Salesforce EDA: How to Create a Salesforce Specification

This article will provide an overview of how to create a Salesforce Specification based on a Salesforce EDA Report or Dashboard.

How to Create a Salesforce Specification (Report/Dashboard)

Initial Specification Creation

• Log into the Data Cookbook under stthomas.datacookbook.edu 
• Go to the Reports Tab across the top
• Select Create a Specification
• Enter the Specification Name - this should match the report or dashboard name that is created in Salesforce
• Select from the drop down the Specification Type - should be Salesforce Report or Salesforce Dashboard depending on what you created in Salesforce
• Add the Functional Areas for the report.
• Enter the Purpose - Narrative to describe this report/dashboard does or what does it represent?
• Enter the Description - This should include who the pull audience is for the report/dashboard, a description of the output (i.e., aggregate data, row/student level data), and ay key data points or other important information or training that may be needed to understand the report.
• Save after this initial creation.

Specification Creation Part 2 - Editing and Completing the Overview

• After the created specification is saved, the specification will show as drafting.  Look for the edit button between the tabs and the purpose

• Select Edit
• Make any adjustments needed to Specification Name, Purpose, or Description
• Add an Owner for the report
• Add Access Details.  This must include:
  • Report Location - breadcrumbs to where report is found and link to the report.
  • Creation Date - The date the report/dashboard was created
  • Access Details - What access is needed to see this report/dashboard.  You should also include any information about who to contact to receive access to this report.
• Source Data System - Salesforce (EDA)
• Tools - Salesforce (EDA)
• Answer the Questions:
  • Tommie Tech Services Ticket Number - not required but if one exists, please add it.
  • Does the Specification Include any Red Data? - Required to answer yes or no
  • Does this have a scheduled associated with it?  If it runs on a schedule, answer yes.
  • Link to any knowledge base articles - include any linked articles in the text box.
  • Is the output from this specification shared externally?  Required to answer yes or no
  • If yes to the shared external question, please enter where it is shared -  this can be the organization or to whom it is shared.
  • What Salesforce Report Type is associated with this output?  Use the drop down box to select he Report Type associated with the report/dashboard. This is key for understanding and categorizing reports/dashboards and the data being used.
• Add any additional details that might be useful about this specification
• Save the updates
• After saving, look on the right side of the screen for Related Collections.  Hit the edit button next to it, and then search again for the Report Type that you identified in the questions above, and once selected make sure to hit the little plus sign next to the Report Type to add it to the Specification.

Specification Creation Part 3 - Understanding Related Specifications and Adding Data Items

• Related Specifications - Especially with dashboards you will want to add any related specifications that are associated with the specification you just created.   For example if your Dashboard uses multiple reports/specifications to create a funnel dashboard, you will want to add those related specifications to this newly created specification.
• Data Items  - what data is the output of the report. 
  • Use upper search bar to see if your data item is defined already in the cookbook.
  • If it is already defined (and is the correct definition) you can add the data item using the Existing Definitions selection.
    • If your data item label is different from the defined data item name, you may adjust that by adjusting the label by editing the item.  The label should match the label in your report.
  • If your item is not already defined, you will select the New Definition selection.  This starts the creation of a new definition.
    • You will enter the data item's name.
    • You will complete the functional definition of the data item.
    • You will add the Functional Areas responsible for the definition.
    • Save the definition.
    • You can still change the label using the edit button.
  • You repeat this process for every data item output in your specification.
• When the entire overview and data items sections are entered and completed, you will select the submit button toward the top right of the page underneath the specification name to submit to IDAR for review.