admin Lesson Three
smartfox prime app admin instructions
- Click on App Launcher. A pop-up will be launched, search for the term “SmartFox Admin”
2. Click on SmartFox Admin.
Figure 7
Template Configuration Screen
- If the SmartFox workflow button is Enabled, the SmartFox stage will be updated for the Salesforce™ opportunity automatically.
- If the SmartFox workflow button is Disabled, the information entered for the SmartFox stage has to be entered manually for the Salesforce™ Opportunity. Please note: For best SmartFox Prime results, SmartFox recommends the workflow button be Enabled.
- A standard and commonly used reason can be selected by a Sales Executive while skipping from one sales stage to another. Click plus Add button to build a drop-down list of compelling reasons why a Sales Executive would skip a stage in your Sales Process. An example might be - Losing Funding or Administration Changes.
Figure 8
SmartFox Prime Industry Templates
- Click on the SmartFox Template header inside SmartFox Prime Admin App.
Figure 9
2. Create a new template by clicking on New on the SmartFox Template page.
Figure 10
3. Enter a unique Template Name, select the Record Type built from your Salesforce™, and Time Preference (see below tips)
Figure 11
Time Preference Tips
- For selecting Time Preference; Days, Weeks, and Months are the only three options available for selection.
- Depending on the preference selected, the actual data will be shown on the template.
- If Days are selected, the Actual Forecast date will be calculated as per the given data in days.
- If Weeks are selected, the Actual Forecast date will be calculated as per the given data in weeks.
- If Months are selected, the Actual Forecast date will be calculated as per the given data in months.
Figure 12
4. Once you have selected these items, click on the Create button in the bottom right corner. The Configuration template will then open for the Admin with the details of the SmartFox Template Name, SmartFox Stage information, SF Stages based Record Type chosen, SmartFox Criteria, and SmartFox Questions sections.
Figure 13
5. Start by entering the values in the stage information section for Stage Probability Range %, Max Time to Complete (in days/weeks/months as per selection), Max Time in Stage (in days/weeks/months as per selection).
Please note: Max Time to Complete depends on the time preference selected while creating a new template. The Max Time to Complete will vary in Days, Weeks, or Months.
Please note: Max Time to Complete depends on the time preference selected while creating a new template. The Max Time to Complete will vary in Days, Weeks, or Months.
Milestone Configurator
Next, click the arrow beside Milestone Configuration to expand the Milestone Configurator section.
Figure 14
SmartFox Weighted Value
- Enter probability % for the three conditions, when Milestone to Move are answered less than half, half, and completely.
- The probability % should be between the boundaries of the Stage Probability Range % for the respective stage.
Figure 15
Closing Range (in days)
- Enter days in range for three conditions, when Milestone to Move are answered less than half, half, and complete.
- The range should be between “Max Time to Complete” boundaries defined for the respective stage.
Figure 16
Forecast Value
Please Note: It is highly recommended the Admin always enters Omitted as 0% as a standard practice. The Omitted status at 0% allows your Sales Team to have opportunities that are excluded from their SmartFox Forecast Value estimates.
For the Commit, Maybe, and Stretch conditions, the Company will define what they mean and the % related. The Commit will always be above a Maybe and the Maybe will always be above a Stretch Forecast condition.
- Enter values between 0 to 100 for four conditions:
a. Commit
b. Maybe
c. Stretch
d. Omitted
Please Note: It is highly recommended the Admin always enters Omitted as 0% as a standard practice. The Omitted status at 0% allows your Sales Team to have opportunities that are excluded from their SmartFox Forecast Value estimates.
For the Commit, Maybe, and Stretch conditions, the Company will define what they mean and the % related. The Commit will always be above a Maybe and the Maybe will always be above a Stretch Forecast condition.
Figure 17
2. Click Save to save the page and click Save and Close to enter the data for one Criteria and close the page.
SmartFox Prime Criteria Setup
Once the Milestone Configurator is complete for the first Stage, there are five criteria/features available (reference section, Understanding SmartFox Prime Features for details of each) in SmartFox Prime the Admin can utilize each stage in a template. Multiple questions can be configured for each criteria. The five criteria/features for each stage are:
a. Milestones to Move
b. Best Practices
c. Salesforce™ Responsibilities
d. Customer Tracker
e. Additional Details
a. Milestones to Move
b. Best Practices
c. Salesforce™ Responsibilities
d. Customer Tracker
e. Additional Details
SmartFox Prime Criteria Bar
The SmartFox Prime Criteria Bar allows you to navigate between each criteria. The Admin can also click the Next and Previous buttons to move between the criteria. The Admin can click on Move to Next Stage to move from one stage to another.
The SmartFox Prime Criteria Bar allows you to navigate between each criteria. The Admin can also click the Next and Previous buttons to move between the criteria. The Admin can click on Move to Next Stage to move from one stage to another.
Figure 18
Please note: The first criteria, Milestones to Move questions are mandatory criteria of SmartFox Prime. The results of Milestones to Move make key SmartFox Business Forecast calculations as configured by you, the Admin. The remaining four Criteria are optional and can be set up by the Admin to be used or not used on any Stage desired.
SmartFox Prime Question Types
Enter the Question in the Question Section for each criteria and select question type for each question from the below types:
SmartFox Prime Question Types
Enter the Question in the Question Section for each criteria and select question type for each question from the below types:
- Checkbox
- Number
- Picklist
- Currency
- Date
- Percent
- Text
Please note: Be cautious about the selection type which the Admin chooses as it can affect the outcome of Business Forecast calculations within SmartFox Prime especially Milestones to Move.
Figure 19
Creating a Picklist Selection Type
The Admin can add more questions by clicking on the Add Row and a new row with space to enter a Question. Once the question has been typed, each question requires a selection type. The Picklist selection type has a + button to add Picklist answers to a dropdown. The Admin will enter the value of the picklist and click on the ADD to continue to add answers to a picklist.
Figure 20
Figure 21
Next Steps after Milestones to Move
Once the Admin has completed the first stage of Milestones to Move questions, click the blue Next button at the bottom to progress to the next criteria, Best Practices. The SmartFox Prime Criteria Bar will check green if the Admin has properly set up the criteria as shown below in Figure 22.
Help icons
Help icons are available throughout SmartFox Prime to help explain the feature purposes and calculations being made to further assist the Admin as shown below in Figure 22.
Mark Criteria as not Applicable
Within each Stage, click on the “Mark criteria as N/A” check box to skip any criteria other than Milestones to Move. This feature will hide the criteria for the respective stage only for Sales Executive as shown below in Figure 22.
Once the Admin has completed the first stage of Milestones to Move questions, click the blue Next button at the bottom to progress to the next criteria, Best Practices. The SmartFox Prime Criteria Bar will check green if the Admin has properly set up the criteria as shown below in Figure 22.
Help icons
Help icons are available throughout SmartFox Prime to help explain the feature purposes and calculations being made to further assist the Admin as shown below in Figure 22.
Mark Criteria as not Applicable
Within each Stage, click on the “Mark criteria as N/A” check box to skip any criteria other than Milestones to Move. This feature will hide the criteria for the respective stage only for Sales Executive as shown below in Figure 22.
Figure 22
Setting up the Additional Details Criteria
In the Additional Details Criteria, a URL can also be added under the Select Type drop-down for a question. Click on the URL and click on the plus sign + to add a URL.
Please note: URLs must be valid and start with https:// or http://.
In the Additional Details Criteria, a URL can also be added under the Select Type drop-down for a question. Click on the URL and click on the plus sign + to add a URL.
Please note: URLs must be valid and start with https:// or http://.
Figure 23
Rearranging Questions
The arrows shown below are for changing the sequence of the questions. Once the set of questions are entered and a change of the sequence is desired, these arrows can be used for shuffling the questions up and down.
The arrows shown below are for changing the sequence of the questions. Once the set of questions are entered and a change of the sequence is desired, these arrows can be used for shuffling the questions up and down.
Figure 24
Please note: A minimum of one question has to be entered for each criteria, to validate and move forward for the next criteria. We recommend at least three or more in the Milestones to Move feature.
SmartFox Prime Template List View
Once you have completed a template and saved and closed it, you will be sent to the SmartFox Prime Template List View screen. Here you will be able to see all the templates that have been created by the Admin. Please note: Change the view to a view “All” mode as shown in red below to see the full details of each Template.
Figure 25
To Activate an Industry Template, the Admin will double click on the check box under the Active column for each. Then click again, to check the box which becomes Checked. Once blue the Admin will then click off of the Industry list which enables the Yellow Box to appear with the Cancel and Save button to appear at the very bottom of the screen.
Figure 26
Once saved as active, the Industry Template will be active for Sales Executives to utilize.
Please note: If you do not activate the Industry Template the Sales Executive will not be able to use SmartFox Prime’s and an error will appear.
Please note: If you do not activate the Industry Template the Sales Executive will not be able to use SmartFox Prime’s and an error will appear.
Industry Template View Tips
- Admins can disable an Active template by unchecking the Active button.
- Admins can only have one Industry Template active for each Record Type.
- If the Admin tries to have two active Industry Templates for a Record Type an error will say “Can’t save records error appears”.
- Admins should not name Industry Templates the same name or errors may occur.
- Admins can delete an Industry Template by clicking on the far-right arrow and selecting delete. Once deleted, the Industry Template can not be retrieved and a new template will have to be made to replace the deleted template.
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