You can assign Plays to specific teams at the time of creation, or at any time after creation, right from the Play interface.
Suggestion: Create the Play and test with just a few users first. To do this, you’ll need to export the Play file and share via email or other file sharing methods. More information on exporting Plays is below.
Caution: Avoid the temptation to share Plays with ALL TEAMS for the following reasons:
- Plays will rarely apply to all Playbooks Teams because they are typically grouped by functions. What applies to a Business Development Rep (top of sales funnel) wouldn’t apply to an Account Manager (bottom of funnel).
- This clutters a user’s Play collection. When users are adding records to Playbooks and selecting which Play to use, this list only displays 5-8 Plays (see image below). Scrolling and even using the search feature takes extra time and clicks.
Exporting & Importing Plays
Imagine your Sales Enablement team is compiling a Play library with success details and easy Play file download. Or, as mentioned above, you want to first test a Play with select users before sharing with the whole team. You can easily export and import Play files for situations like these.
Play files have a “.play” extension and will not include any email attachments that were included in email templates used in the Play. Placeholder fields on email templates are also not included in the exported Play file. You’ll need to take note and instruct users that are importing files where to add Placeholders.
Steps to export Play files:
- With the specific Play open, or from the Play Library view, click the vertical ellipsis in the top right corner of the Play interface.
- Select Export.
- Click OK.
- The file will be downloaded and available in your Downloads folder on your hard drive.
Steps to import Play files:
- When viewing all Plays, either from Playbooks or the Playbooks Manager App, click the yellow plus sign.
- Select Import.
- Browse to the file location, select Play file, and click “Open.”
- Play file is then added and available to edit.
Note: If you already have a Play with the same name in your Playbooks instance, you will not be able to add the Play file. You can browse to the file and change the file name before importing, but this is not the optimal way to version your Plays. It is much easier to use the “Make a Copy” feature.
Make a Copy of a Play
When you embrace the best practice of testing your cadence strategy, which we highly recommend, you will need to know how to make a copy of a Play. You will also want to use this method once a Play is LIVE and can no longer be edited because records are enrolled in the original Play. This is an easy, straightforward process.
Steps to Copy a Play
- With the specific Play open, or from the All Plays view, click the vertical ellipsis in the top right corner of the Play interface.
- Select to Copy the Play.
- Give the new Play a name. Consider adding a date, name, or version number to differentiate from other Play names.
Limitations: Number of Plays
Before we move onto the next lesson, it should be noted that there is no restriction to the number of Plays your Playbooks organization can have. In order to avoid the proliferation of Plays, we strongly recommend organizations to establish some internal guidelines.
- Unused Plays are deleted after 30 days
- Only 10 personal Plays per user
- Anyone granted the ability to manage Plays must take the Play Maker course