diff --git a/content/applications/sales/crm/track_leads.rst b/content/applications/sales/crm/track_leads.rst index c770e3215..3a56f6574 100644 --- a/content/applications/sales/crm/track_leads.rst +++ b/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 diff --git a/content/applications/sales/crm/track_leads/lead_distribution_report.rst b/content/applications/sales/crm/track_leads/lead_distribution_report.rst new file mode 100644 index 000000000..c5a611c6d --- /dev/null +++ b/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 +`, 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 ` 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 `, :ref:`Group By `, and +:ref:`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` diff --git a/content/applications/sales/crm/track_leads/lead_distribution_report/active-set.png b/content/applications/sales/crm/track_leads/lead_distribution_report/active-set.png new file mode 100644 index 000000000..0063bdf7b Binary files /dev/null and b/content/applications/sales/crm/track_leads/lead_distribution_report/active-set.png differ diff --git a/content/applications/sales/crm/track_leads/lead_distribution_report/created-on.png b/content/applications/sales/crm/track_leads/lead_distribution_report/created-on.png new file mode 100644 index 000000000..100e18bc7 Binary files /dev/null and b/content/applications/sales/crm/track_leads/lead_distribution_report/created-on.png differ diff --git a/content/applications/sales/crm/track_leads/lead_distribution_report/sales-team-location.png b/content/applications/sales/crm/track_leads/lead_distribution_report/sales-team-location.png new file mode 100644 index 000000000..493e666da Binary files /dev/null and b/content/applications/sales/crm/track_leads/lead_distribution_report/sales-team-location.png differ