Streamline your Sales Forecast Automation for Life Sciences

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all right i think we can go ahead get started welcome to um this week's group demo thank you so much for taking the time to join us today this is a live product demo and it happens every week at this time 10 a.m pacific 1 p.m eastern i'm your host sandra balzar i'm on the marketing team and i'm joined by my colleague stuart frankie who is an automation expert and a senior sales engineer here at trade.io today our use case focuses on sales forecasting forecasting is a key exercise for sales organizations accurate forecasts will let the leadership team know whether they need to focus their attention to a particular part of the business pivot hire more people prioritize certain pods or regions a crm like salesforce allows sales teams to know the current pipeline the stage of the opportunity uh notes and other useful information for each deal this can get messy and complicated though for a sales manager of a specific pot or region what they want to know and what they care about is their teams their team and their deals what is the stage of the deal the pipeline next steps and so on they probably also don't want to bug their reps with this information so in order to automatically automatically get this information in a simple spreadsheet we can automate this process what we're going to do is create a simple workflow that runs whenever a new opportunity is created in salesforce we will grab the information about the opportunity like the name the company the amount the location who the sdr is the close date next steps and we're going to automatically add that to a google sheet we can also update this sheet every hour to pull data from salesforce and update the google sheet to get near real-time information on the status of the deals and be able to forecast the revenue for the team so with that i believe you know you all want to see how we can automate this process in the trade platform um i'm going to hand it over to my colleague stuart stewart over to you okay so uh actually pop back out here to the dashboard and go over this a bit first um but you'll see that uh we'll start here at our dashboard page uh let's see all right hopefully we'll load here there we go all right so um on my screen here sorry for the rough start all right so as a user i would log in and see this page first thing this is our dashboard page within tray you can see that workflows are listed so a workflow will be associated an integration or an automation use case particularly so i i saw some chats come in during standards presentation you can tell that you know really these use cases span departments it's not just sales that we're talking about today it's finance it's hr it's marketing right and so with that we have about 500 pre-built connectors then anything that we don't have a pre-built connector for for those kind of commons sas applications using apis we're also able to connect to flat file or kind of more bulk endpoints or we can also use our universal connector that allows us to connect to any um platform that has an api for that matter so a couple things i want to go over here on the top before we jump into today's workflow you'll notice that these are organization shared workflows meaning that they're shared in my organization workspace um all the users within my account can at least log in and view these if not contribute to them or administer them as well so based on that user's role in the platform they'll have different permissions and different configurations that they can actually take place on uh within our end business process that would be our workflows i also have a personal or private workspace for just my account only users that are administrators can actually view those workflows and then from there of course if i wanted to later if i'm like testing in that workspace i can share that workspace across uh to my organization so that my colleagues can can kind of jump into the workflow and collaborate with me on that end-to-end business automation so for today i wanted to jump into this top one here sales ops deal forecasting and we're going to be pushing that to a lot of a lot of our customers will use external kind of spreadsheet applications such as microsoft excel or google sheets or any other service that might be external to our crm that we may want to share with other users that may not have a crm license they're able to view the data that we deem as necessary for them and their role external to um salesforce in this case or any other application for that matter in a potentially free tool like a google sheet so you'll see at the top we have uh you know kind this this reads from top to bottom we'll have our trigger at the at the top of the workflow it is a manual trigger i chose that for today just because i want to be able to run this ad hoc on my own you can see that here at the bottom right i'm able to just run this workflow whenever i want this is a great trigger for testing and kind of running those ad hoc integrations but there are also other triggers that we can use across a platform like our form trigger that allows us to build a form uh we can schedule this to run on a given cadence so this could be as often as every minute every day every week etc so we get actually very close to real time with our scheduled trigger approach and then any applications that have the ability to use web hooks or more of this real-time triggering capability that honestly a lot of modern sas apps have we're able to use this generic endpoint that we can expose you know on our workflow and as we receive those web hook events or those data events pushed over uh and streamed over to the the tray platform we're able to kick off a workflow in real time and so you can see that we've built out some application specific web hooks around these pretty common applications um because we're talking about salesforce today we're actually able to trigger on you know certain records that are updated or created in that platform you'll see a lot of other popular applications uh in here as well that have a very similar concept where something occurs in that platform and we kick off a business process downstream to automate something around it great so we'll choose the trigger that we want to use for the given use case for this particular example we might want to actually schedule this in production right where we'd want to pull data out on a given interval to um you know from our salesforce application process through it and then push it over to google sheet theoretically this could also be real time as well as we just saw so as soon as something happens in salesforce or in an external application let's you know kind of kick off a process and write it over to really in number of destinations right there's nothing stopping me from bringing in um any connector into the fold here to go over and automate and integrate with with those connectors so the next concept i want to go over here are our helper connectors and so um if i kind of collapse this section down here in the second section on the left hand side these helpers will allow us to reformat date perform some certain logic on certain data structures uh you know and so from here we could have arithmetic for math uh helping we could have date and time helper to get a current time stamp which we're doing in the in the workflow today we could go further with our date here and we could actually say well i want to add to a certain date i want to compare dates and so all of these you're seeing are no code ways of interacting with data and so in this case we're getting a current timestamp we're passing that back to the workflow so then we can use it in subsequent steps in our in our automation so within our properties panel here which on the right hand side we saw our input we want to look at our output to get a sense of what the data looks like as it's brought back this one's very straightforward we just have a date result that is a string or a text and we can use that to then pass into our next step here which is our salesforce connector so this is part of our services library um within our our connector panel on the left-hand side again i said we have 500 pre-built connectors um you know you could pull click and drag any of those over to our workflow builder there's no you know tiering on certain types of connectors we just give you all you give you access to all the connectors out of the box um so within salesforce a little bit different here in that we first want to start with our authentication so we'll want to use an api user or some kind of api authentication to gain access to that open api again these connectors are built around those standard open public apis that these applications have given us access to so once i've set up my authentication or i want to select a new one i have different sandbox accounts in here i have production potentially you can tell that i can set up as many authentications i'd like we also have the same concept for sharing authentications across our organization so it's not just workflows going from a personal and shared type of sharing model it's also authentication so the benefit of that of course is that we set up one api user um we can then share that across the users within uh tray and they're able to leverage it in their own automations as they as they have permissions to as they as they do fit from there we'll move on to our input data within our salesforce connector and you can see here that we have a series of operations that we can have take place on our salesforce application in this case so our connectors are built out very similarly kind of across the board and that we'll have our operations drop down list here that gives us access to the open api for that application and so what we've done is build around these common endpoints that these apis have exposed you know inputs that doesn't take any code or any technical ability really at all to understand so in this case we could create data we could update data we could delete data out of salesforce a lot of other options in there for the connector but we'll want to start with finding records because we want to go through and pull out all of our opportunity records at this at this time so when i click into the dynamic drop down list there it's actually going and pulling my salesforce org in real time and bringing back all my standard and custom objects so i'm able to search those here as i need the opportunity standard object in this case i can go and find or search the any of the ones that i want and then once i've selected my record type we now use the dynamic drop-down list for the fields on the record so these are all my standard and custom fields on my opportunity object that i'm able to kind of select here as i need so i've deemed that these are important for my downstream process you can see how easy it is though if i find out later that i don't need a field i could exit out or i could simply add a field and just quickly select a new field as i need using our dynamic drop-down list there from there i want to set up conditions so within our conditions here we're able to specify just the records that i need to pull out for this automation so i could specify as many conditions as i'd like i could specify the strictness of that as well today i just wanted to focus on you know a close date being greater than or equal to today because we saw back in here in our date and time helper that we're able to uh you know pull out a uh to taste date and so there's two ways i could map this i could map it by uh you know finding it here within my visual json which will tray will actually come up with different inputs that i could use it's suggesting to me that we use the result of my date and time helper i can also map it over dynamically by clicking and dragging this from the right hand side to the actual step and clicking in that way remembering that this workflow is running from top to bottom so this step would have already run before this stuff does so this data is available for me to pass into this step and so it kind of runs down the workflow canvas as we need that data to be dynamic and to kind of be reflected in the the downstream steps from there i want to take a look at our output data so what the data will look like from a preview perspective on you know our opportunity right so we have a list of records we have each opportunity will contain these fields that i've specified before in our input data so it's all ready for me to understand kind of what that data is structured like to now build out the rest of my workflow so from here i'm going to bring up a core connector that are that are on the left within our core section that allow us to build out business logic processing logic their branching their you know conditions in here we can specify the one that i chose for my next step is actually a programming concept looping um it's easy to understand here in the individual editor and that we just drag it in it takes a list as an argument for r looping and so all i have to do is just map this to a previous step either this way right or we can use our visual json path excuse me to actually edit those opportunities and trey's going to suggest those that list of opportunities there from there i now have an individual opportunity within my loop and so i can go through those one by one and write those over to google sheets so using another one of our service specific connectors here using the google sheets api i'm able to first authenticate using a sandbox in this case and then from there grab the spreadsheet id and that's just in the url so it's easy to understand where that is i also have some good documentation on kind of how to set that up as well then from there once i have my spreadsheet specified i can click on my dynamic drop down list for this connector select the current opportunities or another spreadsheet that i have there and then just configure the fields so we have our column a as opportunity name we have opportunity type amount those all equate exactly one to one to the fields that i pulled out from salesforce previous to it so now all i have to do is as we saw before click and drag these to the data that i'm going through uh kind of going through the actual lowest level uh within our configurations here of actually mapping the fields um from from one system to the next and so i went through all the steps there as we need for all the different columns uh and uh that will actually have the update occur or the the row creation occur in google sheets the very last step here i want to actually have some condition on if the amount is greater than say a hundred thousand dollars then i want to actually write that over to another sheet as well called our high priority worksheet name okay so let's go look at our actual google sheet here and see what that looks like okay interesting um and so that uh we'll have our column names so we have our opt name type amount probability stage those are all one to one as we saw before in tray so heading back over to our google chrome's kind conclusion out there we'll uh run our workflow i'll come over to our debug log and we can see our real time logs uh running so when i click into this you can see all the steps that are occurring in real time in tray notice how my logs are all in line with my workflow building so i don't have to go out to another screen or go and navigate away from this workflow to go and debug or troubleshoot the automation as i run it right so it's super convenient as you're building this out kind of step by step you're making sure it's all going to run correctly um that we're actually seeing those those steps actually take place as far as um you know success and the fails et cetera and at this point we can now see the test data that i have pulled out of my salesforce org and written over to our google sheet in this case we have our current opportunities and we have our high priority opportunities as well great so just to recap here uh you know what we built today is we took a look at using the cr crm connector in this case salesforce we have dozens of other crm connectors though within our library we process through those opportunities those deals the data that we need to push over to an external application so that perhaps sales people external to the sales department can actually view that data um and from there we you know we've written it over to that repository and so um at this point we can go through and report on it or we can filter and um share this with our colleagues and so they're understanding uh what our forecasts sit at as far as our deals they're concerned so i want to take some time for questions now so thanks again for uh for taking the time to to join us today uh before you leave there's three things that you can do the first is a poll that i just launched uh where you can give us feedback on this weekly demo you should see it on your screen um the second is uh requesting a trial so i'm going to post in the chat uh where you can gain access to the trade platform and where you can try out these automations for yourself so let me just copy that uh and finally if you'd like to see a more personalized demo i'm going to drop a link as well to schedule a one-on-one demo with us where you can see um how we could you know do this for your for your business for your needs uh whatever you want to automate so i'm going to drop these links in the chat soon and we'll stay on for just a few more minutes if anyone has any other questions but from the trade thank you so much for joining feel free to use the same zoom link and join the next weekly demo thanks again everyone thanks all