Analytic Snapshots: Common Use Cases that Everyone Can Utilize (Dreamforce 2013)


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Have you heard about Analytic Snapshots, but been intimidated about setting your first one up? Or, are you simply unsure of how you can use them? Join us as we show you how setting up a snapshot can be as simple as performing three easy steps. Several use cases that virtually every organization can take advantage of will be discussed, such as tracking user logins over time, measuring Chatter adoption, reporting on changes to key fields, and more! Step-by-step instructions for setting up your own snapshots will be available so you can put what you learn into practice immediately.

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  • Partner says something about their company
  • Launa Saunders Use Case
  • Launa Saunders Use Case
  • 1: Create a Source Report
    You’ll start by creating a source report, which can be a tabular or summary report. The source report should represent all the data that you’ll want to store at regular intervals so that you can analyze trends later
    2: Create a Target Object:
    During the second step you’ll create a target object, which is a custom object with fields to store the data from the report. The fields on the target object should have the same type as the fields on the original object – the one included in your source report
    3: Setup the Analytic Snapshot:
    During this step, you’ll select the source report, then you’ll select the target object. Next, you’ll map the fields on the report to the fields on the custom object. And finally, you’ll schedule the frequency for taking the snapshot
  • Analytic Snapshots: Common Use Cases that Everyone Can Utilize (Dreamforce 2013)

    1. 1. Analytic Snapshots Common Use Cases That Everyone Can Utilize Rhonda Ross, Appirio, Senior Consultant @crmdr
    2. 2. Safe harbor Safe harbor statement under the Private Securities Litigation Reform Act of 1995: This presentation may contain forward-looking statements that involve risks, uncertainties, and assumptions. If any such uncertainties materialize or if any of the assumptions proves incorrect, the results of, inc. could differ materially from the results expressed or implied by the forward-looking statements we make. All statements other than statements of historical fact could be deemed forward-looking, including any projections of product or service availability, subscriber growth, earnings, revenues, or other financial items and any statements regarding strategies or plans of management for future operations, statements of belief, any statements concerning new, planned, or upgraded services or technology developments and customer contracts or use of our services. The risks and uncertainties referred to above include – but are not limited to – risks associated with developing and delivering new functionality for our service, new products and services, our new business model, our past operating losses, possible fluctuations in our operating results and rate of growth, interruptions or delays in our Web hosting, breach of our security measures, the outcome of any litigation, risks associated with completed and any possible mergers and acquisitions, the immature market in which we operate, our relatively limited operating history, our ability to expand, retain, and motivate our employees and manage our growth, new releases of our service and successful customer deployment, our limited history reselling products, and utilization and selling to larger enterprise customers. Further information on potential factors that could affect the financial results of, inc. is included in our annual report on Form 10-K for the most recent fiscal year and in our quarterly report on Form 10-Q for the most recent fiscal quarter. These documents and others containing important disclosures are available on the SEC Filings section of the Investor Information section of our Web site. Any unreleased services or features referenced in this or other presentations, press releases or public statements are not currently available and may not be delivered on time or at all. Customers who purchase our services should make the purchase decisions based upon features that are currently available., inc. assumes no obligation and does not intend to update these forward-looking statements.
    3. 3. Rhonda Ross Senior Consultant @crmdr
    4. 4. All about Appirio Appirio is a global services provider that helps enterprises reimagine their business and become more agile using crowdsourcing and cloud, social and mobile technology.  More than 600 enterprise customers successfully moved to the cloud  Strategic partner of Salesforce since 2006  On-demand access to 600,000 of the world’s top developers, designers and data analysts through Appirio’s community  Currently have 18 Analytic Snapshots running daily for Sales, Marketing, and Project Management
    5. 5. Agenda • What are Analytic Snapshots? • What would you use them for? • Service, Non-profits, Sales, Chatter, other (Appendix) • What are the steps involved? • Demonstrate the setup • Additional resources • Q&A
    6. 6. What are analytic snapshots?  Definition… – “An analytic snapshot lets you report on historical data. Authorized users can save tabular or summary report results to fields on a custom object, then map those fields to corresponding fields on a target object. They can then schedule when to run the report to load the custom object's fields with the report's data. Analytic snapshots enable you to work with report data similarly to how you work with other records in Salesforce.”  In Layman’s terms please…  Analytic snapshots help to take a “snapshot” of data on a report at a specific time by storing the data in a custom object
    7. 7. What are historical trend reports (new in Winter ’14)? • Available for opportunities and up to 3 custom objects • Can select up to 8 fields to track • • 5 already selected for opportunities Can track trends day-to-day or week-to-week • E.g. Today vs yesterday • Can specify up to 5 historical dates in a report • Up to 3 months of data can be stored • NOT a replacement for a data warehouse and no plans to extend it to serve this function (per Winter ‘14 release notes)
    8. 8. WIIFM? – Why would I want analytic snapshots?
    9. 9. Analytic Snapshot Application Adoption – Login history BEFORE Background: Many managers are interested in knowing how often users are logging into Salesforce, and how many people are logged in each day. Problem: There is a standard report that tracks login history, however: •Only users with View Setup and Configuration access can view the login information •Each login is captured, preventing ability to answer the kinds of questions managers typically ask •Changes over time can be easily and accurately graphed Actions Taken Based on Snapshot Results/Findings: •Warning system if some users are not logging in regularly •Useful for new groups being rolled out – or for monitoring new hires AFTER Tips for Creating Snapshot: 1)Create Users summary report. 2)On Source Report, group by user and login date (not last login date). Set filter to Login Date=Yesterday. 3)Set snapshot to run daily. 4)If >2000 users in org, will need to divide into multiple source reports.
    10. 10. Amber Neill Boaz Director of Cloud Success @amber9904
    11. 11. Service Cloud: Forecasting Case Volume • How many “open” Cases do we have on Wednesdays? • Count of open cases at COB each day. • Snapshot with date and count. • Report on trends over time.
    12. 12. Nonprofits: Effectiveness over time • Membership status changes • Number of active members in October? November? • With a snapshot, you can even calculate down to the day!
    13. 13. Launa Saunders Business Analyst / San Diego UG Co-Leader MVP @LaunaSaunders
    14. 14. All about Illumina HOW WE USE SALESFORCE.COM: •Global SFDC implementation launched in 2005. •Multi-Org environment, with approximately 1000+ users globally in corporate environment. •Sales Cloud, Service Cloud, Custom Cloud, Partner Portal. •Custom integrations with internal systems (ERP, Cognos, BI, etc.) •Marketo linked with SFDC for marketing automation. Advancing human health by unlocking the power of the genome ABOUT US: Illumina ( is a leading developer, manufacturer, and marketer of life science tools and integrated systems for the analysis of genetic variation and function. We provide innovative sequencing and array-based solutions for genotyping, copy number variation analysis, methylation studies, gene expression profiling, and low-multiplex analysis of DNA, RNA, and protein. We also provide tools and services that are fueling advances in consumer genomics and diagnostics. Our technology and products accelerate genetic analysis research and its application, paving the way for molecular medicine and ultimately transforming healthcare.
    15. 15. Analytic Snapshot Application Pipeline Trends BEFORE Background: Rolled-out in 2006. Sales using as main tool for tracking customer interactions, and opportunities. Became the main source for forecasting across the business Problem: There was no way to measure… •Changes over time to the forecasting based on Pipeline by stage (what’s closed, what’s changed in stages) •Changes over time week by week Actions Taken Based on Snapshot Results/Findings: •Warning system for stagnant opportunities •Adjustments of probability percentages (%) based on the results •Regular meetings with product managers based on demand AFTER Tips for Creating Snapshot: 1)Create Opportunity report. 2)On Source Report, create formula fields to summarize stats (Sum of Amount, Avg Amount, Age, etc) 3)On Source Report, include all Opportunity fields that you may want for grouping your final report (Territory, user, close date, etc.)
    16. 16. Creating analytic snapshots: Easy as 1, 2, 3! 1. Create a Source Report • • 1. Tabular or Summary Should represent all of the data that you want to store at regular intervals Create a target object • • 1. Should contain fields to store the report data The data type of the fields on the target object should be the same as the fields in the source report Setup the analytic snapshot • • • • Select the source report Select the target object Map the fields on the report to the fields on the custom object Schedule the frequency for taking the snapshot
    17. 17. Create source report • These are the fields you are going to track trending data. • The columns of this report will correlate to the fields in your custom object. Note: Your baseline report has to be a tabular or summary report.
    18. 18. Create custom object • Open the field list for the object that you are running the report on and create the same fields in your custom object.
    19. 19. Create analytic snapshot • Setup | Administer | Data Management | Analytic Snapshot • List the running user (usually an admin) and both the source report and target object.
    20. 20. Map fields between report and snapshot • Each time the scheduled report runs, the data is passed into the custom object. Tabular report
    21. 21. Map fields between report and snapshot Summary report
    22. 22. Schedule snapshot • Select who should be notified when the snapshot runs • Specify how frequently it should run.
    23. 23. Create reports based on the analytic snapshot
    24. 24. Beth Shephard Salesforce Administrator @BShep99
    25. 25. All about TE Connectivity CONNECTING AND PROTECTING THE FLOW OF POWER, DATA AND SIGNAL  Global SFDC implementation launched in 2008. SFDC deemed as strategic enabler.  Utilizes a multi-org environment consisting of central/corporate org and seven business unit orgs. The central org has 2-way sharing with each business unit org.  Approximately 3000 users globally.  Eloqua linked with SFDC for marketing automation.
    26. 26. Analytic Snapshot Application Chatter Statistics Background: Management made the decision to use Salesforce as the ‘goto’ System for meaningful sales and account dialogue. BEFORE Total Chatter Activity by Dept 1-time Snapshot Problem: There was no way to measure: •Whether this dialogue (Chatter posts & comments) was progressively increasing. •Whether this dialogue was progressively increasing by all departments. Actions Taken Based on Snapshot Results/Findings: •Engaged with select departments on Chatter usage & training. •Incorporated Chatter into Gamification scheme. •Moderated Chatter feed for content & identification of improvement areas. AFTER Chatter Trend by Dept Trend Over Time Tips for Creating Snapshot: 1)Create Custom Report Type: Parent = User, Child = Chatter Activity. 2)On Source Report, create formula fields to summarize stats by Chatter Type. 3)On Source Report, include all User fields that you may want for grouping your final report page 26
    27. 27. Demo
    28. 28. Additional resources • Appendix • Additional use cases with links to details • Considerations for each step of the process • Shared the 18 snapshots used by Appirio and sample dashboard components that are used to run the business • Handouts with step-by-step instructions • Available from us after the session • Also posted in Chatter feed for this session
    29. 29. Takeaways
    30. 30. Rhonda Ross Amber Neill Boaz Launa Saunders Beth Shephard Senior Consultant, @crmdr Director of Cloud Success @amber9904 Business Analyst @LaunaSaunderse Salesforce Administrator @BShep99
    31. 31. Appendix
    32. 32. Additional use cases • Forecast trends • Total number of days users have logged into Salesforce • Combine objects for reporting that can’t usually be combined (e.g. activities & users) • Old / New values in history reports (custom status change, etc.) • Sort by record count in a summary report • Report on latest / most recent comment • Lead field changes (lead source, lead score, etc.) • Opportunity age trends (do high value opportunities tend to close faster, how often is the close-date pushed, how often are they re-opened). • Analyzing campaign info with contacts and leads (usually two different reports) • Case Closed Trends (length of time between statuses by type/reason) • Records owned by rep / region (e.g. cases, opportunities, leads)
    33. 33. Appirio’s snapshots
    34. 34. Sample dashboards using snapshot data
    35. 35. Top 10 considerations 1. Snapshots are not retroactive. 2. Snapshots only push new records into the object. They don’t update existing records. 3. Maximum of 2000 records can be pushed into the Custom Object. 4. Maximum of 100 fields in the source report 5. Long text fields, multi-picklist fields, and record type fields can not be captured in snapshots. 6. Neither workflow rules nor triggers can be on the target object. The snapshot will fail! 7. The running user must have read/write access to the fields in the target object. 8. The time zone the snapshot runs is based on the running user’s time zone. 9. There are 24 hours available for UE to select from, 3 for EE, 1 for PE. A 200 scheduled maximum. 10. A snapshot can only be scheduled, it is not on demand and there are no test times.
    36. 36. Source report considerations • You can choose any custom tabular or summary report as the source report, except: • Legacy forecast reports • Quota versus Actual reports • Leads by Source reports • Standard reports • Tabular reports can not have their details hidden. • Note field names used in the source report as these will be good field names to use when you create fields on the target object in which to store the report results. • The (No fields with compatible data type) field displays in the Fields from Source Report column when a field on the target object does not match the data type of a field on the source report. • You can’t: • Delete the schedule of when an analytic snapshot runs. • Stop or pause an analytic snapshot when it is running • Delete its source report. To delete the source report, you must first remove the report from the analytic snapshot by changing the report in the Source Report drop-down list.
    37. 37. Target object considerations • • • • • • • You can add up to 100 fields to the target object. The fields on the target object determine field mapping availability. For example, your source report may include ten fields, but if your target object includes one field, then you can only map one field in your analytic snapshot. In Enterprise, Unlimited, and Developer Editions, use field-level security to make the target object's fields visible to the appropriate users. Target objects cannot contain validation rules or be included in a workflow. Analytic snapshots cannot contain target objects that trigger Apex code to run when new records are created. When an analytic snapshot runs, it can add up to 2,000 new records to the target object. If the source report generates more than 2,000 records, an error message is displayed for the additional records in the Row Failures related list. You can access the Row Failures related list via the Run History section of an analytic snapshot detail page. You can’t delete a custom object if it is a target object in an analytic snapshot.
    38. 38. Mapping considerations • You must map at least one field from the source report to one field on the target object. • You can only map fields with compatible data types. For example, you can map a currency field to a number field. • A custom summary formula can be mapped only if it’s grouping level matches with the analytic snapshot and grouping level • If you select Load No Data in the Fields from Source Report column, no data will load into the corresponding field. • The ”No fields with compatible data type” displays in the Fields from Source Report column when a field on the target object does not match the data type of a field on the source report. • The fields on the target object determine field mapping availability. For example, your source report may include ten fields, but if your target object includes one field, then you can only map one field in your analytic snapshot. • You cannot map fields from the source report to the following fields on the target object: Created By, Last Modified By, Created Date, and Last Modified Date. • When you map fields from the source report to the target object, some data may lose its context when loaded to the target object. For example, if you map a date and time field from the source report to a text field on the target object, the date and time load to the target object without the time zone. • When executing an analytic snapshot, if the running user does not have “read” or “write” access to a mapped field in the target object, that field is dropped from the mapping, but does not cause the execution to fail. If a required field in the target object is not mapped, the execution fails. To ensure that fields are always mapped, make them required or set default values for them. • To map a field in the source report to a lookup field on the target object, you must map to the ID of the object associated with the lookup. For example, to map to an opportunity lookup field, you must map to the Opportunity ID. To get the Opportunity ID in the source report, you may need to use a custom report type to include ID and other related fields.