AOCR - Configuration Guide
Install Guide - Configuration Guide - Managing Subscription and Billing - Advanced Config & Use
Configuration Wizard
Automated Opportunity Contact Roles has its own little setup wizard to guide you through the configuration.
You need to have a License to view this setup wizard. If it does not appear, be sure to manage licenses for the installed package
Open the App Launcher and search for the app (requires Salesforce Lightning):
Once it loads, you will be presented with the first screen of the Wizard
Basic Configuration Options
Maximum number of Contacts
This option tells the App up to how many Opportunity Contact Roles should be on an Opportunity. This is most commonly used to help limit the number that may be created when an Opportunity’s Account has a large number of Contacts.
For example, if an Opportunity already has 3 Contact Role Records, the Account has 200 Contacts, and the App is set with a maximum of 10, when this Opportunity is processed by the app we will create 7 more.
Criteria to be used for selecting the most relevant Contacts
For Accounts that have more Contacts than the maximum, we need to decide which Contacts we will choose to create the Opportunity Contact Role.
LastActivityDate - A Salesforce field that is driven based on Tasks and other Salesforce-related activity. Think of this as the “Last Sales Activity Date” for the Contact (though actual implementation may depend on how your Company uses Salesforce)
LastModifiedDate - A Salesforce field that simply indicates the last time the Contact Record was modified. This could change for many reasons, including Sales making changes to the Contact, a Pardot sync, any number of automations.
pi__last_activity__c - A Pardot field that is driven based on the latest Activity in Pardot. Think of this as the “Last Marketing Activity Date” for the Prospect
Contact Role value to assign to the newly created Opportunity Contact Role record
You have to love a field name that very closely matches the object name in Salesforce right? Well, this option allows you to define what “Role” the Contact had on an Opportunity.
We recommend you choose the least significant role for this option, as this is an App doing its best to make a guess and may have no bearing on actual reality.
Choosing when to create Opportunity Contact Roles
These options allow you to customize when the application will actually attempt to create the records.
Note: once the application adds records to an Opportunity, it will not touch the Opportunity again using one of these 2 methods.
You can have the app reprocess an Opportunity by clearing its sl_auto_ocr__Auto_Roles_Created__c field.
Opportunity Trigger
When selected, another screen will appear when you click the Next button in the wizard allowing you to specify which Opportunities will be processed. This option allows for Instant Processing of Opportunities as they meet the criteria you define.
This option is best for most Companies. However, there are some companies that have a large number of processes that already run real-time with Opportunity changes and don’t want to pile on. In that case, consider the Scheduled Job.
Scheduled Job
When selected, 2 additional screens will appear when you click the Next button in the wizard, allowing you to specify which Opportunities will be processed, and when the scheduled job will run. This option allows for Daily Processing of Opportunities as they meet the criteria you define.
Choosing which Opportunities will be automatically processed.
If either Opportunity Trigger or Scheduled Job were selected on the first screen, this screen will appear to allow you to choose which Opportunities will be processed.
Opportunity Stages to Include
When an Opportunity is saved and its Stage is one of the ones selected, the app will check to see if it should be processed.
When thinking through what to choose here, perhaps this phrase will help you.
These __#__ Contacts likely helped the Opportunity reach the _________ Stage(s).
Opportunity Types to Include
Allows you to omit Opportunities having certain Types.
Scheduling the Daily Job
If Scheduled Job was selected in the first screen, this screen will appear to allow you to choose when Opportunities will be processed.
The 2nd option of choosing how far back in time we will make changes is an interesting option. You may be tempted to put in 5 years (1,825 days) so that ALL your data is fixed!
While the application can update all Opportunities in your org, it can only look at current Contact timestamps.
If your Accounts only have 1 or 2 Contacts on them, then this is not a problem.
If your Accounts have more Contacts on them than you want to add Contact Roles, it is not possible to determine which contacts were the “most recent” as of 2 years ago.