The Playbook enables you to create Events with or without Stage Auto-Progression, Events Dependencies and Checklist items. 

Created Events are shown in the Event List, in Gantt and in Kanban.

Please, review this information carefully. Read the entire Playbook section below before you start to create Events for your template. 

Playbook Layout & Navigation

1. + Event - create a new Event

2. Playbook Settings - will enable Stage Auto-Progression

3. Gantt - will switch to Gantt view

4. Sales Stage bar - will display when the Stage Auto-Progression is enable and shows Stages of the selected Sales Process. 

5. Subject - created Event. Click on the Event to edit/delete the Event or set Event dependency

6. Stage - shows Event Sales Stage

7. Req. - shows if Event is required. If so, Event must be completed to allow to move to the another Stage. 

8. Type - shows selected Type of Event.

9. Starts in and Duration - determinate the start and duration of the Event. 

10. Dependency - shows if Event is dependet on another Event.

11. Sync Settings - enable to synchronize event with fields on the Opportunity or ClosePlan to propagate data to a report

12. Delete - will delete unused Event

Playbook Settings

Playbook settings enable you to create Events with or without specific sales stages.

If you want to create Events without inclusion in a relevant sales stage, you can do so without any additional settings.

If you want to create Events within a specific sales stage, you need to enable the Stage Auto-Progression, select Event Behavior and Sales Process. 

Stage Auto-Progression Settings

Set an event for a stage specified in the selected sales process.

Set an event behavior that affects the closing of sales stage. 

• Go to Playbook tab > click the Settings button

• Toggle the button to enable Staging

• Select Event behavior

• Select Sales Process

• Save 

Event Behavior

Setting event behavior affects the behavior of events and the subsequent movement to other sales stages.

• Block if Event is required - Event can be set as required. If so, users will be prevented from moving to the next stage until the required Event is completed.

• Auto-Complete open Event - Event is set as not required.  Users can move to the next stage even if there is an uncompleted Event.

• Block if Event is required, otherwise Auto-Complete Event - This setting allows for a combination of the 2 settings above. If there is a required Event, Users will be blocked from moving to the next stage, otherwise Users can move to the next stage.  
  
  

Sales Process

The selected Sales Process is displayed as Sales Stages in the Playbook. Sales Stages contain Events.

A Sales Process must be active and selected from the Template list to create a ClosePlan.

The Sales Process contains Record Types. If the Opportunity has a different Record Type than the selected Sales Process in your Template, you will be prevented from uploading the template into the Opportunity until you change the Record Type on the Opportunity. 

ClosePlan will allow Users to choose a Template only when the Sales Process is the same as on the Opportunity or when the Template Stage Auto-Progression settings are inactive on the Template.

To change the Record Type on the Opportunity > click the  button right up > select Change Record Type > select the Record Type set for the Sales Process you have selected in the template > click Next and Save.

Open

NOTE: 

Event behavior also affects the dependency settings on other events and the checklist items settings.
Checklist items are set when you create or edit Events.
Dependencies are set only when the Event is created and in edit mode. 

If a Dependency and/or a Checklist are set as required, the User will be prevented from closing the Event and/or the Stage until completed.
If an Event contains required Checklist items, the user must first complete the Checklist items before closing the Event.
If an Event contains required Checklist items, and also contains a required dependency on the another Event, the user must complete the Checklist first,
then the dependent Event. Only then can the mandatory event be closed by the User.

Example:

Create Events

New Event Template contain 3 tabs: Details, Checklist and Files.

NOTE: Previously created Events that are in edit mode also contain a Dependency tab to set dependencies on other events. Dependencies can also be set from Gantt view.

• To create an Event, click on the  button.

Details tab 

In the Details tab, enter information about the Event you are creating. 

• Enter the Event Name in Subject field

• Select Type (if you created one in Event Types setting)

• Enter Starts In and Duration of days of the Event

          If you enabled Stage Auto-Progression:

• Select Stage  

• On the basis of playbook events behavior settings, mark whether the event is required to complete the stage 

• Fill in other relevant information and Save

• Code - Code is used for integration purposes. Assign a code if you want to reference the deployed event inside Process Builder. E.g. show event status in a Report ( For information on how to build a report, click here)

Checklist tab

Checklist items are tasks that Users complete. If you mark a checklist item as required, the User must complete the task before the event can be closed.

Note: Users are able to Add / Edit / Delete Checklists in Playbook. 

• Click  

  Open

  

• Enter the subject of checklist item

• If required, tick the REQ. box

• Click the  

  button and if needed, continue creating checklist items

• Individual tasks can be edited, deleted or reordered

  • To reorder tasks, simply drag individual tasks to the desired position

• Save the checklist

•  will delete the Event.

Files tab

Attach specific files or links to individual sales events.

• To add a Link, click

• Tao add a File, click

• Click Save

Opportunity Fields tab

Sets data from opportunity fields that will be promoted to the Event = ability to link opportunity fields with playbook events.

Available Field Types: Picklist, Multi-Picklist, Lookup, Date, Date Time, Checkbox, Text, Long Text, URL, Phone, Email, Currency, Number, Percent. These fields allow to select the correct custom field or some of standards field from the Opportunity. 

• Click Add Field button

• Select your data type field from the Opportunity and select the desired field

• To add more fields click again Add Field button

• To reorder fields click the Arrows buttons 

• To delete a field click the Remove button 

• Note: If you click red Delete button , you will delete the Event!

Example:

Setting in the event template

Result in the Playbook on the Opportunity

Dependency Settings

Set Events dependencies, where one event can be dependent on another event.

Dependencies can be set from the Edit Event Template view or from the Gantt view.

There are 2 types of Event dependencies:

 Required =  Event can be closed only after the Event upon which it is dependent is completed and closed.

 Not Required = Event can be closed without completing or closing the Event upon which it is dependent.

 Add dependency from the Event Template:                              

• Click on the Event name to open the event

• Go to Dependency tab and click on Add dependency

• Select a target event and mark if the target event will be required as completed in order to complete this Event

• Save 

• Add additional dependencies if needed and Save

Add dependency from the Gantt view:

• Click the 

   button

• Click the  corner button of an Event, and drag the line to the start or end of the dependent event.

      Note: Be aware of where you drag the dependency - it may affect the start or end of the event.

• When you drop the dependency line, the new dependency window will appear allowing you to make the dependent event Required if needed.

• Save

Change the start day or duration of the Event with set dependency:

Event dates and duration can be change direct from the Gantt.

If there are not dependecies, it will not influence another Events.

If there are dependecies, it will affect the dates of dependet Events. 

• Drag the event and move left or right to change the start day of the Event

• Hover over event corner to see the arrow and extend or shorten the Event duration

Example:

Original setting

Event "Qualification" was moved to start on 9th day instead of 5th and it affected another dependet Events = were moved as well  

Gantt View

The Gantt view lets you see created events in the Gantt before you deploy the template.

You can make changes (create, edit, delete event) and set event dependencies in the Gantt view. 

Gantt Layout & Navigation

1. Toggle Sidebar - Toggles visibility of the Sidebar.

2. Switch view between days and months.

3. Scroll buttons - Scroll the Gantt area to Start, left, right or to the End

4. Export data as Excel, PDF, Image or MS Project

5. Add a new Event

6. Event Stage -  click 

    to hide Events from view.

7. Dependency button - hover over the event corner > click the button and drag the dependency line to the desire event. 

8. Event Bar - Double click to open the Event, hover over the event bar corner to extend or shorten the event bar, click 1x to move the event right or left

9. Not required dependency (grey)- to delete it click 2x on the dependency line and click Delete.

10. Required dependency (orange) - to delete it click 2x on the dependency line and click Delete.

Event Sync settings

Event Sync settings enable synchronization of data from the Playbook template with fields from the Opportunity or ClosePlan - specifically Event Status and Checklist progress.

Individual data can be propagated on the Opportunity layout or in the Reports. 

Settings are made to the template from which you want to propagate data. If there are multiple active templates, you need to set up sync for each template from which data will be propagated.

To assign the sync, the custom fields on the Opportunity or ClosePlan Object need to be created. To propagate data to the Opportunity layout, the custom fields need to be created on the Opportunity Object. 

• Go to Templates > open the Template from which you want to propagate data.

  • Note: if there is more than 1 template activated, and would you like to have data from every active template, you must set the sync in each template.

• Go to Playbook > click the Event Sync settings 

   icon

• Target Object - select the object where you created the category fields (Opportunity or ClosePlan)

• Summary Field - select to propagate Event Status and Checklist progress together (data type field "Text")

• Status Field - select to propagate only Event Status (data type field "Text")

• Checklist Progress % Field - select to propagate only checklist progress (data type field "Percent")

• Save

• Repeat steps to set sync for other events