Tracking Conversion Times with Contact Stages

In Propertybase version 1.466 we've add a new configuration that tracks conversion time between contact stages. With this powerful new configuration you can track how long it takes to go from new lead to working, working to active, etc. This article will walk through adding this configuration to Propertybase.

Note: Propertybase accounts created 10/5/17 or later have this configuration preinstalled.

Not on version 1.466? Click here to update.

Estimated completion time: 60-90 minutes.


Check Stage Values

Before we begin, we need to make sure our Contact object has the correct stage values.

  • First, open any Contact record.
  • Next click the gear icon at the top of the page, then click Edit Object.
  • Click Fields & Relationships in the left menu.
  • Scroll down and click Stage.

The image below shows the default stage values and API Names. If your values are different, modify them so they match the data below. Make sure "New Lead" is set as the default value.

Note: You may need to clear your Propertybase cache for the new stage values to appear.

Click here to clear your Propertybase cache.

Create Custom Fields

With the correct stage values set, it's time to create custom fields that will record the time spent between them.

  • Click Fields & Relationships in the left menu.
  • Click New in the top right corner.
  • Scroll down and select Date/Time.
  • At the bottom of the page, click Next.
  • Enter "Disqualified Stage Time Stamp" for Field Label.
  • Enter "Disqualified_Stage_Time_Stamp" for Field Name.
  • Click Next.
  • Click Next. (Leave field-level security defaults checked.)
  • Click Save & New. (Leave page layout defaults checked.)

Continue creating custom date/time fields using the data below:

Field Label Field Name
Nurture Stage Time Stamp Nurture_Stage_Time_Stamp
Active Stage Time Stamp Active_Stage_Time_Stamp
Working Stage Time Stamp Working_Stage_Time_Stamp
New Lead Stage Time Stamp New_Lead_Stage_Time_Stamp

Add Workflow Rules

  • Click Home to go to Setup.
  • Type "workflow" in Quick Find and then click Workflow Rules.

Note: If prompted with a "Understanding Workflow" screen, click Continue.

  • Click New Rule.
  • For Object, select Contact.
  • Click Next.
  • Enter "Disqualified Stage Time Stamp" for Rule Name.
  • Leave Evaluation Criteria at its default value.
  • Add a "Contact: Stage" field with operator "equals" and value "Disqualified".
  • Click Save & Next.
  • Click Add Workflow Action then select New Field Update.
  • Click Save.
  • Click Done.
  • Click Activate.
  • Click Workflow Rules in the left side bar.

Continue creating workflow rules, using data from the tables below, untill all rules and actions have been created.

Workflow Rules

Rule Name Evaluation Criteria Field Operator Value
Disqualified Stage Time Stamp created, and any time it's edited to subsequently meet criteria (default) Contact: Stage equals Disqualified
Nurture Stage Time Stamp created, and any time it's edited to subsequently meet criteria (default) Contact: Stage equals Nurture
Active Stage Time Stamp created, and any time it's edited to subsequently meet criteria (default) Contact: Stage equals Active
Working Stage Time Stamp created, and any time it's edited to subsequently meet criteria (default) Contact: Stage equals Working
New Lead Stage Time Stamp created, and any time it's edited to subsequently meet criteria (default) Contact: Stage equals New Lead

Workflow Actions

Name Unique Name (Use Default) Field to Update (Custom Field) New Field Value Formula
Update Disqualified Stage Time Stamp Update_Disqualified_Stage_Time_Stamp Disqualified Stage Time Stamp Now()
Update Nurture Stage Time Stamp Update_Nurture_Stage_Time_Stamp Nurture Stage Time Stamp Now()
Update Active Stage Time Stamp Update_Active_Stage_Time_Stamp Active Stage Time Stamp Now()
Update Working Stage Time Stamp Update_Working_Stage_Time_Stamp Working Stage Time Stamp Now()
Update New Lead Stage Time Stamp Update_New_Lead_Stage_Time_Stamp New Lead Stage Time Stamp Now()

Create Formula Fields

We've created custom fields and setup workflow rules to record stage changes. Now we need to create custom formula fields to calculate time between stages and then convert that time to hours and minutes.

1. Create Formula Fields to Calculate Time Between

Next we are going to create custom formula fields. These will take the time data stored in our time/date fields and calculate the actual time spent between stages.

  • Click Object Manager at the top of the screen.
  • Scroll down and click Contact.
  • Click Fields & Relationships in the left menu.
  • Click New in the top right corner.
  • Scroll down and select Formula.
  • Click Next.
  • Enter "Conversion: New Lead to Working" for Field Label.
  • Enter "Conversion_New_Lead_to_Working" for Field Name.
  • Select Text as Formula Return Type.
  • Click Next.
  • Enter the Forumula Text for "Conversion: New Lead to Working" from the table below.
  • Click Next.
  • Click Next. (Leave field-level security defaults checked.)
  • Click Save & New. (Leave page layout defaults checked.)

Continue creating custom formula fields using the data below:

Field Label Field Name Formula Return Type Formula Text
Conversion: Active to Nurture Conversion_Active_to_Nurture Text IF(ISBLANK(Nurture_Stage_Time_Stamp__c) = FALSE, TEXT( FLOOR(Nurture_Stage_Time_Stamp__c - Active_Stage_Time_Stamp__c) ) & " Days " & TEXT( FLOOR(MOD((Nurture_Stage_Time_Stamp__c - Active_Stage_Time_Stamp__c)*24,24)) ) &" Hours " & TEXT( ROUND(MOD((Nurture_Stage_Time_Stamp__c - Active_Stage_Time_Stamp__c)*1440,60),0) ) &" Minutes ", "")
Conversion: New Lead to Active Conversion_New_Lead_to_Active Text IF(ISBLANK(Active_Stage_Time_Stamp__c) = FALSE, TEXT( FLOOR(Active_Stage_Time_Stamp__c - New_Lead_Stage_Time_Stamp__c) ) & " Days " & TEXT( FLOOR(MOD((Active_Stage_Time_Stamp__c - New_Lead_Stage_Time_Stamp__c)*24,24)) ) &" Hours " & TEXT( ROUND(MOD((Active_Stage_Time_Stamp__c - New_Lead_Stage_Time_Stamp__c)*1440,60),0) ) &" Minutes ", "")
Conversion: New Lead to Disqualified Conversion_New_Lead_to_Disqualified Text IF(ISBLANK(Disqualified_Stage_Time_Stamp__c) = FALSE, TEXT( FLOOR(Disqualified_Stage_Time_Stamp__c - New_Lead_Stage_Time_Stamp__c) ) & " Days " & TEXT( FLOOR(MOD((Disqualified_Stage_Time_Stamp__c - New_Lead_Stage_Time_Stamp__c)*24,24)) ) &" Hours " & TEXT( ROUND(MOD((Disqualified_Stage_Time_Stamp__c - New_Lead_Stage_Time_Stamp__c)*1440,60),0) ) &" Minutes ", "")
Conversion: New Lead to Working Conversion_New_Lead_to_Working Text IF(ISBLANK(Working_Stage_Time_Stamp__c) = FALSE, TEXT( FLOOR(Working_Stage_Time_Stamp__c - New_Lead_Stage_Time_Stamp__c) ) & " Days " & TEXT( FLOOR(MOD((Working_Stage_Time_Stamp__c - New_Lead_Stage_Time_Stamp__c)*24,24)) ) &" Hours " & TEXT( ROUND(MOD((Working_Stage_Time_Stamp__c - New_Lead_Stage_Time_Stamp__c)*1440,60),0) ) &" Minutes ", "")
Conversion: Working to Active Conversion_New_Lead_to_Active Text IF(ISBLANK(Active_Stage_Time_Stamp__c) = FALSE, TEXT( FLOOR(Active_Stage_Time_Stamp__c - Working_Stage_Time_Stamp__c) ) & " Days " & TEXT( FLOOR(MOD((Active_Stage_Time_Stamp__c - Working_Stage_Time_Stamp__c)*24,24)) ) &" Hours " & TEXT( ROUND(MOD((Active_Stage_Time_Stamp__c - Working_Stage_Time_Stamp__c)*1440,60),0) ) &" Minutes ", "")

Now that we've created our formula fields, we need to add them to the Individual Contact Page Layout.

  • Click Page Layouts in the left menu.
  • Click Individual Contact.
  • Create a New Section below Additional Information called Conversion Times.
  • Drag the custom date/time fields to the new section and organize them to match the configuration below.
  • Click Save.

2. Create Formula Fields to Convert to Hours & Minutes

Now we need to create custom fields that will convert time between stages to hours and minutes.

  • Click Fields & Relationships in the left menu.
  • Click New in the top right corner.
  • Scroll down and select Formula.
  • Click Next.
  • Enter "Conversion: Working to Active (Hrs)" for Field Label.
  • Enter "Conversion_Working_to_Active_Hrs" for Field Name.
  • Select "Number" for Formula Return Type.
  • Select "0" for Decimal Places.
  • Click Next.
  • Enter the Forumula Text for "Conversion: Working to Active (Hrs)" from the table below.
  • Click Next.
  • Click Next. (Leave field-level security defaults checked.)
  • Uncheck "Add Field" to deselect both Individual and Company Page Layouts.
  • Click Save & New.

Continue creating custom formula fields using the data below:

Field Label Field Name Formula Return Type Decimal Places Formula Text
Conversion: Working to Active (Hrs) Conversion_Working_to_Active_Hrs Number 0 (Active_Stage_Time_Stamp__c - Working_Stage_Time_Stamp__c )*24
Conversion: Working to Active (Mins) Conversion_Working_to_Active_Mins Number 0 (Active_Stage_Time_Stamp__c - Working_Stage_Time_Stamp__c )*24*60
Conversion: Active to Nurture (Hrs) Conversion_Active_to_Nurture_Hrs Number 0 (Nurture_Stage_Time_Stamp__c - Active_Stage_Time_Stamp__c )*24
Conversion: Active to Nurture (Mins) Conversion_Active_to_Nurture_Mins Number 0 (Nurture_Stage_Time_Stamp__c - Active_Stage_Time_Stamp__c )*24*60
Conversion: New Lead to Active (Hrs) Conversion_New_Lead_to_Active_Hrs Number 0 (Active_Stage_Time_Stamp__c - New_Lead_Stage_Time_Stamp__c)*24
Conversion: New Lead to Active (Mins) Conversion_New_Lead_to_Active_Mins Number 0 (Active_Stage_Time_Stamp__c - New_Lead_Stage_Time_Stamp__c)*24*60
Conversion: New Lead to Disq. (Hrs) Conversion_New_Lead_to_Disq_Hrs Number 0 (Disqualified_Stage_Time_Stamp__c - New_Lead_Stage_Time_Stamp__c )*24
Conversion: New Lead to Disq. (Mins) Conversion_New_Lead_to_Disq_Mins Number 0 (Disqualified_Stage_Time_Stamp__c - New_Lead_Stage_Time_Stamp__c )*24*60
Conversion: New Lead to Working (Hrs) Conversion_New_Lead_to_Working_Hrs Number 0 (Working_Stage_Time_Stamp__c - New_Lead_Stage_Time_Stamp__c )*24
Conversion: New Lead to Working (Mins) Conversion_New_Lead_to_Working_Mins Number 0 (Working_Stage_Time_Stamp__c - New_Lead_Stage_Time_Stamp__c )*24*60
  • Open any Contact record and you should now see conversion time tracking in the Details tab.

Note: If you don't see data, you need to change the stage value on that record. You can change stage values using the contact path. If you don't have the contact path, click here to learn how to add it.

Congratulations! You have successfully added conversion time tracking to the Contact object.

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