Salesforce User Training - Opportunity & Quote Management

1. User training opportunity quotes: Hello, my name is Jessica and welcome to my class, Salesforce user training for understanding opportunities and Coats. I'm a certified Salesforce professional with many years in the Salesforce ecosystem. Now, in this class, we will learn how to create and manage your opportunities, opportunity products and goats data that is there in the sales force to help you be at the top of your game. So if you're new to Salesforce than this class will be perfect for you. There are no prerequisites to take the class and the lectures are specifically made for complete beginners in Salesforce. So join me in this journey to learn Salesforce and become a super user. 2. Sign up: So the first step is that we set you up with your own sales force or where you can practice and learn sales force. So simply go to your web browser and search for the URL developer.salesforce.com. And at the top you'll be able to see a sign up button here. You can simply click on it. And a new form appears. Now fill up this form. So add your name, first name, and last name, your email address, which you want to be associated with your user that will be created for your Salesforce org. Then you can add your role, your company. Now add a username that will be associated for logging to your sales force. Usually a good idea to add your username as the sign-in email address and append that e-mail address with a word that will generally help you remember about this, or for example, dot dev or dot support or anything else that will help you remember the username associated with your sales force or the Salesforce has sent an email to us for the confirmation of this org, you can simply click on this verify account link that is appearing in your e-mail. And once you click, you will be asked to change to set a password for your sales force. So you can simply set a new password and click on Change password. Now you have successfully logged into your new Salesforce org and by default, you will be able to see the setup page. And from here, you will be able to control an ad, many features in your sales force. And at the top left-hand side, you'll be able to see this grid-like structure if you click on it. So this is the app launcher here, you'll be able to see all the apps that are associated with your org. And this comes out of the box from Salesforce when you first sign up for any org, such as sales services, marketing, all these apps are available. So if you click on the sales app, you'll be able to see the homepage of your app. Now, you can simply click on various tabs to access various objects, data, and records if you want. So this is the user interface of the salesforce lightning, where at the top you'll be able to see the tabs that are associated for each objects. And if you want to go back to your setup, simply click on the gear icon at the right-hand top side of your Salesforce org, and click on the Setup button. And here you'll be able to go to the setup page again. From here you can search for anything in the QuickFind that is appearing on the left-hand side. And you can simply go through and navigate your sales force. All. This is the first time that you are working on lightning experience. 3. Opportunity: Now let's start with one of the most used objects and Salesforce, which is opportunity. Now an opportunity basically represents a sale or appending deal, which is in your Salesforce. Opportunity represents a sales deal that is going on or which is either lost or won. So all your sales data is held in the opportunity object. Now, an opportunity, some of the data points are the opportunity name user enters kind of like a small description or the opportunity. Then we have the account name, which represents the account for which this current opportunity is created for. Then we have the amount, the deal value of this opportunity. Then the close date. Now the closed state denotes the expected closure date when this opportunity will be closed. Then the stage, what sales stage this opportunity is currently en, is it either in proposal stage or in negotiation? You can mention that using the stage, then the probability percentage, which represents the winning probability for this deal, then the type of the opportunity. Now let's see how the opportunity looks in Salesforce. So to create an opportunity, simply go to the Account page. And the related tab. You can see this opportunity option here. Simply click on this New button and an opportunity creation form opens up. Now, just like any other record owner is set as the record created, this private checkbox is used to make this opportunities access as private so that only the opportunity owner can see this opportunity. Then we have the opportunity name. As I previously told you, you can enter a small description in the opportunity name. So here I'm just going to write a very small description, is mentioning what this opportunity is all about. Then we have the account name, which is auto set by sales force. And the type of the opportunity not type is a standard pick list field. You can add multiple values in this type field as per your business processes. Then we have the lead source, which represents what is the source of this layer or this opportunity. Then we have the amount. Here. This is a currency field, and here you can enter the total deal value for this opportunity. Then the close date. Now, when you're creating an opportunity, sales reps only have a ballpark idea about when this opportunity might get close. So when you're creating an opportunity, it's a good idea to add a date around which you can think that this opportunity might get closed, either close lost or close to one. Then as we progress on the opportunity sales lifecycle, the sales reps can then change the closed state as per the ongoing process. Then we have the next steps and the stage nose Th, is again, a drop-down feel and is perhaps one of the most important fields in opportunity. As you can see here, we have multiple values, such as prospecting, qualification needs analysis, value proposition. So depending upon your sales processes, you can again modify these options and can select any option when you are creating. Whenever you are creating an opportunity, the best practice is to mention the stage, which is the starting state of your sales process, which in most businesses is the qualification stage. Then we have the probability percentage. The probability percentage is set automatically by sales force depending upon your stage value. Now, this probability percentage will keep on going up as you progress through your sales pages. And your admin can configure your sales stages and the probability percentage so that your stage can be linked with a specified probability number, and this number can be set by an admin. Then we have primary campaigns source. Now, if this opportunity is a result of an ongoing marketing campaign and you can easily tag which campaign has resulted into this opportunity. Then we have some more additional fields such as order number. So depending upon your sales and business processes, you can have many fields which can be set by our admin to fulfill the needs of your business type. Now once all these fields are filled, you can simply click on Save. And as you can see, this opportunity is now saved in Salesforce. Now once I click on this opportunity, you can see all the details that we have entered. And do notice that our control in the navigation bar is now shifted from accounts to opportunity since we are currently on the opportunity page. Let's click on the details button. And these are all the details that we have previously filled in this opportunity form. You can again edit any field by clicking on the Edit button or the pencil button right beside any field. Now, this option is the stage, and you can simply click on the mark stages complete to go through your sales stages. For example, if I just click on this button, you can see that the stage is now changed automatically. Hey, there another field which is called expected revenue. Now, expected revenue is simply the multiplication of your amount and your probability percentage. So as you can see, when I changed the stage value of probability percentage is changed automatically. And as I previously told you, the linkage between stage and the probability percentage is maintained and set by your Salesforce administrators. And they can change the values as per the business processes. As the probability per cent t changes, you can see the expected revenue field is also changing by multiplying the amount field with the probability percentage. Now on the right-hand side, there are some more options which are related to this opportunity. For example, the contact rules is an object and Salesforce, which is a standard object. Here you can mention the role a contact plays on this opportunity. For example, you can see that the contacts that we have added on this account can be seen here. And you can select one or multiple contexts simultaneously to be added on this opportunity. Just to mention, what role does this particular contact place in regards to this opportunity. Once saved, you can see the contact role is now added in this opportunity. Now partners is again an option to add a separate account in Salesforce, they are some sales deals where you have a channel partner. Now usually partners are the companies that assist you in getting the business. For example, in this opportunity, you can add a partner here as well. Now, here you can see the stage history's not all the changes that you're doing in this opportunity can be recorded and be seen in this history. And you can see that all the state changes that we have made is now recorded in here. Now let's go ahead and make this opportunity as closed one. So I can simply select close one here. Once I save, you can see that our bar went ahead to the closed one option and our opportunity is now close to one. That means end of this opportunity. You have one this opportunity with the amount that we have mentioned in the opportunity amount field. Similarly, you can make an opportunity as lost by selecting the same. So this is the opportunity object of Salesforce, which is heavily used by almost all the organizations that are using Salesforce to record and track the sales data. 4. Opportunity Close Date: Then we have the close date, which is perhaps one of the most important fields of the opportunity object. As the close date determines when this opportunity is likely to get closed. And using this date, you will create your focus reports. You will create your past reports. You will be able to see trends of the opportunities about how much business was closed last year or how much is expected to close in this current year or the next year. So make sure that your sales team updates the close date of the opportunity very frequently and accurately. For example, if you see this current report, if I need to see how much business will achieve in the upcoming months, then I can simply filter out in the closed state. And I can see which of the deals are expected to be closed in the upcoming months. So this is why close gate is a very important date field or no opportunity. 5. Opportunity products: A deal must be about a service or a product that we are giving are selling to the client. So here in the products, I have the option to add products to this opportunity? No, depending on your business, you might have different kinds of products and you Salesforce admin is probably maintaining a product catalog in sales force. So let's get started and add a product to this opportunity. It's asking us to choose a price book. Now, a price book is basically used to segregate one type of products with another. For example, if one team is only allowed to sell a particular type of products, then you Salesforce, admin, and configure sales flows in a way that they'll only be able to use one particular price book or a one particular set of products only. Similarly, this can be done for each and every product. Then here this is the product catalog that we have in Salesforce. You can add multiple products at once. You can just need to select these products and add the quantity and the price that you're selling for. Let's click on Save. Then we have the campaign influence. This is mainly used by the marketing team where they can add an opportunity to campaign or a campaign can result into an opportunity and that tagging can be seen in her. Any files regarding this opportunity. And then contact roles is used to share the stakeholders was involved from the client side for this opportunity. Then we have the partners. Here. If we have a channel partner with whom we are going for this opportunity, then you can add that as well. Then stayed history, this gets automatically maintained by sales force. Any state change that you do. 6. Quotes: So what are codes in Salesforce? Now colds or quotations or a document with your customers ask, which generally contains details about their potential purchase, such as what they will be getting and how much they will be paying for that. Now, this code is a simple document that contains the client's particular purchases and the value of it and the quantity. You might give this information to them in a printed document or an email or a phone call. Now in today's digital world, where everything is done electronically, salesforce also allows to be created inside sales force and share it with your clients electronically. We use the word code to describe the electronic record of the data that's presented in a PDF format. Now this record includes details such as the expiration date, the grand total of the purchase, along with information about each product on the code, such as discounted per cent and the net amount as well. So quotation has all the necessary details that your client wants to have a record of what they have purchased. Now, this is the relationship between quotes and opportunities. As you can see, one single opportunity can have multiple quotation created in it. And each quotation can have multiple products in it. You can create as many codes as you want in a given opportunity. However, only one quotation record can be designated as your primary code. And this is important because the primary code pushes the total amount that is on the record into the amount field, the standard amount field on the opportunity. Now let's go ahead and start creating codes in Salesforce. So first, this is the expiration date of this code. So all of these fields, you can fill it up as per your convenience and as per your business processes. So I'm just going to add some dummy data here. So to name the code name as first draft, then we have status. All of these tax and shipping handling details. I'm going to make the tax as three, shipping and handling for whom this quotation has been created for. Creating this code, for this contact does go into add some dummy values here. And once all of this is filled, Let's click on the Save button. Now, as you can see, this quote record is now created and interrelated. And you can see that I have the code line atoms, which is the products that it has automatically added from the opportunity. Now, I have the option to create a PDF out of this record by clicking on Create PDF. And you can see this whole all the details that we have added in this code is not presented in a PDF format. And from here on, you can simply send this directly to the contact or you can download it as well. I'm just going to save to quote so that this file gets automatically added to this quotation record. And I can simply click on it to further view it in the future. You can simply go ahead and can create many code records for an opportunity by simply going to the opportunity related list. And you can create as many codes as per your business processes or as many drafts.