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Process Rules

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Applying Rules to a stage in a Sales Process or Prospecting Campaign is a great way to help you stay on top of what's important, keep the momentum up and ensure nothing is stalling. Alerts on these rules come in the form of blue puzzle pieces, yellow flags and red flags in the Active Pipeline, Project List View or Prospect List view.  They help you prioritize your efforts and focus on Sales Projects or Prospects that require more attention, or that are perhaps at risk of being lost.  

For example, you may want to highlight Sales Projects that have had no progress after a certain time has elapsed and are stalling. Or you may want to get an alert if a new Prospect has not been contacted within x number of days. Once configured, these Rules will alert you in various ways:

  • show an icon on the Sales Project or Prospect in question
  • send a notification to you in Membrain Guide 
  • if an automated event has been set up, it can email you (and potentially others) to notify you of the alert

Within this article, jump down to the section on how to:

 Rule Setup - Sales Process 

Rule Setup - Prospects

Adding Conditional Rules

Visualization

There are 3 different alerts that can be triggered, based on the Rule and its importance setting. 

Just_puzzle_piece.PNGBlue Puzzle Piece - coaching advice is the first level and shows you that something needs to be addressed, even if it is not urgent yet. 

Just_yellow_flag.PNGThe next level is a yellow flag, where quick action is required to address the problem at hand.

Just_red_flag.PNGThe final level is the red flag – this is the most serious of warnings Membrain can give and it should not be ignored.  Something very important has been missed that may impact the success of this
 

Rules and their importance are set up by your Membrain Administrator and are applied in the Sales Process Editor. Sales process rules are applied for the following:

  • Age: How long the sales project has been in the pipeline, in days
  • Stalled: Number of days since a process step was last completed
  • Activity: Number of days since the last completed activity in the sales project
  • Time in Stage: How long the sales project has been in the current stage, in days
  • Next Activity: How many days since a sales project last had a future activity planned

For easy setup, some important options have been predefined, with an editable number of days before being triggered - to give you full control. The intensity of the rule increases based on the time you configure during the rule setup.  For example, start the alert with a puzzle piece, after x amount of days increase to a yellow flag, and after x amount of days increase again to a red flag.

The time frames for these predefined rules can be edited:

 

Optional - No alert is issued, this is entirely optional for the salesperson Importance.PNG

Helpful - Issues a blue puzzle piece instantly

Mandatory - Issues a blue puzzle piece instantly, followed by a yellow flag

Important - Issues a blue puzzle piece instantly, followed by a yellow flag after 7 days, followed by a red flag after 14 days

Vital - Issues a yellow flag instantly, followed by a red flag after 7 days

Critical - Issues a red flag instantly *use with caution and only in extremely serious situations

 Some examples of Process Stage Rules

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Rule Setup - Sales Process

Example 1 - No Activity

You want to highlight Sales Projects that have had no activity after a certain time span.  No activity relates to no emails sent, no notes recorded, no appointments made, etc.  

To suit your workflow, you have decided that you would like this to generate a blue puzzle piece after 7 days and a yellow flag after 14 days. You want this to apply to all stages.

  1. Go to Sales Process editor  
  2. Scroll down and click Add rule
  3. Select Activity
  4. Tick Applies to "All Stages" box
  5. Drag the importance bar to mandatory
  6. Edit the blue puzzle piece to 7 days and the yellow flag to 14 days 

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Example 2 - Stalled (No progress)

Stalling with no progress means that no STEPS has been completed in the project, even if there has been activity within the Sales Project. For this example, you want to highlight Sales Projects that stall for more than 21 days in the final two stages of our sales process. 

To suit your team, you want this to generate a blue puzzle piece after 14 days and a yellow flag after 21 days

  1. Go to Sales Process editor  
  2. Add rule
  3. Select Stalled
  4. Tick final two stages under Applies to
  5. Edit the blue puzzle piece to 14 days and the yellow flag to 21 days 

Example 3 - Age

You want to highlight Sales Projects that have reached a certain age and are still in the Pipeline without being Won or Archived.  

To suit your sales cycle, you want this to generate a blue puzzle piece after 60 days and a yellow flag  after 70 days, and a red flag 80 days

  1. Go to Sales Process editor 
  2. Add rule
  3. Select Age
  4. Tick Applies to "All Stages" box
  5. Drag the importance bar to Important
  6. Edit the blue puzzle piece to 60 days, the yellow flag to 70 days and the red flag 80 days

Rule Setup - Prospects

Similar to the sales process, you can apply rules to the prospecting campaigns to help with prioritization and coaching.

An example of a Rule that can be applied to Prospecting Campaign:

We want to add a rule that all new prospects are contacted within 1 week

  1. Go to the Campaign Process editor 
  2. Click Add Rule
  3. Select Time to first activity
  4. Drag importance bar to mandatory
  5. Change the blue puzzle piece to 2 days and the yellow flag to 7 days

Adding Conditional Rules

Conditional rules enable you to prioritize efforts and focus and give you even more power to control your alerts based on the conditions you specify, which are relevant to your business. 

As an example, you want to highlight Sales Projects that are at Churn Risk and OR those that are going through Management Changes to determine mitigation steps to take, In this example, the rule applies when either of the conditions is met.

  1. Go to Sales Process Editor 
  2. Click Add Rule
  3. Select Time to Activity
  4. Drag importance bar to mandatory
  5. Change the blue puzzle piece to 2 days and the yellow flag to 7 days
  6. Click on ADD CONDITION
  7. Select Current Status "Churn Risk", or
  8. Click on ADD OR, and select OR
  9. Click on "New Management" as the second condition
  10. Click Save 

 

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Important considerations

Depending on your Process Settings, there may be a countdown clock of 14 days visible. If this happens you will have 14 days to address the problem or walk away from the opportunity. After the 14 days are up, the sales project will be automatically archived.  However, it can be brought back into your pipeline at any time simply by reactivating the project. To learn more about auto-archiving, read this article here

Rules and their importance are set up by your Membrain Administrator and are applied in the Sales Process Editor and the Prospecting Campaign Editor

In the Active Pipeline, Sales Projects with red flags show as a solid red color, so it's even easier to see where you're efforts should be focused on. If a Project has a red flag, it is considered unhealthy and shows as a solid red-colored background in the Active Pipeline. These Sales projects with red flag warnings are not included in your forecast and are no longer included in your weighted pipeline

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