5. Automate Opportunities
Our finance group wants to know whenever we create opportunities for any prospect account or customer account. They also want to know when we win deals. It’s a lot of busywork for our reps to send emails one by one to that group every time they create an opportunity and win a deal. Oh, and for prospect accounts, the account owner really should be sending out our welcome packet of marketing materials, but sometimes they forget. I remember that when we interviewed you for this job, you talked about a Salesforce tool called Process Builder that you use to automate work like this. I was especially impressed when you talked about how you can re-use one process in multiple other processes. That sounds like just the kind of efficiency we’re trying to achieve here. For example, we’re always sending emails to finance and creating tasks for account owners, so you can probably create a process for those that you can use more than once.
Basically we want to send an email to the finance group whenever an opportunity is created for a prospect or customer account, and at the same time to create a task for the account owner, but only if the account is a prospect.
And when we win a deal, we want another email sent to the finance group.
Here are some details for these tasks on some slides I created.
OK, now let’s talk about what should happen when opportunities are in various stages of our sales process. Because now that I think about it, it makes sense to do some of those things I just mentioned only if an opportunity is in the Prospecting stage, and other things happen later.
When an opportunity is in Negotiations, we want to automatically submit it for approval if the amount is over $100,000.
When we win a deal, we want to create a setup record and set the setup date for 180 days from the close date. And don’t forget that Finance wants to know about it, so we have to email them again.
Now, about that approval process. The opportunity owner’s manager has to approve all deals over $100,000. We don’t want anyone making changes to the opportunity after it’s been submitted for approval. At this point, it should be in the Awaiting Approval stage.
If the manager approves, the opportunity goes to the Closed/Won stage.
If the manager doesn’t approve, the opportunity should go back to Negotiation/Review stage. Changes to the record are OK at that point.