Create a Data Set in the Maps Advanced Visit Plan

Prerequisites:

• A Maps Base Object must be configured for the Routable Object to be used within the Data Set.
• Note: A Routable Object is the Salesforce object (such as Account) whose records will appear as destinations on the map. An Output Object is the Salesforce record type (such as a Visit or Event) created when a scheduled visit is confirmed.

Contents:

• Create a new Data Set
• Record assignment and filter routable records
• Set visit requirements
• Set the criteria for pre-existing future visits or manually scheduled appointments 
• Set the criteria for completed visits
• Set the tooltips
• Set default field values
• Set up Promotional windows

Create a new Data Set

1. On the Maps Advanced Visit Plan configuration page, navigate to Prioritize Data Sets.
2. Click the Create a Data Set button.
3. Enter a value for Data Set Name and Description (optional).
4. From the Base Object section, select a Routable Object from the list of available Maps Base Objects.
   • A Routable Object represents the location users will navigate to within their Salesforce Maps Advanced Visit Plans, such as Accounts.
   • If you do not see your desired object (and your desired object is not an Account, Case, Contact, Lead, or Opportunity), follow the instructions outlined here to configure a custom Routable Object: How to Configure a Custom Routable Object
5. Click Next.

Designate record assignment and filter routable records

This tab allows you to dictate which records get included within the dataset for routing and how users are assigned to them.

1. From the Assigned User Field Mapping dropdown, select the user lookup field that designates record assignment. Maps Advanced will use this field to determine the user that is responsible for visiting locations within the data set.

2. If the user lookup field to be used for record assignment is located on a child object related to the Routable Object, check the Use rep assignment from a related object box.

   • From the Child Object dropdown, select an object from the list.

   • From the Relationship Field dropdown, select the field that relates the child object to the Routable Object.

   • From the Assignment Field dropdown, select the field that indicates the assigned user.

   • Under Assignment Criteria, apply any filters necessary to further specify which user should be used for record assignment.

   • Example: My Routable Object is Account and I designate record assignment via the related Account Team Member object. There could be multiple account team members for a specific account, so only those with the Team Role of “Account Manager” should be used for assignment in this Data Set.

3. From the Field Filters section, add any necessary filters to indicate which records from the selected Routable Object should be included in this Data Set. If no filter is applied, the Data Set will include all records from the selected Routable Object.

4. Click Next.

Set visit requirements

This section allows you to set the criteria for how often visits should occur, along with preferred visit days and time

1. From the Suggested Frequency section, input default values for Minimum Days and Maximum Days, or select a numeric field on your Routable Object from the Value from Selected Field dropdown. Optionally, select a preset frequency from the Suggested Frequency dropdown to pre-fill the Minimum and Maximum Days values.

   • By selecting a field from the Value from Selected Field dropdown, Maps Advanced will leverage the numerical value from specific records. If the field is blank or null, the default value will be used.

2. The Minimum Days value is used by the routing engine to space visits throughout the course of the planning period.

3. The Maximum Days value is used to determine how many times a location should be scheduled.

   • Example: Over a 3-month period, each location should be visited 3 times, or once a month. Therefore, I set the Maximum Days value to 30 and the Minimum Days value to 27.

   • Tip: To quickly calculate the Maximum Days value, simply divide the total days in the planning period by the number of expected visits.

     1. i.e. 3 visits each quarter = 3 visits every 90 days = 90/3 = 30 days

4. Set default values for Visit Duration (minutes) and Buffer Time (minutes), or select a numeric field on your Routable Object from the Value from Selected Field dropdown.

   • The Visit Duration (minutes) value is the duration of each visit, in minutes.

   • The Buffer Time (minutes) value is the additional time to be added on top of the travel time between visits to account for unexpected delays, such as traffic congestion.

5. From the Visit Windows section, select a Maps Advanced Route Visit Window lookup on your Routable Object from the available options. See How to Create & Apply Visit Windows to Individual Records .

6. Set default Visit Windows by specifying the From and To times for each day, or select X to exclude a specific day from the Visit Window.

   • Optionally, specify a second set of From and To times under the Visit Window 2 section if there are two windows in a single day where a visit can occur.

     • i.e. The customer prefers visits from 9 AM to 11 AM, then again from 1 PM to 4 PM.

7. If Visit Window times are the same for each day of the week, select Apply to all days.

8. Click Next.

Set the criteria for reading pre-existing future visits or manually scheduled appointments that count towards rep's visit requirements

1. If users scheduled future visits for Routable Object records prior to the first route optimization, or they schedule some visits manually throughout the planning period, you can indicate which visit records the Visit Plan should take into account when scheduling additional visits. This will ensure manually scheduled visits are factored into the total visit count for each Routable Object record.

   • Keep in mind that only the object you configured as the Output Object for the Visit Plan can be used to indicate manually scheduled visits.

2. Under the Field Filters section, apply any necessary filters to specify which records should count as manually scheduled visits.

   • Example: I’ve configured the Visit Plan to output Visit records, but users can manually create their own Visits. When a user creates a future Visit, they set the Call Type to “Visit” and the Status to ”Planned“. These are the only Visit records that should count as manually scheduled visits.

3. Click Next.

Set the criteria that determine whether your reps have completed their scheduled visits.

1. Maps Advanced Visit Plans allow you to set regular reoptimization schedules to account for any visits that may have been missed to ensure visit targets can still be met during the planning period. To identify missed visits, you must first tell the Visit Plan what constitutes a completed visit.

2. From the Visit Object dropdown, select the object that will indicate that a scheduled visit was completed. This object could be the Output Object or another object that looks up to the Routable Object.

3. From the Lookup Field to Visited Object dropdown, select the lookup field that relates the object to the Routable Object.

4. From the Visit Date dropdown, select a Date or Date/Time field that indicates when the visit was completed.

5. From the Assignment Field dropdown, select the user lookup field that designates who completed the visit.

6. Under the Field Filters section, apply any necessary filters to specify which records should count as completed visits.

   • Example: I’ve configured the Visit Plan to output Visit records. As a user completes the visit, they will update the Status to “Completed”. Therefore, any Visit record assigned to a user with a Call Type of “Visit” and a Status of “Completed” should count as a completed visit.

7. Click Next.

Determine which details appear in tooltips when reps click route waypoints on their maps.

1. The Output records created by Maps Advanced will be accessible from the Maps Schedule or Route interface as waypoints. Select fields from the Routable Object that users should see when interacting with waypoints.

2. From any Tooltip dropdown, select an available field from the Routable Object.

3. Click Next.

Set default field values for the Salesforce records that Salesforce Maps Advanced creates.

1. From the Field and Value columns, add any fields and their default values for your Output Object records.

   • Example: Any Visit record created from this Visit Plan should have Call Type set to “Visit” and Status set to “Planned“.

2. Click Next.

Prioritize visits based on records with start and end date fields used to track, for example, promotional windows.

1. Promotional Windows allow you to prioritize visits to routable records within a certain time frame in addition to the frequency requirements specified in the data set. By default, one additional visit will be planned to the location during the Promotional Window.

2. In order to utilize Promotional Windows, at a minimum, you must have both a Start and End Date field on the Routable Object or have an object that looks up to the Routable Object that has both a Start and End Date field.

3. From the Object dropdown, select the object that has the Start and End Date fields that specify a Promotional Window.

4. From the Field dropdown, select the field that relates the Promotional Window object to the Routable Object.

   • If the Promotional date fields are located on the Routable Object, leave the Field dropdown blank.

5. From the Start Date and End Date dropdown, select the corresponding date fields from the Promotional Window object.

6. Check the More than 1 visit is required within the Promo period box if 2 or more visits should be scheduled during the Promotional Window. If this box is checked, you must have two numeric fields on the Promotional Window object to indicate the minimum and maximum days between promotional visits.

   • From the Minimum Days Between Visits and Maximum Days Between Visits dropdown, select the corresponding fields from the Promotional Window object.

7. Click Next.