Sales Operations

1. Visit the Okta Handbook Page to learn more about Okta.
2. Create a General Help Desk Request. Use the submit issue button on the linked page and then select the General Help Desk Request template.
3. Reach out to #it-help in Slack.

1. Create an issue in our project, making sure to provide detailed business requirements. Please leave assignee blank.
2. There are existing templates to use, most will fall under the General Request template.
3. New Issues that are in review will be tagged with the SalesOps::New_Request label automatically on creation.
4. An issue will be assigned to a Milestone, given an assignee and the SalesOps::Assigned if it is ready to be worked on.
5. Any issue that cannot be slotted into the next two milestones will be put in the backlog denoted by SalesOps::Backlog until it can be planned.
6. Please review the status of any issue on our agile board.

1. Contract assistance
2. Updating or creating Opportunity Splits
3. Salesforce Lightning for Gmail
4. Support from the Community Advocacy Team
5. DataFox/Zoominfo segmentation conflicts
6. Reassigning to a Territory Rep
7. Requesting Reassignment
8. If LEAD or CONTACT is owned by SDR team member
9. Locked Deal
10. Deal Desk assistance

Here are the guidelines for requesting account list loads from Sales Operations. Please follow the instructions below. The SLA for account list loads into Salesforce is 5-7 business days.

For uploading a list of net new accounts

• We have a template you can use to dedupe a list of accounts you have sourced here in the google drive. This template will help you dedupe the account list and also format your list for upload into Salesforce. Please follow the directions in the README in the template doc and reach out to #sales-support in Slack if you have any questions.

Preparing the list:

1. Clean up list to remove any duplicates and columns not needed.
2. Update field names to Salesforce compatible values. Only include the required fields listed below.
3. Unless you discuss with us prior, nothing else will be loaded and the extra columns will be ignored in the import.
4. Account Source format: List - Name of Source - Date with no spaces or characters.
5. Create an issue in our project using the Account List Import template. Include a link to the list and description of the list load.
6. One tab per sheet, one list load per sheet / one sheet per issue.

Required Fields:

Preparing the list:

1. Create an Account report in SFDC.
2. Include the Account ID as a field on your report. This is required to do a mass update.
3. Include the fields on your report that you want updated.
4. Save your report in a public folder so it can be accessed later if needed.
5. Export your report, making sure you have included the Account ID.
6. Update the export. Please keep the original values in the export and create a new column with the new values. Ex: If you want to update website, you will have 2 website columns. Website and then Website New. Website New will be the column you create and where the new value is captured.
7. Create an issue in our project using the Account List Import template. Include a link to the list and description of the list load.
8. One Tab per sheet, one list update per sheet / one sheet per issue.
9. If you need help pulling the report or walking though these steps, please slack us with a link to the issue you created in the #sales-support Slack channel.

The Primary Quote system is a 1:1 relationship in SFDC that connects the total transaction amount on a quote with the amount on its related opportunity. This is to ensure we are forecasting the same amount that we will book and enables further automation as the quote is sent to Zuora billing. To support sales situations that require multiple quotes (for instance: a small deal option and a big deal option), sales reps can identify which one of their quote is "Primary".

Primary Quote technical documentation here:

The full company tech stack list with definitions can be found on the Business Operations - Tech Stack Details page . Here are the tools that the Sales Operations team works with on a daily basis.

1. Clari
2. Datafox
3. ZoomInfo
4. Gainsight
5. Leandata
6. Salesforce
7. Chorus

1. An overdue opportunity report goes out every Tuesday to managers.
2. An email alert goes out directly to the opportunity owner when the oppty is past due upon edit of the opportunity. Ex: an action needs to happen to trigger the email.
3. Sales Operations will give until the 15th of the month and then forklift any opportunity with a close date in the past month to a future close date.
4. Managers have "over due" reports on their dashboards for review as needed.

1. To ensure the appropriate users have access and that we're being fiscally responsible in terms of overall usage, users with no usage in 90 days will be deactivated.
2. Usage will be reviewed once at the beginning of the second month of the quarter so as not to disrupt any quarter end/quarter start cadences. The dates are scheduled on the Field Ops calander.
3. An Access Change Request will be created and an email will be sent to users as extra notification.
4. If access is needed in the future, please submit a new Access Request and we can confirm if SFDC is the correct place to gather this information or if other tools can provide it.

What: Salesforce case management system to enable the transfer of certain cases (created from Chatter requests) from the Deal Desk group to the Sales Ops group to take action and respond to the original chatter request.

• As of 2020-09-21, this will include all cases pertaining to account ownership/ROE and account segmentation, except for any cases that touch closed opportunities.

Where:

• Deal Desk Queue
• Sales Ops Queue

How:

1. All Sales Support Chatter requests will continue to flow into the Sales Support queue managed by Deal Desk.
2. Upon reviewing a case and identifying it as an account ownership/ROE or account segmentation request, Deal Desk will change the “Case Reason” field to “Account Reassignment/ROE” or “Account Segmentation Review.”
3. Deal Desk will then change the Case Owner to “Sales Ops Queue,” which will move the case out of the Sales Support queue into the Sales Ops queue.

Notes on Case Behavior:

1. Changing the “Case Owner” to the name of an individual team member marks that team member’s ownership of the case. This action can be taken at the individual case level or in bulk on the queue level.
2. When case ownership is updated to a Sales Ops team member, the case will remain visible in the Sales Ops queue until closed.
3. Changing the “Status” field to “In Progress” shows that someone is currently working on the case.
4. By changing Status to “In Progress,” ownership will automatically change to the individual who changes status.
5. By changing Status to “Closed,” the case will no longer appear in the queue.
   • Note: Check the “Suppress auto case reply” button in the same motion, before saving, to prevent automated Chatter posts. If you do not check this box, and you change the status to “In Progress,” upon saving the case, Salesforce will create a Chatter reply from your account, tagging the original requester, noting that you are working on the case. Similarly, when you close the case, Salesforce will Chatter the requester to note that the work is complete. Click the “Related Chatter Object” link to view the original request.

General Notes:

1. If working a case, and the requester makes a second request out of scope, please tag Sales Support so that a new case is opened for Deal Desk to review the request.
2. If working a case, and any aspect of the request relates to ownership of a closed opportunity, please change the case owner back to Sales Support for Deal Desk to review the request.

Enterprise: West

1. WEST ENT Pipeline Dashboard
2. FY21 CQ WEST ENT Sales Dashboard
3. WEST ENT Pipeline Health Check

Enterprise: East

1. EAST ENT Pipeline Dashboard
2. FY21 CQ EAST ENT Sales Dashboard
3. EAST ENT Pipeline Health Check

Enterprise: PubSec

1. PubSec Pipeline Dashboard
2. FY21 CQ PubSec Sales Dashboard
3. PubSec Pipeline Health Check

Enterprise: EMEA

1. EMEA Enterprise Pipeline Dashboard
2. FY21 CQ EMEA ENT Sales Dashboard
3. EMEA ENT Pipeline Health Check

Enterprise: APAC

1. APAC ENT Pipeline Dashboard
2. FY21 CQ APAC ENT Sales Dashboard
3. APAC ENT Pipeline Health Check

Enterprise: ISR

1. Enterprise ISR Metrics

The Pipeline Health Check Dashboards will be sent to each regional team for their review every Monday.

SMB AMER

1. SMB AMER Team Dashboard

SMB EMEA & APAC

1. SMB EMEA & APAC Team Dashboard

Mid Market East

1. Mid Market-East Team Dashboard

Mid Market West

1. Mid Market-West Team Dashboard

Mid Market EMEA

1. Mid Market EMEA Team Dashboard

Primary TSP Workflow Components

1. Account Routing (Next Owner recommendation process):
   • Sales Segment (i.e. max employee count of the account hierarchy)
   • Primary Account HQ Address (of top Parent Account in the hierarchy)
     • Inputs for both are formulated via our standardized account enrichment tools (in order):
     • Manual Override > DataFox > Zoominfo > Ship-To > Bill-To
   • LeadData then compares these TSP Input Values against our SSoT Territory Mapping File & automatically outputs an Approved Next Owner and Territory.
2. Account Assignment (Account Transfer Process):
   • (Re)Assignment of an account to the correct owner
   • Updating of Account Territory, Sales Segment, Employees fields

Firmographic TSP Fields

• [TSP] Sales Segment: Segment of the account based on the MAX employee count in that account's hierarchy (regardless if MAX is parent or child).
• [TSP] Account Employees: Number of employees for this specific account
• [TSP] MAX Family Employees: MAX employee count (number) in hierarchy
• [TSP] Address (Street, City, State, Post Code, Country): Location of Ultimate Parent Account based on the TSP data hierarchy
• [TSP] Geo Story: Source of address data from TSP Data Hierarchy

Ownership TSP Fields

• [TSP] Next Approved Owner: Owner of territory as determined by SSoT Territory Mapping File
• [TSP] Transfer Date: Date when account ownership will change to TSP Next Approved Owner

Territory TSP Fields

• [TSP] Territory: Territory account falls under, as per the SSoT Territory Mapping File
• [TSP] Region: Sales territory region the account falls under
• [TSP] Subregion: Sales territory sub-region the account falls under
• [TSP] Area: Sales territory area the account falls under

Operations Review Process:

• Ops will be assigned cases to review and make updates to the [Admin] fields in the Account Review Admin section on the account.

  • Number of Employees: Manual - Admin

  • Account Address - Manual Source - Admin

  • [Admin] Address Street

  • [Admin] Address Post Code

  • Number of Employees: Manual Source -Admin

  • [Admin] Address City

  • [Admin] Address State

  • [Admin] Address Country

• Turnaround time for Approved TSP changes to re-populate typically takes 24-48 hours.

  • Accounts with a [TSP] Transfer Date populated a day in the future will be re-routed that night to the [TSP] Next Approved Owner.
  • Account Territory, Sales Segment & Employees fields will also be updated upon TSP transfer, to continually align accounts.

Opportunity Split Rules

1. Deal Desk, Sales Comp and Sales Ops are the only users with permissions to add, edit, update and delete splits.
2. 100% Split always goes to the opportunity owner
   • This does not apply for a credit split. Ex: 50/50 or any other percentage split.
   • If the opportunity is incorrectly assigned, the split should still match the owner until correct opportunity assignment is made.
   • This is automated and should be monitored on this Exception Dashboard weekly.
3. There will never be a split that totals above 100%.
4. SFDC reports and Dashboards will only reflect opportunity splits if the report type includeds opportunity splits.

Opportunity Splits in Clari

• Clari will pull the split data out of SFDC.

1. Navigate to the opportunity in SFDC.
2. Locate the opportunity splits relationship by using the hover links at the to or scrolling down the page.
3. Choose the button to add or edit a split.
4. Once on the split page, assign either the approved credit split, or edit the existing split percentage.

Sales Operations Access Request Labeling System

1. SalesOpsAR::Action Needed - Sales Ops action item is immediate or within current FQ.
2. SalesOpsAR::In Progress - Sales Ops action item is presently being worked on.
3. SalesOpsAR::On Hold - SalesOps AR that is blocked or not presently w/in scope of work.
   1. SalesOPS: Waiting on SFDC License - a reason an AR might be on hold.
4. SalesOpsAR::Completed - Sales Ops has completed their task on this issue although the issue may not be closed.

Sales Operations Provisioning Workflow

Baseline Templates | New Hires

1. The onboarding issue will auto create the AR on day 2
2. The templates will automatically:
   • Add the SalesOpsAR::Action Needed label
   • Leave the assignee blank
   • CC Amber and Meri as the Provisioning DRIs
3. The DRIs will receive an email when a new AR is created
4. All will be able to monitor the Sales Ops Access Request Boardproactively.
5. When the AR is picked up by the Sales Operations team member, the team member will: -assign the issue to themself -add the label SaelsOpsAR::In Progress
6. The Assignee should be responsible for working the AR to completion by completing all Sales Operations task items and working the label system accordingly.
7. If Assignee is out of office, the rest of the team is responsible for moving the AR forward in a timely fashion and can see ARs in flight by looking at the Sales Ops Access Request Boardproactively.

Single Person or Bulk Access Request

1. The user will manually create a single person or bulk AR
2. In the instructions, they are directed to the Tech Stack doc with the following tasks:
   • Add the SalesOpsAR::Action Needed label
   • Leave the assignee blank
   • CC Amber and Meri as the Provisioning DRIs
3. The DRIs will receive an email when a new AR is created
4. All will be able to monitor the Sales Ops Access Request Boardproactively.
5. When the AR is picked up by the Sales Operations team member, the team member will: -assign the issue to themself -add the label SaelsOpsAR::In Progress
6. The Assignee should be responsible for working the AR to completion by completing all Sales Operations task items and working the label system accordingly.
7. If Assignee is out of office, the rest of the team is responsible for moving the AR forward in a timely fashion and can see ARs in flight by looking at the Sales Ops Access Request Boardproactively.

Chorus

1. From the Settings Page in Chorus, click in User Management and then on the Invite New User button.
2. To invite users to Chorus, enter their emails in the designated field separated by commas and click the Add To List button.
3. Updated the Role, Team and License Type. These will be based off of the users job role/region and should be listed and or approved in the Access Request. If questionable, look at other provisioned users of the same title/role.
4. Click the Send Invites button to invite the user to Chorus.

Note: The most accurate access level will be on the Tech Stack or the AR, genenerally AMER and all of Commercial will get recorder, all else listener.

DataFox

1. From the Settings Page in DataFox located in the top right under your name, click on Team Management located on the left.
2. From Team Management, click the Invite Your Team button, enter the email addresses of the users to be provisioined, click Send Invitations.
3. Most users will have a Status of Member, unless otherwise stated in the Access Request.
4. Most users will also have the permission to Bulk Sync Accounts unless otherwise noted in the Access Request

Clari

SalesForce