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Mixmax Insights quick tips

This is a collection of quick tips to help you get the most out of our native Salesforce reporting package, Mixmax Insights.

Updated over a week ago

Mixmax Insights is available on the Mixmax Growth + CRM plan and above. Check out our pricing page for more information.

The Mixmax Insights app for Salesforce lets you gain valuable insights from your sales activities and successfully close more deals. Since Insights offers multiple robust and customizable features, you might have questions about how it works. Don't worry! Here are some quick tips that will allow you to gain the most value from using Mixmax Insights.

How to install Mixmax Insights

If you haven't installed Mixmax Insights yet, here is how you can do it:

  1. Connect Mixmax with SFDC (with the Sync User configured).

  2. Install Mixmax Insights from the Integrations tab in the Mixmax admin panel by simply clicking Install Mixmax Insights for Salesforce:

Installing Insights

If you want to install the Mixmax Insights package in a Salesforce sandbox, you will need to manually edit the URL and add the "test" prefix, e.g., "…" (for more details, see how to install a package in existing sandboxes).

How to navigate to Mixmax Insights (in SFDC) from Mixmax

To access Mixmax Insights in Salesforce, just click View Mixmax Insights in one of the following Mixmax dashboard sections:

  1. The Integrations tab in the Mixmax admin panel

  2. Reports Dashboard

Navigating to Insights

How to check what is included in Mixmax Insights

Go to Installed Packages in the SFDC Setup section and navigate to Mixmax Insights > View components. You will see the list of components included in the Mixmax Insights package:

Insights components

How to grant access to the reports and dashboards in Mixmax Insights

If you want to share access to Insights reports and dashboards with other users in your organization, here are some tips:

  1. Make sure you share the Mixmax Dashboards and Mixmax Reports folders with the users you want to have access to the dashboards/reports.

  2. Two Permission Set Groups have been packaged in Mixmax Insights to facilitate the access configuration if needed:

  • Mixmax Insights User Permission Set Group: This group provides just the minimum permissions needed to access the reports and dashboards in the Mixmax Insights App (i.e., only Run reports without the option to Save them).

  • Mixmax Insights Admin Permission Set Group: This group provides admin access permission sets to access and manage all elements in the Mixmax Insights App fully (i.e., Run, Save, and Schedule Reports):

Permissions for dashboards

Both Permission Set Groups also include admin permissions to Activities (Tasks and Events objects), including all these objects' standard fields and custom fields packaged in Mixmax Insights (e.g., Mixmax Call Disposition field).

For more details, see this Mixmax Insights overview.

Configure default filter values on the dashboards to match your needs

To help your SDRs use Mixmax Insights more efficiently, you can change the default filter values on the dashboards according to your preferences:

  1. You can modify the default filter values according to your users' roles.

Insights home page

2. You can check the Roles of your users in the Role column at SFDC Setup > Users > Users:

Users roles

As you can see in the image above, "SDR" is the Role that needs to be set on the dashboards to filter them for SDR metrics (it is already there by default).

We recommend you create a separate role for inactive users (e.g., "Inactive") that is different than the default one (i.e.," SDR" in the example above). Assigning the Inactive role to inactive users will prevent those users from appearing on the dashboards when you select equals SDR in the Assigned Role filter.

3. You could also create multiple new SDR filters on the SDR Performance dashboard (i.e., one for each of your SDRs) just by clicking the Edit button on the dashboard, selecting + Filter, and then adding a new value with the First or Last Name of each SDR, for example:

Adding a filter

How do I know if a chart considers only Mixmax Activities or ALL Activities?

By default, Mixmax Insights considers all activities. However, there are some specific charts with filters by Mixmax Type, and those allow you to view Mixmax activities of a particular type. All the other charts consider all activities (e.g., the Meetings today chart shows all Salesforce Events).

To understand if a metric is considering only Mixmax or all activities, check the report filters, for example:

  • Emails Sent charts consider only Mixmax activities (if you have a different way to categorize emails sent, you can remove the filter highlighted in the screenshot below and add any other custom filter instead):

Leaderboard filters
  • The same goes for LinkedIn tasks; there is no out-of-the-box Salesforce option to determine the tasks of this type, so this chart only considers Mixmax Activities:

Mixmax Type

However, for Calls and Events (aka meetings), we use the default Salesforce way to categorize those activities, and we consider ALL activities (since users might have other integrations or even perform calls directly from Salesforce), so the filter does not include Mixmax Type but only the out-of-the-box Salesforce fields, for example:

  • Activity Type Salesforce field used to extract Calls:

Activity Type
  • Salesforce Object type filter used to extract Events (meetings):

Events on the Leaderboard

How to customize the Mixmax Insights home page

You can remove, resize, and/or add any component to the Mixmax Insights home page; for example, you could add the Assistant component that helps SDRs manage updates on Opportunities and Leads:

Home page assistant

To add this component, just click the Setup icon on the Home page, select Edit page, then from the Components list on the left select Assistant and drag and drop it on the home page layout:

Edit dashboard components

Click Save and Activate the changes if prompted.

How to customize the targets on the dashboards

  1. The tables on the SDR Performance dashboard are colored based on each target configuration:

  • Red for those rows containing SDRs far below the target

  • Orange for those rows containing SDRs below the target but close to it.

  • Green for those rows containing SDRs above their target.

SDR dashboard with targets

2. The tables are set with the following targets:

  • 30 Meetings/week per SDR

  • 50 Calls/week per SDR

  • 50 LinkedIn outreach (InMail or connection request)/week per SDR

  • 300 Emails sent/week per SDR

3. If you want to change the default targets, it's easy! From the Dashboards tab, click the required dashboard, then the Edit button in the top right corner of the page. You will see all the dashboard components - simply click Edit component (the pencil icon) on the component you want to edit. Modify the numbers for the color ranges according to your needs, as you can see in the screenshot below:

Editing the component

How to customize an existing report by changing the filters and groups

Mixmax Insights allows you to customize existing reports according to your business needs. Let's say you would like to generate a report to check Sequence activities around Leads, sorted by date and grouped by the Lead Email address, something similar to the following image:

Activities with Leads report

There is already a similar report for Activities with Leads (SDR Performance dashboard) in Mixmax Insights:

Contacted Leads report

By default, the chart data is grouped by SDR, but it could be customized, e.g., you can:

  1. Group by Lead Email.

  2. Group & Sort by Created Date.

  3. Filter by only Mixmax Sequence activities if you need it (there is already a pre-packaged field called "Is Mixmax Sequence Activity?" that is doing precisely that).

  4. Filter by Mixmax Type if you need to quickly categorize or filter by a specific activity type (e.g., only Sent Email, External Replied, or Internal Reply).

Here is an example of the default report customization:

Contacted Leads report

This new report can be used individually or added to any existing dashboard.

How to filter reports/dashboards by ONLY sequence activities

Some fields in Mixmax Insights are packaged and ready to be used out of the box but not used in the default dashboards or reports.

One of those fields is the following Activity field:

Is Mixmax Sequence activity?

This field can be used in any report or dashboard to filter only by sequence or non-sequence activities. To do that, click Edit on any of the dashboards, then click +Filter and configure the filter like in the screenshot below:

Adding a filter

Select the value True to filter by sequence activities or False to filter by non-sequence activities only.

How to add a new report chart to an existing Mixmax Insights dashboard

Even though Mixmax Insights offers a competitive suite of reports & dashboards, customers might have specific needs, e.g., a report that summarizes the number of activities per Account and per Contact with a chart on the SDR Performance dashboard showing these activities for the Accounts that have more than 1 Activity first.

This report could be built manually! Just follow these steps:

  1. Go to the Reports tab, click New Report, and create a new report where Report Type equals Activities with Contacts.

  2. After you start the new report, under Outline, group the first two rows by Account and by Contact and add other details you might want to see in the columns when the details for the rows are displayed:

Grouping rows

3. If you only need to check the total amount of activities at a higher level without the details, uncheck the Detail Rows toggle below the table:


4. Your report would look something like the one in the screenshot below, with the total amount of activities per Contact and the subtotal showing the total amount of activities per Account:

Accounts and contacts report

You can also uncheck the Subtotals toggle mentioned above if you only need to see the totals at the Contact level:

Report with subtotals disabled

If you need to sort the data to see first those Accounts with at least two or more activities, you can do that by adding a Formula field:

Adding a Formula field

On the Display tab, configure if you want to see the logic applied to the total amount of activities per Account or Contact; in the following example, the logic is applied at the Contact level:

Formula settings

For example, you could build a chart showing the total number of activities for all accounts and contacts like this:

Account with the biggest number of activities

This chart would help to quickly visualize which Account has the most significant number of activities.

Or you could also add this chart to an existing dashboard and customize it, displaying the Accounts that have more than 1 Activity first:

Contacts dashboard

Select descending order for this filter so the Contacts with more than 1 Activity will appear first for each Account:

Sort by formula

After adding your chart, click Save in the dashboard, and that's all! It will look something like this:

Customized Contacts reports

Would you like to learn more about customizing dashboards and reports in Salesforce?

To learn more about reports & dashboards in Salesforce, please check the official Salesforce help docs and training. You can start with this module on Reports and Dashboards and go on to become an actual Reports and Dashboards specialist.

Enjoy building custom reports and dashboards with Mixmax Insights!

Please email your CSM or contact support if you have questions or need assistance.

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