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Full Circle Insights

Dash Package Dashboard Customization

AFTER READING THIS ARTICLE, YOU WILL BE ABLE TO: Plan and build custom dashboards.

 

Dashboard Customization

Two areas of customization will be covered in this section:

  • Adjusting the timeframes for the underlying data
  • Adjusting dashboard segments
  • Adjusting the components displayed in dashboards

Before you decide how to customize your dashboards, identify how your company wants to consume this data. In addition to adding components you will be cloning dashboards and underlying reports to setup the data to meet your needs.

If you are new to salesforce dashboards and reports please review the following content:

Salesforce Reports & Dashboard documentation:
https://help.salesforce.com/articleView?id=analytics_overview.htm&type=0&language=en_us

Salesforce Trailhead:
https://trailhead.salesforce.com/trails/force_com_admin_beginner/modules/reports_dashboards

Global Data Filters

You may have data in your organization that you want to filter out for all cases. Some examples are:

  • Excluding certain opportunity types
  • Excluding certain campaigns
  • Excluding certain geographies

If you have these types of filters, add them to all of the reports underlying the dashboard package before creating additional dashboards and reports.

Action Item   Create a list of any custom filters that will apply to all dashboard reports

Identify Your Audience

Consumers of these dashboards may have different needs both in terms of the data and in terms of the way in which they consume the data. A Demand Marketer may only be interested in their Geo and may be in Salesforce, whereas the CMO may want breakdowns by Geo and that the dashboard be emailed to them.

Action Item   Identify who will be using the dashboards and if they need different data points, and how they will consume the information.

Determine timeframes for each dashboard

The following default timeframes are provided for each dashboard. Review and determine which timeframes your company will want to have so that you will know how many dashboards you will be creating. Based on the list below create a plan for the types of timeframe segmented dashboards you will want to create.

Dashboard Name Timeframe Comments
Planning Last 12 Months. Note this means the data does NOT include the current month. This dashboard should have a long enough timeframe to be able to see aggregate data, but you may wish to have some shorter timeframes in order to monitor shifts in trends.
Achieving Fiscal year to date, with two opportunity coverage components displaying Closing this FQ and Closing next FQ. If you have quarterly goals you may wish to create quarterly dashboards in addition to viewing the previous year’s data. 
Optimizing No timeframe restrictions. Dashboard has a cohort filter for Response Date.

Filtered dashboards cannot be scheduled (e.g., reports sent automatically based on predetermined schedules) but they are a great way to easily switch data around. 

Using the Response Date filter creates a cohort of all of the underlying data, so, for example, with a Response Date filter, the Unworked MQLs component will show you the subset meeting the filter criteria, not all unworked MQLs in the database.

You may want to do a couple things with this dashboard:
  • Create a cutoff date on all underlying reports so that there are no responses before a certain date, that will assist the dashboard in loading quicker. If you do so we recommend adjusting the dashboard description field to reflect this cutoff date.
  • Adjust the response date filters
Evaluation

Most dashboard components use all time data, with the following components using fiscal year to date:

  • Disposition Reasons – MQL Disposition Reasons by Campaign Type
  • Disposition Reasons – SAL Disposition Reasons by Campaign Type
  • SQLs by Lost Reason
  • Pipeline by Lost Reason

We recommend creating a cutoff date on all underlying reports to restrict data to after a defined date. Doing so will assist the dashboard in loading quicker, as it won't have to try to calculate all the data in your database. If you do this we recommend adjusting the dashboard description field to reflect this cutoff date.

The cutoff dates will differ depending on the component, For example, if you don’t want to review ‘data’ prior to 2016 you would add the following date filters to each underlying component’s report:

The following component’s underlying reports would be filtered by Response Date.
Response Date > 12/31/2015

  • Disposition Reasons
  • SAL Disposition Reasons by Campaign Type

The following component’s underlying reports would be filtered By Opportunity Created Date. Opportunity Create Date > 12/31/2015

  • Opportunity to Won Conversion Rate
  • Opportunity to Won Velocity Rate
  • Average Deal Size
  • Most Revenue (Won)
  • Most Revenue (Lost)
  • Most Won Opportunities (Count) 
  • Attribution by Campaign Type
  • SQLs by Lost Reason
  • Touch Timing
  • SAL Disposition Reasons by campaign Type
  • Pipeline by Lost Reason

 

Action Item   For each dashboard, make a list of timeframe variations or additional filters you will need for each.

Other Dashboard Segments

There may be other dashboards that segment data in ways that align to your company. Consider the following when identifying the segmented dashboards your team will need:

  • Teams (marketing or sales)
  • Geo
  • Industry
  • Other custom fields such as market segment (e.g., company sizes)

Segmentation may require unique dashboards and underlying reports, or may be addressed with dashboard filters. 

Review the following to makes sure a filter will work for your use case when planning which dashboards to create:
https://help.salesforce.com/articleView?id=dashboard_filters_overview.htm&type=0&language=en_US&release=206.13 

Action Item   Identify any other dashboard segments and if they will be implemented as unique dashboards, or as dashboard filters. Keep in mind that filtered dashboards cannot be scheduled, so align the dashboards with audience use cases.

Adjusting Dashboard Components

Only 20 components are allowed per dashboard. This means if you have additional components, such as additional funnel stages, you may need to split out a single dashboard into two dashboards. The Planning dashboard, for example, is delivered with 20 components, so you will need to create an additional dashboard if you want to add additional components. 

Action Item   Identify which dashboards need additional components and add them to the dashboards.

Recommended Steps for Dashboard Customization

Now that you have a strategy for which dashboards you will require, both from a timeframe, segmentation and component customization perspective we recommend you execute your plan in the following order.

  1. Have a complete list of dashboards you will be creating
    1. Timeframe segmented dashboards
    2. Other types of segmented dashboards (team, geo etc.)
    3. Folder names for dashboards and dashboard reports.
    4. Audience for each dashboard clearly identified
  2. Make sure you have the right ‘master’ dashboards
    1. The components you want to use are set up
    2. Any underlying global filters applied to underlying reports 
    3. Any additional master dashboards are generated
  3. Validate these master dashboards with key stakeholders before beginning additional customization work. You do not want to have to redo all of the work you are about to do. 
  4. Think through and create a plan for which dashboards and reports you will clone first. Group similar changes together so that you can streamline your work. For example if you are going to create several versions of the achieving dashboard, say four dashboards, one for each fiscal quarter this year you might want to use the following order to be most efficient:
    1. Clone the dashboard four times and rename for each time period
    2. For each report - do a ‘save as’ and customize four times reflecting each timeframe
    3. For each dashboard - edit and replace the underlying report with the new report for each timeframe
  5. Create new dashboard and report folders. Make sure the permissions are setup for folder access. Consider locking underlying report folders to view only, particularly if you are using filtered reports.
  6. Clone the master dashboards and put them into the correct new dashboard folder with the correct names
  7. For each master Dashboard click through and do a ‘save as’ for the underlying report and adjust filters
    1. As mentioned earlier, it may be most efficient to create multiple version of the same report at the time.
  8. Edit the new dashboards
    1. Adjust dashboard description to describe global filters.
    2. Update the components to the correct underlying new reports.
  9. Save and QA the dashboard and reports.

 VALIDATE

Be sure to pay special attention to step 3. Validating the base templates with key stake holders before doing the build will save you a lot of time should changes be required. Make sure the validation process is detailed and that everyone understands and agrees on the metrics and underlying filters. Comment the master dashboards components so that definitions are clear.

 

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