diff --git a/content/applications/sales/crm/track_leads.rst b/content/applications/sales/crm/track_leads.rst index 934c29ce9..598b2c523 100644 --- a/content/applications/sales/crm/track_leads.rst +++ b/content/applications/sales/crm/track_leads.rst @@ -9,3 +9,4 @@ Assign and track leads track_leads/prospect_visits track_leads/lead_scoring + track_leads/unattended_leads_report diff --git a/content/applications/sales/crm/track_leads/unattended_leads_report.rst b/content/applications/sales/crm/track_leads/unattended_leads_report.rst new file mode 100644 index 000000000..c7583d91c --- /dev/null +++ b/content/applications/sales/crm/track_leads/unattended_leads_report.rst @@ -0,0 +1,187 @@ +======================= +Unattended leads report +======================= + +*Unattended leads* are leads that have scheduled activities that are either due or past due. +Whenever an activity is scheduled, Odoo tracks the due date, and sends email reminders to the users +the activity is assigned to. + +An *unattended leads report* compiles all active leads in the pipeline with due or past due +activities, allowing a sales manager to identify which opportunities require immediate attention. + +By pulling a daily unattended leads report, sales managers can remind their teams to address +outstanding activities before they become past due, helping avoid neglected leads and reinforcing +proactive behaviors in their salespeople. + +.. example:: + + A sales manager starts their day by pulling an unattended leads report, and upon switching to + list view, they see the following: + + .. image:: unattended_leads_report/unattended-leads-example.png + :align: center + :alt: List view of a sample Unattended Leads report with the activities emphasized. + + Their team member, Mitchell, has two leads in the *Proposition* stage with activities that are + due. + + The yellow :guilabel:`📞 (phone)` icon indicates that the `5 VP Chairs` lead has a phone call + activity scheduled for today. The red :guilabel:`✉️ (envelope)` icon indicates that the `Modern + Open Space` lead has an email activity scheduled that is past due. + + Clicking on the `Modern Open Space` lead, the sales manager opens the record of the lead and + reviews the chatter. They see that the email was scheduled to be sent two days ago, but Mitchell + never marked this activity as done. + + .. image:: unattended_leads_report/overdue-activities-email.png + :align: center + :alt: Example of overdue activities notification in the chatter of a lead. + +.. important:: + In order to pull a unattended leads report, sales teams **must** be regularly utilizing activity + in the *CRM* pipeline, on individual lead and opportunity cards. + + It is **not** possible to compile a complete report if the sales people are not using the + *Activities* feature in the *chatter* + + For more information, refer to :doc:`Activities <../../../essentials/activities>` + +Create an unattended leads report +================================= + +To create an unattended leads report, first navigate to :menuselection:`CRM app --> Reporting --> +Pipeline` to open the :guilabel:`Pipeline Analysis` dashboard. Click into the :guilabel:`Search...` +bar at the top of the page, and remove all of the default filters. + +.. note:: + The :guilabel:`Created on` filter can remain active, as this variable may be useful to include in + the report. + +Next, add custom filters by clicking the :guilabel:`🔻(triangle pointed down)` icon to the right of +the :guilabel:`Search...` bar to open the drop-down menu that contains :guilabel:`Filters`, +:guilabel:`Group By`, and :guilabel:`Favorites` columns. Under the :guilabel:`Filters` column, +click :guilabel:`Add Custom Filter`, which opens an :guilabel:`Add Custom Filter` pop-up window. + +The :guilabel:`Add Custom Filter` pop-up window allows for the creation of more specific filters. + +Add custom filters +------------------ + +In order to generate an unattended leads report, filters need to be created for the following +conditions: + + - :ref:`Past due activities `: limits the results to only include + leads with an assigned activity where the due date has past. This can be altered to include + activities due to occur on the date the report is generated as well. + - :ref:`Unassigned leads `: excludes leads without an + assigned salesperson. + - :ref:`Specific sales teams `: limits results to only include + leads assigned to one or more sales teams. This filter is optional and should not be included if + the report is intended for the entire company. + +.. _unattended_leads_report/past-due: + +Add filter for past due activities +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +Click the first field for the new rule, and type `Activities` in the :guilabel:`Search...` bar, or +scroll to search through the list to locate it. Then, next to :guilabel:`Activities`, click the +:guilabel:`> (greater than sign)` to open a new drop-down menu with secondary conditions. + +Type `Due Date` in the :guilabel:`Search...` bar, or scroll to search through the list. Click +:guilabel:`Due Date` to add it to the rule. + + .. image:: unattended_leads_report/activities-due.png + :align: center + :alt: Custom filter pop-up with emphasis on the options for activities and due date. + +Then, click into then next field and select :guilabel:`<=` from the drop-down menu. Selecting this +operator includes all activities with a due date up to, and including, the date selected in the next +field. + +The third field can be left as today's date, or adjusted as needed. + +.. _unattended_leads_report/exclude-unassigned: + +Exclude unassigned leads +~~~~~~~~~~~~~~~~~~~~~~~~ + +After filtering for activities, add a :guilabel:`New Rule`. Then, click into the first field for the +new rule, and type `Salesperson` in the :guilabel:`Search...` bar, or scroll to search through the +list to locate it. + +In the rule's second field, select :guilabel:`is set` from the drop-down menu. Selecting this +operator excludes any leads not assigned to a specific salesperson. + +.. _unattended_leads_report/sales-team: + +Add a Sales team +~~~~~~~~~~~~~~~~ + +.. note:: + This filter is optional. To view results for the entire company, do **not** add this filter, and + continue to :ref:`View results ` + +To limit the results of the report to one or more sales teams, click :guilabel:`New Rule`. Next, +click the first field for the new rule, and type `Sales Team` in the :guilabel:`Search...` bar, or +scroll to search through the list to locate it. + +In the rule's second field, select :guilabel:`is in` from the drop-down menu. Selecting this +operator limits results to the sales teams selected in the next field. + +Lastly, in the third field, select the desired sales team from the drop-down menu. Multiple teams +can be added in this field, where each parameter is treated with an "or" (e.g. "any") operator in +the search logic. + +.. figure:: unattended_leads_report/configured-custom-rules.png + :align: center + :alt: An example of the Custom Filter pop-up window with all of the rules configured. + + An example of the **Add Custom Filter** pop-up window with all of the rules configured. + +.. _unattended_leads_report/view-results: + +View results +============ + +At the top of the :guilabel:`Add Custom Filter` form, there is an option to match :guilabel:`any` or +:guilabel:`all` of the rules. In order to properly run the report, only records that match **all** +of the following filters should be included. Before adding the filters, make sure :guilabel:`all` is +selected in this field. + +.. image:: unattended_leads_report/all-custom-filter.png + :align: center + :alt: Example of overdue activities notification in the chatter of a lead. + +After the filters are configured, click :guilabel:`Add`. The resulting report displays all leads +assigned to a salesperson where an activity is past due, or is due on the current date. The default +display is a bar graph, where the leads are grouped by *stage*. + +To group the results by salesperson, click the :guilabel:`🔻(triangle pointed down)` icon to the +right of the :guilabel:`Search...` bar to open the drop-down menu that contains :guilabel:`Filters`, +:guilabel:`Group By`, and :guilabel:`Favorites` columns. Under the :guilabel:`Group By` heading, +select :guilabel:`Salesperson`. + +.. note:: + The option to group by :guilabel:`Sales Team` is also available under the :guilabel:`Group By` + heading. + +To change to a *list* view, click the :guilabel:`≣ (list)` icon in the top-right corner of the +screen. + +.. tip:: + Clicking the :guilabel:`(toggle) icon` opens a drop-down menu of additional columns that can be + added to the report. + + Some options that are beneficial for this report include: + + - :guilabel:`Activities`: the summary of the latest activity for this lead. + - :guilabel:`Expected Closing`: the estimated date on which the lead will be won. + - :guilabel:`Probability`: estimated success rate based on the stage. + + .. image:: unattended_leads_report/additional-options.png + :align: center + :alt: Custom filter pop-up with emphasis on the options for activities and due date. + +.. seealso:: + :doc:`Activities <../../../essentials/activities>` diff --git a/content/applications/sales/crm/track_leads/unattended_leads_report/activities-due.png b/content/applications/sales/crm/track_leads/unattended_leads_report/activities-due.png new file mode 100644 index 000000000..dee178822 Binary files /dev/null and b/content/applications/sales/crm/track_leads/unattended_leads_report/activities-due.png differ diff --git a/content/applications/sales/crm/track_leads/unattended_leads_report/activity-colors.png b/content/applications/sales/crm/track_leads/unattended_leads_report/activity-colors.png new file mode 100644 index 000000000..e02c061b1 Binary files /dev/null and b/content/applications/sales/crm/track_leads/unattended_leads_report/activity-colors.png differ diff --git a/content/applications/sales/crm/track_leads/unattended_leads_report/additional-options.png b/content/applications/sales/crm/track_leads/unattended_leads_report/additional-options.png new file mode 100644 index 000000000..6d45124c0 Binary files /dev/null and b/content/applications/sales/crm/track_leads/unattended_leads_report/additional-options.png differ diff --git a/content/applications/sales/crm/track_leads/unattended_leads_report/all-custom-filter.png b/content/applications/sales/crm/track_leads/unattended_leads_report/all-custom-filter.png new file mode 100644 index 000000000..3f299c501 Binary files /dev/null and b/content/applications/sales/crm/track_leads/unattended_leads_report/all-custom-filter.png differ diff --git a/content/applications/sales/crm/track_leads/unattended_leads_report/configured-custom-rules.png b/content/applications/sales/crm/track_leads/unattended_leads_report/configured-custom-rules.png new file mode 100644 index 000000000..8e2bf7c29 Binary files /dev/null and b/content/applications/sales/crm/track_leads/unattended_leads_report/configured-custom-rules.png differ diff --git a/content/applications/sales/crm/track_leads/unattended_leads_report/custom-filter-activities.png b/content/applications/sales/crm/track_leads/unattended_leads_report/custom-filter-activities.png new file mode 100644 index 000000000..213fa2c7b Binary files /dev/null and b/content/applications/sales/crm/track_leads/unattended_leads_report/custom-filter-activities.png differ diff --git a/content/applications/sales/crm/track_leads/unattended_leads_report/overdue-activities-email.png b/content/applications/sales/crm/track_leads/unattended_leads_report/overdue-activities-email.png new file mode 100644 index 000000000..99460708d Binary files /dev/null and b/content/applications/sales/crm/track_leads/unattended_leads_report/overdue-activities-email.png differ diff --git a/content/applications/sales/crm/track_leads/unattended_leads_report/unattended-leads-example.png b/content/applications/sales/crm/track_leads/unattended_leads_report/unattended-leads-example.png new file mode 100644 index 000000000..1b6361bfc Binary files /dev/null and b/content/applications/sales/crm/track_leads/unattended_leads_report/unattended-leads-example.png differ