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

drew.alexander@kaplan.com

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

jball@tacpoint.com

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