When implementing best practices within the sales cycle, one of the key components is prospect meetings. Depending on your business, you may have meetings to gather requirements and use cases, another to demonstrate your product or service, and third to negotiate the contract. Each of these meetings happens at a very specific point in the cycle, and has specific goals and agenda items.
In order to help make sure that the sales team is following these meeting best practices, we can use Salesforce process builder to automatically create the appropriate meetings as the opportunity moves through the sales funnel. I’ll start by creating a meeting based on the Opportunity Stage reaching Qualified.
I’ve already created my Opportunity Qualification Meeting template. (Review details of creating meeting templates in Productivity Fox.) I keep my template open in a separate browser window, as I’ll be referring back to it as I use Salesforce Process Builder.
I start by creating a new process from the Process Builder Processes Page.
This opens a pop-up screen where I enter my Process Name and Description. The API Name will be automatically generated based on the Process Name that you create. I name my process “Meeting from Opportunity Status Qualified.”
After I save my new process name, I move into the Process Builder Canvas Web where I create the details of the process from beginning to end. The first step is to add the object that the process is based on by clicking the +Add Object block on the Canvas.
Since I am creating this meeting based on the Opportunity being at Qualification stage, I base the process on the Opportunity object. Opportunities may go through many stages, so the process should be run when a record is created or edited.
The next step is to Add Criteria. The criteria is essentially the questions that are asked to determine if the process will run. (Remember when you’re setting your criteria that actions only run when the criteria evaluate to TRUE.)
For this process, I have a specific set of criteria that need to be considered to execute the actions – specifically the Opportunity Stage changed to Qualification.
These are the conditions I set for this process:
- Field = [Opportunity].StageName
- Operator = Equals
- Type = Picklist
- Value = Qualification
Note: Make sure to check the box under the advanced setting at the bottom of the criteria page. Marking this setting as true will make sure that the Process is not executed when irrelevant changes are made. For example, if the value of the opportunity changes but the opportunity stage does not change, then we do not need to run this process.
Next, I create the actions for the process – in this case, creating our meeting. In the Immediate Actions block, I click +Add Action. This opens a new section where I can select my Action Type and set an Action Name. For this process, I have an action type of Apex. Once I select this type, a drop down menu appears where I select the Apex Class to invoke a meeting creation based on a template created in Productivity Fox. The Apex Class is called ccpt__InvokeMeetingTemplateConversion.
Once I set my Apex class, I set the Apex Variables Meeting Template Id (String), Related Record Id (Reference) to keep the meeting associated with the opportunity, and and Meeting Start Time (DateTime).
To find the Meeting Template Id, navigate to the Meeting Template in Productivity Fox. I click Get Template Id in the upper right of the window and copy the Meeting Template Id. I paste the Id to the appropriate Apex Variable field in Process Builder (see above).
Once I’ve set these three Apex Variables, I save my action. I can also set additional actions, like an email or Chatter notfication for the Opportunity Owner. Once I’ve added any additional immediate or scheduled actions, I activate my process using the “Activate” button in the upper right hand corner of the screen.
To test my new process, I update the stage of an Opportunity to Qualification. After I save the Opportunity, I can scroll down to the Meetings related list, and see my new meeting that has been created.
I can follow this same process to create additional meetings throughout the sales cycle – either by adding new criteria to evaluate within the same process, or by creating multiple processes within process builder. Plus, since everything is linked within my Salesforce org, my sales team can easily go back and review the notes from previous meetings at any time.