Reports and Dashboards (AE)
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FunTranscript
00:00Hello. In this video and in this module we are going to go over dashboards and reports
00:08and how they specifically pertain to AEs.
00:15The agenda for this module is that we're going to first tackle the dashboards in terms of what it
00:22means, in terms of how you can access them, and what the AE dashboard in general looks like.
00:29We're also going to go over each of the components that make up the dashboard in order to give you a
00:35better sense as to what you can get from it and how you can use that to your advantage on your
00:41day-to-day tasks. From there we're going to jump into reports and the same in terms of how you can
00:48find them, what you can do with them, and how you can even change and filter them to suit what you
00:55want to see at any given time. So with that, let's get started with dashboards.
01:04For the purpose of this demo, we're logged in as Julie, who is an AE in Tampa.
01:10You can see that as soon as I log in, I'm obviously brought to my home page and as we went over the
01:19home page in the Salesforce 101 module, I'll go over it again. The dashboard component is first seen in
01:28this home page in the top left section where it says the name of the dashboard as well as the person
01:35viewing it, which in this case is, of course, Julie.
01:38Now, if you scroll down, you can see the different components which make up the dashboard.
01:48The pipeline, pipeline sliced and diced by category, brand, stage, and if I keep scrolling down, you can
01:56also get a sense for your deals, one and both currently in the pipeline.
02:02I will jump into more of a deep dive for this particular dashboard in a little bit.
02:10But a quick thing to keep in mind is that sometimes you might see and log into Salesforce start of the
02:16day and you're not really seeing the dashboard in terms of it reflecting your latest numbers from
02:24whatever it may be, be it booked revenue or your pipeline figures or your pacing.
02:30In that sort of a case, just remember to hit refresh in the top right and it should update
02:37all your dashboards with the latest values that you have in the system.
02:42So what exactly is a dashboard in Salesforce?
02:49Dashboard is basically a visual view of your data in the system.
02:56Dashboards are also dynamic in the sense that what you see on your dashboard is only specific to you.
03:03So if another AE, for example, logged in, they would see the dashboard slightly differently because they
03:10obviously have different data.
03:13And dashboards are best used to gauge performance and activity.
03:18You can get a glance at your critical metrics quite easily and in a visual way that makes it easy for you to read.
03:27But at the same time, it's also more forward looking in the sense that based on what you see,
03:33you can tailor and adjust your approach and what you're doing in order to hit those budgets.
03:39For example, in order to close those clients, basically any future activity based on what you are seeing in your dashboard.
03:48And the best part about it is that as soon as you enter some data in Salesforce, it is automatically reflected in the dashboard.
03:55So you're getting real-time information and you have the privilege of being able to cater your future activities based on real-time information rather than a lagging indicator, such as a weekly report or something like that.
04:14Jumping back into Salesforce, the homepage is obviously the first place where you can view your dashboard.
04:22However, there's a custom, there's a tab called dashboards, which if you click into it, allows you to take a more deeper look into the dashboards and allows you to sort of access the library of dashboards available for you to look at.
04:37So with that, I'm going to click into the dashboards tab.
04:41Now, much like most of the other object pages that we have seen before, when you first click into this dashboard tab,
04:49you can only see your recent recently accessed dashboards.
04:55So what this means is that if you're a first time login, you will not see anything here simply because you have not viewed any dashboards previously.
05:05So what you can do in that situation is simply click on the all folders link and this will pull up a list of all the folders of dashboards which are available for you to view.
05:17So from most of you guys, it's mostly going to be the shift AE dashboards folder, which you're going to be accessing.
05:27And from there, you can get get to look at the couple of dashboards that we have built out for you.
05:33So let's dive right into one of the dashboards.
05:39First, I'm going to click on this AE dashboard brand based.
05:44You'll notice that both of these dashboards are pretty much the same, except in one of them, we're slicing and dicing the data based on a more brand view.
05:54Whereas in the other one, we're doing it based on a product category, for example, digital versus radio versus NPR, etc.
06:04We'll take a look at both of those.
06:06But first, I'm going to jump into the brand based view.
06:09So when I click into it, I'm brought to the same dashboard that you see on your homepage, but obviously for a much more deeper look from the dashboard tab itself.
06:28So the dashboard is made up of multiple components aggregating information from multiple places.
06:36If I scroll down, I'll be able to see all of those and we'll go over those one by one right now.
06:43The first component that you see at the top is your pacing versus budget.
06:48So this breaks down my pacing and budget values for the next six months and sort of visually compares them against each other by month.
07:01So there are three bars you'll notice here for each given month.
07:06The first one is the sum of the net budget value that has been assigned for you for that month.
07:14The second one, which is a lighter shade of blue, will be the sum of the total closed plus any deals currently in the pipeline.
07:26So this gives you a more better understanding in terms of what you could close in order to meet your budget number.
07:35And the last one, which is a shade of purple, tells you what you have actually closed.
07:41So within a very easy and quick view, you can get a sense for what was defined, what you might potentially close versus what you actually closed in a very easy and visual manner.
07:56Scrolling a little bit further down, you can see other components.
08:06So the next set of components in your dashboard will show you your pacing, your pipeline and your booked revenue, but in a slightly different view.
08:15One thing to keep in mind as you scroll through these dashboard components is that the subheader this month versus this quarter will tell you the time frame for which the dashboard component is displaying data for.
08:33So another quick way to know what exactly is the time frame for which the data I'm looking at.
08:38So the pipeline this month obviously captures your data in terms of open deals, opportunities, and it breaks it down based on the brand.
08:52So if I hover over any of these sections within a particular component, I can see the specific slicing and dicing of the information.
09:03For example, it's by this brand, whereas if I hover over this, it shows the other brand.
09:08And this is true for any of the dashboard components.
09:11Simply by hovering, it pulls out some relevant information for you and basically the highlights that it wants to bring to your attention.
09:22So for the same time frame, if you look to the left, you can get a sense for what your pacing number is.
09:29So for this example, you're at 5.9% of the budget that was defined for you in the month of July.
09:36The components at the bottom capture exactly the same thing, but for a different time frame, which is the quarter.
09:42And it breaks it down based on each month and obviously each brand as well.
09:49Again, to the left, you have your pacing numbers for that quarter broken down by months.
09:55To the right of this is the booked revenue.
09:59So what you've closed for this month and what you've closed for this quarter broken down by each month and also brand.
10:09So again, hovering over it gives you a quick, you know, highlights view of what the important data making up the component is and what's exactly powering that component.
10:20Scrolling further down, you can see a little bit more of an in-depth view, so you'll see your pipeline by stage, by category and by brand.
10:33And we've broken this down in three different timelines, so the first row captures it by the current month.
10:40The second one tells you about this and the next month, and finally, the third one tells you about the entire quarter, which is the current quarter.
10:52Looking at the first set of components, it will break down all of your pipeline and basically opportunities and deals in the pipeline by the stage that it's at.
11:04So for this month, for example, everything is in the verbal stage, and this is reflected in the funnel.
11:11Scrolling down, I can see a little bit more of a breakdown in the next month as well, and the same for the quarter.
11:20The category will tell you exactly what product category you're selling into in your pipeline.
11:27So maybe digital, radio, NTR, whatever is applicable for you will be broken down in this view.
11:36And finally, the brand will tell you what brands you're selling into, basically.
11:42So again, very similar to the product category, but like basically breaking down the pipeline based on the different brands that you have available and you're selling into.
11:52If I scroll all the way to the bottom, you'll see a quick list view of the top 10 one slash close deals that you have in terms of amount and also a quick view of top 10 pipeline deals, which you are currently working on, sorted by amount.
12:13So at this point, let's take a look at the other dashboard available and how it differs slightly from this one.
12:24I'll click back into dashboards, all folders, AE dashboards, and this time I'm going to go into the product category based dashboard.
12:33Again, give it a little bit of time to load.
12:39If you're not seeing data populated accurately and in real time, just hit the refresh button in the top right and it should do it for you.
12:48So first glance, you can see it's quite similar to the last dashboard that we took a look at.
12:54However, if you scroll down, you'll start to see that instead of the data being divided up by the brands in this one, you'll see more of a product family view.
13:07So everything's broken down by product family via NTR, digital, whatever you have in your data and whatever you're selling.
13:16Scrolling down, everything is exactly still the same, but just capturing the information in a slightly different way.
13:22So at this point, we can segue into reports a little bit.
13:29So let's dive into reports and really understand the relationship between reports and dashboards because reports are what sort of feed the dashboards.
13:42So let's talk a little bit more about that.
13:49So what are reports in Salesforce?
13:52Every dashboard component that we just took a look at is powered and underpinned by a report at the heart.
14:01So every report is basically compiling different sources of information, be it accounts, leads, opportunities, and compiling it in a view that is relevant and comprehensive for you to provide you a 360-degree view of what exactly is going on
14:20and how you can better manage your activities and how you can better manage your activities and deals and et cetera.
14:26So each report is at the heart of a dashboard component and basically powering the entire dashboard.
14:34Much like the dashboards, reports are also dynamic in the sense that when you click into one, you only see information relevant for you.
14:43So if another AE logs in and looks at a report, it will be slightly different from you based on the data that is relevant for them.
14:50And another thing to keep in mind is that similar to what we talked about in the Salesforce 101 module,
14:58list views in exactly the same way, how they can be filtered based on criteria reports also do that.
15:06And you do have control to even change the criteria just to get a better view for real-time information if you choose to sort of bring out a different view and see it from that angle.
15:23So let's see how that looks in practice within Salesforce.
15:28You'll notice that beneath each dashboard component, there's a link saying view report.
15:35So again, this is where the relationship comes in.
15:39Basically, if you click into this link, it will take you to the corresponding report,
15:44which is powering the visualization or capturing of the information that you're seeing in the dashboard component.
15:52Just for an example, I'll click on this report to take a better view at what exactly is making up that dashboard component.
16:00If I go back to the dashboard and click on another report, this one, for example,
16:07I'll see a lot more details regarding what exactly is relevant for that dashboard component.
16:17Remember that the dashboard component is only a summary and a visual representation of the important data.
16:23So when you click into the corresponding report, you get more details.
16:29You can see further details basically as to what the data making up that dashboard component is.
16:38Keep in mind that you can always toggle this detail rows at the bottom on and off if you do want like a summary view versus a more detailed report view.
16:50And this is available for every report that you see.
16:55Again, if I go back to the dashboard and click on a different report, let's say the pacing,
17:01I can get a much more detailed breakdown of what that dashboard component is about.
17:10So I can get a sense for my budget and pacing numbers broken down by the month, by each product family, and then more details to follow.
17:22Again, I can toggle this off the detail rows to get a more condensed look into what's going on.
17:29But if I want a deeper look, I always have that option.
17:34Now, the dashboards is not the only place where you can access reports from using the link at the bottom of each component.
17:43You'll notice that there's also a reports tab that you can click into.
17:47And again, you're brought to sort of a library of the reports that you have access to when you click into it.
17:55Again, keep in mind that when you first click into that tab, you'll be brought to the recent section.
18:00So it might not be populated if you're logging in for the first time.
18:04So just go and click into all folders and you'll see the folders that you have access to.
18:10Here, we've built some pre-configured reports for you that might be relevant for you.
18:16So feel free to take a look through these.
18:18But the dashboard report specifically will be in the AE dashboard reports folder.
18:24So if you click into that, you'll see both of these dashboards.
18:28If I want to take a look at the report sort of making up the brand-based AE dashboard, I'll click into that folder.
18:35And I have access to all the reports from here.
18:39So I can click into any one, any time, and see basically the report without having to go through the dashboard.
18:48Now let's say I just want to click on this budget and pacing report by category.
18:56When I click into it, I'm brought to the exact same report that I tried to access through the dashboard.
19:03But I do want to bring your attention to the filtering capabilities right now.
19:08When you're into a report, you can see the little filter funnel icon in the top right of the report.
19:16So if you click into it, you'll see the filters which currently are in place for this report that we have built for you.
19:27You can modify any of these filters based on some criteria that you want to see it for to make the data more relevant and accessible for you.
19:40Let's say now, as an example, I want to modify the time frame.
19:44This report is capturing information for the entire year.
19:48However, when I click on this date filter, I can click on the range, and I'll bring down a drop-down, bringing out a lot of options for you to choose from.
20:00Now, let's just say I want to view numbers from this current fiscal quarter.
20:06I select that, hit apply, and you'll see the report is automatically filtered by what you have just defined in real time, just like that.
20:17And that truly speaks to the power of Salesforce, enabling you to not only get a full 360-degree view in real time,
20:27but also allowing you to slice and dice that information at the click of a button, basically.
20:34So go ahead, sort of make yourself familiar with these reports and dashboards.
20:40These are meant to help you more than anyone else and meant to assist you in doing your job a little bit better.
20:48That is pretty much it for this session.
20:52Let us know if there's any questions or something comes up or something you want to know during the Q&A sessions.
21:00We'll be more than happy to discuss it in detail.
21:04But yeah, this is it for this video.
21:06Thank you guys so much, and have a great day.