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Documentation

Adventace SMS Documentation

Adventace Sales Management System Functional Specifications

As of January 4, 2016

 

Adventace SMS is comprised of five main components:

  1. Opportunity Management (Opportunity Analysis, Letters, and Action Plan)
  2. Pipeline Management and Forecasting
  3. People Development
  4. Dashboard metrics
  5. Extensive set of highly targeted reports and dashboards.

Opportunity Management

Inputs to the Opportunity Record:

  • Company and Opportunity information
  • Buyer/Job Title, along with:
    • Critical Business Issue (populates Letters of Understanding)
    • Causes (populates Letters of Understanding)
    • Capabilities (populates Letters of Understanding)
    • Identification of type of buyer, such as promoter, power promoter, etc.
  • From identification of buyer impacts, generation of Impact Tree™
  • Management Opportunity Recommendations
  • Management Assessment of Seller Skills
  • Inspection Decisions
    • Opportunity stage achieved (stages viewable if needed) Input to Pipeline Analysis
    • New Opportunity Created (NOC)
    • Value (value input into pipeline analysis and forecast if A stage or above)

Letters of Understanding

Candidate Letter

  • Developed when an initial conversation has been completed but seller and buyer have not completed the sales call

Promoter Letter

  • Developed when the sales call is completed with a buyer that is below the power line. Includes Critical Business issue, Causes and Capabilities. It will also include the buyer/seller agreement for access to a buyer above the power line.

Promoter Letter with Proof

  • Promoter Letter with proof of seller’s capabilities

Power Promoter Letter

  • Developed when a sales call is completed with an above the power line buyer. Includes all components of Promoter letter except the agreement for access to power, which is replaced by the Action.
  • Action Plan – Includes all buyer and seller steps in the sell cycle.

Power Promoter Letter with Proof

  • Power Promoter Letter with proof of seller’s capabilities

Calls to Additional Buyers

  • Directed to above power line buyers other than Power Promoter. Includes Critical Business issue, Causes and Capabilities, along with Action Plan previously agreed to with Power Promoter.

Calls to Additional Buyers with Proof

  • Components of Calls to Additional Buyers with proof of seller’s capabilities

Proof Session Follow-Up

  • Records results of proof of capabilities session.

Pipeline Management and Forecasting

Populated from the Opportunity information and inputs from the Pipeline Balance Algorithm

Pipeline Balance Algorithm

  • Calculates goal vs. actual for NOC’s and $A required for pipeline balance, determines A pipeline gap, and calculates NOC’s required to overcome gap.

Pipeline Analysis

  • Determines optimal pipeline by stage
  • Compares optimal pipeline Vs. actual
  • Calculates gap in each stage as a percentage
  • Provides visual color-coded pipeline based on gap in each stage
  • Each manager level is able to view their direct reports i.e. first line manager views sellers; regional manager views first line managers etc. up to sales Executives.

Forecasting

  • Builds weighted 30-60-90 day forecast based on A, A+, NW and W opportunities

People Development

Automates skill development.
Provides skill development systems for sellers, sales managers, channel managers, and senior sales managers.

Capability Assessment Criteria

  • Each seller and manager skill is rated from 1 (least capable) to 3 (most capable). The characteristics of each capability level per skill are displayed for assignment of skill levels.

Skill Analyzer

  • Tracks capability level for each skill and provides ‘trigger” for generation of Personal Development Plans.

Personal Development Plans

  • Customizable plans for each seller and manager skill.

Dashboard Metrics

Critical metrics are provided in dashboard format, including NOC’s, $A, A/B Ratio, with the ability for manager’s to “drill down” their organization.

Empowering the Sales Operation

The capabilities above help people across the entire sales operation:

  • Sales Executives use surgical performance metrics to drive the sales operation top-down, including the ability to “drill down” into the organization, allowing early detection and proactive resolution of problems that could impact results.
  • Sales Managers can perform effective pipeline management, seller skill assessment and development, and proactive assessment of opportunities.
  • Sellers are able to automatically capture important sales call results, quickly generate buyer-facing deliverables, and effectively manage opportunities and internal resources.
  • Sales Operations is better able to “keep their finger on the pulse” of the sales operation and better work with executives to drive and tune the operation.
  • Pre-Sales Support is much better able to understand what is driving the buyers through the Impact Tree™, stay in sync with the sales person through the Action Plan, and better execute support steps such as proof of capabilities.
  • Marketing is able to understand the highest probability issues impacting buyers and rapidly adapt their programs to the real needs of the marketplace.
  • Product and Solution personnel are better able to accurately determine which capabilities result in wins and which need to be added to the product in the future.
  • Human Resources is better able to work with management on the surgical development of sellers and managers alike.
  • CXO’s are better able to accurately determine the direction of the organization and work with sales executives to proactively drive the organizatio to attainment of its goals.

SMS Installation and Configuration

Adventace SMS Installation & Configuration Guide (V10.411)

 

Updated 25 January 2016

 

Package Installation

  1. Before installing ensure that you have Email2Case enabled in your org.  If you need assistance enabling Email2Case, the following article should help you: Enabling Email2Case.
  2. Go to the Adventace Page on the AppExchange @ 
  3. Log in using the appropriate Salesforce.com credentials
  4. Select the green Get It Now button
  5. Select one of the following:

    • Install in production or
    • Install in sandbox button

    When you log in to your instance, you will see an installation page. Select one of the following:

    • Install for Admins Only
    • Install for All Users
    • Install for Specific Profiles
  6. The package will install.  You will see an Installed Package page and the Adventace Sales Management System will be in the list of installed packages

 

Data Load

*Note: In the unlikely event that you have not defined an opportunity record type in your org, you can follow the procedure, “Set Default Opportunity Record Types” shown below in the Configuration section to create a record type for opportunities.

In addition to sample opportunities, Adventace SMS™ provides important information associated with sales management, such as a skill development system.  This information must be loaded after installation. 

  1. Determine your instance.  If you do not know your instance, Salesforce provides a web page at https://trust.salesforce.com/trust/domainLookupLaunch/ 
  2. If you are using required fields or validation rules, you must disable them prior to the data load. You can re-enable them after the data is loaded.
  3. If you are using a custom domain, modify the following link: https://<custom_domain>-advsms.<instance>.visual.force.com/apex/SMS2_CreateExampleData
    • Replace <custom_domain> with your custom domain name.  You can determine your custom domain name by clicking on: Your Name | Setup | Domain Management | My Domain. 
    • Replace <instance> with your instance (for example, na16)
    • Paste the link in your browser
    • You will see a button named “Populate Example Data.  Select that button and the data will load.  Do not select that button again.
  4. If you are using a standard Salesforce domain:

 

Configuration

 

Define Adventace as Your Sales Process

Click on: Your Name | Setup | Customize | Opportunities | Sales Processes

In Sales Process column, select “Adventace”

 

Define Adventace® Opportunity Stages

Click on: Your Name | Setup | Customize | Opportunities | Fields

Click “Stage” field label to show the edit page

In the “Opportunity Stages Picklist Values”, click “New” to add the new Adventace® opportunity stages, as shown in the table below: 

Stage Name Type Probability Forecast Category

(P) Prospect

Open

5%

Pipeline

(C) Candidate

Open

10%

Pipeline

(B) Promoter

Open

20%

Pipeline

(A) Power Promoter

Open

50%

Best Case

(A+) Power Promoter

Open

75%

Commit

(NW) Near Win

Open

90%

Commit

(W) Win

Closed/Won

100%

Closed

(NL) Near Loss

Open

10%

Pipeline

(L) Loss

Closed/Loss

0%

Omitted

 

 

 

 

 

 

 

 

 

 

 

 

Click on: Your Name | Setup | Customize | Opportunities | Sales Processes

Under “Sales Process Name”, click “Adventace”

Add the Adventace® stages to the “Selected Values”

 

Set Default Opportunity Record Types

Note: If your Salesforce Org was not previously using Opportunity Record types, you must ensure that all profiles have a “Default Opportunity Record Type” defined.

Go to Setup | Manage Users | Users | Profiles

For each profile, open the record by clicking on the profile name

Scroll down to Record Type Settings

Click on the [Edit] hyperlink in the Opportunities section (right hand side of screen in the Record Type Settings)

  1. In the Selected Record Types section of the page, you will see the Available Record Types box.  Select “Opportunity – Adventace” and add it to the Selected Record Types box on the right.
  2. In the Default Record Type Section make sure to select “Opportunity – Adventace”
  3. Make sure to select the Save button.

 

Update Individual User Profiles

Click on: Your Name | Setup | Administer | Manage Users | Users

Select the “Profile” field for a user

In “Custom App Settings”, make “Visible”:

  1. “SMS 2 Administrator Perspective” if the user needs to have access to Administrative functions of SMS. These users will add corporate-managed data that other users will have access to, and/or
  2. “SMS 2 Sales Perspective” if the user needs to have access to opportunities, pipeline, forecasts, skill development, and/or performance metrics.

In “Record Type Setting”, “Opportunity” field, select “Edit

  1. In “Selected Record Types”, add “Opportunity – Adventace” to “Selected Record Types”
  2. In “Default Record Type” select “Opportunity – Adventace” as the default record type used when creating a new record.
  3. Click “Save”
  4. Note: Ensure that any profiles that should not be granted permission to create Adventace Opportunities have that permission removed.

Ensure that all sales users have Read and Edit access to the Pipeline object.

  1. Click on: Your Name | Setup | Administer | Manage Users | Profiles
  2. Select Edit for Profile to be used by sales Rep or Manager users
    • If your sales users are not assigned to a custom profile, select the clone button to create a custom profile.  We suggest you name it the “SMS Sales Rep Profile”
    • If your sales manager users are not assigned to a custom profile, select the clone button to create a custom profile.  We suggest you name it the “SMS Sales Manager Profile”  (this will allow your Sales Managers to have a greater level of access for updating).
  3. After creating your custom profiles, for each edit the custom profile by going to the Custom Object Permissions section, and find “Pipelines”
  4. As shown below, grant Read and Edit permissions, and deselect other options
  5. Select Setup | Create | Objects | Pipeline
  6. In Page Layouts section, select Page Layout Assignment button
  7. Select Edit Assignment button
  8. For the profile you want to edit click on the phrase “Pipeline Balancing Algorithm Layout”
  9. In the drop down:
    • For Sales People select “Pipeline Balancing Algorithm Layout – Reps” and select the Save button
    • For Sales Managers they are assigned the appropriate default, “Pipeline Balancing Algorithm Layout” so you do not have to do anything more.

 

Assign Adventace “Next Steps” in Opportunity Record

  1. Click on Your Name | Setup | Customize | Opportunities | Fields
  2. In the “Opportunity Standard Fields” related list, “Field Label” column, click on “Stage”
  3. In the “Field Dependencies” related list, click on “Edit” for the Dependent Field “Next Step”
  4. Double click on a cell to toggle its visibility for the “Controlling Field” value shown in the column heading, as shown in the table below
  5. When you are finished, click “Save”.

 

Automation of Monthly Pipeline Refresh

These configuration steps will result in the monthly execution of Scheduled Apex Class named SMS2 jobRefresh Pipeline Scheduler.  It updates all fields on pipeline records that are updated when an opportunity rollup trigger executes.  It resets the NOC Actual number to reflect the total number of NOCs for the current month (which will be zero if executed in the early morning of the first of the month) and updates date-driven field values (e.g., this month, next month, etc.) at the beginning of each month on all pipeline records.  Steps:

  1. From: Setup | App Setup | Develop | Apex Classes
  2. Select the Button “Schedule Apex”
  3. Select the Class to be scheduled: SMS2 job RefreshPipeline Scheduler
  4. Name the Job Name. Suggest Monthly Pipeline Refresh
  5. Set frequency to Monthly
    • Suggest setting the Start date for the upcoming month
    • Suggest End date for some date well into the future so that the job runs every month without interruption

 

Verticals Administration

  1. As shown below, in the upper right corner of your screen, from the menu, select the app “SMS 2 Administrator Perspective”
  2. Select the tab entitled “Verticals”
  3. Click the “New” button and create a default “Vertical” Record (if your organization is not planning on having different business rules by vertical market, use a generic term like “Prospect”, or “Client” for the default vertical).

*Note: Installations that wish to build specialized business rules per vertical should contact Adventace for assistance in doing so.

SMS Vertical, Job Title, and CBI Administration 

*NOTE 1: This should be completed in conjunction with SMS Admin training

*NOTE 2: The Help for this Page provided by Salesforce is very helpful here.

  1. Click on Setup | Manage Users | Public Groups and select the “New” button to create a Public Group called “SMS Administrators”
    • Add users to that group who will administer the SMS-specific business rules, particularly Verticals, Job Titles, and Critical Business Issues (CBI’s) that will be made a part of an overall corporate knowledge repository and, therefore, be made visible to users.  An example is shown below:
    • When a member of the “SMS Administrators” group takes ownership of a CBI or Job title, it will be visible to all users. (See Salesforce Help regarding record ownership).
  2. Determine if any Profiles should be denied the ability to “Create” Job Titles or CBI’s (which would therefore prevent them from making additions to the backend corporate database)
  3. Create Sharing rules for SMS objects to match your business’s visibility rules and hierarchy for Verticals (criteria based), Job titles (owner group based), and CBI’s (owner group based)
    • Select Setup | Adminstration Setup | Security Controls | Sharing Settings, and you will see a page similar to the example below:
    • Verticals (criteria based).  Verticals refer to veritical markets that the corporation’s executives decide on.  Thus, sharing rule setting for verticals are Public Read Only, except for the SMS Administrator who maintains the verticals.  The entries will look something like: 
    • Job Titles (owner group based).  The end product will look something like the image below, with two Job Title Sharing Rules:
      • First we will set up a sharing rule where record owners are “All Internal Users” who share the records they own with “SMS Administrators”. Thus, a Job Title record owned by “All Internal Users” in the frontend (SMS2 Sales Perspective) can be shared with “SMS Administrators” who access those Job Title record that sellers wish to have added to the corporate knowledge repository in the backend (“SMS2 Admin Perspective). SMS Admins can read or write (modify) that record and make it part of the corporate database worded precisely as they wish.  The entries could look like:
      • Next we will set up the second sharing rule where record owners are SMS Admins who share the records they own with all internal users. Thus, a Job Title record owned by “SMS Administrators” in the backend (SMS2 Administrative Perspective) can be shared with “All Internal Users” who access that record in the front end (“SMS2 Sales Perspective) to add it to their opportunities. But members of the group “All Internal Users” can only read that record in the backend, not write, so the corporate database is preserved.The entries could look like:
    • Critical Business Issues (owner group based).  Follow the same procedure as above for the exact same reasons, except for CBI’s.
  4. Remember to change CBI ownership in the event SMS Administrators are inactivated – to retain visibility for CBI’s, and Job Titles that had been owned by the inactivated SMS Administrator.

 

Other Configuration Considerations

Our Installation and Configuration Guide will help your organization successfully launch and use the Adventace SMS app.  As your organization’s Salesforce Admin, we urge you to address other considerations to optimize your organization’s use, including but not limited to items such as sharing reports and dashboards. 

 

If your firm is interested in using Conga to generate Letters Of Understanding, please contact your Adventace representative.

 

Email2Case

  1. Select Setup>App Setup>Customize>Cases>Email-to-Case
  2. You will be taken to a page entitled “Introducing Email-to-Case, where you should select the Continue button.
  3. You will be taken to a page entitled “Email-to-Case Settings”, where you should select the Edit button.
  4. You will be taken to a page entitled “Support Settings”, where you should select the Continue button.
  5. You will be taken to another page entitled “Support Settings”, where you should select Click here.
  6. You will be taken to another page entitled “Support Settings”, where you should select the appropriate user for your organization as shown below, and then select Save:email-to-case-1
  7. You will be taken to the Email-to-Case Settings page, where you should select the Enable Email-to-Case, then the Save button, as shown below:email-to-case-2

Adventace SMS Push Exceptions

Conga Letters of Understanding Templates

If your organization does NOT use Conga Letter of Understanding templates then do the following:

  1. From Setup, enter “Objects” in the Quick Find box and select Objects.
  2. From the list of Custom Objects, select “Impacted Job Title”
  3. Scroll down to Page Layouts, where, under the column named Page Layout Name you will see the Impacted Individual Layout
  4. Select Edit for the Impacted Individual Layout
  5. Drag the “Send Conga Email” button off the page
  6. Save the layout.

Conga Installation Instructions for Developers

IF we need to change a template:

  1. Go to the tab Conga Email Templates
  2. Select the link to template you need to change
  3. You will see the Conga Email Template Detail page, where you should select the Advanced Editor button
  4. Make your changes in the Advanced Editor
  5. When completed, check the box “Save Template Body to attachment” in upper left corner
  6. Then select the Save button in the upper right corner.  This will take you out of the Advanced Editor and back to the Conga Email Template Detail page
  7. Referring to the Notes & Attachments related list at the bottom of the page, select View Link, which downloads the file to your computer
  8. Go to the Documents tab and select the folder named “Email (ADVSMS__Impacted_Job_Title__c)”
  9. Select the template you wish to update
  10. Select Replace Documents
  11. Follow the steps to upload the new file and then select Replace Document.

IF we need to add another template to SMS’s Conga solution, follow the steps above but instead of selecting the Replace Document button in step 10, select the “New Document” button and follow the steps to upload a document.

NOTE 1: When completing the Document Unique NAME, the name MUST follow this format: Mass_Batch_ CET_[unique template name following the naming convention]. Follow naming convention.

NOTE 2: Description Field will be the Subject Line in the email

NOTE 3: The Keyword Field must be “SMS”

Conga Solution Installation Procedure for Customers

After you have installed and configured Adventace SMS, you should execute the following procedure to install the Conga Letters of Understanding Templates:

  1. Install the latest version of Conga Composer from the AppExchange for all users
  2. Install Conga eMigrator for all users.  This is not a managed package on the AppExchange, and the Apex Class used is custom for Adventace SMS. You should install it from the following link: Conga eMigrator.  Installation time will vary based on Salesforce.com traffic.  This will impact the installation procedure.  If package installs quickly enough (about a minute, select button “Extract Conga Solutions”

If Conga eMigrator installs quickly, as it will in most cases, you will see the following page and should follow the steps below: 

1. Select Button “Extract Conga Solutions”

2.  You will see the image below.  Select button “Add Remote Site”

3. As shown below, a new window will open entitled, Remote Site Edit.  Select the Save button and then select Close to close the window.

4. As shown below, a new window will open entitled, Conga Solution Extractor.  Select the button entitled, “Create Conga Composer Buttons”.  Then, unless you wish to change the name of the button that users will see, select Done. 

 

5. You will be taken back to the Installed Packages window, where you can now uninstall the Conga eMigrator package.

6. Now it is time to add the “Send Conga Email” button to the Impacted Job title Detail page, which sellers will use to send their Conga-based emails.  Therefore, choose Setup | Appsetup | Create |Objects, and scroll down to the Impacted Job Title object, and select the link. Scroll to the Page Layouts section, and select Edit for the page layout named Impacted Individual Layout.  

7. Referring to the image below, Drag the button entitled “Send SMS Email” off of the page.  Select “Buttons” in the gray box at the top entitled, Impacted Individual Layout.  You will see a button named “Send Conga Email”.  Drag that button to the Custom Button area and select Save.

If the Conga eMigrator package does not install quickly:

  1. You will receive a message indicating that Salesforce.com will send you an email when the installation has been completed.  Normally this will take only a couple of minutes longer.  
  2. After receiving the email from Salesforce.com indicating the package has completed its installation, ensure you are logged into your instance, then go to installed packeages page (Setup | AppSetup | Deploy | Installed Packages)
  3. Select “Configure” for the Conga eMigrator
  4. Follow steps 1-7 above.

[Video] Introduction to SMS

[Video] Generating a Conga Letter of Understanding

Account Alignment Planning Tool (AAPT) Installation & Configuration

Account Alignment Planning Tool (AAPT)™ Installation & Configuration Guide

 

Installation

  1. Log in to the Salesforce org you want to install in
  2. Uninstall any existing AAPT  Beta packages:
    • From Setup|Deploy|Installed Packages
    • Click “Uninstall” to the left of the Beta package name that you are about to replace
    • Save backup data is optional.
  3. Paste the Install URL into your browser by using one of the following installation links:
  4. Proceed through the Installation process and click “Continue”.  You will see the following Installed Package message:
  5. In the event of name conflicts, select “Automatically attempt to rename confliting components in installing package”
  6. Approve API Access (click “Next”)
  7. Next you should the appropriate security settings.  Normally you should select “Grant Access to All Users”.  
  8. Install Package – Click “Install”

 

Configuration

  1. From the installed packages list, select AAPT
  2. We strongly suggest that you ensure that the AAPT-related tabs be placed in the following order so they follow the logical workflow within AAPT:
    • Account Profiles
    • Buyer Relationships
    • Opportunity Identifications
    • Account Success Metrics.
  3. Ensure that the Adventace AAPT report folders are shared with the users that should have access
  4. AAPT contains two buttons that provide reports that are accessed through their URL’s. Those reports must be accessed to see the URL’s of the newly created report gets, then those ID’s need to be inserted into the button code. 
    • Buyer Relationship Report
      1. Select the Reports tab|Buyer Relationship Report (you may have to select the report from the folder “Adventace AAPT Reports for Links (Installed Package: Adventace Account Planning Tool)
      2. Copy the 15 character string at the end of the URL
      3. Select Setup|Create|Objects|Buyer Relationship object
      4. In the Buttons, Links, and Actions section, select the “Buyer Relationship Report Template” or “Buyer Relationship Report”, depending on the version of AAPT you installed.  You are going to create a duplicate so note the selections in the fields.
      5. Return to the Buttons, Links, and Actions section of the object, and select New Button or Link
      6. Fill in the fields, and in the “Button or Link URL” field, paste the following character string: /<ENTER BUYER RELATIONSHIP REPORT URL HERE>?pv0={!ADVAAPT__TACE_Buyer_Relationship__c.Id}
      7. Replace <ENTER BUYER RELATIONSHIP REPORT URL HERE> with the 15 character string from step 2 above
      8. Select Save
      9. Select Edit in the Page Layout for Buyer Relationships
      10. Delete “Buyer Relationship Report” or “Buyer Relationship Report Template” from the Reports and Links section
      11. Select Custom Links from the upper left corner, and drag Buyer Relationship into the Reports and Links section
      12. Select Save. 
    • Point Score Report
      1. Select the Reports tab|Point Score Report (you may have to select the report from the folder “Adventace AAPT Reports for Links (Installed Package: Adventace Account Planning Tool)
      2. Copy the 15 character string at the end of the URL
      3. Select Setup|Create|Objects|Opportunity Identification
      4. In the Buttons, Links, and Actions section, select the “Point Score Report Template” or “Point Score Report”, depending on the version of AAPT you installed.  You are going to create a duplicate so note the selections in the fields.
      5. Return to the Buttons, Links, and Actions section of the object, and select New Button or Link
      6. Fill in the fields, and in the “Button or Link URL” field, paste the following character string: /<ENTER POINT SCORE REPORT ID HERE>?pv0={!ADVAAPT__TACE_Opportunity_Score__c.Id}
      7. Replace <ENTER BUYER RELATIONSHIP REPORT URL HERE> with the 15 character string from step 2 above
      8. Select Save
      9. Select Edit in the Page Layout for Opportunity Identifications
      10. Delete “Point Score Report” or “Point Score Report Template” from the Reports and Links section
      11. Select Custom Links from the upper left corner, and drag Point Score Report into the Reports and Links section
      12. Select Save. 

 

Synchronization Between Knowledge Repository-Call Execution-SMS

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