Manager Report & Dashboard
Category
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FunTranscript
00:00Hello. In this video and in this module, we are going to go over dashboards and reports specifically as it relates to the managers.
00:13So the agenda for this session is that we are going to start with sort of getting to know what a dashboard is, how to access them and what the view of the manager dashboard looks like.
00:28From there, we're going to go into learning a little bit more about reports and the same in terms of how you find those reports and what you can do to customize the already configured reports for you in the system.
00:43So with that, we'll get started with the dashboards.
00:49So dashboards and Salesforce basically compile information for your team and from your team in a visual way.
01:00Now there is information coming from accounts, opportunities, it could be leads, it could be activities.
01:07So dashboards are basically a place where you can get a 360 degree view of all that is happening with your team and get it in a nicely visualized way.
01:20Now it's important to remember that dashboards are dynamic, meaning that the dashboard that you see is only populated with information feeding in from your team's activities and records.
01:34So if I'm a manager of a particular market, my dashboard will only show information coming from the reps within the market under me.
01:46So it's a great way to gauge the performance and activity metrics from one place, meaning that it it is the first gateway in terms of you getting a deeper sense as to what your team is doing, how it's trending towards budgets and goals and what you can do.
02:06More importantly, more importantly, to help navigate the team and steer the team in a direction that's more aligned with your goals.
02:16So with that, let's jump right in to Salesforce and see what it looks like.
02:23For the purpose of this example, I'm logged in as Jay, who is a manager in Tampa.
02:32And we are going to go over some test data from his team and the AEs working under him.
02:42So the first time that you get to see a view of the dashboard is when you log in and you're on the home screen.
02:50As we mentioned in the Navigation 101 Salesforce module, the dashboard is the component in the top left of the home screen.
03:00You can see by the title that this this dashboard is for the managers and that you're currently viewing it as this person, which is Jay in this case.
03:12So if you scroll down, you can see all the components within the dashboard and it brings to view again all of the important metrics and activities that your team is currently undertaking.
03:28However, this is not the only place where you can access your dashboards from.
03:35So if you look at the dashboards tab on the home screen and click on it, you'll be navigated to a more comprehensive view of the dashboards in the system.
03:47When you first click on the dashboards tab, you'll notice that it brings you to the recent section.
03:56Again, if you're logging in for the first time, this section might be empty because you haven't really accessed anything prior to this.
04:05So for first time logins, just keep in mind that you have to click on all folders.
04:12And then you'll be brought to a list of folders from which you can select shift all manager dashboards.
04:19And then get into the couple of dashboards that we have available for you.
04:26So just to get started, we have two types of manager dashboards available for you.
04:31They are similar in terms of the information they capture.
04:36However, they are different in how we visualize it and how we slice and dice the data available in it.
04:44The first one is based on product category.
04:48So you'll see information sort of relevant and sliced and diced based on the different product categories we have, such as digital, radio, NTR.
05:00And the next one is more of a brand based view.
05:04So we'll click into both of those.
05:06Take a look at how each of those look.
05:09So first, let's see what the brand based view looks like.
05:13If I click into it, I'm brought to the dashboard screen for this specific dashboard.
05:21And keep in mind that if you don't see data populated or reflected accurately, just hit the little refresh button in the top right.
05:33And it will update the dashboard based on the latest values.
05:37Let's now jump into each of the components that make up this dashboard.
05:46The first component, as you can see from the heading, is your team's budget versus pacing.
05:52And the subheading in any of these components refer to the specific timeline that the dashboard component is compiling information for.
06:04So the first one you can see is a series of bar graphs showing you the net budget value that you have defined for your reps for each of these months.
06:18And what the what they're pacing towards.
06:23So the second graph will show you the sum of total closed as well as what's in the pipeline weighted based on the stage of the deal.
06:35And the third one will just show you the sum of total closed.
06:40So in one view, you can get a sense for what was defined, what is probably going to close and what's actually been closed.
06:49If you hover over any of these graphs, you can get more details as to what the graph is made up of.
06:59And it'll highlight some of those key metrics based on that.
07:03So if I hover on any of these bars, I'll get more information pertaining to those.
07:12So the next component refers to your team's close time, one for the quarter and one for the year.
07:20So we can see that Julie, for example, here is taking an average of nine days to close her deals this quarter and six days when it's compared relative to the year.
07:33Now, this graph right here is only showing Julie's records because we only have her records in the system.
07:40But as you start to sort of mature the platform and more reps start to enter their information, we'll be seeing a view for each of the reps under you so that you can quickly gauge and sort of measure and get an idea for who's doing what.
07:57Scrolling further down, you get a sense for your team's pacing for the month, your team's booked revenue for the month and also for the respective ones in the quarter.
08:12If I look at the team's booked revenue this month, you can again see a view per AE in your team as to who's closing what.
08:22And on the left hand side for the same time frame, you can get a sense for what your pacing, what your pacing figures are relative to the budgets defined.
08:34Again, the same goes for the quarter. You can see that it's broken down by each month and then also the pacing.
08:43Towards your budget is also broken down by each month.
08:48The team's activities tell you who's doing what relative to their deals.
08:53So again, I can hover over them and see what type of activity.
08:57Maybe Julie has one call. Wes also has an activity and what the record counts are for those.
09:08The bottom of the dashboard components is made up of your team's pipeline metrics and we've sliced and diced this in a number of ways.
09:17The first one, you can just see the pipeline for the month and then the quarter.
09:22The second block shows you the pipeline by each stage for the month and quarter.
09:27And the third shows the pipeline by each brand per month and quarter.
09:32So again, it gives you information very quickly in a visual way.
09:38And you can always hover to get a quick sense for what these numbers are all about.
09:43So that is pretty much it for the brand based dashboard.
09:50Now let's jump into the other one.
09:53I'll go back to my dashboards tab.
09:56All folders shift all manager dashboards and then go to the product category based one.
10:03From first glance, it looks pretty much the same.
10:08However, if you scroll a bit further down, you can see that instead of the data being broken down by brands.
10:17In this one, we're sort of capturing it based on the product family that is digital versus radio versus NTR and those sort of buckets.
10:30So a good segue from here is for us to talk a little bit more about the reports in Salesforce.
10:40So the dashboard components, each of those components within a particular dashboard is sort of powered by a report.
10:49And what a report is, is that it basically compiles different sorts of information from different sources such as accounts or opportunities and sort of combines them for you in a comprehensive view.
11:03And this is what powers each of the dashboard components at the heart.
11:10Reports like dashboards are also dynamic.
11:13So the reports you see are only made up of data, which is relevant for you.
11:18And at the same time, keep in mind that much like the list views we discussed in the first module, reports are also filterable.
11:27So each report is filtered based on certain criteria and you can adjust this criteria to suit your needs in terms of what you want to see and what is valuable for you.
11:38So with that, let's jump in and see what I mean when I say that reports power the dashboard components.
11:48Going back to our dashboard.
11:51If we take a look beneath each component, so for example, if I'm looking at the first dashboard component, I'll see a hyperlinked section at the bottom saying view report.
12:03And this is true for any of the components.
12:08If you click into this, you will be able to view the underlying report, which obviously pulls out more in depth information regarding what's being displayed in this dashboard component.
12:22So as an example, I'll click into the first one.
12:26You can see now that I can see a lot more details regarding the same dashboard component.
12:39Everything is broken down here in this example for this report by date, by brand, as well as the rep.
12:48So in a very easy to click view, I can get a much more details as to what exactly is happening for each month by each brand and each sales rep as it pertains to this their budgets and how they're trending towards them.
13:05When on a report, I can always choose to toggle this details row section at the bottom to maybe get a more summarized version of what I want to see.
13:18And obviously, if you do want to take a deeper look into what's going on, toggle it on and we'll get more details.
13:28The same is true if you want to click into any of these other reports.
13:32If I click into this one, for example, I'll see the report underpinning that component.
13:41Again, more details for you to see, a subtotal at the bottom, and you can always choose to toggle the details off if you want just a more summarized version of it.
13:55So in addition to seeing and accessing these reports from beneath the dashboard components, you'll also notice that there's a reports tab as well on top.
14:07If I click into it, I'm sort of brought to this library of reports available to me.
14:13Again, much like the dashboards, you're first brought to a recent section.
14:17So first time logging in, please click into all folders and then you'll be able to see the folders that you have access to and access the reports from within those folders.
14:29You can see the map. We have some pre-configured manager reports, so accounts in active status, for example, and opportunities by rep.
14:39Feel free to explore those as much as you want.
14:42But if you go back to the folder section, the reports which are specific to those dashboards are marked and placed within the folder saying shift all manager dashboard reports.
14:57From there, you can access the specific reports pertaining to each of those dashboards.
15:03So if I go to the brand based one, for example, I'll be able to access the whole list of reports that make up that dashboard.
15:15So the last thing that I want to sort of bring up to you is the ability that you have to customize and configure these pre-configured reports that we've built for you.
15:28There's going to be an additional module where we teach you how to create reports for yourselves.
15:34But even within the pre-configured ones, you have the ability to filter and sort of view the information by changing and working with some of those filters to slice and dice the information.
15:48So let's just say for the example, I'm going to select this report right here.
15:55As soon as I click into the report brought to this screen again, just to see the report from here, you will notice that there's a funnel icon over here that refers to the filters.
16:09If I click on it, it'll show you exactly the filters which are currently turned on for this report in terms of how we've set them up.
16:18So you can obviously change these filters if you want.
16:23So for example, I can go like I don't really want to see the report results for the full fiscal quarter.
16:32And if you click on it, click the dropdown, you can get a whole list of date values since it is the date filter that you want to filter by.
16:42So let's just say I want to do it based on months instead of the quarter and I want to do current and next month.
16:52I'll just click on that apply.
16:56And the report is adjusted in real time.
16:59And there's another filter stage here.
17:01If I want to sort of make my reports more precise in the sense that age is not equal to close one onboarding or close lost in this case.
17:14But I also don't want to include the verbal stage.
17:17Let's say.
17:18I just select that.
17:19Click apply.
17:20The report's adjusted in real time and it's there for you.
17:25Now, don't be afraid to play with these filters, because since these are preconfigured reports, how you filter doesn't change the report, meaning that when you click into the report again, it's back to the same way as it was set up.
17:42So what you do with your filters is only for this view for right here and right now.
17:51So let's just say that I've taken a look at exactly the information that I want to.
17:56I'll go back to the reports and try to access the same report.
18:00And when I do so, I can see that everything's back the way it was in the sense that you've changed up the filters.
18:09You've sort of diced the information how you want to, but the underlying report, the base of it remains the same the next time you log in.
18:21So that was our little intro to reports and dashboards in Salesforce.
18:26Hopefully you've gotten enough out of it to start realizing how important and how powerful this can be.
18:35And it is in Salesforce in terms of being able to see data populated and visualized in real time.
18:43And not only that, but to take it a step further in terms of customizing the view quite easily and in real time.
18:50If you still have any outstanding questions, please bring them up during the question and answer sessions or just reach out to us directly.
18:59Thank you so much. Have a great day.