GridBuddy had a new release recently, and with it came all sorts of awesome features, like a sleek new UI and the ability to cross-reference grid contents by matching text. But like any good genie, we’ve got more than one wish to grant. PHENOMENAL COSMIC POWER… itty bitty amount of clicks required.
In case you missed the last blog post, I’ll restate something important about the newest version of GridBuddy:
GridBuddy lets you see and edit records that are related in real life even if they have no object relationship yet in Salesforce.
This is SUPER-important, everyone. You want to show how your Contacts line up to your Leads? No problem. You want to show every sold Opportunity Product on the Account? Easy peasy. You want to see your Account Team Members on the Opportunity? That is now a thing. And these are just a few of the possibilities that are now doable with standard objects. The possibilities when you get to Custom Objects are endless.
This can be used for any kind of objects that need to be matched up, but today we’re going to tackle a specific example of Object Cross-Referencing, this time matched by IDs. We’re going to put together a grid that shows a Sales Rep’s open opportunities along with any Cases open on those opportunities’ accounts. This will improve your upsell sales process.
This can be a crucial piece of information for any salesperson trying to upsell, as it gives them a good idea of possible hazards they may encounter. No sales rep wants to be on the call that goes “You want to sell me search engine optimization for my website even though you can’t keep the website up for more than a few days at a time?! Don’t you even know what’s going on at your own company?!” AWK-WARD.
Again, this is not something you can normally show in an Opportunity, because it would be extremely unfeasible to maintain the data in any sort of relationship between Cases and Opportunities. GridBuddy has you covered with its new Object Cross-Referencing feature. Let’s take a look at how to actually build it!
Step 1: Open the Grid Wizard and create a new grid name
Open the Grid Wizard tab, and in the drop-down select "Create New". Enter in a title for your new grid, select Opportunity as the Parent Object, and then click Save.
Step 2: Choose fields you would like to see
This brings up the page to “Select Fields & Actions”. In the second column, under “Choose Fields”, click the plus icon beside each of the Opportunity fields you would like to see in your grid. The fields you select will be added to the third column, under “Selected Fields”.
While you’re at it, make sure you add the Account Name field. You’ll need this for matching later.
Step 3: Select the Case Object and fields you would like to see
Next, go back to the first column called “Choose an Object”, scroll down, and select the Case object. (Alternatively, you can type “Case” into the search bar at the top of the column instead of scrolling.) Once you have done this, in the second column, choose the Case fields you would like to see in your grid.
Again, be sure you add the Account Name field again, this time from the Case object.
Step 4: Map the Account Name field between Opportunity and Case
In the third column, a new section has appeared marked "Case Unrelated". This will have two drop-downs, one for the Opportunity object and one for the Case object. We need to select an Opportunity Field and a Case Field that will have matching values.
In this example, we’ve added the Account Name field from both objects. If we don’t have the fields used for referencing added here on BOTH objects, we can’t do any matching.
Choose Opportunity.Account Name.
Notice it says (ID REFERENCE) beside it. This is because it is actually matching by the Account lookup field, which is called Account Name but actually stores an ID. Any time you are matching based on IDs, your results will be more accurate, so this is preferred.
We’ve chosen the Opportunity mapping field, so now we need to choose the Case mapping field. In the second drop-down, choose Case.Account Name. Again, it says (ID REFERENCE), so we know we’re going to have an ID and not a name to do the matching.
The mapping should look like this:
Step 5: Set up Filtering to show only open Cases
Click the Next button to take us to the final screen, where we can define our Grid’s filters. Because we’re primarily worried about active issues with clients, we want to show only open cases related to the opportunity’s account. We can set up a filter for that.
Scroll down to the Case Records section, and in the Filter by Field drop-downs, select the field “Closed”, the operator “equals” in the second drop-down, and the argument “false” in the third.
This ensures we only are showing open cases. You may not see the “Closed” field anywhere on your page layout or even your Case object’s field list, but it is there; it’s a hidden system-level formula field which automatically knows which of your Status values have been set to be a closed value, updating itself accordingly.
Optionally, you can also set the Opportunity filtering to show only the viewer’s opportunities. You should turn this on if you are setting this grid up for individual salespeople to use.
Step 6: Launch the grid!
Click Save, and then hit the "Launch Grid" link at the top to get started with your new view. Bada-bing!
Here is a screenshot of what we created:
Want to give GridBuddy a try for yourself and don’t have it installed yet? Install 14-day cost-free/risk-free trial of GridBuddy Unlimited from the AppExchange now!