Extension Packs are solutions that help accelerate the Youreka implementation process. This is a premium extension pack requiring premium services. If you’d like the install link and guidance on configuration, please engage your Customer Success team for assistance. Below are details on what this solution does and why you might have a need for it.
This Pack includes a custom object and Salesforce automation to help Transpose Youreka Answer records from rows of data into columns to make reporting easier! With this extension pack, you can transpose up to 25 Questions per Form Template.
Here is a preview of the solution
Traditionally when a Form is complete, Youreka creates a row of data per Answer record and relates to the form. Below we can see many rows of Answers associated to a single form:
Here is how the data looks after filling out two Forms with this solution. Note that there is a single row per Form and each Column now contains the respective Questions/Answers:
What is in the Package?
- One Custom Object (Youreka Snapshot) with Fields
- One Custom Report type
- One Salesforce Flow
- One Tab
How the Solution Works
When a Form is submitted, a scheduled Flow triggers for execution two minutes after the submission. We schedule execution in case you have any Attachment/Photo Questions. This provides enough time for Salesforce file creation before retrieving the data. The automation is looking for all the Questions from this form that have been flagged for Transposing. It retrieves the first 25 Questions with Answers and maps them into columns (fields) instead of rows into the Youreka Snapshot object. It will create 1 row of data per Form and includes up to 25 Question and Answer columns. Further, the solution also looks for any Attachment/Photo Question Types and will retrieve their files and associate them to the Youreka Snapshot record as well.
When created, the Youreka Snapshot record relates to the Form, so you can add that related list from the Form and see the corresponding Snapshot, or navigate to the Youreka Snapshots tab, or run a Report on Youreka Snapshots to see any and all data.
After installation, there is very little setup required. This is a standard Salesforce Flow that will automatically turn on upon install. The primary configuration step will be determining which Questions to Transpose. This is a simple setup by checking a box on each Question record called “Include in Transpose”. We support 25 Question records per Form Template.
There are many ways you can edit this checkbox on the Question record. Here are a few:
- place the field on a question layout and edit it
- edit multiple from a list view
- edit multiple from a report
- data load
- use other 3rd party tools to edit this field like SF Inspector
Here is what editing the field looks like in a Page Layout and List View:
When a Form is submitted, the flow takes each row of Questions, and maps them into a specific column on the Youreka Snapshot object. In addition to Questions, we also map their corresponding Answers, the Question Types, the Form, the Form Template Name and more directly into that Youreka Snapshot object.
Here is an example Snapshot record with Questions and Answers being mapped to specific column fields on the record instead of related Answers:
Additionally, we loop through each of the 25 Answers and look for any Attachment/Photo Answers and we relate them to the Youreka Snapshot record:
We have also packaged up a tab and report for you called Youreka Snapshots. Reports are great places to view multiple forms with Questions/Answers as columns now. This report is particularly helpful because it has all 25 Questions and Answers. Please note that this will pull in all Questions and Answers for all Forms, regardless of Form Template. You can customized this report however you’d like. For example, you can add a Filter of Form Template to see all the Forms with their Questions and Answers as columns for that specific Form Template:
Want to take your report columns to the next level?
After you are up and running, you will notice that each of the fields in the Youreka Snapshot record are labeled generically with “Question 5” or “Answer 15” etc. However, you can customize those to be the Form Template’s actual Questions and Answer labels. You can do this by creating a Custom Report Type and change the column names so that each column is specific to your Question Label, instead of having a generic “Answer 20” label.
Additionally, you can create as many custom report types as your instance supports, so in theory you can create a custom report type per Form Template. This way each report only yields the Question columns from its respective Form Template’s Questions. Here’s what your report looks like after creating a custom report type and relabeling the columns:
How to setup a custom report type:
Navigate to Salesforce Setup, Report Types, then create a new Report Type. Point to the Youreka Snapshots object and fill in the required fields. Deploy to make available to others. Save on the next screen and edit the Layout. From here, you can double-click on any of the Question/Answer fields and change them to your full Question/Answer name, press OK, then Save:
Then create a new Report using that Custom Report Type and place the new Answer fields into your report and check out those new labels!
- This is a standard Salesforce Flow called TransposeDataSnapshot, so feel free to take a look and modify to your liking.
- Only the first 25 Questions/Answers (sorted by Question number ascending) with the “Include in Transpose” checkbox ticked are transposed per Form Template.
- You can add 25 Questions to as many Form Templates as you’d like.
- Keep in mind that there is a 2 minute scheduled delay before the flow fires. This provides enough time to retrieve published files for photos pushed back in Salesforce.
- After installation, only new Forms will be mapped going forward. Historical records will not be included. There are ways to fire this flow against old records. Here are two declarative ways:
- Change Status of old Forms to fire this trigger against old records
- Add a new Field on the Form object, update the flow criteria to evaluate that new field, then Dataload those values to fire the flow for historical records. Be sure to update the flow criteria to continue working for new Forms.
- Linked Sections are not supported in this package.
That is it. We are here to help, so if you would like the install link and guidance on configuration, please engage your Customer Success team for assistance.