Managing Templates

Owned by Anna Madajova
Last updated: Jul 25, 2024 by David Depman

Using ClosePlan Templates

Once your Event Types and Scorecard Categories are set, you’re ready to set up your ClosePlan Templates. ClosePlan Templates are designed to enforce your best-practice sales process including qualification methodology and your sequence of sales events in ClosePlan Scorecards and Playbooks.

ClosePlan Templates are flexible, they adapt to any sales methodology or process.

ClosePlan Templates can be created for Playbook, Scorecard, Scoring Tiers and Relationships.

Newly created Templates are Inactive by default and are in Draft Mode.

Newly created Templates can apply and edit settings for Events, Scorecard, Scoring Tiers and Relationships.

To deploy a Template (create a ClosePlan), the Template status must be Active. 


Access

  • ClosePlan Admin tab > Templates on the left panel menu

          

  1. Templates - Choose to show Account, Opportunity or all Templates
  2. Show Only Active - Toggle to display only active templates
  3. New - Create New Templates
    1. The dropdown arrow provides an option to Correct Templates
      This service will correct Templates created using older ClosePlan versions if needed




  4. Template Name
  5. Type - Opportunity or Account
  6. Status - In Use or Not Used
  7. Active - Show the number of Active Versions of the Template
  8. Archived - Shows the number of Archived Versions of the Template
  9. Draft - Shows the number of Draft Versions of the Template
  10. Trash - Delete the Template (All version will be deleted.)
    1. Deployed Templates cannot be deleted. 

Create a Template

  • Click  
  • Enter the Template Name > Select Opportunity Plan Template or Account Plan Template > Create


  • The New Template will be displayed and ready for Editing
  • The new Template is set to Draft status and is ready to be edited by clicking the Edit button in the top right
  • Click on the created Template Name to open the template and continue to enter template details and settings for ClosePlan components.

Example of an Opportunity Template opened for editing:

  • Template Information - Name of Template and optional description
  • Version Information - Optional Version Name and optional description
  • Status - Indicates the Status of the opened version:
    • Draft - Template can be edited
    • Active - Template cannot be edited and is available for deployment by Users
    • Archived - Template cannot be edited and is no longer available for deployment by Users
  • Deployment Settings - Optional Playbook Timing settings
  • Filter Criteria - Optional Filter criteria (See Template Filter Settings section below)

Template Layout & Navigation


  1. Template Name and Version - Indicates the Name and Version of the Template, and Locked Status of the Template
    1. If the Template is Locked, it's Status is either Active or Archived
  2. Controls
    1. Clone - Creates a clone of the Template. The cloned Template will be in Inactive (draft) mode.
    2. New Version - Creates a new version of a Template. If the original version is already deployed, you can create a new version of the deployed Template.  The new version will be in Draft mode. Make your changes and activate the template to use it in your ClosePlan.
    3. Edit - Click to Edit the selected Version
    4. Back - Returns to the Main Template page.
  3. Tabs
    1. Detail - Displays information about the template, versions and filter criteria.
    2. Playbook - Create and Edit Playbook Events.
    3. Scorecard - Create and Edit Scorecard Questions.
    4. Scoring Tiers - Customizes the deal Scorecard output.
    5. Relationships - Customizes relationship role goals of Stakeholders
    6. Export Presets - Customizes the Template export view to include/exclude sections and items
      1. Click Add to create a Preset and toggle/select the necessary items, then Save
    7. Upgrade - Customizes Available Mapping.
      1. List view can display either Available Mapping or Mappings targeting this version 
      2. Click Add to create a Mapping and toggle/select the necessary items, then Save the mapping for later use
  4. Template Information
    1. Name - Template Name
    2. Description - Optional description information
  5. Versions - Displays individual Version information 

    1. Version Number
    2. Version Name - Optional name for the Version
    3. Template Version ID # - ID # for the specific version
    4. COPY - Copy button for the Template Version ID #
    5. Status - Draft, Active or Archived status. To change the status, click on the Edit button..
      • Draft - The Template is in Draft mode and can be edited.
      • Active - The Template is Active.
        • Active Templates cannot be edited. 
        • To edit an Active Template, the status must be changed to Draft mode by clicking on the Edit Button.
        • If the Template is deployed, it must first be removed from Opportunities and then changed to Draft status. (Option: Create a new version)
      • Archived - Template is not in use and cannot be deployed. Archived Templates have inactive status
    6. Lock Icon - Indicates that the Version is deployed and so cannot be deleted.
  6. Version Information
    1. Version Name - Optional Name for each version
    2. Version Description - Optional description for each version
    3. Deploy Status - 
    4. Shows if the Template is Unused or Deployed in the ClosePlan. 
      • Unused - Template is not deployed to any Opportunity and can be edited or activated to be deployed..
      • Deployed - Template has been activated and deployed.
        • Deployed Templates cannot be directly modified.
          • To make changes to a Deployed Template, the Template must be deleted from the ClosePlan and recreated.
          • Options:
            • Create a new version, edit, deploy
            • Clone the Template, edit, deploy
    5. Created By - Shows who created the Template version and when
    6. Last Modified - Shows the Template last modified date
  7. Deployment Settings
    1. Playbook Timing - Indicates the start of the Playbook timing - See 'Deployment Settings' information below
  8. Filter Criteria - Indicates if and what filters are active
    1. Click Edit Filters

Deployment Settings

Enables offset deployment date setting for Playbook. Playbook events can be set to start or end depend on the settings you choose.

Playbook timing can be set Relative to the Deploy date, Opportunity Close Date, Opportunity Created Date and allows users to Offset the event by the number of days, months or years. 

  • Deploy date = if 0 is selected, Playbook will start on the date of deployment
  • Opportunity Close Date = if 0 is selected, Playbook will end on the Close date of the Opportunity
  • Opportunity Created Date = if 0 is selected, Playbook will start on the date the Opportunity is created.

Setting:

  • Go to Admin tab > Templates > open a Draft Template and click Edit
  • Under Deployment Settings, select the appropriate Relative to option of deployment
  • Set the desired Offset and Save

Example: 

Playbook will start 10 days after the Created Date of the Opportunity.



Template Filter Settings

Template filters are used to determine which template options are available to Users if certain criteria are achieved.

If the criteria demanded by the filters are achieved, the User will be presented with customized Template options.

To enable filters, the Template can be in Active or Draft mode

  • Click on Edit Filters button on the Template Detail tab
  • Toggle the button to enable filters
  • Set the filter criteria and Save

          

Up to 3 Filters can be enabled with different criteria requirements. Available criteria are Picklist (Single), Checkbox, Currency, Number and Text.

The Logic Filter is used to set the condition that min 2 filters or all 3 filters are mandatory on an Opportunity to upload the correct template.

Information can be filtered with Field specific operators:

Picklist Field:

  • Equal
  • Not Equal


Checkbox Field:

  • Equal


Currency:

  • Equal
  • Not Equal
  • Greater Than
  • Greater Than or Equal to
  • Less Than
  • Less Than or Equal to


Number:

  • Equal
  • Not Equal
  • Greater Than
  • Greater Than or Equal to
  • Less Than
  • Less Than or Equal to


Text:

  • Equals
  • Not Equal
  • In (: separated)
  • Contains
  • Starts With
  • Ends With


Examples:

  • If Filter 1 is set with Currency and the Amount is > 20,000, the template will be available only for Opportunity amounts over 20,000 ($,€,...)

          

  • If Filter Logic is set with conditions 1 AND 2, the template will be available only for opportunity where both filters -  Filter 1 and Filter 2 match opportunity information.

          

  • If Filter Logic is set with conditions (1 OR 2) AND 3, then the information must match either Filter 1 or Filter 2, and also match Filter 3 in order to deploy the template.      

Activate the Template

Once all settings in the Template are done, you are ready to activate the Template in ClosePlan. 

To deploy the Template (create a ClosePlan), the Template must be in status.

  • Open the Template Details tab
  • Click Edit button > from Status field select Active 
  • Save

Once the Template is activated, it will be listed as Locked. 

     


Delete the Template

ClosePlan follows SFDC behaviour. Users cannot delete records if the User does not own the record or the User is below the owner in the hierarchy.

Templates can be deleted by:

  • A System Administrator
  • The User who created the Template (The Template Owner)
  • A User above the owner in the role hierarchy 

Only unused template can be deleted.


Who can create ClosePlan and deploy the Template to an Opportunity

ClosePlan can be created by:

  • A System Administrator
  • The Opportunity Owner
  • A User above the Opportunity Owner in the hierarchy