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Visit Report creation
A Visit Report can be created either created from an Event Customer Visit (see details below) or from a Contact or from scratch (see details below).
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- Visit Report object is centralizing the information on the Visit Report.
- Visit Report object is composed of:
- Main Information: this section contains the general information like the Subject, the Date of the Visit, the GBU/BU, the Status, the Topics Discussed, the Visibility and potential links with related objects (Account, Contact, Opportunity, Account Plan...)
- Internal Report (Shared Internally): this section includes the executive summary, the objectives of the visit (copied from the visit), the Internal Visit Report and the End-Use [R-0224] are listed in this section. An additional checkbox field “Safety Visit” allows the user to inform that the visit report is related to a safety visit, and attachments as well as additional information are then required.
- Visit Report (Shared with Customer): this section includes the field “Visit Report shared with Customer”, field that will be used for sharing visit report with the customer through an email
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- Competitive Insights: displays all Competitive Insights linked with this Visit Report
- Customer Related Contacts: displays all Contacts associated with this Visit Report (on the customer side)
Those Contacts can be contacts who participated to the visit, or contact to be notified. Contact to be notified are contacts not present in the visit, but who will need to receive the email with the visit report.
- Products: displays all Products (level 4 or level 5) associated with this Visit Report
- Opportunity Links: displays all Opportunities associated with this Visit Report and allows to relate existing to this Visit Report
- Visit Report Team: displays all Users associated with this Visit Report (on Solvay's side)
Those users might be participants of the visit or users to be informed (a sales manager, a product manager, key account manager)
- Cross BU lead: displays all Cross BU Leads associated with this Visit Report
- Activity History: display all Activities (Tasks, Events) associated with this Visit Report
- Open Activities: allow to log activities (Tasks, Events)
- Visit Report History: displays fields updates with history tracking
- Quotes: create a new Quote related to the Visit Report or relate existing ones
- Google Docs, Notes & Attachments (and Files): allow to attach documents to the Visit Report, also from the camera of a mobile device using Salesforce1
Visit Report security model
Who can create? | Any sales can create a visit report and link it to any account he has visibility on | ||
Who can see? | 3 rules have been set up based on a field called “Visibility”: 1) If Visibility = “Shared” → any user can see the visit report, 2) If Visibility = “GBU Restricted” → only users having the same GBU in their user details than the GBU defined in the visit report can see the visit report. Users above these users in the role hierarchy inherit the rights. Users in the Visit Report Team can also see the Visit Report, 3) If Visibility = “Visit Report Team restricted” → only the Owner and the users in the “Visit Report Team” related lists can see the visit report. Users above these users in the role hierarchy inherit the rights. By default, a visit report will be created in “Shared” visibility mode. For confidential accounts, the visit report owner will manage the visibility manually. Depending on their content, to fit European Anti-Trust Laws, some Visit Report cannot be set as “Shared” and will automatically switch to “GBU Restricted”. Criteria leading to this behavior are based on Keywords and Products that can be configured for each GBU. To be able to add/edit a Product, the current user needs to be part of Visit Report Team or the following error friendly error will be displayed: "You need to be part of the Visit Report Team to be able to add or edit a product." | ||
Who can update? | The Visit Report | Who can update? | The Visit Report Owner, the users above him in the role hierarchy, the system administrator and finally the users Users added in the Solvay Contacts Visit Report Team related list (and the Users above them in the Role Hierarchy) |
Who can delete? | Only the System Administrators can delete a visit report |
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It is possible to create a Visit Report from an Event Customer Visit by clicking on the button Generate Visit Report on the event.
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In this case, many data are copied in the Visit Report:
Visit Report | Event |
Subject | Subject |
Date of Visit | Start Date |
Objectives of the Visit | Objectives |
Customer Contacts | Every contacts in the “Contact Name” Field |
Visit Report Team :
| All the internal Attendees of the Event :
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If the Visit Report is not created from an Event, Date of the visit, Contact, Objective of the Visit are blank and must be filled in manually.
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This is managed using a custom setting ins in Salesforce :
The application of this rule is to manage Anti-Trust confidentiality between AROMA and PEROXIDES the Default Visibility for the Visit Reports created by AROMA can be automatically changed based on the following rule:
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The selection is made through checkboxes, which ease up the user experience.
Visit Report Preparation
1- Before meeting his customer, the Sales Rep can go to its Account to prepare the Visit by clicking on Visit Preparation Report button.
Sales Rep can access to a summary view for a specific corporate group / account to prepare customer visit :
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For further details on this feature, please refer to the Reporting Functional Design.
Send Report to Customer button
2- If an event is created before the visit the sales rep can have access to the button Visit Preparation Report from the event.
Send Report to Customer button
Please note that to be able to send the Report Internally, the User need to be part of the Visit Report Team or he will get an error message.
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Each email sent internally or to the customer is tracked under the related list “Activity History”. Any user knows like this the communication sent to the customer.
Calendar Integration with Google (TBC)
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Integration between Gmail and Salesforce (Lightning For Gmail)
For more information about the Calendar integration with Gmail, please refer to Cirrus Insight.
Please note that :
- for Gmail email synchronisation, emails are created as tasks in Salesforce with the recordtype Other,
- for Gmail Calendar synchronisation, meetings are created as Event in Salesforce with the recordtype Customer Visit
Customer Contact Link Creation
Customer Contact link creation can be done by any sales having edit right on the visit report.
Visit Report Team Creation
Visit Report Team creation can be done by any sales having edit right on the visit report.
Default Team
A button “Add default team” is present in the visit report page layout to allow the user quickly adding all the user of his default team in related list.
Event deletion
When a meeting (Customer Visit Event or Other event) is cancelled (deleted by a user) a cancelation email is sent to the invitees to warn them.
see the user documentation
Main features:
- Sync Contacts you own in Salesforce and the one you follow on Chatter in Gmail Contacts in folder "Salesforce Sync" (Salesforce is the reference data)
- Create a new contact in Gmail from email sender information and relate it to an existing account or create a new one
- Sync user selected Google Calendar Meetings as Events in Salesforce (Google is the reference data)
Please note that :
- for Gmail email synchronisation, emails are created as tasks in Salesforce with the recordtype Other,
- for Google Calendar synchronisation, meetings are created as Event in Salesforce with the recordtype Customer Visit
- Add user-selected emails as Tasks in Salesforce
- See and Search Salesforce records directly in Gmail
Non-supported features:
No automatic email sync, you have to choose the ones you want to sync with Salesforce
When you create a contact, only the Name and Email information are prefilled, no other information is pulled from the signature like address and phone number.
Customer Contact Link Creation
Customer Contact link creation can be done by any sales having edit right on the visit report.
Visit Report Team Creation
Visit Report Team creation can be done by any sales having edit right on the visit report.
Default Team
A button “Add default team” is present on the Visit Report Team related list to allow the user to quickly add users in the Team.
When the user clicks on the button, the users from his own Default Account Team (defined on his profile) are copied into the Visit Report Team.
Event deletion
When a meeting (Customer Visit Event or Other event) is cancelled (deleted by a user) a cancelation email is sent to the invitees to warn them.
The email is only sent to the people who have accepted the invitation and the email triggers only if the event due date is not due yet.
End Use filtered by GBU
In order to avoid mistakes, End use / Application field selection in Visit Report should be filtered by GBU as it is done in opportunity or Customer GBU segmentation.
Automatically notify users when a Visit Report is completed
Silica users are not using the Visit Report send internally and externally features, or when they use the send externally (to the customer), they often forgot to sent it also internally.
Email Mapping Rules on Visit Report are currently only used for Aroma and Silica.
For GBU Silica only automatically trigger a notification to the users in the Visit Report Team and in Email Mapping Rules matching the Visit Report criterias when a Visit Report status is set to Completed (plus the owner in CC)
- Use the same template as for the Send internally feature
- Keep track of the email sending as a closed task (same as Send internally feature)
- Be able to select for which GBUs the rules is applying without modifying the code
Silica Rules
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Lightning
NEW COMPACT LAYOUT & LAYOUT
Clone button : We can clone the visit reports, with/without the Related Contacts and/or Team.
When we clone the visit report, we have the information that we are in clone mode in the subject : "Copy of 'X' “
Business tab : start per the object product
Link opportunity, quote, case or cross GBU Leads by clicking on the button New. A list will appear with a hypertext link to display the objects linked.
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//COMPONENT
- Possibility to create from the component by clicking on + an opportunity, quotes, Sample Request, complaints, Customer Request or VOC
- Number above opportunities account and quotes accounts means number of open opportunities and quotes for my customer for my GBU. By clicking on the figures we will have the list and the possibility to display its.
- Number above Linked opportunties, linked quotes are the number of quotes and opportunities that the owner linked in the visit report in the tab business. y clicking on the figures we will have the list and the possibility to display its.
- Number above complaints, Customer Req, Sample Req or VOc means number of complaints, Customer Req, Sample Req or VOC created on my customer.
- If the owner click on + Schedule Visit he/she will schedule the next customer visit what will create an event on the owner calendar
Visit Report Team:
The component replace the related list. It displays the visit report members and allow to manage the product (add, edit,remove).
Related Contacts:
The component replace the related list. It allows to link several contacts to the same visit report.
Home page
Rule in my visit report section : 10 oldest items
event = Customer Visit without visit report with a date >01/02/2018
visit report with status draft (whatever if they are created or not from an event)
Validation Rule:
Create new validation rule for END use
SLV_End_Use_Required
IF($Permission.Bypass_Validation_Rules, FALSE,( AND(ISBLANK(SLV_End_Use__c),TEXT(SLV5_1_VR_GBU__c)= $Label.SLV3_Peroxides)))
Modify the Validation rule SVL5_BU_Required_Exceptions to include Aroma performance
The email is only sent to the people who have accepted the invitation and the email triggers only if the event due date is not due yet.
Last modifications : |
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