Configure QBR Preparation Action

What This Action Does

This action enables your Agentforce service agents to automatically prepare quarterly business reviews by:

• Aggregating performance data and success metrics across all touchpoints
• Generating executive-level insights and business impact analysis
• Creating professional presentation materials and executive summaries
• Developing strategic recommendations and next quarter planning
• Preparing stakeholder-specific talking points and success stories

Step 1: Build the QBR Generation Flow

Create Automated Report Flow

1. Setup → Flows → New Flow → Autolaunched Flow
2. Input Variables:

Variable: accountId
Data Type: Text
Required: ✓
Description: Account for QBR preparation

Variable: quarterStartDate
Data Type: Date
Required: ✓
Description: Start date of quarter being reviewed

Variable: quarterEndDate
Data Type: Date
Required: ✓
Description: End date of quarter being reviewed

Variable: executiveAudience
Data Type: Picklist
Required: ✗
Values: CEO, CTO, CFO, Mixed Executive Team
Default: Mixed Executive Team
Description: Primary executive audience for QBR

1. Output Variables:

Variable: executiveSummary
Data Type: Text (Long)
Available for Output: ✓
Description: High-level business impact summary

Variable: performanceHighlights
Data Type: Text (Long)
Available for Output: ✓
Description: Key achievements and metrics

Variable: challengesAddressed
Data Type: Text (Long)
Available for Output: ✓
Description: Problems solved and obstacles overcome

Variable: strategicRecommendations
Data Type: Text (Long)
Available for Output: ✓
Description: Forward-looking strategy and opportunities

Variable: nextQuarterPlan
Data Type: Text (Long)  
Available for Output: ✓
Description: Detailed plan for upcoming quarter

Flow Logic Components

Account and Business Context

Get Records: Account Information
Object: Account
Fields: Name, Industry, NumberOfEmployees, Annual_Revenue__c,
        Primary_Business_Objectives__c, Executive_Sponsor__c
Filter: Id = {!accountId}
Store in: accountRecord

Performance Data Aggregation

Get Records: Usage Analytics
Object: Usage_Analytics__c
Filter: Account__c = {!accountId} AND
        Date__c >= {!quarterStartDate} AND
        Date__c <= {!quarterEndDate}
Aggregate: SUM(Sessions__c), AVG(User_Engagement__c), 
           COUNT(Active_Users__c)
Store in: usageMetrics

Get Records: Support Performance
Object: Case
Filter: AccountId = {!accountId} AND
        CreatedDate >= {!quarterStartDate} AND
        CreatedDate <= {!quarterEndDate}
Aggregate: COUNT(Id), AVG(Satisfaction_Score__c),
           AVG(Resolution_Time_Hours__c)
Store in: supportMetrics

Business Impact Analysis

Get Records: Success Milestones
Object: Success_Milestone__c
Filter: Account__c = {!accountId} AND
        Achievement_Date__c >= {!quarterStartDate} AND
        Achievement_Date__c <= {!quarterEndDate}
Fields: Milestone_Name__c, Business_Impact__c, Quantified_Value__c
Store in: achievements

ROI and Value Calculation

Formula Element: Business Value Calculation
Components:
- Time savings: (Efficiency_Gained__c * Hourly_Rate__c * Hours_Saved__c)
- Cost reduction: SUM(Cost_Savings__c)
- Revenue impact: (Revenue_Increase__c * Attribution_Percentage__c)
- Risk mitigation: (Risk_Value__c * Probability_Reduction__c)

Total ROI = (Total_Benefits - Total_Investment) / Total_Investment * 100

Content Generation Logic

Executive Summary Creation

Formula Element: Executive Summary Template
Structure:
"During Q{quarter}, {accountRecord.Name} achieved significant 
business value through strategic platform utilization:

• {primaryAchievement}
• {quantifiedROI}% return on investment
• {keyMetric} improvement in {businessArea}
• {strategicMilestone} successfully completed

Key outcomes align with {accountRecord.Primary_Business_Objectives__c} 
and position the organization for continued growth in Q{nextQuarter}."

Performance Highlights Generation

Decision Element: Highlight Selection
Criteria based on:
- Significant metric improvements (>20% growth)
- Milestone achievements with quantified impact
- User adoption and engagement increases
- Operational efficiency gains
- Strategic objective progress

Step 2: Create the Agent Action

Agent Studio Configuration

1. Setup → Agent Studio → Agent Actions → New
2. Action Settings:

Action Name: Prepare QBR Materials
Reference ID: prepare_qbr_materials
Type: Flow
Flow: [Select your QBR preparation flow]

Comprehensive Action Instructions

Instructions:
Use this action when users need to prepare quarterly business review 
materials for executive presentations. This action generates 
comprehensive reports with business impact analysis, performance 
metrics, and strategic recommendations.

Example user requests:
- "Help me prepare for the Q3 business review with [customer]"
- "Generate QBR materials for [customer] meeting next week"
- "Create executive summary for [customer] performance this quarter"
- "What should I highlight in the [customer] quarterly review?"

Always gather:
- Specific quarter and date range
- Primary executive audience
- Key business objectives and focus areas
- Any specific metrics or achievements to highlight

Conversation Flow Design

Agent: "I'll prepare comprehensive QBR materials for you. Let me 
       gather some details:
       
       1. Which customer and quarter are we reviewing?
       2. Who will be the primary executive audience?
       3. Are there specific achievements or metrics to highlight?
       4. What are their key business objectives this year?"
       
User provides context → Agent executes action → Delivers materials

Step 3: Real-World QBR Examples

Technology Company Q3 Review

Generated Content:

**Executive Summary:**
"TechCorp achieved 240% ROI in Q3 through strategic platform 
optimization, resulting in $1.2M operational cost savings and 
35% improvement in development velocity. Key achievements include 
successful DevOps transformation, 99.9% system uptime, and 
50% reduction in deployment cycle time."

**Performance Highlights:**
• Development velocity improved 35% (key business objective)
• System reliability achieved 99.9% uptime (exceeded SLA)
• Cost savings of $1.2M through automation (20% above target)
• Team productivity increased 28% through workflow optimization

**Strategic Recommendations:**
• Expand automation to QA processes (estimated $300K additional savings)
• Implement advanced monitoring for predictive maintenance
• Explore AI/ML capabilities for next-generation product development
• Consider strategic partnership for market expansion

Healthcare System Q2 Performance

Generated Content:

**Executive Summary:**
"Regional Medical Center improved patient outcomes and operational 
efficiency in Q2, achieving 15% reduction in patient wait times, 
98% clinical compliance score, and $800K annual cost savings through 
workflow optimization. Strategic technology initiatives support 
long-term growth and quality improvement goals."

**Key Achievements:**
• Patient satisfaction scores increased to 4.7/5 (industry leading)
• Clinical workflow efficiency improved 22%
• Regulatory compliance maintained at 98% (exceeded requirements)
• Staff productivity gains of $800K annualized value

**Next Quarter Focus:**
• Expand patient portal capabilities for enhanced engagement
• Implement predictive analytics for resource optimization
• Launch telehealth integration for rural patient access
• Develop center of excellence for digital health innovation