Store Bucket

The store bucket module enables users to create/update wave store assignments and schedule calendar appointments in bulk. The bucket is a temporary holding area where stores can be matched to reps and reps schedule to stores created using criteria and matching algorithms.

Store Bucket Overview

Access

The Store bucket is accessed from a link on the Call Form Management screen.

Header

The header contains overview information for the store bucket.

Bread Crumbs

The breadcrumb trail enables a user to return back to a previous page. In this case return to call form management from the store bucket quickly.

Call Form Name

The call form name is displayed prominently at the top of the header reminding the user which call form they clicked into from the call form list

Clear Stores from Bucket Button

Clicking this button clears any stores currently in the bucket. The buttons is only visible after selecting a Bucket Type.

Summaries

Assignment Match Summary

This summary gives an overview of the stores in the bucket in various stages and whether there is a position assigned.

Assignments in Bucket - number of stores loaded in the bucket type
Assignments Matched - number of store with an assigned position
Assignments Unmatched - number of stores without a position assignment

Supervisor Status

The supervisor status provides a list of supervisors who have direct reports with stores assigned in the store bucket. The supervisor uses the Supervisor bucket module to approve or change the assignments and this summary keep track of the progress.

Supervisor - Supervisor name and position
UnApproved - number of stores in the bucket not approved by a supervisor
Approved - number of stores in the bucket approved by a supervisor

Schedule Summary

The schedule summary displays the count of stores with dates and times for visits. It is only displayed after choosing the Multi-rep bucket type.

Stores in Bucket - number of stores loaded in the bucket type
# of Stores Scheduled - number of stores with a scheduled date and time
# of Stores Unsheduled - number of store without a scheduled date and time

Bucket Workflow Tab

Steps

The workflow tab displays the steps to select, add and match stores to people in the bucket and push the setup into store assignments for a call form wave.

A circle and a label are listed for each step-in processing stores in the store bucket. The blue circle represents the active step the user clicked on.

Required steps are listed with a Required label below the step name

The default step is Bucket Type because a bucket type must be selected from the Options window before the summary or store bucket list are populated.

Options Window

The area right of the workflow displays options for each workflow step. These options enable next steps in the workflow or open screen to

Store Bucket List Tab

The store bucket list tab displays the stores currently in the bucket for the Bucket Type selected. Stores can be deleted, updated and exported using the screens toolbar.

Using Store Bucket

There are 4 steps in the store bucket workflow. Three of these steps are required one is optional.
Lets walk through the steps to launch a store list for a call form wave.

Bucket Types

The first step for a new bucket is to choose a bucket type. A bucket type is chosen based on two factors.

Can field reps Schedule there own assignments (Self Schedule) or are assignments scheduled for them (Hard Scheduled)
Does the team need automation to help schedule multiple reps to the same store on the same date and time.

Bucket Type Definitions

Assignments - (Self-Schedule) The assignment bucket is used to load a list of stores which can be matched to people using an upload or many match methods.
- Upload stores with reps already assigned and create wave store assignments in bulk
- Upload stores without reps and run a match process to match reps to stores based on criteria
- Upload stores, match reps and have field supervisors validate/make changes before store assignment are pushed out to the field.
- Wave store assignments are pushed out to the field reps unscheduled appointment list where they scheduled them during the wave dates.
Schedule - (Hard Scheduled) The schedule bucket enables users to upload a list of stores with the person and date and time designated.
Multi-Rep Assignment - (Hard Scheduled with automation) The multi-rep bucket enables users to upload a list of stores which can be matched to people using an upload or many match methods. Stores in this bucket are available to the Bucket Multiple Scheduling module used to auto schedule reps based on distance and availability for muti-person projects.

Choosing Bucket Type

The bucket type is chosen by clicking on the bucket type square. The bucket type chosen in highlighted in blue and the type listed under the bucket type step in the workflow.

Bucket Summaries

After the bucket type is selected the Summaries display the statistics regarding stores and matches for the bucket. In this example the Assignments bucket is selected, and the statistics show 14 stores in the bucket and all 14 stores are unmatched with 12 primary and 2 secondaries.

Add Stores to the Bucket

The next required step is to load stores into the store bucket based on the requirements of the Call Form and Wave.

There are two options:

Upload Stores

The upload stores option is used by managers who have a list of stores/people ready to upload to ic. It provides the user with an upload template and data is copied/entered into the template to upload store and store assignment details.

Begin by selecting the upload stores tile

The Store Bucket Upload screen opens.

Next click the Template link to download the bucket upload template. The spreadsheet template contains the following tabs.

Sheet1 - list of locations, positions(people) and configurations
Waves - Lookup list of WaveIDs and wave names for the call form
VisitTypes - Lookup list of visit types
Visit Reasons - Lookup list of visit reasons
Visit Role - lookup of visit roles. Only available on schedule and multi-rep bucket uploads

Fill in Sheet 1 - Assignment Template

BDSStoreID (required) - unique store id in the Universal Store List for each location
PositionID - unique id for a position from the position tree hierarchy of a team. People are assigned using their position not their person id.>
WaveID (required) - unique id for a wave where the store assignments are associated so the dates of execution can be set along with other attributes.
Visits - numeric number of visits for this store and wave. Unique store assignments are created in the bucket (rows) based on the number of visits entered.
VisitTypeID - four options based on whether it is the first or a follow-up visit.
VisitReasonID - list of reason options only used for follow-up visits
NumberOfReps - one is the default number of reps and does not need to be entered. Any number greater than one needs to be entered for multi-rep visits.
VisitNotes - optional textual notes to rep about visit, 1000 character limit

Fill in Sheet 1 - Schedule Template

BDSStoreID (required) - unique store id in the Universal Store List for each location
PositionID - unique id for a position from the position tree hierarchy of a team. People are assigned using their position not their person id.
WaveID (required) - unique id for a wave where the store assignments are associated so the dates of execution can be set along with other attributes.
Visits - numeric number of visits for this store and wave. Unique store assignments are created in the bucket (rows) based on the number of visits entered.
VisitTypeID - four options based on whether it is the first or a follow-up visit.
VisitReasonID - list of reason options only used for follow-up visits
StartDate (required) - scheduled start date for visit
StartTime (required) - scheduled start time for visit
VisitRole (required) - list of options
VisitNotes - optional textual notes to rep about visit, 1000 character limit

Add From USL

The upload from USL (Universal Store List) option enables users to filter the BDS Solutions full list of available stores and select those required for the call form wave.

Begin by selecting the upload stores tile

The Add Stores screen opens. No stores are loaded by default.

Filter - Two Ways

Filter to load stores to add to the bucket from the USL.

Open Filter - type in a BDS # store Chain Store # and click the Search button
Additional Filters - click the Additional Filters button to open a list of filters and then click Search to load the stores

Select Stores

With stores listed select the stores to load into the bucket by clicking the check box on each row or select the box at the top of the column to select all.

Add Stores

Click the +Add button to select a wave and add the selected stores to the bucket.

Clicking the button opens the Wave selection panel. Select a wave from the drop down and click the Save button to load the stores into the bucket.

When the stores are loaded correctly a success message is opened.

Match Stores in the Bucket

The next optional step is using automation to match stores to people using a match process and/or person profile attributes. This is an optional step because users selecting the person assigned in a store upload or manually selecting the assignment in the Store Bucket list do not need the automated match processes.

Match Processes

There are 3 match processes and several Match Profile Choices.

To begin choose Match process(es) by clicking the checkbox for the process. There is a description for each process. Multiple match processes can be chosen and they run in order based on the process number.

Match Based in Existing Store Assignments
Selecting this option will match stores to the store assignments for the call form(s) selected.
Match Based on Distance to Rep
Selecting this option will match stores to the closest rep within the max distance entered below.
Match Based on Supervisor Territory
Selecting this option will match stores based on the drawn territories previously created for supervisors.

Other Match Options

Match Only Stores that have no Assignment
When this option is selected it only matches stores that have had no reps assigned to them.
Unchecking this option rematches all stores. This option is selected by default.
Match to Visit Role
When this option is selected the stores tagged with either Primary or Secondary visit roles are filtered for the match process.

If the goal is to match all primary stores first, select Primary in the drop down and all stores tagged primary will be matched.

Match Based on Profile Choices
When this option is selected the tactic and position type filters are displayed. These filters narrow the number of team members included in the match process based on them having these attributes.

Tactic - a type of experience person profile option which can be set by person in the People module

Position Type - an attribute of a persons position generally denoting the type of work they do. It is set when a person is added to a team in the people module.

Finalize Store Changes

The next required step is creating or deleting store assignments. Depending on the option chosen different information is required to finalize the step.

Add New Assignments

Add new assignments creates new store assignments from the stores listed in the bucket currently selected in the first step of the workflow.

To begin click the Add New Assignments button.

The Finalize Store Changes screen is opened providing a count of the store assignments to be created.

To create the store assignments click the Add Store Assignments button

Approved Stores Feature

Approved stores refer to the optional Supervisor Bucket approval process where teams can enable supervisors to approve the reps associated with stores before they are pushed out to store assignments.

In the example no supervisor approved stores are available.

The Apply to APPROVED store only checkbox enables managers using the approval process to only create store assignments for the approved stores.

Delete Existing Assignments

Delete existing assignments deletes existing store assignments in this wave from the stores listed in the bucket currently selected in the first step of the workflow.

To begin click the Delete Existing Assignments button.

The Finalize Store Changes screen is opened providing a count of the store assignments to be deleted.

To delete the store assignments click the Delete Store Assignments button