Microsoft Dynamics® CRM Training
Configuring Goal Criteria
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If you have worked with Goals in Microsoft Dynamics CRM, then you know that every Goal has an owner. However, this does not mean that all Goals must be restricted to records related to the owner. For example, say you wanted to set a Goal for all Opportunity records where the potential customer resides in California. The owner is irrelevant, but the location of the customer is important.
In this lesson, I’ll create a Goal that is not restricted to records related to the owner. I’ll do this by configuring the Goal Criteria.
I’ll Start by navigating to Sales > Goals > Goals, and then clicking New. When the Goal form opens, I’ll start filling in the General information. Note that I’m required to designate an Owner for a Goal, but it will be irrelevant to its results.
I want this Goal to measure sales in the month of June, so I’ll select Custom Period in the Goal Period Type field. In the From and To fields I’ll select the first and last days of the month respectively. I’ll then set the Target for the Goal to “$50,000.00”.
If I were to save this Goal as is, it would only present me with records that I own that generated revenue in June. To make the Owner irrelevant and instead base the records on the state in which they reside, I’ll have to configure two things in the Goal Criteria section.
The first is the Record Set for Rollup field. It is set to Owned by goal owner by default. I want to select All instead.
The second thing I need to do is define a rollup query, which is essentially a filter for this Goal. I’ll click the search icon in the Rollup Query – Actual (Money) field. This opens the Look Up Record dialog. There is no rollup query here, so I’ll click the New button.
A Rollup Query form opens, and I’ll name it “California Sales”. I’ll then select Opportunity as the Entity Type. I can then define the query below, much like how Advanced Find works. Remember, I want Opportunities where the potential customer, which is an Account in this scenario, resides in California. So I’ll select Potential Customer (Account) in the first dropdown. I’ll then set the following line of criteria to “Address 1: State/Province, Equals, CA”.
I do not need to add filters that factor in status and date because they have already been taken into account. The Goal metric’s rollup fields specify the status values, and the time period fields on the Goal record provide the time filter.
I can now click Save & Close in the ribbon, select the Rollup Query in the dialog, and then click the OK button. Back at the Goal form, I’ll select the same record in the Rollup Query – In-process (Money) field.
I can now Save the Goal, and then check the relevant Opportunities in the Participating Records area of the navigation pane. I do not own all of these Opportunities even though I am the owner of the Goal.
By configuring the Goal criteria, I can create Goals that measures records owned by other Users.
For more tips, tricks, and tutorials, please refer to the Success Portal and blog.xrm.com.