Salesforce.com Reports Dynamically Filtered

Written by ShamrockCRM on August 9, 2009 – 3:16 pm

When using Campaigns for mass mailing, the easiest way to add a large amount of Contacts to the Campaign is to have a predefined Contact report. With this predefined Salesforce report, you can easily click the “Add to Campaign” button and automatically add all of the Contacts on the report to this Campaign.
Salesforce.com Reports

If you needed to step through this process to create or modify a report every time you needed to add a new set of users to a campaign, you would spend a lot of time setting this up.

Well, Salesforce.com provides the capability to create a generic report that will have generic criteria established that can be dynamically filtered through the URL. For example, lets say you created a generic “Sales Pipeline” report. This generic report would be grouped by Salesperson (Owner). Without any filters, this would show the pipeline for the entire company. With a filter, you could detect the User that is currently logged into the system, send them to this generic report, with a filter criteria in the URL to specify that you only should display the Sales Pipeline for this specific user. So, instead of creating 1 Pipeline report for every user or making your users customize this report over and over, you can create 1 report that will work for the entire company and also all users. Very useful way to keep the system clean.

For this example, you can place a link on the Account page layout that will take you to a report of all Contacts at the Company.

1) Create your custom report. For this example, just build a simple Contacts and Accounts report.
2) Go into the customize section of this report. Go to the Criteria section.
3) Create a simple criteria item where “Account Name equals blank.” This will be the criteria that will be filled in through the URL.
3a) Feel free to add other criteria like this or any business specific criteria that you might need (ie. State = Florida).
4) Save the report.

5) Now, you will want to take the URL of your report:
ie. https://na1.salesforce.com/report_id
6) Add this to your report URL: ?pv0=
So, now you will have https://na1.salesforce.com/report_id?pv0=

The “pv0” is the variable for that first criteria that you created. If you created multiple “blank” criteria like the Account Name one above, you would also have pv1, pv2, etc for each criteria created.

7) So, if you wanted to test this out, place an Account Name after pv0=. Like https://na1.salesforce.com/report_id?pv0=Shamrock CRM . This will bring in the Contact report with only Contacts working for Shamrock CRM.
8) Now, if this worked, you might want to put this as a link (or button) directly on the Account layout, just create a generic button/link and place this URL in it. Instead of hard coding an Account name, use the Account Name merge field. This will dynamically grab the Account Name and place it in the URL.

This will work in any Parent Child relationship.

Awesome, right?


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Posted in Business Analysis, Campaigns, Reports | 1 Comment »

Salesforce.com User Adoption Tracking

Written by ShamrockCRM on July 21, 2009 – 8:07 pm

So, you have made a large investment in Salesforce.com for your Sales, Marketing and Service needs and you want to ensure that your users are utilizing the system to its full potential and allowing this excellent CRM system to do exactly as it is supposed to:  decrease costs, increase sales and provide better visibility into the operations of your organization.

How would you track this?  How would you be able to tell if your users are being active in the system or not?  Thanks to Salesforce.com, we can provide reports and dashboards to provide analytics on exactly this type of data.

There are a few categories of data that you really want to track:  1) Login Activity 2) Usage 3) Data Quality

1) Login Activity is going to tell you if users are logging in AT ALL.  This will allow you to compare the login activity between different groups, or roles, or regions, or profiles of Salesforce users.  If the Eastern mega region of the United States is logging in much more than the West, it is possible that the Sales Managers in the Western region might need further education or promotion of the system or they might need to be asked to manage their users better.

Some metrics used for this category:
– Users Logged in within the last 7 days
– Users Not Logged in within the last 7 days
-Login leaderboards (for competition)
-Users Never Logged In

2) Usage is really going to let you know if the Users have both logged in AND have created records and if so how many.  For example, are Salesforce.com Users actively marketing to find new Leads or are there Activities (Emails and Calls Logged) being consistently created to prove that users are contacting their Accounts, Contacts and Leads.

Metrics used for this category:
-Accounts created by Owner role/profile/region
-Opportunities created by Owner role/profile/region
-Contacts created by Owner role/profile/region
-Activities closed by Owner role/profile/region

3) Data quality reports and dashboard components let you know if the data required for your business process is being properly filled in, if data is being maintained properly and in a timely manner and if all or most data is actually in the system.

Metrics for data quality:
– Neglected Opportunities – Past Close Date, but not Closed
– Open Tasks by Assigned Users
-Any other metrics based on records/fields that should be filled in in a certain manner based on your business process.

Any other adoption metrics that everyone else uses?


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Posted in Business Analysis, dashboards, marketing, Reports, sales | Comments Off on Salesforce.com User Adoption Tracking

Salesforce.com Lead Activity History Report

Written by ShamrockCRM on March 30, 2009 – 9:15 pm

I would like to show you a pretty effective Lead Activity History Report that I have been using in Salesforce.com.

This report is a typical Lead Report based off of Last Activity and Created Date.  I have added a few additional components to assist in the day to day process of following up on Leads.

I have added 2 formula fields:
1) Days Since Created – a number field
2) Days Since Last Activity –  a number field tracking the amount of days since the last Email sent to the Lead, Call logged with the Lead or Event scheduled with the Lead.

I filter my report by all Leads created within the last 45 days, because many Leads have a waiting period on budget, etc.

I use a combination of the Rating (Hot, Warm, Cold) field, the Status field (Contacted, Open, Qualified, Unqualified, etc), Estimated Project Value and the Days Since Activity field to generate an IMAGE formula field.  This image formula field is either of a Red or a Yellow flag to say “HEY, Red Flag, this person needs to be contacted immediately, because it is either a hot deal and too many days have passed since activity or it is a warm deal of high value and too many days have passed!”

This is absolutely wonderful, because you can easy look across your list of Leads without too much analysis and realize if something needs to be done.  It won’t show Unqualified Leads, so these won’t confuse you on your report.

I have also generate an “Importance” IMAGE formula field that takes into account the Lead Rating, Status and the Est. Project Value to show a stoplight.  Green means GO PURSUE, Yellow means COULD BE GOOD, Red means DON’T SPEND TOO MUCH TIME.  This will tell me that even if an Activity is not needed, keep an eye on this record, because it is Good, Bad or Ugly.

Salesforce.com Lead Activity History

*Image from dev account

What is great about this is you can put these IMAGE formula fields and “Days Since …” fields directly on your Leads dropdown lists views for easy viewing as well.  See the screenshot below.

Lead Management

As you can see, this is a great way to operationally manage your own Leads and the Leads of your employees!


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Posted in Business Analysis, marketing, sales, Salesforce.com | 3 Comments »