stevemo webinar: hit a home run with formula & analytics tricks

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Formula and Analytics Tips

& Tricks With Steve Molis (SteveMo)

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Safe Habah Statement

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•Using the ISPICKVAL and CASE Functions

•Creating an Opportunity Rollback Validation Rule

•Using the TEXT Function to convert Picklist Values

* No Animals Were Harmed in the Making of These Formulas

> 1 way to deal with a Picklist field

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Formula and Analytics Tips & Tricks

•How to block Account Create via Lead Convert

•Counting Multi-Select Picklist Values*

•Summarize Checkbox Fields

•Create Dynamic Month to Date Reports

* Some Animals Were Harmed in the Making of These Formulas

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Function: ISPICKVAL (aka “old faithful”)

Description: Determines if the value of a picklist field is

equal to a text literal you specify.

Example:

IF(ISPICKVAL(Weather, "Zombies!"), "RUN!!!",

IF(ISPICKVAL(Weather, "HOT"), "Go Swimming",

IF(ISPICKVAL(Weather, "WARM"), “Have a picnic",

IF(ISPICKVAL(Weather, "COLD"), "Sit by the fire",

"Send out for Pizza"))))

Function: CASE

Description: Checks a given expression against a series of

values.

Example:

CASE(Weather,

"Zombies!", "RUN!!!",

"HOT", "Go Swimming",

"WARM", “Have a picnic",

"COLD", "Sit by the fire",

"Send out for Pizza")


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Business Requirement

Prevent user from changing the Opportunity Stage to a

previous Opportunity Stage

Solution

Use a Validation Rule to evaluate current Opportunity

Stage and compare it to the previous Opportunity Stage

Fields Referenced

Opportunity: StageName

Functions and Operators Used

CASE

PRIORVALUE

<


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CASE( StageName ,

"Prospecting", 1,

"Qualification", 2,

"Needs Analysis", 3,

"Value Proposition", 4,

"Proposal/Price Quote", 5,

"Negotiation/Review", 6,

"Closed - Won", 7,

"Closed - Lost", 7,

0)

<

CASE(PRIORVALUE(StageName),

"Prospecting", 1,

"Qualification", 2,

"Needs Analysis", 3,

"Value Proposition", 4,

"Proposal/Price Quote", 5,

"Negotiation/Review", 6,

"Closed - Won", 7,

"Closed - Lost", 7,

0)


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Function:

TEXT

Description:

Converts picklist values to text in Validation Rules, Formula Fields, and Workflow Field Updates.

So that you can do stuff like this…


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• TEXT

• Operators: > < = >= <= <>

• ISBLANK

• VALUE

• BEGINS

• CONTAINS

• LEFT/RIGHT

• FIND/SUBSTITUTE


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Problem:

Make a custom picklist field

called “Loss Reason”

required if the Opportunity

Stage is Closed/Lost.


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Solution:

Create a Validation Rule

Formula:

AND(

TEXT(StageName) = "Closed Lost",

ISBLANK(TEXT(Loss_Reason__c)))


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Problem:

Calculate the Opportunity

Discount Amount from

Discount% (a custom

picklist field)


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Solution:

Create a custom field

Datatype: Formula

Result: Currency

Formula:

Amount *

(VALUE(TEXT( Discount_Pct__c ))

/ 100)


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Tip #2:

Create a custom

Enhanced List View

or Report to

double-check your

Formulas


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Problem:

Require priority 1-3 for

any “Existing

Customer”

opportunities.


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Solution:


Formula:

AND(

BEGINS(TEXT(Type),"Existing"),

VALUE(TEXT( Priority__c )) > 3))


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Problem:

Do not allow “Renewal”

Cases for Inactive

Accounts


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Solution:


Formula:

AND(

Account.Active__c = FALSE,

CONTAINS( TEXT(Status) ,

"Renewal"))


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Problem:

Extract the Numeric Value from the end of Picklist

Values that contain mixed length text characters.

Use Case:

Approval Processes, Workflow Rules, Validation

Rules, Formula Fields.


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CASE Formula:

CASE( SLA__c ,

"Diamond 5.0", 5.0,

"Platinum 4.0", 4.0,

"Gold 2.5", 2.5,

"Silver 1.5", 1.5,

"Bronze 0.5", 0.5,

0)

Compiled size:

5 Values = 326 bytes


Nested IF Formula:

IF(ISPICKVAL(SLA__c ,"Diamond 5.0"), 5.0,

IF(ISPICKVAL(SLA__c ,"Platinum 4.0"), 4.0,

IF(ISPICKVAL(SLA__c ,"Gold 2.5"), 2.5,

IF(ISPICKVAL(SLA__c ,"Silver 1.5"), 1.5,

IF(ISPICKVAL(SLA__c ,"Bronze 0.5"), 0.5,

0)))))

Compiled size:




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Solution:

Formula:

VALUE( RIGHT ( TEXT ( SLA__c ), 3 ))

Compiled size: 280 bytes

• Use the TEXT function to convert the Picklist

Value to a Text String.

• Then use the RIGHT function to extract the

last 3 characters or the Text String.

• Then use the VALUE function to convert the

last 3 characters to a Numeric Value.


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Field Name: Bottles of Beer on the Wall

Dataype: Picklist

100 Values:

100 - Bottles of Beer






94 - Bottles of Beer …


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Dataype: Formula

Result: Number

Formula:

VALUE(TRIM(LEFT(TEXT(Bottles_of_Beer_on_the_Wall__c),

FIND(" - ", TEXT(Bottles_of_Beer_on_the_Wall__c)))))

Compiled size:

ISPICKVAL = 7,602 characters

CASE = 6,478 bytes

TEXT = 546 bytes


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Copyright © Panaya

Twitter: @panayacg


Formula and Analytics Tips & Tricks

•How to block Account Create via Lead Convert

•Counting Multi-Select Picklist Values*

•Summarize Checkbox Fields

•Create Dynamic Month to Date Reports

* Some Animals Were Harmed in the Making of These Formulas

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Twitter: @panayacg


Prevent new Accounts during Lead Convert

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Prevent new Accounts during Lead Convert Business Requirement

•Prevent user from creating new Accounts but allow them to convert Leads to new Contacts

and Opportunities

Solution

•Use a Validation Rule to block new Account create.

Fields Referenced (optional)

•$Profile.Name

•$Role.Name

•$User.Id

Function Used

•ISNEW()

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Prevent new Accounts during Lead Convert

Formula:

AND(

ISNEW(),

$Profile.Name = “Sales User”)

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Counting Multi-Picklist Values

Business Requirement

Need to get the count of items selected from an

Multi-Picklist field on the Opportunity to get the

item count per Sales Rep

Solution

Use a Formula to evaluate the Multi-Picklist

field and return a numeric value for each item

selected and sum the numeric values


IF

INCLUDES

+

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Create a custom field

Datatype: Formula

Return Type: Number, 0 decimals

Formula:

IF( INCLUDES( What_s_for_dinner__c , "Pizza"), 1, 0) +

IF( INCLUDES( What_s_for_dinner__c , "Lobster"), 1, 0) +

IF( INCLUDES( What_s_for_dinner__c , "Beer"), 1, 0) +

IF( INCLUDES( What_s_for_dinner__c , "Wine"), 1, 0) +

IF( INCLUDES( What_s_for_dinner__c , "Cake"), 1, 0) +

IF( INCLUDES( What_s_for_dinner__c , "Ice Cream"), 1, 0)

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Converting Checkbox Fields for Summary Reports

Problem

• Display the “summarized” Opportunity Stage /

Status in List Views, Reports and Dashboards.

• Ugly Reports and Charts

Solution

• Use a Formula to evaluate IsWon and

IsClosed checkbox fields and return a

text value.

Functions and Fields Used

• IF

• IsWon

• IsClosed

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Converting Checkbox Fields for Summary

Reports Solution:

Custom field

Datatype = Formula

Result = Text

Formula:

IF(IsWon, "Won",

IF(IsClosed, "Lost",

"Open"))

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Report on Month to Date Sales

Problem

• Create a dynamic report of the Month to Date for opportunity trend analysis.

Solution

• Use a Formula to evaluate Close Date (Number) and compare to current day (Number)


• DAY

• TODAY()

• <=

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Report on Month-to-Date Sales

Custom Field

Datatype = Formula

Result = Checkbox

Formula

DAY(CloseDate) <= DAY(TODAY())

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Formula Resources

• Introduction to Formulas -

http://wiki.developerforce.com/page/An_Introduction_to_Formulas

• Formulas Quick Reference Guide -

https://na1.salesforce.com/help/pdfs/en/salesforce_formulas_cheatsheet.p

df

• Useful Validation Rules -

http://na1.salesforce.com/help/pdfs/en/salesforce_useful_validation_formu

las.pdf

• Building a Cross Object Formula -

https://help.salesforce.com/HTViewHelpDoc?id=fields_creating_cross_objec

t_advanced.htm&language=en_US

http://wiki.developerforce.com/page/An_Introduction_to_Formulas

https://na13.salesforce.com/help/pdfs/en/salesforce_formulas_cheatsheet.pdf

https://na13.salesforce.com/help/pdfs/en/salesforce_formulas_cheatsheet.pdf

http://na13.salesforce.com/help/pdfs/en/salesforce_useful_validation_formulas.pdf

http://na13.salesforce.com/help/pdfs/en/salesforce_useful_validation_formulas.pdf

https://help.salesforce.com/HTViewHelpDoc?id=fields_creating_cross_object_advanced.htm&language=en_US

https://help.salesforce.com/HTViewHelpDoc?id=fields_creating_cross_object_advanced.htm&language=en_US

stevemo webinar: hit a home run with formula & analytics tricks

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