Advanced Coaching Reports

  • iPad
  • Online
  • Windows

Coaching reports allow managers to communicate with users (sales representatives) about their performance, what they need to improve, what they are doing well, how to interact with accounts, etc. These reports change frequently and are different between markets and countries. To eliminate the need to physically add or modify physical fields in a Coaching Report, advanced Coaching Reports are data driven and behave like internal Surveys.

There are three users for a Coaching Report:

  • Designer – this is the business analyst or operations person who actually creates the Coaching Report and the questions
  • Coach (Share Team) – these are the managers who populate the information in the Coaching Report
  • Employee – these are the sales reps who receive the Coaching Report

Lifecycle of a Coaching Report

Coaching Reports are created via the Survey tab online. The Coaching Report has basic information defined:

  • Name of the Coaching Report
  • Start and end dates for the Coaching Report
  • Advanced sharing criteria that defines the set of users (managers) who access the Coaching Report
  • Custom fields as specified by the configuration of Survey_vod

After creating the new record, Designers are directed to the Survey Management page that contains sections for adding questions. Questions are created directly on a Survey and can be pushed to the Question Bank to be reused on other Coaching Reports in the future. Available question types include pick-list, radio, multi-select, number, date, datetime, text, and long text. There is also a question type for descriptions used as informational or instructional text on a Survey. Description types do not require an answer. Other features work like internal surveys question management.

If changes are made after the end date, an error message displays when a coach attempts to send the report to employees and the changes are not saved.

Advanced Sharing

Advanced Coaching Reports have an added feature called Advanced Sharing (Open Survey Concept). This determines how we publish a set of questions (Survey) to the right users (share team). To support Advanced Sharing, the Survey_vod object should have an org-wide sharing model of Private. This creates a Survey_vod__Share object.

Advanced Sharing determines the Share Team (set of coaches) to associate a Coaching Report to. The Share Team is determined based on data stored in the existing assignment fields, plus the following:

  • Territories_vod - all directly aligned users to the territory or the child territories
  • Product_vod - all users aligned via My Setup to the product value in the Product_vod field
  • Detail_Group_vod - all users aligned to My Setup to the Product and Detail Group values in Product_vod/Detail_Group_vod
  • Profile_Name_vod – all users aligned to the Profile value in Profile_vod field
  • Sharing_Team_vod - all users that have a User Share Team (field on the User object) that matches the value in the Share_Team_vod field

One or more of the criteria outlined above can be used to define the set of users who have visibility. When more than one criteria are specified, the criteria joined by an AND operator.

A new button, Calculate_Sharing_vod on the Survey_vod__Share object, initiates the MC Engine Sharing Calculation process that displays the Share Team list in a pop up.

Advanced Sharing requires the use of the MC Engine. See Publishing a Survey for how to setup the MC Engine. Setting up the MC Engine disables the legacy publishing process which uses APEX batch processing (VEEVA_BATCH_SURVEY_PUBLISH) and enables the MC Engine publishing process instead.

Advanced Sharing does not support the APEX method of publishing Survey records.

Designer profiles must have the zvod_Advanced_Share_Team_vod marker field on the Survey_vod object in a section on the appropriate page layout to display the sharing team. Designer profiles must also have MODIFY ALL permission to the Survey_vod object to modify Survey_vod__Share.

The Employee lookup list can be configured to include only users who fall below the coach in the role hierarchy. See Enhancements to Configurable Lookups for more information.

Publishing Coaching Reports

When the Designer selects Publish and the Record Type is Coaching_Report_vod, the Survey status becomes Published. Surveys with this status display offline and are available for selection when creating New Coaching Reports. Only Surveys of type Coaching_Report_vod that meet the following criteria display:

  • The user has visibility (a part of the share team) to the Coaching Report Survey
  • The current date is between the Start and End dates of the Coaching Report
  • User has access to the Coaching_Report_vod record type on both the Survey_vod and Survey_Target_vod
  • User has full CRUD access to the Survey_Target_vod and Question_Responses_vod objects

Executing a Coaching Report

Once Coaching Reports are set to Publish and are synced to the offline device, they are available to the Share Team (coaches) to execute. The end-to-end execution of a Coaching Report involves the Coach and the Employee.

The Coach

  • Has visibility to the Coaching Report templates (Survey_vod records)
  • Has permission to create Coaching Reports for Employees (Survey_Target_vod/Question_Response_vod records)
  • Fills out a number of fields on the Coaching Report header
  • Review Date  (optional)– Date the Coaching Report was completed in the field
  • Employee (required to complete the coaching process)– The User who the Coaching Report is for
  • Any number of custom fields that are on the layout
  • Fills out the Coaching Report questions
  • Saves the report, or once complete, sends to the employee

Once the Coach has completed the Coaching Report, they send the Coaching Report to the Employee for review. At this point, the Coaching Report becomes locked and the OwnerId of the report becomes the Id of the Employee.

The Employee

  • Has read-only access to the Coaching Report questions and header fields
  • Is below the Coach's position in the role hierarchy

  • Has the ability to acknowledge the receipt and understanding of the report by selecting the ‘Complete’ button

Once the employee acknowledges the receipt of the Coaching Report, the report’s lifecycle is complete.

Sending a Coaching Report to an Employee

Sending a Coaching Report to the employee is possible if the ‘Send to Employee’ button is placed on the Survey_Target_vod page layout for the Coaching Report record type. The end user must also have access to the Sent_To_Employee_Datetime_vod field.

When a Coaching Report is sent to the employee, the ownerId of the Coaching Report is set to the Employee Id, the Coaching Report becomes locked, and the Sent_To_Datetime_vod is stamped with the current datetime from the device.

Employees must be lower than the Coach's position in the role hierarchy for the Advanced Coaching Report to send successfully.

Standard Salesforce.com sharing rules apply. For example, if a Coach sends a previously saved coaching report to an employee outside of their role hierarchy, but sharing rules do not grant the Coach visibility to that data, the Coach cannot view the record. In addition, if a Coach creates the Coaching Report and Question Responses, assigns the Coaching Report to an employee outside of their role hierarchy, but the Coach does not have access via sharing rules to that Coaching Report, then the Coach loses visibility to the Coaching Report header, and the Question Responses is not created.

Alerting Employees to new Coaching Report

Employees are alerted a Coaching Report is available via an icon next to the Coaching Report tab. This icon contains the number of reports available to the employee that need attention. After reviewing the report, employees can mark the report Complete.

Completing a Coaching Report

Completing a Coaching Report is possible if the ‘Complete’ button is placed on the Survey_Target_vod page layout for the Coaching Report record type. The end user must also have access to the Completed_Datetime_vod field.

When a Coaching Report is completed, the status of the Coaching Report changes to ‘Completed’ and the Completed_Datetime_vod is stamped with the current datetime from the device.

Recalling a Coaching Report

Recalling a Coaching Report is possible if the Recall button is placed on the Survey_Target_vod layout for the Coaching Report record type. The end user must also have access to the Recalled_Datetime_vod field.

When a Coaching Report is recalled, the following things occur: 

  • The ownerId of the record changes to the ID of the Coach
  • The Recalled_Datetime_vod field on the Survey_Target_vod object is stamped with the current datetime from the device

Only Coaching Reports with a Report_Status_vod field value of Under_employee_Review_vod and without a value in the Recalled_Datetime_vod field value can be recalled.

Do not use the Recalled_vod value on the Report_Status_vod picklist field.

Cloning a Coaching Report forward in Time

Cloning a Coaching Report is possible if the ‘Clone’ button is placed on the Survey_Target_vod layout for the Coaching Report record Type, the Status_vod of the underlying Coaching Report template (Survey_vod) is ‘Published’, and today is less than the End_Date_vod.

When a Coaching is cloned, all of the data from the original Coaching Report is copied over except for the Sent_To_Employee_Datetime_vod, Recalled_Datetime_vod, Completed_Datetime_vod, Review_Date_vod fields. These fields are all cleared. In addition, the OwnerId becomes the Id of the current user (the coach).

Configuring Advanced Coaching Reports

Object Permissions

Grant object permissions to the appropriate users based on the tables below. These are the minimum permissions required for this feature.

Designer

Object

Minimum Permissions

Survey_vod

CRUD

Survey_Question_vod

CRU

Question_vod

R

Survey_Target_vod

--

Question_Response_vod

--

Product_vod

R

Coach

Object

Minimum Permissions

Survey_vod

R

Survey_Question_vod

R

Question_vod

R

Survey_Target_vod

CRUD

Question_Response_vod

CRUD

Product_vod

R

Employee

Object

Minimum Permissions

Survey_vod

R

Survey_Question_vod

--

Question_vod

--

Survey_Target_vod

RU

Question_Response_vod

R

Product_vod

R

VMOC Configuration Changes and Considerations

  • Modify the Survey_Target_vod__c VMOC for Survey with the following WHERE clause:
  • WHERE  ((Account_vod__r.Name != null OR User_vod__c = @@VOD_SF_USER_ID@@ OR Coach_vod__c = @@VOD_SF_USER_ID@@ OR OwnerId = @@VOD_SF_USER_ID@@) AND Status_vod__c != 'Development_vod' AND Start_Date_vod__c <= TODAY)
  • Enable Enhanced Sync for the existing Survey_vod VMOC. This ensures that if any Coaching Report Survey visibility settings change, or the record flips between the Published and Development states, the records are added or removed from the device appropriately.
  • If using the Recall feature, enable Enhanced Sync for Survey_Target_vod. This ensures that when ownership changes to the Survey_Target_vod, the record is removed from the device.

Configuring the Coaching tab for Offline Devices

  1. Enable the ENHANCED_COACHING_MODE_vod Veeva Setting with a value of 1.
  2. Grant read FLS permission to coach and the employee users for the following fields:
  • Survey_vod.Start_Date_vod
  • Survey_vod.End_Date_vod
  • Survey_Target_vod.Employee_vod
  • Survey_Target_vod.Coach_vod
  • Survey_Target_vod.Report_Status_vod
  1. Edit the ENHNCD_COACHING_COLS Veeva Message to list the Coaching Report columns to display in the tab.
  2. Grant designers access to the Coaching_Report_vod on Survey_vod record types.
  3. Grant coaches access to the following record types:
  • Coaching_Report_vod on Survey_Target_vod
  • CRM_Coaching_vod on Question_Response_vod
  1. Grant coaches page layout level read-only access (or have these removed completely from the layout) to the following, system controlled fields on the Survey_Target_vod object:
  • Territories_vod
  • Product_vod
  • Detail_Group_vod
  • Profile_Name_vod
  • Share_Team_vod
  • Coach_vod
  • Report_Status_vod
  • Status_vod

For Online users, the Advanced Coaching Reports tab provides visibility to the coaching reports where the current user is either the coach or the record owner.

Configuring the Online Coaching tab:

  1. Assign the Advanced_Coaching_Reports_vod VisualForce tab to the appropriate profiles.
  2. Grant access for the appropriate users to the following VisualForce pages:
  • Advanced_Coaching_Reports_vod
  • New_Coaching_Report_vod

This feature is available on the Online, iPad, and Windows platforms.

Employee Commenting on Advanced Coaching Reports

Employees can now add a comment when reviewing their Advanced Coaching Reports to allow participation in the coaching report process. When the employee receives an Advanced Coaching Report, the employee can provide input in the form of a comment as part of the completion process. Once the employee completes the report, coaches can view the employee’s comments.

For example, Sarah Jones’ manager completes an Advanced Coaching Report for her and sends Sarah the report. Sarah provides her feedback on the report before completing the report. Sarah’s manager can then view her comments.

Configuring Employee Commenting on Advanced Coaching Reports

To enable this feature:

  1. Ensure Advanced Coaching Reports is enabled.
  2. Grant designer and coach users FLS edit permission and coaches and employee users FLS read permission to the Enable_Employee_Comment_vod field on the Survey_vod object.
  3. Grant designer and coach users FLS edit permission and employee users FLS read permission to the Enable_Employee_Comment_vod field on the Survey_Target_vod object.

A single user can be both a coach and an employee. In this case, configure FLS edit permission for both user profiles.

  1. Grant designer and coach users FLS read permission and employee users FLS edit permission to the Employee_Comment_vod field on the Survey_Target_vod object.
  2. Ensure all picklist values for the Coaching_Report_vod record type on the Enable_Employee_Comment_vod field for both the Survey_vod and Survey_Target_vod object are enabled.
  3. Add the Employee_Comment_vod field to the appropriate Survey_Target_vod page layouts for coaches and employee users.

Page layout and page layout field properties are not respected for the Employee_Comment_vod field on the Survey_Target_vod object.

  1. Add the Add_Comment_vod button to the appropriate Survey_Target_vod page layout for employee users to enable commenting Online.
  2. Add the Enable_Employee_Comment_vod field on the appropriate Survey_Target_vod page layout and set the page layout field property to read only. This step is optional.

Using Employee Commenting on Advanced Coaching Reports

When building an Advanced Coaching Report, designers can enable employee commenting during the employee review process. The employee comment can be configured to be optional or required.

When designing an Advanced Coaching Report from the Survey Management Page, select an option from the Enable_Employee_Comment_vod field on the Survey_vod object to enable the desired behavior. Options include the following:

  • Disabled: This option disables Employee Commenting from the Advanced Coaching Report. This is the default value.
  • Comment Optional: This option enables employee commenting but allows the employee to complete without commenting
  • Comment Required: This option enables employee commenting and requires a comment before the employee can complete the report