6 Reporting Formulas That Will Delight Your Users April 5, 2017

Today’s Speakers

Steve Molis Salesforce Admin @SteveMoForce

Geoff Flynn Principal Consultant Slalom @GeoffreyFlynn2

Michael Gerholdt Director, Admin Evangelism Salesforce @mikegerholdt

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Today’s Agenda

•  Getting Started With Formulas

•  The 6 Formulas

•  Resources

•  Q&A

Getting Started With Formulas

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

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!

Activity Type FORMULA 1

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!

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

Formula 1: Activity Type

FORMULA 2

Amount by Month or Quarter

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!

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

Formula 2: Amount by Month or Quarter

FORMULA 3

The “Ultimate” Parent Account

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!

Current Opportunity Pipeline Report

What should we do?

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).

Formula 3: The ‘Ultimate’ Parent Account

Create a custom Cross-Object Formula(Text) field to return the Account Name from the Parent.Account.

Formula 3: The ‘Ultimate’ Parent Account

Summarize information by the Top “Ultimate” Parent Account in a multi-level Account

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!

Formula 3: The ‘Ultimate’ Parent Account

Formula 3: The ‘Ultimate’ Parent Account

FORMULAS 4 & 5

Count of Open & Lost Opportunities

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!

Current Closed/Won Opportunities Report

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.

Formulas 4&5: Count of Open and Lost Opportunities

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”

Formulas 4&5: Count of Open and Lost Opportunities

Formulas 4&5: Count of Open and Lost Opportunities

Wikid Smaht!

FORMULA 6

A Different Kind of Bucket Field

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!

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!

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.

Formula 6: A Different Kind of Bucket Field

Resources

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

Q&A bit.ly/AdminWebinarGroup

Survey bit.ly/awsurvey-6formulas

Slides bit.ly/6reportingformulas

Wrapping Up