DealSheet

Customisation guide

Introduction

You can customise DealSheet to meet the specific requirements of your business and process.

These actions are completed after the application is installed and working.

Not done this yet? Head to the installation guide as this needs to be done first.

Customising DealSheet is often done by the sales operations team of ‘superusers’, and does not require salesforce admin rights for most things. This depends on local permissions and in certain circumstances, it may be that salesforce admin support is required.

We wish you Good Selling with DealSheet.

1   Customise Questions and Answers

 

1.1    Use the DSQuestion app/tab

To access the information in the DSQuestions tab open tabs using the ‘+’ button on the tab bar or via the 9 dot app searcher in lightning.

3.2     Customising Questions & Answers

To add a new question and answers to your process follow the following process. Once completed this will update the questions and answers presented to DealSheet users for all FUTURE opportunities. It will not add this to existing opportunities.

  1. How to add or change the Question and answers information
  2. How to use the new fields in Salesforce reports

 

3.2.1        View Question and Answer content

Open  DSQuestions and select View: ALL  >  GO. This will show all of the existing questions.

Select a question to see the information associated with each question. 

Select the Related tab to see the related answers. To view the content of each answer select the answer you require.

See also the related sales processes. This shows the sales processes where this question is used. 

 

3.2.2        Editing existing questions and answers

To edit any of the existing questions select edit for the questions you want to edit and update the information. This will allow you to update the text for help and coaching if you wish, the question weighting, display order (display order starts with 1 at the top of the page) and the page URL for further user guidance if required. 

To update answers. You first, select the question associated with the answer – then select the related answer you would like to edit. Edit this and correct the information you would like to change (using the same approach as adding a new answer below)

Once the record is updated select SAVE

This will update the question and answer detail for FUTURE opportunities only.

 

3.2.3        Adding new questions and answers

Open the DSQuestions tab as previous and select New button.

This will open up a new question template. Add information to the page and select SAVE .

  1. Keep the Question name short. This is in the box and too much text will only clutter things.
  2. The help text describes the question name in greater detail. This is accessed when a user hovers their mouse over the question box.
  3. Set the display order to correctly order the questions on the page. Be sure to add the right display order to complement other questions in the section.
  4. Add a weighting – we generally use 0 (unimportant, why bother adding this question) to 15 (most important questions) but this is up to you. It is your business. We do not recommend that scores below 0 be used.
  5. If you want to provide users with a resources page link, add this too. Remember to always add the full URL including http:// or https://

 

3.2.3.1     Adding a new answer to a new question

First, you should add a new question.

Select the NEW ANSWER. This is located at the bottom of the question detail page.

Once opened the page will allow you to add new answers (or the same for changes) to each question. You should add a FOUR ANSWERS to each question.

In order to follow the same approach as DealSheet and keep things simple, we suggest using the following guidelines

  1. Always add four answers and assign them to the selected question.
  2. Keep the Answer name short. This is in the box and too much text will only clutter things.
  3. The help text describes the answer name in greater detail. This is accessed when you mouse over the answer box.
  4. The worst scenario is always set as display order 1. Improving through to the best possible scenario at display order 4.
  5. Ensure that the colour scale is appropriate to the flow of “left to right = poor to good”. Ie not starting with green in position 1 and then going to red. This will confuse the users.
  6. Add a score – we generally use 0-5 but this is up to you. It is your business. We do not recommend that scores below 0 be used.
  7. Ensure that the RAG Help text (that is shown when you mouseover the RAG display on the page) clearly outlines the situation and possible actions that can be done to advance the deal to a better stage.

Once all of the details for each question are added. SAVE.  Do this for all four answers per question.

New questions and answers will be displayed on future opportunities 

3.3     Sales Processes

In DealSheet it is possible to assign different question sets to reflect different sales processes in your company. For instance you may have a different set of questions you would like to ask for one type of opportunity or sales team and a different set of questions for another.

DealSheet allows you to customise the questions for each of your defined sales processes.

WHILST THIS IS OPTIONAL WE RECOMMEND the use of a sales process .   Over time we have added a lot of questions to support different selling approaches. Questions that apply principally to different opportunity types such as value selling, renewal etc. If you do not build a sales process and map this for users then they will be shown all questions – this would not create a good user experience. 

 

3.3.1        Adding a Sales Process.

Select the SALES PROCESSES tab to see the various sales processes available in the system

Select new or edit an existing process. We have opened a new process below, add a NAME and DESCRIPTION of the process that describes the process in a way that it is easy for the sales team to recognise.

SAVE this and then in the process select NEW PROCESS QUESTION.

Select an existing Question by selecting from the list as shown below. (You should set up questions first before doing this stage) and this will be added to the specific sales process.

Note : Questions should already exist and the weightings, answers and scores will be common. If you need to set up different weightings and scores for different sales processes you will need to set up a custom question for each sales process. It is not possible to make questions different for each process.

Guidance notes:

  • We recommend that to retain the integrity of the Strategy page at least one question is added to each section.
  • Where no sales process is selected the default approach would be to serve ALL questions to the opportunity.

 

3.3.2        Using a Sales Process in an opportunity

For salespeople to select the appropriate sales process, they simply select from the picklist on the set-up page.

For component users, the Sales Process picklist is available in the header of the component.

Once selected, opening DealSheet will only show the questions selected in the Sales process for this opportunity. If this is updated, then the questions shown will change.

 

3.3.3        Want to trigger a local workflow?

Use the field “DS Sales Process Name” as a trigger for workflow actions. You might need salesforce admin support for this.

For instance, you should be able to default to a specific sales process based on the department, product or value of an opportunity. This can also be done using record types as required.

4    Closure Plan templates

Closure Plans allow you to create a standard set of tasks and events for use with opportunities. These may relate to specific governance activities or to selling actions you want to ensure the team completes on specific opportunities.

 

4.1        Create a Closure Plan

As a superuser, you have access to open the Closure Plans app/tab in salesforce. This allows you to select existing Closure plans for editing or to create a New one.

Add the Name of the Closure plan, try and make this title descriptive as this will be shown to the user in the picklist inside DealSheet. Add the name and Save.

 

4.2        Adding tasks and events to the Closure Plan

Open the Closure Plan [and select the “Related” page in Lightning if needed].

Add a New [Lightning] or Add a new closure plan item [Classic] from the page.

To add a task complete the name, status, type [task] and start date* fields as shown below.

*The start and end  date is the number of days after the closure plan is selected by the user. For instance if the user selects a closure plan on the 4th July 2020 and the start date is set to 4 – when the items are shown to the user the date in their DealSheet will be 8th July. This allows the activities to be sequenced. End dates are typically the same as start dates for the meeting.

 

To add an Event complete the name, status, type [Event], start and end date* fields as shown below.

 

 

5    DealCoach custom guidance

In DealCoach the users see guidance notes to help them navigate the deal review process. At each step (page) of the review, the users see different guidance.

As a default situation, the user sees the default guidance notes and questions. This can be customised for your company’s users.

To do this follow the steps (you may need salesforce admin support for this):

Go to Custom Metadata types

 

Find “Guidance” and select Manage records, then select “guidances”

 

 

Select Edit on the page then for any guidance notes you want to replace with your own comments, add the comments in the correct box. If left black the system guidance is used. Then Save

 

Once this is complete, the user sees the new information in the guidance section of DealCoach. an example of the change (default > custom) is shown below.