Professional Documents
Culture Documents
November 2005
Siebel Systems, Inc., 2207 Bridgepointe Parkway, San Mateo, CA 94404
Copyright © 2005 Siebel Systems, Inc.
All rights reserved.
Printed in the United States of America
No part of this publication may be stored in a retrieval system, transmitted, or reproduced in any way,
including but not limited to photocopy, photographic, magnetic, or other record, without the prior
agreement and written permission of Siebel Systems, Inc.
Siebel, the Siebel logo, UAN, Universal Application Network, Siebel CRM OnDemand, and other Siebel
names referenced herein are trademarks of Siebel Systems, Inc., and may be registered in certain
jurisdictions.
Other product names, designations, logos, and symbols may be trademarks or registered trademarks of
their respective owners.
PRODUCT MODULES AND OPTIONS. This guide contains descriptions of modules that are optional and
for which you may not have purchased a license. Siebel’s Sample Database also includes data related to
these optional modules. As a result, your software implementation may differ from descriptions in this
guide. To find out more about the modules your organization has purchased, see your corporate
purchasing agent or your Siebel sales representative.
U.S. GOVERNMENT RESTRICTED RIGHTS. Programs, Ancillary Programs and Documentation, delivered
subject to the Department of Defense Federal Acquisition Regulation Supplement, are “commercial
computer software” as set forth in DFARS 227.7202, Commercial Computer Software and Commercial
Computer Software Documentation, and as such, any use, duplication and disclosure of the Programs,
Ancillary Programs and Documentation shall be subject to the restrictions contained in the applicable
Siebel license agreement. All other use, duplication and disclosure of the Programs, Ancillary Programs
and Documentation by the U.S. Government shall be subject to the applicable Siebel license agreement
and the restrictions contained in subsection (c) of FAR 52.227-19, Commercial Computer Software -
Restricted Rights (June 1987), or FAR 52.227-14, Rights in Data—General, including Alternate III (June
1987), as applicable. Contractor/licensor is Siebel Systems, Inc., 2207 Bridgepointe Parkway, San
Mateo, CA 94404.
Proprietary Information
Index
Siebel CRM OnDemand developers, report designers, and system integrators create custom reports
for their end users. This chapter provides background information on designing reports and analyses
in Siebel CRM OnDemand. It contains the following sections:
Before you begin developing analyses and reports in OnDemand, you must understand the following
concepts:
■ How each analysis or report will meet the business needs of your end users
■ The advantages and trade-offs between providing historical information and real-time
information
Before developing analyses and reports for end-users, think through the business needs and usage
scenarios of each report. This will help you understand whether historical or real-time data is the
most appropriate source.
■ Historical analyses. Most users need analyses and reports showing historical trends and
summaries. Real-time information is not critical as long as the historical information is
sufficiently up-to-date for the business trends analyzed.
In these cases, you build analyses using the Analytics subject areas, also known as Historical
subject areas. These subject areas reference the Siebel CRM OnDemand data warehouse.
■ Real-time reports. These provide the most current information available in the OnDemand
system, because they instantaneously reflect data as updated in OnDemand throughout the day.
Some end users require real-time reporting because they must make decisions or perform their
jobs based on continuously updated data.
End users typically access real-time information by referencing lists or individual detail records
directly in the online OnDemand application. In some instances, however, you may have to
provide a report that uses real-time data. In cases like this, you build reports with Real-Time
subject areas, also known as Reporting subject areas. These subject areas reference the Siebel
CRM OnDemand transactional database.
For example, near the end of a sales quarter, sales managers might need to view the latest
changes to sales pipeline information and closed revenue several times a day. Additionally, the
sales managers might want to see metrics or summarized information that cannot be obtained
with OnDemand lists. To address these needs, you could build a real-time report of pipeline
status and closed revenue.
Whenever possible, it is recommended that you build analyses and reports using the Analytics (or
Historical) subject areas, which reference the data warehouse. The data warehouse is designed to
optimize how quickly analyses and reports are displayed to end users by making sure that the system
performs the underlying queries as efficiently as possible. Consequently, analyses and reports that
reference the data warehouse run as fast as possible.
Using the data warehouse, your reports can reference fields from as many record types as necessary,
and process as much data volume as needed, and the report will still run at optimal speed.
Additionally, the data warehouse supports special features, such as some metrics and data
hierarchies, that are not available in real-time subject areas.
OnDemand refreshes the data warehouse from the transactional database on a daily basis. In other
words, the data warehouse and the transactional database are synchronized each day. Because the
typical purpose of analyses is to understand historical trends, this is current enough for most
analyses.
Most companies need real-time reports only for selected end users whose job roles require
immediate insight into data as it changes throughout the day. While such users can usually meet
their needs by referencing lists and detail transaction records in the OnDemand application, they
sometimes also require real-time reports.
For information about optimizing the performance of analyses and reports, see Chapter 3, “Best
Practices for Configuring OnDemand Analytics.” For more information about developing analyses and
reports, see the chapter on reports and dashboards in Siebel CRM OnDemand Online Help.
This chapter describes design and usage best practice guidelines for building custom analyses and
reports for optimal performance. This chapter includes the following sections:
For more information about whether to use historical data or real-time data as a basis for your
reports, see “Data Warehouse and Transactional Database Trade-Offs” on page 8.
■ It is recommended that you use exports for data dumps, rather than Answers OnDemand.
Answers OnDemand is not optimized to process, display, or print data dumps.
■ The Analytics UI constrains the number of rows that can be displayed on a report. The Analytics
download feature provides greater flexibility. If you must use Analytics to return large volumes
of data, use a download to capture the more complete data set.
Siebel CRM OnDemand allows you to manually set up modularized reports and custom links from a
summary to details. This eliminates the need to present one long report with substantial detail data
for each record. Instead, you can allow the user to identify key trends quickly, then drill down to the
underlying reasons for those trends, by doing the following:
■ Design an initial report that displays summary information or trends and directs end users to drill
down to explore details.
■ Build linked reports for the detailed information. Target each detail report on one insight on the
summary report.
■ Create an additional level of drilldowns by building action links from detail records on the report
to the corresponding detail records in the OnDemand application. For more information about
action links, see “Create Drilldowns to Records with Action Links” on page 12.
For example, you may want to set up a report showing, at its highest level, total opportunity revenue
by current sales stage. You could then configure detail reports showing more specific information
about opportunities in each sales stage. Then, using action links, you can allow end users to navigate
from the detail reports to detail opportunity records. These drill-down paths allow end users to view
selected details for sales stages in which they are interested.
You can link one report to another by specifying what happens when end users perform the following
actions:
■ Click a column. When setting up a report’s column properties, specify a column link to another
report with the Navigate to Another Analysis option. For more information, see the section on
editing the layout of column contents in the chapter on reports and dashboards in Siebel CRM
OnDemand Online Help.
■ Click a chart. When setting up a report to show results in a chart format, specify a link from the
chart to another report with the Navigate option. For more information, see the section on
specifying what happens when a user clicks a chart in the chapter on reports and dashboards in
Siebel CRM OnDemand Online Help.
For example, by means of an action link, an end user can click a hyperlinked Opportunity Name field
in a report or analysis, and navigate automatically to the corresponding Opportunity detail record in
the OnDemand application.
Additionally, consider the example in “Provide Summary Analyses with Drilldowns to Details” on
page 12 of a summary report showing opportunities by sales stage, with drilldowns to detail reports
for each of the sales stages. In this case, action links could provide further drilldowns from the detail
reports into specific opportunity records in the application.
For information about combining queries, see the section on combining results of multiple reports
using set operations in the chapter on reports and dashboards in Siebel CRM OnDemand Online Help.
If you apply fields to a report, then run it without applying filters, the report may take a long
time to run, depending on the amount of data returned.
For example, when using the Accounts subject area, filter on fields in the Accounts folder.
■ Select the most restrictive filters first. Then, after experimenting, ease the restrictions as
needed.
■ Develop reports with a small set of data. When the report is complete and functions properly,
remove the filters you put in place to restrict the amount of data for development purposes.
While filters usually improve reporting performance, in some cases this may not occur, depending on
the field referenced in the filter. In particular:
■ If a filter references a column with an underlying CASE formula, then depending on the formula
and related processing required, this filter could degrade the report’s performance. When
filtering on a field with a CASE statement or other formula, experiment to determine how this
impacts reporting performance.
■ A report that filters on a custom Date field can run more quickly than a similar report that filters
on a custom Date/Time field. When possible, filter on custom Date fields rather than custom
Date/Time fields.
When you create custom fields in Siebel CRM OnDemand, create custom Date fields rather than
custom Date/Time fields whenever possible. Create a custom Date/Time field only when the time
component is essential. This makes it feasible to build reports using custom Date fields instead
of custom Date/Time fields.
NOTE: Do not confuse filters with prompts. When you build a report, you set up prompts in a
different step from the one in which you apply filters. Also, prompts work differently from filters, and
different performance considerations apply to prompts. For more information about prompts, see
“Build Prompts to Achieve Best Performance” on page 14.
When running a report that uses prompts, an end user’s experience is impacted first by prompt
processing time, and second by report processing time. You can configure prompts to achieve
optimal performance.
■ Try to make all prompts reference fields in the same record type folder. In other words, avoid
cross-object prompting if possible.
■ When defining prompts, under the What Values Should Be Shown to the User item, select either
None or All Values for the fastest performance.
CAUTION: Avoid using the Filter Limited Values option if at all possible. This option restricts
prompt selections the report will display to end users, based on other filters and prompts applied
to the report. If a report contains large volumes of data, this option can slow the report’s
performance.
When deciding whether to select the None, All Values, or Filter Limited Values option, it is
recommended that you strike a balance between the desired report performance and the optimal
presentation of selectable values to end users.
For more information about these options, see the section on adding column filter prompts in the
chapter on reports and dashboards in Siebel CRM OnDemand Online Help.
Image Prompts
Avoid using high-resolution images for Image Prompts. It is recommended that no image used on a
report exceed 100 dpi. Optimally, images should be 50 dpi or lower.
NOTE: When using Image Prompts, make sure the image file is saved on a public server. This will
allow all end users viewing the report to access the Image Prompt.
For example, the record key of Opportunity is Opportunity ID, and the record key of Account is
Account ID. If you create a report showing Opportunities and related Accounts, define the
Opportunity ID field as the first field of all Opportunity fields in the report, and define the Account
ID field as the first field of all Account fields in the report.
CAUTION: When you include a record key, the report processes all detail records for that key’s
record type. While it is usually advantageous to include record keys, depending on the purpose of
the report, this may not always be desirable.
NOTE: If you do not want end users to see the record key in the report, you can hide the column.
For information about hiding columns in a report, see the section on editing the layout of column
contents in the chapter on reports and dashboards in Siebel CRM OnDemand Online Help.
NOTE: Before removing superfluous columns, make sure they are not used in other layout views
created for the same report. If superfluous columns are used in other layout views, consider
removing those layout views and creating a separate report for them. This allows you to remove the
columns from the pivot table in the original report to achieve best performance, and reference the
new report when the other layout views are needed.
■ For information about removing columns from pivot tables, see the section on adding or
modifying pivot table views in the chapter on reports and dashboards in Siebel CRM OnDemand
Online Help.
■ For information about removing columns from the report criteria, see the section on adding
columns to reports in the chapter on reports and dashboards in Siebel CRM OnDemand Online
Help.
For information about adding charts to a report, see the section on adding or modifying pivot table
views in the chapter on reports and dashboards in Siebel CRM OnDemand Online Help.
■ Reports. When building reports, use only those fields, totals, subtotals, pages, and other
reporting elements that are absolutely necessary for data display, unless you need them for
performance optimization or other critical reasons. In other words, remove superfluous reporting
elements from reports.
For an example of elements you may want to include for reasons other than data display, see
“Include Record Keys in Report Criteria” on page 15.
■ Charts. Similarly to reports, use only the fields and other reporting elements that are necessary.
In particular, when configuring the Chart view, completely remove columns and metrics not used
for the displayed chart from the underlying report criteria, if possible.
The preferred data source for reporting and analytics is the data warehouse, as described in “Use the
Data Warehouse for Analytics and Reporting” on page 11. If a real-time report that references the
transactional database is essential, however, there are steps you can take to optimize its
performance.
This section identifies report configuration best practices that require special consideration when you
build real-time reports. Unless slower performance is acceptable, it is recommended that you restrict
the use of the elements described in Table 1.
NOTE: While reducing the use of these elements can significantly improve the speed of real-time
reports, it can also enhance the performance of reports built on the data warehouse. However,
because reports and analyses built on the data warehouse already run faster than real-time reports,
the performance improvement will be more significant for a real-time report.
Multiple record types In other words, avoid using more than one record type in a
report.
Custom pick list fields Use of custom pick list fields may impact report processing
time. Use only when needed.
Address fields When possible, use address fields only from extended address
folders. These are address folders whose names include the
suffix “Extended.” For example, in the Account record type,
use address fields only from the Billing Address (Extended)
and Shipping Address (Extended) folders.
Fields from any Date-type folder Fields that are functions of Date (for example, Fiscal Year,
Fiscal Month, and so on) may require additional processing,
compared to reporting on the underlying date field itself.
CAST conversion functions for Use of the CAST conversion function may impact report
Date or Date/Time fields processing time. Use only if needed.
Fields from any Owned By User Fields that are functions of Owner (for example, User Name,
folder User Email, or Alias), as they appear in the Owned By User
folder, may require additional processing time compared to the
Owner field itself.
Any fields from the Primary Use of these fields may impact report processing time. Use
Contact folder in the Account only if needed.
folder
The Parent Account, Last Modified Use of these fields may impact report processing time. Use
By, Created By, and Manager only if needed.
fields
A action links 12
action links 12 from a chart 12
analyses from a column 12
developing 9 summary to detail reports 12
historical 7
analytics E
about 7 end user’s position, report performance
best practices 13 impact 13
data dumps 11 exports 11
architecture guidelines 11
F
B fields 17
best practices filters 13
analytics and reports 13
planning and architecture 11 G
real-time reports 17
guidelines
analytics and reports 13
C planning and architecture 11
CAST conversion functions 17 real-time reports 17
charts
drilldowns 12 H
necessary elements 16
historical analyses 7
in pivot tables 16
HTML code, clarifying 13
column filter prompts 14
columns
drilldowns 12 I
in pivot tables 16 image prompts 15
selectors 16
combined queries 13 N
cross-object narratives, clarifying 13
column selectors 16
queries 17
P
pivot tables
D charts 16
data dumps 11 columns 16
data exports 11 performance impact 15
data source trade-offs, summary 9 planning guidelines 11
data warehouse prompts
currentness of data 8 column filter 14
performance 8 differences from filters 14
as report data source 8, 11 images 15
trade-offs with transactional database 8 performance impact 14
database, transactional. See transactional
database
Q
detail reports 12
queries, combined 13
drilldowns
R real-time 8, 17
real-time reports scalable 13
about 8 summary and detail 12
best practices 17
CAST conversion functions 17 S
cross-object queries 17 scalable reports 13
fields 17 set operations 13
record keys 15 summary reports 12
reports
about 7 T
best practices 13
transactional database
developing 9
currentness of data 9
historical analyses 7
performance 9
necessary elements 16
as report data source 9
performance impact of end user’s
trade-offs with data warehouse 8
position 13