Getting Started with Formula Fields and Field Validation

Joseph Zito, Mimeo.com

Jessica White, eSpeed

Eric Bezar, salesforce.com

Track: Admin I: Getting Started

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Today’s Agenda

What are Custom Formulas and Why Anyone Can

(and Should) Use Them

Customer Showcase – Mimeo.com

Customer Showcase – eSpeed

Sneak Peek at the Roadmap

Resources, Resources and More Resources

Q&A with Speakers

What Are Formula Fields?

Formulas allow you to:

Define calculations and metrics specific to your business

Add application logic without involving IT

Customize CRM or create new applications from scratch

A Brief History

Formula fields (Summer ’05)

Validation rules(Winter ’07)

Rollup Summary Fields(Summer ’07)

Some Formula Field Stats

Total # formula fieldsin all orgs

197,000

Avg # formula fields per org

5.1

Most formulas in one org 836

# orgs with more than 25formulas

2,280

What Are Formula Fields?

What Can You Do With Formula Fields?

Advanced Formulas Lead scoring Round robin lead or case

assignment Auto dialer phone integration Targeted offers & call scripts Complex escalation rules Dynamic hyperlinks

Simple Formulas Opportunity discounting Commission calculations Splits Gross margin Lead or case aging (days

open) Calculated follow-up dates

One Formula Language, Multiple Uses

Formula Fields

• Currency, Number, Percent, Text, Date, Datetime

• Use everywhere you can use a custom field

• Validation Rules

• True / False (Boolean) expressions

• Prevent invalid data from being saved

• Workflow Field Updates

• Store the results of a formula in another field

• Other

• Email templates, Web Links, sControls

What Are Validation Rules?

Validation Rules allow you to:

Prevent invalid data from being entered into Salesforce

Define error messages to display for invalid data

Increase the accuracy of information used to support business decisions

What Can You Do With Validation Rules?

Advanced Validations

Conditionally required fields

based on Stage

Role-based discount limits

User-specific purchasing limits

Enforcement of approval

processes to make certain

changes

Simple Validations

Valid state & country codes

Percent between 0-100%

Close Date not back dated

Amount not negative

Account number length

Valid postal code format

Formula Syntax

Formulas are composed of

Merge fields – References to field valuesAmount

1

Literal values – Any number or text string0.02"Hello"

2

Operators – Symbols that specify what operation to perform

+ - * / & ^

3

Functions – Predefined calculations that may require input

ROUND(number, num_digits)

4

ROUND(Amount) * 0.025, 2)"Hello" & FirstNameCloseDate - 7

Validation Rule Syntax

Error Condition Formulas are composed of

Merge fields – References to field valuesCloseDate

1

Literal values – Any number or text string0.02"Hello"

2

Operators – Symbols that specify what operation to perform

+ - * / & ^ = <> <= < >= >

3

Amount < 0

CloseDate < TODAY()

AND( Amount < 0, CloseDate < TODAY())

Functions – Predefined calculations that may require input

TODAY()

4

AND ( ISPICKVAL( StageName, "Closed Won"), ISNULL( Delivery_Date__c ))

Demo

Creating a simple validation rule

Joseph Zito

Director, Sales Operations

joe@mimeo.com

All About Mimeo.com

• INDUSTRY: Business Services

• EMPLOYEES: 450

• GEOGRAPHY: Global

• # USERS: 210

• PRODUCT(S) USED: Salesforce Unlimited Edition, Salesforce SFA & Call

Center, 3 downloaded AppExchange applications, 4 custom apps, and 10

custom objects.

• Mimeo.com is fastest and most convenient way to manage, print, and

distribute business documents.

• Our proprietary technology enables professionals to upload, proof, and print

career critical documents.

• In by 10 PM back by 8:30 AM

A little about me

• NOT A DEVELOPER

• Accountant by education and experience

• “Accidental” Sales Operations Professional

Key Challenges in Tracking Market Share

Territory BalancingTerritory Land GrabsNo “Share of Wallet” Visibility

External Spreadsheets No Centralized Place to Calculate and Publish

The Solution

• Custom Formula for Estimated Print on Demand Spend• Calculated “Estimated Print On Demand Spend”

• Based on research of leading Print Industry experts

• Formula based on reported Annual Revenue of a

customer / prospect

Deployment DetailsCustom Formulas - 1Number of Users: 210Use of existing data integrationLittle training neededSales & Sales Mgmt Units affectedOngoing improvements

The FormulaPrint On Demand spend is estimated as a fixed amount of total Annual Revenue

Simple Formula Advanced Formula Industry Specific

Use of CASE makes the formula more manageable and the logic less complex.

What Were the Results?

• Crystallized “share of wallet”

• Presented hard facts to reps

• Hundreds of hours saved in data collection & analysisSample POD / Vertical Data Sample POD / Rep Data

In Summary

Start basic and evolve as your skills and business

needs advance

Underlying data unaffected, feel free to experiment

Dig into the advanced formulas

You never know what you might learn…

JESSICA WHITE

Vice President, Process Management

jwhite@espeed.com

All About eSpeed, Inc.

• INDUSTRY: Financial

• EMPLOYEES: 450

• GEOGRAPHY: Global

• # USERS: 150

• PRODUCT(S) USED: Salesforce SFA & Call Center, 3 downloaded

AppExchange applications

eSpeed, Inc. (NASDAQ: ESPD) is a leader in developing and deploying electronic marketplaces and related trading technology that offers traders access to the most liquid, efficient and neutral financial markets in the world. eSpeed operates multiple buyer, multiple seller real-time electronic marketplaces for the global capital markets, including the world's largest government bond markets and other fixed income and equities marketplaces.

A little about me

• I am NOT a programmer!!!!

• I am a business process manager

• Background in data analysis

• Previous database experience

• Intermediate Excel user (no macro’s or other funky stuff....)

Key Challenges

Run manual reports

Multiple user interventions

Invoices Generated

Management of Receivables

The Requirements

Department: Futures Sales

# Users: 21

Key Requirements

• Count of 3rd Party Products

• Sliding Scale Pricing on 3rd Party Products

• Automated Updates when orders change

• Lessons Learned

• Buy-in and sign off from all stakeholders

• Use the HELP functionality

The Solution

How did we address these challenges?

• Migrated all CRM & Pricing data into Salesforce

The Solution

How did we address these challenges?

• Created Formula to do calculations

Calculate the number of 3rd Party Products that have been selected

for this user

Use the number of 3rd Party Products to determine which

Price Point to Charge

The logical test on an if statement

involving a checkbox, is just “that it is”.... You don’t need to say that it is true/false

It’s often easier to write nested if

statements from the inside out. Start

with the last evaluation that you

need, and build outward

Resources

Results

What were the results?

Management Billing SupportSales• Full Integration into parent

company workflow

• One View for all

• Pricing matched to

Contracts

• Time Savings of 25%

• Receivables managed by

central AP department

Roadmap: What Is Next?

Formula fields (Summer ’05)

Validation rules(Winter ’07)

Rollup Summary Fields(Summer ’07)

• Cross-object rules(Winter ’08)

• Cross-object formula fields

• Rollup summary fields on more standard objects

• More functions

Resources

Online help is available via Help and Quick Links in the Formula Wizard

Visit the Custom Formulas & Validation Rule home pages on the Successforce.com website

product tutorials

Useful sample formulas

Useful sample validation rules

best practices

tips & techniques

more

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Joseph Zito

Director, Sales Operations

Jessica White

VP, Process Management

Eric Bezar

VP, Product Management

QUESTION & ANSWER SESSION