Salesforce Field Logging Requirements

Overview

Solutions Architects are responsible for maintaining several key fields in Salesforce to ensure accurate tracking of technical evaluations, customer engagements, and opportunity progress. These fields provide critical visibility into technical evaluations and work in conjunction with Rattle activity logging and Gong interaction tracking to create a complete picture of customer engagement. This guide outlines the required fields and best practices for maintaining them.

Required Fields

Primary Fields

1. Primary SA

   • The primary Solutions Architect assigned to and working on the opportunity
   • Must be updated whenever SA assignment changes
   • Critical for accurate reporting and accountability

2. SA Validated Tech Evaluation Start Date

   • Marks the beginning of serious technical evaluation
   • Should reflect when customer explicitly starts evaluation of value
   • Requirements:
     • Must have SA engagement
     • Customer must be seriously evaluating GitLab
     • Simple demos or discovery do not qualify
   • Special note for Commercial: Should reflect trial start date when SA is engaged

3. SA Validated Tech Evaluation End Date

   • Marks the conclusion of technical evaluation
   • Should be set when evaluation is complete (win/loss) or stalled
   • Independent of final deal outcome
   • For Commercial: Should reflect trial end date when SA is engaged

4. SA Validated Tech Evaluation Close Status Options include:

   • Win: Customer agrees GitLab meets requirements
   • Loss: Customer choosing alternative solution
   • Stalled: No active evaluation for 2+ weeks

5. SA Validated Tech Evaluation Close Details

   • 1-2 line description explaining the close status
   • Should provide clear context for the outcome

Technical Health Fields

1. SA Feasibility Rating

   • A technical health assessment of the opportunity using a simple rating:
     • Green: Strong technical fit and alignment
     • Yellow: Some concerns or challenges to address
     • Red: Significant technical challenges or misalignment
   • Required for accurate opportunity health tracking
   • Drives technical forecasting accuracy

2. SA Feasibility Details

   • Detailed commentary explaining the Feasibility Rating
   • Should include specific technical challenges or risks
   • Used to provide context for the rating
   • Helps align Sales and Pre-Sales understanding

3. SA Feasibility Review Date

   • Automatically updates when Feasibility Rating or Details change
   • Shows when the last technical review occurred
   • Helps ensure assessments stay current
   • No manual updates required - system maintained

Related Fields

1. POV Status and Details

   • Required when a Proof of Value is part of the engagement
   • Must be maintained throughout the POV process
   • For complete details, see the POV tracking guide

2. Customer Success Plan

   • Required for all opportunities $300k+ Net ARR where an SA is meaningfully engaged
   • Must be populated with a link to the plan document
   • Plan should be continuously developed and updated throughout the opportunity lifecycle until deal closure
   • See Customer Success Plans for more details

When to Update Fields

• Update fields as soon as status changes occur
• Don’t wait until opportunity closes
• Keep fields current for accurate reporting
• Update through Rattle or directly in Salesforce

Relationship with Rattle Activity Logging

While these Salesforce fields must be updated directly in Salesforce, activity tracking (which appears as Tasks in Salesforce) can be logged through Rattle:

• Via Rattle notifications after meetings
• Using the /Rattle <opportunity name> command in Slack
• Through the “Update Opportunity” button in Rattle

For detailed instructions on activity logging through Rattle, see Activity Based Logging Guide.

Best Practices

Field Updates

1. Timing

   • Update fields in real-time when possible
   • Don’t backdate unless absolutely necessary
   • Keep current even if opportunity is early stage

2. Accuracy

   • Be precise with dates
   • Use clear, concise descriptions
   • Maintain consistency across opportunities

3. Completeness

   • Fill all required fields
   • Don’t leave fields blank or TBD
   • Include relevant context

Common Scenarios

1. Multiple SAs

   • Only one Primary SA
   • Others tracked through activity logging
   • Clear handoff process when changing Primary SA

2. Stalled Evaluations

   • Mark as stalled after 2 weeks of inactivity
   • Update status if evaluation resumes
   • Document reason in close details

3. Commercial Trials

   • Align with trial dates
   • Must have SA engagement
   • Track through completion

Updating Closed Opportunities

If opportunity is closed and fields need updating:

1. Go to the opportunity
2. Click “Show Feed”
3. Tag @Sales-Support
4. Specify needed updates
5. Provide clear justification

Example message:

@Sales-Support please update the SA Validated Tech Evaluation Close Status to Won, 
and SA Validated Tech Evaluation End Date to 2024-01-14

Validation Rules

• Start Date must be before End Date
• Close Status required if End Date is set
• Close Details required if Status is set
• Primary SA required for Stage 3+ opportunities

Reporting & Analytics

These fields drive key reports:

• Technical Evaluation Dashboard
• SA Activity Analysis
• Win/Loss Analysis
• Pipeline Health Metrics

Field Dependencies

Understanding how fields interact:

• Start Date enables End Date
• End Date requires Close Status
• Close Status requires Close Details
• All fields linked to Primary SA

Quality Assurance

Regular checks for:

• Missing required fields
• Inconsistent dates
• Incomplete close details
• Accurate status updates

Getting Help

• Contact Sales Support for closed opportunity updates
• Reach out to SA leadership for guidance
• Use #salesforce-help Slack channel
• Submit feedback through standard process

View page source - Edit this page - please contribute.