Opti-Time for Salesforce Version notes


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WHAT’s NEW IN Opti-Time for Salesforce (OT4SF)?

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I want a demo

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Find out here about the latest new features in OT4SF:

OT4SF Winter 2021 version (v4.8)

Publication date on the AppExchange: 10/07/2020

Applicable for the following:

  • GEO
  • TOUR
  • OPTIM

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Read times for each version note (click on the accordion to access sections of interest)


 

Route optimization

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New optimization engine

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Already present in beta mode in the Winter’20 version, the Winter ’21 version offers more power to search and optimize so results are even more robust and pertinent:

  • Average optimization 3.5 times faster
  • For scenarios with high level constraints, this version offers better customers-visited coverage, plus higher scheduling rates 
  • Period constraint handling

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Figure 1: the ‘new engine’ parameter activated in the Optimization tab on the Administration page 

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New constraints handled

In this version, we have added 2 new optimization constraints to yield results that are more specifically adapted to your scenarios.   

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 Figure 2: 2 new optimization parameters accessible in an Accounts page

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Optimizable

As a sales executive, you may need to prevent one of your accounts being included in the optimization, and handle it manually. This is now possible, from the Accounts page in the optimization constraints. 

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Manage seasonal peaks and throughs of business activity

Some periods of the year are particularly intense and require you to review your strategy for business visits (Christmas, or the tourist season in summer). A constraint has been added to enable handling of these peak business times. 

You can now, for example, declare to Opti-Time that a point of sales is to be visited twice as often during a peak activity period. Once the defined time period has elapsed, the constraints for your visits return to standard mode.   

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Figure 3: Defining a ‘Christmas sales period’ for the MONCALMSAS account 

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Figure 4: 2 new optimization parameters accessible in an Account page

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To set this up, simply click on the Period button in the Point of Sale information form before defining a peak or trough period of time. Once created, select the target period and adjust the visit parameters (frequency, or duration for example). 

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Permission sets.

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To protect your scheduling data so it isn’t altered accidentally, we have added authorisations so you allow either read or edit actions on optimization constraints visible in the account form.

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Figure 5: Protecting Scheduling constraints in the Account page   

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To activate this, simply go into the Salesforce configuration, search for Permission sets for Opti-Time Standard User (OPTIM APP ONLY)  or Opti-Time Standard Admin (OPTIM APP ADMIN) and then click on Custom Permission sets. In this way, you will be able to activate authorizations to edit selected elements in the Accounts page.  

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Figure 6: Authorisations are attributed from ‘Permission Sets’ in the CRM configuration.

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 Next intelligent timeslots

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Reminder:

This function, when present and accessible in the Opti-Time tab (Summer 2020 and later versions) suggests appointment timeslots automatically that take into account the following constraints:

  • Start and arrival points for the  resource;
  • Start and finish time for the resource’s day:

    • If there are no events already set up in the calendar, the resource’s working start and finish times are always taken into account
    •  If the calendar does contain any meeting/call appointments, the resource’s start and finish times are not taken into account to give extra flexibility
  • The visit duration
  • The visit frequency and minimum spacing between visits. Note that if no specific spacing has been configured in the account, a default minimum

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Can now be used from standard Account and Contact pages

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We have made the Next timeslots function accessible directly in the Accounts page and also (and this is new!) in the Contacts page. The user simply clicks on a button to apply the action.   

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Fiigure 7: The Schedule appointment button, accessible from any Account page

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The appointment taking interface has been revised and now includes a list, plus the weekly calendar on 5 or 7 days (with an option to exclude the weekend), or on the daily calendar. 

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Figure 8: List and weekly calendar for next available timeslots

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Can be activated via page presentations in Salesforce

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This function needs to be visible to some – but not all - members of your team. We have made it possible to activate this button via the Salesforce page presentation.   

A Salesforce administrator can now integrate this button in the Lightening experience actions part of the target presentation page.   

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Figure 9: activating the Next visit slot in the Lightening experience section of the Contact object presentation page 

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Configuring Next slots

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We have added parameters in the Administration tab to specify the number of slots to display, the rounded slot duration, and the display order.   


Figure 10: parameter block located in the Administration page showing parameters available for display of the next slots   

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Automatically send an invitation to your contact

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Having taken an optimized appointment, why not send a calendar invite to your contact?

If the contact’s email address has been stored, the contact will receive an email with information about the appointment and a .ical file to add this invitation to their agenda. 

For contacts using Gmail and Outlook messaging, you can take this a step further and synchronize the contact’s agenda with yours, to receive confirmations/rejections, for example.   

To do this, simply activate the Use Lightening Sync for calendar invite emails function (cf previous Figure) in the Administration page. 

Figure 11: Email address features in one of the contacts for an account on which you want to plan an appointment

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Figure 12: After an appointment is taken, the contact receives a confirmation email    

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Figure 13: calendar invite email received by the contact, who can in turn accept or refuse   

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A step-by-step help application to guide you to find out more about all new features in Opti-Time

*only available for French-speaking users

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This new version of Opti-Time features an animated tutorial to guide the user step-by-step, so each task can be completed rapidly by anyone using the application. The guide opens when you click on the Opti-Time Guides button at the bottom left of Opti-Time for Salesforce screens (note this button is not visible in standard pages). 

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Figure 14: the button at bottom left of Opti-Time for SalesForce screens provides access to the menu

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In this version there are 16 guides: note that those you can access will depend on the level of license purchased.   

Figure 15: the menu opens to display 16 guides classified by OT4SF tab

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Improvements in Human resources page

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Moving toward a native Salesforce design

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In this version we have revised the design  of this page, bringing it closer in line with the native Salesforce design. Why, you might ask? 

This is to help users operating in a known environment, who are already familiar with Salesforce behaviours and tools. No need to learn how to navigate or to use a new interface!

More precisely, we have added the following:

  • A Salesforce type presentation page, composed of:

    • a ribbon bar;
    • rapid actions.
  • A list button to show additional actions available;
  • Display of the number of elements selected.

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Figure 16: table of human resources

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Additional fields

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As administrators, we have added 5 additional fields in the resources table, so you can identify, sort, select, or edit useful information more rapidly than before when managing your resources and your optimizations.   

We have also added the following fields:

  • Town;
  • Geocoded;
  • Number of hours worked daily;
  • Number of work sessions/days per week;
  • Number of nights away.

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Improved one-off geocoding

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Until now, running geocoding on a single address did not allow you to verify the result found. Now, this action is followed by display of a screen with a map allowing you to identify and check that the address found is the right one.

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Figure 17 : Example of the map display following a one-off geocoding action

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Improvements made to the Events page

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Overview

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Events in Opti-Time for Salesforce allow you to position appointment times or unavailabilities in the agenda that will then be taken into account by the optimization engine.   

In addition, the events allow you to edit or add series of localized appointments and unavailabilities, in bulk if required.  

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Moving toward a native Salesforce design

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In this version we have revised the design  of this page, bringing it closer in line with the native Salesforce design. Why, you might ask? 

This is to help users operating in a known environment, who are already familiar with Salesforce behaviours and tools. No need to learn how to navigate or to use a new interface!

More precisely, we have added the following:

  • A Salesforce type presentation page, composed of:

    • a ribbon bar;
    • rapid actions.
  • A list button to show additional actions available;
  • Display of the number of elements selected.

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Figure 18: Events table with 4 elements selected

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Improved experience of event creation

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We have also improved the experience of creating events, speeding up data input and including messages to help prevent errors. In practice, this means you will find:

  • A group of fields organised thematically;
  • Highlighting of mandatory fields to fill;
  • The Start and finish date and Start and finish time fields now have a default value that corresponds to today’s date and time;
  • We have added explicit error messages to flag up incorrect input.

Figure 19: Events creation screen

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Figure 20: Error explanation message 

Improved events search function

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Finally, we have reviewed the way events are searched, and enriched the search function to include:

  • 2 new criteria: the list of users and users themselves;
  • A group of fields by theme;
  • Highlighting of mandatory fields.

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Figure 21: Search interface

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Improved search around

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You can now prioritise a search around action so it only displays the accounts that are strategic ones for you! We have added a parameter to the Administration page so you can select the relevant field to prioritize the object of your choice.

This means you can now, for example, prioritize the revenue field.

Figure 22: Priority parameter for search around action in the Administration tab

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See previous release notes