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Become a Formula Ninja


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Math not your thing? Stuck in a functionality rut? Join us to learn a few key tips and tricks for using Salesforce MVPs to write kick-butt formulas. Walk away with actual formulas that you can immediately put to use. NOTE: This session is Community-Led: created BY the Salesforce community FOR the Salesforce community

Published in: Technology

Become a Formula Ninja

  1. 1. Become a Formula NinjaMath not your thing? Stuck in a functionality rut? Join us to learn a few key tips andtricks for using Salesforce MVPs to write kick-butt formulas. Walk away with actualformulas that you can immediately put to use.
  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 intellectual property and other litigation, risks associated with 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-Q for the most recent fiscal quarter ended July 31, 2012. This 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. Introductions & Agenda • Steve Molis• Jared Miller• Mark Passovoy• Francis Pindar
  4. 4. Steve MolisSalesforce Administrator, Epsilon@SteveMoForce
  5. 5. Formula Ninjas• The Island of Misfit Toys, Formulas, Fields, and Functions• Using $User to create dynamic Reports and List Views
  6. 6. The Island of Misfit Toys, Formulas, Fields, and Functions ISNEW() $User Opportunity: IsClosed Opportunity: IsWon
  7. 7. Using a Validation Rule to prevent new Accountsduring Lead Convert Business Requirement • Prevent user from creating new Accounts but allow them to convert Leads to new Contacts and Opportunities Solution • Use a Validation Rule to block new Account create. Fields Referenced (optional) • $Profile.Name • $Role.Name • $User.Id Function Used • ISNEW()
  8. 8. Using a Validation Rule to prevent new Accountsduring Lead Convert Formula: AND( ISNEW(), $Profile.Name <> “Inside Sales User")
  9. 9. The Island of Misfit Toys, Formulas, Fields, and Functions Field: IsClosed Boolean field located on the Opportunity object, automatically set by Opportunity Stage. Use: Validation Rule to ensure users update Close Date on Open Opportunities. AND( IsClosed = FALSE, CloseDate < TODAY (), $Profile.Name <> "System Administrator")
  10. 10. The Island of Misfit Toys, Formulas, Fields, and Functions Field: IsWon Boolean field located on the Opportunity object, automatically set by Opportunity Stage. Use: Validation Rule to ensure users update Loss Reason (custom field) when an opportunity is Closed/Lost. AND (IsClosed =TRUE, IsWon = FALSE, ISBLANK(TEXT( Loss_Reason__c)))
  11. 11. The Island of Misfit Toys, Formulas, Fields, and Functions Fields: IsWon, IsClosed Use: Formula(Text) field to display the “summarized” Opportunity Status in List Views, Reports and Dashboards. IF(IsWon = TRUE , "Won", IF(IsClosed = FALSE , "Open", "Lost"))
  12. 12. The Island of Misfit Toys, Formulas, Fields, and Functions
  13. 13. The Island of Misfit Toys, Formulas, Fields, and Functions
  14. 14. The Island of Misfit Toys, Formulas, Fields, and Functions
  15. 15. Using $User to create dynamic Reports and List Views
  16. 16. Using $User to create dynamic Reports and List Views Business Requirement • Dynamically show in a list view, all activities that were created by the user logged in, not just activities that were owned by them • Users can easily see activities that are owned by them with the ‘My Activities’ list view Solution • Evaluate the CreatedBy User.Id field and compare it to the current User.Id to return a simple True/False result. Fields Referenced • CreatedById • $User.Id Function Used • IF(logical_test, value_if_true, value_if_false)
  17. 17. Step 1: Creat custom field, ‘CreatedBy$User’ Field Name: CreatedBy$User Datatype: Formula Return Type: Number, 0 decimals Formula: IF(CreatedById = $User.Id , 1, 0)
  18. 18. Step 2: Create the Dynamic Report or List Now just add a simple filter: When using this field, no more cloning and editing reports for each user! Just change the running user.
  19. 19. CreatedBy$User: Result
  20. 20. The Island of Misfit Toys, Formulas, Fields, and Functions Opportunity: TotalOpportunityQuantity HasOpportunityLineItem OpportunityProduct: HasRevenueSchedule HasQuantitySchedule
  21. 21. Jared MillerSenior Project Manager, Configero@jaredemiller
  22. 22. Formula Ninja• Jared Miller • Configero • Co-Leader of the Tampa User Group • Known to troll the twitter and #askforce
  23. 23. Formula Ninja• Use the ABS function to give your dates more flexibility• Use the LEN function to improve data quality• Formula Talk – My favorite formula tips
  24. 24. Date Flexibility: Using the ABS Function• Business requirement • Due to shift scheduling, a contract end date may be within a few days (plus or minus) of the actual end date • Not all early ends, are actual early ends, however, an early end would need to be tracked differently• Solution • We will give the user flexibility on “early end” by giving them a plus or minus on the end date• Fields referenced • Scheduled End Date • Actual End Date• Function used • ABS(number)
  25. 25. Creating the Validation Rule• Create your 2nd Date field – in our case, it is Actual End Date• Rule Name: Actual End Date Near Scheduled End Date• Formula: ABS(Scheduled_End_Date__c-Actual_End_Date__c )>7• Error Message: Actual Contract End Date is not valid.
  26. 26. Creating the Validation Rule
  27. 27. How the ABS Function works• From Help & Training • Calculates the absolute value of a number. The absolute value of a number is the number without its positive or negative sign.• Example • 9/18/2012 – 9/12/2012 = 6 • 9/18/2012 – 9/28/2012 = -10 • ABS(9/18/2012 – 9/28/2012) = 10
  28. 28. Further validate information – text fields• Business requirement • Users are filling in a text field with 1 character in order to bypass an ISBLANK Validation Rule • Using an “other” value in a picklist• Solution • This information is important so we will be using the LEN formula to count the number of characters• Fields referenced • Payment Terms • Special Payment Terms• Function used • LEN(text)
  29. 29. Typical “Other” scenario and validation rule• Using our payment terms example• Putting a “1” will not meet the validation rule criteria
  30. 30. How we can use LEN to get better data• Using our payment terms example• Putting a “1” will not meet the validation rule criteria
  31. 31. Creating the Validation Rule• What you already have: 2 fields (picklist and text)• Rule Name: Special Payment Terms must have Terms• Formula: AND( ISPICKVAL(Payment_Terms__c, "Special Payment Terms"), LEN(Special_Payment_Terms__c)<5 )• Error Message: If Payment Terms are “Special Payment Terms”, please enter the terms.
  32. 32. Formula Talk – My favorite formula tips• CASESAFEID (id)– Converts a 15-character ID to a case-insensitive 18- character ID• ISCHANGED(field) – Checks the field to determine if the value has been changed. This is useful in validation rules and workflow rules.• When thinking through your formula – or when you are working on a complex formula – use comment tags • /* comment here, Name, Date */ • Comments will count against your character limit and byte size
  33. 33. Mark PassovoyConsultant, Appirio@markpassovoy
  34. 34. Formula Ninja• Mark Passovoy • Appirio • Will respond directly to @ mentions on Twitter • Answers maniac (but not as much as @SteveMo)
  35. 35. Everyday use of Formulas• Validation Criteria• Workflows Criteria• Approval Process Entry Criteria• Formula Field• Simple Examples: • Amount > 1 • Number of Employees < 10
  36. 36. Real Life Examples1.2.3.4.
  37. 37. Concept: Dynamic formulas using only variables• Business Requirement • Users must apply different logic to Opportunities from each of the 5 regions that the company operates in. • IT does not have the bandwidth to update formulas in Salesforce in a timely manner and is continually backed up with requests to update criteria or logic of formulas, workflow, validations, approvals, etc.
  38. 38. Solution• Create an object to compare data for each region against• Formulas will reference relationships between the Opportunity and the custom Region object without using any actual values• User will select region on creation of Opportunity, or process can be automated with a trigger• Benefit – Formulas can be updated easily, without access to Setup, if important
  39. 39. Solution
  40. 40. Validation Rule• Hard-coded numeric values• Completely dynamic, no hard-coded values
  41. 41. Formula Field• We created a formula field to determine the overall risk of an Opportunity• This field will give the Opportunity one of 5 possible values, depending on the information in the Opportunity and the selected Region
  42. 42. Approval Process• We created an Approval Process to approve Opportunities• It will use information from the Opportunity, as well as the related Region for entry criteria and step criteria
  43. 43. Formula Talk – My favorite formula tips• & - Can concatenate text and merge data together to make a string • HYPERLINK( “00U/e?retURL=%2F006x0000001T8O,&what_id=“ & Id, “Create Event”)• BR() – Will insert a line break in a text string. Make sure to surround this function with & • & BR() &• IMAGE() – Can insert an image from Salesforce into a field, and even be used in Email templates
  44. 44. Francis PindarTechnical Consultant@radnip
  45. 45. Formula Ninja• Francis Pindar • Freelance technical consultant • Hang out on Answers (never able to keep up with @SteveMo!!) • Apex & VisualForce developer discussion boards • London Salesforce user group & developer user group
  46. 46. Business Requirements• Reduce the risk of negative social media storms by using social influence• Ability to prioritize cases based on social influence• Use social influence to aid marketing activities to target influential customers
  47. 47. Web-To-Case Solution
  48. 48. IMAGE FunctionSyntax: IMAGE(image_url, alternate_text [, height, width])Text Formula Field: IMAGE(““+Twitter__c+”&NetworkPlatform=twitter&KloutAPIId=4abgffbxzyg7sufuvpjqsx9w”, “No Image”) Get API Key from:
  49. 49. Business Requirement• Make reports more actionable.• Allow data to be SEEN without READING• Ability to see Account metrics from account records without the need to run reports.
  50. 50. Solution
  51. 51. Solution: Google Charts
  52. 52. Solution: Google Charts• Formula image function can call any chart URL• Google chart wizard offers dynamic build environment• Easily add merge fields into the chart URL
  53. 53. Solution: Google Charts Search Google “Image Chart Wizard”
  54. 54. Solution: Google Charts
  55. 55. Solution: Google Charts Value Label
  56. 56. Solution: Google Charts Value LabelIMAGE("|negative|average|positive&chxt=y&chs=250x125&cht=gm&chd=t:" +TEXT(Overall_Satisfaction_Percentage__c) +"&chl=" + TEXT(Overall_Satisfaction_Percentage__c) + "%&chma=0,0,5", "No Image Available" ,125,250) &chd=t:82 &chd=t:" + TEXT(Overall_Satisfaction_Percentage__c) + “
  57. 57. Google Charts: Special Notes / Limitations• HTTP / HTTPS Mixed Content• Specify Height & Width on Image Function• Google Chart Wizard is NOT SSL Encrypted
  58. 58. Steve Molis Jared Miller Mark Passovoy Francis PindarSalesforce Administrator, Senior Project Manager, Consultant, Appirio Technical Consultant Epsilon Configero @markpassovoy @radnip @SteveMoForce @jaredemiller