Viewing
a Snapshot
Only Extended edition Users can take snapshots of reports.
Extended edition Users can use the Report Snapshots and Comparison engine to take snapshots of Report outputs and compare them with other Report output snapshots. This lets Users compare reports visually and see how the pipeline has changed. Snapshots are associated with their "parent" report (i.e., the Report definition that generated the output from which you took a snapshot). You cannot edit a snapshot once it is created because snapshots are about a specific point in time. In other words, if you change the Report definition that created the snapshot, the previously taken snapshot will not change in any way.
All Extended edition Users can take snapshots and use the Comparison engine. You can only edit or delete your own snapshots.
Click the Reports tab. This launches the Reporting - View window.
Click the folder containing the Report snapshot you want to view. This populates the right-hand frame with a table of the Report definitions contained in that folder.
Click the View Snapshots hyperlink in the right-hand frame. This reloads the right-hand frame with a table of the Report snapshots contained in that folder.
Click the View hyperlink for the snapshot you want to view. This launches the Snapshot pop-up.
Snapshot pop-up - This pop-up looks similar to the Subtotal Report output pop-up. While the Subtotal Report output pop-up displays real-time data, the Snapshot pop-up displays report data as it was when you took the snapshot. Snapshots are static; they never change. The data will appear the same as the day you took the snapshot. This lets you compare one snapshot to another and get a visual picture of how the data in your pipeline is changing. All snapshots are Read-Only, except for any data that is hyperlinked as specified by the Report definition (through the Hyperlink Relevant Information check box). From the Snapshot pop-up you can:
Print a snapshot by clicking the Printer icon.
Export the snapshot data to a CSV file by clicking [Run Export].
Export the snapshot data directly into an Excel output by clicking the Excel icon.
Delete the snapshot by clicking [Delete].
Click the Reports tab. This launches the Reporting - View window.
Click the folder containing the Report snapshot you want to compare to another snapshot. This populates the right-hand frame with a table of the Report definitions contained in that folder.
Click the "View Snapshots" hyperlink in the right-hand frame. This reloads the right-hand frame with a table of the Report snapshots contained in that folder.
Click the Compare hyperlink for the snapshot you want to use in your snapshot comparison. This launches the Select Snapshots window, which allows you to select another snapshot for comparison.
Select Snapshots window - Allows you to select two snapshots to compare to each other. The Select Snapshots window contains the following elements and characteristics:
Select Snapshots window
Primary Snapshot: This is the snapshot for which you clicked the Compare hyperlink. You can switch the Primary Snapshot to be the Secondary Snapshot by clicking the "Switch Primary and Secondary" hyperlink. Determining whether a snapshot should be the Primary Snapshot or the Secondary Snapshot is solely your preference. Some Users may want to choose the older snapshot as the Primary. Some Users may want to choose the newer snapshot as the Primary. Your choice affects how differences in data are presented in the comparison (click for the rules on how data is displayed in a comparison) and on which fields you can group.
Secondary Snapshot: This is the snapshot that you will compare to your Primary Snapshot. You can switch this to become the Primary Snapshot by clicking the "Switch Primary and Secondary" hyperlink. A Secondary Snapshot must contain all fields that are sorted in the Primary Snapshot. If it doesn't, you will receive only an error message after clicking [Next]. If this happens, you can select a different Secondary Snapshot, or you can try switching the Primary and Secondary Snapshots. Determining whether a snapshot should be the Primary Snapshot or the Secondary Snapshot is solely your preference. Some Users may want to choose the older snapshot as the Secondary. Some Users may want to choose the newer snapshot as the Secondary. Your choice affects how differences in data are presented in the comparison (click for the rules on how data is displayed in a comparison) and on which fields you can group.
"Switch Primary and Secondary" hyperlink: Click this hyperlink to switch the Primary Snapshot and Secondary Snapshot.
Folders in the left-hand frame: The left-hand frame contains the My folders and the Shared folders for the area of Reporting containing your Primary Snapshot as of when you clicked the Compare hyperlink in the Reporting - View window, as well as the Report definitions contained within those folders. For example, if you clicked the Compare hyperlink for a snapshot in your My Account Reports folder, then the left-hand frame of the Select Snapshots window displays all the Account Reporting folders and their Report definitions. You can only compare two snapshots of the same type. In other words, if your Primary Snapshot is of an Account report, then you can only select an Account snapshot as the Secondary Snapshot. In addition to displaying the Report definitions contained within the folder you've selected, and the number of said definitions (e.g., 4 R), each folder also displays the number of Report snapshots contained within (e.g., 12 S). In addition, each Report definition will list how many snapshots are associated with said definition (e.g., 6 S). Clicking the name of a folder will load the right frame with all the snapshots contained within that folder. Clicking the name of a Report definition will load the right-hand frame with all the snapshots associated with that Report definition.
Prim (Primary) hyperlink: Clicking this hyperlink will establish the corresponding snapshot as the Primary Snapshot.
Sec (Secondary) hyperlink: Clicking this hyperlink will establish the corresponding snapshot as the Secondary Snapshot.
Snapshot Name
Report: This is the name of the Report definition from which the snapshot was created. Clicking the name of the Report definition relaunches the right-hand frame of the Select Snapshots window with a list of all the snapshots associated with the Report definition. If a Report definition has been deleted, this column will say "Unknown."
Folder Name: This is the name of the folder containing the Report definition that was clicked in the right-hand frame. Clicking the name of the folder relaunches the right-hand frame of the Select Snapshots window with a list of all the snapshots that are contained within that folder.
Created: Displays the date and time the snapshot was created.
View hyperlink: Clicking this hyperlink launches the Snapshot pop-up.
[Next] button: Will not appear until you have selected two snapshots for comparison. A Secondary Snapshot must contain all fields that are sorted in the Primary Snapshot. If it doesn't, you will receive an error message after clicking [Next]. You can select a different Secondary Snapshot, or you can try switching the Primary and Secondary Snapshots. If all is well, clicking [Next] launches the Comparison Options window.
[Cancel] button: Clicking this button will cancel your snapshot comparison and launch the Reporting - View window.
Comparison Options window - Allows you to select how you want the application to compare the two snapshots you've chosen. Just because you are comparing two snapshots doesn't mean you have to compare every single piece of data contained in each. The Comparison Options window allows you to choose which parts you want to compare and how you want the results displayed. The Comparison Options window contains the following elements:
Primary Snapshot: Click the Primary Snapshot view hyperlink to launch the Snapshot pop-up of that snapshot. This gives you the chance to take another look at the snapshot and make sure it is the one you want as the Primary Snapshot.
Secondary Snapshot: Click the Secondary Snapshot view hyperlink to launch the Snapshot pop-up of that snapshot. This gives you the chance to take another look at the snapshot and make sure it is the one you want as the Secondary Snapshot.
Show Records check boxes: Choose which records you want to display and compare. You must make at least one of the following choices to proceed:
Show Records in the Primary that are not in the Secondary: If your Primary Snapshot is the more recent snapshot, you can think of these as records that have been added. If your Primary Snapshot is the older snapshot, you can think of these as records that have been dropped from the report. Either way should give you insight into how your forecast has changed. Records in the Primary Snapshot but not in the Secondary Snapshot are tinted green.
Show Records in the Secondary that are not in the Primary: If your Secondary Snapshot is the more recent snapshot, you can think of these as records that have added. If your Secondary Snapshot is the older snapshot, you can think of these as records that have been dropped from the report. Either way should give you insight into how your forecast has changed. Records in the Secondary Snapshot but not in the Primary Snapshot are tinted red (or tinted rose depending on your monitor's color settings).
Show Records found in BOTH Snapshots where SOME of the data has changed: If a record exists in both snapshots and there are changes in at least one piece of data, that record is included in the comparison. Data values for the Primary Snapshot display in black type. If the data value for that field in the Secondary Snapshot is different, the Secondary Snapshots' value displays in red type.
Show Records found in BOTH Snapshots where NONE of the data has changed: The application will look for changes in columns that exist in both snapshots, and if no changes are found, the record is included.
Group the Comparison on the following Columns check box: If the Primary Snapshot is grouped on certain fields, you can choose to group your comparison on those fields as well. This will make the visual comparison easier to understand. This check box will only appear if the Primary Snapshot has grouped columns and the Secondary Snapshot contains the first grouped column (i.e., the column that appears atop the list of all Displayable Columns). Otherwise, this check box will not appear. If you select this check box, the fields that are grouped in the Primary Snapshot (and that also exist in the Secondary Snapshot) are displayed, and are automatically selected to be displayed in the comparison report. If the Primary Snapshot is grouped on certain fields and you clear this check box, there will be no grouping in the comparison. To group on fields that are grouped in the Secondary Snapshot, you must switch the Secondary Snapshot and the Primary Snapshot because grouping in a comparison report is based on the Primary Snapshot.
Columns in BOTH Snapshots listbox: These are the columns that appear in both snapshots. Select which columns you want to appear in your snapshot for comparison.
Columns only in the PRIMARY Snapshot listbox: This listbox will only appear if you select the first, third, or fourth Record check box and there is at least one column that exists in the Primary Snapshot that doesn't exist in the Secondary Snapshot. Columns that are in the Primary Snapshot but not in the Secondary Snapshot display a green border.
Columns only in the SECONDARY Snapshot listbox: This listbox will only appear if you select the second, third, or fourth Record check box and there is at least one column that exists in the Secondary Snapshot that doesn't exist in the Primary Snapshot. Columns that are in the Secondary Snapshot but not in the Primary Snapshot display a red border (or rose border depending on your monitor's color settings).
Data Value options: The Numeric and Date Columns check boxes will only appear if you select the Record check box for showing records found in both snapshots where some of the data has changed. The Data Value options allow you to select how numeric data is presented in the comparison when said data has changed from one snapshot to the next. You must select at least one check box for Numeric Columns and at least one check box for Date Columns. The Data Value options check boxes include:
Show both values: In the comparison, this displays both values (the value from the Primary Snapshot and the value from the Secondary Snapshot) in the same cell for both Numeric Columns and Date Columns. The value for the Primary Snapshot displays in black type, and the value for the Secondary Snapshot displays in red type.
Show the change: Displays the difference between the two values. The difference displays in dark blue type. If the value for the Primary Snapshot is greater than the value for the Secondary Snapshot, the difference displays as a positive number. If the value for the Primary Snapshot is less than the value for the Secondary Snapshot, the difference displays as a negative number.
Show the change (in days): Displays the difference between the two values in days. The change in days displays in dark blue type. If the date in the Primary Snapshot is more recent than (greater than) the date in the Secondary Snapshot, the difference in days displays as a positive number. If the date in the Primary Snapshot is less recent than (less than) the date in the Secondary Snapshot, the difference in days displays as a negative number.
Show the % change: Displays the difference between the two values in percentage format. The percentage change displays in dark blue type. If the value for the Primary Snapshot is greater than the value for the Secondary Snapshot, the difference displays as a positive percentage. If the value for the Primary Snapshot is less than the value for the Secondary Snapshot, the difference displays as a negative percentage.
Miscellaneous Options check boxes: Select one, all, or none. The Miscellaneous Options include:
Show Report criteria for the PRIMARY Snapshot: This means that when the comparison report is generated, the top of the output displays a summary of the Report definition that generated the Primary Snapshot.
Show Report criteria for the SECONDARY Snapshot: This means that when the comparison report is generated, the top of the output displays a summary of the Report definition that generated the Secondary Snapshot.
Hyperlink relevant data: Selecting this check box places hyperlinks in the comparison report that link the User to appropriate sections of the application. The following fields can be hyperlinked: Account Name, Contact Last Name, Deal Name, Lead Name, and Activity Description. (Each of these fields will only appear in the appropriate kind of Report snapshot. In other words, Activity Description, whether hyperlinked or not, will only appear in Activity Report snapshots, not Account, Contact, Deal, or Lead Report snapshots.) If you lack View access to the record or Activity in question, the item will not be hyperlinked. Clicking an Account Name launches the View Account pop-up for that Account. Clicking the Contact Last Name launches the View Contact pop-up for that Contact. Clicking a Deal Name launches the View Deal pop-up for that Deal. Clicking a Lead Name launches the View Lead pop-up. Clicking an Activity Description launches different pop-ups, depending on what kind of Activity it is. Clicking the hyperlinked description of an Appointment launches the View Appointment pop-up, which will list the Appointment details. Clicking the hyperlinked description of a Task launches the View Task pop-up, which will list the Task details. Clicking the hyperlinked description of a Multi-Note launches the View Multi-Note pop-up, which will list the Multi-Note details. Clicking the hyperlinked description of a Communication Event launches the Event View pop-up. Clicking the hyperlinked description of a Deal Step launches the Deal Steps mini-tab in the View Deal pop-up. If you click an Appointment, Task, or Multi-Note that has been deleted, you will receive a message that the Activity could not be found.
[Back] button: Reloads the Select Snapshots window.
[Compare] button: When you have selected all the columns and options you want, click this button to launch the Snapshot comparison. Click for more sample snapshots and comparisons.
Sample Comparison Report
Rules for how data is displayed in a comparison:
a.) Records: Records in the Primary Snapshot but not the Secondary Snapshot are tinted green. Records in the Secondary Snapshot but not the Primary Snapshot are tinted red (or tinted rose depending on your monitor's color settings).
b.) Displayable Columns: Displayable Columns that are in the Primary Snapshot but not in the Secondary Snapshot display a green border. Displayable Columns that are in the Secondary Snapshot but not in the Primary Snapshot display a red border (or rose-colored border depending on your monitor's color settings).
c.) Numeric and date data values: Numeric and date data values and the difference between values display according to the Data Value options you select. This does not apply to any totals or grand totals, which will always show both values, with the value of the Primary Snapshot in black type and the value of the Secondary Snapshot in red type, even when the values are the same.
d.) Non-numeric and non-date data values: Non-numeric and non-date data values (e.g., fields with the Data Type of String) for the Primary Snapshot display in black type. If the data value for that field in the Secondary Snapshot is different, the Secondary Snapshot's value displays in red type.
Printing Snapshots - To print your snapshot, click the Printer icon in the upper-left corner of the Snapshot pop-up. This launches the Print window. (Alternatively, Internet Explorer users can right-click anywhere on the snapshot, and click the Print option from the menu.) This launches your workstation's Print window. If you have a black and white printer, the color gradients on the snapshot should still display as shades of gray. If these shades of gray are not showing up in your printout, make sure you have selected "Print background colors" in your browser as follows:
In your Internet Explorer browser window, go the Tools menu and select Internet Options. Click the Advanced tab. Scroll down to the Printing section. Click the "Print background colors and images" check box, click "Apply", and then click [OK].
Columns getting truncated while printing - If your columns are getting truncated in your printout, try one of the following:
Print the snapshot in Landscape mode. To do this, click the Printer icon in the snapshot. This launches the Printer dialog box. Click the Layout Tab. Select the Landscape radio button in the Orientation section.
If the printout is still getting cut-off in Landscape mode, click the Excel icon. This launches the data in a browser-based version of Excel, which will better handle the display of columns, and allow you to reformat columns and rows of data on a limited basis (limited by the browser-based version of Excel) if necessary.
If the browser-based version of Excel does not allow the formatting you need, export the data to a CSV file, open Excel, and then open the CSV file from Excel. The non-browser based version of Excel can better handle the display of your columns, and allows you to reformat columns and rows of data using the full functionality of Excel.
Click the Reports tab. This launches the Reporting - View window.
Click the folder containing the Report snapshot you want to delete. This populates the right-hand frame with a table of the Report definitions contained in that folder.
Click the View Snapshots hyperlink in the right-hand frame. This reloads the right-hand frame with a table of the Report snapshots contained in that folder.
Click the Delete hyperlink for the snapshot you want to delete. This launches the Delete Confirmation pop-up, which allows you to delete the selected Report snapshot.
or
Click the Reports tab. This launches the Reporting - View window.
Click the folder containing the Report snapshot you want to delete. This populates the right-hand frame with a table of the Report definitions contained in that folder.
Click the View Snapshots hyperlink in the right-hand frame. This reloads the right-hand frame with a table of the Report snapshots contained in that folder.
Click the View hyperlink for the snapshot you want to delete. This launches Snapshot pop-up. If you are sure this is the snapshot you want to delete, click [Delete] in the Snapshot pop-up. This launches the Delete Confirmation pop-up, which allows you to delete the selected Report snapshot.
You can only delete your own Report snapshots (My Activity Reports, My Account Reports, My Contact Reports, My Deal Reports, or My Lead Reports).
You cannot delete Shared Report snapshots.
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