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Introduction to Ruum Integrated with SAP Sales Cloud

11 min read

The Importance of Collaboration with the Right Tools

More and more people are aware that collaboration is the key to unlock the success in sales area. Nowadays, plenty of new software is available for users, companies, and businesses to support the sales collaboration. Nevertheless, more tools don’t always mean more productivity. Just imagine: One sales opportunity is identified and recorded in SAP Sales Cloud/CRM, the relevant activities could take place in e-mails, online meetings, phone calls, chats; everywhere among the involved internal and external stakeholders. Work done surrounding this opportunity is fragmented in different channels and it becomes difficult to maintain the context and transparency on the task and responsibilities. The sales team must spend more time on the back and forth communication to keep all stakeholders on the same page. As a result, it slows down the deal close and decreases the win rate. 

To foster a culture of sales collaboration, organizations need the right tools to empower their teams to work effectively and efficiently. Ruum integrated with SAP Sales Cloud are exactly the solution that can be used in sales collaboration scenarios. 

Introduction to Ruum by SAP

SAP Sales Cloud is a complete sales solution that goes beyond sales force automation and provides the insights every member of your sales team needs – from representatives to executives. As the collaboration solution to SAP Sales Cloud, Ruum allows all participants to work on tasks, documents, e-mails, text (e.g., meeting minutes), process bars, polls, etc. simultaneously. On top of this, Ruum created out of an opportunity from SAP Sales Cloud could be based on a predefined template which simplifies leveraging common process across your company. Ruum lets sales organizations focus on their customers via connecting the entire business processes with the internal and external stakeholders to a lightweight project management workspace.  It helps you focus on the right things at the right time leading to higher close rates and a shorter sales cycle.

A Glance at Ruum Integrated with SAP Sales Cloud

Now, let’s take one example to illustrate how Ruum integrated with SAP Sales Cloud helps in sales opportunity of manufacturing industry.

Background

Marcus Hoff is a senior sales representative in an Automotive Air Conditioning manufacturer SONGA which provides the air Conditioning parts for automobiles manufacturer. He is recently following up with one of the largest auto manufacturers who plans to purchase the air-conditioning parts for their new model car.

Marcus is required to build a sample with the specific requirement. To achieve this, he and other colleagues from different department need to collaborate and team up for an opportunity-based project to drive this.

                       

For your information, Ruum integrated with SAP Sales Cloud is deployed in Marcus’s company as part of their sales solution. It supports the relevant information shared immediately and kept in two-way sync between the project in Ruum and SAP Sales Cloud via SAP Integration Suite. Please refer to below system landscape:

Let’s see how Marcus will leverage the existing tools and software to collaborate effectively. 

NOTE: The integration scenario introduced in this article is not part of the pre-defined integration packages delivered by SAP Integration Suite.

Track the Project-Based Opportunity

Start with an Opportunity

First of all, Marcus creates a new opportunity named “Auto Air’s Perfect Fit™ air conditioning for Porter” in SAP Sales Cloud to track this opportunity. After evaluating the possibility and profit, Marcus gets the approval to setup an opportunity-based project to drive this.  

He plans to engage the project manager and other non-sales colleagues via an embedded Ruum project which can be created via clicking ‘Manage in Ruum’:

Set Up the Ruum Project

Marcus’s company defines the standard process for the opportunity-based project. This standard process is already translated into Ruum project template and deploys in the solution. Whenever an embedded Ruum project is created from SAP Sales Cloud Opportunity, the standard template is automatically applied.

Marcus switches to Ruum tab and verifies below three parts after Ruum project is generated in Opportunity:

1st: Check if Ruum project is created based the template which includes 6 phases: RFQ (request for quote) → EVT (Engineering Validation Test)→  DVT (Design Validation Test)→  PVT (production validation testing)→  MP (Mass Production)→  Close.

2nd: Check if the opportunity information is replicated to Ruum project successfully and correctly;

3rd: Check if the sales team information is replicated to Ruum project:

Info Only the sales representatives with the e-mail address can be replicated to Ruum project successfully.

Sales team in SAP Sales Cloud

Compare the sales teams in SAP Sales Cloud with the project team in Ruum:

Set Up the Project Team

Once Marcus verifies Ruum project has been setup correctly, the next step is to setup the entire project team for this opportunity. He adds the customer facing role with access to SAP Sales Cloud into sales teams while the support role (e.g., Product Owner, Solution Expert etc.) without access to SAP Sales Cloud into Ruum Project Team.  

Add a New Sales Member in SAP Sales Cloud

In this opportunity, Marcus needs to add another two sales representatives (Michael Rob & Sophie Van de Laar) and one partner contact into his sales teams. In other cases, the opportunity owner might want to add other stakeholders like Sales Manager, Sales Director, Account Executive, etc. into sales teams to keep them up to date on the progress:  

Once the sales team is updated, the same information is synchronized to Ruum project immediately and automatically:

Note: Michael isn’t updated into Ruum since his e-mail address is not maintained in SAP Sales Cloud while the initial name of Sophie Van de Laar is replicated as the first part of her e-mail address. She can log on the system and change her profile configuration, if needed.

Add a Project Member in Ruum Cloud

For those who have no access to SAP Sales Cloud but need to support this opportunity, Marcus adds them into Ruum project directly.

In this opportunity, Marcus needs to invite Sophie who is the solution expert and acts as a project manager to coordinate with the product team and other stakeholders to produce the required sample. Obviously, Sophie is a key stakeholder but not from Sales Organization. Hence, Marcus invites Sophie to Ruum project via sending an invitation e-mail:


After Marcus clicks ‘Send Invite’, Sophie’s e-mail box receives the invitation E-mail immediately from Ruum like below:

Sophie clicks the link in the e-mail which brings her directly to Ruum. Once Sophie logs into Ruum project, she builds up her project team via invite the other non-sales stakeholders.

Meanwhile, Marcus monitors the log-on status of all the invited members via check the last visit timestamp: 

Manage the Sales Activities and Project Tasks

After the sales team and project team are set up, Marcus as the opportunity owner records and distributes the Sales Activities to the sales team, while Sophie as a project manager creates and assigns the project task to the project team in Ruum project.

Create Activities in SAP Sales Cloud

Marcus follows the internal Sales Guidelines and creates the relevant sales activities (including Task, Phone Call, Visit, Appointment) in SAP Sales Cloud which are also replicated to Ruum project:

When the sales activities are replicated to Ruum, Sophie can have an overall picture on the current status.

Create Project Task in Ruum

On the other hand, Sophie as the project manager starts to work on the project plan and distribute the project task to her engineers and other stakeholders:

She creates and groups the tasks based on the project phase to distinguish those from Sales Activities created by the sales team.

The tasks created in Ruum are also replicated back to SAP Sales Cloud. Marcus and other sales colleagues can see the overall status in Sales Activities or Timeline of SAP Sales Cloud.

Chats and Attachment in Ruum

When the tasks are assigned to the colleagues, a notification e-mail is automatically triggered and sent to the task owner. Meanwhile, they can also be informed via the Ruum chat.

In this opportunity, Marcus receives urgent requirement updates with high priority from the customer in the very beginning of the project. He immediately uploads the customer documentation into Ruum attachment with a comment to Sophie via chat in Ruum:

Comments on the documentation:

Sophie receives the e-mail notification and follows up accordingly.

Track the Opportunity and Project’s Progress

Track Progress in Opportunity Timeline

During the project execution, Marcus closely monitors the timeline in SAP Sales Cloud to learn how things are going:

Track the Progress in Ruum

On the other hand, Sophie can monitor the project status and progress from different point of view:

Project View

Project View can clearly answer where the project is and what the sequences, statutes, and dependencies of activities the team is working on are:

Task List View

Task list view can display the overall tasks in one page and filter with the specific conditions:

Kanban View

Another option is to check all activities based their status in Kanban view:

Conclusion

In this article, we demonstrate a typical sales collaboration scenario in Manufacturing industry with SAP Sales Cloud and Ruum by SAP. With the integrated system landscape, we realize:

  • Lightweight project management in opportunity
  • Team collaboration across functions 
  • Bi-direction synchronization between SAP Sales Cloud and Ruum
  • Single-entry point to monitor the overall progress and status
  • Pre-defined templates to automate project setup and workflow execution

To learn more, please have a closer look at our other CX Works articles for SAP Sales Cloud. 

To access all our community or out of the box product documentation, please check out our List of Online Resources



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