[ADD] crm: new lead distribution report

closes odoo/documentation#10556

X-original-commit: b17e44ea59
Signed-off-by: Parish Bracha (pabr) <pabr@odoo.com>

content/applications/sales/crm/track_leads.rst

@@ -12,3 +12,4 @@ Assign and track leads
    track_leads/quality_leads_report
    track_leads/resellers
    track_leads/marketing_attribution
+   track_leads/lead_distribution_report

content/applications/sales/crm/track_leads/lead_distribution_report.rst

@@ -0,0 +1,195 @@
+========================
+Lead distribution report
+========================
+
+A *lead distribution report* can be used to see if active leads are being assigned equitably
+across sales members. It can also be used to view the distribution of good or :doc:`quality leads
+<quality_leads_report>`, and see how frequently each salesperson is receiving (and keeping) leads.
+
+Lead distribution reports can be run each week to help keep salespeople on track, while
+providing them with ample good leads. These reports can also be used to see whether sales members
+are staying productive, if good leads are being lost too often by one salesperson, and what
+percentage of good leads are being retained overall.
+
+Create lead distribution reports
+================================
+
+To create a lead distribution report, first navigate to :menuselection:`CRM app --> Reporting -->
+Pipeline`, which reveals the :guilabel:`Pipeline Analysis` dashboard.
+
+Remove all the default filters in the search bar at the top of the page. Doing so
+displays data related to *all* leads.
+
+:ref:`Custom filters <search/custom-filters>` can now be added by clicking the :icon:`fa-caret-down`
+:guilabel:`(down caret)` icon, to the right of the search bar, to reveal a drop-down menu of search
+and filter options.
+
+Three columns are displayed: :ref:`Filters <search/filters>`, :ref:`Group By <search/group>`, and
+:ref:`Favorites <search/favorites>`. To begin, navigate to the bottom of the :guilabel:`Filters`
+column, and click :guilabel:`Add Custom Filter`. This opens an :guilabel:`Add Custom Filter` pop-up
+window, where the essential filters can be added one at a time.
+
+.. _crm/track_leads/essential-filters:
+
+Essential filters
+-----------------
+
+The following filter conditions are used to create a basic lead distribution report. Together they
+gather all leads created within a certain timespan that have an associated contact method and have
+been assigned to a sales team.
+
+Lead creation date
+~~~~~~~~~~~~~~~~~~
+
+Click the first field, under :guilabel:`Match any of the following rules:`, that has the value
+:guilabel:`Country` in it. In the popover that appears, type `Created on` in the search bar, or
+scroll to search through the list to locate and select it.
+
+Then, in the second field of that row, select :guilabel:`>=` from the drop-down menu. This operator
+**only** includes values greater than (or equal to) the value in the third, rightmost field.
+
+The third field on the :guilabel:`Add Custom Filter` pop-up window should contain the earliest date
+leads are selected from.
+
+For example, setting `01/01/2024 00:00:00` only includes leads created from, and including, the
+first day of 2024.
+
+.. image:: lead_distribution_report/created-on.png
+   :align: center
+   :alt: Add a Created On rule for the start of the year onward.
+
+.. _crm/track_leads/sales-team:
+
+Sales team
+~~~~~~~~~~
+
+Click :guilabel:`New rule` to add another row to the form, and choose :guilabel:`Sales Team` for
+this rule's parameter. Then, click the second field of the new rule, and select :guilabel:`contains`
+from the drop-down menu. Selecting this operator filters for any records that contain the words in
+the third, rightmost field.
+
+.. tip::
+   For certain pre-determined, limited choices like a sales team, the :guilabel:`is in` operator
+   helps make for an easier and more accurate selection, via a drop-down menu in the third field,
+   instead of risking a typo or incorrect value in the text box field that accompanies the
+   :guilabel:`contains` operator.
+
+In this third field, enter the name of the desired sales team(s) that are to be included in the
+report. It is important for all :guilabel:`contains` argument values to be specific enough and
+spelled correctly as they exist in Odoo, otherwise this risks returning multiple (or zero) values.
+
+.. image:: lead_distribution_report/sales-team-location.png
+   :align: center
+   :alt: Use Sales Team to filter the location the lead is associated with.
+
+.. important::
+   By adding more than one rule to the form, a new option emerges at the top of the pop-up window
+   above all the filters, to specify whether :guilabel:`any` :icon:`fa-caret-down` or
+   :guilabel:`all` :icon:`fa-caret-down` of the conditions should match. This distinction is
+   important to set correctly, as it impacts the driving logic of how the filters return data.
+
+Click the default :guilabel:`any` :icon:`fa-caret-down` menu item and be sure the :guilabel:`all`
+:icon:`fa-caret-down` option is chosen instead. This setting will **only** show records that match
+*all* the rules contained inside the form.
+
+.. _crm/track_leads/phone-number:
+
+Contact method
+~~~~~~~~~~~~~~
+
+.. note::
+   The instruction below is not necessary, however, it's highly recommended to add a set contact
+   value to the report's search criteria. A lot of spam, duplicate, or low quality leads can easily
+   be screened out of the report simply by adding either a set :guilabel:`Phone` or
+   :guilabel:`Email` rule.
+
+Add another :guilabel:`New rule` to the form and set the first field to the first field to
+:guilabel:`Phone`. Then, select :guilabel:`is set` from the drop-down menu in the second field.
+Selecting this operator **only** filters for records that have a phone number associated with the
+lead.
+
+Alternatively (or in addition to the above rule), click :guilabel:`New rule` and set the first field
+to :guilabel:`Email`. Then, select :guilabel:`is set` from the drop-down menu in the second field.
+
+These rules add only leads with an associated contact method to the report.
+
+.. _crm/track_leads/active-status:
+
+Active status
+~~~~~~~~~~~~~
+
+Click the :icon:`fa-sitemap` :guilabel:`(Add branch)` icon to the right of the `Phone is set` line,
+to add a new rule that branches from the rules above.
+
+Two horizontal sets of fields appear below a line showing :guilabel:`any` :icon:`fa-caret-down`
+:guilabel:`of:` option. This setting filters for records that match **any** of the rules contained
+inside. This uses the same logic as an OR (`|`) logical operator.
+
+Set the first field to :guilabel:`Active`. Then, select :guilabel:`is set` in the next field.
+
+Next, click the :icon:`fa-plus` :guilabel:`(Add New Rule)` button next to :guilabel:`Active is set`
+to create a new line of fields beneath it.
+
+Set the first field to :guilabel:`Active`. Then, select :guilabel:`is not set` in the next field.
+
+.. image:: lead_distribution_report/active-set.png
+   :align: center
+   :alt: Use Active to include active status in the report.
+
+This rule adds the activity status of the lead to the report.
+
+.. note::
+   Active status is an important filter to include when creating a lead distribution report because
+   it includes **all** leads regardless of won/lost or active/inactive status in the report. This
+   provides a comprehensive view of all the leads assigned to each sales member.
+
+Group by
+~~~~~~~~
+
+Once all filters are set, click the :guilabel:`Add` button to add these filters to the search bar.
+To have the report grouped appropriately, click the :icon:`fa-caret-down` :guilabel:`(down caret)`
+icon, to the right of the search bar, and click :guilabel:`Salesperson` in the :guilabel:`Group
+By` section. All results are now grouped by the salesperson assigned to each lead.
+
+Once the rules for the filter are set, click the purple :guilabel:`Confirm` button at the bottom of
+the pop-up menu to save the custom filter and close the pop-up menu.
+
+The :guilabel:`Pipeline Analysis` dashboard is now displayed again with each filter rule in the
+search bar.
+
+Click the :icon:`fa-area-chart` :guilabel:`(Graph)` icon, to the right of the search bar, to view
+the report as a bar chart. Alternatively, click the :icon:`oi-view-list` :guilabel:`(List)` icon to
+view leads in a grouped list.
+
+.. tip::
+   To save the filter so it can easily be re-applied, click the :guilabel:`Save current search`
+   button in the :guilabel:`Favorites` section of the search bar drop-down menu.
+
+   Next, type a name for the filter in the text box below. Check the :guilabel:`Shared` checkbox to
+   have the filter shared with any user with access to the pipeline. Finally, click the purple
+   :guilabel:`Save` button below to save the filter.
+
+   The filter will now appear with the name it was given under the :guilabel:`Favorites` section of
+   the drop-down menu and can be re-applied by clicking on it.
+
+Filter for quality leads
+------------------------
+
+The following additional conditions are provided as an example of a *good*, but *not comprehensive*,
+set of rules for finding quality leads. These filters should be applied on top of the
+:ref:`crm/track_leads/essential-filters` in the order specified to achieve a heavily-detailed
+filter.
+
+- **Referred-by:** Filter for referrals, such as by appointment or sales member.
+- **Source:** Filter for specific source UTMs, such as Facebook or LinkedIn.
+- **Notes:** Filter for internal notes.
+- **Tags:** Filter for categorical tags.
+- **Email:** Filter for specific email domains, such as gmail.com or yahoo.com.
+- **Salesperson:** Filter for leads associated with certain sales members.
+
+These conditions can be added, removed, or modified to best fit the desired information in the
+report.
+
+.. seealso::
+   - :ref:`quality_leads_report/add-quality-rules`
+   - :doc:`../../../essentials/search`