[IMP] subscriptions: update automation rules doc for 17
closes odoo/documentation#7338 Signed-off-by: Zachary Straub (zst) <zst@odoo.com>
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================
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Automatic alerts
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Automation rules
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================
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Now that your subscriptions are up and running, you want to stay up-to-date with your customers.
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Some automation would be appreciated since you would not want to go through the list of all your
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subscribers to check how things are going. This is what the *Automatic Alerts* feature is for.
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With subscriptions up-and-running, it is important to stay up-to-date with customers. It is
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efficient to use automation to avoid having to manually go through the list of subscribers to see
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how things are going. That is where Odoo's *automation rules* feature comes into play.
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For example, when customers subscribe to your magazine, you would probably want to send them an
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email to welcome them and express your gratitude. Or, if the satisfaction rate of your customers
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drops below 50%, you would probably want to schedule a call with them to understand the reasons for
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their dissatisfaction.
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The Odoo *Subscriptions* application allows users to set up automatic emails, create tasks for
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salespeople, and even send satisfaction surveys for subscribers to evaluate their experience.
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With **Odoo Subscriptions**, you can set automatic emails, create a "Call" task for one
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of your salespeople so that he/she can try to understand your customer's dissatisfaction, and
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finally, why not automatically send satisfaction surveys so customers can evaluate your services?
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All of that is now possible.
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Create automation rules
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=======================
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Create a new automatic alert
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============================
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To create an automated rule, start by navigating to :menuselection:`Subscriptions app -->
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Configuration --> Automation Rules`. This is where all the automation rules for subscriptions can be
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found.
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The following example shows how to create a new automatic alert to send satisfaction surveys to your
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customers, by email, after one month of subscription. To do so, go to :menuselection:`Subscriptions
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--> Configuration --> Alerts`, and create a new alert.
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The :guilabel:`Automation Rules` page shows each rule's :guilabel:`Name`, :guilabel:`Action To Do`,
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what the automated rule will :guilabel:`Trigger On`, and the :guilabel:`Company` to which the rule
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applies.
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.. image:: automatic_alerts/create-a-new-automatic-alert.png
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:align: center
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:alt: New automatic alert in Odoo Subscriptions
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1. On the *Apply on* section, first give the alert a name. Then, you can choose to apply this alert
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on a subscription template, on a specific customer, or even on a specific product. If you want
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to add more specifications, you can also specify the value of your MRR, the change rate of your
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MRR over a certain period of time, the value of the satisfaction rate, and even the stage to
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which you want to apply this alert.
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.. note::
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In this example, the alert is applied to a specific product, and the stage goes from
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*Undefined* to *In Progress*.
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2. For the *Action* section, specify the *Action* and the *Trigger on*. If the *Trigger on* is set
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to *Modification*, the action is triggered every time there is a change or anything added to the
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subscription, and all the conditions on the *Apply on* section are met. Now, if the *Trigger on*
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is set to *Timed condition*, it means that the action is triggered based on the type of
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*Trigger date*. After that, you can choose your *Action*. You have the choice between
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*Create next activity*, *Set a tag on the subscription*, *Set a stage on the subscription*,
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*Mark as To Renew*, *Send an email to the customer* and *Send an SMS Text Message to the
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customer*.
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.. note::
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In the example above, the *Trigger on* is set to *Timed condition*, therefore, a
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*Trigger date* and *Delay after trigger* need to be specified. And because the *Send an email
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to the customer* action was adopted, an *Email template* can be chosen.
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As a result, this alert will send a rating survey after one month, to the customers who have
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purchased that specific product. The survey will appear in the chatter of your respective
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subscription.
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.. image:: automatic_alerts/rating-satisfaction-survey.png
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:align: center
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:alt: Satisfaction survey in Odoo Subscriptions
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Modify an existing automatic alert
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==================================
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By default, Odoo suggests you an automatic alert called *Take action on less satisfied clients*.
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.. image:: automatic_alerts/modify-an-existing-automatic-alert.png
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:align: center
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:alt: Modify an existing automatic alert in Odoo Subscriptions
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This alert is applied to the *Rating Satisfaction* of your customers, and the action is triggered
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on *Timed condition*. If their satisfaction rate is lower than 50%, a salesperson contacts the
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customer. This action is automatically assigned to the salesperson who manages the subscription,
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and the due date is 5 days after the triggering of this action. This alert ensures that your
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clients are happy and that you are taking actions if they are not. It helps to keep your customer
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retention rates very high.
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To view or modify any existing automation rule, simply click the desired rule from this page.
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.. note::
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By editing the alert, you can modify the *Apply on*, the *Action* and *Activity* sections, and
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adapt them to your own needs.
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When modifying an existing automation rule, Odoo "grays-out" the :guilabel:`Action` section of
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the form, and provides the following warning: *Action data can not be updated to avoid unexpected
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behaviors. Create a new action instead.*
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To create a new automation rule, click :guilabel:`New`.
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.. image:: automatic_alerts/automation-rules-page.png
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:align: center
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:alt: The Automation Rules page in the Odoo Subscriptions application.
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Clicking :guilabel:`New` reveals a blank :guilabel:`Automation Rules` form with numerous fields to
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configure.
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.. image:: automatic_alerts/automation-rules-form.png
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:align: center
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:alt: A sample Automation Rules form in the Odoo Subscriptions application.
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Automation rule form fields
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---------------------------
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- :guilabel:`Action Name`: title of the automated action rule.
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Apply On section
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~~~~~~~~~~~~~~~~
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The :guilabel:`Apply On` section dictates which subscription orders/customers this automated action
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applies to.
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- :guilabel:`MRR Between`: designate a range of monthly recurring revenue to target.
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- :guilabel:`MRR Change More`: designate a change of monthly recurring revenue to target, in either
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percentage or unit of currency.
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- :guilabel:`Over`: choose a period of time over which the designated KPIs (Key Performance
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Indicators) are calculated.
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- :guilabel:`Rating Satisfaction`: designate satisfaction as :guilabel:`greater than` or
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:guilabel:`less than` a percentage.
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- :guilabel:`Status`: select the status of the subscriptions to be included in this automation rule.
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The options are: :guilabel:`Quotation`, :guilabel:`Quotation Sent`, :guilabel:`Sales Order`, and
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:guilabel:`Cancelled`.
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- :guilabel:`Stage goes from`: designate when the automation rule should be activated using two
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fields that represent two different stages of the subscription.
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- :guilabel:`Subscription Plans`: choose specific subscription plans to target with the automation
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rule.
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- :guilabel:`Products`: select specific product(s) to target with the automation rule.
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- :guilabel:`Customers`: select specific customer(s) to target with the automation rule.
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- :guilabel:`Company`: in a multi-company environment, select a specific company's subscription data
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to target with the automation rule.
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- :guilabel:`Sales Team`: select the data of specific sales team(s) to target with the automation
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rule.
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.. note::
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If any field is left blank, the rule applies to every subscription without that specific
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designation.
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.. tip::
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The number of subscriptions that match the configured criteria of the customized automation rule
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are displayed at the bottom of the :guilabel:`Apply On` field.
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If that green subscriptions link is clicked, Odoo reveals a separate page showcasing all the
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subscriptions that meet that automation rule's criteria.
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Action section
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~~~~~~~~~~~~~~
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The :guilabel:`Action` section dictates what action occurs when an automated rule is triggered.
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In the :guilabel:`Action To Do` field, choose the action that will occur once the automated rule is
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triggered. When clicked, the following options become available on a drop-down menu:
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- :guilabel:`Create next activity`: creates the next activity to occur, which is configured in the
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:guilabel:`Activity` section that appears at the bottom of the automation rule form.
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- :guilabel:`Send an email to the customer`: sends an email to the customer(s) who fit the specified
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criteria of the automation rule.
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- :guilabel:`Send an SMS Text Message to the customer`: sends an SMS message to the customer(s) who
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fit the specified criteria of the automation rule.
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- :guilabel:`Set Contract Health value`: set the health value of the subscription contract.
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If :guilabel:`Send an email to the customer` is selected in the :guilabel:`Action To Do` field, the
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following field appears:
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- :guilabel:`Email Template`: create (and edit) a new email template *or* select from a list of
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pre-configured email templates to send to the customer(s).
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If :guilabel:`Send an SMS Text Message to the customer` is selected in the :guilabel:`Action To Do`
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field, the following field appears:
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- :guilabel:`SMS Template`: create (and edit) a new SMS template *or* select from a list of
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pre-configured SMS templates to send to the customer(s).
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If :guilabel:`Set Contract Health value` is selected in the :guilabel:`Action To Do` field, the
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following field appears:
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- :guilabel:`Health`: designate the health of the subscription by choosing one of the following
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options: :guilabel:`Neutral`, :guilabel:`Good`, or :guilabel:`Bad`.
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In the :guilabel:`Trigger On` field, decide whether the automated rule should be triggered on a
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:guilabel:`Modification` or :guilabel:`Timed Condition`.
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.. note::
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A :guilabel:`Trigger Now` button appears at the top of the automation rule form *only* when a
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trigger has been configured for the rule.
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.. warning::
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When the :guilabel:`Trigger Now` button is clicked, Odoo will trigger the action on *all* linked
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subscriptions, regardless of possible timed conditions.
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If :guilabel:`Timed Condition` is selected in the :guilabel:`Trigger On` field, the following fields
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appear:
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- :guilabel:`Trigger Date`: represents when the condition should be triggered. If left blank, the
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action is created upon subscription creation *and* updates.
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- :guilabel:`Delay After Trigger`: select a delayed amount of time (:guilabel:`Minutes`,
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:guilabel:`Hours`, :guilabel:`Days`, or :guilabel:`Months`) for Odoo to wait before triggering the
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configured action. If a negative number is entered, the "delay" will occur *before* the
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:guilabel:`Trigger Date`.
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Activity section
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****************
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If :guilabel:`Create next activity` is selected in the :guilabel:`Action To Do` field, an
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:guilabel:`Activity` section appears at the bottom of the :guilabel:`Automation Rules` form.
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- :guilabel:`Activity Type`: select an pre-configured activity type from the drop-down menu.
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- :guilabel:`Title`: enter a custom title for the chosen activity.
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- :guilabel:`Note`: leave a note for the employee to whom the activity is assigned.
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- :guilabel:`Due Date In`: enter an amount of days within which the activity should be completed.
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- :guilabel:`Assign To`: choose to assign the specified activity to either: :guilabel:`Subscription
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Salesperson`, :guilabel:`Sales Team Leader`, or :guilabel:`Specific Users`.
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.. note::
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If :guilabel:`Specific Users` is selected as the :guilabel:`Assign To` option, a new
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:guilabel:`Specific Users` field appears beneath it, where a specific employee(s) can be chosen
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as the assignee(s) for the configured activity.
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.. seealso::
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- :doc:`../subscriptions`
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