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Rafael Gonzalez

Rafael Gonzalez

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Background: Interactions handled by agents (phone, chat, or email) are required to be related to an account record (at minimum) in Salesforce.

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Info

All of the following steps can be completed while on the interaction or while in wrap-up.

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Table of Content:

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If the Customer Record Automatically Populates in SalesForce

Step

Action

1

  • When the interaction is received, the customer’s contact information is displayed if the account exists in Salesforce.

image-20240620-171917.png

2

  • The interaction can be associated with the contact directly while still on the active interaction by clicking the ‘Show Contact Details’ tab

image-20240620-173358.png

3

  • If there are multiple accounts with the same contact information, they will be displayed on the softphone and in the Salesforce instance.

Info

Minimize the CXone window if needed and open each contact to determine which is the correct one to choose

image-20240620-172335.png

4

  • Select the correct contact to associate the interaction to by clicking on the name of the contact

image-20240620-173446.png

5

  • The name will populate in the dropdown list under the Name field.

If there is/will be NO case associated with the interaction, update the ‘Related To’ field with the Installer and STOP here.

image-20240620-202229.png

6

  • Navigate back to the Softphone and change the ‘Relates To’ field with the case by clicking on the dropdown and selecting the case

You will need to actually open the case record page in order to populate the record in the Relates To field in the CXone softphone

image-20240620-223256.png

7

  • Complete the interaction, enter disposition and notes.

    • The task record is properly created with the ‘Name’ populated with the customer and the ‘Related To’ field populated with the case

Note: If the contact, case or account name is incorrect, it can be modified directly from the task record by using the pencil icon next to the field you wish to edit.

image-20240620-224125.png

8

  • Once the Task is created in the system, you Must do the following:

    • Open the task

    • Click the “Assign to me” button

    • Click “Finish”

  • After that; you will be able to edit the following as needed:

    • “Relates to”

    • “Additional Dispositions”

Note

Even if the task is created with the correct “Related to” and Assigned to you:

  • You MUST always follow these steps whenever a task is generated

image-20241216-165856.pngimage-20241216-170034.png
image-20241216-170316.png

NOTE:

For Email Interactions that were left in pending status and worked on by other agents, the original assignee may differ from the last agent to handle the interaction

  • In such cases, it is acceptable to leave the interaction under the other agent’s name

    • (This applies specifically to Email Interactions and should not be an issue moving forward, as we are now closing interactions)

9

  • The interaction (task record) is now populated on the case level

image-20240620-224929.png

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Step

Action

1

  • If the customer’s contact information is not stored in any account in Salesforce, the record will not pre-populate.

image-20240620-221847.png

2

  • Gather the customer information and search for the contact using the global search bar.

Info

Sales reps that do not have an account in Salesforce will need to be associated with the installer parent account. For example: Joe@gmail.com works for North Valley, however, has no contact record in salesforce. Search North Valley and use the Org to associate the interaction and STOP.

image-20240620-221859.png

3

  • Once the record is pulled up, click the ‘Show contact details’ button

image-20240620-222441.png

4

  • The ‘Relates To’ field will be populated with the Account record.

Info

You will need to actually click inside the account record page in order to populate the record in the contact details in the CXone softphone

image-20240620-222626.png

5

  • Navigate to the related contacts and select the contact record of the customer

image-20240620-222804.png

6

  • The contact name will then populate in the dropdown list for the ‘Name’ field.

If there is/will be NO case associated with the interaction, update the ‘Related To’ field with the Installer and STOP here.

image-20240620-222837.png

7

If there is a case associated with the interaction, select it from the ‘Cases’ tab on the account.

If a case needs to be created, first follow these steps: Creating and Assigning Cases

image-20240620-223119.png

8

Navigate back to the Softphone and change the ‘Relates To’ field (populated with the Account Name), with the case by clicking on the dropdown and selecting the case

You will need to actually open the case record page in order to populate the record in the Relates To field in the CXone softphone

image-20240620-223256.png

9

Complete the interaction, enter disposition and notes. The task record is properly created with the ‘Name’ populated with the customer and the ‘Related To’ field populated with the case

Note: If the contact, case or account name is incorrect, it can be modified directly from the task record by using the pencil icon next to the field you wish to edit.

image-20240620-224125.png

10

  • Once the Task is created in the system, you Must do the following:

    • Open the task

    • Click the “Assign to me” button

    • Click “Finish”

  • After that; you will be able to edit the following as needed:

    • “Relates to”

    • “Additional Dispositions”

Note

Even if the task is created with the correct “Related to” and Assigned to you:

  • You MUST always follow these steps whenever a task is generated

image-20241216-165856.pngimage-20241216-170034.png
image-20241216-170316.png

NOTE:

For Email Interactions that were left in pending status and worked on by other agents, the original assignee may differ from the last agent to handle the interaction

  • In such cases, it is acceptable to leave the interaction under the other agent’s name

    • (This applies specifically to Email Interactions and should not be an issue moving forward, as we are now closing interactions)

11

  • The interaction (task record) is now populated on the case level

image-20240620-224929.png

...

Step

Action

1

  • If the customer’s contact information is not stored in any account in Salesforce, the record will not pre-populate.

image-20240620-221847.png

2

  • Gather the customer information and search for the contact using the global search bar.

Info

Search for the contact by name, phone number, or email address stored in Engine to locate the record.

image-20240620-221859.png

3

  • If the record exists, relate the contact per these steps and STOP

4

  • If NO record exists, proceed below to create a new one

5

  • Navigate to the account associated with the customer by searching for the Org in the global search bar.

image-20240717-172154.png

6

  • From the account home page, click on the ‘Related Contacts’ object and then click ‘New Contact’

Info

Use this opportunity to do a final search in the related contacts to ensure the user does not exist.

image-20240717-172357.png

7

  • Click on ‘Installer Contact’

Note

Agents will never create a homeowner contact unless it is to add an authorized signer to an existing account.

image-20240717-172858.png

8

  • Navigate to the customer’s profile in Engine under User Settings.

image-20240717-171415.png

9

  • Enter the contact information in Salesforce exactly how it appears under the Details section for the user.

Only enter the information that is stored in Engine, regardless of what phone number and email address the customer provides.

  • Click ‘Save’ to create the contact

image-20240717-172939.png

10

  • Once the record is saved it will automatically be pulled up. Click the ‘Show contact details’ button in the softphone

image-20240620-222441.png

11

  • Once the new contact is created, the ‘Name’ field dropdown will be populated with the Contact record.

Info

You will need to actually click inside the contact record page in order to populate the record in the contact details in the CXone softphone

image-20240717-192805.png

12

  • If there is/will be NO case associated with the interaction, update the ‘Related To’ field with the Org

  • Navigate to the Account (Org) associated with the contact record and click to open it

image-20240717-193040.png

13

  • The Account (Org) name will then populate in the dropdown list for the ‘Relates to’ field.

    • Then STOP.

image-20240717-193212.png

14

  • If there is a case associated with the interaction, select it from the ‘Cases’ tab on the account.

Note

Confirm that there are no existing open cases for the same issue before creating a new one.

image-20240620-223119.png

15

  • Navigate back to the Softphone and change the ‘Relates To’ field (populated with the Account Name), with the case by clicking on the dropdown and selecting the case

Info

You will need to actually open the case record page in order to populate the record in the Relates To field in the CXone softphone

image-20240620-223256.png

16

  • Complete the interaction, enter disposition and notes. The task record is properly created with the ‘Name’ populated with the customer and the ‘Related To’ field populated with the case

Info

If the contact, case or account name is incorrect, it can be modified directly from the task record by using the pencil icon next to the field you wish to edit.

image-20240620-224125.png

17

  • Once the Task is created in the system, you Must do the following:

    • Open the task

    • Click the “Assign to me” button

    • Click “Finish”

  • After that; you will be able to edit the following as needed:

    • “Relates to”

    • “Additional Dispositions”

Note

Even if the task is created with the correct “Related to” and Assigned to you:

  • You MUST always follow these steps whenever a task is generated

image-20241216-165856.pngimage-20241216-170034.png
image-20241216-170316.png

NOTE:

For Email Interactions that were left in pending status and worked on by other agents, the original assignee may differ from the last agent to handle the interaction

  • In such cases, it is acceptable to leave the interaction under the other agent’s name

    • (This applies specifically to Email Interactions and should not be an issue moving forward, as we are now closing interactions)

18

  • The interaction (task record) is now populated on the case level

image-20240620-224929.png

...