Your Track to be a Data Master

Your Track To Be a Data Master

Using the FREE ‘Data Quality Analysis Dashboards’ from the App Exchange

Scott BrownShoreTelUser Group Leader: Rochester, NY

Certified Advanced AdminCertified DeveloperCertified Sales Cloud Consultant

Why Score Your Data?It isn’t perfect. Is it?

Where is your company doing well? Where could it use some improvement?

Who’s owns the best records? Who’s owns the worst records?

Many times you can’t require fields, since your users don’t know everything every time they create a record.

Validation rules should only be used when necessary.

A Perfect World

Goofus doesn’t take good care of his data, and would rather spend his time at work talking about how bad his fantasy football team is.

His company is sad when they think of his performance, and avoids eye contact with him.

Gallant keeps his information updated, and spends his free time spreading positive energy.

His company really likes having him as part of the team.

How do I do such a thing?The Data Quality Analysis Dashboards package from

the App Exchange is basically a set of custom fields, reports, and dashboards.

You just need to identify what data is important to your company, and adjust the formula fields appropriately.

Let’s Do This!Steps:

1. Download the Data Quality Analysis Dashboards from the App Exchange.

2. Edit the ‘Data Quality Score’ fields to align with your company’s specific needs

3. Optional, but recommended: Create new reports to show the average score of Owners, Prospects vs. Customers, Open Opportunities at various stages, etc.

4. Build some dashboards to summarize this data in a single view.

Download the Appappexchange.salesforce.co

m

Editing the Fields

Default Formula:

IF( ISPICKVAL(Industry,""), 0,20) +

IF( ISPICKVAL(Rating,""), 0,20) +

IF( LEN(BillingCity) = 0, 0,20) +

IF( LEN(Phone) = 0, 0,20) +

IF( ISPICKVAL(Type,""), 0,20)

How it works:Leads, Accounts, Contacts, Opportunities, Activities, Cases, Contracts & Campaigns all get a ‘Data Quality Score’ field.

We’ll focus on the Account today.

Formula Breakdown:+20 for every field which has a value. Since there are five fields defined, you’ll get a score of 100, if all fields have a value.

Making it Work For You: Formula Fields

Default Formula:

IF( ISPICKVAL(Industry,""), 0,20) +

IF( ISPICKVAL(Rating,""), 0,20) +

IF( LEN(BillingCity) = 0, 0,20) +

IF( LEN(Phone) = 0, 0,20) +

IF( ISPICKVAL(Type,""), 0,20)

Updated Formula:IF( ISPICKVAL(Rating,""), 0, 100/6) +IF( LEN(BillingStreet) = 0, 0, 100/6) + IF( LEN(BillingCity) = 0, 0, 100/6) +IF( LEN(BillingState) = 0, 0, 100/6) + IF( ISPICKVAL(Type,""), 0, 100/6) +IF( LEN(Phone) = 0, 0, 100/6)

Tips: • Try to avoid putting fields in that are required, or otherwise

always have a value.• Replace the “else” number with “100/n” n=number of fields

Making It Work For You: Reports & Dashboards

1. Create a new summary report2. Group by any relevant Account field (Owner, Owner

Role, Territory, etc…3. Summarize the Data Quality Score to get the

average

Making It Work For You: Reports & Dashboards