FAQS ABOUT AXY VALIDATOR.
- All
- 1- Installation
- 1-General
- 1-General
- 1-General
- 2- Configuration
- 2-Installation
- 2-Installation
- 3- Log Support
- 3-Configuration
- 3-Configuration
- 4- General Support
- 4-Features
- 4-Features
- 5- Roadmap
- Axy Employee Management
- Axy OKR
- Axy Validator
- Currency Updater
Coming soon.
Contact us at support@axy7.com for more information.
Coming soon.
Contact us at support@axy7.com for more information.
How to Enable the Bank of Israel as a Source
To enable the Bank of Israel as a source for exchange rates in Axy Currency Updater, follow
these simple steps:
1. Navigate to the Setup tab in the Axy Currency Updater app.
2. In the Sources section, select Bank of Israel.
3. Save your settings.
4. Schedule the updater after correctly configuring the other relevant tabs.
If you require any assistance in configuring this new source, please don’t hesitate to contact our
support team.
2. Restrictions and Requirements:
– ILS Corporate Currency: The Bank of Israel exchange rate source is only available if ILS (Israeli Shekel) is set as your corporate currency.
– Supported Currencies: According to the Bank of Israel API, supported currencies include:
- USD
- EUR
- GBP
- JPY
- AUD
- CAD
- CHF
- SEK
- NOK
- DKK
- ZAR
- And more (check online for a full list of supported currencies).
https://www.boi.org.il/en/economic-roles/financial-markets/exchange-rates/
If you enable this source, only currencies supported by the Bank of Israel will be updated. Any other active currencies in your system will not be updated when using this source.
For any questions or further assistance, please contact our support team.
1. What is the Currency Updater Application Scheduler?
The Currency Updater Application Scheduler is a feature that allows users to schedule automatic updates for currency exchange rates within Salesforce. This tool is vital for businesses dealing with multiple currencies, providing the automation needed to maintain financial accuracy.
2. How can I schedule currency updates using the Scheduler?
To schedule currency updates, navigate to the Scheduler settings within the Currency Updater Application. You can select from three scheduling options—daily, weekly, or monthly. After configuring your desired settings, click the “Save & Run” button to apply and activate the schedule.
3. What do the different scheduling frequencies mean, and how can I set them up?
Daily:Example 1: To receive updates every day at 03:00 AM, select ‘Daily’ frequency and set the start hour to 03:00. Your CRON expression will be set to trigger updates at this specific time each day.
Example 2: For updates at 11:00 PM daily, choose ‘Daily’ and specify the start hour as 23:00. This will ensure updates are processed late at night.Weekly:
Example 1: To update every Monday at 04:00 AM, select ‘Weekly’ frequency, and choose a date that falls on a Monday, like 5/4 if it’s a Monday. Specify the start time as 04:00.
Example 2:If you prefer updates every Friday at noon, set the frequency to ‘Weekly,’ select a start date that is a Friday, and set the start time to 12:00.
Monthly:
Example 1: For updates on the 1st of every month at 05:00 AM, select ‘Monthly,’ set the start day as 1, and the start time as 05:00.
Example 2: To receive updates on the 15th of every month at 10:00 PM, choose ‘Monthly,’ and specify the day as 15 and the hour as 22:00.
4. How does changing the schedule work?
You can change your scheduling settings at any time by revisiting the Scheduler settings. Adjust the frequency, start time, or day as required, and remember to click “Save & Run” to update and activate the new schedule immediately.
5. What is the importance of using the daily scheduling option?
We recommend using the daily scheduling option to ensure the highest level of financial accuracy. Frequent updates can capture even the smallest fluctuations in exchange rates, providing more accurate and up-to-date financial data, which is crucial for decision-making and reporting.
For any further assistance or inquiries about using the Currency Updater Application Scheduler, please feel free to contact our support team.
There are two options to see more logs in the Currency Updater Logs tab
- Order to have the newest first: For that just click on top of the Name Column to adjust the order like any other Salesforce ListView.
- See more than 20 records: Just click in the All Logs list view name and scroll down. The system will load more data on demand.
Q: What is currency variance, and why is it important?
A: Currency variance represents the percentage change in the conversion rate of a currency over a specified period. For that, it’s a critical metric for businesses operating in multiple currencies, as it helps in understanding currency risks and making informed financial decisions.
Q: How do we calculate the variance for each currency in the Axy Currency Updater?
A: The variance is calculated based on the selected time frame (“Yesterday,” “30 Days,” or “365 Days”). For each currency, we compare the current conversion rate with the conversion rate at the start of the selected period.
The formula used is:
Variance Percentage=(Current Conversion Rate−Conversion Rate at Start of PeriodConversion Rate at Start of Period)×100Variance Percentage=(Conversion Rate at Start of PeriodCurrent Conversion Rate−Conversion Rate at Start of Period)×100
Q: How can I view the variance for a specific currency?
A: In the currency stats tab, use the “Variance Model” radio group to select your desired time frame. With this, the table will automatically update to display the variance percentages for each currency, allowing you to quickly assess their performance over the selected period.
Q: What does a positive or negative variance indicate?
A: A positive variance indicates an increase in the conversion rate of the currency over the selected period, suggesting a strengthening currency. However, a negative variance shows a decrease in the conversion rate, indicating a weakening currency.
We hope this feature enhances your currency management strategy and provides valuable insights into your financial operations.
How to enable the Lighting Web Component currency field for all users
The custom LWC which shows all the conversions using dated exchange rates needs to access one particular Appex Class.
If your users cannot see the LWC once you add it to the page:
- You will need to add the class called CurrencyUtilsAPI to any custom permission sets
- Assign the Permset to the users who need to use the LWC
To enable Financial Force Integration with Automated Dated Exchange Update Job.
1. Contact Support to ensure you have this feature enabled.
2. Go to the Currency Updater Setup Tab .
3. Under Financial Force Integration click on Enabled FF.
4. The system will deploy a new process to your organization to perform the update next time.
5. Important: The Accounting Company object has a child relationship called User Companies. For FF currencies to be updated you need to create an entry on that object for each accounting company with the user who is executing the Currency Updater job and wait for the next execution.
Please notice this feature is only available in our Unlimited edition.
AXY OKRs LIMITATIONS
We have some limitations in our product.
- Users: It is not advised to have more than 800 users
- Active objectives: Rendering will not perform well above 350 active OKRS
- Active Automatic Key Results: Tracking results from Reports will not perform well above 400 reports.
- 10 levels of hierarchy in the OKR relationships to render in Treeview.
Important note:
Since Axy-OKR is a fully native solution, most of these limitations can be solved by custom development. Contact our Support team.
To enable Currency Updater Pro to maintain updated the conversion rates table used in Parenthetical currency conversion in Salesforce please follow the next instructions.
In the “Currency Type” tab, you’ll find three options for configuration:
– Basic Currency: Choose this option if you want the Currency Updater Pro to refresh the basic currency conversion table, often referred to as the Parenthetical currency conversion. Be aware that activating this option will replace any unique values set for individual currency codes.
– Advanced Currency: Opt for this if you’re utilizing the Advanced Multi-Currency feature in Salesforce. Currency Updater Pro will then periodically update the Dated Exchange Rate for each currency according to the set frequency.
– Both: Select this to ensure both the Basic and Advanced currency conversion tables are kept up-to-date.
Why are exchange rates not updating for my organization?
We’ve identified that the issue might be related to the inactivity of the previously configured user within your organization.
What should I do to resolve this issue?
Follow these steps for a quick resolution:
1) Re-authenticate: Ensure you are logged in with the correct, active user account.
2) Navigate to the Schedule Tab: Access the schedule tab in your dashboard.
3) Click “Run and Schedule”: Initiate the update process by clicking on the “Run and Schedule” button.
I’ve completed the re-authentication and scheduling, what’s next?
Confirm the following steps to ensure a successful update:
1) Navigate to Setup: Go to the Setup section.
2) Access Scheduled Jobs: Select “Scheduled Jobs” from the menu.
3) Locate Currency Updater Job: Look for the “Currency Updater” job in the list.
4) Confirm Submitted by User: Ensure that the “Submitted by user” reflects the new, active user.
Q: What if the old user is still reflected in the “Submitted by user” field?
Follow these additional steps:
1) Delete Scheduled Job: Delete the scheduled job associated with the old user.
2) Click “Run and Schedule” again: Click on “Run and Schedule” once more to initiate the update with the correct user.
By following these steps, you should be able to resolve the issue and ensure that your exchange rates are updated seamlessly. If you encounter any further issues or have additional questions, feel free to reach out to our support team.
Introduction:
Default Salesforce instances operate on a single currency framework. However, the platform’s sophistication extends to accommodating multiple currencies and Exchange rates, allowing users to customize settings according to operational geographies and Forex/FX. This granularity guarantees that monetary values and Exchange Rates are contextually accurate in the world of Forex trading and international business transactions.
Steps to configure multicurrencies on Salesforce:
1. Activate Multiple Currencies:
– Access the setup section and use the Quick Find tool to locate “Company Information,” then select the respective option.
– Click on the “Edit” button within the Company Information section.
– Activate the multiple currencies feature by checking the “Activate Multiple Currencies” box.
– Save your changes.
2. Activate Additional Currencies:
With multiple currencies enabled, you can define which currencies your organization supports and set up the necessary conversion rates.
– Access Company Information through Setup and click on “Currency Setup.”
– View the list of active and inactive currencies.
– To activate a new currency, select “New” within the Active Currencies section.
– Choose a Currency Type using its ISO currency code, set the conversion rate relative to your corporate currency, and specify the decimal places for displaying amounts.
– Save your currency configuration.
– For activating or deactivating currencies, click “Activate” or “Deactivate” next to the respective currency (Note: Corporate currency cannot be deactivated).
3. Set Your Corporate Currency:
In case of relocation or organizational changes, setting a new corporate currency is straightforward.
– Navigate to Company Information via Setup and select “Currency Setup.”
– Access the Active Currencies list and choose “Change Corporate.”
– Select the new corporate currency from the dropdown menu.
– Save your changes.
4. Update Conversion Rates:
To ensure accurate valuation of deals across your organization, editing conversion rates is essential.
– Access Company Information through Setup and click on “Currency Setup.”
– In the Active or Inactive Currencies list, choose “Edit Rates.”
– Enter the conversion rates between each currency and your corporate currency.
– Save the updated conversion rates.
5. Implement Advanced Currency Management:
If your organization demands precision in historical record keeping and exchange rate changes, consider implementing advanced currency management, including Dated Conversion Rates.
– Access Company Information through Setup and select “Currency Setup.”
– If Advanced Currency Management is not enabled, click “Enable” under the respective section.
– Confirm your choice to enable Advanced Currency Management.
– If prompted, navigate to the relevant page.
– Once enabled, your existing exchange rates become the first dated set of rates.
Dealing with multiple currencies in Salesforce can be time-consuming due to manual conversion rate updates. With Automated Currency Updater PRO say goodbye to manual adjustments – our tool automatically refreshes currency rates at regular intervals, seamlessly integrating with your Salesforce system.
Currency Updater application will need to use 5 fields to show the proper converted amount.
- Amount field (Currency or Number type): used to calculate the converted amount
- CurrencyISOCode: used to look the proper Dated Conversion Rate
- Date field (Date Type): used to look the proper Dated Conversion Rate
- Dated Exchange Rate (Number Type): Where the app will populate with the conversion rate for the currency and date. Ensure to grant permissions all users creating or updating records.
- Converted Amount (Formula field) like the image below
Currency Layer Service – Information
Currency Layer is a well known API service provider which collects updated and accurate exchange rates in a daily bases, from multiple sources, mainly Central Banks and other Forex/FX sources.
More information here https://currencylayer.com/faq
-
How accurate is currencylayer forex data, and where does it come from? (From CurrencyLayer)
Our spot exchange rates are sourced from a very broad base of commercial sources and banks around the world, each of varying types and frequencies. The larger weighting particularly for major currencies is towards commercial sources as they more accurately reflect the trading occurring in the markets.
In order to ensure the highest possible level of data coverage and accuracy, the currencylayer system relies on a very distinct “validation and fallback” algorithm, assigning different priorities to each data source and validating each forex rate as it enters our databases. If a source fails to deliver an accurate quote, the next highest provider is queried for this particular currency pair. This enables us to sort out possible inaccuracies and provide the vast majority of all spot exchange rates with a precision of six decimal places.
How to Initialize the Dated Exchange Rates on Existing Records After Setting Up Dated Exchange Rates for Custom Objects Functionality on Currency Updater
After you’ve successfully created a custom object rule for updating currency exchange rates in Salesforce, you may wonder how to initialize the dated exchange rates on existing records. This process is essential for ensuring that your records reflect the correct currency values based on historical conversion rates. Below is a guide to help you through this process.
Step 1: Verify the Rule Creation and Deployment
Once you’ve created a custom object rule by selecting the target object, the exchange rate field, and the date field, make sure to save the rule and check that the deployment status is marked as successful. This step ensures that your setup is correctly configured to update the exchange rates.
Step 2: Confirm the Availability of Historical Conversion Rates
Before proceeding, it’s crucial to ensure that your Salesforce organization has the historical conversion rates that you need. These rates are vital for accurately initializing the exchange rates on your records. If you’re unsure about how to upload historical rates or if they’re present in your system, feel free to reach out to support-at-axy7.com for assistance.
Step 3: Use the Currency Updater API
With the rule deployed and the necessary fields created, you can now utilize the currency updater API. This tool allows you to initialize the exchange rates for your records. To do this, access the Apex global interface in your Apex anonymous window and use the following code:
s4g_currencies.CustomDatedExchangeHandler.initializeExchangeRates('Expenses__c', 'Dated_Exchange_Rate__c', 'InvoiceDate', 'USD', ' isClosed=true and isWon=true ');
Understanding the Parameters
– `Expenses__c`: This is your target object. Replace it with the API name of the custom object you’re working with.
– `Dated_Exchange_Rate__c`: This field will be populated with the conversion rates. Replace it with the API name of the exchange rate field in your object.
– `InvoiceDate`: This field is used to determine the date for which the conversion rate should be applied. Replace it with the API name of the date field in your object.
– `USD`: This represents the corporate currency parameter. It’s used to determine the base currency against which conversions will be made. Replace ‘USD’ with your corporate currency code if different.
– `isClosed=true and isWon=true`:represents an additional filter that you probably may need to reduce the amount of records to initialize
Considerations
- This process should manage less than 9000 records, ideally less than 4000
- Please notice this will massively update records, so you may turn off validations, flow, triggers and other logic tied to DML operations
- Try this in a sandbox before executing this in production
- If you need to update more than 9000 records, reach to our support team
- This API method is in beta functionality
Final Steps
After running this code, your existing records in the specified object should have their exchange rate fields initialized with the correct historical conversion rates. It’s a seamless process that ensures your financial data remains accurate and reflective of the real-world currency values.
For further inquiries or customized assistance, the team at support-at-axy7.com is always ready to help. Their expertise can guide you through any challenges or additional configurations you might need.
After installing just go to the Currency Updater Setup Tab and follow these simple steps:
- Authorize our application with your credentials. Ensure to select your user
- Select your Currency Type: Basic, Advanced or Both. Our recommendation is to use Both when you have Advanced enabled.
- Select your Exchange Rates Source: Currency Layer Services or European Central Bank
- Schedule your Job and Save it.
Simply go to your Setup > Installed Packages > Currency Updater and Click Uninstall.
If the uninstall button is disabled it could be for the next reasons:
- Go to Appexchange > My Subscriptions > Select Currency Updater > Uninstall
- You have activated Financial Force Integration. Disable it before uninstalling.
- You have active Custom Object Rules for Dated Exchange Rates. Deactivate them before uninstalling.
- You have custom developments, like reports, flows, or fields using our Currency Updater Objects. Please delete them before uninstalling.
- The Schedule Job is running. Cancel manually the scheduled job, wait for the batch to finish, and try again.
Financial Force Integration is setup but not working, why?
If enabled the FinancialForce Integration and it is not working please check these possible causes:
- The Exchange Rates in FinancialForce will be done after the Daily job runs.
- Check if this class exist in your salesforce instance: S4G_CU_ChildUpdateCurrenciesFF
- The Scheduler User needs to have this permission set: Currency_Updater_Setup
- Ensure each Accounting Company has in the child User table an entry for the user who scheduled the Currency Updater Job.
Error: can’t be update on SF. ERROR: DUPLICATE_VALUE
DUPLICATE_VALUE error:
This error happens mostly when you have selected the option of “Advanced”. The system is trying to update only the Dated Conversion Rate table, and not the Conversion Rate table.
If you are going to use Dated Exchange Rates, our recommendation is to select “Both”. By doing this, our system will update both Salesforce tables and the previous issue will not appear.
Error: can’t be update on SF. ERROR: entity type cannot be inserted: Dated Conversion Rate
When you see this error in the logs it could be for 2 reasons:
- You have selected Advanced or Both in the Type, during the configuration in the Setup but your Advanced Currency Management is not active in Salesforce. Please follow this instructions to activate it.
- The configured user to update the currencies has not Customize Application permission. Check his or her profile or permission set.
The tab may not display if you already had the application installed and just made the update. Follow these steps to display the tab:
1. Go to Salesforce Setup.
2. Go to App Manager.
3. Go to the Currency Updater app, and click edit.
4. Add the Dated Exchange Logs tab.
5. Click Save.
1. Go to the AppExchange.
2. Click on Log In (top right-hand corner) and introduce your credentials, if needed.
3. Click on the picture (top right-hand corner) and click on “My Installs & Subscriptions”.
4. Locate “Axy7 Automated Currency Updater PRO” and on the right side, click on the arrow and “Manage Subscription”.
5. Clic on the “Edit” button (tab at the bottom)
6. Click on Edit Payment.
7. Introduce the new credit card details and click on Review Changes and Save.
After hearing your comments about this matter, a Status Log in the app has been added. Anyway, if you have any questions about the app, we encourage you to write to our developer team, who is awesome and will be pleased to help you: support@axy7.com
Here, you can find the most relevant solutions to your issues. We will keep updating this FAQ page with your new questions.
The app uses the standard Salesforce functionality. Find below a summary of Salesforce manage currencies:
Salesforce CPQ uses standard currency exchange management. We know that some objects, for example, Quotes, are customized when CPQ is used, which means that in Salesforce there are two types of currency configurations: Basic Currency and Advance Currency (Dated); custom objects are only supported with Basic Currency.
The difference between using Basic Currency Exchange Rates and Dated Exchange Rates is that the former has no history associated with it. However, when your org makes changes to a Dated Exchange Rate, the history is preserved for tracking. This is especially helpful when exchange rates fluctuate significantly.
When a change is made to the Basic Exchange Rate, there’s no history logged to the previous rate. This change affects all opportunities, forecasts, and other amounts that use the current conversion rate; something which can significantly affect profit projections based on opportunities stored currently in the system. This is more likely to have a major impact on large, multi-national companies than on small businesses.
Currency Updater allows you to update the exchange rates for your Salesforce organization’s currencies automatically, on a periodic basis. You can choose the update frequency, source, time, and exchange type (Basic, advanced, or both).
You can manage your Currency Updater account by going to the “My Account Page” on the AppExchange page. Here you will see all your account and subscription information.
Unfortunately Salesforce doesn’t allow us to receive payments through bank transference.
The application’s payment model is based on a yearly subscription of 40€ per company per month (billed yearly), the payment is done directly through the Appexchange listing via the Salesforce checkout process in which you’ll be asked for your credit card information when making the installation on your production org. We will send you an invoice when the trial period expires and the payment is done.
The tab may not display if you already had the application installed and just made the update. Follow these steps to display the tab:
1. Go to Salesforce Setup.
2. Go to App Manager.
3. Go to the Currency Updater app, and click edit.
4. Add the Dated Exchange Logs tab.
5. Click Save.
Logs will be stored in the Dated Exchange Log tab where you will find any errors that could be generated while attempting to update configured object records. If there is an error, please correct it and then press the Retry Exchange Rate button so that the update process tries to write the exchange rate again according to the established configuration.
In some Salesforce Organizations, Salesforce doesn’t allow to updating a currency due to external reasons to CUP (Currency Updater PRO). In this case, a Currency Updater Log with KO status will appear for each currency, with the following error “…can’t be updated on SF. Error: …”. This error occurs when Salesforce has to do multiple recalculations in many records with currency field. When these recalculations are in progress, Salesforce doesn’t allow to updating the remaining currencies.
Should this problem arise, we have already implemented a new feature that fixes it. Until all the currencies configured and located in the selected source are updated, CUP will execute the update process every 5 minutes for the number of hours selected on the section “Advanced Setup” of the “Currency Updater Setup” tab, as maximum (5 hours default). You will see several records of the Currency Updater Log, one for each retry.
When you are getting this error, you need to take into account that the currency update will be delayed for some hours. Please, schedule the update within a sufficient time frame.
If you have enabled both currency exchange types (Basic & Advance), system will add one line for each of them. The first one will be the Basic and the second one the Advanced update.
Every time the App runs at your scheduled time, results are saved on a system log. You can check in the “Currency Updater Logs” tab whether the rate update was unsuccessful, and see the issues found or see the exchange rates that came over when successful.
When you setup the App, you can click on the “Schedule” button or on “Run now and Schedule”. If you clicked on “Schedule”, the process will execute on the next day. Please review Setup > Monitoring > Scheduled Jobs where you will find a pending job with the date / time when the process will run next.
You need to set up your Salesforce. Log in on the “Start Currency Updater” tab by clicking on the “Authorize” button. If the problem persists, please try to uninstall and reinstall the app.
1. Go to the Currency Updater Setup tab.
2. Go to the Custom Dated Exchange Rates section.
3. Select the Object Name.
4. Select the Exchange Rate field where you want to save the exchange rate value.
5. Select the Date Field.
6. Click Save.
When the update is processing, the system gets currencies from the Currency Type object (Basic), which have not been updated on that day. This means that only one update per day will be processed.
In some Salesforce Organizations, Salesforce doesn’t allow updating a exchange rates due to external reasons to CUP (Currency Updater PRO) or any manual update on the conversion rates. This is very common error when your organization has a volume of records +10000.
The solution is to implement a retry system. Currency Updater Pro App, has it and it will re-try in an smart way until the conversion rates are updated.
In this case, a Currency Updater Log with KO status will appear for each currency, with the following error “…can’t be updated on SF. Error: …”. This error occurs when Salesforce has to do multiples recalculations in many records with a currency field. When these recalculations are in progress, Salesforce doesn’t allow updating the remaining currencies.
Should this problem arise, we have already implemented a new feature that fixes it. Until all the currencies configured and located in the selected source are updated, CUP will execute the update process every 5 minutes for the number of hours selected on the section “Advanced Setup” of the “Currency Updater Setup” tab, as a maximum (5 hours default). You will see several records of the Currency Updater Log, one for each retry.
When you are getting this error, you need to take into account that the currency update will be delayed for some hours. Please, schedule the update within a sufficient time frame.
Usually, this error happens when you have scheduled the update and the system schedules the job for the next day. Please review if you can view the job in Setup > Monitoring > Scheduled Jobs or Setup > Monitoring > Apex Jobs (check that you don’t have a custom view that could be filtering out the jobs).
Now, with Currency Updater Pro is extremely easy to configure and setup: you can schedule the update to run daily, weekly, monthly and at the time of the day you specify.
Unfortunately, the services that Yahoo, Google, or Bloomberg offered have been closed and we cannot get information regarding the exchange rate. For this reason, all users who use those ones as a database source will be redirected to Currencylayer. Access to your Currency Updater configuration to choose the one that fits your needs.
You can only use this source when your corporate currency is Euro.
Supported currencies are available here.
As many currencies as supported by our sources European Central Bank or Currencylayer.
The information is taken from European Central Bank or Currencylayer, it is under your choice. For us, it is crucial to have as much information as we can to be as accurate as possible, but it is important to keep in mind that currency values might differ a little between suppliers and also depending on the time of the day they are consulted.
If you need more detail contact our support team.
In Salesforce, there are two types of currency configurations: Basic Currency and Advance Currency (Dated). The difference between using Basic Currency Exchange Rates and Dated Exchange Rates is that the former has no history associated with it. However, when your org makes changes to a Dated Exchange Rate, the history is preserved for tracking. This is especially helpful when exchange rates fluctuate significantly.
When a change is made to the Basic Exchange Rate, there’s no history logged about the previous rate. This change affects all opportunities, forecasts and other amounts that use the current conversion rate; something which can significantly affect profit projections based on opportunities stored currently in the system. This is more likely to have a major impact on large, multi-national companies than on small businesses.
For more information click here.
1. Log in to Salesforce with new user credentials.
2. Go to the Currency Updater Setup tab.
3. Click on the “Authorize” button and enter user credentials, if Salesforce asks for them.
4. Go to the “Schedule” tab and click on the “Schedule” button.
Currency Updater needs to update your currency exchange rates. To update them, an administrator user is required. We don’t store your credentials in any place.
In the AppExchange you can change your Credit Card information:
Please follow these steps:
- Go to the AppExchange.
- Click on Log In (top right-hand corner) and introduce your credentials, if needed.
- Click on the picture (top right-hand corner) and click on “My Installs & Subscriptions”.
- Locate “Axy7 Automated Currency Updater PRO” and on the right side, click on the arrow and “Manage Subscription”.
- Clic on the “Edit” button (tab at the bottom)
- Click on Edit Payment.
- Introduce the new credit card details and click on Review Changes and Save.
If you have any questions, comments, or concerns, please contact us.
- Prioritized sources. If a currency is not available on the first source set by default, it would search for it on the next ones.
- Improve logs with more descriptive messages, notifications when a process fails, and setup options.
- Improve the setup page with a “News” section.
- We are always open to any suggestions about new improvements from you.
How to install:
1. Go to our Appexchange listing.
2. Click on the “Get it now” button.
3. Enter your username and password for the Salesforce organization in which you want to install the package, and then click the login button.
4. Click on Install for Admin only (the update will run with the admin user who setup the app).
5. Follow the next configuration steps.
Do we have some days to test the application?
After installing Currency Updater, you will have a 30-day free trial.
Can we test Currency Updater Pro in a Sandbox org?
Yes, of course. You can work with Currency Updater Pro in any type of org and it is really easy to set up. Try it in your sandbox and install it in your preferred org. Just remember, you can only have one license by org.
Do I have to create a different user for Currency Updater Pro?
No, the application uses the SSO (Single Sign On) feature of Salesforce to make it easier for you. The main idea of this app is for you to forget that you have it. Just install it, set it up on a breeze, and let it work!
Your Admin user can add more licenses to your Axy OKR subscription by increasing them in the AppExchange.
Please follow these steps:
Step 1:
- Go to Appexchange.
- Click on Log in and use your Salesforce Admin credentials.
- Click on your photo and select My Installs & Subscriptions.
Step 2:
- Find Axy OKR and select Manage Subscription.
Step 3:
- Click on Edit
Step 4:
- Here, you will be able to update your credit card information for your Axy OKR Subscription and also set a 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 click 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.
If you have any questions, comments, or concerns, please contact us.
HOW DO I CREATE AN APPROVAL PROCESS FOR AN OBJECTIVE?
1. Go to Setup, then search for and click on “Approval Processes”.
2. In the “Manage Approval Processes For” option, select “Objective”.
4. Complete the wizard with the following information and click “Save”:
- Name: (ex. Axy OKR Objective Approval Process)
- Unique Name: (ex. Axy_OKR_Objective_Approval_
Process) - (Optional) Approval Assignment Email Template: (if you’d like to receive an email for each approval assignment, create an email template within Salesforce and add it here)
- For “Automatically assign an approver using a standard or custom hierarchy field” in the ‘Select Approver’ section, choose “Manager”
HOW DO I CREATE A REVIEW CYCLE?
The review cycle is designed for the person managing the review, usually someone in the human resources department (CHRO, VP of HR, Head of people, etc.). The review cycle includes a status bar that indicates the current stage of the review (Draft, Planned, In Progress, or Completed).
Follow these steps to create a new review cycle:
- Navigate to the Review Cycle tab
- Click on New
- Set the Start Date and End Date
- Select the Period – usually to be associated with the period on Axy OKR as a best practice.
- *Optional: Set the nomination deadline, accept nomination deadline, feedback deadline, and review session deadline. This will help you have a clear timeline of the review.
- Define whether Self feedback is required
- Define whether Manager feedback is required
- Set the required number of peers for feedback
- Set the required number of subordinates for feedback
There are also advanced settings for the Review cycle that you could potentially want to configure for your cycle since they help filter participants in the review process.
- Groups to include or exclude refer to public groups in Salesforce. You can determine which ones may or may not participate in the review cycle.
- Minimum months of service: Set the minimum amount (in numbers) of months an employee must have in the company to be able to participate in the review.
- Random Subordinates: If you check this box, Axy Employee Management will randomly select the subordinates for each review. If you leave it unchecked, the manager will have to manually select the subordinates that will participate in their feedback.
WHAT IS A QUESTIONNAIRE IN AXY EMPLOYEE MANAGEMENT?
A questionnaire is simply a combination of different questions that get answered during a review cycle. Creating a questionnaire can help you ensure that employees with similar roles and responsibilities are reviewed objectively and equally. It can also simplify the process of improving reviews by easily adding or removing questions or roles depending on the results. A key feature of the questionnaire module is the option to quickly clone a questionnaire that you have already previously created. If you have a large team, you will find this very useful.
HOW CAN I CREATE A NEW QUESTION FOR A REVIEW?
Axy Employee Management leverages the Axy OKR Questions module to allow you to create specific questions that focus on the 360 review process.
Follow these steps to create a new question:
- Navigate to the Questions tab.
- Click on New.
- Select Review.
- Define the order of the question should be shown (1 = first question, 2 = second question, etc.)
- Define whether an answer to the question is required (mandatory)
- Type your question in the box.
- Define the From Date and To date for the question.
- Define the Answer type, if you select picklist you must define the picklist options.
- Review what you have defined and save your question.
IS AXY EMPLOYEE MANAGEMENT A SEPARATE APPLICATION?
AXY Employee Management and AXY OKR both exist within the same package/listing in the appexchange (Axy OKR). When you install Axy OKR, you receive both applications: Axy OKR and Axy Employee Management.
WHAT IS A 360 REVIEW?
A 360 review is a learning and growing employee performance review process driven by management which consists of receiving feedback from every possible angle of the employee’s contribution.
Usually, the participants of the 360 review process are:
- Self: The employee – their task is to self evaluate their performance during the period.
- Manager: Evaluate the performance of their employee during the period.
- Subordinates: Evaluate their boss’ performance during the period.
- Peers: Evaluate their colleague’s performance during the period
- Others* – Usually customers when the role is customer facing.
The 360 review process involves the whole company, starting with the human resources department who is responsible for planning and designing the review cycle, as well as analyzing the results once the evaluation is completed. However, it is also important to note that general management is also responsible for encouraging everybody to participate.
AXY VALIDATOR REQUIRE ACCESS TO CUSTOM SETTING AND CUSTOM METADATA TYPE.
Our system store your configured Rules in Protected Custom Setting and the library containing the REGEX for them in custom metadata type.
Since v49 (Winter 21) Salesforce version it is required to enable in your Org Setup > Schema Settings for Apex accessing.
As a workaround if you don’t want to enable our application to access and read our Custom Settings and Metadata Types record. You must assign the Axy Validator User to every user that may run the set rules.
WHAT IS A PLANNING OR WRAP-UP STAGE DURING AN OKR PERIOD?
Typically per quarter, you have a 2 week planning period where the following definitions are done:
- Define the quarterly Objectives for the company
- Cascade Top-Down OKRs into the organization
- Ask for Bottom-Up OKRs
- Have team objectives discussions
- Approve objectives if needed by managers
The wrap-up cycle starts automatically at the period end date. In this period you must:
- Update the final result of every manual type OKRs, including the last tasks for the KRs based on tasks
- Sit down with your manager to discuss your progress on OKRs during the past period.
- Receive his/her feedback
- Think of and review the validity of the actions and key results that have been defined in order to reach the objective. Analyze whether obtaining the key results have actually contributed to the objective or not
- Score the objectives. Axy OKR will show you, as a guide, the Achievement and the Progress %, according to the KR actual results and the assigned weights. But you and your manager have to really score the Objective. This scoring is a number between 0 and 1:
- 0.7 to 1.0 = green. (We delivered.)
- 0.4 to 0.6 = yellow. (We made progress, but fell short of completion.)
- 0.0 to 0.3 = red. (We failed to make real progress.)
- Learn from it to plan the following period
HOW CAN I QUICKLY CREATE A FULL OKR DURING A 1.1 SESSION OR IN MY FOCUS MODULE?
On the One on One meeting view look for Organizer’s OKRs.
- Click on the Key results link to view the OKRs of the parent objective.
- Then click on the convert to child objective icon.
- After that, fill in the information required (objective name, period, key results, and targets).
- Then click on save.
WHAT TYPE OF CUSTOM QUESTIONS DOES AXY-OKR SUPPORT AND HOW CAN I SEE THE ANALYTICS RESULT?
Axy OKR allows you to ask any type of question to your employees. You can set four types of answers to your questions which are: text, number, checkbox (yes or no) or picklist. If you select Picklist, you must define the possible options on the picklist options field by separating each option with a comma.
HOW CAN I WRAP UP MY OKR WITH MY MANAGER DURING A ONE ON ONE SESSION?
On the One on One meeting view look for Guest OKRs and the wrap-up alert in your theme:
- Click on it. A wrap-up pop up will appear.
- There you can mark the objective as achieved or failed.
- Then you must score the objective by clicking on the scale.
- Afterward, type in your self-assessment and ask your manager to give you feedback, and enter it in the manager feedback box.
- Then click save.
HOW CAN I CREATE A QUESTION FOR MY TEAM WEEKLY CHECK-IN?
- Head to the questions tab, then click on new. A pop up will appear.
- In record type select Check-In.
- Then type your question.
- Complete the information form by defining a start date (from) and end date (to) the answer type (text, number, checkbox, or picklist). If you select Picklist, enter the possible options on the picklist options field. Separate each option with a comma.
- If the question is mandatory check the required checkbox at the left bottom corner.
- Then click Save.
DOES AXY OKR TAKE RECORD VISIBILITY INTO ACCOUNT?
Yes! Axy OKR respects Salesforce’s record visibility and runs reports using the objective owner’s user. This means that visibility sharing settings are applied so the data gathered from the report is accurate for every Key Result owner.
What is a Company Goal and how to use it correctly?
The concept of Company Goal represents a Single Strategic view that the entire organization should follow in an annual period. It also defines the cycle that your team should organize your OKRs within.
When you start planning your OKRs for the year, you must first set your Company Goal and the OKR Cycle structure:
- The period for the Company goal and the main Company OKRs (normally a year)
- The periods for the OKR execution during the year (usually Quarters)
- The Planning and Wrap-Up time for every period (usually one or two weeks at the beginning and end of the period)
Main Company OKRs will then be defined from the Company Goal. Axy OKR provides a wizard in order to create the Company Goal, the Periods, and one main Company OKR. You must define the rest of the main Company OKRs that you need.
As an example, the wizard will help you create the following:
Company Goal: First one in market share in 2020
- Main Objective 1: Double size at the end of fiscal year 2020 (Yearly Period)
- Key Result 1.1: Launch at least two new product releases
- Key Result 1.2: $57M revenue in 2020
- Key Result 1.3: Increase NPS by 20%
Then you have to create the rest of the main Company OKRs. Continuing with the example:
- Main Objective 2: Engage employees and increase loyalty (Yearly Period)
- Key Result 2.1: Get Best Place to Work certification
- Key Result 2.2: Improve referral program by 15%
- Key Result 2.3: Reduce employee attrition by 17%
- Main Objective 3: ………
The Company Goal and main company OKRs are set as private by default. This ensures that the Management and C-Level executives have enough time to discuss and define the OKRs and basic strategy to follow. Once agreed, they are shared with the rest of the organization and marked as public afterward, after which the rest of the team is able to create OKRs related to any higher level OKR.
You can access our FAQ about Objectives, Key Results, and Initiativeshere.
To allow Axy OKR notifications in your devices, you will need to enable it in Salesforce Setup. Follow these steps:
- Go to Salesforce Setup
- Find for Notification Delivery Settings
- Go to Custom Notification Types section
- Find Axy OKR and click on edit on the right side.
- Enable Desktop, Mobile, Salesforce for Android and Salesforce for IOs and click Save
- Go to Axy OKR Setup
- Go to Check-in & Pulse section
- Activate Enable Check In
- Select a day and hour and click on Save button
ENABLE EVENT CREATION ON ONE ON ONE PAGE
If you cannot create an event in the one on one record page like in the below image, follow the instructions to re-use or create a new Global Action.
As part of a managed package, we cannot select your record types. To configure them, you have 3 options:
Create an Object-Specific Quick Action
- Go to the Setup page, click on the “Object Manager” tab and search for “One on One”.
- Select the “Buttons, Links, and Actions” option.
- Click on the “New Action” button using this information:
- Action Type: Create a Record
- Target Object: Event
- Record Type: [The one you want to use] *OKR users should have access to the record type in their profiles
- Standard Label Type or Label: [Select or create a label]
- Name: the unique name for the global action
- Description: write a brief description
- Create Feed Item: If enabled, it creates a feed item when the action is performed. The feed item’s fields are defined by the target object’s compact layout.
- Success Message: the success message you want to show when the event is created
- Click on the “Save” button.
- Select the fields to show on the component layout.
- Select the “Page Layouts” menu item and click on the “One on One Layout” link.
- Select the “Mobile & Lightning Actions” option and add the recently created action to the “Salesforce Mobile and Lightning Experience Actions” section.
- Remove the “New Task” Action from the “Salesforce Mobile and Lightning Experience Actions” section.
- Click on the “Save” button.
Create a new Global Action
- Go to the Setup page and search for “Global Actions”.
- Click on the “New Action” button using this information:
- Action Type: Create a Record
- Target Object: Event
- Record Type: [The one you want to use] *OKR users should have access to the record type in their profiles
- Standard Label Type or Label: [Select or create a label]
- Name: the unique name for the global action
- Description: write a brief description
- Create Feed Item: If enabled, it creates a feed item when the action is performed. The feed item’s fields are defined by the target object’s compact layout.
- Success Message: the success message you want to show when the event is created
- Click on the “Save” button.
- Select the fields to show on the component layout.
- Click on the “Object Manager” setup tab and search for “One on One”.
- Select the “Page Layout” menu item and click on the “One on One Layout” link.
- Select the “Mobile & Lightning Actions” option and add the recently created action to the “Salesforce Mobile and Lightning Experience Actions” section.
- Remove the “New Event” Action from the “Salesforce Mobile and Lightning Experience Actions” section.
- Click on the “Save” button.
Re-use an existing Global Action
If you have an existing event global action with a valid record type, you can add your action to the layout by following the previous steps from 5 to 9 using your global action instead of the new one.
In both cases, you will see the task component in the One on One page as below:
ENABLE TASK CREATION ON THE KEY RESULT PAGE
If you can see the Tasks tab but you can’t see the component to create a Task like in the image below, follow the instructions to re-use or create a new Global Action.
As part of a managed package, we cannot select your record types. To configure them, you have 3 options:
Create an Object-Specific Quick Action
- Go to the Setup page, click on the “Object Manager” tab, and search for “Key Result”.
- Select the “Buttons, Links, and Actions” option.
- Click on the “New Action” button using this information:
- Action Type: Create a Record
- Target Object: Task
- Record Type: [The one you want to use] *OKR users should have access to the record type in their profiles
- Standard Label Type or Label: [Select or create a label]
- Name: the unique name for the global action
- Description: write a brief description
- Create Feed Item: If enabled, it creates a feed item when the action is performed. The feed item’s fields are defined by the target object’s compact layout.
- Success Message: the success message you want to show when the task is created
- Click on the “Save” button.
- Select the fields to show on the component layout.
- Select the “Page Layouts” menu item and click on the “Key Result Layout” link.
- Select the “Mobile & Lightning Actions” option and add the recently created action to the “Salesforce Mobile and Lightning Experience Actions” section.
- Remove the “New Task” Action from the “Salesforce Mobile and Lightning Experience Actions” section.
- Click on the “Save” button.
Create a new Global Quick Action
- Go to the Setup page and search “Global Actions”.
- Click on the “New Action” button using this information:
- Action Type: Create a Record
- Target Object: Task
- Record Type: [The one you want to use] *OKR users should have access to the record type in their profiles
- Standard Label Type or Label: [Select or create a label]
- Name: the unique name for the global action
- Description: write a brief description
- Create Feed Item: If enabled, it creates a feed item when the action is performed. The feed item’s fields are defined by the target object’s compact layout.
- Success Message: the success message you want to show when the task is created
- Click on the “Save” button.
- Select the fields to show on the component layout.
- Click on the “Object Manager” setup tab and search for “Key Result”.
- Select on the “Page Layout” menu item and click on the “Key Result Layout” link.
- Select the “Mobile & Lightning Actions” option and add the recently created action to the “Salesforce Mobile and Lightning Experience Actions” section.
- Remove the “New Task” Action from the “Salesforce Mobile and Lightning Experience Actions” section.
- Click on the “Save” button.
Re-use an existing Global Action
If you have an existing task global action with a valid record type, you can add your action to the layout by following the previous steps from 5 to 9 using your global action instead of the new one.
In both cases, you will see the task component in the Key Result page as below:
Salesforce Classic
- Choose one of the following:
- Navigate to Setup –> My Personal Information –> Grant Login Access
- Navigate to Your Name –> My Settings –> Personal –> Grant Account Login Access
- Use the Access Duration picklist to set the number of days to allow Login Access.
- Click Save.
Lightning Experience User Interface
- Click on the logged-in user’s avatar on the top right-hand side of the screen and choose Settings.
- Click on Grant Account Login Access.
- Use the Access Duration picklist to set the number of days to allow Login Access.
- Click Save.
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 and will enable you 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 of 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 by clicking on the “yellowed” OKRs boxes
In this short video you will see how to navigate the Tree view
HOW DO I CREATE AN OKR TO CONTRIBUTE TO MY MANAGER’S OBJECTIVES IN AXY OKR?
You can create a child objective directly from a Key Result by 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 will appear
- Edit the Objective Name, Type, Status and Period if needed, and save
- If you go to the Child Objectives tab, you will see your new Objective
There is an easy way to create one directly from the Tree View. Learn how in this short video
In the Spring 2020 Axy Validator release, and coinciding with the Salesforce enforced activation of “Require Customize Application Permission for Direct Read Access to Custom Metadata Types” critical update, we have added a new permission set “Axy Validator – Admin User”.
What is the permission set for?
Once installed, by default, only system admins have access to the setup page. If you want to grant access to the setup page to a non-admin user, would be enough to assign the mentioned permission set. If you do this, the user will be able to:
- View the “Axy Validator” app.
- View the “Validator Setup” tab.
- Edit and deactivate existing validations.
If it were necessary to create and delete validations, an admin will grant deploy permission to the user.
SHARING REPORT & DASHBOARDS FOLDERS IN AXY OKR
- Go to Axy OKR Setup
- Go to the Check-in & Pulse section
- Activate Enable Check In
- Select a day and hour and click on the Save button
To allow Axy OKR notifications on your devices, you need to enable it in Salesforce Setup.
Follow these steps:
- Go to Salesforce Setup
- Search for Notification Delivery Settings
- Go to the Custom Notification Types section
- Find Axy OKR and click on edit on the right-hand side
- Enable Desktop, Mobile, Salesforce for Android and Salesforce for IOs and click Save
Your Admin user can add more licenses to your Axy OKR subscription by increasing them in the AppExchange.
Please follow these steps:
Step 1:
- Go to Appexchange.
- Click on Log in and use your Salesforce Admin credentials.
- Click on your photo and select My Installs & Subscriptions.
Step 2:
- Find Axy OKR and select Manage Subscription.
Step 3:
- Click on Edit
Step 4:
- Here, you will be able to add more licenses (users) to your Axy OKR Subscription and also set a 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 click 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.
If you have any questions, comments, or concerns, please contact us.
Uninstall Axy OKR from the Appexchnage
Sometimes Salesforce does not allow you to uninstall apps from the “Installed Packages” option in the administrator menu. If this is the case for you, then you can uninstall the app directly from the Appexchange. Please follow these instructions:
- Go to the 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.
AXY VALIDATOR IS FULLY GDPR COMPLIANT
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 to find out how to assing Axy OKR licenses.
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 must assign a license for each of them.
You can assign licenses to one specific user or a set of users, and also remove them.
Follow these simple steps to assign licenses:
- Go to Salesforce Setup
- Find for Installed Packages
- Click on Axy OKR Management
- Click on Manage Licenses
- Click Add Users
- Select all the users you want to assign to the package (After selecting a 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 a specific user, 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 to.
- 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 transfer it to another user:
- From Setup, enter Users in the Quick Find box, then go to Users
- Select the User you want to remove a license for.
- Scroll down and go to the Managed Packages list.
- Click on the Remove button
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 enabled. If this is the 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.
WHICH INTEGRATIONS IS AXY OKR SUPPORTING FOR KEY RESULT TRACKING?
Axy OKR automates KR tracking and supports every integration you have if it can be reflected in a Salesforce report.
WHAT IS PROGRESS AND ACHIEVEMENT IN AXY OKR?
Axy OKR has several parameters for assessing the progress and achievement 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.
- 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. An indicator of the progress in relation to 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 progress of the OBJECTIVE. If it is automatic, it is calculated based on the Achievement forecast and the time remaining to reach the OBJECTIVE.
WHAT TYPE OF KEY RESULTS AXY OKR HAVE?
Key results in Axy OKR can be measured as boolean, number, percentage, currency, or TODO types. All of these 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 a specific outcome, 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
WHAT TYPES OF REPORTS ARE SUPPORTED FOR AUTOMATION IN AXY OKR?
You can use every type of report that has 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 report, you can use record count if it is included in the report.
WHAT IS AN AGGREGATE RESULT FIELD?
In a Salesforce report, you can summarize fields. When you want to know the sum, average, highest, or lowest value of a numeric column (like Amount, Age, or Probability), just 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?
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.
HOW WILL AXY OKR 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 by 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 the Automation sub-tab
- Toggle the Automation Mode switch on
- 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.
In addition, if you are contributor’s type responsible and the OKRs type is set as Team, you can manually refresh any key result report bound.
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. This permission set gives standard access to the app including every app object, mainly Objectives and Key Results. All users of Axy OKR must have this permission assigned
- Axy OKR – C-Level User. This permission is designed for C-Level people, Directors, Managers, etc… the team members with the highest responsibility in managing the organization. These users 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 has the same access as an Axy OKR – User, with the ability to access and set up the app in the Setup tab.
- Axy OKR – Review Manager. With this permission set, the assigned user will have the ability to configure and manage the Axy Employee Management module:
- Create and modify Review cycles
- Create and modify Questionnaires
- Create and modify Questions
Important note: You have to assign at least one Axy OKR – Admin User, one Axy OKR – C-Level User and one Axy OKR – Review Manager permission sets.
You can add several permission sets to the same user. For example, you can assign Axy OKR – Admin User and Axy OKR – C-Level User to the same 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 then see the list of users in your Salesforce org. Check the boxes of the users you want to assign that permission set to and click Assign.
- Remember to assign the Axy OKR – User permission to everyone will use the app
- Assign licenses
- Assign Permissions Sets
- Share the Reports & Dashboards folders
- Enable the Axy OKR Notification Type to allow notifications in your Android and IOs devices
- Enable & Schedule the Check-in
- Create your Company Goal, Periods, and main OKRs with the Wizard
Now you are ready to start managing your OKRs with Axy OKR. Please go to our User Guide for a complete guide to the app.
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 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) that is easily measurable (Tracking) and 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 give to organizations. There are several best practices that can be utilized when implementing OKRs within your organization.
Objectives
- Simply WHAT you want to achieve
- Important, concrete and action oriented
- Between 3 to 5 Objectives per 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
- Between 2 to 5 Key Results per Objective
Let’s see it in an example:
Objective:
- Improve Sales Team satisfaction
Key Results:
- Define Team Building Activities plan by April
- Coach key people in the Sales team by May
- Execute the Team building activities plan in Q1
- Run the 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 request Bottom-Up objectives
Setting Top-Down objectives ensures that the organization is completely aligned with the Company Goals. On the other hand, asking for Bottom-Up objectives leverages the commitment, innovation, and knowledge of every person in your organization towards the achievement of your goals.
A good balance between both types of objectives is key to OKR implementation success. The best practice is to set at least 50%-60% of the objectives Top-Down.
In order to guarantee alignment in the organization, every objective has to be related to the Company Goal in some way: it could be a direct child of 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.
This way, the whole organization is aligned with the Company goal and Main Objectives.
The OKR Period is a portion of time during which your organization, teams, and individuals focus on delivering their OKRs. The most commonly used period in OKRs is the quarter as it is long enough to plan, execute, review, and take corrective action on your OKRs, but also short enough to be truly focused and aligned on them.
Objectives and Key Results (OKRs) methodology is a widespread strategy for goal setting within some of the best, high growth organizations. The purpose of OKRs is to align the company, team, and their personal goals towards measurable results while having all team members working together in one unified direction.
OKRs were first introduced and defined by Andy Grove for Intel in the 70s. Today, OKRs are a fundamental piece for guiding many organizations like Google, LinkedIn, Intel, Zynga, Sears, and 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 specific period of time. The objective has to be significant and action-oriented, but also challenging: the principle of inspiration.
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 that needs to be taken 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 important to define enough relevant KRs that when reached, will produce the outcome.
Initiatives are tasks and assignments that need to be executed in order to achieve Key Result milestones; they are things that you do. The owners of Initiatives must have full control over completing them which means completing them should not be dependent on something or someone else.
DOES AXY OKR SUPPORT CLASSIC SALESFORCE UI?
Axy OKR was developed for the Lightning Experience UI (LEX). However, you can still install Axy OKR and use it even if you only use the Classic UI in your org.
We developed Axy OKR for LEX since Salesforce announced in their spring ’19 release notes that they will no longer be adding features to the Classic UI. Every new feature that Salesforce develops for each of its Clouds will only be available for the LEX.
If you are still using the Classic UI in your Salesforce org, you can use Axy OKR by switching from Classic UI to LEX every time you want to use our app (Every user can switch from one UI to the 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 is a short video on what My Domain is and how to set it up.
IS THERE A USER MANUAL OR GUIDE FOR AXY OKR?
Yes. We have a complete and comprehensive document that shows how to install, configure, and use Axy OKR. Please visit our Axy OKR User Guide.
HOW CAN I SHARE COMPANY GOALS AND OBJECTIVES MANUALLY?
While manually sharing is available in Lightning Experience, we recommend installing 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
- Search for the Company Goal object
- Buttons, Links, and Actions
- New Actions:
- 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 the 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 the Objective sharing button.
In order to uninstall Axy OKR, there are two processes that must be manually disabled first.
- 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 Axy OKR, you have to remove the assignments of every permission set.
- Go to Setup
- Search for Permission Sets
- Click on any of the Axy OKR permission sets and then Manage Assignments
- Click on Add Assignments
- You will access the list of users in your Salesforce org. Check the boxes of the users you want to remove that permission set from and click Remove Assignments
Now you can uninstall the package:
- Go to Setup
- Search for Installed Packages
- Click on Uninstall link near to the 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.
WHAT SALESFORCE EDITIONS ARE SUPPORTED BY AXY OKR?
You can install Axy OKR in any Salesforce org type:
- Professional
- Enterprise
- Unlimited
- Performance
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 to have the Download AppExchange Packages permission enabled on your profile for both your Production and Sandbox environments.
- Log in to your Production org.
- Find Axy OKR in the Appexchange and click the Get it now! button.
- Follow the steps indicated in 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 to have the “Download AppExchange Packages” permission enabled on your profile for your Production environment.
- Log into the Appexchange and click on Get it now.
- Select if you want to install it in a sandbox or production environment.
- Check the installation details and number of licenses that you want to have and click on Confirm and Install. It is possible that you will need to re-enter your username and password.
- Select Install for Admins Only.
- Once installed, follow Post Install Configuration instructions.
In some cases, the Axy OKR installation could fail because the installation user doesn’t have the ‘Change Dashboard Color’ permission enabled. If this is the 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.
BYPASS VALIDATION RULES ADD LOGIC AND FLEXIBILITY FOR DATA QUALITY
Definitively, YES. Axy Validator has a feature that permits any Salesforce admin to configure a Bypass for pre-build validations such us IBAN or VAT.
If you need to run any of our prebuild validations, but some times you need to exclude a record from being validated, you can create a ByPass Field that will tell Axy Validator when to run validations.
This ByPass Field has to be named AxyValidator_ByPass__c. Axy validator checks if a so-named field exists and which value it has.
The field AxyValidator_ByPass__c needs to be Boolean and our recommendation is to create it as formula field. By doing that you will be able to handle some business logic.
Example.
Let’s say that you only need to check the Social Security Number in contact records where the RecordType is “Employee”.
Just by creating a formula field named AxyValidator_ByPass__c that contains the next logic, Axy Validator will exclude the records that are not Employee:
RecordType.DeveloperName=”Employee”
DOES AXY VALIDATOR WORK WITH CLASSIC ?
Yes. Axy Validator works with both Salesforce Classic and Lightning
If you work on Classic UI, access Axy Validator app going to the App Menu in the upper left corner of your screen.
Then click on Axy Validator and you will be shown the Axy Validator Setup page. At this point, the operative for defining rules is the same. Go to CONFIGURATION/How can I configure a rule?
HOW DO I UNINSTALL AXY VALIDATOR?
- Enter in Validator Setup and delete the rules one by one till getting the sucess messages.
Then, you can uninstall Axy Validator:
- Enter the general Setup in your org and go to Apps>Installed Packages.
- You will see Axy Validator as one of the packages. Uninstall it as any other Installed Package in your org.
Uninstalling Axy Validator will not delete or change any fields or data you have validated previously with it.
Action fields created for error messages in Warning action rules will remain the same
HOW IS THE ORDER EXECUTION OF AXY VALIDATOR RULES?
- Axy Validator runs when you are creating or updating a record. We use Before Triggers. That means that our validations will be done just after field types validation and before process, validation rules and other salesforce steps during a DML operation. Step 3 in the order of the official documentation.
- There is not a way to control the order of execution of Axy Validator Triggers and your Triggers.
AND WHAT DOES HAPPEN WITH EXISTING DATA?
Data in existing records will remain unaltered, till the moment you edit a record. At that point, validation rules configured for any field will be applied.
HOW DO I DELETE A RULE?
Just click on Delete and a success message will appear when done.
- The data saved will obviously remain unaltered, but rule will not be applied anymore.
- ACTION FIELDS created for Warning rules will remain as well
WHAT DOES IT MEAN TO DEACTIVATE A RULE?
The rule will remain configured, so you can activate it again when needed.
WHAT WILL HAPPEN WHEN I EDIT A RULE?
Once saved, the rule will be applied again when you try to save a record with the field to which the rule has been configured for.
HOW SHOULD I SET UP A WARNING FIELD ?
- During the Validator Setup, you will declare as VALIDATION ACTION the “Warning” option.
- Then you will set as ACTION FIELD the name of a field that you have previously created in the object where you have the field you want to validate.
- And finally you will write in ACTION MESSAGE the message you want to be written in the ACTION FIELD when invalid data
- The field you have to create for ACTION FIELD has to be a text type field with a length long enough to contain the ACTION MESSAGE you want to be written
HOW DO I SET UP A RULE?
- To configure a rule, you need to go to Validator Setup, and follow the configuration wizard.
- When you click on “New Rule” button, a Step by Step wizard appears. This wizard has 4 steps:
Rule Selection
- Where you will choose CATEGORY, one of different groups of similar rules, and RULE
Object & Fields Selection
- You will choose the OBJECT from your org and the FIELD in it where you want to be validated by the rule
Action Selection
- You choose, in VALIDATION ACTION, Warning or Error from the picklist, depending on if you want to permit saving the value or not if the value in the field is not validated by the rule
- If you choose Warning then you choose the ACTION FIELD where you want to receive the warning message
- In both cases, you need to define the ACTION MESSAGE you want to be shown if the field is not correct under the validation rule. (See next FAQ: CONFIGURATION:How should I set up a warning field)
Test & Save
- You can test the new rule introducing a value, and you will get the message you have written if the value is not correct or “Your tested value is correct” if the value is correctly validated by the rule.
ACTIONS SUPPORTED BY AXY VALIDATOR:
These actions are triggered when the field validation concludes.
- WARNING. Axy Validator will always allow to save the data in the field, but if the rule is not met then it will show you, in a defined field, the warning message you have configured in the rule setup. (Go to CONFIGURATION: How should I set up a warning field? to see how to setup the warning field)
- ERROR. Axy Validator will NOT permit to save the data in the field if the rule is not met and will show you the error message you have configured in the rule setup.
In both cases, the message to appear will be the one defined by the Admin as ACTION MESSAGE when configuring the rule in Validator Setup
How does it work?
- The app checks, using a Before Trigger, if the content of the field complies with the format of the rule (the rule you have configured previously)
- If the format complies: the record will be saved.
- If the format doesn’t comply: Axy Validator will apply the Action you choose on the rule configuration: it can be Warning or Error.
- Warning: Axy Validator will save the record , and will show the ACTION MESSAGE on the ACTION FIELD you have configured in the Rule Setup.
- Error: the app will not permit to save the record and will show the ACTION MESSAGE you have configured in the Rule Setup.
See the FAQ: FEATURES: What type of actions does Axy Validator support? for more details
Salesforce editions support:
- Professional
- Enterprise
- Unlimited
- Performance
Axy Validator Lite is available for Sandbox installation
- Yes, Axy Validator can be installed in any Salesforce org or environment.
- To install Axy Validator you need Download AppExchange Packages permission on both your profile for your Production environment and for your Sandbox environment.
- You have to login to your Production org. When you enter in Appexchange to install AXY Validator and click the Get it now button you will be prompted with the following screen. Then, you can select to install it in your sandbox.
AXY VALIDATOR IS FREE:
AXY Validator is built into Salesforce platform, but you do not have to pay anything to Salesforce or to anyone, it’s a forever free application.
HOW DO I INSTALL AXY VALIDATOR?
To start with the App installation, you only need to go to our app on Appexchange: Get it now!
- To install Axy Validator you need Download AppExchange Packages permission on your profile for your Production environment
- You have to log into Appexchange in order to install Axy Validator. Click on Get it now and follow the instructions.