There are some very elegant ways to export data from Salesforce. Namely, there are paid apps in the App Exchange as well as Data Loader.

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Today, we are not elegant.  We are quick and dirty.  🙂  We’re going to do this through the Reports function in Salesforce. This post is dense, but download the example below, and it should make sense where we're headed.

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The data we’re going to evaluate is:

• Leads
• Contacts & Accounts
• Opportunities

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Click here to download an example of the data summary that you’re going to produce.

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‍The Data Export

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Leads

Leads within Salesforce are often synonymous with Sales Qualified Leads (SQLs). These are the prospects how have expressed some level of interest and are within your Ideal Customer Profile (ICP).

Let’s see what the Leads in your Salesforce org look like. Follow these steps:

• Login to Salesforce and navigate to Reports.
• Click Create Leads Report
  • Select New Report
  • Select Leads → Start Report
  • Change Filters to the following

• Every org will be different, but most have these fields included by default: First Name, Last Name, Company Name, Email, Lead Source, Lead Owner.That’s great.  We want all those. Please make sure the following fields are included:
  • First Name
  • Last Name
  • Company Name
  • Email
  • Lead Source
  • Lead Owner
  • Industry (if applicable)
  • Status
  • Create Date
  • Last Activity Date
  Those last two in bold are very important. Click Run. Export report “Details Only” to an xlsx on your desktop. Open the Excel. Freeze the top row and make bold. Label the tab Leads.

Now onto the next report.

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‍Accounts & Contacts

• Navigate back to Report and click new Report.
• Select Accounts & Contacts → Start Report
• Change Filters to All

• The fields that you probably have are ones like: Salutation, First Name, Last Name, Mailing Address, Mailing City, Phone, Fax, Email, Account Owner.
• (It’s unbelievable that fax is still a default included field - but here we are. )
• Please make sure the following fields are included:
  • First Name
  • Last Name
  • Phone
  • Email
  • Status
  • Account Owner
  • Account Name
  • Create Date
  • Last Activity Date
• Run. Export report “Details Only” to an xlsx on your desktop
• Open the Excel.  Add a second tab to your original excel file called “Contacts.” Paste in this data to that tab.
• Freeze the top row and make bold.

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Opportunities

Last time. Pretty similar process.

• Navigate back to Report and click new Report.
• Select Opportunities → Start Report
• Change Filters to All
• Please make sure the following fields are included:
  • Opportunity Owner
  • Account Name
  • Opportunity Name
  • Stage
  • Fiscal Period
  • Type
  • Estimated Revenue
  • Weighted Revenue
  • Probability %
  • Close Date
  • Create Date
  • Last Activity
• Run. Export report “Details Only” to an xlsx on your desktop
• Open the Excel.  Add a third tab to your original excel file called “Opportunities.” Paste in this data to that tab.
• Freeze the top row and make bold.

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Ok! You should now have an excel workbook with three tabs: Leads, Contacts, and Opportunities

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The Data Analysis

We add a Summary tab at the beginning of the excel workbook, and then we start crunching with pivot tables and/or sorting.

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As you’d expect, the analysis of this data can vary heavily depending on what the data export shows. The analysis depends heavily on the details of the processes that the data supports.

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If you’d like to discuss the data from your own export or have Everpeak conduct a data export and analysis for you, contact us.

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