Company Overview: Vertafore is a leader in creating and selling insurance software for carriers, agencies and managing general agents.
Main Objective: Our main objective was to manage/track frequency of touch with our customers. Our SVP Sales wanted a dashboard (for different sales teams) to show what percentage of accounts a rep had contacted in last quarter, 6 months, 9 months or never contacted.
Approach: We explored the roll-up feature in Salesforce.com but that had many limitations.
We considered building triggers but didn't have the resources/budget for a developer or consulting firm. We wanted to a solution that would go above and beyond solving the one specific business need with custom coding.
Challenge: We also track marketing activities using Eloqua and wanted to exclude those customer activities and only wanted to track sales rep generated tasks/events. Triggers cost additional money and are not flexible. Salesforce.com rollups had very limited in functionality.
Solution: We created 2 custom fields on the account page that stored the rolled up values of the latest task (ActivityDate) and event (EndDateTime) dates to account. We then used a Rollup Helper filter to exclude Eloqua activities and added business logic. We then created 2 account (hierarchical) reports to report on latest task and event dates. FInally, we created a dynamic dashboard to include these reports.
Results: This solution allowed Sales leadership to build an account management strategy where they can 'farm' accounts that the reps have not actively sought out for a long time. After the initial roll-out of Rollup Helper, we then engaged Passage Technology on additional subsidized product development to truly take our org to the next level. During this project, we were able to add the functionality to Rollup Helper to rollup text fields from a task to an opportunity (Salesforce.com rollup didn't allow that). We also worked with Passage Technology to build out other capabilities into their solution that would've required expensive & static triggers. Rollup Helper has allowed additional/flexible solutions to be built all with one powerful tool and it is very cost effective.