Create custom and commonly used fields for ClosePlan reporting
- Anna Madajova
- David Depman
- Petr Chvala
The following guide will show you how to:
Create Custom Fields related to ClosePlan Scorecards, Playbooks and Relationship Maps.
Create commonly used formula fields. These fields may already exist with the same or different names in your Salesforce organization.
Synch the fields to the Reports you create
Create commonly used formula Fields
Name | Object | Field Data Type | Definition | Description |
|---|---|---|---|---|
Days To Close | Opportunity | Formula - Number | IF( IsClosed =true, 0, CloseDate - TODAY()) | Number of days until close date of the Opportunity. Field created for ClosePlan report purposes. (Note: Field can be replaced with row-level formula in the report.) |
CP Last Modified (Days) | ClosePlan | Formula - Number | TODAY() - DATEVALUE( LastModifiedDate ) | Number of days since last ClosePlan modified date. |
SC Last Modified (Days) | ClosePlan | Formula - Number | TODAY() - DATEVALUE( TSPC__ModStampSC__c ) | Number of days since last Scorecard modified date. |
Steps to create commonly used formula fields:
Go to Setup > Object Manager > ClosePlan > Fields & Relationships
Click on New
Data Type: Select Formula > Next
Enter the Field Label and the Field Name for better orientation
Examples:
Field Label: SC Last Modified (Days)
Field Name: If the field is created by the ClosePlan team*: SUBS_SC_LastModifiedDays
Field Name: If the field is created by the Client: SC_LastModifiedDays
Formula Return Type: Select Number and set Decimal places for 0 > Next
Enter the formula (copied from the table above)
Enter Description and Help Text if needed > Next
Select the field visibility per profile or for all profiles (recommended) > Next and Save
* Note: For Field Name, the prefix ‘SUBS_' indicates the field was created by a subscriber org and is useful for Salesforce administrators to know who created what.
Scorecard
Category Score
Name | Object | Field Data Type |
|---|---|---|
Category score in % | ClosePlan / Opportunity | Percent |
Category score in points | ClosePlan / Opportunity | Number |
Object: ClosePlan or Opportunity
We recommend creating fields on the ClosePlan object in general, but there are exceptions.
Select the Opportunity object if:
You need to place fields into the Opportunity Page Layout
You need to add fields to a Report created on a Report Type that does not contain the ClosePlan object. Example: “Opportunity” Report types.
You need to surface Category Scores to PeopleGlass (PeopleGlass can only access fields on the Opportunity Object)
Data type: Percent or Number
The category score can be presented as a percentage or in points. The choice depends on the value needed in the Report.
How to create the fields:
Go to Setup > Object Manager > choose the object (either ClosePlan or Opportunity) > open it > Fields & Relationships
Click on New
Step 1: Choose the Field Type: For Data Type select Percent or Number
Step 2: Enter the Details: Enter the Field Label of the scorecard category and adjust the field name for better orientation
Examples:
Field Label: Metrics %, M% or M %, Decision Criteria %, DC% or DC %,…
Field Name:If the field is created by the People.ai team, add ‘SUBS_’ as a prefix, example: SUBS_SC_Metrics
Adding ‘SUBS_’ as a prefix will help Client Admins to know that this field was created by a Subscriber.
If the field is created by a Client, example: SC_Metrics
Enter Description and/or Help Text if needed and click Next
Note: Often, the People.ai Team will include a description:
Created by People.ai on DATE - and initials.
Step 3: Establish field-level security
Select the field visibility per profile or for all profiles (recommended) > Next and Save
Note for Clients creating Fields for use in PeopleGlass:
Field Level Security for all created fields that will be displayed in PeopleGlass must be visible for all PeopleGlass Users.
Step 4: Add to Page Layouts: Select the desired page layouts > Next
When finished, click Save & New to create more custom fields
OrClick Save if you are done creating new Fields.
* Note: For Field Name, the prefix ‘SUBS_' indicates the field was created by a subscriber org and is useful for the Client’s Salesforce Administrator.
Sync the fields with the Template(s) and versions
After the needed fields have been created, they need to be synced with the Template(s) and all versions to propagate the values into the fields.
To synch each field:
Go to the ClosePlan Admin tab > Templates > open the Template > open the Scorecard tab
Click on the gear icon on the Scorecard category
From Target Object select the object on which you created the fields
Select the correct category field (from Score % field for percent data field, Score Points for number data field) and Save
Sync every scorecard category in the Template(s) and in each version then create the report
Please Note: Configuration sync options are not retroactive. If any version of a Template is already deployed, those deployed versions will need to be synced.
Once each version of any deployed Template is synced, data will flow as expected.
After sync, Reports can be created or the Fields can be added into existing Report(s).
To sync the versions of Templates that are deployed, go to:
Update Scorecard Category and Playbook Event fields in Reports for deployed Templates
Playbook
Event Checklist Progress %, Event Status
Name | Object | Field Data Type |
|---|---|---|
Event checklist progress in % | ClosePlan / Opportunity | Percent |
Event status | ClosePlan / Opportunity | Text |
Event status + checklist progress in % | ClosePlan / Opportunity | Text |
Object: ClosePlan or Opportunity
We recommend creating fields on the ClosePlan object. Select the Opportunity object if you need to place the fields into the opportunity page layout or if you need to add the fields to a report created on a report type that does not contain the ClosePlan object. Example: “Opportunity” report type.
Data type: Percent or Number
The category score can be presented as a percentage or in points. The choice depends on the value needed in the Report.
How to create the fields:
Go to Setup > Object Manager > find your object (ClosePlan or Opportunity) > open it > Fields & Relationships
Click on New
Data Type: Select Percent or Text
Enter the Label and Name of the Event and click Next.
Examples:
Field Label: Negotiation %
Field Name: If the field is created by the ClosePlan team: SUBS_E_Negotiation
Field Name: If the field is created by a Client: E_Negotiation
Select the field visibility per profile or for all profiles (recommended) > Next and Save
Repeat these steps to create other fields for every Event required in the report.
* Note: For Field Name, the prefix ‘SUBS_' indicates the field was created by a subscriber org and is useful for your Salesforce administrator.
Sync the fields with the template(s) and versions
Once all fields are created, they need to be synced with template(s) and the versions to propagate the values into the fields.
go to the ClosePlan Admin tab > Templates > open the template > Playbook
click on the gear icon on the Event
From Target Object select the object on which you created the fields
Select the correct Event field (Summary Field for status and checklist progress %, Status Field for Event status, Checklist Progress % Field for Event checklist progress) and Save
Sync every Event in the template(s) and versions and create the report
Please Note: Configuration synch options are not retroactive. If any version of a template is deployed, each version will need to be synced. Once each deployed version of any deployed template is synced, you can then create the report or add fields into existing report(s).
To sync the deployed versions of templates, go to:
Update Scorecard Category and Playbook Event fields in Reports for deployed Templates
Relationship Map
Number of individual Stakeholders Attributes
Account level maps:
Name | Object | Field Data Type |
|---|---|---|
# Champions | CP Account Map | Roll-up Summary |
Opportunity level maps:
Name | Object | Field Data Type |
|---|---|---|
# Champions | ClosePlan | Roll-up Summary |
To summarize number of individual Stakeholders (# Champions, # No Contacts, # Economic Buyers,…) from the map, custom fields have to be created on the ClosePlan object for maps on the Opportunity and on the CP Account Map object for the account maps.
How to create the fields:
Go to Setup > Object Manager > find your object (ClosePlan or CP Account Map) > open it > Fields & Relationships
Click on New
Data Type: Roll-up Summary
Enter the Label and Name of the Stakeholder value and click Next.
Examples:
Label: # Champions
Name: SUBS_SH_Champions: creation from ClosePlan team, SH_Champions: customer creation
Summarized Object: select CP Deal Stakeholders (Opportunity map) or CP Account Map Node (Account maps)
Roll-Up Type: Count
Filter Criteria: Only records meeting certain criteria should be included in the calculation
Field: select the correct field under which the appropriate value is located. (in our case Champion is under the Support Status)
Operator: equals
Value: click on the icon and select the desired value
Click Next
Select the field visibility per profile or for all profiles (recommended) > Next and Save
Repeat these steps to create other fields for every Stakeholder value required in the report.
Update Scorecard Category and Playbook Event fields in Reports for deployed Templates
Data from Scorecard Categories and Playbook Events will propagate into Reports based on changes made in the Scorecard or Playbook.
If you create a new Report or edit an existing Report where Templates are already deployed to one or more Opportunities, the fields will be empty.
To update the connection between the Fields and the Reports you create, run a script via the Developer Console to update the Report Fields with current information.
Sync Deployed Versions of Templates via Script
Make sure every deployed Template and each version you want to have in the Report is synced with the fields (don’t forget to also check for archived Templates/versions)
Go to the Gear Icon > Developer Console > Debug > Open Execute Anonymous Window
Copy and paste the script below:
Edit the script
Change the Template ID to your Template ID
For Template ID - You will find the ID of your template/version on the Template detail page (see below)
Click “Copy” and paste the new value into the script
Change the email information to your email address.
Example of where to find the Template ID#:
Click Execute
Run the script for every Template/version you need synced for the report.
Refresh the Report page to see the updated values