The following describes how to access and define Account Plan Templates as well as Account Plan functions.

Account Plan Templates define content, style and are extremely flexible. Account Plan Templates adapt to any Account Plan methodology or process.

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

To deploy an Account Plan Template, the Template status must be Active. 

Access Account Plan Templates

To access and create Account Plan Templates go to

• ClosePlan Admin tab > Templates on the left panel menu

Open

1. Templates Header - View by All Templates, Account Plan Templates or Opportunity ClosePlan Templates

   Open

   

   
   
   

2. Show Only Active - Toggle to show all Templates or only active Templates

3. Search Templates - Search function

4. New - Create New Template

   1. The down Arrow shows ‘Correct Templates’

      1. Selecting ‘Correct Templates’ will display a modal

5. Template Name - Name of Templates

   1. Note: Both Opportunity and Account Plan Templates are stored here and are identified with different Icons

6. Type - Account Plan Template or Opportunity ClosePlan Template

7. Status - In Use or Not Used

8. Active - # of Active Versions

9. Archived - # of Archived Versions

10. Draft - # of Draft versions

11. Opportunity ClosePlan Template Icon

12. Account Plan Template Icon

13. Delete - Delete it (Only Templates with Status 'Not Used' can be deleted)

Create Account Plan Template

• Click on the ‘New’ button in the top right

   

• Enter the Template Name and select Account Plan Template

• Create 

• New Template status is inactive by default.

  • Status: Draft

  • Deploy Status: Unused

• To edit the newly created Template, click on Edit

  • Note: To edit any Account Plan Template, it must be in ‘Draft’ Status

Template Layout & Navigation

The Template overview page contains these sections:

• Detail - Displays information about the templates, versions and filter criteria.

• Whitespace - Displays and deploys available Product Lines and Metrics

• Scorecard - Creates Scorecard Questions

• Scoring Tiers - Customizes the deal scorecard output

• Export Presets - Customizes Account Plan Export Preset

Detail Tab

1. Template Name and Version - Indicates the name and version of the Template.

2. Template Information - Contains:

   1. Name - Indicates the name of the Template

   2. Description - Descriptive Template information can be entered here.

3. Versions - indicates versions of the current Template and its Status

   1. v1 is the initial version

   2. COPY: copies ID that identifies the Template and version

   3. Status - Displays the selected Status

4. Version Information - Contains:

   1. Version Name - Version name can be edited

   2. Version Description - Descriptive version information can be entered here.

   3. Status - Displays the selected Status. To change the status, click on the Edit button in the top right.

      1. Draft - Template is in Draft mode and can be edited.

      2. Active - 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 (8) Edit Button

      3. Archived - Template is Archived and have inactive status 

   4. Deploy Status - Indicates if the version is Unused or Deployed

      1. Unused - Template is not in use, and can be edited or deployed

      2. Deployed - Template is in use. It cannot be directly modified. To make changes to a Deployed Template, you must create a new version or clone the Template. You can then edit and deploy the new version of the template or cloned template. 

5. Filter Criteria - Contains:

   1. ‘Edit Filters’ button - From this modal, filters can be set and enabled. See: Template Filter Settings

   2. Enabled: Indicates if filters are enabled or disabled

   3. Filter 1, Filter 2, Filter 3 - Displays active Filters

6. Clone - Used to create a copy of the Template. The cloned Template will be in Inactive (draft) mode. To use the clone template, the status must be Active. 

7. 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.

8. Edit - Edits the Template and enables you to assign Template status: Draft, Active or Archived.

9. Back - Returns you to the Account Plan Templates menu.

Template Filter Settings (Found under the Details Tab)

Template filters are used to determine which Account Plan 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

• Text

Note: Templates can not be filtered based on Picklist (multi)

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

Examples:

• If Filter 1 is set with Currency and the Annual Revenues is > 500,000, the template will be available only for Account Plan amounts over 500,000 ($,€,...)

• If Filter Logic is set with conditions 1 AND 2, the Template will be available only for Account Plans where both filters are met.

• 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.                        

Whitespace Tab

The Whitespace Tab contains two sub tabs: Attributes and Import Data

The Attributes sub tab shows existing Attributes, Selected Product Lines and Selected Metrics. These items are created in the Custom Attributes section of the ClosePlan Admin.

The Import Data sub tab displays a list of jobs that have been run on the Template version selected.

The Import Data feature allows ClosePlan Admins to create, update or bulk upload Account Plan Whitespace items, Product Lines and Business Units/Groups using a CSV file.

Attributes sub tab

• Available - List of available Product Lines and Metrics

  • These items are created in Custom Attributes (ClosePlan Admin Tab > Custom Attributes) or in deployed Templates.

• Selected Product Lines - List of selected Product Lines that will be added to the Template. Items can be reordered and deleted from the list.

• Selected Metrics - List of selected Metrics that will be added to the Template. Items can be reordered and deleted from the list.

Create Product Line Groups with Hierarchy

Product Lines can be grouped in a hierarchy.

Create the Parent

• Click on the Add Product Group button in the top right corner

   

• Name the Group and click Save or Save & New to create additional Groups

   

• Arrange the Groups and the Whitespace Product Line items as needed.
  Example:

 Import Data sub tab

• The Import Data sub tab is functional only in Active or Archived versions of Account Plan Templates.

• The Import Data sub tab is not active in Draft versions of Templates.

Example of Blank Import Data sub tab page:

Example of Import Data sub tab with previously run jobs:

• Import Data All Records - This page displays a list of processed jobs and related information.

• Upload Files - Uploads a CSV file (Based on the downloaded Template).

• A new Account Plan is created in the Account when there is no Account Plan present
  OR

• Existing Account Plans do not match all of the following:

  • Account ID

  • Template ID

  • Start/End Period Range

• An existing Account Plan is updated when the Account Plan record matches all of the following:

  • Account ID

  • Template ID

  • Start/End Period Range.

• Download Template - Downloads a CSV file with sample Whitespace information based on the current Account Plan Template version

  • See below for information about the CSV file.

• Eye Icon - Click to view the CP: Async Job Log - This log provides additional information about the processed job and the associated files

• Start - Indicates the date and time the Upload Files process started

• End - Indicates the date and time the Upload Files process finished

• Status - Displays the status of the process

  • Finished: The process is finished with one or more errors that did not result in failure

  • Failed: The process was not completed for any reason

  • Processing: The process is in progress, not yet completed

  • Succeeded: The process finished successfully with no errors

• Uploaded File - Click icon to download the original uploaded file

• Results File - Click icon to download CSV information about the processed job

• Message - Provides a brief overview of processed jobs.

Bulk Upload Whitespace Items

To Bulk Upload Whitespace Items:

Go to ClosePlan Admin > Templates > Select the Account Plan Template you need > Whitespace tab > Import Data and click on ‘Download Template’

Sample of the Downloaded Template CSV

The CSV file that is downloaded from the Download Template button is used to create and assign Whitespace information that will update or create Account Plans in multiple Accounts.

Populate the Template with the Required information.

If needed, populate the Template with optional information

The fields are as follows:

• Account ID (Required*): This column holds the Salesforce Account ID.

  • Use the 15 or 18 character ID

  • Each Product or Metric item that is needed for a single Account will require that the Account ID cell is populated with the Account ID.

    • Example: If 3 product lines are entered, each line will require the corresponding Account ID

• Status (Optional): 

  • Assign Status:

    • Open

    • Deployed

    • Opportunity

    • Competitor

  • Updates the Product Line Status

  • Note: If you are building a file to upload the Whitespace Metrics, this field should be null

• Market Value (Optional): Applies to updating the Product Line “Market Value” in the Whitespace Map

• Our Share (Optional): Applies to updating the Product Line “Our Share” in the Whitespace Map

• Metric Value (Optional): Represents the value to be set if you are updating a Whitespace Metric (As Opposed to a Product Line Status)

• Product/Metric Name (Required*): The Product Line Name or Metric Name

• Business Unit (Required*): The Business Unit Name

• Business Unit Group (Optional): 

  • The Parent Group of the Business Unit 

  • Note: This field is only needed if you are creating a new Business Unit in your Whitespace map and you want to ensure it has a proper Parent Group

• Period Start Date (Optional): The Account Plan Period Start Date for the Account Plan you wish to create or update

  • NOTE: Format must be: YYYY-MM-DD

• Period End Date (Optional): The end date for the Account Plan Period

  • NOTE: Format must be: YYYY-MM-DD

• Currency (Optional):

  • Multicurrency must be enabled

  • If left null, will default to company currency 

Populate the Template with the required and optional information

Example:

Upload the Template

After the Template has been populated with the required and optional information return to the same template: ClosePlan Admin > Templates > Select the Account Plan Template you need > Whitespace tab > Import Data and click on Upload Files

Select the updated Template and click Open

The Job will process.

Click Done

When the upload is completed, you will see the job listed in the All Records section.

Success looks like this:

Scorecard Tab

Account Plan Scorecards consist of individual questions that may contain additional information. These are presented in Question Mode.

There are different types of questions that have predefined and customizable scores based on the selected answers.

Empty Scorecard:

Scorecard populated with questions:

Scorecard Questions and Categories

1. Account Plan Scorecard Summary Information

   1. Summarizes information about the Scorecard:

      1. Categories

      2. Questions

      3. Max Score

      4. Also shows each Category

         1. # of Questions

         2. Total points and the % weight of the Category in the Account Plan

2. Add a Question

   1. Create new questions here by clicking on the ‘+ Question’ button

      1. A modal window will pop up with Question types

         Question Mode List

         • Text

           • Used when text answers are required, where the user posts the answer as plain text.
             Such questions are scored with predefined score value if the answer is provided.
             If no answer is provided, the score is 0.

           • Character Limit = 4096

         • Rich Text

           • Used when a text answer is required and Rich Text is preferred.  Rich Text answers are formatted with WYSIWYG functionality.

         • Scoring

           • Answers are scored based on User’s subjective decision under min/max limit. 

         • Yes/No

           • Users provide simple  Yes / No answer to the related question. If no answer is provided, the score is 0. Yes/No answers can also have an additional text answers provided by the use

         • Yes-No with Answers

           • User answers are combination of Yes-No and Answers type. If Yes is answered, the user will be also prompted to select an answer from the list.
             If the User answers No, the answer list will not appear.
             The score value is added only if the users provides a Yes answer and also selects a text answer from the list. 
             Test answers can be single or multi-select answers.

         • Answers

           • Answers must be defined together with a score value. Possibility to choose single- or multi-select answers.  

             • Single Select - only one answer may be selected,

             • Multi-Select -  one or more answers may be selected

         • Field

           • Sets data from opportunity fields that will be promoted to the question. Users can then continue to work with the answers. 

           • Field answers can also have additional text answers provided by the User

         • Contact Tracking Question

           • Users select Contacts from Salesforce and add them to the Scorecard

3. Test AI Prompts

   Click to test AI Prompts (Requires Account GPT to be enabled. Check with your CSM for details)

   1. A modal will appear with AI generated answers for a Client

   2. Client can be changed by clicking Change Company

4. Category Header

   1. Category summary information

   2. - Add Question

   3. - Click to move Category up and down to establish order.

   4. - Category Sync for Reporting

      1. A modal will appear

         1. Name of Category

         2. Target Object - Indicates the Object name in which the Custom Field is located

         3. Score Points Field - If the Category is indicated in points, this is where the custom field is selected

         4. Score % Field - If the Category is indicated in percent (%), this is where the custom field is selected.

5. Questions

   1. Score Question

   2. Text Questions

   3. Picklist Question

6. Question with Answers (In this example, Yes/No Single-Select Answers)

   1. Click on ‘Add Answer’ to add an answer to this Question Type

Question Details

Account Plan Question Types

Questions are added to an Account Plan Template after clicking the ‘+ Question’ button

In the modal, select the Question Type.

• Text

  • Text questions provide a text answer only. Answers are entered as plain text. 

  • Text answers are scored with a predefined score value if an answer is provided. If no answer is provided the value is 0 points.

• Rich Text

  • Rich Text questions behave like Text questions with the added ability to format in Rich Text.

  • Rich Text answers are scored with a predefined score value if an answer is provided. If no answer is provided the value is 0 points.

• Scoring

  • Unlike other types of questions where the answer score is predefined, Scoring questions are based on the User’s subjective decisions under min/max limit.

• Yes/No

  • Yes / No questions are designed to provide simple Yes or No answers to the related question. Yes / No questions also have an optional text field for additional context.

  • If Yes is selected, the predefined score will be added to the overall score, otherwise the value will be zero.

• Yes/No with Answers

  • Yes / No with Answers permit a Yes or No answer with additional information. If Yes is selected, Users are prompted to select an answer from a created list. If No is selected, the answer list will be disabled and will not appear. The score is added to the overall total if the question is answered Yes, and an answer is selected from the list.

    • Multi-select

      • One or more answers may be selected

    • Single-select

      • Only one answer may be selected

• Answers

  • Answers questions have predefined answers. The answers are scored and added to the overall score.

  • Answers questions work in one of two modes:

    • Multi-select

      • One or more answers may be selected

    • Single-select

      • Only one answer may be selected

• Field

  • Field questions allow Users to select answers from predefined fields propagated from the Account.

  • Field questions can also have an optional text field for additional context.

Create Account Plan Questions

• Click  the ‘+ Question’ button, the Select Question Type Modal will pop up

• Select the Question Type

  • Example, Text Question

• Enter your Question

• Select the Category (if you have created Account Plan/Scorecard Categories in the General settings)

• Add the Score

• Save

Create Account Field Question

Account Field Questions are connected to data from Account Fields. Answers are propogated to and from fields on the Account.

Available Field Types: 

• Picklist

• Multi-Picklist

• Lookup

• Date

• Text

• Long Text

• URL

• Phone

• Email

• Currency

• Number

• Percent 

These questions reference custom Account Fields and some standard Account Fields 

Note: Some standard Account Fields are not accessible.

The following fields cannot be referenced. 

• Picklist -  StageName, ForecastCategoryName

• Text - Name

• Checkbox - IsPrivate

• Date - CloseDate

• Numbers / Currency / Percent - TotalOpportunityQuantity, Amount, Probability

• Lookups - AccountId, RecordTypeId, CampaignId, Pricebook2Id, OwnerId, ContractId, TSPC__CPDeal__c

You may add a maximum of 4 fields to each Account Field Question. 

• Click  the ‘+Question’ button.

• Enter the question name > select the Category (if you have created Scorecard Categories in the General settings)

• Select Account Field from Mode

• Click Edit Fields button and select the correct Field Type and Field

• Click Add Field button to add more fields (you can add up to 4 Fields)

• Fields can be reordered or deleted as needed

• Click Apply to save it

• Set Score > To permit users to answer with a text answer, toggle the Text Answer button

• Save

Example:

• Creating the Question in the template:

Result:

• User´s view in Account Plan

•  Question Answer Modal

• Example of an answered Field Question

Add Additional Answers for Single or Multi Select Questions

Answers for single select or multi select questions are selected from a list

• Click the Add Answer button

• Enter the answer

• Select a color (colors help to easily identify answer score)

• Mark the Text Answer checkbox if you want users to add free text for relevant answers

• Set the answer score and save 

Scoring Tiers

Scoring Tiers allow you to segment scoring into named groups and assign color coding.

• Click on the ‘+ Score Tier’ button

• Scorecard Tier - Enter the name of the tier

• % Range Low - The low end of the tier’s % range

• % Range High - The high end of the tier’s % range

• Color - Assign a color to the tier

Example of Scoring Tiers:

Account Plan Export Presets (beta)

Account Plan Export Presets allow organizations to create a customized Account Plan export that contain only the information needed for the purpose intended.

Only ClosePlan Administrators can create and edit Account Plan Export Presets.

Note: Account Plan Presets are currently in beta as of February 2023.

Account Plan Export Presets are defined and managed at the Template Level.

Account Plan Export Presets are modified versions of the Account Plan Export and contain information tailored to the purpose of the export. For example:

• Account Plan Export Presets may include specific data that addresses the needs of a QBR, a Deal Review or any standard repeatable Business Operation in the Organization.

• Account Plan Export Presets may focus on specific Scorecard questions and answers, may include or hide sections, highlight portions of Account Relationship Maps for Client meetings.

Create a new Account Plan Export Preset

• Click the Add button - A modal will appear

• Enter the Name, optional Description and indicate if the template will be Default and/or Active

  • Default: Will be automatically selected as the Account Plan Export Preset

  • Active: Can be selected by Users

• Save

Setting the layout for Account Plan Export Preset

• Click on the name of the Account Plan Export Preset

• The Export Preset builder page will open

1. Available Sections - List of sections available for the Account Plan Export Preset

   1. Toggle - Will enable or disable the section. Users will not see, and will not have the ability to add sections that are disabled

   2. Display / Hide - Diplays or hides sections. Hidden sections will not be displayed by default, but may be displayed by User preference.

2. Scorecard - Lists the Categories and Questions in the Template

   1. Scorecard Category - Expanded sections display individual questions. Click the arrow to collapse the Section.

   2. Question - Question set to be hidden in the Account Plan Export Preset

   3. Question - Question set to be displayed in the Account Plan Export Preset

   4. Scorecard Category - Section set to be hidden in the Account Plan Export Preset

   5. Scorecard Sections - Collapsed sections do not display individual questions. Click the arrow to expand the Section.

• Click Save to save the Account Plan Export Preset

Result - Account Plan Export Preset staging view

1. Required Section - Red Star indicates a required section

2. Displayed Account Plan Export Section - Can be hidden by clicking the eye icon

3. Hidden Account Plan Export Section - Can be displayed by clicking the red eye icon

4. Displayed Account Plan Scorecard Section - Displayed sections may contain both hidden and displayed questions.

5. Hidden Account Plan Scorecard Question - Questions can be displayed by clicking the eye icon

6. Name of Section

   1. Arrows icon- Expands and collapses section. Both collapsed and expanded sections will be included and displayed in final export

   2. Eye Icon - Controls whether the section will be included or excluded in the final export

7. Displayed Account Plan Scorecard Section

   1. Arrows icon- Expands and collapses section. Both collapsed and expanded sections will be included and displayed in final export

   2. Eye Icon - Controls whether the section will be included or excluded in the final export

8. Account Plan Scorecard Question

   1. Eye Icon - Controls whether the Question will be included or excluded in the final export

Activate the Template

To deploy the Account Plan Template, the Template must be active, ‘In Use’ status.

• Open the template Details tab

• Click Edit button > from Status field select Active 

• Save

Templates with Active Status are Locked.

To edit an Active Status Template, open the template and change status to ‘Draft’.

• Please Note: Deployed Template can NOT be set to Draft Dtatus.

• If you need to edit a deployed Template, you will need to create a new version or clone the Template.
  
  

Who can create and deploy an Account Plan Template

Account Plans can be created by:

• A Salesforce Administrator

Account Plans can be deployed by:

• The Account Owner

• A User who is above the Account Owner in the hierarchy

• A Salesforce Administrator