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How do I use Report2Metric?

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Travis Truett
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Salesforce Report2Metric

Ambition can translate Salesforce reports into Ambition Metrics. Which is perfect for saving time and handling complex multi-Object Metrics.

Report2Metric vs Metric Builder

We recommend using the Metric Builder for all (except your most complex needs) as it uploads Data faster than through the report interface -- reports update every 10 minutes vs ~1 minute from an Object.

The need to filter by a Date Field is the most common use case for needing to utilize Report2Metric.

Ex. Desire to track Appointments that were Set and Held the same Week.  Wish to give metric credit on Appointment Held Date, but also filter by Appointment Set Date = This Week. This would not be possible with the traditional metrics built on the Salesforce Object, but are the perfect use case for Report2Metric metrics!

This is a comprehensive guide to setting up Salesforce Reports to be used as data sources within Ambition. We advise working through the entire document if this is the first time that your Organization has utilized Report2Metric within Ambition. Below are quick links to specific aspects of setting up Salesforce Reports.

What is required for Report2Metric?

How do I set up the Salesforce report?

What Salesforce Report formats are accepted?

How do I sync a Salesforce report with Ambition?

What if I have questions about my Salesforce report setup?

 

Report2Metric Requirements

Ambition reverse-engineers reports and runs the data through native Apex code to avoid incurring API calls. This is a tedious and imperfect process, there is a possibility that Ambition will not be able to translate your report into a Metric.

To ensure the best chance of success, the following requirements must be met:

  • Only Tabular and Summary reports are supported. Matrix and Joined reports are not.
  • The report must contain a Lookup(User) Field column indicating who will get credit.
  • The report must contain a Date Field column indicating when credit should be applied.
  • If the report is Tabular, it must contain an Object ID column to ensure record uniqueness.
  • The report cannot return more than 2,000 records for the given time range, this is a Salesforce limitation.
  • The report cannot contain a chart.
  • If the report contains Formula fields they must only utilize basic math (+, -, *, /).

 ↳ Formula Notes/Special Considerations:

- Ambition does support Salesforce's Power of 1 functionality.

- Based on the way data is collated/serialized before pushing to Ambition, we cannot support a Formula Field that only applies to aggregate records ex. a converted ratio. Ambition will need aggregate fields to be included as detail fields, as well. 

 

Set up the Salesforce Report

  1. Create a Report folder in Salesforce called Ambition (DO NOT TOUCH)

7357f27-Salesforce_Report_Folder_Creation.png

 

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Salesforce Classic

Salesforce Lightning

 

  1. If the desired report already exists, save a copy into the new Ambition folder. Otherwise create a new report.

 

Once a report is synced with Ambition you CANNOT modify the report within Salesforce. You will need to unsync the report, make your changes, and then resync.

You will lose historical data doing this.

 

  1. Establish report filters.

 

  • Set Date Field to field correlating to when credit should be received for metric.
  • Set the Range to Today, This Week, or Last 30 Days.

 

If you select a Range larger than 30 days, it will be overridden for compliance with the Salesforce limitation of 2,000 rows for a given time range.

 

  • Add logic as necessary, for example "Status equals Completed".
8130fdc-Salesforce_Report_Filters.png
Salesforce Classic

 

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Salesforce Lightning

 

  1. Establish the report format and columns. Save the report.

 

Accepted Report Formats

Tabular Format

With this format Ambition will not require you to select a User Field upon syncing. Tabular Reports will be treated as a Custom Object, and you will have the flexibility to build metrics around any User Lookup Fields your Report contains.

 

Add a User Field, Date Field, and Object Id column.

Ensure that the Date Field column matches the Date Field filter used above.

7aac596-Count_Metric.png Screen_Shot_2019-07-23_at_4.26.13_PM.png
Salesforce Classic Example Salesforce Lightning Example 

Jared receiving a value of 3 for 8/2/2016

Travis receiving a value of 2 for 8/2/2016.

Caroline receiving a value of 1 for 6/24/2019 

Jared receiving a value of 5 for 6/24/2019. 

 

Summary Format

With this format Ambition will create 2+ metrics. The first will be derived from counting rows already grouped by user and date. The second and third will be aggregated metrics based on a summarized field. Use this format if you're wanting to track summed records like "New Opportunity Revenue" or "Talk Time".

Group by User Field and then Group by Date Field.

Ensure that the Date Field matches the Date Filter used above.

Add a numerical column to the report, hover over the column header and click the arrow, click Summarize, and then select Sum and/or Average.

84507ca-Summary_Metric.png Screen_Shot_2019-07-23_at_4.57.26_PM.png
Salesforce Classic Example Salesforce Lightning Example 

Ambition will create a metric with Joey receiving a count value of 1 for 7/7/2016, 2 for 7/20/2016, 1 for 7/25/2016, and 1 for 7/26/2016.

In addition Ambition will create a metric with Joey receiving a sum value of $39,600 for 7/7/2016, $65,000 for 7/20/2016, $14,580 for 7/25/2016, and $9,900 for 7/26/2016.

 Ambition will create a metric with Mr. Salesforce receiving a count value of 1 for 11/6/2016, 2 for 12/11/2016, and 2 for 12/31/2016.

In addition Ambition will create a metric with Joey receiving a sum value of $1,800 for 11/6/2016, $13,500 for 12/11/2016, and $41,027.10 for 12/31/2016.

 

 Sync Salesforce Report with Ambition

1. Open the left navigation and click Administration > Data > Integrations.

Screen_Shot_2018-09-13_at_2.40.25_PM.png

 

 

2. Click the Settings button to enter the Salesforce Integration. 

Screen_Shot_2018-09-13_at_2.36.58_PM.png

 

3. Click the Report2Metric tab. 

Screen_Shot_2018-09-14_at_2.59.05_PM.png

 

 

4. Search for and click the green Sync button next to the desired report.

Screen_Shot_2018-09-14_at_3.01.31_PM.png

 

Screen_Shot_2018-09-14_at_3.04.48_PM.png

 

If you do not see your report, click the Refresh button.

 

5. If Tabular, select the relevant Date Field. If Summary, select the relevant Date AND User Field.

-- Again note that a Lookup(User) Field is required --

 

6. Click the green Sync Report button.

Screen_Shot_2018-09-14_at_3.09.18_PM.png

 

6. Wait for verification that the report has synced.

 

6. Click the Metric Builder tab, find the newly created Metric(s), click Edit.

 

7. Rename the Metric and add a description. Click the Save button.

 

Your Report Metrics are now created. Depending on report size it might take 10-20 minutes for data to populate within Ambition. 

 

Troubleshooting Report2Metric

If you are running into an error upon sync, email us at gethelp@ambition.com so that we can help diagnose the issue.

Including a screen shot of your report and it's filters in your original reach out will help us identify the issue and assist quickly.!

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