FAQ’s Axy OKR

FAQ’s Axy OKR2020-04-12T09:48:29+00:00
WHAT ARE OKRs?2020-04-22T05:56:56+00:00

WHAT ARE OKRs?

OKR stands for Objectives and Key Results. It is a collaborative methodology and a widely spread strategy for goal setting within the best and high growth organizations. The purpose of OKRs is to connect company, team, and personal goals to measurable results while having all team members working together in one unified direction.

OKRs were first introduced and defined in Intel by Andy Groove. And nowadays OKRs are a fundamental piece for guiding organizations like Google, LinkedIn, Intel, Zynga, Sears or Oracle.

An Objective represents WHAT you want to achieve. Objectives are qualitative goals. They have to be ambitious and set the direction and focus of the company, team or individual in a period of time. The objective has to be significant and action-oriented but challenging: the principle of inspiration.

The Key Results define HOW  you are going to achieve that Objective. Key Results have to be specific, time-bound, and metric-driven; measurable and verifiable. They have to show the path to reach the objective.

The Objective is the desired outcome and the Key Results are the measurable steps or “pieces” required to achieve that outcome. It is necessary to define enough and relevant KRs that, when reached,  produce the outcome. 

WHAT IS AN OKR PERIOD?2020-04-22T06:04:23+00:00

WHAT IS AN OKR PERIOD?

The OKR Period is the portion of time during which your organization, teams, and individuals will focus on delivering against their OKRs. The most commonly used period in OKRs is the annual quarter, as it is long enough to plan, execute, review, and take corrective action on your OKRs, and short enough to be truly focused and aligned on them.

WHAT OKR ADOPTION BEST PRACTICES ARE RECOMMENDED?2020-04-22T06:15:21+00:00

WHAT OKR ADOPTION BEST PRACTICES ARE RECOMMENDED?

OKRs have to enable the whole organization to work in the same direction (Alignment), with a common and clear target (Focus), easily measurable (Tracking)  that motivates people to deliver the best of themselves. (Stretching).

Focus-Alignment-Tracking-Stretching are the characteristics of  good OKRs and as  John Doerr defined  in his book Measure what matters, the “Superpowers” that OKRs provide to organizations. There are several best practices that can be taken into account when implementing OKRs in your organization.

Objectives

  • Simply WHAT you want to achieve.
  • Important, concrete and action oriented.
  • From 3 to 5 Objectives by person

Key Results

  • They benchmark and monitor HOW we get to the objective.
  • KR should be concise, specific, and measurable.
  • KRs typically include hard numbers
  • From 2 to 5 Key Results by Objective.

Let’s see it with an example:

Objective:

  • Improve Sales Team satisfaction 

Key Results:

  • Define Team Building Activities plan by April
  • Coaching of key people in the Sales team by May
  • Team building activities Q1 plan execution
  • Employee Satisfaction Survey by mid-June: Employee Satisfaction Index >89%

This objective has been defined for the second quarter of the year (Period) and it has four Key Results, each of them with a Due Date and a Target Result, so therefore totally measurable.

Alignment is key for organizational success. By aligning OKRs, you can set Top-Down or ask for Bottom-Up objectives

Setting Top-Down objectives will ensure that the organization is totally aligned with Company Goals. And asking for Bottom-Up objectives will leverage the commitment, innovation, and knowledge of every person in your organization to reach your goals.

A good balance between both types of objectives is key for OKRs implementation success. A best practice is set at least 50%-60% of the objectives Top-Down.

In order to guarantee alignment in the organization, any sort of objective has to be related to the Company Goal in some way: it could be related directly to the Company Goal or it could be related to an upper Objective through a parent Key Result. Each objective in the organization has to be related and contribute to another objective through one of its key results.

In this way the whole organization will be aligned with the Company goal and the Main Objectives.

CAN EMPLOYEES THAT ARE NOT USING SALESFORCE USE AXY OKR?2020-04-22T05:25:12+00:00

CAN EMPLOYEES THAT ARE NOT USING SALESFORCE USE AXY OKR?

A Salesforce license with access to the Axy OKR package is required for each person who wants to use the features of the application.

WHAT SALESFORCE EDITIONS ARE SUPPORTED BY AXY OKR?2020-04-22T05:27:13+00:00

WHAT SALESFORCE EDITIONS ARE SUPPORTED BY AXY OKR?

You can install Axy OKR in any Salesforce org type:

  • Professional
  • Enterprise
  • Unlimited
  • Performance
HOW DO I INSTALL AXY OKR?2020-04-22T05:33:08+00:00

HOW DO I INSTALL AXY OKR?

You can install Axy OKR in any Salesforce org type: production, sandbox, developer…

To start with the installation, you only need to go to Appexchange: Get it now!

  • To install Axy OKR you need Download AppExchange Packages permission on your profile for your Production environment
  • You have to log into Appexchange in order to install Axy OKR. Click on Get it now.
  • Select if you want to install it in a sandbox or production environment.
  • Check installation details, the number of licenses that you want to have and click on Confirm and Install. It is possible that you need to write again your user and password.
  • Select Install for Admins Only.

In some cases the Axy OKR installation could fail because the installation user doesn’t have the ‘Change Dashboard Color’ permission. If this is your case, please follow these steps:

  • Create a new permission set.
  • Find the Change Dashboard Color permission and select it.
  • Assign the new permission set to the installation user.
  • Try to install the app again.
CAN I INSTALL AXY OKR IN A SANDBOX?2020-04-22T05:31:59+00:00

CAN I INSTALL AXY OKR IN A SANDBOX?

Yes, Axy OKR can be installed in any Salesforce org or environment, including a sandbox.

To install Axy OKR you need Download AppExchange Packages permission on both your profile for your Production environment and for your Sandbox environment.

HOW CAN I ASSIGN AXY OKR LICENSES TO USERS?2020-04-22T05:29:17+00:00

HOW CAN I ASSIGN AXY OKR LICENSES TO USERS?

Once you have installed Axy OKR in your production org, it is time to assign the Axy OKR licenses to the users. You decide who will have access to the app so you will assign a license for each of them.

  • Go to Salesforce Setup
  • Find for Installed Packages
  • Click on Axy OKR Management
  • Click on Manage Licences
  • Click Add Users
  • Select all the users you want to assign to the package (After selecting the user, Salesforce automatically moves it to the Selected Users list).
  • Click Add.

Salesforce will show you the list of the users with an active license.

To assign a license to an specific user, you can follow these steps:

  • From Setup, enter Users in the Quick Find box, then go to Users
  • Select the User you want to assign a license.
  • Scroll down and go to Managed Packages list. Click Assign Licenses.
  • Salesforce automatically shows the Unassigned Packages list
  • Select Axy OKR Management and click Add

If you want to remove a License, so you can use it for other user:

  • From Setup, enter Users in the Quick Find box, then go to Users
  • Select the User you want to remove a license.
  • Scroll down and go to Managed Packages list.
  • Click on Remove button
HOW CAN I ADD (BUY) MORE LICENSES (SEATS) TO AXY OKR?2020-07-09T07:16:54+00:00

HOW CAN I ADD (BUY) MORE LICENSES (SEATS) TO AXY OKR?

Your Admin user can add more license to your Axy OKR subscription by increasing them in the AppExchange . Pleas follow these steps:

  • Go to appexchange.
  • Click on Log in and use your Salesforce Admin credentials.
  • Click on your photo and select My Installs & Subscriptions.

  • Find Axy OKR and select Manage Subscription.

  • Click on Edit 
  • Here, you will be able to add more licenses to your Axy OKR Subscription, and set the discount coupon if you have it.  On this page you can also change the Payment Method.

  • Just review the changes, accept the terms&conditions and Save.
  • After this just wait 15 min to see the changes reflected in your Organization. Then it’s time to assign the licenses and permission sets to your Salesforce Users
DOES AXY OKR SUPPORT CLASSIC SALESFORCE UI?2020-04-22T05:26:24+00:00

DOES AXY OKR SUPPORT CLASSIC SALESFORCE UI?

Despite that Axy OKR is developed for Ligthning Experience UI (LEX), you can install Axy OKR and use it if you are using Classic UI in your org.

We have developed Axy OKR for LEX as it Salesforce announced in the spring ’19 release notes, that they will no longer be adding features to Classic UI. Every new feature that Salesforce is developing for each of its Clouds will only be available for the LEX.

If you are still using Classic UI in your Salesforce org, you can use Axy OKR switching from Classic UI to LEX every time you want to use our app (Every user can switch from one UI to other if your Admin configures it in your org). It is really easy:

You have to be sure that  My Domain is deployed in Your Salesforce Org, as it is required to use Lightning components, the basis for LEX.

  • When My Domain isn’t deployed in your org, user interface controls related to Lightning components may be hidden or inactive. Lightning components added to pages, tabs, and so on, don’t run and may be omitted, or display a placeholder error message.

Deploying My Domain for your org is very straight forward.

  • Go to Setup, find My Domain and start the process following the instructions.

For a detailed description on how to deploy it you can visit My Domain help in Salesforce Help. Here you have a short video on what My Domain is and how to set it up.

ERROR: USER DOESN’T HAVE PERMISSION (changeDashboardColors) TO CREATE DASHBOARDS WITH COLORS2020-04-22T05:29:38+00:00

ERROR: USER DOESN’T HAVE PERMISSION (changeDashboardColors) TO CREATE DASHBOARDS WITH COLORS

In some cases the Axy OKR installation could fail because the installation user doesn’t have the ‘Change Dashboard Color’ permission. If this is your case, please follow these steps:

  • Create a new permission set.
  • Find the Change Dashboard Color permission and select it.
  • Assign the new permission set to the installation user.
  • Try to install the app again.
HOW DO I UNINSTALL AXY OKR?2020-04-22T05:31:30+00:00

HOW DO I UNINSTALL AXY OKR?

In order to uninstall Axy OKR, there are two processes that must be previously manually disabled.

  • Go to Setup
  • Find for Process Builder
  • Deactivate Axy OKR Objective and Axy OKR Period

Axy OKR also has a Flow that must be disabled. 

  • Go to Setup
  • In Quick Find, look for Flows. You will see Quick KR Creation
  • Click on the Drop-Down list at the right and select View Details and Versions
  • Deactivate the flow

If you have already been using the app, you have probably assigned the Axy OKR Permission sets. Prior to uninstalling it, you have to remove the assignments of every permission set.

  • Go to Setup
  • Find for Permission Sets
  • Click on any of the Axy OKR permission sets and then Manage Assignments
  • Click on Add Asignments
  • You will access the list of users in your Salesforce org. Check the boxes of the users you want to remove that permission set and click Remove Assignments

Now is the moment to uninstall the package:

  • Go to Setup
  • Find for Installed Packages
  • Click on Uninstall link near to Axy OKR Management package

Please read the information provided by the uninstall process, taking into account what you want to do with the data you created while you were using the app. 

If you want to save a copy of your data, please select the option “Save a copy of this package’s data for 48 hours after uninstall” and you will receive an email to save your data locally.

UNINSTALL AXY OKR FROM APPEXCHANGE2020-04-20T06:07:52+00:00

Uninstall Axy OKR from the Appexchnage

Sometimes Salesforce does not allow to uninstall from “Installed Packages” option in administrator menu. If this is your case, you can uninstall the app directly from appexchange. Please follow these instructions:

  • Go to appexchange.
  • Click on Log in and use your Salesforce credentials.
  • Click on your photo and select My Installs & Subscriptions.

  • Find Axy OKR and select Uninstall from the menu.

IS THERE ANY USER MANUAL OR ANY DOCUMENT TO KNOW HOW TO USE AXY OKR?2020-04-22T05:30:46+00:00

IS THERE ANY USER MANUAL OR ANY DOCUMENT TO KNOW HOW TO USE AXY OKR?

Yes. We have a complete and comprehensive document to know how to install, configure and use Axy OKR. Please, visit our Axy OKR User Guide.

WHAT SHOULD I CONFIGURE AFTER INSTALLING AXY OKR?2020-04-22T05:36:26+00:00
Once you have installed Axy OKR, you have to:

Now you are ready to start managing you OKRs with Axy OKR. Please go to our User Guide for a complete reference of the app.

HOW ARE PERMISSIONS MANAGED BY AXY OKR?2020-04-22T05:35:26+00:00

HOW ARE PERMISSIONS MANAGED BY AXY OKR?

In Axy OKR you have three Permission Sets to assign to users with different functions and permissions:

  • Axy OKR – User. Every user that will have standard access to the app including every app object, mainly Objectives and Key Results.
  • Axy OKR – C-Level User. This permission is designed for C-Level people, Directors, Managers… the members with responsibility for managing the organization. These users will have the same access as an Axy OKR – User but with Full Access to Company Goal records including View All and Modify All permissions.
  • Axy OKR – Admin User. With this permission set, the assigned user will have the same access as an Axy OKR – User, with the ability to access and set up the app in the Setup tab.

Important note: You have to assign at least one Axy OKR – Admin User and one Axy OKR – C-Level User permission set.

You can add several permission sets to the same user. As an example, you can assign Axy OKR – Admin User and Axy OKR – C-Level User to an user.

To assign them, follow the next steps for each of the three Axy OKR permission sets:

  • Go to Setup
  • Find for Permission Sets
  • Click on any of the Axy OKR permission sets and then Manage Assignments
  • Click on Add Asignments
  • You will access the list of users in your Salesforce org. Check the boxes of the users you want to assign that permission set and click Assign
HOW CAN I SHARE COMPANY GOALS AND OBJECTIVES MANUALLY?2020-04-22T05:30:20+00:00

HOW CAN I SHARE COMPANY GOALS AND OBJECTIVES MANUALLY?

While manually sharing is available in Lightning Experience, we recommend to install this Salesforce Lab application

Once the app is installed, follow these steps to make sharing available for Company Goals and Objectives:

  • Create the Action:
    • Go to Setup
    • Object Manager
    • Find Company Goal object
    • Buttons, Links and Actions
    • New Action:
      • Action Type: Lightning Component
      • Lightning Component: LightningSharingAction
      • Label and Name: Select the ones that work for you.
  • Include the Action in the Page Layout:
    • Go to Setup
    • Object Manager
    • Find Company Goal object
    • Page Layouts
    • Company Goal Layout
    • Select Mobile & Lightning Actions
    • Find your new Action
    • Drag & Drop to Salesforce Mobile and Lightning Experience Actions Section.

Follow the same instructions for Objective sharing button.

SHARING REPORTS & DASHBOARDS FOLDERS IN AXY OKR2020-04-22T05:34:37+00:00

SHARING REPORTS & DASHBOARDS FOLDERS IN AXY OKR

When you install Axy OKR, the application contains several reports and dashboards that should be shared manually with other users.

There is an easy way to share reports and dashboard with every Axy OKR user. If you have an internal group of users, then see this short video on how you can make it.

If you want to share with several users, groups or roles and manage them one by one, you must follow these instructions:

  • On the Reports or Dashboards page, find the report (Axy OKR Reports) or dashboard (Axy OKR Dashboards) folder you want to share and select the Share row level action. (If you have customized columns on the page, you might have to scroll to the right to see the row-level action arrow More Actions.) Alternatively, navigate to the report or dashboard folder, click Folder Actions Menu next to the New Folder button, and select Share.
  • From the Share With dropdown, select who you want to share with.

Drag from list view

  • For Name, enter the name you want to match. The name must match the category (such as user, group, or role). For example, if you select User as the category, specify the name of a user.
  • Select the folder access level for the user, role, group, or territory.
Drag from list view
  • Click Share. The sharing setting is applied to the Who Can Access list. Continue to add entries as needed.
    • You can share with users, groups, roles, territories, or a combination.
    • If a user is identified in more than one entity, the greatest permission is granted. For example, a group is added with view only, but a user in the group is also added with edit or manage permissions. In this case, the edit or manage permissions apply to that user.
    • To delete a Who Can Access entry, click X to the right of the entry.
    • To modify access level for an entry, select a new access level.
Drag from list view
  • When you are done, click X in the upper corner of the dialog box to close it and return to the page you were on.

The folder is now listed on the Reports or Dashboards menu. You can select the folder when saving a report or dashboard.

WHAT TYPE OF KEY RESULTS AXY OKR HAS?2020-04-22T05:41:42+00:00

WHAT TYPE OF KEY RESULTS AXY OKR HAS?

Key results in Axy OKR can be typed as boolean, number, percentage, currency or TODO. Any of the types allow assigning a target value to a Key Result in order to measure the progress. These types are used to measure different categories of KRs:

  • To reach or meet an specific outcome, you can use NUMBER or CURRENCY
  • To reduce or increase any metric in a portion, use PERCENTAGE
  • For reaching thresholds or meeting specific conditions, use BOOLEAN (Yes/No)
  • If you want to track milestones or activities, then use TODO type
WHAT IS PROGRESS AND ACHIEVEMENT IN AXY OKR?2020-04-22T05:40:52+00:00

WHAT IS PROGRESS AND ACHIEVEMENT IN AXY OKR?

Axy OKR has several parameters for assessing the forward or completeness status of both Objectives and Key Results.

OBJECTIVES have several fields that indicate status, and all of them are automatically calculated. The two main ones are Progress and Achievement. And Achievement is based on Achievement forecast:

  • PROGRESS (%). Indicates the percentage of progress based on the Progress of KRs and the weight of each KR in its contribution to the OBJECTIVE
    • Example: An OBJECTIVE with two KRs, one with 100% progress and a weight of 40% and another with 40% progress and a weight of 60% will result in an OBJECTIVE PROGRESS of 64%.
  • ACHIEVEMENT FORECAST. It is an indicator of the progress depending on the elapsed time. If it is less than 100% it indicates that there may be a risk of not reaching it
  • ACHIEVEMENT. This field is calculated automatically if desired, or assigned manually. It is an indicator of the good progress of the OBJECTIVE. If it is automatic, it is calculated based on the Achievement forecast and the time remaining to reach the OBJECTIVE.
HOW CAN I USE FILTERS TO NAVIGATE IN THE TREE VIEW?2020-05-18T06:14:35+00:00

HOW CAN I USE FILTERS TO NAVIGATE IN THE TREE VIEW?

Alignment is key to organizational success. For aligning OKRs, the Tree View is a powerful visual tool. You will be able to:

  • See the complete scheme of OKRs dependencies and contributions.
  • Find how every objective owner is contributing to the parent OKR 
    • Objective details and key results are accessible by clicking on every box
  • Navigate through the tree using the filters and search boxes::
    • Selecting the root company goal
    • Filtering by objective achievement 
    • Showing all or only your objectives 
    • Showing the complete hierarchy from the objectives, or a number of tree levels
    • Searching objectives by name or by owner
  • Switch from a pure Tree view to a Tab List view, whatever is more convenient for you
  • Expand and collapse the tree levels clicking on the “yellowed” OKRs boxes

In this short video you will see how to navigate in the Tree view

HOW DO I CREATE AN OKR TO CONTRIBUTE TO MY MANAGER OBJECTIVES IN AXY OKR?2020-04-22T05:37:47+00:00

HOW DO I CREATE AN OKR TO CONTRIBUTE TO MY MANAGER OBJECTIVES IN AXY OKR?

You can create a child objective directly from a Key Result using the Convert to Child Objective button. This is a fantastic way to contribute and directly align your objectives with the OKRs of your manager or other people in the organization,

  • From any Key Result page, click on Convert to Child Objective button
  • A pop-up window with default information from the Key Result appears
  • Edit Objective Name, Type, Status and Period if needed and save
  • If you go now to Child Objectives tab, you will see your new Objective

There is an easy way to create it directly from the Tree View. In this short video you have how to do it.

 

HOW AXY OKR WILL AUTOMATICALLY UPDATE MY KEY RESULTS?2020-04-22T05:45:19+00:00

HOW AXY OKR WILL AUTOMATICALLY UPDATE MY KEY RESULTS?

A very unique feature of Axy OKR is the possibility to automatically track and measure the progress of a Key Result binding Salesforce reports to them.

You can set any aggregated report field of any report to the Key Result you want to track. A few examples:

  • Pipeline coverage, quota attainment, revenue amount… for Sales KRs
  • Average case time resolution, percentage of First Call Resolution… for Customer Care KRs
  • Number of MQLs, SEM efficiency by UTMs… for Marketing KRs
  • The number of New Distributors, revenue from Dealers… for Channel Sales KRs

Go through the following steps to bind a report to a Key Result

  • Browse to any Key Result page
  • Click on Automation sub-tab
  • Toggle on the Automation Mode switch
  • Search the report you want to bind
  • Select the Aggregate Field of the report you want to use to track the Key Result
  • A success message will appear as Axy OKR is running the report and updating the result

Go to this How to…  for a short video showing how to bind a report to a Key Result.

Important note: Axy OKR runs the report using the objective’s owner user. This means that visibility sharing settings are applied, so the data gathered from the report is the correct one for every Key Result owner.

WHAT IS AN AGGREGATE RESULT FIELD?2020-04-22T05:43:43+00:00

WHAT IS AN AGGREGATE RESULT FIELD?

In a Salesforce report, you can summarize fields. When you want to know sum, average, highest, or lowest value of a numeric column (like Amount, Age, or Probability), summarize the column. Axy OKR will take into account the grand total for its calculations.

This is the Aggregate field that will update the progress of the Key Result.

IS AXY OKR CONSIDERING RECORD VISIBILITY?2020-04-22T05:44:26+00:00

IS AXY OKR CONSIDERING RECORD VISIBILITY?

Yes! Axy OKR tool respects Salesforce record visibility. Axy OKR runs the reports using the objective’s owner user. This means that visibility sharing settings are applied, so the data gathered from the report is the correct one for every Key Result owner.

WHAT TYPES OF REPORTS ARE SUPPORTED FOR AUTOMATION IN AXY OKR?2020-04-22T05:42:29+00:00

WHAT TYPES OF REPORTS ARE SUPPORTED FOR AUTOMATION IN AXY OKR?

You can use every type of reports that have at least a grand total field

For summary and matrix reports you can use any summarized field. You can use formulas if they are applied to summarized fields.

For any kind of reports, you can use record count if it is included in the report.

WHAT INTEGRATIONS IS AXY OKR SUPPORTING FOR KEY RESULT TRACKING?2020-04-22T05:48:05+00:00

WHAT INTEGRATIONS IS AXY OKR SUPPORTING FOR KEY RESULT TRACKING?

Axy OKR automate KRs tracking supports every integration you have, if it can be reflected in a Salesforce report.

ERROR TRANSFERRING AN OBJECTIVE IN AXY OKR2020-04-22T05:48:39+00:00

ERROR TRANSFERRING AN OBJECTIVE IN AXY OKR

If you try to transfer an objective and get the error ‘Before you can transfer this record, the new owner needs Read permission on it and related records’, it is because the new owner does not have access to the application.

Please read here how to assing Axy OKR licenses.

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