Below is a guide to configuring InsightSquared's Sales Analytics Tiles package for your Salesforce organization. For InsightSquared's complete Salesforce best-practice recommendations, visit: Salesforce.com Configuration Best Practices for Sales Analytics
Licenses and Logins
Prior to starting your configuration, head to the Licensing and Logins settings pages to make sure that InsightSquared is processing the proper individuals' data, and that the necessary individuals in your organization have access and/or admin privileges in InsightSquared.
The first step to ensure your Salesforce stages are appropriately mapped into InsightSquared stage buckets. Below you'll find a support article walking you through the steps of configuring your InsightSquared stages. A few important things to note before you begin:
- Any stage that contains opportunities that your organization wishes to report on must be configured either as or in a Stage Grouping in InsightSquared.
- Historical stages -- stages that have at one point been used by your organization and are now deactivated in Salesforce -- should, ideally, be mapped into the current stage that is most similar to the historical stage. This will create a synthetic mapping in InsightSquared that represents both current and historical, and allows for InsightSquared to recreate the historical pipeline as though they had always used the current configured stages that are being used today.
- As stages are added or modified in anyway in Salesforce, those additions/modifications do not flow through to InsightSquared automatically. These "new" stages will appear on the Opportunity Stages configuration page with a yellow exclamation point next to their name - this indicates that they are new since the last time changes were made to this configuration.
- Holding Stages -- stages where stalled opportunities are parked for extended periods of time -- should be avoided in all configurations. If you have a holding stage, we recommend assessing every opportunity in that stage, moving any opportunity that is actively being worked into an active stage, and changing your holding stage to a closed-lost stage. Holding stages exist for one reason: a sales rep is afraid to lose an opportunity. Even despite the best intentions, “On Hold” becomes a dumping ground for opportunities where no one is actually working a sales process. We see these opportunities ignored for weeks, months, or years, with only the occasional resurrection. “On Hold” stages are a missed chance for incredible insights and mask critical problems in your sales process:
- An opportunity must be lost before it contributes to your stage conversion rates in your sales funnel. If every opportunity was left “On Hold” until it was won, all your conversion rates would be 100%, which doesn’t allow you to truly analyze your sales process.
- The sales cycle of your won vs. lost opportunities allows you to assess whether an open opportunity “looks like” a typical loss or a typical win.
- It’s only when you lose an opportunity, and record its lost reason, that you can see where in your sales process reps are not succeeding.
- When a prospect is simply a tire kicker, putting them “On Hold” doesn’t fix the problem. It ignores it.
Multiple Sales Processes: Most organizations only need one stage list since it represents a single, agreed-upon sales/buying process. However, you may have different stages for opportunities that do have a drastically different process (e.g., new business vs. renewal). Different teams working the same opportunity types (e.g., SMB vs. Enterprise) should have the same sales stages. The sales/buying process should be the same, even if the reps need to execute different actions to usher a buyer through a stage.
The second most important settings screen to configure is the Sales Config page. On Sales Config you will set your Primary value, Line Item value (if your organization uses Product Line Items in Salesforce), and map a Reason Closed. A few important things to note:
- If you are using a custom field in Salesforce to track your opportunity values, we highly recommend having history tracking enabled on that field. This will allow you to leverage Tiles reports that report on opportunity value changes.
- If you use custom field that is a formula field or roll-up summary field, Salesforce does not allow Opportunity Field History tracking. Instead, use Salesforce Process Builder to record the value in a new custom field, and enable Opportunity Field History for that field. Even if that field is hidden from Salesforce Page Layouts, you are capturing the data and analytics tools can leverage it.
- We recommend you do not go higher than 30 days for the close date data quality threshold. An opportunity’s close date is a fundamental piece of information for prioritizing your work and for sales forecasting. At all points during the sales process, the close date should represent the sales rep’s best estimate for when the opportunity will close. A consistent process for managing close dates makes your reporting far more valuable.
Continue to add important filters to the system using Filters configuration. Employee Tags will also be an important aspect of configuration and can be set up via Settings > Configuration and Processing > Employee Tags.
Custom Pivots and Columns
Now that you have your relevant filters are set up, you can begin customizing certain Tiles reports by creating custom pivots based off of your filters, or adding data/formula columns to individual reports.
If your organization is logging and tracking activities in Salesforce, you'll want to ensure that they're configured in InsightSquared as well.
Now that you've fully configured your Tiles reports, it's important to validate the data to make sure that your InsightSquared settings match the relevant fields in your Salesforce instance. Below you'll find support articles for validating Sales Analytics, and, if applicable, Activities, and the Sales Development suite.
Be sure to continue to explore the Support Library to continue to familiarize yourself with the various features, and configuration options available.