WalkMe adds a Free Chrome Extension for the Salesforce Power User

I don’t pitch products on my blog. Or Companies. But if you’re going to release something super useful and make if free then you get a shout out. WalkMe recently released a super useful Chrome Extension called Super Tools (https://supertools.walkme.com/#). I installed it this morning and its already helping me be more productive. There are two features of Super Tools that are key for any Salesforce User but your Power Users will find it most useful.

SuperSearch

This tool takes over the Global Search result and returns a scrollable result page within the Global Search. It also groups by object type and searches Reports!

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SuperSearch – Better

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Standard Global Search – Meh… Ok

SuperEdit

Have you ever exported a report just to make a few changes you didn’t want to do through the UI? Have you ever opened a bunch of tabs off of a report so you could edit the records manually? No more! With SuperEdit you can now inline edit directly in the report.

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I can’t stop myself from making Star Wars references

5 Salesforce Quirks every Salesforce Admin should know – Part 1 0f 5 – Lead Master-Detail Relationships

I wanted to do a series of posts on those quirky things in Salesforce that you run into and when you do you end of doing one of these:

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But, every Salesforce Admin should know about these. In this post, and the next 4, I’ll outline a few quirky features in Salesforce and how to avoid/use them to your benefit. Today, we start with Lead Master-Detail Relationships.

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The long and short of it is that you can’t create a Master-Detail relationship on the Lead Object. If you’re really interested in the documentation that describes this here you go – https://developer.salesforce.com/docs/atlas.en-us.api.meta/api/relationships_among_objects.htm

As always, I encourage you to vote on this Idea – https://success.salesforce.com/ideaView?id=08730000000Bq50

So, Master-Detail Relationships give us some great benefits like the ability to do Roll-Up Summaries for instance. Here’s some work arounds.

  1. Create a lookup field and make the field required
  2. Create a lookup field and use
  3. Create a Many-to-Many relationship via a Junction object
  4. Use an app like Lookup Helper (https://appexchange.salesforce.com/listingDetail?listingId=a0N30000009wj3REAQ) or Roll-Up Helper (https://appexchange.salesforce.com/listingDetail?listingId=a0N30000009i3UpEAI)
  5. Utilize Flow/Process Builder
  6. Apex

The important thing to remember, when you’re planning implementations around Leads you need to consider the Master-Detail Relationship limit in your design.

Convincing your boss to run their meetings from Salesforce

I’ve run several meetings in my time. In general, I see meetings falling into a few buckets: status/connect meetings, working meetings, and informational meetings. Status/Connect meetings are designed to provide a session where a team can come together and share information and status updates as to current work completed, planned, and working. Working meetings are designed to allow a team to produce a defined product. Informational meetings are meant to disseminate information to a wide audience. Each of these types of meetings can be run from a Salesforce Dashboard.

But what if your boss is old school? Still printing reports? Still showing an Excel Spreadsheet or a PowerPoint slide? How can you convince your boss to move away from these antiquated tools of the meeting and onto running your meetings from a Salesforce Dashboard?

#1 – Build in components that matter to the attendees

Let’s say we are in a Sales Status Meeting. What components should we include in a Sales Status Meeting Dashboard? Certainly a total pipeline, YTD quota obtainment, or even a top deals component. But those are components for the manager and hold little value to the attendees.

What’s more valuable are components that impact the behavior of the meeting attendees. For example, in a Sales Status Meeting a behavior impacting report is an individual Sales Rep % Quarterly Quote obtainment report. This puts the team in competition with one another and allows the manager to identify high and low performers. Additionally, components that allow meeting attendees to see how close they are to a particular bonus level or anything related to their direct compensation is going to provide motivation as well. Anything that motivates your team will motivate your boss.

#2 – Data is always up to date

Dashboards have the benefit of always being accurate. PowerPoints, Spreadsheets, and any other non-cloud based tool have the add bonus of always being out of date. Its just not something you want to run meetings off of because you’re always talking about inaccurate information.

Bring up past examples to your boss when a poor decision was made or bad information was disseminated because the information wasn’t accurate. That will show how much better running a meeting from an accurate Dashboard is.

#3 – Live it

If you want your boss to use a dashboard to run their meetings then you need to use Dashboards to run your meetings and your day to day. You need to live it. Make yourself a dashboard with components that trigger action for you. Think of the components that motivate you or your team. For instance, I run a Customer Support Team. I add components on my dashboard such as the total breakdown, by percentage, of cases closed by individual team members so each team member can see what they are contributing to the total.

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Setting up a new Salesforce org – What to do #SFDCChecklists

I’m obsessed with Checklists. OK, not obsessed but they are dreadfully useful is all sorts of situations. Checklists help ensure you don’t miss anything, even for the most mundane tasks. Salesforce Administrators may not always be spinning up new orgs but on occasion you do. Sometimes it makes sense for an organization to have multiple Salesforce orgs or perhaps you are a independent consultant and you are doing new implementations. In my world, I now work for a Salesforce Partner, and I spin up a new Developer Org for each version release of each of our packages. I have more developer orgs than I can count… The below list is intended to be more of what I do which is typically spinning up an org for testing purposes.

This post was inspired by a post on the Salesforce community boards – https://success.salesforce.com/_ui/core/chatter/groups/GroupProfilePage?g=0F9300000001oVp&fId=0D53000002dvXcS

Here are the things I do to the new org before I do anything else when setting up a new org… Its my New Org Checklist:

  • Depending on if this is a Developer Org, Sandbox Refresh, or a new org I’ll be working in I change the name of my user to this format:Developer Orgs – First Name: {Org Purpose or Package Name and Version}  Last Name: {My Full Name}

    Sandbox Orgs – First Name: {Sandbox Name}  Last Name: {My Full Name}

  • Add my chatter Photo

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    My Generic Chatter Photo

  • Update Company Name. I usually use this format:Developer Orgs – {Org Purpose or Package Name and Version}  + {Actual Company Name}

    Sandbox Orgs – {Sandbox Org Name}  + {Actual Company Name}

  • Add my login Credentials to the Force.com LOGINS Chrome Extension so I don’t have to ever remember the password I set.
  • Disable the Salesforce Notification Banner – http://releasenotes.docs.salesforce.com/en-us/summer14/release-notes/rn_salesforce_banner_disable.htm 
  • Clone the System Administrator Profile and create my own Custom “God” Profile. I add these Permissions to this profile
    • Password Never Expires
    • Manage Communities
    • Manage Chatter Messages
    • Moderate Chatter
    • Moderate Communities Chatter Messages
    • Moderate Communities Feeds
    • Moderate Communities Files
    • Bulk API Hard Delete

      Note: You can also do this with Permission Sets which I encourage the use of. However, in some situations its nice to have a custom Profile created so from the get go I always start with a Custom Profile.

  • Disable “Enable Enhanced Profile User Interface” – I prefer the old Profile Editor over the new view
  • Enable “Enable Collapsible Sidebar”

The above checklist is mostly for Testing orgs (Developer/Sandbox Orgs) but what if you are spinning up a new Production Org? Follow this general checklist to ensure you don’t miss anything when launching a new Production Org.

 

 

Tricks all Salesforce Admins Need part 7 of 7 – When to Implement a Validation Rule #ForceFriday

Validation Rules are great! They force data quality, ensure users follow a process, and are part of a mature system. But, sometimes it can be difficult to determine when and where to implement a validation rule. Below I describe a framework (I know, my favorite) that will help guide what should be implemented as a Validation Rule.

Without further ado, I give you a Validation Rule decision framework.

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When deciding if a Validation Rule is needed or not ask yourself three questions.

Should your field be required?

Is the field part of a step process?

Do you just need a warning message?

 

~ If a field needs to be require every time a record is edited then a Validation Rule should not be used. A Field Level requirement should be implemented.

~ If a field needs to be required sometimes (i.e. specific criteria) then a Validation Rule should be used.

~ A step process is any business process that has field dependent requirements. Validation Rules can be implemented to validate each step in the process, ensuring no steps are skipped.

~ Warning messages or “Soft Errors” aren’t supported by Salesforce just yet but please continue to vote for this idea – https://success.salesforce.com/ideaView?id=08730000000Bra7AAC. Validation Rules prevent the saving of a record whereas the warning message would allow a record save but display a warning based on your criteria. However, there are other options outside of Validation Rules which you can explore.

  • Use a Formula to display a dynamic message based on your warning criteria
  • Use a Visualforce page to display warnings
  • Use the Process Builder to push a Chatter Post (based on criteria) to users indicating the warning

 

** Note: Some Standard Salesforce Fields can’t be made required at the Field Level (e.g. Address Fields). The work around is to use a validation rule. You can vote for this idea if you run into this issue – https://success.salesforce.com/ideaView?id=08730000000lAndAAE

Tricks all Salesforce Admins Need part 5 of 7 – Productivity Boosting Chrome Extensions #ForceFriday

Today’s #ForceFriday post isn’t anything new to the Salesforce Blogosphere but I wanted to call out the Chrome Extensions that I use in case you aren’t using any at all or are looking for a short list of the ones you really need. Each of these Extensions is a tool I use to be more efficient and productive throughout my day.

Salesforce Boostr
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Get it: https://chrome.google.com/webstore/detail/boostr-for-salesforce/kegohbhdgaoaoanbpconbeleanhdodlo

Why you need it:

Salesforce Boostr does a few things that admins will love:

  • Ability to search when adding items to a change set
  • Filtering by type when adding to a change set
  • Showing all items of a given type on one page when adding to a change set
  • Displaying the API Name next to field names when editing a field set
  • Using Pascal Case for the API Name when creating new objects and fields
  • Preventing the placeholder text from filling in the setup area sidebar

Salesforce Boostr solved a problem I have experienced FOR YEARS! I owe @mattsimonis so many beers. When Salesforce introduced the quick find search bar in Setup that made finding and navigating to Setup sections easier but the placeholder text sometimes doesn’t load fast enough and you click into the search box faster… forcing you to re-type. Its been a problem with Chrome for years and now its not.

 

Salesforce.com Enhanced Formula Editor
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Get it: https://chrome.google.com/webstore/detail/salesforcecom-enhanced-fo/cnlnnpnjccjcmecojdhgpknalcahkhio?hl=en

Why you need it:

Formula fields are an advanced topic that falls solely in the bucket of the Salesforce Admin Role and Responsibilities. Good Admins know formulas! Formulas can get large, cumbersome, and you can end up spending much more time fixing syntax errors that could have been avoided. Enter the Enhanced Formula Editor which makes writing formula’s easier by coloring functions, allowing for easy tabbing, highlighting brackets, find and replace, and much more.

You will save time on your next formula. Trust me.

 

Force.com LOGINS
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Get it: https://chrome.google.com/webstore/detail/forcecom-logins/ldjbglicecgnpkpdhpbogkednmmbebec?hl=en

Why you need it:

Think of all the Salesforce logins you have right now. Even Admins at smaller companies will have at minimum 2 (Production and a Developer org) but if you’re like me you have probably 100+ logins you’ve accumulated over the years and maybe 20 or so that you use one a regular basis. Between all the developer orgs for testing, Sandboxes, and production environments its difficult to keep track of everything. Force.com LOGINS provides a One-Click login to either Production/Sandbox and allows you to select a new tab or new window. Its a good password manager for Salesforce logins and saves me time by not having to deal with lost username/passwords all the time.

 

Those are the top ones I use specifically for productivity. There are many more Chrome Extensions our there. Here’s a good list to get your started – http://www.insightsquared.com/2015/10/14-salesforce-extensions-for-google-chrome/

Tricks all Salesforce Admins Need part 4 of 7 – The Power of the Bucket #ForceFriday

You’ve may have heard of the Power of One but I’m starting something new… The Power of the Bucket!

Salesforce Reports have the ability to create a custom bucket. The Bucket is essentially a custom formula that groups fields dynamically within a report. Previous to the bucket feature, an administrator was needed to create a custom formula field to do the grouping. The bucket field is much more flexible as it can be used by any user that has access to edit reports, can be changed on the fly, and doesn’t require the consumption of a custom formula field.

As a simple example, I created a Bucket Field that groups Opportunities by Amount:
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And you can see the results here:
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I wanted to call this feature out not as a tool that Admins can use but rather as a tool Admins can train their end users on in order to avoid custom development (i.e. Formula fields) as they aren’t needed for reporting purposes. The trick is, if you can empower your users through training on bucket fields you get to avoid creating custom formula fields for reporting purposes and your users have a better user experience with Salesforce.

Now for the admin stuff… You can use a Custom Bucket Field in a Report Summary Formula! Super Cool!

How to use a Bucket field in a Formula field

Training to get your users started:

Add a Bucket Field

Using Bucket Fields