Bizible Revenue Workflows for Dynamics

Part 1: Estimated Revenue vs Actual Revenue

Bizible points to one standard revenue field out of the box (Actual Revenue) but Dynamics has two standard revenue fields: Actual Revenue and Estimated Revenue. To have pipeline revenue available in the Discover Dashboard, a custom field and a workflow are needed to capture the correct amount from either the Estimated Revenue or the Actual Revenue field depending on whether the Opportunity is Open or Closed (Won).

Step 1: Create custom opportunity amount field in Dynamics

NOTE

All Dynamics revenue fields have a base field and a regular field. Disregard the base field.

Step 2: Create a workflow that updates both the custom opportunity amount field created in step 1 and the Bizible Opportunity Amount field.

NOTE

We cannot point to the Bizible Opportunity Amount (bizible2_bizible_opportunity_amount) field in Discover with Dynamics accounts. Dynamics customers must create a custom opportunity amount field for Bizible to point to in Discover. Once complete, the customer needs to create a workflow that updates both the Bizible Opportunity Amount (bizible2_bizible_opportunity_amount) and the custom opportunity amount field. The Bizible Opportunity Amount field comes with the package but a custom field must be created.

Amount Workflow Instructions:

WORKFLOW #1: Opportunity – Update Bizible Opportunity Amount Field & Custom Field = Estimated Revenue

This workflow runs on open opportunities each time Estimated Revenue changes and will update the Bizible Opportunity Amount field and your custom field to equal the Estimated Revenue field. The workflow should be set to run “Real Time,” but may also be run “on demand” to update open Opportunities.

Provide your Bizible point of contact with the name of the custom opportunity amount field. They will update the Bizible App Opportunity Settings to include the name of the custom opportunity amount field. This will tell Discover which field to use in reporting.

WORKFLOW #2: Opportunity – Update Bizible Opportunity Amount Field & Custom Field = Actual Revenue

This workflow runs in real time. It initiates when a user closes an Opportunity and will update the Bizible Opportunity Amount field and your custom field with the Actual Revenue added to the Opportunity Close form before the Opportunity locks down as closed.

Part 2: Estimated Close Date vs. Actual Close Date

Out of the box, pipeline revenue data will not be available in the dashboard because, by default, Dynamics has two stock close date fields: Estimated Close Date and Actual Close Date. Bizible can only point to one close date field in the dashboard and we are currently pointing to the Actual Close Date.

If open opportunities have no data in the Actual Close Date field, we are not seeing any data in the dashboard for open opportunities. That being said, a workflow is needed based on opportunity stage to support both date fields.

  1. Create Custom Close Date Field on the Opportunity Object (i.e. Bizible Custom Close Date).

  2. Create a Workflow to update the Bizible Custom Close Date field with the date from either the Estimated Close Date or the Actual Close Date, depending on the whether the opportunity is open or closed (workflow should be saved to run in real time, but will need to be ran “on demand” at least once to update all current open opps).

  3. Test the workflow and confirm it works.

  4. Customer to provide the Custom Close Date API name to Bizible.

  5. Bizible to update the Bizible app settings to point to the Bizible Custom Close Date field in the Dashboard.

    Upon completion of the above steps, we will need to run workflows to update both the Custom Bizible Opp Amount field and the Bizible Custom Close Date field on your historical opportunities to reflect the correct data. This will likely change the modified on/by fields so you’ll want to check with your team to see if that presents any issues.

To update the closed opportunities…

  1. Isolate opportunities that have closed since your Bizible start date up til the workflow is active. This is the group of historical opportunities that you’ll need to update via workflow.
  2. Export all records to Excel.
  3. Open Excel file, enable content.
  4. Copy Actual Close Date data to Bizible Custom Close Date.
  5. Copy Actual Revenue data to Bizible Custom Opportunity Amount and Bizible Opportunity Amount (there are two fields.)
  6. Save file.
  7. Import file. Dynamics will recognize this as a file with existing records to update.
  8. Check for failures on import file.
NOTE

The workflows outlined in this document are just one way to go about updating the fields so Bizible can show the correct data in Discover. If you have another way of accomplishing the same task, you can go for it. Basically what we need from them is some sort of workflow(s) that accomplish the following:

  • If Opp = Open, update custom close date field, custom opp amount field, and bizible opp amount field to equal Estimated Close Date and Estimated Revenue, respectively.
  • If Opp = Closed Won, update custom close date field, custom opp amount field, and Bizible opp amount field to equal Actual Close Date and Actual Revenue, respectively.

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