diff --git a/content/applications/sales/crm/optimize.rst b/content/applications/sales/crm/optimize.rst index 4d3290657..c904baa27 100644 --- a/content/applications/sales/crm/optimize.rst +++ b/content/applications/sales/crm/optimize.rst @@ -9,3 +9,4 @@ Optimize your Day-to-Day work optimize/partner_autocomplete optimize/gamification + optimize/utilize_activities diff --git a/content/applications/sales/crm/optimize/utilize_activities.rst b/content/applications/sales/crm/optimize/utilize_activities.rst new file mode 100644 index 000000000..19e2ab93e --- /dev/null +++ b/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 ` diff --git a/content/applications/sales/crm/optimize/utilize_activities/action-field.png b/content/applications/sales/crm/optimize/utilize_activities/action-field.png new file mode 100644 index 000000000..6767d5713 Binary files /dev/null and b/content/applications/sales/crm/optimize/utilize_activities/action-field.png differ diff --git a/content/applications/sales/crm/optimize/utilize_activities/activities-view.png b/content/applications/sales/crm/optimize/utilize_activities/activities-view.png new file mode 100644 index 000000000..a74c17b6b Binary files /dev/null and b/content/applications/sales/crm/optimize/utilize_activities/activities-view.png differ diff --git a/content/applications/sales/crm/optimize/utilize_activities/recommended-activities.png b/content/applications/sales/crm/optimize/utilize_activities/recommended-activities.png new file mode 100644 index 000000000..923d6c996 Binary files /dev/null and b/content/applications/sales/crm/optimize/utilize_activities/recommended-activities.png differ diff --git a/content/applications/sales/crm/optimize/utilize_activities/suggest-next-activity.png b/content/applications/sales/crm/optimize/utilize_activities/suggest-next-activity.png new file mode 100644 index 000000000..9761e8ab3 Binary files /dev/null and b/content/applications/sales/crm/optimize/utilize_activities/suggest-next-activity.png differ