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6 Reporting Formulas That Will Delight Your Users

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Join us to learn how to build formulas that have no place on the page layout but will make you a reporting superstar.

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6 Reporting Formulas That Will Delight Your Users

  1. 1. 6 Reporting Formulas That Will Delight Your Users April 5, 2017
  2. 2. Today’s Speakers Steve Molis Salesforce Admin @SteveMoForce Geoff Flynn Principal Consultant Slalom @GeoffreyFlynn2 Michael Gerholdt Director, Admin Evangelism Salesforce @mikegerholdt
  3. 3. Forward-Looking Statements ​ 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 salesforce.com, 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 non-salesforce.com products, and utilization and selling to larger enterprise customers. Further information on potential factors that could affect the financial results of salesforce.com, 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. Salesforce.com, inc. assumes no obligation and does not intend to update these forward-looking statements.
  4. 4. Get Social with Us! @SalesforceAdmns #AwesomeAdmin Salesforce Admins The video will be posted to YouTube & the webinar recap page (same URL as registration). This webinar is being recorded!
  5. 5. Join the Admin Webinar Group for Q&A! ​ Ask your questions in the group! •  We have team members on hand to answer questions in the webinar group. Stick around for live Q&A at the end! •  Speakers will tackle more questions at the end, time-allowing bit.ly/AdminWebinarGroup
  6. 6. Today’s Agenda •  Getting Started With Formulas •  The 6 Formulas •  Resources •  Q&A
  7. 7. Getting Started With Formulas
  8. 8. 3 Handy Hints About Formulas 1.  Formula fields allow you to rethink your reporting requests 2.  Formula fields aren’t just for page layouts 3.  Formula fields work the same in both Lightning Experience and Classic
  9. 9. The Formula Editor: Where the Magic Happens “Nobody has ever gotten rabies by clicking these. They will not bite you!!!” - Steve Mo It’s Magic!
  10. 10. Activity Type FORMULA 1
  11. 11. The Problem We need to know which objects have related activities to ensure our reps are focusing on the right areas. However… the standard activity reporting won’t allow you to group by the object the activities are logged against. We need a solution!
  12. 12. Formula 1: Activity Type CASE( LEFT(WhatId, 3), "001", "Account", "500", "Case", "006", "Opportunity", "a00", "Favourite Movies", "a02", "Actors", "Other" ) ​ Benefits: 1.  Easier to know what Activities are related to 2.  Activity reporting at a glance 3.  Knowing where effort is being focused This formula represents the Object of the Related To Record
  13. 13. Formula 1: Activity Type
  14. 14. FORMULA 2 Amount by Month or Quarter
  15. 15. The Problem Sometimes you want to group by the same date twice in the same report, or you want to group by Month and then by Year, or you want to show the last 3 months individually, but anything before that at the quarterly level only. However… the standard report builder doesn’t necessarily allow that level of flexibility, especially when it comes to grouping by dates. We need a solution!
  16. 16. Formula 2: Amount by Month or Quarter February Amount: IF( MONTH(CloseDate) = 2, Amount, 0 ) Q4 Amount IF( MONTH(CloseDate) >= 10, Amount, 0 ) ​ Benefits: 1.  Custom timeframes allow your users to avoid complex filters 2.  Show multiple timeframes at different aggregate values 3.  Flexibility of a summary report with the look of a matrix report This formula gives you the ability to pull “XX amount” on demand
  17. 17. Formula 2: Amount by Month or Quarter
  18. 18. FORMULA 3 The “Ultimate” Parent Account
  19. 19. The Problem We need to display the Opportunity Sales Pipeline of an entire Corporation that spans multiple Parent and Subsidiary Accounts across several tiers of Parent and Subsidiary Accounts. However… the Standard Parent Account Field only goes up 1 Level and returns the name of the Account 1 Level above that Account. It also displays a blank value if there is no Parent of that Account. We need a solution!
  20. 20. Current Opportunity Pipeline Report What should we do?
  21. 21. The Solution Create a custom Formula Field on the Account Object that will return the name of the Top Parent Account in the Account Hierarchy, no matter where in the Account Hierarchy the current Account is located (even if there is no Account Hierarchy).
  22. 22. Formula 3: The ‘Ultimate’ Parent Account Create a custom Cross-Object Formula(Text) field to return the Account Name from the Parent.Account.
  23. 23. Formula 3: The ‘Ultimate’ Parent Account Summarize information by the Top “Ultimate” Parent Account in a multi-level Account
  24. 24. Formula 3: The ‘Ultimate’ Parent Account BLANKVALUE(Parent.Parent.Parent.Parent.Parent.Name, BLANKVALUE(Parent.Parent.Parent.Parent.Name, BLANKVALUE(Parent.Parent.Parent.Name, BLANKVALUE(Parent.Parent.Name, BLANKVALUE(Parent.Name, Name))))) Formula: So smart!
  25. 25. Formula 3: The ‘Ultimate’ Parent Account
  26. 26. Formula 3: The ‘Ultimate’ Parent Account
  27. 27. FORMULAS 4 & 5 Count of Open & Lost Opportunities
  28. 28. The Problem We need to display the number of Open Opportunities in the Sales Pipeline to be able to quantify the “health” of our Sales Pipeline and ensure that we have enough new Opportunities coming in. We also need to quantify the number of Lost Opportunities so that we can measure customer attrition and identify areas that need attention and corrective measures. However… the Opportunity Object has fields that count whether an Opportunity is Closed or Won, but not Open and Lost. We need a solution!
  29. 29. Current Closed/Won Opportunities Report
  30. 30. The Solution The Opportunity Stage field has a setting called “Type”. It sets 2 hidden Checkbox fields called IsClosed and IsWon. It sets them to either TRUE or FALSE. And using a couple of Formula (Checkbox) fields we can solve our problem.
  31. 31. Formulas 4&5: Count of Open and Lost Opportunities
  32. 32. Formulas 4&5: Count of Open and Lost Opportunities IsClosed = FALSE alternately NOT( IsClosed ) Create a custom field Datatype: Formula Return Type: Checkbox Formula:  Create a custom field Datatype: Formula Return Type: Checkbox Formula:  AND( IsClosed = TRUE, IsWon = FALSE) alternately AND( IsClosed, NOT( IsWon ) ) Using some simple Formula Checkbox fields we can turn IsClosed into “IsOpen” and IsWon into “IsLost”
  33. 33. Formulas 4&5: Count of Open and Lost Opportunities
  34. 34. Formulas 4&5: Count of Open and Lost Opportunities Wikid Smaht!
  35. 35. FORMULA 6 A Different Kind of Bucket Field
  36. 36. What are Buckets? ​ Buckets help you sort, organize and understand large amounts of data in Salesforce quickly and easily. ​ You can create 3 types of buckets, grouping your data without having to create custom formulas: 1.  Numeric 2.  Picklist 3.  Text So cool!
  37. 37. The Problem We need to create a formula field to use as a bucket which gives us more flexibility than a bucket field on a report, or we will find ourselves continually using the same bucket field across many reports. However… the standard report bucket field needs to be created individually for each report. We need a solution!
  38. 38. Formula 6: A Different Kind of Bucket Field IF( Amount > 500000, “Large Deal”, IF( Amount > 250000, “Standard Deal”, “Small Potatoes” ) ) Benefits: 1.  Easier to build 2.  Easier to maintain across reports 3.  Easier to set up for users to leverage as a regular field value in their own reports This formula is a way to create a report ‘bucket’ that can be reused across multiple reports and only adjusted once.
  39. 39. Formula 6: A Different Kind of Bucket Field
  40. 40. Resources
  41. 41. Additional Resources Trailhead modules for guided learning: Formulas & Validations, Advanced Formulas, Reports & Dashboards trailhead.salesforce.com The Success Community success.salesforce.com Formula Operators and Functions bit.ly/formulaoperatorsandfunctions
  42. 42. Q&A bit.ly/AdminWebinarGroup Survey bit.ly/awsurvey-6formulas Slides bit.ly/6reportingformulas Wrapping Up

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