1 Customer Journey Templates Administration Guide Copyright © 2016 Addoptify ApS All Rights Reserved Customer Journey Templates Administration Guide
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CustomerJourneyTemplatesAdministrationGuide
2 CustomerJourneyTemplatesAdministrationGuide
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CreatingCustomerJourneyTemplatesintheCustomerJourneyPlug-InThepoweroftheCustomerJourneyPlug-inisthatitvisualizesanyprocessesaCompany might have. It makes sure that all the important activities arecompleted and none left out. That could be the perspective of a customer, adepartment, a function or a major activity (such as yearly account review).Throughout this documentation, we will use the term “Customer Journey” torefertoalltypesofJourneythatmaybedefined.ATemplateisthecollectionofitemsneededtocreateaJourney.ATemplateissetupbyoneormoreauthorized individuals. OnceaTemplate is setup, it ismade available to different users. There can be more than one Templatecreated. In addition, the Customer Journey Object comes with a number ofdifferent preconfigured Templates. These Templates can be copied, modifiedandextended.ThiswillbecoveredlaterinthisdocumentCreatinganewTemplateisdoneonthreelevels:
• ThebasicTemplateNameandsettingsforthenewTemplateo TheStages(orlogicalsteps)aTemplateshouldhave
§ ThedifferentActivitiesundereachStageAnActivitywillhaveanActivityTypeassociatedwith it, thosetypesbydefaultmayinclude: Meetings,Calls,MilestoneTasks,CustomerTasks, InternalTasks(otherthanthoselisted)andAgentTasks(seedetaileddescriptionbelow).Asabestpractice,itisrecommendedtostartwithaSpreadsheetandsetupthedifferentStagesandActivitiesforeachTemplate.AftertheSpreadsheethasbeencompleted,itisthematterofminutestoadditintheCustomerJourneyPlug-In.ExamplesubsetofaSpreadsheetdefinedforaJourney
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CreatinganewCustomerJourneyTemplateTo create a Template, an individual must have Administrator rights in Sugar.PleaserefertoyourSugardocumentationonhowtoassignAdministratorrightstooneormore individuals. Inmostorganizations,youwillwant tohaveonlyoneorasmallgroupofindividualsbuildingandmaintainingTemplates.Navigate to Admin -> Templates by scrolling through the list of Adminfunctionsandclicking.onTemplates
YouwillseealistofprovideddefaultTemplates.Tocreateanewone,clickon"Create":
Youshouldnowseethis:
ThetablebelowexplainsthefieldsavailableinthejourneyTemplate:Name* ThenameoftheJourneyActive ThisboxshouldbeuncheckediftheTemplateisNOTto
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beshownasaTemplateausercanuse.NotethatthereareDefaultTemplatesprovidedasapartofthepackage.Ifyoudonowwantuserstousethem,simplyopeneachoneanduncheckthisbox.
AvailableModules* ThedifferentModulestheJourneyshouldbeavailablefor.ItispossibletosetupaJourneyforLeads,Accounts,Opportunities,ContactsandCases.IfyouwantaJourneytogofromLeadstoAccounts(B2B),youneedtochoosebothLeadsandAccounts.IftheJourneyisaB2CyouneedtoselectLeadsandContactsastheJourneyshouldfollowintotheContact.Considerthiscarefullyasitisanextremelypowerfulfeatureforlinkingallrelatedmodulesanduserstogether
AssigneeRule TherulesforwhenausershouldbeassignedtotheActivitieswithinaJourney.Thedifferentoptionsarefollowing:
• None:Meansthatnoneisassignedtotheactivitiesandthatinsteadtheyhavetobemanuallyassigned.
• OnStageStart:AuserwillautomaticallybeassignedtheactivitieswhenanewStageisstarting.
• OnCreate:AlltheactivitiesinaJourneyisassigneddirectlytoauser.
TargetAssignee TheuserswhoshouldbeautomaticallyassignedtotheactivitiesinaJourneyaccordingtotheAssigneeRule.
• CurrentUser:TheuserstartinganewStageorcreatinganewjourneywillbetheoneassignedtotheActivities
• ParentAssignee:ThedefaultassigneeoftheActivitieswillalwaysbetheParentAssignee.WhichistheassigneduserontheLead,Account,Contact,OpportunityortheCase.
Points ShowsthetotalofalltherelatedAcitiviyPointsinthewholeJourney-thisisonlytogiveanoverviewofthetotalpointsaJourneycangive.UsingActivityPointsisdescribedbelowand,ifnotused,thisfieldwillbeblank.
RelatedActivities ThisdisplaysthenumberofActivitiesinthecompleteJourney-thisisonlytogiveanoverviewofthetotalnumberofActivitiesrelatedtotheJourney.Initiallythiswillbe0untilActivitiesarecreated.
Description FreetextfieldwhereadescriptionoftheJourneycanbewritten.Thereisnologicrelatedtothisfield.
*Starreditemsarerequired.
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WhenyouhavecompleteddefiningyourJourneyTemplate,clickSAVE. ItwillnowappearinthelistofavailableJourneyTemplates.
AddStagestotheJourneyAfteryou filled in the fieldsaboveand saved the Journey, it is time toadd theStagestoyourJourney.First, choose from the list of available Journey Templates the one you justcreated.Itshouldlooklikethis:
You add Stages, or the logical sequence of groups of activities in a decisionprocess,toyourJourneyTemplate.YoucreateStagesbyclickingonthe"+"iconoftheCustomerStageTemplate.YouthenenteranewviewwhereyoucangivetheStageaNameandselecttheOrderoftheStages.NormallyyouonlyneedtoentertheNameandSaveastheOrderissetautomaticallyAftersaving,yournewdecisionStagewillbedefined.YouwillneedtoaddoneStageentryforeachStageyoudefinedinyourSpreadsheet.
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After you have done that you should see something like this in the subpanel:
WhenallofthedefinedStageshavebeenentered,youmaycontinuetoaddActivities.
AddActivitiestoeachStageoftheJourneyActivitiesaretheconcretethingsthatwillbedoneundereachStage.UndereachStageyoucanaddActivitiesinformofTasks,CallsorMeetings.StartbyclickingoneoftheStagesyouenteredabove.
Youwillwanttoclickonthe"+"iconinthesubpanelStageActivityTemplatetocreateoneormoreactivitiesforthisStage.Whenclickingthe"+"iconwithinaStage,youshouldseesomethinglikethis:
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ThefieldsintheActivitiesrecordhavethefollowingdefinitions:Name* ThenameoftheActivityDecisionStageTemplate TheactivitiesrelatedStageOrder Theordertheactivitiesshouldbedisplayedinthe
CustomerJourney.Bydefault,thesewillbenumericbutyoucanchangetheorder
Points Asdifferentactivitiescanbeworthdifferentinregardsoftimeittakestocompletethem,ortheimportanceofthemthePointssystemhasbeenaddedtogiveanadminuserthepossibilitytoweightheActivitiessothatoneactivityisworth1pointandanotheractivityworth10points.Thepointsarethenusedtocalculatetheprogressbarandthepercentageofhowlongintheprocessajourneyis.
ActivityType ThisiswhereweselectiftheActivityshouldbeaTask,CalloraMeeting.ByDefault,itisTask.
TaskType OnlyvisibleifActivityTypeissettoTask.ThisiswherewedefinewhattypeofTaskitis.
• CustomerTask: TheCustomerownstheseactivitiesandweneedtomakesuretheCustomerhasdonethem.ThisisthedefaultTaskType
• Milestone: WhenacustomermadespecifictypesofdecisionsignifyingthecurrentCustomerJourneystageiscompleted,thenthatcanbespecifiedandtrackedasaaMilestoneActivity.
• InternalTask: ThesearetheTasksthatneedtobedoneinternallytomeetthe
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customerrequirementsorneeds.Theymaybeassigned
• AgencyTask: ThiscanbeaTaskthatneedstobedonebya3rdpartysupplier,oranyoneexternalthatneedstobefollowedupon.
• AutomaticTask: Thisisataskthatismeanttobeautomaticallymanagedbythesystem.
ThedifferentTasksallhavetheirowniconintheCustomerJourneytogivetheUseranoverviewwhattypeofTaskitis.
Start/DueDateType TherulesforwhenanActivityshouldbestartedandcompleted.Thedifferentrulesarefollowing:
• DaysfromCreated:WhenaCustomerJourneyiscreatedanumberofActivitiesarecreatedintheJourney.ThisruletellsthattheStart/DuedateoftheActivitiesshouldbecompletedinacertainnumberofdaysfromtheJourneywascreated.Thenumberofdaysisspecifiedinnextfield.
• DaysfromStageStarted:IfthisinsteadisselecteditmeansthattheStart/DuedatewillbesetwhenaStageisstarted.SoaslongasaStageisnotstartedtheActivitieswillnothaveaStart/Duedate.
Start/DueDays ThisiswherewedefinethenumberofdaysforwhenanActivityshouldbestartedandcompleted.ThisworkstogetherwiththeStart/DueDateType.
Priority OnlyvisibleforActivityTypeTask.ThiswillhelpyouprioritizetheTasksinaJourney.
Direction OnlyvisibleforActivityTypeCall.ThisistodefineiftheCallisanOutboundCallorInboundCall.
TimeofDay OnlyvisibleforActivityTypeCallandMeeting.WhattimeofthedaytheCall/Meetingshouldbemade.TheDatewillbesetbytherulesinStart/DueDateTypeandStart/DueDays
Duration(hours/minutes)
OnlyvisibleforActivityTypeCallandMeeting.TheplannedlengthoftheCall/Meeting.
Description ThedescriptionoftheActivityAdd all theActivities under each Stage that you want tomake sure the usersshoulddoorbeawareof.SavetheStage.
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Ones you have defined all Activities for each Stage for the Customer JourneyTemplate,thentheTemplateiscompleteandreadytousebyauser.Using the Customer Journey Template is defined in detail in the CustomerJourney Plug-In User Guide. Effectively once it is ready and you assign aCustomerJourneyTemplatetosometypeofRecordinSugar,youwillbeabletoseeandusetheJourneyyoujustcreated.HereisasmallscreenshotacreatedTemplate:
ConfigureenabledmodulesAsofversion4.2.0youcanconfigurewhichmodulesthepluginshouldbeavailableforintheadminsectiontroughthefollowinglink:
Clickonthelinkandyouwillgettothefollowingpagewhereyoucanconfigurewhichmodulesitshouldbeenabledfor.Enabledmodulesbydefaultarethefollowingones:
• Leads• Accounts• Contacts• Opportunities• Cases
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Itisalsopossibletoactivateyourcustommodulesintheplugin,theywillappearinthedropdownautomaticallyassoonastheyareaddedinthesystem.Addandremovetheonesyoulikeandclickonsave.
Ifallmodulesyouhaveenabledisalreadysetupbydefaultthefollowingmessagewillbedisplayed.Pleasenotethatyoumayneedtoreloadthepagebeforethechangesapplies.
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Ifyouhaveenabledmodulesthatarenotsetupbydefault(Leads,Accounts,Contacts,OpportunitiesorCases)youwillseethefollowingscreen:
ClickontheDownloadbuttontoretrievethepackageneededtoactivateyourmodule.ThenclickontheModuleLoaderlinktonavigatetothepagewhereyoushouldinstallit.Uploadthepackageandclickoninstall.
ClickontheCommitbuttononthenextscreentostarttheinstallation
Afterafewsecondstheinstallationiscompleted.
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Nowyoucangoaheadandsetupyourtemplateforyournewmodule.