[ADD] crm: utilize activities for sales teams

closes odoo/documentation#8590

X-original-commit: d27def362b
Signed-off-by: Zachary Straub (zst) <zst@odoo.com>
Signed-off-by: Jessica Rogers (jero) <jero@odoo.com>

content/applications/sales/crm/optimize.rst

@@ -9,3 +9,4 @@ Optimize your Day-to-Day work
 
    optimize/partner_autocomplete
    optimize/gamification
+   optimize/utilize_activities

content/applications/sales/crm/optimize/utilize_activities.rst

@@ -0,0 +1,221 @@
+==================================
+Utilize activities for sales teams
+==================================
+
+*Activities* are follow-up tasks tied to a record in an Odoo database. Activities can be scheduled
+on any page of the database that contains a chatter thread, Kanban view, list view, or activities
+view of an application.
+
+.. figure:: utilize_activities/activities-view.png
+   :align: center
+   :alt: The summary view of activities for leads and opportunities in an Odoo database.
+
+   Planned Activities for Leads and Opportunities.
+
+Activity types
+--------------
+
+A set of preconfigured activity types is available in the *CRM* app. To view the list of available
+activity types, navigate to the :menuselection:`CRM app --> Configuration --> Activity Types`.
+
+.. note::
+   Additional activity types are available within the database, and can be utilized through
+   different applications. To access the complete list of activity types, go to the
+   :menuselection:`Settings app`, then scroll to the :guilabel:`Discuss` section, and click
+   :guilabel:`Activity Types`.
+
+The preconfigured activity types for the *CRM* app are as follows:
+
+ - :guilabel:`Email`: adds a reminder to the chatter that prompts the salesperson to send an email.
+ - :guilabel:`Call`: opens a calendar link where the salesperson can schedule time to call the
+   contact.
+ - :guilabel:`Meeting`: opens a calendar link where the salesperson can schedule time to have a
+   meeting with the contact.
+ - :guilabel:`To Do`: adds a general reminder task to the chatter.
+ - :guilabel:`Upload Document`: adds a link on the activity where an external document can be
+   uploaded. Note that the *Documents* app is **not** required to utilize this activity type.
+
+.. note::
+   If other applications are installed, such as *Sales* or *Accounting*, other activity types are
+   made available in the *CRM* app.
+
+Create a new activity type
+~~~~~~~~~~~~~~~~~~~~~~~~~~
+
+To create a new activity type, click :guilabel:`Create` at the top-left of the page to open a blank
+form.
+
+At the top of the form, start by choosing a :guilabel:`Name` for the new activity type.
+
+Activity settings
+*****************
+
+Action
+^^^^^^
+
+The *Action* field specifies the intent of the activity. Some actions trigger specific behaviors
+after an activity is scheduled.
+
+- If :guilabel:`Upload Document` is selected, a link to upload a document is added directly to the
+  planned activity in the chatter.
+- If either :guilabel:`Phonecall` or :guilabel:`Meeting` are selected, users have the option to open
+  their calendar to schedule a time for this activity.
+- If :guilabel:`Request Signature` is selected, a link is added to the planned activity in the
+  chatter that opens a signature request pop-up window.
+
+.. image:: utilize_activities/action-field.png
+   :align: center
+   :alt: The Activity settings on a new activity type with emphasis on the Action field.
+
+.. note::
+   The actions available to select on an activity type vary, depending on the applications currently
+   installed in the database.
+
+Default user
+^^^^^^^^^^^^
+
+To automatically assign this activity to a specific user when this activity type is scheduled,
+choose a name from the :guilabel:`Default User` drop-down menu. If this field is left blank, the
+activity is assigned to the user who creates the activity.
+
+Default summary
+^^^^^^^^^^^^^^^
+
+To include notes whenever this activity type is created, enter them into the :guilabel:`Default
+Summary` field.
+
+.. note::
+   The information in the :guilabel:`Default User` and :guilabel:`Default Summary` fields are
+   included when an activity is created. However, they can be altered before the activity is
+   scheduled or saved.
+
+Next activity
+*************
+
+To automatically suggest, or trigger, a new activity after an activity has been marked complete, the
+:guilabel:`Chaining Type` must be set.
+
+Suggest next activity
+^^^^^^^^^^^^^^^^^^^^^
+
+In the :guilabel:`Chaining Type` field, select :guilabel:`Suggest Next Activity`. Upon doing so, the
+field underneath changes to: :guilabel:`Suggest`. Click the :guilabel:`Suggest` field drop-down menu
+to select any activities to recommend as follow-up tasks to this activity type.
+
+In the :guilabel:`Schedule` field, choose a default deadline for these activities. To do so,
+configure a desired number of :guilabel:`Days`, :guilabel:`Weeks`, or :guilabel:`Months`. Then,
+decide if it should occur :guilabel:`after completion date` or :guilabel:`after previous activity
+deadline`.
+
+This :guilabel:`Schedule` field information can be altered before the activity is scheduled.
+
+When all configurations are complete, click :guilabel:`Save`.
+
+.. note::
+   If an activity has the :guilabel:`Chaining Type` set to :guilabel:`Suggest Next Activity`, and
+   has activities listed in the :guilabel:`Suggest` field, users are presented with recommendations
+   for activities as next steps.
+
+   .. image:: utilize_activities/suggest-next-activity.png
+      :align: center
+      :alt: A schedule activity pop-up with emphasis on the recommended activities.
+
+Trigger next activity
+^^^^^^^^^^^^^^^^^^^^^
+
+Setting the :guilabel:`Chaining Type` to :guilabel:`Trigger Next Activity` immediately launches the
+next activity once the previous one is completed.
+
+If :guilabel:`Trigger Next Activity` is selected in the :guilabel:`Chaining Type` field, the field
+beneath changes to: :guilabel:`Trigger`. From the :guilabel:`Trigger` field drop-down menu, select
+the activity that should be launched once this activity is completed.
+
+In the :guilabel:`Schedule` field, choose a default deadline for these activities. To do so,
+configure a desired number of :guilabel:`Days`, :guilabel:`Weeks`, or :guilabel:`Months`. Then,
+decide if it should occur :guilabel:`after completion date` or :guilabel:`after previous activity
+deadline`.
+
+This :guilabel:`Schedule` field information can be altered before the activity is scheduled.
+
+When all configurations are complete, click :guilabel:`Save`.
+
+.. note::
+   When an activity has the :guilabel:`Chaining Type` set to :guilabel:`Trigger Next Activity`,
+   marking the activity as *Done* immediately launches the next activity listed in the
+   :guilabel:`Trigger` field.
+
+Activity tracking
+-----------------
+
+To keep the pipeline up to date with the most accurate view of the status of activities, as soon as
+a lead is interacted with, the associated activity should be marked as *Done*. This ensures the next
+activity can be scheduled as needed. It also prevents the pipeline from becoming cluttered with
+past due activities.
+
+The pipeline is most effective when it is kept up-to-date and accurate to the interactions it is
+tracking.
+
+Activity plans
+--------------
+
+Activity types with the *Chaining Type* set to *Trigger New Activity* provide the opportunity to
+preplan a sequence of customized activities. Once an activity is marked as *Done*, the next activity
+is automatically scheduled.
+
+The *Chaining Type* setting on an activity type provides the opportunity to preplan a sequence of
+events, that can aide in the sales process.
+
+.. example::
+   A salesperson adds a new lead to their pipeline, and schedules an *Email* activity for the
+   following day. The email activity type is configured with the following settings:
+
+   - :guilabel:`Chaining Type`: `Suggest Next Activity`
+   - :guilabel:`Suggest`: `Call` `Meeting`
+   - :guilabel:`Schedule`: `2 days after previous activity deadline`
+
+   After sending an email to the lead, the salesperson clicks :guilabel:`DONE & SCHEDULE NEXT` on
+   the :guilabel:`Schedule Activity` pop-up window. This opens a new pop-up window, where the
+   suggested next activities are listed as recommendations for next steps.
+
+   .. image:: utilize_activities/recommended-activities.png
+      :align: center
+      :alt: Schedule an activity pop-up window with recommended activities.
+
+The *suggested* or *triggered* activities will vary, depending on a variety of factors. See below
+for some suggested sequences:
+
+.. tabs::
+
+   .. tab:: Sample #1
+
+      - A salesperson adds a lead to the pipeline and schedules an *email* activity.
+      - The *email* activity suggests scheduling a *call* or a *meeting* within two days of the
+        previous deadline.
+      - Both the *call* and the *meeting* activities trigger a *create quote* activity.
+      - After the quote is sent, a *follow-up on quote* activity is scheduled within five days.
+
+   .. tab:: Sample #2
+
+      - A lead is :doc:`added to the pipeline <../acquire_leads/generate_leads>` through the
+        website's contact form. The salesmanager assigns a salesperson and schedules an activity
+        for a *call*.
+      - The *call* activity triggers an *upload document* activity, so the salesperson can send over
+        a proposal after a successful phone call.
+      - The *upload document* activity suggests scheduling a *request signature* activity or a
+        *meeting*. The salesperson chooses to schedule a meeting.
+
+   .. tab:: Sample #3
+
+      - A salesmanager notices several of their salespeople are neglecting to follow-up on their
+        leads in a timely manner. As a result, high-value targets are not receiving adequate
+        attention.
+      - The salesmanager creates a new activity type, titled *follow-up*, which is configured with
+        the :guilabel:`Action` set to :guilabel:`Reminder`.
+      - The salesmanager adds *follow-up* as the next activity triggered or suggested to all of
+        their teams activities.
+      - After a salesperson schedules an *email* activity, a *follow-up* activity is scheduled for
+        the next day. After they schedule a *meeting* activity, a *follow-up* activity is scheduled
+        two days later.
+
+.. seealso::
+ - :doc:`Activities </applications/essentials/activities>`