Foundational Automations and Reporting Logic - Project Details / Task List
Tag: automations-reporting
Total Hours: 75h
Structure: Multi-Milestone (>50h)
Milestone 1: Foundational Automations and Reporting Logic - 1. Assessment & Automation Build
Tag: automations-reporting
Description: Assess current state, build lead capture/assignment automations, lifecycle stage automation, and renewal/customer automation workflows
Hours: 50h
Task List: (Automations & Reporting) 1. Assessment & Lead Automation
Contains: Parts 1-2
| Task | Est | Description |
|---|---|---|
| 1. Audit Existing Automations | 4h | Document all current CRM automations, their format (Flow vs Process Builder vs Workflow Rules), and operational status. End state: Complete inventory of automations with status flags (working, broken, deprecated). • Pull list of all active automations from Salesforce Setup or HubSpot Workflows • Identify format for each automation (Flow, Process Builder, Workflow Rule, HubSpot Workflow) • Test each automation to verify it's functioning correctly • Flag deprecated automations that need migration to Flow/modern format • Document automation owners and last modified dates • Note any automation conflicts or redundant logic between systems |
| 2. Audit Existing Reports and Dashboards | 4h | Inventory all existing reports and dashboards, assess their accuracy, and identify gaps in coverage. End state: Report inventory with quality ratings and gap analysis. • Export list of all reports and dashboards from CRM • Categorize reports by function (Sales, Marketing, CS, Executive) • Check report accuracy by comparing to known data points • Identify orphaned reports not connected to dashboards • Document folder organization (or lack thereof) • List missing reports needed for CAC, CLV, churn, pipeline analysis |
| 3. Define System Ownership Model | 4h | Establish which system (Salesforce or HubSpot) is source of truth for each data type and define sync rules. End state: Documented system ownership model with clear data flow rules. • Map data objects between systems (Lead/Contact/Account/Opportunity) • Define source of truth for each field type • Document sync direction and frequency requirements • Identify potential conflict points in workflow logic • Get stakeholder sign-off on ownership model • Create field mapping documentation for integration |
| 4. Configure Lead Capture Automation | 4h | Set up automated lead capture from all sources (website forms, email, social) into the CRM with proper field population. End state: All lead sources automatically flowing into CRM with complete data. • Audit all lead sources (website forms, landing pages, social, email) • Configure form-to-CRM integrations (HubSpot forms, web-to-lead) • Map form fields to CRM lead fields • Set up UTM parameter capture for attribution • Configure lead source and campaign tracking • Test each lead source with sample submissions |
| 5. Build Lead Assignment Flow | 4h | Create automated lead routing that assigns leads to appropriate reps based on territory, round-robin, or other rules. End state: All new leads automatically assigned to correct owner without manual intervention. • Document lead assignment rules (territory, industry, size, round-robin) • Build assignment Flow in Salesforce or Workflow in HubSpot • Configure fallback logic for unmatched leads • Set up notification to assigned rep (email/Slack) • Build exception handling for leads that fail assignment • Test assignment logic with sample leads across all rule scenarios |
| 6. Create Task Assignment Automation | 4h | Set up automated task creation and assignment based on lead activity and engagement triggers. End state: Reps receive automated follow-up tasks based on prospect behavior. • Define trigger events for task creation (form fill, email open, website visit) • Configure task templates with appropriate due dates • Set task priority based on lead score or engagement level • Build notification system for new tasks • Create escalation logic for overdue tasks • Test task creation flow end-to-end |
Task List: (Automations & Reporting) 2. Lifecycle & Renewal Automation
Contains: Parts 3-4
| Task | Est | Description |
|---|---|---|
| 7. Configure Lead Lifecycle Automation | 5h | Build automation that moves leads through lifecycle stages based on activity and qualification criteria, with date/time stamps for each stage transition. End state: Lead lifecycle fully automated with stage hit tracking. • Define lead lifecycle stages (New, Contacted, Qualified, Converted, Disqualified) • Create stage transition criteria and triggers • Build Flow/Workflow to automate stage changes • Add date/time stamp fields for each stage (Lead_Stage_Qualified_Date__c, etc.) • Configure stamp population on stage change • Test lifecycle flow with sample leads through all stages |
| 8. Configure Contact and Account Lifecycle Automation | 5h | Extend lifecycle automation to Contact and Account objects with appropriate stage definitions and date stamps. End state: Contact and Account lifecycle stages automated with full tracking. • Define Contact lifecycle stages (Active, Engaged, Customer, Churned) • Define Account lifecycle stages (Prospect, Customer, Churned, Partner) • Build automation flows for stage transitions • Add date/time stamp fields for Contact stages • Add date/time stamp fields for Account stages • Test lifecycle transitions triggered by related record changes |
| 9. Configure Opportunity Stage Automation | 5h | Set up Opportunity stage automation with stage hit date tracking for pipeline analysis. End state: Opportunity stages have automated date stamps enabling stage duration analysis. • Create stage hit date fields for each Opportunity stage • Build Flow to populate stage dates on stage change • Configure validation to prevent skipping stages (if required) • Add automation for stale opportunity alerts • Create stage duration calculations (time in stage) • Test with sample Opportunities through full sales cycle |
| 10. Configure Renewal Reminder System | 5h | Set up automated renewal reminders based on contract end dates and customer health signals. End state: CS and Sales receive automated renewal alerts 90/60/30 days before contract end. • Identify contract end date field on Account or Opportunity • Build renewal reminder Flow with 90/60/30 day triggers • Configure reminder recipients (Account Owner, CS Manager) • Create Task or Email notifications for each reminder • Add renewal opportunity creation automation (if applicable) • Test reminder triggers with sample contract dates |
| 11. Build Upsell Opportunity Detection | 6h | Create automation that identifies upsell opportunities based on usage patterns and customer signals. End state: System flags accounts with upsell potential and notifies appropriate owners. • Define upsell trigger criteria (usage thresholds, engagement scores) • Build automation to detect qualifying accounts • Create notification to Account Owner or CS rep • Configure upsell opportunity record creation (if applicable) • Set up tracking for upsell pipeline • Test detection logic with sample account data |
Milestone 2: Foundational Automations and Reporting Logic - 2. Reporting & Handoff
Tag: automations-reporting
Description: Build reporting infrastructure including pipeline, CAC/CLV, churn, and campaign reporting, then organize and hand off to client
Hours: 25h
Task List: (Automations & Reporting) 3. Reporting & Handoff
Contains: Parts 5-6
| Task | Est | Description |
|---|---|---|
| 12. Create Sales Pipeline Reports and Dashboard | 4h | Build pipeline analysis reports showing stage progression, conversion rates, and bottleneck identification. End state: Executive-ready pipeline dashboard with drill-down capabilities. • Create Opportunity pipeline report by stage • Build stage conversion rate report using stage hit dates • Create average time-in-stage analysis • Build pipeline by rep/team/territory views • Configure pipeline dashboard with key metrics • Set up dashboard refresh schedule and subscriptions |
| 13. Build CAC and CLV Reporting | 4h | Create Customer Acquisition Cost and Customer Lifetime Value reports with the necessary calculations and data sources. End state: CAC and CLV metrics available in dashboards with trend analysis. • Define CAC calculation formula and required data inputs • Create report pulling marketing/sales spend data • Build CAC report with channel/campaign breakdowns • Define CLV calculation methodology • Create CLV report by customer segment • Add CAC and CLV metrics to executive dashboard |
| 14. Configure Churn Rate Monitoring | 3.5h | Build churn tracking reports that measure customer loss rate and identify trends. End state: Churn dashboard showing monthly/quarterly rates with segment breakdowns. • Define churn criteria (contract cancellation, non-renewal, downgrade) • Create churn tracking fields if not present • Build monthly and quarterly churn rate reports • Create churn by reason/segment analysis • Configure churn alerts for CS leadership • Add churn metrics to executive dashboard |
| 15. Build Campaign Performance Reports | 3.5h | Create marketing campaign performance reporting with conversion tracking and ROI analysis. End state: Campaign dashboard showing performance metrics across all channels. • Configure Campaign member status tracking • Create campaign conversion funnel report • Build campaign ROI calculation report • Create channel comparison analysis • Configure campaign influence reporting • Add campaign metrics to marketing dashboard |
| 16. Organize Reports and Dashboards | 3h | Structure all reports and dashboards into logical folders with consistent naming conventions. End state: All reports organized by function with clear naming and shared appropriately. • Create folder structure by function (Sales, Marketing, CS, Executive) • Move all reports to appropriate folders • Apply consistent naming convention (Function - Report Name - Timeframe) • Set folder permissions by role/team • Archive or delete orphaned/duplicate reports • Document folder structure for future reference |
| 17. Create Admin Documentation | 3h | Document all automations, reports, and configurations for ongoing administration. End state: Complete admin runbook enabling client self-service. • Document all automation flows with trigger conditions and actions • Create field mapping documentation • Document report calculations and data sources • Write troubleshooting guide for common issues • Create user guide for key dashboards • Compile into admin handoff package |
| 18. Conduct Training and Hand Off | 4h | Train client team on automation management and reporting usage, then transfer ownership. End state: Client team trained and self-sufficient with admin credentials transferred. • Schedule training session (60-90 minutes) • Cover automation monitoring and error handling • Train on report/dashboard usage and customization • Transfer admin credentials and access • Deliver documentation package • Schedule 30-day check-in for questions |
Summary
- Total Milestones: 2 (50h + 25h)
- Total Task Lists: 3 (consolidated from 6 Parts)
- Total Tasks: 18 (one per Step)
- Total Hours: 75h
- Generated from: playbook_foundational-automations-and-reporting-logic.md
- Generated on: 2025-12-31