In my last post, I examined the differences between reports and dashboards, and when it’s best to use each. Now, let’s take a closer look at how to get the most out of your reports. One way to do that is through the use of buckets.
A bucket is a feature that you can use in a native Salesforce report. It essentially allows you to group things together without having to create custom fields or custom formulas. Think of it as a shortcut because buckets can be used just like any other field to sort and filter information.
I find that they’re an especially handy tool when I need to quickly categorize one-time requests on reports. Here’s an example of how I use buckets on a regular basis. Like most sales ops pros, I’m often asked to run reports on pipeline created. And at my company, we’re paying the most attention to pipe created by our Account Executives. It’s not that we don’t care about the amount of pipe created by our front-line Account Development Reps reps and the customer success team. But we’re more focused on answering the other questions about our team’s effectiveness.
When I run my pipeline reports, I use a bucket to bundle the ADRs and customer success pipe into a grouping that I call “other.” This way, that information is included in the report, but I still can easily focus on the individual AE’s performances without distraction.
So, here are the steps to create those kinds of buckets.
Select the report where you want to create buckets. Click on Customize. On the left hand-side under Fields, double-click on Add Bucket Fields. This will take you to the Edit Bucket Field page.
For Source Column, select what field you want to use to build the bucket. In this example, we’re going to select Opportunity Owner. Now you’ll have to select a Bucket Field Name. We’re going to use Opportunity Owner for this example. Now click on Search to populate the values to this bucket.
Now select the first option(s) to bucket and click on “Move To.” Here you’ll be able to create and name a new bucket. In this example, we’re going to select Dennis and name the bucket Dennis. Repeat this process for the additional buckets you want to create. Make sure to check the box that says Show unbucketed values as “Other.”
Now this newly created bucket can be viewed as a field on your reports.
OK, maybe this isn’t rocket surgery. But my sense, when I talk to other sales ops, is that Salesforce buckets aren’t being used to their full potential.
My advice: Go bucketing more often.
Come see me at Ops-Stars at Dreamforce on Oct. 5-7. LeanData and other great co-sponsors are hosting the perfect event for sales and marketing operations professionals at the Salesforce conference featuring top speakers and great networking opportunities.
About the Author
Jonathon J. Leon Guerrero is a pre-sales solutions consultant and head of Sales Operations at LeanData.