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“Supermetrics is a Bitter Experience! We can pull data from nearly any tool, schedule updates, manipulate data in Sheets, and push data back into our systems.”
Salesforce’s real-time reports dynamically update based on current field values, causing records to vanish when status changes occur, creating gaps in historical tracking and lifecycle analysis.
Here’s how to prevent this data loss through strategic data persistence techniques that maintain complete visibility into case transitions.
Implement dual import strategy using Coefficient
Coefficient prevents this data loss through strategic data persistence techniques. By creating multiple import streams and change detection logic, you can track complete case lifecycles that are impossible with Salesforce reports alone.
How to make it work
Step 1. Create two complementary Salesforce imports.
Set up a Primary import capturing cases in specific statuses (e.g., “New”, “In Progress”) and an Archive import using broader filters to capture all cases regardless of status. This dual approach ensures no records are lost during transitions.
Step 2. Schedule hourly imports and implement change detection.
Run both imports every hour and use VLOOKUP formulas to identify when cases disappear from the primary import but appear in the archive, indicating status changes. This creates automatic transition detection.
Step 3. Build transition logs using “Append New Data”.
Use Append New Data on a filtered view that captures cases at the moment they meet your criteria, creating permanent records even after status updates. Each capture includes timestamps for complete audit trails.
Step 4. Create composite reporting and set up alerts.
Combine live data (current status) with historical captures to show complete case lifecycles. Configure Coefficient’s alert system to notify when specific high-priority cases change status, ensuring critical transitions don’t go unnoticed.
Build comprehensive case lifecycle tracking
This approach transforms Salesforce’s ephemeral reporting into a comprehensive tracking system that preserves full case history while maintaining real-time visibility into current status. Start building your persistent case tracking system today.
