Goal management in Dynamics CRM is a powerful tool that can give you great insight into your data and help you keep on track with your business objectives. With just a few clicks, you can learn estimated versus actual value for a fiscal period, the number of products sold, the number of new clients, and so on.
To help you understand how goals work, consider the following scenario:
Your company sells concert tickets. You, as the sales manager of your company, want to track how much revenue your sales agent has brought in for the current fiscal period, and how many tickets they have sold.
To get these numbers, you need three things:
- Goal. This gives you the actual figures, whether it is revenue or number of tickets sold.
- Goal metric. This tells you how your goal figure is being measured (number versus dollar amount).
- Rollup field. The goal metric has rollup fields which are nothing but actual and estimated values of the goal being measured—in our case, estimated versus actual revenue and estimated versus actual number of tickets sold.
Creating a Goal
- Go to the Sales area in Microsoft Dynamics CRM, scroll over and choose Goals.
- Select New in the command bar.
2. A new window will pop up. Give the goal a Name.
3. You’ll also want to associate this goal with a specific sales agent. To do this, do a lookup for the Goal Owner field and choose the appropriate name.
4. To create a new goal metric, select the Goal Metric lookup icon. This will pop up the Goal Metric form.
5. On the Goal Metric form, give the metric a name and choose the Metric Type Amount. Note: Count returns the number of rows, not the actual values, so choose Amount. For Amount Data Type, choose Money if you are tracking the revenue, or Integer if you want to track the number of tickets.
6. If you want, you can also track stretch targets. For example, a salesperson may have a target of bringing in $5,000 revenue and a stretch target of $7,000.
7. Once those fields have been entered, save the record.
8. Now we’ll add the Rollup Fields to the Goal Metric. Select the Rollup Fields area and select Add New Rollup Field in the ribbon.
9. This is where you’ll create new rollup fields for actual and estimated values (separate).
10. We’ll set up the rollup field to Actual (Money) (or if you prefer, In Progress (Money) for estimate revenue) because we are tracking revenue. Our source field is in the opportunity entity, so we choose Opportunity as the Source Record Type. Set Source Field to Actual Revenue (or if you prefer, Est. Revenue). If you are tracking revenue for a particular product, set Source Record Type Status to that specific product.
11. Finally, set the Record Type to the entity from where the value is coming from (Opportunity in our case), and set the Date Field to Actual Close Date for actual revenue (or if you prefer, Est Close Date for estimated revenue).
12. Save and close your Rollup Field window, then the Goal Metric window.
13. Now you should be back on the Goal form. Choose a period for which you want to track the actual revenue, and hit Recalculate. The actual revenue that the salesperson has brought in so far is shown in the Actual (Money) field, as well as Percentage Achieved.