SILIKEN – Salesforce webinars
Session 3
May, 31st 2011
Session 3
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Reports & Dashboards. Third party connectors.
SESSION OBJECTIVES:
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In this session we will learn how to use corporate reports and dashboards and
create our own reports.
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We will also see the possibilities of communication with Outlook, mobility and
other third party solutions.
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Summary
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Company Standard Reports:
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Creating my own Reports:
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Reading Dashboards & Personalize in my home
How to Install my Outlook Connector:
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Creating a report
Types of reports
Adding a graphic
Pivoting information
Dashboards:
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How to use the reports
Manage capabilities
Install Outlook Connector
Other Methods to sync emails
Salesforce Mobile:
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Install in my smartphone
Browsing through salesforce mobile
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Company Standard Reports
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A report returns a set of records that meets certain criteria, and displays it in
organized rows and columns. Report data can be filtered, grouped, and displayed
graphically as a chart. Reports are stored in folders, which control who has
access. You must have at least “Read” permission on the records included in your
reports; otherwise, when you run them, they may be missing data or appear blank.
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To help you monitor your organization, Salesforce offers a wide range of standard
reports, accessible in standard report folders on the Reports tab. You can
also create new custom reports to access exactly the information you need.
Subtotal and limit your data to help you analyze trends and get a concise picture
of what is happening in your organization.
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Company Standard Reports
Reports are stored in folders which only the administrators can create. To create a
folder, we go to the report list view and click the “Create new folder link”:
We insert the new folder title (the identifier is automatically generated from this
name), we can add reports created before which have not yet been filed (we can
access them filtering by the Unfiled Public Reports), and assign view privileges.
NOTE: it is important that we only grant “readonly” privileges so users to
whom we give access only display this information and don’t modify its
content.
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Company Standard Reports
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Company Standard Reports
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Once our folder has been created we can add our new reports by clicking the
“Create new custom report” button:
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Company Standard Reports
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We are going to create a report to have a view of the accounts created in France
in 2011 grouped by their account owner.
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First we select the Salesforce object on which we want to generate the report, and
click the “Create” button:
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Company Standard Reports
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We will access the report edition application to customize our new report, which
offers a first preview of the report. We must fist select the report type. These can
be:
a) Tabular: it just lists records according to the selected conditions (works just like
views)
b) Summary: these reports are like the tabular ones, but allow the grouping of
registers (for example by account owner or any other available field)
c) Matrix: you can add fields to its rows and columns to do the grouping.
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Company Standard Reports
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With every change we do, we can click the “Run report” button at the top to view
the results:
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We can also change the report main information by clicking the “Report properties
button:
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Company Standard Reports
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As we are going to group by field “Account owner” we select the “Summary
format” type of report, and click “Run report” to view the report with full information.
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We select which accounts we want to view, in this case all accounts in the “Show”
select field:
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Company Standard Reports
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We add filtering by the creation date to select accounts created from the 1st of
January 2011 to the 31st of December 2011:
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We add filtering by the Account company, in order to show only those accounts
belonging to France. To do so, we click the “Add” select field to add a new filtering
condition and choose:
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Company Standard Reports
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In the same way as we did when creating views we add the condition “Account
company equals 5020-France” and click the “OK” button to apply the new
condition:
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Company Standard Reports
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The next thing would be to group our results by account owner. Therefore, we
drag this field to the box in our list which reads “Drop a field to create a grouping”:
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Company Standard Reports
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Now we have to select which fields will be displayed in our report. To delete fields
just drag them from our record list to the selection sidebar:
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We will just leave the account name and the field “Historical Sales” which was
created to show the amount in won opportunities associated to an account.
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Company Standard Reports
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This will only show for each account owner, its accounts and sales amounts. We
click the arrow beside the “Historical sales” and select the order criteria (as it is a
numeric field):
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Company Standard Reports
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Once the accounts per owner have been ordered, we also want to view the total
amount per owner (summarize this field). We click once more on the same arrow
and select “Summarize this field”:
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Company Standard Reports
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We select the type of operation (Sum, average, etc.), in this case “Sum”, and
apply the change:
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This will add a “Grand total” row at the end of the report with the result of adding
all the historical sales amounts, and for each owner a partial historical sales
amount. Finally we click the “Run report” button to view the new report.
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Company Standard Reports
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Company Standard Reports
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If we only want to view the amounts (not the account name), we can hide the
details per group (account owner) by clicking the “Hide details” button:
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Company Standard Reports
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Finally we can save the report by clicking the “Save as” button”. We will have to
insert the report name and the folder in which we want to save it:
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Company Standard Reports
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Now we will create a report with the opportunities amount won in the year 2010
per quarter in France. In the creation of the report we select type “Opportunity”:
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Company Standard Reports
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We select the period in the filters and add the condition necessary to view only
those belonging to France:
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We select the fields we want to view: only the amount.
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Company Standard Reports
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As we are going to display in columns the year quarters and in rows the
opportunities grouped by account owner we select the matrix display:
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Company Standard Reports
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We drag to the columns the “Fiscal year” and to the rows the Account owner. We
click the hide details button as we only want to summarize the information and
click on the “Summarize” option for the field amount to add it to our new matrix.
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Finally we click the run report button:
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Company Standard Reports
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We could have added the “Opportunity name” field and not hidden the details and
we would see which opportunities exactly were close by each owner per quarter in
2010:
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Dashboards
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A dashboard shows data from source reports as visual components, which can be
charts, gauges, tables, metrics, or Visualforce pages. They provide a snapshot of
key metrics and performance indicators for your organization. Each dashboard
can have up to 20 components.
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We are going to create a dashboard with each report we have created before and
set it as our home dashboard. We will also program a diary email to send us this
dashboard.
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Dashboards
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To create a new dashboard we must go to the “Dashboards” tab and go to the
general list:
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Dashboards
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We click the “New Dashboard” button:
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Dashboards
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Each dashboard can show up to three columns with the graphical representation
of the reports we have access to:
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Dashboards
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In the left sidebar we find two tabs:
- Components: in this tab we will select which graphical component we are going
to use for each report.
- Data sources: show the list of reports to which we have access, in other words, it
lists the available reports for our dashboard.
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First of all, we access the “Data Sources” tab and select the report we want to
add. If such report already had a graphical component, it will be added
automatically (we can change it in our dashboard later on). If not, we will have to
select on.
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Dashboards
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We select the report and drag-and-drop it to the chosen column:
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Dashboards
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We now select in the “Components” tab the graphical component we want to use
with this report (just drag-and-drop it to the column over the report):
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Dashboards
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We can edit or delete each dashboard’s properties by clicking on the available
tools on the top right hand side of each one:
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Dashboards
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Once we have finished adding all the chosen reports to our dashboard, we click
the “Save As” button over the left sidebar and save our new dashboard:
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Dashboards
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We can set this new dashboard as our home dashboard by accessing the Setup
panel -> Personal Setup -> My Personal Information -> Change my display. We
select the Home page and click “Customize my pages”. We will then be able to
select this dashboard, to be shown each time we access our Salesforce home
page:
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How to Install my Outlook Connector
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If you have Outlook 2007 or less you can install following this steps:
1. Uninstall any previous versions of Connect for Outlook, which appear in the
program removal tool of your Windows Control Panel as “Salesforce Outlook
Edition.”
2. Exit Outlook, making sure to close all Outlook windows.
3. Click from home (left menu of Custom links) in option Outlook Edition or, on top,
click Your Name ➤ Setup ➤ Desktop Integration ➤ Salesforce for Outlook ➤
Connect for Microsoft Outlook.
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How to Install my Outlook Connector
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How to Install my Outlook Connector
4. Click Install Now.
5. Run the installer, following the prompts on each screen.
6. Start Outlook. A wizard introduces you to features and options. To change your
Connect for Outlook options later, use the Configuration Options dialog box.
7. After completing the wizard, restart Outlook to apply your changes.
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Recommendation:
Only sync contacts and calendar from Salesforce to Outlook
You can see more information in:
https://emea.salesforce.com/help/doc/en/salesforce_outlook_edition_cheatsheet.p
df
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How to Install my Outlook Connector
IMPORTANT NOTE:
Sometimes the connector is disabled. In this case you have to go, in Outlook, to '?'
at the top menu > disabled items. Ther you must to select Salesforce Connector in
the list and click enable buttom.
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How to Install my Outlook Connector
If you have Outlook 2010
1) Downgrade to Outlook 2007 OR
2) Connect your emails with salesforce adding in 'Bcc' the your email to Salesforce
which you can find in your setup and following the steps:
a) Go to personal setup:
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How to Install my Outlook Connector
If you have Outlook 2010
b) Go to Email > Email to Salesforce
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How to Install my Outlook Connector
If you have Outlook 2010
c) Check basic config to sync
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How to Install my Outlook Connector
If you have Outlook 2010
d) Add the email account (each person have one diferent) as bcc in your emails to
sync it with salesforce:
You can access a formation video at:
http://www.salesforce.com/customer-resources/learning-center/details/video/outlooksync.jsp?fromSearch=true
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Salesforce mobile
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There are two ways to install the mobile applications on a BlackBerry smartphone.
You can download the application from either the Web or BlackBerry App
World. To install the mobile client application on a BlackBerry smartphone from
the Web:
Open your Web browser and navigate to the following
URL: mobile.salesforce.com. If you received a Salesforce Mobileemail message
from your Salesforce administrator, you can also click the download link in the
message.
Highlight the Download the application link and select Get Link from the menu.
Click Download to download the application. If prompted to replace an older
version of the client application, click Yes. Note: The minimum BlackBerry
operating system requirement for the mobile application is 4.3. If you're running
versions 4.0–4.3 of the operating system, you can still download and install the
mobile application; however, the mobile server will detect the older operating
system and send version 11.6 of the mobile application, which was the last
release that supported operating system versions 4.0–4.3. You can't use any of
the new features included in the current release or future releases until you
upgrade to the most recent BlackBerry operating system for your phone.
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Salesforce mobile
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Click Reboot to restart your device.
When prompted to allow an HTTP connection, select
the tp.mobile.salesforce.com checkbox. Scroll down and clickAllow this
connection.
Click the Salesforce Mobile icon, which resides on the home page of your device
or in the Applications folder. On newer phones, the icon may be in the Downloads
folder.
Read the license agreement and click I Accept.The Activation page appears.
Enter your Salesforce username and password.Because many passwords contain
special characters that are difficult to enter on the device, the Show
Password checkbox is selected by default. To protect your password, deselect the
option. An asterisk displays for each character you type.
Click Activate to verify your Salesforce account and activate the mobile
application on the device.
After your username and password are confirmed by Salesforce, the data
downloads. The initial data download may last a few minutes. Future updates to
the data automatically occur behind the scenes
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Salesforce mobile
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To install the mobile client application on a BlackBerry smartphone from
BlackBerry App World:
Click the BlackBerry App World icon.If the icon is not available on your device, you
might need to download BlackBerry App World. App World cannot run on all
BlackBerry smartphones, so be sure to review Research in Motion's system
requirements before trying to install BlackBerry App World on your device.
Click the Search icon.
Type salesforce in the Search field, then click the trackball.
In the search results, click Salesforce Mobile or Mobile Lite.
Click Download.
After the installation completes, click OK in the message window.
When prompted whether to permit the app to access the phone, click Allow.
When prompted whether to permit the application to access
tp.mobile.salesforce.com, click Yes.
Close BlackBerry App World.
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Salesforce mobile
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Click the app icon, which resides on the home page of your device or in the
Applications folder. On newer phones, the icon may be in the Downloads folder.
Read the license agreement and click I Accept.The Activation page appears.
Enter your Salesforce username and password.Because many passwords contain
special characters that are difficult to enter on the device, the Show
Password checkbox is selected by default. To protect your password, deselect the
option. An asterisk displays for each character you type.
Click Activate to verify your Salesforce account and activate the app on the
device.After your username and password are confirmed by Salesforce, the data
is downloaded, and the icon pulses to show activity. The initial data download may
last a few minutes. Future updates to the data occur automatically.
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Salesforce mobile
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NOTE: if you want to install Salesforce mobile in another device you must
ask a Salesforce administrator to disable your actual mobile account. Until
this is done, no installation will be available for your Salesforce user.
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Salesforce mobile
http://www.salesforce.com/customer-resources/learning-center/details/video/salesmobile.jsp?fromSearch=true
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Next webinar (June, 6th 2011): Chatter. Marketing applications.
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Chatter:
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Campaigns:
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How to use
Groups, Flies and more
Why should I create a campaign
How to create
Following up Campaigns
eMail Marketing & Templates:
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Creating Letterheads
Creating email Templates
Massive eMails
Web-to-lead
Applying to automatic responses
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