Streamlining sheets

Mtmoroni · 04/29/19

We have a sales staff that is utilizing multiple sheets, for potentially the same client. I want to rundown the "standard" process to see if anyone can help streamline this.

Sales speaks to customer, and enters into SmartSheet, almost as if utilizing like a CRM. This sheet will store details like Name, date contacted, details of potential sale, contact number and email, address.

If this lead turns into a sale, they must enter a form for another sheet for a construction estimate request, which includes many of the same fields. The form has some auto collaboration in it, but asks for almost the same data.

Once done, they receive an email back, and copy and paste the pertinent data to their crm sheet to reach out to the customer again. Now if the customer agrees to the fee, they move on.

They then do another form for a site visit by a sales engineer, essentially entering the same data (who, what, where, when) again into a new form/sheet.

The Sales engineer then finalizes their notes, comments, and clicks done, and the sales rep gets another email with said details, that they must copy and paste into their CRM. Then then reach out to the customer to firm up the order.

If sold, they go to another form/sheet and enter, for the most part, the same details plus some attachments. When the order is processed, they get an email back with some confirmation details regarding the sale, which the sales rep goes back into the CRM to save the data and mark the account as sold.

While each of these sheets have been working great for individual departments, we are attempting to streamline data entry/forms for our sales staff.

I looked into a 3rd party integrator, Zappier, but I can make conditions based on a cell in a row when to do an action (ie, check mark in the CRM will cause a new row to be added to the subsequent sheets).

Andrée Starå · 04/29/19

Hi,

Do you have to use multiple sheets? If you must, you could use Zapier to copy/move rows between the sheets instead.

Would that work?

Have a fantastic week!

Best,

Andrée Starå

Workflow Consultant @ Get Done Consulting

Mtmoroni · 04/29/19

I attempted Zappier, but I cant create conditions. IE, they may not need to go to the engineering sheet, nor the Sales engineer sheet. Ideally, i wanted a check mark in the row, that when selected, it would then create the new row in the respected worksheet.

Zappier would work perfect if i can base a condition besides just a new row. IE, if row is updated with a check mark in [column name] then copy these [cell names] over to new "Sheet" with [cells] in the appropriate columns.

We can attempt to eliminate multiple sheets, but the sheet would become extremely long, and each department would see eachothers columns. Not that its proprietary, but more so cumbersome with that much data.

Andrée Starå · 04/30/19

If I understand you correctly, it should work with Zapier!

Another option would be to have everything in one sheet and then use filters or reports to show the information as needed.

Which option do you think would work best?

Can you describe your process in more detail and maybe share the sheet(s) or some screenshots? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help. (share too, andree@getdone.se)

Best,

Andrée

Paul Newcome · 04/30/19

I was thinking along the lines of filters and reports for the display of data along with Update Requests in place of multiple forms. That way each stage could be tracked across the same row on the same sheet as opposed to creating new rows on a bunch of sheets and then trying to track/consolidate/coordinate information throughout the process.

EDIT:

Sending the update requests automatically could be relatively simply accomplished using automated alerts and actions based off of a previous step's completion/result.

Streamlining sheets

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