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Rules

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Applying Rules to your Sales Process and Prospecting Campaigns is a great way to help you stay on top of whats important, keep momentum up and ensure nothing important is forgotten. 

For example you may want to highlight Sales Projects or Prospects that have had no progress after a certain time has elapsed and are stalling. Perhaps it would be helpful to get a reminder about an important step in the Sales Process that's required before moving forward.  Or you may want to get an alert if a new prospect has not been contacted within 5 days.

Once configured these Rules will alert you in various ways:

  • show an icon in the relevant areas of Membrain
  • 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
     

Visualisation

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 opportunity or prospect

*In the Active Pipeline, Sales Projects with red flags show as a solid red color, so its even easier to see where you're efforts should be focused right now.
 

How to setup rules

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

For easy setup, some importance 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 sales person 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

 

Sales Process STAGE Rules

Rules can be applied to Stages in the Process, and alert you when the overall health of the Project is in question.  When you apply rules to a stage in the Process, you see the alerts (blue puzzle piece, yellow flags and red flags) in the Active Pipeline or Project List view.  These flags you see, help you prioritize your efforts on the Sales Projects that require more attention, or that are perhaps at risk of being lost.  

Rules_box.PNG

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. Take a shortcut to the Sales Process editor by hovering over the Process's name in the Sales Process list until you see the pen icon and click on it. 
  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 

Example 2 - Stalled (No progress)

Stalling with no progress means that no STEPS have 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. Take a shortcut to the Sales Process editor by hovering over the Process's name in the Sales Process list until you see the pen icon and click on it. 
  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. Take a shortcut to the Sales Process editor by hovering over the Process's name in the Sales Process list until you see the pen icon and click on it. 
  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

*Use the red flag with caution. Rules that are set to a high level of Importance and use red flags will automatically be archived and no longer appear in your Pipeline after 14 days of the warning being issued.  To learn more about auto archiving, read this article here.

Consideration

If a Project has a red flag, it is considered unhealthy and shows as a solid red colored background in the Active Pipeline.  There will also be a countdown clock of 14 days visible. In essence, if this happens you will have 14 days to address the problem or walk away from the opportunity. These Sales projects with red flag warnings are not included in your forecast and are no longer included in your weighted pipeline.  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

Sales Process STEP Rules

Rules can also be added to the individual steps within your Sales Process, helping you focus on important steps and ensuring that you don't miss a vital step along the way.  This is done by choosing the importance for a step and how soon you want to be alerted when a step has not been completed.

* Steps with low Importance (Optional and Helpful), can be skipped IF you have Dynamic Sales Process Enabled in the Sales Process Editor. NOTE: this is only available on Performance and Excellence Tiers.   

Add_tools_to_step.PNG           

 

Importance.PNG

Example 1:

We want to add a rule that a step shows a blue puzzle piece if not completed within 1 week

  1. Take a shortcut to the Sales Process editor by hovering over the Process's name in the Sales Process list until you see the pen icon and click on it. 
  2. Click on the step you wish to add the rule to
  3. Click ADD DETAILS/TOOLS on the right hand side of the box
  4. Click on the Importance tool
  5. Drag importance bar to Helpful
  6. Change the days to 7

 

Prospect Campaign Rules 

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

Some examples of Rules that can be applied to Prospecting Campaigns are:

Example 1:

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

  1. Take a shortcut to the Campaign editor by hovering over the Campaigns name in the Prospecting list view until you see the pen icon and click on it. 
  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