Management Reportingin Salesforce

Copyright 2013, Third Sector IT. All rights reserved

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Housekeeping

• Fire Alarm procedure

• Facilities

• Audio and Video (loud and large?)

• Questions during and after

• Workshop based approach

• Course length

• Feedback forms

Two Salesforce Orgs

• Log into the Training Org

– Shows TrainingUser on upper right

• Log into your Own Org as well

– Use a different web browser! Firefox, IE, etc.

– Shows your name in upper right

– Don’t break anything – we aren’t responsible!

– If you only create reports and dashboards and save to My Personal Folder, you (probably) won’t break anything

About Us

• We provide Salesforce implementation, training and support

• Seats on our training courses are available individually, as part or a support contract, or as a bulk discount

Introduction

• Please introduce yourself

• Tell us a specific reporting goal you have for today, such as:

– I want to know what percent of our…

– In the last three months, how many…

– Which of our staff are the top…

– What is the average days that…

Course Goals

• Show aggregate data (w/ and w/out details)

• Perform numerical calculations on that Data

• Compare month to month, or percentage of total

• Identify data ranges through highlighting

• Display data graphically through Dashboards

Applicability

• You can report on every Object/Tab

• 98% of what you learn today will be relevant to your unique customisations

• These methods can be applied to all your data!

• Non-Profits: Opportunities = Donations/Grants

• If you can drive a car in England, you can probably drive in France

Bespoke Training & Creation

• Attendees get a complimentary 60 minute Report & Dashboard Session **

• Email support@thirdsectorit.org with 3 proposed one hour slots

• Sessions delivered remotely via screen sharing

• MUST be used within 4 weeks

• We also offer Bespoke Training, and half and full day Report & Dashboard Creation

Background

Views Not Useful for Management Reporting

Tabular Reports

Shows multiple objects, and single values. The most basic Management Reporting

SummaryReports

Grouping feature allows for different subsets to be shown, and compared. Powerful formulas

MatrixCross–visualisation of data, with vertical and

horizontal grouping.

Joined Reports

Multiple Summary Reports intelligently shown together by Grouping Level (bonus material)

Views

Tabular Reports

Summary Reports

With Details Hidden

With Details Shown

Matrix Reports

Almost Always shown With Details Hidden

Scenario

• What is this quarter’s revenue?

• Based on how many Opportunities/Donations?

– Show just these two numbers and nothing else.

– Save as “This Quarter’s Revenue”

– Remember, in current form can’t be used in any Dashboard

Your totals might be different! That’s OK

Extending This

• Group Opportunities into Small/Medium/Large (<4k<8k<) using Bucket Fields

– Group by this, and show just the record count and summed amount for each size, and the grand total

– Hide Details (may have to briefly show details in Report Builder)

– Save as “This Quarter’s Revenue by Size”

Your numbers may not be the same, that’s OK!

Analysing This

• What percent of these Opportunities make up each category, by amount and number?

– In the Report Builder, insert a formula, and use ParentGroupVal

– If you change your summary fields, your formulas disappear

– Save as “This Quarter’s Revenue with Percents”

Your numbers might be different.

Save this Report!

Creating Dashboards

• Show all of these values

– Trick – the tabular report won’t help you

– The summary report will be the basis of the gauge and the pie chart

– The bar chart can show the two percent values side by side

All widgets came from one Summary Report. Your numbers may be different.

Exploring Month on Month

• Scenario – you are asked about your month on month revenue

– In the training org, use week on week to accommodate the dummy data

– Show change from last week

– Show percentage change from last week

– Add conditional highlighting at -20% and -10% (or another percent)

Create a

• Summary Report

• Grouped by Close Date

• Display Date Values as…

• Add two formulas (example next slides)

• Add conditional highlighting to one formula

Exploring Month on Month

• Dashboards

– Line Chart on Percent Change

– Horizontal Bar Chart on Amount Change

– Second Vertical Bar Chart, Amount Change and Amount Sum

– What happened to Highlighting in the Report?

If using your own Salesforce org, use Month on Month

Understanding Staff

• Reports

– Summary Report of All Closed Won Opps by Staff (Sum on Amount)

– (Homework) Matrix Report of Closed Won Opps by Staff and Calendar Month (Sum on Amount)

– (Homework) Matrix Report of All Opps by Staff and Calendar Month (Record Count Only) with Highlighting

Homework! Try this with highlighting.

Understanding Staff

• Reports (In your Own Org)

– Summary Report of Contacts by Staff (Created By)

– (Homework) Matrix Report of Contacts by Staff (Modified By) and Calendar Month

Use Created By rather than Contact Owner if working in your own org

Understanding Staff

• Dashboards (Homework)

– 2 Dashboard Tables, Hall of Fame / Shame (Top 5 staff by Closed Won)

• Dashboards (Homework)

– 2 Dashboard Tables, Hall of Fame / Shame (Top 5 staff my Contacts Created)

• Use Summary Report as Basis, Tabular Widget with Maximum Values Displayed to limit rows

Thank You!

• Please fill in the course feedback survey

• Remember, schedule your free 60 minute session within 4 weeks by emailing support@thirdsectorit.org with 3 possible one-hour slots (delivered via screen sharing) **

• Stick around to ask any follow up questions