Prep that and build this!

It’s a double whammy this week – a #PreppinData & #WOW2022 combo! And I’m going to attempt to blog a solution guide to both! Wish me luck… it may take some time!

The #PreppinData & #WOW2022 crew combined with the requirement to prep some Salesforce data with Tableau Prep as per the challenge here, and to then use the output to visualise in Tableau Desktop as per the challenge here.

Prepping the Data

Two files were provided for the input: Opportunity provided 1 row per opportunity, and Opportunity History providing multiple rows per Opportunity, where each row indicated the stage in the lifecycle the opportunity goes through.

The first requirement was to pivot the Opportunity data, to get 2 rows per Opportunity; 1 indicating the date opened, and the other indicating the date closed (or expected to be closed).

After connecting to the Opportunity date and adding a Clean step to view the contents, add a Pivot step to transform Columns to Rows, adding the CloseDate and CreatedDate fields to the pivot.

Before adding any further steps, rename Pivot1 Names to Stage and rename Pivot1 Values to Date.

Add a Clean Step.

Change the CloseDate value in the Stage field to be renamed to ExpectedCloseDate, and the change the CreatedDate value in the Stage field to be renamed to Opened. To do this, simply double click on the value and type in.

We then need to further update this field, based on whether the Opportunity record is closed or not. The requirement said to refer to the StageName field for this, even though there is an IsClosed field. I chose to stick with the requirements.

Create a calculated field


IF CONTAINS([StageName], ‘Closed’) AND [Stage]=’ExpectedCloseDate’ THEN [StageName] ELSE [Stage] END

Having applied this logic, your Stage field should now contain 4 values rather than 2.

Then remove all fields except for Date, Stage, Id and StageName, and rename the step Opportunity.

We now need to combine with the OpportunityHistory data. This data contains a row for each stage the Oppotrunity goes through. What we’re looking to do is to supplement this with a Stage = Opened record, and, in the event the opportunity hasn’t been closed, a Stage = ExpectedCloseDate record.

For this we’ll need a Union step.

Add in the OpportunityHistory data, and add a Clean step. Rename this step to History. To help with the union step, rename the CreatedDate field to Date. In the Opportunity step above, rename Id to OppID.

Add a Union step to the Opportunity path. Then drag History and add it to the Union. Add a Clean step and view the data. If the renaming worked ok, you should have 6 fields.

Update the SortOrder field by creating a new calculated field


If [Stage]=’Opened’ THEN 0
ELSEIF [Stage]=’ExpectedCloseDate’ THEN 11
ELSE [SortOrder] END

Update the Stage fields for those which have null records.


IF ISNULL([Stage]) THEN [StageName] ELSE [Stage] END

All the records with SortOrder = null are actually duplicates now, as we have them captured as part of the pivoting step we did initially. All these records can therefore be excluded (click on the null value in the SortOrder field, right click and Exclude).

Now remove the redundant fields of Table Naems, Stage Name, and you should be left with 4 columns and 876 rows of data, which you can output to csv or similar.

Building the Viz

Now we’ve got the data sorted, we can build the viz. If you haven’t done the PreppinData challenge, you will need to download the Opportunity.csv input file and the provided Output.csv files from the website.

Modelling the data

In Tableau Desktop, connect to the file generated in the above process (or download the output file from the PreppinData site if you haven’t built your own). My file was called 2022_06_08_SalesOpps.csv.

Then add an additional connection to the Opportunity.csv file you used in the Prep challenge (or again download from the PreppinData site).

Add a relationship from Opp ID to Id

Building the Open Opportunities chart

We need to work out what Lorna has used to identify an ‘open’ opportunity. After a bit of trial and error, I discovered it was any opportunity that had an ExpectedCloseDate stage. To identify these, create a new calculated field

Has Expected Close Date Stage

{FIXED [Opp ID]: SUM(IF [Stage]= ‘ExpectedCloseDate’ THEN 1 ELSE 0 END)}

This will return the value 1 against all the rows for an Opp ID which have an ExpectedCloseDate Stage, and 0 for those that don’t.

As you can see below, all the rows for the 1st two Opp IDs listed are flagged with 1 as they have at least 1 stage which is ExpectedCloseDate. For the other Opp IDs listed, they are all 0.

Right click this field and drag to the Filter shelf. When you release the mouse, choose the All values option from the dialog displayed, then Next

Then select 1 to filter the sheet just to the the Opportunity records we care about.

Add Opp ID and Name to Rows. Add Date to Columns as a continuous exact date (green pill).

Change the mark type to Circle and add the Stage field to Colour, and adjust accordingly using the relevant colour palette.

To add the grey lozenge marks, add another instance of Date next to itself. This will create a second marks card called Date2. Remove the Stage field from the Colour.

Change the mark type of the Date2 card to line, and adjust the colour to a light grey and the size to be a bit larger.

Make this chart dual axis and synchronise the axis. Move the lozenge marks ‘to the back’ (right click on the top axis and move marks to back.

We need to identify those with a Close Date in the past. For the purposes of this exercise, I hardcoded ‘today’ into a parameter pToday and set it to 8th June 2022. Otherwise in a ‘live’ situation I would refer to the TODAY() function rather than the parameter.

Past Close Date?

IF [Close Date]<[pToday] THEN ‘●’ ELSE ” END

I use this site to get the circle mark.

Add this field to the Rows before the Opp ID field. You won’t get the symbol against every row, but don’t worry about that just yet. Format this circle to be right aligned and red font.

Now we need to mange the sorting. Firstly create a new parameter


an integer containing values 1 and 2, defaulted to 2 where the values displayed are aliased as below

To determine how long an opportunity has been open we need

Days Open

DATEDIFF(‘day’, [Created Date], [Close Date])

We then need a field to utilise this parameter and determine the measure we can use to sort

Sort By

CASE [pSortby]
WHEN 1 THEN SUM([Days Open]) * -1
ELSE INT(MIN([Close Date]))

If we’re sorting based on the Longest Open we’ll use the number of days the opportunity has been open. By default the data will ascend from smallest to largest value but we want the opposite, so we multiple by -1.

If we’re sorting based on the Close Date. then we can just use the Close Date field itself, converted into a integer.

Add Sort By to Rows , change it to be discrete (blue) and then move it to be the first pill on the Rows shelf. The data should now be reordered, and you’ll now get a red circle per row.

Add the pSortBy parameter to the sheet and test the sorting. Once happy, hide the Sort By field (right click and uncheck Show Header), then Hide Field Labels for Rows. Remove row & column dividers and make the first column narrow. You should now have your chart.

Building the legend

Lorna’s decided the legend should be circles rather than the ‘out of the box’ squares, so a custom sheet is required.

On a new sheet, add Sort Order discrete dimension (blue pill) and Stage to Rows. Add Stage to Filter and exclude Closed Lost and Closed Won. We’re going to need to organise these Stages into 2 rows and 3 columns, so we need some fields to help.

Row Index

IF [Sort Order] ❤ THEN 1 ELSE 2 END

Column Index

IF [Sort Order] = 0 OR [Sort Order] = 4 THEN 1
ELSEIF [Sort Order]=2 OR [Sort Order]= 8 THEN 2

Note I’m very much ‘hardcoding’ this as this is acceptable for this view I believe.

Add Row Index as discrete dimension to Rows and Column Index as discrete dimension to Columns, and move Stage to Label.

Type in FLOAT(MIN(0)) into Columns to create a fake axis. Change mark type to circle, and add Stage to Colour. Increase the width of each row if all your text isn’t showing.

Edit the axis so it is fixed to start at -0.1 and end at 0.5 – this will shift the circles to the left.

Uncheck Show Header against the Row Index, Column Index and the MIN(0) axis. Then remove all gridlines and row/column dividers. Turn off tooltips.

The Summary View

Now we need to work on the summary values at the top of the screen. We’re focussing on ‘open’ opportunities in the current month, which is June 2022 (based on the pToday parameter). We need Has Expected Close Date Stage = 1 on Filter, and to identify the current month we use

Is This Month?

DATETRUNC(‘month’, [Close Date]) = DATETRUNC(‘month’, [pToday])

Add this to Filter and set to True

Now let’s have closer look at the rows of data we’re got so far.

Add Opp ID, Sort Order (discrete dimension) and Stage to Rows and Amount to Text.

What we’re looking for is to aggregate the Amount by Stage, but if we remove the Opp ID and Sort Order fields, we don’t get the right values

This is because we’ve got multiple rows per Opp ID, so the value is counting in multiple Stages. We want to just limit the rows to the latest Stage before the ExpectedCloseDate stage.

First lets work out the maximum Sort Order value for each Opp ID that isn’t the Expected Close Date row (which has a Sort Order = 11).

Max Stage Sort Order

{FIXED [Opp ID]: MAX(IF [Sort Order]<=10 THEN [Sort Order] END)}

Add this to the tabular view as a discrete dimesion. Hopefully you can see from the image below that we’re getting the value we want.

Now let’s identify the matching row

Stage To Keep

[Sort Order] = [Max Stage Sort Order]

Add this to the Filter shelf and set to True.

Now if we remove Sort Order, Max Stage Sort Order and Stage from Rows, we get the correct summarised values.

Move Stage to Columns and add Stage to Text and Colour. Set to Fit Entire View. Align Text centred and remove all row/column dividers. Uncheck Show Header against the Stage field on Rows. Use the Colour Legend to manually sort the values into the correct order.

Update the sheet title.

Past Close Date

This is a bit simpler… add Past Close Date? to Filter and select ●. Add Stage to Filter and select ExpectedCloseDate. Add Amount to Text and the auto generated field Opportunity.csv (Count) to Text.

Format the text and add a title, and you’re all done You just need to add everything to the dashboard now.

My published version is here.

Happy vizzin’!



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