I. II. III.
Glossary............................................................................................................................ 2 Difference Between Microsoft Excel and QuickBase Application .................................. 4 How to Use Excel like QuickBase ................................................................................... 4
To Prepare Excel Data for Import ................................................................................................................................... 4 Import Data from Excel into an Existing Application .................................................................................................... 5 Export Data Out of QuickBase ....................................................................................................................................... 5 Opportunity ............................................................................................................................................................................. 7
Add a New Opportunity from Opportunity Table ............................................................ 7 Add a New Opportunity from Account Table ................................................................ 10 Find an existing Opportunity ......................................................................................... 10 Edit/Update an existing Opportunity.............................................................................. 11 View Opportunities ........................................................................................................ 11
Accounts ............................................................................................................................................................................... 11
Add a New account from Account Table ....................................................................... 11 Find an existing Account................................................................................................ 12 Edit/Update an existing Account.................................................................................... 13 View Account ................................................................................................................. 13
Add a New Document .................................................................................................... 14 Find an existing Document ............................................................................................ 15 Edit/Update an existing Document ................................................................................ 16 View your document ...................................................................................................... 16
Reports .................................................................................................................................................................................. 17
I. II.
Introduction
I. Glossary
Company Name: Name of the potential customer BU: Refers to the SAS Business Unit GEO: SAS GEO (APJ, EMEA, Latin America, Canada, US) SAS AE: Name of the SAS Account Executive SAS PTM: The SAS Path To Market Proactive sales approach Country: The specific country within Geo where the opportunity is SSO Description: The name of the Single Sales Opportunity as reflected in Orion/Synapse Global Alliance Mgr: Refers to the SAS Global Alliance Manager responsible for the partner Opportunity Local Alliance Contact: The local in-country Alliance contact who is facilitating partner activities with the local SAS Account executive SSO #: The Sales ID as reflected in Orion/Synapse SAS Step: The progress of the sales opportunity as reflected in Orion/Alliances Other Partner: Other collaborative partner SAS Status: When opportunity is anything other than a valid sales step, use this field to indicate whether to report or not Forecast Close: SAS forecast close date as reflected in Orion/Synapse (Options are Likely/Stretch/Unknown) SSO Opportunity ($): SAS Actual Value in US$ 2
III.
To Prepare Excel Data for Import QuickBase needs your spreadsheet to be organized in consistent rows and columns. Use the following guidelines to organize your spreadsheet before importing it into QuickBase:
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Each of your rows should represent one record. Rows become individual records in QuickBase. All rows should look similar. Cells in each column should contain the same kind of information. Each column becomes a field and the cells in a column become values for that field in QuickBase. Your spreadsheet should not contain a title in the row. If it does have a title, delete it. If the first row is missing data from one or more of the right-most cells, QuickBase does not import any data from those final columns, even if there is data in other cells in those columns. That means that in the example below, only columns A and B would be imported. Each cell should have a label in the first row of data indicating the kind of information it holds. You can set these labels as field names in QuickBase. Blank rows are not imported. You can either delete them or ignore them in Excel. Your spreadsheet should not have empty columns that appear to the left of your first column of data; they are imported as blank values into QuickBase. You can delete them before import, or you can select Do Not Import for those columns when previewing the import in QuickBase. Excel formulas are not imported; QuickBase imports only the value in an Excel formula cell. Before importing, correct any Excel formula cells that say "#ERROR". Excel formulas that refer to values in a different row are not replicated by a QuickBase formula-type field. QuickBase has its own formula language that you can use to perform the same kinds of calculations your spreadsheet performs. Ensure text notes and currencies are handled correctly during import. 4
Step two: If you don't want to create duplicate records in your QuickBase application, reduce the master list down to unique values. To filter in Excel, highlight the column then select Data > Filter > Advanced Filter. The Advanced Filter dialog box appears. Turn on the Unique records only checkbox and click OK. Excel then shows only one instance of records that previously had duplicates. Step three: Step four: Clean up inconsistent entries. Filter the column again so that you again see a list of only unique values in the master column.
Sep five: Copy master record-related columns. To select multiple columns, hold down the Ctrl key and click on each column heading. After you select the columns, right-click and select Copy. Step six: Import these fields by pasting them into the desired table. Export Data Out of QuickBase Open the application from which you want to export data. In the menu bar on any application page, click Customize > Import/ Export. Click the Export a table to a file radio button. If youre exporting from a multi-table application, select the table from which you want to export
Step one: Step two: Step three: Step four: data. Step five:
Select an export format: - Comma-delimited (.csv) - Tab delimited (.tsv) - XML When youve made a selection, click Export to File. Step six: Save the file.
Step 2: After clicking Add a New Opportunity, a new window of SAS Opportunity Information section will open up. Step 3: Under the section of SAS Opportunity Information, fill in the fields. See the instruction below. The instructions flow newspaper style, top to bottom on column one then onto the next column. The gray words represent the fields to be filled in on the New Opportunity Form. Beginning at top of the First column on the screen Company name (Required) To enter company name, please click on the drop down list to look for the name of company that you want to enter. Then select Company name from the list. If company name is not available, Select Add a new account from pick-list of company name. A new window to enter a new company will pop up. To Add a New Account, read how SAS AE To enter Account Executive name, please click on the drop down list to look for the name of SAS AE that you want to enter. Then select SAS AEs name from the list. If SAS AE is not available, Select Add a new AE from pick-list of SAS AE. A new window will pop up. Fill in SAS AE (name appeared in Outlook). Then Click Save. SSO Description Fill in the information in SSO Description from Orion or Synapse. SSO # Fill in the information in SSO # from Orion or Synapse. If Prospect, leave blank. SAS Step SAS Step will default to Prospect. Update to reflect the appropriate step from Orion or Synapse.
Step six: Click Save for the new opportunity. (OR) To save the information and continue adding new opportunity, click Save & Add Another.
II.
Step one: Step two:
III.
Step one: Click Opportunities tab in the table bar, Select Find Opportunities. Then a new window of Advanced Find will be opened. Step two: Select All or Any of the specific search criteria you want to apply. The result is that the search may meet any one of the criteria or must meet all of the criteria. Step three: From the drop-down list select the field you want to search on.
Step four: In the next field, select your operator for the search criteria. For example contains or starts with. Be as general or specific as you want to be to expand or limit your search results. Step five: In the final field type the specific data you are searching for. If you want to add additional search criteria you may move your mouse at the end of the last field (as above) and the plus or minus icons will appear like this. To add more criteria, click on the plus (green) icon or arrow icon. To delete the criteria, click on the minus (red) icon. Step six: Step seven: Repeat step three to five. Click Display. 10
Step four: The search page might contain multiple options. Choose from the list the appropriate option you would like. Step five: Step six: After choosing the appropriate option, you can choose the view/edit option in the menu. Edit the account, read how
V.
View Opportunities
By Find Opportunities Update your document by find the report with specific data. Read how By Share Report Step one: Click on the Opportunities table in the menu bar, Step two: Under Share Reports, a list of records will be shown in the report. Press View button of the record that you want to View. Detail information of record will be shown.
Accounts
I.
Step one:
Step two: After clicking Add a New Opportunity, a new window of SAS Opportunity Information section will open up. Step three: Accounts. Fill in the following fields by instruction. The gray words represent the fields to be filled in
Company Name Fill in Company name (the name as it appears in Orion or Synapse).
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Step six: Click Save for the new opportunity. To save the information and continue adding new opportunity, click Save & Add Another.
II.
Step one: Click Account tab in the table bar, Select Find Account. Then a new window of Advanced Find will be opened.
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Step four: In the next field, select your operator for the search criteria. For example contains or starts with. Be as general or specific as you want to be to expand or limit your search results. Step five: In the final field type the specific data you are searching for.
If you want to add additional search criteria you may move your mouse at the end of the last field (as above) and the plus or minus icons will appear as like this. To add more criteria, click on the plus (green) icon or arrow icon. To delete the criteria, click on the minus (red) icon. Step six: Step seven: Repeat step three to five. Click Display.
III.
Step one: Step two:
Step three:
Step four: The search page might contain multiple options. Choose the specific criteria from the option list to look for opportunities record. Step five: Step six: After choosing the appropriate option, you can choose the view/edit option in the menu. Edit the account, read how
IV.
View Account
By Find Account Update your document by find the report with specific data. Read how By Share Report Step one: Click on the Account table in the menu bar. 13
Document Library
I.
Step one: Step two: Step three: Accounts.
Title (Required) Please fill in Title of the document. Category To choose the category, please click on the drop down list. The following categories will be shown. Account Introduction Form (AIF) used to initiate team introductions and discussions around joint accounts & opportunities. Account Engagement Agreement (AEA) a document outlining the sales plan between SAS and the Partner. This document should be completed after an account introduction call and where two teams have decided to work together on an opportunity. Supporting Documents RFP Request For Proposals from government Marketing Materials Customer Files Legal Documents Agendas Proposals Presentations QBRs Quarterly Business Reviews Description Please fill in Description of the document if necessary. 14
II.
Step one: Click the Document tab in the table bar, Select Find Documents. Then a new window of Advanced Find will be opened. 15
Step four: In the next field, select your operator for the search criteria. For example contains or starts with. Be as general or specific as you want to be to expand or limit your search results. Step five: In the final field type the specific data you are searching for.
If you want to add additional search criteria you may move your mouse at the end of the last field (as above) and the plus or minus icons will appear as below. To add more criteria, click on the plus (green) icon or arrow icon. To delete the criteria, click on the minus (red) icon. Step six: Step seven: Repeat step three to five. Click Display.
III.
Step one: Step two:
Step three: Using this page, search for the opportunity based on the name/description/field The search page might contain multiple options. Choose the specific criteria from the option list to look for opportunities record. Step four: After choosing the appropriate option, you can choose the view/edit option in the menu. Edit the Documents, read how
IV.
By Find Document Update your document by find the report with specific data. See how By Share Report Step one: Click on the Document Library in the menu bar. Step two: Under Share Reports, a list of records will be shown in the report. Press View button of the record that you want to View. Detail information of record will be shown. 16
Step three: Select the report type from the following option you want to create. Table to create a Table report, see how. Grid Edit to create a Grid Edit report, see how. Summary to create a Summary report, see how. Calendar to create a Calendar report, see how. Chart to create a Chart report, see how. Timeline to create a Timeline report, see how. Step four: To save the report in the Report Builder, click Save. (Or) To Display and Save at the same time, click Save & Display.
II.
Step one: Step two:
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The Report Builder will be shown after clicking Customize the Report.
Step four: Under Name section, edit the name of Report and Report Description as necessary. Check the box, if you want to show the description of report when displaying report.
In the Filtering section, read how In the Sorting/Grouping section, read how In the Columns to Display section, read how In Additional Options section, read how
Step nine: To save the report in the Report Builder, click Save. (Or) To Display and Save at the same time, click Save & Display. 18
Step one:
Step one: Click on show only partners that meet certain criteria of radio button. To create a condition you specify the following: - The field you want to filter on. For example, if you want to see all tasks with a particular start date, youd choose Start as your filtering field. - An operator. The operator tells QuickBase how to filter the records. Example operators are: is equal to, is greater than, is greater than or equal to and so forth. - A matching value (i.e. a value that you choose) Sorting and Grouping In Sorting and Grouping section, you can only sort data by choosing one of the following
Sort from low to high by--QuickBase puts the lowest values from the field you're about to choose at the top of your list. For dates, QuickBase orders from earliest to latest. Text fields are sorted in alphabetical order. Sort from high to low by --QuickBase puts the highest values from the field you're about to choose at the top of your list. For dates, QuickBase orders from latest to earliest. Text fields are sorted in reverse alphabetical order. Then choose a field by which to sort.
Step two:
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Then choose a field by which to sort. Choose how to want to group by Equal Values, First Word, or First Letter. Columns To Display In the Columns to Display section, select Custom columns.
Step one:
Step two: In the Available Columns box, select a field you want displayed in your report and then click Add to report. The field now appears in the Your Columns box below.
In above figure - All columns listed in the Your Columns box will appear in your report. They'll display from left to right in the order shown here (top to bottom). In other words, the field on top displays furthest to the left. Use arrows on the right to change the order. The field at the top of the list will appear as the leftmost column in your report. You can easily change the order by working within the Your Columns box. Click a field to select it, and then on the right side of the list, click an arrow button to move the field up or down in the list.
To... Move the selected field up three positions in the list. Move the selected field up one position in the list. Move the selected field down one position in the list. Move the selected field down three positions in the list. 20
- Normal: Select this option and QuickBase formats the report to appear nicely in a browser. This is the standard report display you see throughout Quickbase. - Plain Text: To keep simple, choose this option and QuickBase displays your report in an unformatted text. - Comma-Separated Values and Tab-Separated Values: Both these options let you export the data in the specific format. You can then view it a spreadsheet or other database program. - XML (flat or structured): Select this option if you plan to transform your report using an XSL style sheet. If so, you must create and store this style sheet as a text page within a QuickBase application, preferably the same one as your report. When you select an XML option from the Format 21
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