Ebsta’s out of the box reporting shows you open Opportunities plotted using Ebsta Score. This report can enable you to proactively manage your sales pipeline by identifying opportunities at risk.
If you haven't already, we recommend reading the following articles:
In this article:
- How to access Ebsta's Reporting Portal
- Sales Performance Reporting
- How to interpret the Reports
- Team Activity Reporting
How to access Ebsta's Reporting Portal
1. When viewing a record in Salesforce, scroll down to the Ebsta section of your Page Layout, click on your name in the top right-hand corner and select Reporting & Analysis from the dropdown menu.
2. This will open up Ebsta's Reporting Portal in a new browser tab. There are two main Reports - Sales Performance and Team Activity.
Sales Performance Reporting
The Sales Performance reporting consists of a graph; a visual representation of the Top 500 Opportunities; and a corresponding table which enables further analysis of each Opportunity and manipulation of the graph view. Before we go into how to interpret this report, here's a quick run through of each of the features.
On the graph, the X-axis represents expected Close Date. The grey line down the middle represents today's date (as all reporting is generated real-time), left of the grey line is 3 months in the past and to the right, 3 months into the future.
The Y-axis shows the Ebsta Score - a number between 1-100 that represents engagement.
The green line on the graph plots the average Ebsta Score for Opportunities Closed Won in your organisation while the red line plots the average Ebsta Score for Opportunities Closed Lost.
The orange circles represent Opportunities. The differing size of the circles give indication as to the financial value of the opportunity - the bigger the circle, the bigger its value. Hovering over an orange circle reveals a snapshot summary of the Opportunity. If you click on the Opportunity name or the Account (both coloured blue) within this summary view, Ebsta opens up the corresponding record in Salesforce.
If you click on an orange circle in the graph you will be shown the historical fluctuations of the Ebsta Score relating to this Opportunity. Any green arrows denote a positive change in Stage i.e. going from Prospecting to Proposal/Price Quote and red arrows denote a negative change in Stage.
To return to original graph view, just click off the circle or click Back to All Opps.
As mentioned earlier, the table contains more information relating to each Opportunity and enables manipulation of the graph view.
If you click on a specific row in the table it change the graph display to show the historical fluctuations of the Ebsta Score and any changes in Stage relating to that specific Opportunity (as above).
The Score column in the table shows the Ebsta Score of that Opportunity as it is on that date. The Trend column signifies what has happened to the Score over the last 7 days. You can re-order the table using the up/down arrows in each column.
You can also filter the table (and graph) results. For example, let's say you just want to look at Opportunities in your pipeline that are in the Proposal/Price Quote Stage. Click the filter button in the Stage column of the table, uncheck all the Stages except Proposal/Price Quote and click Apply.
The table and graph will now just display Opportunities that are in that Stage.
How to Interpret the Reports
These reports show you live data. The Opportunities are plotted as circles, by their Close Date and by their engagement, the Ebsta score. The reports are designed to show you which opportunities are potentially at risk of not closing. They can also be used to show you if sales process is not being adhered to.
The reports are available for all users and don’t require any setting up. Lets run through a couple of scenarios of what you may see.
Example report 1 – Proactive pipeline management
Here we have filtered the report to show a specific user's Opportunities that are due to close in the next week. There are two opportunities of similar size, one above the other. The Opportunity plotted lower on the graph has less engagement than the other. As this opportunity is in the penultimate Stage before Close, we would expect engagement to be higher and therefore we can see that this Opportunity is at risk.
If we click into this Opportunity we can see that the Ebsta Score has been degrading in the last few weeks. When looking at the activity view in Ebsta against the account in Salesforce we can see that the salesman has been trying to reach out to this prospect on both the phone and via email and has not had a response. We can now focus in to see if the deal can be got back on track or if it is now dead and efforts should be focused elsewhere and forecasts updated.
Example Report 2 – Sales process re-alignment
Here we have a filtered report showing a single user's Opportunities. We can immediately see that we have many small Opportunities, some of which are in the past (any Opportunity plotted to the left of the today line has a Close Date that in the past). These Opportunities should have either been closed Won/Lost or been updated in Salesforce with revised Close Dates.
As many of the Opportunities are represented by small circles it tells us one of two things. Either the sales person is working many small deals or the amount field is not being populated in Salesforce. In this instance, the report cannot be used to highlight deals at risk as the user is not keeping their pipeline up-to-date. You can now focus on ensuring that processes are adhered to. Both the manager and the user can access this report and so can easily understand which opportunities need updating. When Salesforce is updated, your forecasts will be more accurate and now the report can be used for effectively managing the pipeline.
Team Activity Reporting
The Team Activity reporting consists of a graph and a corresponding table which tracks activities (calls, meetings, and emails sent and received) logged in Salesforce by each team member over certain time periods.
The Date Range dropdown menu enables you to view your team activity over different time period e.g. last 30 days.
The Users dropdown menu enables you to view activity of specific team members.
Note: Users with Administrator rights will get access to reporting on All Users whilst non-admin Users will just be able to view their own data.
Once you have made your selection, click Run Report to change the graph view.
The table gives you the specific totals of each of the different activities for each User. Clicking on the column title re-orders the table.
How can this reporting help me?
By analysing and comparing each team members' engagement levels with customers and prospects you can pinpoint activities that are working well and use this knowledge to improve engagement levels across your entire team. In the example report below, I can see that User A gets far better response rates to emails sent than User B. I can therefore take a look at the emails being sent and use them to optimize email messaging strategy across my entire team.