S-Controls and Other Techie Stuff
Rafael Contreras, salesforce.com
Drew Alexander, Kaplan Financial
John Ball, Tacpoint Technologies
Admin II: Advancing to the Next Level
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Agenda
What is an S-Control? What is “Techie Stuff”? Examples Kaplan Financial
Challenges, Solutions & Results Sales Custom Object – Formula Fields Variance Reports
Tacpoint – Brocade Case Study Lead Process Improvements Challenges, Solutions & Results
Key Points / Summary
What is an S-Control?
Light-Weight Web Applications/Tools Hosted by salesforce.com Executed on the Client Browser
Contains Any Type of Content That Can Be Displayed or Run in a Browser Java Applet ActiveX Control HTML / JavaScript / AJAX
Activated via Custom Links and Buttons, Web Tabs, Web Apps, “HYPERLINK” Custom Formula Fields, and Embedded within Detail Pages of Records
What is “Techie-Stuff”?
Custom Buttons that “reduce the clicks”
Formula Fields
Custom Report Formulas
Roll-Up Summary Fields
Custom Link Reports
Embedded Mash-Ups
When to Use S-Control’s and “Techie Stuff”
User Interface Enhancement
Custom Logic
Mass Changes
Less Than 200 Records to Create/Update
When NOT to Use S-Control’s and “Techie Stuff”
Large Complicated Extensions to Salesforce
External Database Integrations
More Than 200 Records to Create/Update
Instead of S-Control, Use
Examples – Easy
Examples – Moderate
/00T/e?followup=1&title=Call&retURL=%2F{!Contact.Id}&who_id={!Contact.Id}&what_id={!Account.Id}&tsk5=LVM&tsk6=Left+a+voicemail+for+{!Contact.Name}&tsk5_fu=FU+VM+w+{!Contact.Name}+fr+{!Account.Name}&tsk4_fu={!TODAY()+2}&save=x
Examples – Advanced
Drew AlexanderDirector of Sales Operations
All About Kaplan Financial
• INDUSTRY: Education
• EMPLOYEES: 400
• GEOGRAPHY: United States
• # USERS: 172
• PRODUCT(S) USED: Salesforce Enterprise Edition, SFA, Call Center, WFA, Customer Portal, Approvals, Custom Buttons & Links, Apex DataLoader, Custom & Downloaded Apps
Kaplan Financial, a subsidiary of Kaplan, Inc. and The Washington Post, provides Education and Compliance solutions to the Financial Services and Insurance industries.
The Case:Impossible Sales Metrics
Business Challenges• 7 Sources of Sales Data and Account
Assignments on 50,000 Accounts
• No centralized reporting
• Unable to analyze Sales metrics efficiently
• Time-consuming, manual process for calculating Commissions, Territories, Quotas and Discount Entitlements.
Technology Challenges• No system integration
• Data Warehouse incomplete & impossible to use
• No available IT resources
• Data too large to manage on Excel
The Case:Impossible Resource Issues
Your Mission...should youchoose to accept it: Eliminate
• Costly, time-consuming, and inaccurate Sales reports.
• Roadblocks to analyzing performance• Incorrect commission statements, constant
adjustments, shadow accounting by reps• Confusion around Account Assignments• Difficulties in managing discount entitlements
• Deliver centralized, on-demand Sales metrics.
The Plan: Formulas!
How we achieved the Impossible:• Created Custom Objects for Sales and Sales Code
• Consolidated all Sales and Account Assignments on Salesforce
• Created Formula fields to perform dynamic date calculations on Sales (YTD, Year, Last 12 Months, Month)
• Created Custom Report Formulas to calculate Variance
• Created Roll-up fields to summarize sales data by Account
• Created Custom Link reports to provide instant sales metrics on every Account
• Created Dashboards for key reports
• Trained all users on advanced Reporting techniques
Custom Object: Sales
Data from Month field will be used to create dynamic date attributes of the sale using a formula field.
Date is within the...
•Current Year to Date
•Current Last 12 Months
•2007 Sales Year
...so the amounts are dynamically moved into those fields.
Date is within the...
•Last Year to Date
•Previous 12 Months
•2006 Sales Year
...so the amounts are dynamically moved into those fields.
What this Formula says in English:If the value in the YTD field is “CYTD”, put the Amount of the Sale in the CYTD field. Otherwise, leave it blank.
Custom FormulasWhat this Formula says in English:If the date of the Sale is within 2007 and less than TODAY, return the value “CYTD” (Current YTD).
If the date of the Sale is within 2006 and less than (TODAY minus a 395 days), return “LYTD” (Last YTD).
If the date of the Sale is within 2005 and less than (TODAY minus 760 days), return “PYTD” (Prior YTD)
Otherwise, return “n/a”.
Similar Formula Pairs used to Categorize Sales byYear To Date Period: CYTD, LYTD & PYTD
Last 12 Months Period: Current LTM, Previous LTM
Sales Year: 2007, 2006, 2005
Sales Variance Reports
Custom Object: Sales Code
Sales Code = Master Account Code. Used to group all sales and accounts for a given company.Account Assignments – Account Assignments listed here drive account assignments in all other systems, including Salesforce.
Custom Links – Provide company-specific Sales reports.
Roll-Up Formulas – Provide company-specific Sales Summaries.
Custom Report Links: Filter Dynamically
Roll-Up Formulas: Sales Summary
Roll-Up FormulaSummary Calculation on a Related Object. In this case, the sum of all Sales Amounts related to this Sales Code.
Master-Detail Relationship is required between the Summarized object and the Parent Object.
Roll-Up Formulas: How They Work
Mission Accomplished
Results:• Speed to Sales information: From days to seconds
• Reduced time to calculate commissions & administer changes from 1 month to 3 days.
• Improved Communication: Able to contact the right Account Team member the first time.
• More time selling, less time searching for answers
Lessons Learned
Be careful with “Master-Detail” relationships! Security Permissions & History Tracking can not be tracked on
the Detail object, only on the Master. Reports & Dashboard components created using “Lookup”
relationships will become obsolete if you change to a “Master-Detail” relationship.
Watch your formula size—don’t run out of room! Try “CASE” instead of “IF” Roll-up formula size depends on size of fields being totaled.
Reports Filters don’t show the for text values returned by a formula! Must know the values in order to filter on them Can be confusing to Users.
Imagine it. Learn it. Use it.
How to apply what you’ve learned when you get home• Check out “Useful Advanced Formula Fields” in Help &
Training for sample formulas & syntax format.
• Leverage formulas to do the math
• Let formulas evaluate conditions and return useful text values
• Explore how formula fields, roll-up summary formulas, report formulas and Custom Link Reports can make life easier for you and your users.
John BallSalesforce Implementation Specialist
All About Tacpoint and Brocade
• INDUSTRY: Data Storage Devices
• EMPLOYEES: 1,440
• GEOGRAPHY: Global
• # USERS: 566
• PRODUCT(S) USED: Salesforce SFA, 4 AppExchange Products, 4 Custom Applications
Tacpoint is a software development consulting company focusing on architecting and building enterprise class, distributed systems. Founded in 1999 by an experience team of senior consultants with the goals of helping our clients to become more successful.
Brocade, through its subsidiaries, engages in the design, development, marketing, sale, and support of data storage networking and data management solutions.
Default Lead Conversion Process
Brocade — Key Challenges
Business Challenges• Search Capability• Choice of New or No Opportunity• Incomplete opportunity records• No Products on Opportunities
Technology Challenges• Lead Conversion is Atomic• Need to Create a Dynamic Edit Page
Brocade — Key Challenges, Cont.
Summary of Challenges• Inefficiency
• Business rules not enforced
• Reduced incentive for reps to follow up
• No administrative options for lead conversion
Brocade — The Solution
How did we address these challenges?
• Redesigned workflow
• Created a Flex-based S-Control
• Used Force.com API
Solution Screen Shots
Solution Screen Shots
Solution Screen Shots
Brocade — Deployment Details Department: Marketing and Sales # Users: 65 Key Requirements
• Part of closed loop process
• Adhere to business process
Key Benefits• Intuitive user interface guiding user through process
• Zero maintenance from IT
Imagine it. Learn it. Use it.
How to apply what you’ve learned when you get home• Design Your Workflow
• Develop the S-Control
• Train
• Integrate
Imagine it. Learn it. Use it.
Key Points to Remember• You CAN Reduce the “Clicks”
• Start Simple
• Do Your Calculations INSIDE of Salesforce
•
• Professional Services / Partners
• Go Ahead… Customize!
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John BallSalesforce Implementation Specialist
QUESTION & ANSWER SESSION
Rafael ContrerasSr. Customer Success Manager
Drew AlexanderDirector of Sales Operations