[IMP] subscriptions: update automation rules doc for 17

closes odoo/documentation#7639

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Signed-off-by: Zachary Straub (zst) <zst@odoo.com>
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================
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`

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