Let's use a scenario to build a summary report
A free video tutorial from Warren Chalklen, PhD
Education Innovator | 111,967 Students on Udemy
4.2 instructor rating • 31 courses • 133,174 students
In this session we receive a request to build a summary report.
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04:53:14 of on-demand video • Updated April 2018
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English [Auto] Hello and welcome to this session Yeah I'm going to be diving in to a summary report and specifically we're going to begin with a scenario. I have my boss J and she's just sent me this e-mail that says hi pasada I need to know the most successful source for our close leads so we can plan our strategy give this information to me as a chat and while you at it break this down by California and New York and Arizona give me a one sentence summary suggesting what I should do next. Strategy wise have it ready within the next hour. Thanks Jay. You as someone who is learning about reports may get requests like this quite often. And your role is to think about how you're going to break this down. How are you going to break this request down and what questions you could possibly have with J. And more importantly how you can translate what you're reading to the reports that you are going to create. So what I'm going to do is walk you through something called Q R S which stands for question reports and strategy. But we're going to do is apply this framework so that you can then begin to build a report and answer your boss's question. We don't have much time. So let's get cracking. The first thing we're going to do is dive into the question. The question helps us determine which report type we are going to look at and the fields that we need to pull. So the most important thing that I see from here and I'm going to highlight these as we go through is she's talking about a source. Right. So I'm going to highlight that. And she's talking about close leads. What this tells me immediately is that she is asking for the source. In other words the source of the leads right. The need source and she is also asking for close leads. All right now we need to dig in deeper and think about this. She needs to give it to me as a chopt now as it charts. We know that we can only use a summary matrix or joint report. We can't use a table to answer your boss's question. So we know that that's the kind of report that we're going to build. The next thing we're looking at is California New York and Arizona. For those in this class that may not know what those are. Those are actually states in the United States states. Right. So we've been thinking about what states are. All right. So we've got this information now. What she then asks is to provide a one sentence summary suggesting what she should do next. All right. So that's what we're going to do once we've built the report so that's the strategy side and I'm actually going to copy that and paste this right there. All right. So now once we done this we have the question we have some of the fields that we're looking for. We now have to convert this information into sales force language. Right. So I'm going to make this maroon right here. So when we talk about seat source I know we're talking about leads and so in sales force we actually call those need sauce. Right. When we talk about when something is closed or not right we're talking about the status of the lead. Right. So that leads to status here right now when we're talking about a chart we have different kinds of charts and we can get to that now. In a moment when we actually pulled apart now our boss never gave us any information about the kinds of lead. So for example does she want leads with in with specific accounts or does she want leads connected to specific opportunities or the previous customers for example. So we're going to assume that the information she's given us is complete in this situation. I would likely reach out to Jay and ask her specifically more information about what she wants and how we can serve her needs. Nevertheless for the sake of this session we're going to dive in as if we have complete information. Right. So the questions I would ask Jay for example to get more information is okay. So you want to close leads do you want it by this fiscal year. In other words I would look for time and in this case I'm going to assume all time. I'm also going to assume that the created data the records it's also all the time and that the owner of the record is doesn't matter that it's everyone right. She wants to see everything. OK. Wonderful. So you'll notice that I have been digging into the leads questions questions about leads. That means that the report that we actually going to be looking at is a report something to do with leads and we're going to basically go through and see now that we have our questions. We're going to go through and start beginning to pull our apart. So what I'm showing you on your screen is the end result but we're actually going to build this report together and I'm going to refer back to some of these things just so that you can see the end product of what we're going to look at. All right. But let's actually begin together. I'm going to go to a reporter on my home page. I could also click create anew and scroll down to reports in fact that is a best practice. It's a minute go in my home page. Scroll down to create and click reports. This is going to ask me what report type I want. So what I'm going to do is type in Leeds see what what comes up immediately I see leads activities with leads leads have come very late information campaigns that leads campaigns that leads and converted to information. I think that because my boss never asked me anything about a campaign I'm just going to focus on the lead situation. So let's dive into that click Create now the first app I do and I open up a report is I click save. And I'm going to call this needs by Soss. Right. And you can have different names. Right. And I'm going to save this in pasta's folder. Now if I save it in my personal reports nobody else will be able to see it. But if I had it in unfiled public reports everyone would be able to see it but I'm going to put it in my folder and I'm going to click save and run reports So that's my first step and they're going to click customize my second step is to go up to the filters and make sure that I can see all the ads created date equals all time. Notice that's exactly what we were talking about earlier. Right. So it's an all time and created date because all the time I'm actually going to strike three of those. OK. Wonderful. Now the next step is to remove all color. So we have a clean report and click save. Wonderful. Now let's go to our document here. So we have the lead source close leads chart's States. And so what I'm going to do is go into our preview section. So I'm going to say first name and last name remember I'm in a Leeds report so everyone coming up is automatically a lead. But that's not what the boss is asking. She is asking specifically for the lead source and the lead state. So what I am going to do is go in here and type in the lead source and when I can do is double click and click elite status. Notice that I have some lead sources and how they are different. But the lead status has specific lists ride specific indications. OK. So this is what I'm looking at. I can see these and we also have states I'm going to go down here and click state OK. Wonderful. Now what we're looking at is everything we're not actually answering the question just yet. What we're looking for right now is she wants to know the most successful source right of our close lead. So what we're going to do is actually go here and click summary reports and from the summer apart I'm going we get essentially groupings that we can group our fields by. I'm going to do is drop in lead source. Notice how it summarizes the information. So what I see here is all the information we have the different lead sources Web phone partner affair. Right. The notice that everyone is not grouped in that in that field. OK. Wonderful. Right. So I customize this and now I'm going to say Leite status closed or not converted. Now if I run this approach again it will show me in the lead source open not contacted and closed and converted and it'll show me the different areas that people are in. And if I click hide details I can then go through what I want to do however is my boss wants to see this in a chart. So what I'm going to do is I'm going to create a chart to make sure that the lead source and the lead status is. All right. I can also click formatting and put x values that would give me the values. Alternatively I can swap these around. Right. You need status by lead source. What I'm going to do is because this is quite extensive I'm actually going to swap this around and say leads source by statis. I'm going to make sure that when I hover over the x values are present and I can also give my chart a title Soss. Status click ok. However Abbass doesn't want any kind of leads they want close leads right. So I've just given all of these what I'm going to do is actually drag leads status up or alternatively I could type in lead status right here drag this n hop click the magnifying glass and just I click the magnifying glass and choose the one I want and I'm actually going to choose clothes converted click insert and click OK. Now immediately you'll notice that all of these lead sources are now closed and converted right. There is no difference so there is only leads and convert. And what I notice is that there are some blanks. I didn't want any blanks I want to make sure that I show the boss the most important information. So what I'm going to do is I am going to notice what I'm doing here. I'm trying to get rid of any blanks. Right. So what I'm going to do here is make sure that we take care of the blanks. All right. So what I'm going to do is go up here. Lead source not equal to blank. And what that does is that makes sure that any old records have lead sources and writes and nothing is left blank as you can see it's all in and what we can see immediately is that we have existing customers. Now I'm going to do one more thing because we have to show our pass. Chaat writes I'm going to use the pie chart and we know that the leads the early stages is all the same. So we're going to use lead source and what we're going to do is create values put values in here. Alternatively we can use the donut which is one of my favorites. We can put a total in there and we can show values as well and we click OK. So let's take a look at this chart sort by state is what I am going into as click run reports and what we can see is that we have 36 closed or converted leads 9 of which have come from other whatever that means for this organization six of which have come from existing customers and five of which have come from cold calls. So what I'm going to do is I'm actually going to screenshot this and make sure that my boss can see this information. So I screenshot it and pasted Chad into this document and what I'm going to do now is actually write a one sentence summary or recommendation and what I'm going to say is that our most successful lead sources are one existing customers and word of mouth are almost prominent are almost prominent strategy. We could we should boost this. So what I'm saying to my boss is I mean it literally. Copy and paste this exact chart in there. And this is what the e-mail would say. Word of mouth and existing customers of the most prominent strategy. We should explore this more. And what I mean by that is we should perhaps figure out more about how existing customers are being utilized and how word of mouth is being utilized. So that's just an example of how we would respond to our posture. And we did that by using a summary report. We customized it. We showed all time. We used a chart to use different types and we use the summary format. I hope you've enjoyed the session we are going to be building another report. Our boss is quite demanding. So we have to figure out a way to meet her needs and the needs of the company. So let's get into the next report.