These configurations pertain to LRM 2.0.
Overview
Object Structure
The table above shows the Gainsight objects that were introduced to support Product Transactions.
**IMPORTANT Notes for Existing Customers**
- We have introduced new object structure for this feature and if you already have transactional data in the Transactions Header object, you will not be able to use this feature.
- Currently there is no migration path to move from old transactions to product transactions.
- To enable this feature, delete all data from Transactions Header object.
- Product transactions will be enabled for all new installations by default.
Prerequisites and Permissions
You should have “Modify all data” permissions in salesforce to be able to add or delete revenue types while configuring LRM.
Sample Structure for Configuring Product Transactions
Above is a sample structure that we have used to perform Configuring Product Transactions.
Configuring Product Transactions
1. Go to Administration > LRM. The LRM Config page appears.
2. Optionally, in the Product Master section, select the appropriate data source. You can load data from a Salesforce object, a csv file, or add the products manually.
For more information on how to:
• Load product data from Salesforce object, refer to Loading products from a Salesforce object.
• Load product data from a CSV file, refer to Loading product from a CSV file.
• Add product data manually, refer to Adding Products Manually.
Note: All products are loaded automatically to Gainsight objects once you define the required mappings in the steps below.
3. In the SAAS Metric Labels section, define your SaaS Metric labels. For example, in your organization you might call Annual Recurring Revenue as ARR instead of ASV.
4. In the Booking Type and Revenue Type Mapping section, define/add revenue type(s) and then map them to Booking Type.
You can also add a custom booking type as per your requirement.
For more information on:
- How to add revenue types, refer to Adding Revenue Types.
- How to map booking type to revenue type, refer to Mapping Revenue Type to Booking Type.
- How to create a custom booking type, refer to Adding Custom Booking Type.
5. In Booking Type Field Mapping, define the rules to identify the booking type. For more information on how to define rules to identify the booking type, refer to Defining Rules to Identify Booking Type.
6. In the Transaction Connector section, map the header or line item fields appropriately. For more information, refer to Mapping Header/Line Fields.
7. Optionally, in the Automate and Aggregate section, you can click the Generate pre-built reports button to generate out-of-the-box reports on Headers, Lines, and Customer Products objects. For more information on pre-built reports (out-of-the-box reports), refer to Configure Timeline View and Reports in Transactions.
8. In the Automate and Aggregate section, click +Add Rule.
Predefined rules appear under the following tabs. You can review and edit these rules as per your requirement.
Load to Transactions Tab
Rule Name: Prebuilt: Load and update transactions [Today’s Date]
Rule Description: Rule to load transactions based on the mapping provided in Transactions Connector. You can edit the rule to add additional filter conditions as per your requirement. For incremental loads, add a filter to obtain records that were modified after the most recent rule run.
Note: You cannot edit the Show field for rule under the Load Transactions tab.
Update Customer Info Tab
Rule Name: Prebuilt: Load and update one time revenue [Today’s Date]
Rule Description: Rule to roll up recurring revenue, users and quantity items from transaction header into Customer. Filters based on startdate and enddate are added to exclude inactive transactions.
Rule Name: Prebuilt: Load and update recurring revenue, users, and quantity [Today’s Date]
Rule Description: Rule to roll up one time revenue items from transaction header into Customer. A filter is added to exclude future transactions.
Update Customer Products Tab
Rule Name: Prebuilt: Load and update one time revenue [Today’s Date]
Rule Description: Rule to roll up one time revenue items from transaction header into Customer Products. A filter is added to exclude future transactions.
Rule Name: Prebuilt: Load and update recurring revenue, users, and quantity [Today’s Date]
Rule Description: Rule to roll up recurring revenue, users and quantity items from transaction header into Customer Products. Filters based on startdate and enddate are added to exclude inactive transactions.
Rule Name: Prebuilt: Prebuilt: Load and update churned products [Today’s Date]
Rule Description: Rule to churn products and make recurring revenue, users and quantity items 0. A filter is added to get products that have not been modified since the last run. Assuming products is not modified because they do not have any active transactions.
Note: If revenue type mapping is changed, all rules are deleted. Therefore, you have to configure the rules again.
Loading Products from a Salesforce Object
To load data from a Salesforce object:
- From Select Source, select Salesforce object. The Select Object drop-down box appears.
- Select appropriate object from Select Object. For example, Product. The Add Products dialog box appears.
- Map each Gainsight field to the Salesforce object field. For example, Code is mapped to Product Code.
Loading products from a CSV file
Sample format of the CSV file found above.
To load data from a CSV file:
1. In the Product Master section, from Select Source, select CSV. The Browse button appears.
2. Click Browse and navigate to the desired CSV file.
The Add Products window appears. If the CSV file is as per the above-mentioned format, the Gainsight Fields will be mapped automatically to the fields present in the CSV file. Otherwise, you will have to map the fields manually.
3. Click Save.
File upload has been initiated. appears. After you receive an email, you can refresh the LRM page to view the loaded products.
Adding Products Manually
To add products manually:
1. In the Product Master section, click +Add Product. Blank text boxes appear.
2. Enter appropriate values in the fields seen in the table above.
3. In the Actions column, select the tick mark to save the product.
The product is added to the table under product master.
Adding Custom Booking Type
To add a custom booking type:
- In the Booking Type and Revenue Type Mapping section, click the + sign as shown in the above image.
- Enter the booking type name in Enter Name and enter a short name for the booking type in Enter Short Name. For example, booking type name as Custom Upsell and the short name as CU.
- From the drop-down box, select either of the following values: Upsell, Downsell, or Debook.
- Under Map to revenue types, select appropriate revenue types. This maps the custom booking type to revenue type.
- Click Add Row.
- The custom booking type, Custom Upsell, is added to the existing list of booking types.
- Optionally, you can configure the color for custom data types using the color palate available on the left.
Adding Revenue Types
Use revenue types to define any one-time revenue (like activation or implementation chargers) or recurring revenue (like base subscription, license amount) or Users (like admin or standard users) / License / Seats or other quantity items (like Database Size, API limits) that you will track in Gainsight.
Adding Recurring Revenue Type
To add a Recurring Revenue Type:
- In the Booking Type and Revenue Type Mapping section, click the + sign, as shown in the above image.
- Enter the Revenue Type name in Enter Name. For example, enter the revenue type as Subscription.
- Select the Recurring radio button.
- Click Add Column. A column with the entered Revenue Type name gets added. For example, Subscription.
Once this column is added, Subscription ASV and Subscription MRR fields of type currency are created in Customer Info, GS Customer Products, GSLRMHeader and GSLRMLines objects.
Note: The Revenue Type name entered is appended with metrics defined under SAAS Metric Labels.
Adding One-Time Revenue Type
- In the Booking Type and Revenue Type Mapping section, click the + sign, as shown in the above image.
- Enter the Revenue Type name in Enter Name. For example, enter the revenue type as Activation.
- Select the One-Time radio button.
- Click Add Column. A column with the entered Revenue Type name gets added. For example, Activation.
Once this column is added, Activation One-Time Rev field of type currency is created in Customer Info, GS Customer Products, GSLRMHeader and GSLRMLines objects.
Note: The Revenue Type name entered is appended with metrics defined under SAAS Metric Labels.
Adding Quantity Revenue Type
- In the Booking Type and Revenue Type Mapping section, click the + sign, as shown in the above image.
- Enter the Revenue Type name in Enter Name. For example, enter the revenue type as Database Size.
- Select the Quantity radio button.
- Click Add Column. A column with the entered Revenue Type name gets added. For example, Database Size.
Once this column is added, Database Size field of type numeric is created in Customer Info, GS Customer Products, GSLRMHeader and GSLRMLines objects.
Note: The Revenue Type name entered is appended with metrics defined under SAAS Metric Labels.
Adding Users Revenue Type
To add a User type:
- In the Booking Type and Revenue Type Mapping section, click the + sign, as shown in the above image.
- Enter the Revenue Type name in Enter Name. For example, enter the revenue type as Admin.
- Select the User radio button.
- Click Add Column. \
- A column with the entered Revenue Type name gets added. For example, Admin. Once this column is added, Admin Users field of type numeric is created in Customer Info, GS Customer Products, GSLRMHeader and GSLRMLines objects.
Note: The Revenue Type name entered is appended with metrics defined under SAAS Metric Labels.
Mapping Revenue Type to Booking Type
After adding revenue types, your Booking Type and Revenue Type Mapping section would look similar to the above image.
To map Revenue Type to Booking Type:
- In the Booking Type and Revenue Type Mapping section, hover over the existing Booking Type. The pencil icon appears.
- Click the pencil icon. A pop-up appears.
- In the pop-up, select appropriate check boxes under Map to revenue types.
- Click Save. The mapping gets saved and the tick mark under the defined Revenue Type column gets a blue color.
Note: Once the data is associated with revenue type, you will be unable to delete the revenue types.
Defining Rules to Identify Booking Type
To define rules to identify the booking type:
- In the Booking Type Field Mapping section, from Select Object select an object for example Opportunity.
- From Select Fields, select appropriate fields using which you want to define the booking type. For example, if OpportunityType=New Customer and Stage=Open, the Booking Type will be New Business.
- Click Save. This saves the rules defined for identifying the Booking Type.
Mapping Header/Line Fields
To map header/line fields:
1. In the Transaction Connector section, click Edit. The LRM Header tab gets enabled.
2. Select Enable Product level LRM. Map from LRM Lines appear.
3. From Map from LRM Lines, select Both.
4 .Under the LRM Header tab, map fields under the LRM Header column to Opportunity Fields.
5. Under the LRM Lines tab, select appropriate object from Select Child Object. For example, Opportunity Product.
6. Click Save. A Confirm Delete dialog appears.
7. Click Yes to establish new rules. Otherwise, click Cancel.