Overview
In this section, you will find information about how to create a visit report in Salesforce and how to update a visit report, including:
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Concerned profiles:
Sales - Customer Service Representatives (all except Strategic Marketing)
Table of content
Step By Step
Definition & Objectives |
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Sales Planning is the process supporting the planning, preparation, execution, and restitution of a Customer Visit. It supports the development of an Opportunity, the execution of a defined Account Plan, the collection of Leads of interest for other BU, or even the continuous management of Competitive. A visit report captures the outcome of the customer visit. Visit report contains an internal summary of the discussion (for internal reading) and all the required elements to send the minutes to the customer. This visit report can be shared internally and externally from Salesforce by using predefined email templates. |
How to create a visit report | ||
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Visit reports created from an activity
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Create a visit report
 David wants now create a visit report. For this, he opens the event and clicks on Generate Visit Report |
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 As David started from the visit, some information are already filled in. So convenient! |
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 Before writing the feedback, David defines the Visit Report visibility and the GBU. He has 3 options:•“Shared”: it means the VR is visible by all the users in Salesforce •“GBU restricted”: it means only the users in the GBU defined below are able to see the VR •“Visit Report Team ”: only the colleagues added in the “Visit Report Team ” will be able to view the VR Due to Legal Anti-trust constraints, a Visit Report can be automatically forced to « GBU Restricted » instead if « Shared ». It happens if the Visit Report concerns some specific products or contains some keywords that are confidential for some other GBUs. For R4.0, this is only activated for AROMA Performance.
The GBU and BU are mandatories fields |
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 Once the visibility and the GBU defined, David fills in the Executive Summary (mandatory) and adds additional comments in Internal Visit Report.
He can also shared with the customer some feedback in the dedicated section. |
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 David can mention in the Visit Report if this concerned a Safety Visit or not. Plus as David record all information at once, he defines the Visit Report Status as Completed. Novecare use the Unmet Needs to give guidance to R&D |
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 Finally, David records the Visit Report share with Customer that will be shared with the customer afterwards. |
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 That’s it! David has created his VR in Salesforce. Well done !For GBU Silica only, a notification is automatically triggered 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). |
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For Soda Ash, Coatis, Fibras, Aroma Performance, Pepol, Peroxide and Silica a notification is sent to the Visit Report team, when the status is completed.
Optional Visit Report Infomation
| If a Visit Report is created on an Account I am following, every time a new Visit Report is created on this Account I will be notified inside my Chatter feed. |
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You can create an opportunity directly from your Visit Report. Go in the recommendation component and Click on the button "+", choose opportunity and then creation process begins |
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You can also link your Visit Report to an existing opportunity by going in the tab Business and clicking on "New" button. Using the Opportunity lookup, search the opportunity you want to link to your Visit Report |
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| When a GBU classification is maintain on the account GBU Customer Segmentation (Ship to/Sold to and corporate group), the information will be filled automatically on the Visit Report |
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Visit Report update (incl. adding products, contacts and users) | |||
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Associate a Product to the Visit Report | |||
 David opens the visit report for which he wants to associate a product discussed |  | ||
 He hoovers the Product link and clicks on New Associated Product.In order to be able to add/edit a product, the current user needs to be part of the Visit Report Team. Otherwise the following error will be displayed: “You need to be part of the Visit Report Team to be able to add or edit a product." |
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 Once in the Associate Product screen, he clicks on the look icon to search the product in the system. He can choice between a product (level 4) or a material (level 5) |
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 In the new search windows, David selects the product discussed
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 David has selected the product in the search window. He now saves his relationship by clicking on Save.
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 Great! David has associated the product to the VR. |  | ||
Relate existing Quotes or create new one related to the Visit Report | |||
It is now possible to relate existing Quotes to a Visit Report and/or create new Quotes that will be related to the Visit Report directly from the record itself. |
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Associate a Customer Contact to the Visit Report | |||
 David opens the visit report for which he wants to associate a Customer Contact |  | ||
 He hoovers the Customer Contact link and… Look! John Smith is already linked! That’s because David started his visit report from the visit. That was easy! |  | ||
 David will now associate Michael Baltani to the visit report. He clicks on New Customer Participant. |  | ||
 As he did for the Product, David uses the look icon to search the contact in the system. |  | ||
 In the new search window, David searches for Michael Baltani and then selects the contact |  | ||
 David has finished to select the Customer Contact in the search window. As information, he also can define Michael’s role:•Participants: it means Michael was participating to the meeting •To be informed: in some case, David might want to define some contact to be informed of the visit report outcome. | |||
 He now saves his relationship by clicking on Save. |  | ||
| Fantastic! David has associated John and Michael to the visit report |  | ||
Associate a Solvay Contact to the Visit Report | |||
 David opens the visit report for which he wants to associate a Solvay Contact |  | ||
 He hoovers the Visit Report Team link and… Look! People are already linked! That’s because David started his visit report from the visit, where he already invited them. That was easy! |
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 David will now associate Pedro Pinto, his manager, to the visit report. He clicks on New Visit Report Team. |
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 As he did for the Customer Contacts, David uses the look icon to search the contact in the system. |  | ||
 In the new search window, David searches for Pedro Pinto and then selects the contact |
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 David has finished to select the Solvay Contact in the search window. As information, he also can define Pedro’s role:•Participants: it means Pedro was participating to the meeting •To be informed: in some case, David might want to define some colleagues to be informed of the visit report outcome. | |||
 He now saves his relationship by putting Pedro as To be Notified and clicks on Save. |
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 Fantastic! David has associated Christian and Pedro to the visit report |
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Attach a document to the Visit Report | |||
 David opens the visit report for which he wants to attach a document |  | ||
 He hoovers the Google Docs, Notes & Attachment link and clicks on Attach File. Files are now supported in addition to Attachments.
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 David follow the steps defined at the screen to attach the file |  | ||
 Once the file uploaded, he clicks on Done |  | ||
 Done! David has attached the product documentation to the VR |  | ||
