Goal Metrics, Goals, and Roll Up Queries are the three pieces of functionality that combine together to provide organizations a powerful and flexible set of goal management features to track individual, team, and organizational progress against most any record type in CRM. Here’s a general overview of each of these areas in CRM that hopefully provides enough information for you to start building Goals in CRM today!
Step 1: The first step is to define the Goal Metric for your Goals. This is the record that details what type of data type you’ll be calculating and also defines what fields you want the system to use to calculate the In Progress and Actual values within the Goal. The same Goal Metric can be used over and over to as many underlying Goals as needed.
- Goal Metric = the type of data in which the goal is defined. For example, a sales goal metric will often be defined as a “Money” data type. Amount (money) or Count (number of records) are the two options.
- Roll up Fields = the record type and field/fields for which goal targets will be entered and actual and in-progress values tracked. These are referred to as. A typical goal metric for sales will be defined for the Opportunity record type, and will define actual sales as opportunity records with a status of “Won”.
Step 2: After goal metrics are defined, Goals are created. Goals contain more specific information such as:
- The Goal Metric on which that goal is based.
- The Goal Owner is the user or team to which the goal is assigned.
- The Fiscal Period for which the goal is created.
- The Target Value of the goal for the fiscal period.
Step 3: Only some Goals will require what’s called a Rollup Query. If the records (in our example Opportunities) you want the Goal to include are specifically owned by the goal owner, then you do not need a rollup query. You would simply check that box within the goal.
But if the records you want included in that goal’s calculations are not all owned by the goal owner, then you’ll need to use a rollup query to define which records you want that goal to use to populate the In Progress and Actual values.
For example, a sales manager might be the owner of a goal, but the participating opportunity records are for a product line, or an opportunity type, or for opportunities owned by members of the inside sales team … Those are all examples of situations where the owner of the goal isn’t the same as the owner of the participating records for the goal, and those are situations when you need a rollup query.
See our blog on the details surrounding how to set up all the above record types here.