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BookIt Metrics and Reporting Guide

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Contents:

 

Overview

The LeanData Meeting Log custom object is used to store operational metrics and information regarding BookIt processing by LeanData. Much of the information used to populate LeanData Audit Logs for BookIt is populated with data stored within the LeanData Meeting Log object. 

You can download the LeanData Reports Managed Package here: 

https://appexchange.salesforce.com/appxListingDetail?listingId=02f027a4-5011-4c40-b9e9-8af704b7994d

 

Purpose

The LeanData Meeting Log report serves as a baseline for routing metrics that may be useful for administrative and operations teams. This offers visibility into booking outcomes and details such as evaluating bookings made via BookIt, reps booked, booking type, Event status, as well as linking Orchestration Audit Logs with BookIt Audit Logs (if applicable). 

Note that each Meeting Log ID indicates a separate instance of booking. Also note that Audit Logs are only produced for Handoff (Smart Rep) processing if a meeting has been booked. 

Meeting Log Object Details

Report Name: LeanData Meeting Logs

Object(s): Meeting Log, Log (Routing Log), Round Robin Pool

Description: 

The Meeting Log custom object (LeanData__Meeting_Log__c) is installed as part of the main LeanData managed package. This object is used to store much of the information used to populate the Audit Logs within LeanData BookIt. This object stores relevant information about BookIt such as meeting type, meeting status, assignee, product used, etc.

In addition to the Meeting Log object, a native lookup between Meeting Log and "Routing" Log exists to connect BookIt meetings with Lead/Contact routing using LeanData Orchestration. Additional custom fields may be brought into the Meeting Log report type from the Log via lookup. More information on the LeanData Log reports can be found here.

More details on customizing Meeting Log reports can be found below.

 

Fields & Definitions 

See table for the default fields included in the managed package report:

Field Name Description
Guest First Name (Text) First name of meeting guest booked via BookIt Links
Guest Last Name (Text) Last name of meeting guest booked via BookIt Links
Additional Guests (Text) The name(s) of any additional guests added to BookIt meeting (if applicable) 
Post Assignee (Lookup(User)) The name of the assigned BookIt user post-booking
Event Assigned To (Text) Name of user assigned Salesforce Event created as a result of BookIt meeting
Event Created (True/False) Status of Event creation in Salesforce as a result of BookIt meeting
Event Subject (Text) Subject of Salesforce Event created from BookIt meeting
Meeting Status (Text) Status of booked meeting (e.g, Scheduled, Canceled, etc.)
Meeting Date and Time (Date/Time) Date and time of BookIt meeting
Meeting Type (Text) Internal name of Meeting Type selected for booked meeting
Round Robin Pool Name (Lookup(Round Robin Pool)) Name of Round Robin Pool used for booking (if applicable)
Handoff Suggested Pool Member (Lookup(User)) Name of Round Robin Pool Member's calendar presented via Smart Rep Suggestion (if applicable)
Handoff Meeting Booking Method (Text) Method of which Handoff meeting was booked (e.g, Suggested User, Specific User, etc.)
Handoff Meeting Scheduled By (Lookup(User)) Name of User who scheduled Handoff meeting via Smart Rep Suggestion
Handoff Suggested User (Lookup(User) Name of BookIt User suggested by Smart Rep Suggestion graph
Created Date (Date) Date of booking/date of Meeting Log creation

 

Meeting Log Report Type

Each Report is built on top of a custom Report Type that is created when you download the Reports Managed Package. The custom Report Types are not editable, however the Reports themselves are. If you would like to build your own reports utilizing different fields, our recommendation is to clone the Report Type and pull the additional fields/objects you would like to reference. 

Note: If a Report Type is cloned, this report will not be automatically updated when new managed package versions are released. In order to upgrade existing reports that have been edited, you will need to uninstall the Reports Managed package, delete the Managed Package field(s), and reinstall the Reports Managed Package.

To clone the managed package report types for customization, navigate to Salesforce Setup > Report Types. Click the report type you would like to clone. Within the Report Type Setup page, you will see a "Clone" button to clone the report type.

To create a new custom report type, navigate to Setup > Report Types. Select the New Custom Report Type button. From here, select the primary object of the report, for example, LeanData Logs. After selecting the primary object, you can then customize the layout of the report type, and add additional fields to the layout via Lookup. 

 

Building Reports

In this section we will be creating 6 common reports for BookIt. These are very basic reports designed to help you get familiar with BookIt reporting. You can build off of these reports using your custom fields and other object fields.

 

Report #1 - Number of Meetings Booked

To Create a Number of Meetings Booked Report:

  1. If needed, Navigate to Reports in Salesforce.
  2. Click New Report.
  3. Search for and select Meeting Logs as the Report Type.
  4. Click Start Report.

  1. Set the Filters:
    1. Show All Meeting Logs
    2. Created Date: Select desired Time Range
    3. Meeting Scheduled equals True
    4. Type equals BookIt for Forms (optional)

  1. Set the Columns:
    1. Booking Method
    2. Scheduled Action Type
    3. Meeting Log Name

  1. Set the Group Rows:
    1. Meeting Type

  1. Click Save & Run.

 

Report #2 - Number of Meetings Booked by User

To Create a Number of Meetings Booked by User Report:

  1. If needed, repeat steps 1-4 from the first report.
  2. Filters:
    1. Show All Meeting Logs
    2. Created Date: Select desired Time Range
    3. Meeting Scheduled equals True
    4. Type equals BookIt for Forms (optional)
  3. Columns:
    1. Meeting Log Name
    2. Account: Account Name
    3. Lead:Lead: Reporting Matched Account: Account Name
    4. OR create a Row-Level Formula
      1. Formula Output Type: Text
      2. Formula: IF(ISNULL(Meeting_Log__c.Account__c.Name), Meeting_Log__c.Lead__c.Reporting_Matched_Account__c.Name,Meeting_Log__c.Account__c.Name )
  4. Group Rows:
    1. Scheduled with: Full Name
  5. Detail Rows Toggle: off
  6. Click Save & Run.

 

Report #3 - Calculate Conversion Rate of Forms

To Create a Number of Meetings Booked for Each Report:

  1. If needed,repeat steps 1-4 from the first report.
  2. Filters:
    1. Show All Meeting Logs
    2. Created Date: Select desired Time Range
    3. Meeting Scheduled equals True
    4. Type equals BookIt for Forms (optional)
  3. Columns:
    1. Meeting Log Name
    2. # Scheduling Page Shown
    3. # Meetings Scheduled
    4. Summary Formula Columns:
      1. Conversion Rate
      2. Formula: LeanData__Meeting_Log__c.LeanData__Meeting_Scheduled__c:SUM / LeanData__Meeting_Log__c.Name:Unique
  4. Group Rows:
    1. Trigger Node Name
  5. Click Save & Run.

 

Report #4 - Number of Meetings Booked for Each Account

To Create a Number of Meetings Booked for Each Report:

  1. If needed,repeat steps 1-4 from the first report.
  2. Filters:
    1. Show All Meeting Logs
    2. Created Date: Select desired Time Range
    3. Meeting Scheduled equals True
    4. Type equals BookIt for Forms (optional)
  3. Columns:
    1. Meeting Log Name
    2. Account: Account Name
    3. Lead: Reporting Matched Account: Account Name
    4. Or create a Row-Level Formula:
      1. Formula Output Type: Text
      2. Formula: IF(ISNULL(Meeting_Log__c.Account__c.Name), Meeting_Log__c.Lead__c.Reporting_Matched_Account__c.Name,Meeting_Log__c.Account__c.Name )
  4. Group Rows:
    1. Scheduled with: Full Name
  5. Click Save & Run.

 

Report #5 Number of Meetings Booked for Each Lead Status

To Create a Number of Meetings Booked for Each Report:

  1. If needed,repeat steps 1-4 from the first report.
  2. Filters:
    1. Show All Meeting Logs
    2. Created Date: Select desired Time Range
    3. Meeting Scheduled equals True
    4. Type equals BookIt for Forms (optional)
  3. Columns:
    1. Meeting Log Name
  4. Group Rows:
    1. Lead: Lead Status
  5. Click Save & Run.

 

Report #6 Report with All Fields

You can create a report based on any account field. Our example uses Employee Count

To Create a Number of Meetings Booked for Each Report:

  1. If needed,repeat steps 1-4 from the first report.
  2. Filters:
    1. Show All Meeting Logs
    2. Created Date: Select All Time
    3. Meeting Scheduled equals True
    4. Type equals BookIt for Forms (optional)
  3. Columns:
    1. Meeting Log Name
    2. Type
    3. Trigger Node Name
    4. # Scheduling Page Shown
    5. # Meetings Scheduled
    6. Scheduled Action Type
    7. Routing Error
    8. BookIt Pool Id: Round Robin Pool
    9. Meeting Scheduled With Full Name
    10. Lead: Full Name
    11. Contact: Full Name
    12. Meeting Type
    13. Meeting Date and Time
    14. Owner: Full Name
    15. # Event Created
  4. Group Rows:
    1. Custom Account Field or Bucket Column
  5. Click Save & Run.

 

Building a Dashboard

In the following steps we will build a dashboard based on the reports we’ve just made.

 

 

To Build a Dashboard:

  1. If needed, navigate to Dashboards in Salesforce
  2. Click New Dashboard.
  3. Enter a Name for the Dashboard.



  4. If needed, enter a description for the Dashboard
  5. Select a Folder.
  6. Click Create.
  7. Click + Component



  8. Component #1: Number of Meeting sliced by product
    1. Create a Pie Chart from Report #1 with BookIt for Forms & BookIt Handoff sliced
  9. Component #2: Number of Meetings sliced by Schedule With Node in BookIt for Forms
    1. Create a Bar Chart from Report #1
    2. Y-Axis: Scheduled Action Type
  10. Component #3: Number of Meetings sliced by Booking Method in BookIt Handoff
    1. Create a Bar Chart from Report #1
    2. Y-Axis: Handoff Meeting Booking Method
  11. Component #4: Number of Meetings Booked by each BookIt authorized user
    1. Create a Bar Chart from Report #2
    2. Y-Axis: Scheduled with: Full Name
  12. Component #5: Number of Meetings Booked sliced by Account Name
    1. Create a Bar Chart from Report #4
    2. Y-Axis: Account Name
  13. Component #6: Meetings Booked by Account
    1. Create a Bar Chart from Report #4
    2. Y-Axis: Custom Field or Bucket Column
  14. Component #7: Number of Meetings Booked by Lead Status
    1. Create a Bar Chart from Report #5
    2. Y-Axis: Lead: Lead Status
  15. Click Save

 

Summary

This guide has presented the steps to building BooIt Reports and a dashboard.

For more information on working with BookIt please see our BookIt Guides.

 

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