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Adventace SMS Installation & Configuration Guide (V10.411)

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.