Configure Datasheets

Learning Objectives

After completing this unit, you’ll be able to:

• Set up and organize a new datasheet in Spiff.
  
• Outline the steps to input and structure data fields and variables within a datasheet.
  

The Purpose of Datasheets

In Spiff, datasheets serve as dynamic tools where logic and data intersect. Unlike static data repositories, datasheets are designed to adapt to changing variables on a deal-by-deal basis. This adaptability is key for organizations managing variable payout structures that require precise calculations for each transaction.

Datasheets are powerful because they help users integrate dynamic data points and calculations that adjust with each transaction. This feature makes datasheets ideal for payout structures that change based on individual deal variables, such as:

• Amounts specific to each deal.
  
• Commission rates that vary by product or tier.
  
• Close dates which often decide when a deal should be credited to the rep.
  

Datasheets are built to handle fluctuating values, so they're essential for organizations that need accurate, deal-specific payouts. Their dynamic nature also allows them to interact seamlessly with other rules and components, pulling in values that adjust in real time based on transaction details.

In this unit, you explore the functionality, setup, and best practices of datasheets to create accurate and flexible payout rules.

Set Up a Datasheet

In this module, we assume you're a Spiff administrator with the proper permissions to manage data. If you’re not an admin for Spiff, that’s OK. Read along to learn how your admin would take the steps in a production org. Don't try to follow these steps in your Trailhead Playground. Spiff isn't available on the Trailhead Playground.

Creating a datasheet in Spiff is a crucial step for managing dynamic data and calculations relevant to your payout rules. The Spiff Designer is where you create and manage various payout components, including datasheets. This guide outlines the process of using Spiff Designer to effectively set up a datasheet tailored for each unique deal.

Create a New Datasheet

First, create a new datasheet.

1. Go to Spiff Designer.
   
2. Select Plans in the header.
   
3. Hover over the plan for which you want to create the datasheet, and click to open a dropdown menu. If you don't have any existing plans, click next to the search bar to initiate the creation process.
   
4. From the dropdown menu, select New Datasheet. A new interface opens for setting up your datasheet.
   

Now it’s time to add data.

Define the Dataset for Your Datasheet

To define your dataset for your new datasheet, choose the relevant data, set up the object, and apply filters. Here’s how.

1. Select the data filter that your new datasheet uses. This selection is crucial as all calculations within the datasheet depend on the data and filters applied.
   
2. Select the appropriate object from the Datasheet panel. Often, you will choose the Opportunities object. For example, define a filter that pulls all the Closed Won deals by North American reps for a specific month.
   

3. Apply any additional filters, such as Close Date, to refine the data that populates your datasheet.
   

Configure the Columns in Your Datasheet

With your dataset in place, you can now review the initial fields, add columns, and incorporate calculations.

1. Upon creating your datasheet, notice that the only field populated at this stage is the Opportunity ID. This unique identifier serves as a fundamental reference for each deal within your dataset.
   
2. To improve the utility of your datasheet, click + to add more columns. You can pull in additional data points from the deals, such as Close Date, Product Type, and any other relevant fields that inform your payout calculations.
   
3. Besides adding standard data fields, you can also create columns that perform calculations based on specific fields. For example, calculate the total commissions or adjust payouts based on predefined logic. Ensure that any formulas you establish are clearly defined and accurately reflect your payout structure.
   

Finalize Your Datasheet

With your dataset in place and columns configured, you can now select payout rule columns. Then review and save your datasheet.

1. Designate which columns are used for payout calculations. A payout rule references a specific column within your datasheet to display the final payout amount.
   
2. Review your datasheet for accuracy. Check that all data points and formulas are functioning as intended.
   
3. Click Save to finalize your datasheet setup.
   

Now that you understand how to set up a datasheet, learn how to create a worksheet in the next unit.