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Act-On Software

Salesforce Sales Rep Cheat Sheet

AUDIENCE: Administrators, Marketing Users, Sales Users

OBJECTIVES:

  • Learn how to expose the Act-On Tab within a Salesforce instance for your Sales Team
  • Identify and configure the various components of the Act-On Tab 
The Act-On integration with Salesforce.com allows your Sales Users a look into activities in your Act-On account. Below are key features that your Sales Users should know:
  • Expose the Act-On tab
    • Log in to your Salesforce account and navigate to the Act-On tab at the top of the interface.
    • If you do not yet have the Act-On tab exposed, click the "+" sign to the right of your Salesforce.com tabs. Once on the customize tabs page, click Customize My Tabs in the top right corner.
      • In the available tabs menu, locate the Act-On tab and move it to the right menu by clicking the Add button.
      • Click Save to add the Act-On tab to your interface. Click the tab to begin customizing your Act-On tab

 

  • Hot Prospects
    • Based on scoring rules defined by your Marketing department, the Hot Prospects tab lists in descending order your most active records. Hover over the dollar icon and you will see the changes in their lead score. Click on the Customer Name to open up their record or select Act-On Profile to view their Act-On Activity History.

 

  • Website Prospector Alerts
    • The next step towards using the Act-On integration successfully will be to be familiar with the Website Prospector area and set up alerts.  Alerts are sent whenever someone visits your website that matches the criteria you've set up.  These can be set up with general criteria or you can target specific individuals off the prospect tracking area.
    • First we will set up general alerts that will notify you anytime someone is visiting from the territory that you cover.
      • Navigate to the Act-On tab in your Salesforce.com account.
      • On the left side, click on My Website Prospector, which will display the website prospector tracking area for you.
      • At the top, you will first notice that there is an option for you to manipulate the timeframe that you are viewing, by default this will be set to Today which shows all visitors from today only.  To expand your search, choose a different timeframe using the drop down menu.
      • In the upper right corner, you will see a button for  Alerts.  Click on Prospector Alerts to set up your first alerts in Act-On.  These alerts are sent via email directly to you whenever a prospect meets the criteria you define.
      • Click Add Alert, which allows you to set up an alert with criteria you define.  You can add as many individual alert settings as you need with different conditions.
      • You will notice that the alert is set to send an email to you at first; however, you can add additional email address (separated by semi-colons) to notify other individuals in your company.
      • Next, use the drop down menu next to the IF condition which allows you to select from a number of conditions.  We recommend the State or Country condition allowing you to set up alerts for your territory.
      • After selecting the State or Country condition, you will notice a text box appear to the right with a blue arrow button.  Click the button to select states and countries relevant to your territory.
      • You can continue setting up additional alerts or simply click Save in the upper right corner.

 

  • My Sent Messages
    • If a message is sent on your behalf ("From" you) or via the Send Act On Email button, these Messages will be displayed in the My Sent Messages section which allows you to view your message reports.

 

  • Set up your Website Prospector Report to only show anonymous visitors from your territory.
    • Once on the Act-On tab page locate the Website Prospector Report Settings option under the bold Settings heading.
    • Underneath Show Visitors hover over --all-- and click to open the editing options.
    • In the first drop down menu, choose Report visitors matching these criteria.
    • In the following menus, choose the relevant tracking information like the Area Codes, States, or Countries you’d like to view in your anonymous website tracking view.  These will be visitors that are not yet being tracked by their name but by their IP address only. Usually these tracking options are set to correspond with your Sales territory.
    • Click Submit once you’ve finished making your selections.

 

  • Set up your daily email report settings.
    • Again be sure you are in the Website Prospector Report tab and you have set up the content options by clicking on the row underneath Show Visitors.
    • To set up your e-mail settings look in the upper right corner of the page and click on Report E-mail Settings.
    • Once on the Report E-mail Settings page, click on the blank row below the Email? field.
    • On the following screen check the box that says Enable Website Prospector Daily Digest Email and enter in any other Email addresses that you would like to carbon copy on your daily report (this may be a manager) and click Submit.
    • A second method for setting up alerts uses the visitor tracking area.  You will notice in the visitor tracking area there are five tabs available for you to use.  The Leads and Contacts tab allows you to see leads and contacts that you own in Salesforce.com that have previously interacted with Act-On.  This means we’ve gotten to know who they are and can tell you, by name, that they are visiting your website.
      1.  If you have visitors here, hover over the visitor and notice that you can click Add to Alerts which will automatically set up a rule to alert you every time that person visits your website.
      2. You can also use the Anonymous Visitors tab (visitors that have not yet interacted with Act-On and therefore, are not known by name) and the Marketing Prospects tab (visitors that are known but do not currently have a Salesforce Owner) to set up Visitor Alerts.
      3. To remove any Visitor Alerts simply visit the Visitor Alerts area and click Remove next to any alert and click Save in the upper right corner.

 

  • View the Act-On Activity History of a Lead or Contact
    • To view the Act On behavioral history of leads or contacts, navigate to the lead or contact you would like to learn more about and view their profile information.
      • Scroll down until you find the Act-On Activity History section set up by your Act-On and Salesforce.com administrators.
      • The Act-On Activity History shows a short summary of the activities that your Lead or Contact has performed that Act-On can track.
    • Drill down into the behavioral history of your lead or contact by clicking anywhere on the Act On Inline Activity History box.
      • A pop up window will appear with detailed behavioral information about your lead or contact.  The page displays details what your lead or contact has interacted with.
      • Click any item in the Activity History are to learn more about whether it be an email, landing page, form, document download, or web page.

 

  • Send Act-On Email Button Option
    • There are two methods you can use to Send a Message through Act-On to your leads and contacts.  Sending email through Act-On provides you multiple benefits:
      • You can send marketing approved and created emails with just a few clicks.
      • You can send up to 200 emails at a time and Act-On sends each email personalized from you to your Leads and Contacts.
      • Anytime your leads or contacts click on emails sent through Act-On, you are then able to see their website visits, by name, and set up alerts for those prospects.
    • To send an email to a lead or contact in Salesforce.com, locate a Lead or Contact record and click to view their entire profile page.  At the top of their profile information you will see a set of buttons.  One of the buttons on the right should state Send Act-On Email.
      • Click on the Send Act-On Email button to open the Act-On email editor.  You will first be presented with three options.
        • Start With a Blank Message. This will allow you to create your own email from scratch.
        • Start from a Message Template.  This will be the option that you will use most often.  The marketing team can create marketing emails for you to use to send out emails to your prospects.
        • Start from a Previous Message.  This option allows you to view emails that you have sent in the past to reuse again for a new lead or prospect.
      • When starting from a message template or any previous email, you have the option to customize the email for your lead or contact.
      • After customizing the email or simply reviewing it for accuracy, ensure that that the To: field in the upper left corner is populated with the lead or contact email address.
      • Use the Test option in the upper left corner to send a sample email to yourself to check the formatting and clickthrough links in your message.
      • To send the email, click the Send button in the upper right corner.  The email will be sent on your behalf to the lead or contact you chose.

 

  • Act-On Mass Email Button Option
    • The Act-On Mass Email option is very similar to the Send Act-On email option except you can send emails up to 200 people at a time.
    • To select recipients for your email blast, click on the leads or contacts tab in your Salesforce.com account to display all your Leads or Contacts.  Our example will create an email blast for Leads; however the process for sending to Contacts is exactly the same.
    • On the Leads home page, you will need to use a View to select leads to send your message to.  To select a View, use the drop down menu at the top of the page next to the bold heading that says View and click the Go button to the right.
    • If you do not want to use a view that is already set up click the Create New View link to the right of the drop down menu.
      • Creating a new view requires you to set up a filter similar to reports in Salesforce.com.  Select the criteria for your view and click Save at the bottom of the page.
    • Once you have selected your view, the leads that meet the view criteria will be displayed for you.  From this screen, you will notice that there is a checkbox to the left of each lead.  Check the box next to the leads that you would like to send your message to, selecting up to 200 leads which can be across multiple pages.
    • After selecting your leads, click the button in the upper right corner titled Send Act-On Email.  The following screen allows you to create your message exactly like you did for the Send Act-On Email on an individual Lead or Contact page. However you will now notice that in the To field, it displays the number of leads and is clickable for viewing the addressees.
    • Once you’re satisfied with your leads selection and the content of your message, be sure to send yourself a test.  To send the email, click Send in the upper right corner.   You will have the option to send the message immediately by selecting Send Now or scheduling the date and time for the Message launch.
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