6. Tracking activities
All activities related to revenue opportunities should be logged in Salesforce as tasks. The following table summarizes the types of activities to be logged and how to do so, including links to more detailed instructions on each part of the process.
| Type |
Description |
How to log |
|---|---|---|
| E-mail |
E-mail to or from any external constituent relating to a revenue opportunity. Internal e-mails are generally not tracked in Salesforce. |
|
| Meeting |
Scheduled meeting or call with an external constituent, including briefing documents prepared in advance of meetings. |
|
| Book a meeting |
Task of arranging a meeting with an external constituent. Once a meeting is booked, the task |
|
| Call |
Unscheduled call or voicemail to or from an external constituent |
|
| Proposal |
Written funding proposal or quote submitted to a prospect |
|
| LOI |
Letter of Interest/intent submitted to a prospect |
|
| Report |
Written report submitted to donor that describes the impact of their gift. May or may not be required by the donor. |
|
| Letter |
Written correspondence sent to a donor, prospect or client. |
|
| Research profile |
Research dossier prepared on a donor or prospect |
|
| Grant agreement |
Written agreement or contract with a donor to make a financial contribution/payment to Tides Canada |
See Tracking financial commitments |
| Prospect information/ insights |
Insights about a prospect that are strategically or tactically relevant to the revenue opportunity. This includes information about a prospect’s personal connections and relationships, philanthropic motivations or interests, or financial capacity. May be learned through conversations with the prospect directly or via third parties, such as staff, donors, or Board members. |
|
| Internal decisions/ discussions about a prospect |
The outcome of internal decisions or discussions related to strategy, ask amount, timing, and internal roles/responsibilities. |
The process for managing allocations varies based on whether an opportunity has a single allocation or multiple allocations:
Managing a single allocation
Single allocations can be managed simply by editing the Primary Fund field on the opportunity record. This will automatically update child allocation record, as well as the payment allocations.
Managing multiple allocations
To manage two or more allocations on an opportunity, one must use the Manage Allocations interface:
- Scroll down to the “Allocations” related list.
- Press the Manage Allocations buttons.
- In the “Available Funds” list, search for any funds for which you wish to add allocations. Use the checkbox to add them to “Fund Allocations” list on the right.
- Use the “x” button to the left of items in the “Allocated Fund” list to remove existing allocations.
- Customize the Amount field to ensure the correct amount is indicated for each fund.
- Press Save Allocations