---
title: Sales Handoff - Hacking on a handoff process from sales to operations
slug: sales-handoff-hacking-on-a-handoff-process-from-sales-to-operations
published_at: 2023-09-29 11:00:30 +0000
updated_at: 2026-03-04 20:12:56 +0000
summary: 
description: .  #rubyonrails #ruby #rails
tags: [cjav_dev, web development tutorials, web development for beginners, vim, ruby, rails, javascript, ruby on rails, active record, ruby on rails tutorial]
views: 421
author: CJ Avilla
url: https://www.cjav.dev/videos/sales-handoff-hacking-on-a-handoff-process-from-sales-to-operations
youtube_url: https://www.youtube.com/watch?v=Os4v_a2XKk8
youtube_id: Os4v_a2XKk8
embed_url: https://www.youtube.com/embed/Os4v_a2XKk8
thumbnail_url: https://i.ytimg.com/vi/Os4v_a2XKk8/hqdefault.jpg
type: video
---

# Sales Handoff - Hacking on a handoff process from sales to operations

*Published: September 29, 2023*
*Views: 421*

## Watch

[Watch on YouTube](https://www.youtube.com/watch?v=Os4v_a2XKk8)

[![Sales Handoff - Hacking on a handoff process from sales to operations](https://i.ytimg.com/vi/Os4v_a2XKk8/hqdefault.jpg)](https://www.youtube.com/watch?v=Os4v_a2XKk8)

## Description

.

#rubyonrails #ruby #rails

## Transcript

what's up party people we need to create or productize some process for the sales team to hand off projects to the operations team so let's dig into this it says we've got some admin overhead and we want to like decrease the burden for handing off between sales and operations so we want to like make sure that we've completed all the actions I we've actually got several tickets about this that I went in and made sure they were all sort of related to this so here's another ticket sales to Ops checklist we need to productize the sales to Ops hand off so we want to make sure that they have sent the preference form so this is just an email we want to make sure that they've sent the color sheet that's another email and that they've uploaded photos and updated the descriptions to be clear almost like logging in and seeing reminders okay we've got this other ticket that's sort of similar and finally we want to notify and slack when things are transferred over let's get in and implement this part of it I think is also going to be or will also involve cleaning up this view here so we have a way to filter by who is the manager of an active lead and then also the sales status so we can see like what are all of the leads that Susie wilderman has right now so this is kind of like all of Susie's leads so what we want to do is start with I think that we want to create this new model this New Concept called the sales handoff and the idea will be we're going to create this object that represents a handoff between one part of the the customer journey to another part where we're going to hand off from one manager to another that'll let us do a couple things like one we can track the status of those sales handoffs to make sure that they're being received and uh or maybe they're getting kicked back to the sales team to add more detail another thing we can do is collect or we can do like validations to make sure that the projects are in the right States so let's start off with rails G scaffold sales handoff and we're going to say the person that we're handing off to this is going to be a foreign key we're going to do a belongs to Association to the manager that we're handing this off to and maybe to make this more clear we can say this is the new manager and then we might have some notes as a text field and we're gonna have maybe a status I'm going to store this as an integer and we'll use an enum value I've been using enums all over the place recently I really like the patterns that fall out when you have an enum and so that I said D I need G we want to generate the scaffold okay so let's look at the the migration that it created create sales handoffs and in here we've got this foreign key but because new manager is not a class and there's no table called new underscore managers in the database we need to make this foreign key to table for the users we'll say that notes can be blank and then the status here will buy default be zero and will not allow nulls inside of there in this project we're using discard as the way that we do soft deletes so we want to add a date time for discarded app and then we're also going to add an index for that discarded app because we're going to filter almost all the time we're going to filter by sales handoffs where discarded at is null to give us the current sales handoffs okay so this is looking pretty good and then if we look at the sales handoff model here you'll see a few things we've got this discard model that so we kind of like customize the generator a bit here to do a few things for us one is it's adding this discard model it's trying to figure out a prefix based on the first three characters of the class name but this we might want to just say like this is the the handoff or something I don't know audited lets us keep track of who's changing what belongs to new manager this is going to have a class name of user and then we also want to set up our enum which lets us or one of the reasons why it's nice to set the enum before running the migration is that in the comment that the annotate gem will make it will have the like the name for the default so this pending the pending handoff and maybe when we first create it it's like delivered or something I don't know pending is a pretty generic term for status but that should be fine for now we could always come back and change the name of the status and as long as we keep the numbers the same and they sort of mean the same things then that should be fine okay let's migrate rails DB migrate and now if we refresh the page here we uh oh I guess we got to go to our routes file and move let's move sales handoffs down into our normal routes here hijk Elemento p q r s somewhere in here should work fine so now we should have something like sales handoffs is a new thing with a bunch of sales handoffs so if we say give me a new sales handoff oh you know what the other thing that we didn't track was the project so the sales handoff is definitely related to a project so I'm going to say railsdb rollback so that it undoes the migration that we just did we'll go into create sales handoffs and add a new references here this is going to reference a specific project and in this case we can just say foreign key true because this is referencing the projects table so that should be just dandy rails DB migrate okay we also need to go back into our sales handoff model and add it belongs to for the project and we can go to the other side here and say that a project has many sales handoffs okay we'll go back over actually Let's see we do want that thank you GitHub Copilot okay so then from the sales handoffs here we just have the the new manager we might go to the user model and add like you know the user has many sales handoffs but for now we'll kind of keep that as is okay I think our model air is looking decent enough the other thing I sort of thought about was that a sales handoff we kind of always want this to be related to a project so I think what we can do is in the we can add a query string parameter to this new route that just has the project ID and then we'll just use the that value when we're creating this so new manager this is going to be a drop down list of the people who could be managers notes I think it might be fun to do some like automatic summarization of the project or something so maybe we can do that in addition to some custom notes that people set and then status should be a drop down list of or maybe not even available as a form like maybe the sales handoff is just like who's the new manager and what are the notes about the project and then the status will be automatically set when we create the sales handoff that seems good okay so let's go to the the sales yeah sales handoffs controller and down here we will also we'll take in the new manager ID the notes for now we'll just leave the status as is and then we also want the project ID okay and on the new route we'll say at project is Project find params project ID I don't know if it ever makes sense to look at all like in a list of sales handoffs probably we're also going to make sure that you are logged in as an admin when you view this controller okay so in the new view for or in the form for the sales handoff what we want to do is embed this project ID in here so we're going to just say input type is hidden and the value is going to be sales handoff project ID oh no that's the name name and the value is going to be at project dot well there's a there's actually a couple different ways we could do this like we could always require that we're creating a project inside the controller here another option would be to initialize this dummy sort of placeholder with a project set up already so then here we can just say like project dot find Rams project ID what's cool about that is that we can just refer to the the sales handoff directly sales handoff.project ID I think that should work okay so now when we refresh the page here we should expect that there is a hidden input with id1 right so if we look at this we see this sales handoff project ID one and if we change this to four or something like that then we see value four so that will give us our project ID I don't know what's up why this is okay it says hidden inputs should end with this I just installed ale which is supposed to help in Vim for like highlighting syntax highlighting and things like that but um yeah uh okay so I've already got a select box in another form here called I don't know what is it project form for the manager so I'm just gonna like grab this same thing and paste it in here and then we're going to change manager ID to new manager ID so manager ID to new manager okay all right and this will be a select box that's going to iterate over employees and those employees that are account managers and it'll print out their names so now if we refresh this cannot write unknown attribute project ID sales handoff should have a project ID right oh you know what we didn't re-migrate did we really I thought we did rails DB migrate what's going on here oh okay it was just it was automatically refreshing without us updating okay so the the select box here right now is looking for a project but this is actually just a sales handoff okay refresh boom all right so now we've got the people who are account managers who are eligible to be the new one I think we should maybe also exclude the current account manager but we can we can make that Improvement later and then let's also just remove this status field for now because we're going to set that sort of as we transition so we'll need some this new sales handoff that's like okay here's what's going on with this project and then we will also have some way for the new manager to be notified and when they're notified they will also be able to like sort of accept that the thing was handed off and once it's accepted that means that they've kind of like got the ball and they're going to run with it from there in terms of breadcrumbs here I think I want the project to be in the crumb so that when we go back we don't go back to the list of all sales handoffs I want to just see the project so in my new view which is rendering my form I can also change this to be like I don't know the project so sales at sales handoff .project.title and this will be the project path for the sales handoff.project I think that okay so this this gives us a way to get back to the project the other thing is that from the project view I want a new action here that's going to be like a handoff or something so from the project show page we'll add a new method down here that is like hand off and we can do this like if at project dot status is less than four I can't remember but there's there's like let's just see if this okay so status I want like the integer value for the status because if we look at the project or this is actually like sales status if the sales status is less than four so take a look at the project here and sales status project the project model so the sales status is an enum that has all these different values right but only the first you know one two three four are statuses where we would care about displaying the handoff and in fact like maybe we should only display the button once the status is one but I think there might be a possibility where you know someone's going out on leave and they want to hand something off early or I don't know there's there's going to be different scenarios where we might want to hand it off in any of these cases I don't think we'll ever want to hand it off if it's lost what is another way that we could do this uh okay so if it's active maybe is that okay so I wonder if that will okay let's see project let's find this project .find this is going to give us proj and we want to mess around with proj DOT sales status okay so it's lead so project.active does this okay yeah we have this active scope but I want to also add an active just like a Boolean value to check to see if a project is active and it will essentially do this same same filtering it's just going to check to see if the sales status in the project status are one of these so here we'll just add a method down here on okay here we go is the project active so if it's if it's not discarded and no okay okay so the sales status is in one of these and the project status is not one of these all right same thing with project status all right so now we can say is the project active and it is and then if we say project.update project status to done then is it active no okay so we'll put it back to unknown and then we'll change the sales status or let's say project.active should be true and then we'll change the sale status sales status to Lost ghosted and now it's not active okay great so that's working as expected from the project Show view if the project is active then we want to show this link to handoff okay oh this one was lost okay or did I just I just yeah sales status is leaked okay and now we have this handoff link so when we click on that link where should it go it should go to create a new sales handoff and in the query string we should have project ID at project dot prefix ID because we don't actually want the the real numeric IDs in the URL we want this like project ID in the URL for prefix IDs okay so now we have a new manager let's pick the new manager and we're going to say some test notes and create all right we've got a new manager the status is pending we have some test notes so it looks like the sales handoff was created successfully that's fantastic in the show View for the sales handoff I want to show maybe some more details about the new manager let's titleize the status and let's also add a link to the project so in the sales handoff sales handoffs partial here we'll just make this a little prettier with a title and then for the new manager we'll say newmanager dot name that should give us the name of the person and let's Also let's also put like the avatar for for them let's see what is this Avatar helper Avatar URL for okay so that should nope Avatar URL how are we using this ah we need an image tag okay so image tag with the Avatar URL for the thing and then we're going to give this a class of rounded fold and width and height of 10 and because we're in local development these images are actually like from a production S3 bucket so we're not going to see the image but we know that it should sort of be there and one other thing that we want to do is just make it so that these are in the same row so I'm going to say class Flex Flex row and then is that gonna automatically okay Gap two okay I don't know I think it's gonna look fine just like that okay we also want a link to the project so let's do that now so we'll just say this is the project and we're gonna make a link to the prod sales handoffs projects title and this is going to go to the project path for the sales handoff project okay this is the the name of the project so now we can go back to the interior we might also eventually want to list like all the handoffs that have been created somewhere on maybe on this sales view here and okay another thing is that when we create a sales handoff we want to touch the project so that it's updated so that we know that something happened to the project and the project is pretty important on the sales handoff details so we'll put those at the top we'll put the link to the project at the top um and then we probably also want some way from from this page to let the receiving manager approve it or like accept it so we'll get there in just a moment but before we do that let's also notify in Slack when this happens okay let's see actually before we go too far let's run the tests and I'm sure there's a couple little things we need to update since we are we changed authentication and we changed a couple little things okay yeah so part of it is that our fixture sales handoffs doesn't know about projects so we need to say project one project two okay rerun the tests in here you can see that this is expected it to be a redirect to this but it redirected to user slash sign in that's because in this controller test we're not yet logging in as an admin so I'm just going to change that to admin and then the other thing is that the params here we need to like add the project ID in this this is all the result of me for getting to add the project ID when we were generating the scaffold this would be so much faster if I had like thought it out a little bit more carefully and planned it out so here we can just say project ID is projects one dot ID and then we need to add those params back in here and I think we can do the same thing here at params and then I have a the Vim test plugin setup so I can just do like leader which leader leader G which will run through all the tests in the same file directly from Vim pretty handy it says couldn't find the project without an ID in the should get the new view okay so in the new view here we need to pass in the project ID in the query string parameters and all right probably yeah we're moving we're moving quick and glossing over some stuff but I think that's all right so in the sales handoff controller after we create the sales handoff here and after it's saved successfully we want to notify the new manager and the other thing is that before we save we also want to validate that the project is in a state that we can hand it off and figuring out what those validations are is going to be kind of interesting and where we should put those I'm kind of wondering if we want like a separate object that's like purely responsible for validating I also think that this type of business logic needs to be really flexible because over time we're going to change the rules a lot I expect based on like what point at which we're we're handing off so let's get the notify the manager stuff set up so let's get a fold sales handoff okay the next part is that we're gonna so we in this project we're using the noticed gem to send notifications so we're going to say rails G notice notification for a sales handoff notification I have realized that using this quite a bit that it is really helpful to name the notifications with notification at the end we've created a couple of them that don't have notification at the end and it's kind of tricky to figure out what the heck that class does without going into it and looking at it okay so we want to deliver by slack we're going to require pram account param sales handoff and then our message here is just going to be something like new sales handoff and the URL can be to the sales handoff path for param sales handoff now we updated them the generator for notifications so that it would also spit out this slack thing with a bunch of stuff that we expect to use every single time which comes in handy a lot we use slack notifications a ton so this is going to be something like new sales handoff and then in markdown here we'll put in the name of the customer let's actually just pull off like the customer is going to be params sales handoff.project Dot I think it's a count let's go look project account yeah I think it's a count and then let's also grab the product yeah project Rams sales handoff dot project okay and here we can do customer.name Dash the project.title and then we'll also put in the sales handoff notes rims sales handoff.notes and then in the actions we'll add a link that goes to the project inside of the tool so here we're going to say project or sales handoff URL params sales and off okay in fact we might actually want yeah I think we want two URLs so the first one is going to be the sales handoff see the sales and off and then the other one's going to be see the project okay so the first one is going to be sales and off URL here we're using URL instead of path because we want the fully qualified URL with the domain and all that business in slack because slack doesn't know about what domain we're at so we'll call that sales handoff URL and then down here we'll call this the project URL and this will go to project so we'll see the project and then for the context about this notification we're going to say this was sent because someone is handing off a project in fact instead of someone we technically could pass down the current user but for now we'll just keep it as someone to keep it simple all right so we have this sales handoff notification we want this to be fired in the sales handoffs controller when it is created so here we'll say sales handoff notification dot with the sales handoff and in this project we always have to include an account and we're going to deliver to the new manager Now by default even though we're saying we want to deliver it to the new manager we're using like a generic websocket or I'm sorry a generic web hook endpoint for slack so it's going to end up in like a bucket over in Slack okay so let's give it a whirl by creating a new sales handoff which technically I think from maybe from sale right okay so from sales we find a project we go to handoff and we're going to hand it off to Romana testing notes create sales handoff and boom there it is we have this new sales handoff in Slack Crowd Goes Wild ah this is cool okay so now from here we should be able to see sales handoff and we jumped right to it and we should also be able to see the project jumped right to it so that is working well exciting times exciting times okay that is fantastic all right so that sort of solves some of these issues right like that's kind of going to close out the send notification in slack thing so I guess I can send this to myself and pop it in this cycle and then now I think we want to work on yeah some requirements when we go to create the sales handoff at the top of this view I feel like we want to list out some requirements and whether or not those have been fulfilled in fact we might want to pop this entire form into some view over here for this for the sales team there's also like a bit of cleanup that we can do here so that we only show sales related information before the project is in a one state or status so I think we want a sales specific project view but for now we'll just add the checklist at the top and then leave it up to the team for now to make sure that they have done the right steps let's also go back to the concept of marking this as approved maybe we just add a button here that says like um accept or something for accepting the handoff so inside of our sales handoff show page let's also add a button two accept and this is going to be a new a method that's going to go to like the sales handoff path we're just going to update the sales handoff and yeah okay the method is going to be patch and data or is it I think it's params and then what status I forget what we called the status let's go take a look at the sales handoff thing accepted okay so if we refresh let's take a look at this button here so this should have created a form for us and on the form we have patch it's going to go to the correct path and it will update the status to accepted or actually I guess this is this needs to be nested inside of sales handoff status is accepted right there we go and now when we click accept that marked it as accepted okay great so we only want to show the button if the current user's ID is equal to the S then the person who's receiving it right this is the new manager and if the sales handoff is not accepted so we should not see it all right so let's go to another project here and we're going to hand it off to ourselves so I'm rev ravinga oh wait I don't have okay so we'll have to figure out yeah all right so let's create another one for Mike all right so I don't see the button because I'm logged in as raviga so I want to create and I think I just find myself I okay now I should be a crap now I should be an account manager so that when I go back here and create a new sales handoff from someone to me sales handoff to me I'll be the new account manager blah blah blah create sales handoff now I see the accept button cool and when I click on accept it goes from pending to accepted and I no longer see the button so that is cool yeah I'll have to go back through and add all of the validation stuff which I'm going to do sort of offline because I think that's going to take a bit of just messing around with CSS which isn't very fun but yeah we'll wrap it up there this was kind of just you know basic crud stuff with a little bit of notifications but I'm just trying to shake off the dust shake off the cobwebs get back in the flow thank you so much for watching and we'll see in the next one

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