions ---> Configuration --> Alerts`, and create a new alert. +The :guilabel:`Automation Rules` page shows each rule's :guilabel:`Name`, :guilabel:`Action To Do`, +what the automated rule will :guilabel:`Trigger On`, and the :guilabel:`Company` to which the rule +applies. -.. image:: automatic_alerts/create-a-new-automatic-alert.png - :align: center - :alt: New automatic alert in Odoo Subscriptions - -1. On the *Apply on* section, first give the alert a name. Then, you can choose to apply this alert - on a subscription template, on a specific customer, or even on a specific product. If you want - to add more specifications, you can also specify the value of your MRR, the change rate of your - MRR over a certain period of time, the value of the satisfaction rate, and even the stage to - which you want to apply this alert. - - .. note:: - In this example, the alert is applied to a specific product, and the stage goes from - *Undefined* to *In Progress*. - -2. For the *Action* section, specify the *Action* and the *Trigger on*. If the *Trigger on* is set - to *Modification*, the action is triggered every time there is a change or anything added to the - subscription, and all the conditions on the *Apply on* section are met. Now, if the *Trigger on* - is set to *Timed condition*, it means that the action is triggered based on the type of - *Trigger date*. After that, you can choose your *Action*. You have the choice between - *Create next activity*, *Set a tag on the subscription*, *Set a stage on the subscription*, - *Mark as To Renew*, *Send an email to the customer* and *Send an SMS Text Message to the - customer*. - - .. note:: - In the example above, the *Trigger on* is set to *Timed condition*, therefore, a - *Trigger date* and *Delay after trigger* need to be specified. And because the *Send an email - to the customer* action was adopted, an *Email template* can be chosen. - -As a result, this alert will send a rating survey after one month, to the customers who have -purchased that specific product. The survey will appear in the chatter of your respective -subscription. - -.. image:: automatic_alerts/rating-satisfaction-survey.png - :align: center - :alt: Satisfaction survey in Odoo Subscriptions - -Modify an existing automatic alert -================================== - -By default, Odoo suggests you an automatic alert called *Take action on less satisfied clients*. - -.. image:: automatic_alerts/modify-an-existing-automatic-alert.png - :align: center - :alt: Modify an existing automatic alert in Odoo Subscriptions - -This alert is applied to the *Rating Satisfaction* of your customers, and the action is triggered -on *Timed condition*. If their satisfaction rate is lower than 50%, a salesperson contacts the -customer. This action is automatically assigned to the salesperson who manages the subscription, -and the due date is 5 days after the triggering of this action. This alert ensures that your -clients are happy and that you are taking actions if they are not. It helps to keep your customer -retention rates very high. +To view or modify any existing automation rule, simply click the desired rule from this page. .. note:: - By editing the alert, you can modify the *Apply on*, the *Action* and *Activity* sections, and - adapt them to your own needs. + When modifying an existing automation rule, Odoo "grays-out" the :guilabel:`Action` section of + the form, and provides the following warning: *Action data can not be updated to avoid unexpected + behaviors. Create a new action instead.* + +To create a new automation rule, click :guilabel:`New`. + +.. image:: automatic_alerts/automation-rules-page.png + :align: center + :alt: The Automation Rules page in the Odoo Subscriptions application. + +Clicking :guilabel:`New` reveals a blank :guilabel:`Automation Rules` form with numerous fields to +configure. + +.. image:: automatic_alerts/automation-rules-form.png + :align: center + :alt: A sample Automation Rules form in the Odoo Subscriptions application. + +Automation rule form fields +--------------------------- + +- :guilabel:`Action Name`: title of the automated action rule. + +Apply On section +~~~~~~~~~~~~~~~~ + +The :guilabel:`Apply On` section dictates which subscription orders/customers this automated action +applies to. + +- :guilabel:`MRR Between`: designate a range of monthly recurring revenue to target. +- :guilabel:`MRR Change More`: designate a change of monthly recurring revenue to target, in either + percentage or unit of currency. +- :guilabel:`Over`: choose a period of time over which the designated KPIs (Key Performance + Indicators) are calculated. +- :guilabel:`Rating Satisfaction`: designate satisfaction as :guilabel:`greater than` or + :guilabel:`less than` a percentage. +- :guilabel:`Status`: select the status of the subscriptions to be included in this automation rule. + The options are: :guilabel:`Quotation`, :guilabel:`Quotation Sent`, :guilabel:`Sales Order`, and + :guilabel:`Cancelled`. +- :guilabel:`Stage goes from`: designate when the automation rule should be activated using two + fields that represent two different stages of the subscription. +- :guilabel:`Subscription Plans`: choose specific subscription plans to target with the automation + rule. +- :guilabel:`Products`: select specific product(s) to target with the automation rule. +- :guilabel:`Customers`: select specific customer(s) to target with the automation rule. +- :guilabel:`Company`: in a multi-company environment, select a specific company's subscription data + to target with the automation rule. +- :guilabel:`Sales Team`: select the data of specific sales team(s) to target with the automation + rule. + +.. note:: + If any field is left blank, the rule applies to every subscription without that specific + designation. + +.. tip:: + The number of subscriptions that match the configured criteria of the customized automation rule + are displayed at the bottom of the :guilabel:`Apply On` field. + + If that green subscriptions link is clicked, Odoo reveals a separate page showcasing all the + subscriptions that meet that automation rule's criteria. + +Action section +~~~~~~~~~~~~~~ + +The :guilabel:`Action` section dictates what action occurs when an automated rule is triggered. + +In the :guilabel:`Action To Do` field, choose the action that will occur once the automated rule is +triggered. When clicked, the following options become available on a drop-down menu: + +- :guilabel:`Create next activity`: creates the next activity to occur, which is configured in the + :guilabel:`Activity` section that appears at the bottom of the automation rule form. +- :guilabel:`Send an email to the customer`: sends an email to the customer(s) who fit the specified + criteria of the automation rule. +- :guilabel:`Send an SMS Text Message to the customer`: sends an SMS message to the customer(s) who + fit the specified criteria of the automation rule. +- :guilabel:`Set Contract Health value`: set the health value of the subscription contract. + +If :guilabel:`Send an email to the customer` is selected in the :guilabel:`Action To Do` field, the +following field appears: + +- :guilabel:`Email Template`: create (and edit) a new email template *or* select from a list of + pre-configured email templates to send to the customer(s). + +If :guilabel:`Send an SMS Text Message to the customer` is selected in the :guilabel:`Action To Do` +field, the following field appears: + +- :guilabel:`SMS Template`: create (and edit) a new SMS template *or* select from a list of + pre-configured SMS templates to send to the customer(s). + +If :guilabel:`Set Contract Health value` is selected in the :guilabel:`Action To Do` field, the +following field appears: + +- :guilabel:`Health`: designate the health of the subscription by choosing one of the following + options: :guilabel:`Neutral`, :guilabel:`Good`, or :guilabel:`Bad`. + +In the :guilabel:`Trigger On` field, decide whether the automated rule should be triggered on a +:guilabel:`Modification` or :guilabel:`Timed Condition`. + +.. note:: + A :guilabel:`Trigger Now` button appears at the top of the automation rule form *only* when a + trigger has been configured for the rule. + +.. warning:: + When the :guilabel:`Trigger Now` button is clicked, Odoo will trigger the action on *all* linked + subscriptions, regardless of possible timed conditions. + +If :guilabel:`Timed Condition` is selected in the :guilabel:`Trigger On` field, the following fields +appear: + +- :guilabel:`Trigger Date`: represents when the condition should be triggered. If left blank, the + action is created upon subscription creation *and* updates. +- :guilabel:`Delay After Trigger`: select a delayed amount of time (:guilabel:`Minutes`, + :guilabel:`Hours`, :guilabel:`Days`, or :guilabel:`Months`) for Odoo to wait before triggering the + configured action. If a negative number is entered, the "delay" will occur *before* the + :guilabel:`Trigger Date`. + +Activity section +**************** + +If :guilabel:`Create next activity` is selected in the :guilabel:`Action To Do` field, an +:guilabel:`Activity` section appears at the bottom of the :guilabel:`Automation Rules` form. + +- :guilabel:`Activity Type`: select an pre-configured activity type from the drop-down menu. +- :guilabel:`Title`: enter a custom title for the chosen activity. +- :guilabel:`Note`: leave a note for the employee to whom the activity is assigned. +- :guilabel:`Due Date In`: enter an amount of days within which the activity should be completed. +- :guilabel:`Assign To`: choose to assign the specified activity to either: :guilabel:`Subscription + Salesperson`, :guilabel:`Sales Team Leader`, or :guilabel:`Specific Users`. + +.. note:: + If :guilabel:`Specific Users` is selected as the :guilabel:`Assign To` option, a new + :guilabel:`Specific Users` field appears beneath it, where a specific employee(s) can be chosen + as the assignee(s) for the configured activity. .. seealso:: - :doc:`../subscriptions` diff --git a/content/applications/sales/subscriptions/automatic_alerts/automation-rules-form.png b/content/applications/sales/subscriptions/automatic_alerts/automation-rules-form.png new file mode 100644 index 000000000..e9a46f40f Binary files /dev/null and b/content/applications/sales/subscriptions/automatic_alerts/automation-rules-form.png differ diff --git a/content/applications/sales/subscriptions/automatic_alerts/automation-rules-page.png b/content/applications/sales/subscriptions/automatic_alerts/automation-rules-page.png new file mode 100644 index 000000000..aebd6598d Binary files /dev/null and b/content/applications/sales/subscriptions/automatic_alerts/automation-rules-page.png differ diff --git a/content/applications/sales/subscriptions/automatic_alerts/create-a-new-automatic-alert.png b/content/applications/sales/subscriptions/automatic_alerts/create-a-new-automatic-alert.png deleted file mode 100644 index 476537457..000000000 Binary files a/content/applications/sales/subscriptions/automatic_alerts/create-a-new-automatic-alert.png and /dev/null differ diff --git a/content/applications/sales/subscriptions/automatic_alerts/modify-an-existing-automatic-alert.png b/content/applications/sales/subscriptions/automatic_alerts/modify-an-existing-automatic-alert.png deleted file mode 100644 index 1a4981ccc..000000000 Binary files a/content/applications/sales/subscriptions/automatic_alerts/modify-an-existing-automatic-alert.png and /dev/null differ diff --git a/content/applications/sales/subscriptions/automatic_alerts/rating-satisfaction-survey.png b/content/applications/sales/subscriptions/automatic_alerts/rating-satisfaction-survey.png deleted file mode 100644 index c2b3bb7a5..000000000 Binary files a/content/applications/sales/subscriptions/automatic_alerts/rating-satisfaction-survey.png and /dev/null differ