Salespeople can benefit a lot from being able to quickly produce reports of all past and planned activities for a given account – especially when there are many accounts to deal with, each with a multitude of sales opportunities and (often) a history that goes a long way back. Those reports are even more important to their managers, who need accurate data from everybody in the sales team in a uniform format so they get a coherent overall view.
Data is paramount but without explanation and context, it loses much of its value. While Salesforce itself offers impressive reporting capabilities, it does not readily provide the option to combine figures from, say, multiple opportunities on a product level. Also, additional calculations are needed to provide a clear overview, for example, the sum total of lost opportunities, won opportunities and/or products sold.
Dedicated free text sections are also needed in reports for salespersons’ observations on vital issues like changes in the procurement process, decision making strategy or key personnel.
In this article, we explain, how you can enable advanced, one-click account-level report generation in 20-30 minutes in Salesforce CRM with Documill Dynamo document automation app. Professional looking documents that can make any salesperson shine come as an extra bonus.
In our solution, the actual report document can include some or all of the following details:
- customer contacts
- won opportunities and their total value during the reporting period
- lost opportunities and their total value during the reporting period
- opportunities in the pipeline and their total value
- history of products sold to the customer
- product support cases performed to the customer
- free text sections for comments and additional information.
No training is required to implement this solution; just follow the instructions below. You just need to have Salesforce admin rights and you are good to go!
1. Install Documill Dynamo
To get started, just go and download Documill Dynamo app for a free trial from Salesforce AppExchange. You can install it easily by clicking on the Get It Now button.
When you are asked for whom Documill Dynamo will be installed, select All Users and Admins.
2. Open Documill Dynamo in Salesforce
To open Documill Dynamo in Salesforce:
- in Classic UI, click the “+” button in the top menu and select Documill Dynamo
- in Lightning UI, open the App Launcher, select Documill Dynamo and click the Documill Dynamo tab in the top menu. The Documill Dynamo quick start menu opens.
1. Open and customize report template
Create now your report template, which will be automatically available in your Salesforce accounts.
Step 1: open sample template
1. Click the Template Builder button in (2) on the screen and log in using your Salesforce credentials.
2. Select the ready-made Account planning template (3), then click Next (4), then Save your template right away with a new file name – click on the arrow beside the Save button (5) and choose Save As (6)
3. Test automation in action.
The template is almost ready as such. Before you start personalizing it, you can see how it looks with your real Salesforce data. Click Test button (7), then select an opportunity record you want to use for testing.
Note: are there fields in your document that were not filled in with proper data? This is probably because your Salesforce has customized objects, so you need to re-map of those fields to your custom Salesforce fields. Documill Dynamo finds them automatically, so you just need to delete the inappropriate field in the template and replace it with drag and drop. For more details, refer to the Documill Dynamo documentation or contact us directly.
Step 2: customize sample template
4. Delete fields you don’t need. Are there fields in the template that you don’t need? Then just go back to the template (which is in its own browser tab), select and delete the unnecessary fields.
5. Edit the header content. Click on Header button (8) in the top menu and, when the template’s header opens, add your company’s official/headquarter details (9) in the field on the right. Then add your logo on the left (10); follow these snappy instructions.
6. Test the change. Click Test button any time you want to see how the change you have made looks.
Note: If the test window does not open automatically, ensure you have allowed popup windows in your browser.
Step 3: Add document generation button to Salesforce
Documill Dynamo includes a ready-made button for one-click document generation in the Opportunity object in Salesforce. Add it now to your Opportunity’s page layout.
Documill Dynamo works like any Salesforce app, so if you have some experience with Salesforce, you know your way around here. But if you would like guidance, just see our step-by-step instructions.
Step 4: See how to generate a report in an instant in Salesforce
Now, just open any Account record in your Salesforce account and
- in Classic UI, click the Strategic Plan button (11)
- in Lightning UI, click the arrow on the top-left corner (12) and choose Strategic Plan (13).
Step 4: Give your team rights to generate reports in Salesforce
Below you can see an example of how the automated report you created will look to your sales team. Pay attention to the following:
- free text fields (those with a pink background) can be either filled in or deleted by the user
- at the top of the report, the <Billing Address> tag shows, what a field in the document looks like when its source has no data in Salesforce.
To exit the report, click Cancel.
So why not give your sales team rights to use the reporting solution right now? Just follow this simple procedure and you are done completely!
…And grab a cup of coffee
Normally, it will take a salesperson quite a lot of time to manually collect and calculate the data for an account-specific report. With Documill Dynamo, you need less than 30 minutes to automate the report creation process for your whole team in an out-of-the-box Salesforce implementation. Customized implementations may require a little bit of extra time, but not that much.
On the next report, feel free to use 30 minutes just for a nice, cozy coffee break – you deserve it!