Applications Administration Guide > Opportunities >

Activating the Opportunity Notification Workflow Processes and Policies

There are five different workflow processes that will generate automatic emails. All of these processes need to have the communication profile specified. See Setting Up the Communications Profile.

• Opportunity Assigned Notification Process
• Opportunity Inactive Notification Process
• Opportunity Pending Notification Process
• Opportunity Lost Notification Process
• Opportunity Won Notification Process

The following procedure sets up this automatic notification process.

To set up the opportunity workflows

• See Siebel Business Process Designer Administration Guide for general instructions on how to set up workflows.
  • For each of the workflows listed above, make sure to:
    • Revise
    • Set the Communication Profile to Opportunity Notification Profile
    • Activate
    • Clear the Expiration field

Opportunity Assigned Notification Process

This workflow sends an email message to both the primary sales representative and the sales representative's direct manager when a new lead is assigned to a sales representative. The email provides the basic information about the opportunity, including the opportunity ID and account, the primary revenue amount, and the number of days allowed before the lead is withdrawn and rerouted. The sales representative is directed to the Opportunities screen for further details.

Opportunity Inactive Notification Process

This workflow sends out an email notice when the sales representative has accepted a lead by changing the Status field to Accept, but has not taken any action on the lead for 30 consecutive days. An email reminder is sent to both the sales representative and the sales representatives direct manager. The notice reminds the sales representative that if no action is taken on the lead within seven days, the lead will be withdrawn from the queue and rerouted.

The default time lapse between when the lead is accepted (or last worked on) and when the email is delivered is 30 days. This default can be modified by editing the Duration Days.

NOTE:  Out-of-the-box reassignment of leads is executed manually. You may want to create a workflow that automatically reassigns the lead to a sales manager or administrator after a specified amount of time.

Opportunity Pending Notification Process

This workflow sends an email notice when the sales representative has not responded or taken action on the opportunity for five days. This occurs when the sales representative has not changed the Status field from pending to accept, reject, or reroute. The email is sent to both the primary sales representative and the sales representative's direct manager. The email reminds the sales representative to act on the lead or risk having the lead withdrawn from the queue.

To modify the time lapse between lead assignment and email delivery

1. Navigate to Administration - Business Process screen > Policies view.
2. Select Email Notification of Pending Oppty.
3. Verify that the policy is activated.
4. Select the policy and modify the Duration and Units fields.
5. Activate the workflow and run the Workflow Monitor Agent. See Siebel Business Process Designer Administration Guide.

Opportunity Lost Notification Process

This workflow sends an email message to both the primary sales representative and the sales representative's direct manager when an opportunity is closed with a loss. The status of the opportunity must change to lost before the email notice is generated. The email refers to the Opportunities screen and asks the sales representative to update the Reason field.

Opportunity Won Notification Process

This workflow sends an email message to both the primary sales representative and the sales representative's direct manager when an opportunity is closed with a win. The status of the opportunity must change to win before the email notice is generated. The email refers to the Opportunities screen and asks the sales representative to update the Reason field.