Proactively alert your team to risks and events during the project lifecycle and coordinate action among different divisions of your organization. We recommend starting with two CTA rules: one to signal a Project Milestone is delayed and another to indicate the Project has been completed and a handoff is needed.
Note: Some of the Gainsight application screenshots are out of date in the Clarizen integration articles, but the overall process remains largely unchanged.
Rule 1: Delayed Project Milestone
This CTA will be created when a Milestone within a project is not completed by its due date.
Rule 1- Step 1: Setup the CTA Rule
Setup the Rule on the Clarizen Milestone object and configure the Filters and Show fields to match the screenshot below. The filter criteria will find milestones in an Active State whose Due Date has passed and are not marked as 100% complete. We will use the fields in the Show box (Clarizen Milestone Name, Project Name and Manager Name) as tokens in the CTA.
Gainsight Administration tab > go to the Rules Engine tile in the top left. Click to create a new Rule using the “+Rule” on the right hand side.
Fill in the following in the rule detail screen:
- Rule Type “Custom”
- Rule Name: “CTA Delayed Project Milestone” (or name of your preference)
Click on Next to navigate to the Rules Configuration Screen > Click the ‘Native Data’ radio button > Click in the dropdown to select the ‘Clarizen Milestone’ object
From the list of fields in the left-hand column, Add the following fields to the Show box by selecting and dragging:
- Milestone Name from Clarizen Milestone Object (Clarizen Milestone:: Clarizen Milestone Name) - Optional
- Clarizen Project Name from Clarizen Milestone Object (Clarizen Milestone:: Clarizen Project Name) - Optional
- Manager Name from Clarizen Milestone Object (Clarizen Milestone:: Manager Name)
- ID from Account Object (Account:: ID) - Required
- CSM from Account Object (Account:: CSM) (or your preferred field to be the CTA Owner) - Required
The fields noted above as ‘Optional’ are not required for configuration of the rule we use them as CTA Tokens in our example to provide additional information about the Milestone/Project to the CTA Owner.
As filters, add the following:
- Clarizen Milestone:: Due Date (less or equal) ‘Rule Date’
- Clarizen Milestone:: State (includes) ‘Active’
- Clarizen Milestone:: % Completed (not equal to) ‘100’
Click ‘Next’ to move to the Action Configuration Screen.
Rule 1- Step 2: Complete the Setup Action
Create a ‘Call to Action’ Action type and configure your CTA characteristics with the values that fit your team’s workflow. Then, in the comments box, type a sentence that tokenizes the three fields we dropped into the Show box in the previous example. These tokens will provide all the information needed to follow up on the CTA.
Click Save > On the Schedule Configuration screen, schedule to run daily (or your preferred timeframe).
Rule 2: Project Completed - Handoff Needed
This CTA will be created when the Project is completed, indicating a handoff is needed between teams.
Rule 2 - Step 1: Add new Date field to the Clarizen Project Object
In order to properly create CTAs on completed Clarizen Projects, we need to add a new field to the Clarizen Project object to hold the Completed Date of the project. We will populate this field with a date in our CTA rule.
Go toSetup>Create (under App Setup)>Objects>ClarizenProject Object> Click'New'> Select ‘Date’ field type -> Populate ‘Completion Date’ as Field Name > Click Save
Rule 2 - Step 2: Setup the CTA Rule
Setup the Rule on the Clarizen Project object and configure the Filters and Show fields to match the screenshot below. The filter criteria will find Projects who are in a Completed State and whose Completion Date field is null (we haven’t populated a date into this field yet). We will use the fields in the Show box (Clarizen Project Name and Project Manager Name) as tokens in the CTA.
Gainsight Administration tab > go to the Rules Engine tile in the top left. Click to create a new Rule using the “+Rule” on the right hand side.
Fill in the following in the rule detail screen:
- Rule Type “Custom”
- Rule Name: “CTA Clarizen Project Completed” (or name of your preference)
Click on Next to navigate to the Rules Configuration Screen > Click the ‘Native Data’ radio button > Click in the dropdown to select the ‘Clarizen Project’ object
From the list of fields in the left-hand column, Add the following fields to the Show box by selecting and dragging:
- Project Name from Clarizen Project Object (Clarizen Project:: Name) - Optional
- Project Manager Name from Clarizen Project Object (Clarizen Project:: Project Manager Name) - Optional
- ID from Account Object (Account:: ID) - Required
- CSM from Account Object (Account:: CSM) (or your preferred field to be the CTA Owner) - Required
The fields noted above as ‘Optional’ are not required for configuration of the rule we use them as CTA Tokens in our example to provide additional information about the Milestone/Project to the CTA Owner.
As filters, add the following:
- Clarizen Project:: Completion Date (equals) ‘Custom’ and Check the ‘Null’ Checkbox
- Clarizen Project:: State (includes) ‘Completed’
Click ‘Next’ to move to the Action Configuration Screen.
Rule 2 - Step 3: Complete the Action Setup
Create a ‘Call to Action’ Action type and configure your CTA characteristics with the values that fit your team’s workflow. Then, in the comments box, type a sentence that tokenizes the two fields we dropped into the Show box in the previous example. These tokens will provide all the information needed to follow up on the CTA.
Click ‘Save’.
Then, configure the ‘Data Load Configuration’ setup in the Rules Engine to enable the Clarizen Project Object to be updated by a rule.
From the Action Configuration Screen > Click the Configure Cog at the top right (as seen below)
For more information, refer to Use Rules to Load to SFDC Object or MDA Subject Area.
Select the'Native Data' radio button in the top left > Click in the drop-down to findthe 'ClarizenProject' Object and click on it > In the Field Selection box,click three fields to be used in Rules Engine: Account (String), ID: (String) and Completion Date (Date).
and click 'Add' to add them to the 'Selected Fields' box
Click ‘Save’.
Now navigate back to the rule by clicking on the Gainsight Administration tab > go to the Rules Engine tile in the top left. Find your rule in the list of rules on the Rules Engine homepage.
In the Action Configuration screen, add a second action and configure the action with the mappings as seen in the screenshot below:
- Action type: Load to SFDC object,
- Object name: Clarizen Project
- Operation: Update
Check the checkbox underneath the ‘Account (String)’ and ‘Clarizen Project (String)’ fields to include both of these fields as the Identifier for the update.
Click Save > On the Schedule Configuration screen, schedule to run daily (or your preferred timeframe).