Salesforce Magic for the Everyday Admin

Caroline Renard & Katie McFadden

Tips and tricks to turn you into an Admin Wizard!

SafeharborstatementunderthePrivateSecuritiesLitigationReformActof1995:

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Therisksanduncertaintiesreferredtoaboveinclude–butarenotlimitedto–risksassociatedwithdevelopinganddeliveringnewfunctionalityforourservice,newproductsandservices,ournewbusinessmodel,ourpastoperatinglosses,possiblefluctuationsinouroperatingresultsandrateofgrowth,interruptionsordelaysinourWebhosting,breachofoursecuritymeasures,theoutcomeofanylitigation,risksassociatedwithcompletedandanypossiblemergersandacquisitions,theimmaturemarketinwhichweoperate,ourrelativelylimitedoperatinghistory,ourabilitytoexpand,retain,andmotivateouremployeesandmanageourgrowth,newreleasesofourserviceandsuccessfulcustomerdeployment,ourlimitedhistoryresellingnon-salesforce.comproducts,andutilizationandsellingtolargerenterprisecustomers.Furtherinformationonpotentialfactorsthatcouldaffectthefinancialresultsofsalesforce.com,inc.isincludedinourannualreportonForm10-KforthemostrecentfiscalyearandinourquarterlyreportonForm10-Qforthemostrecentfiscalquarter.ThesedocumentsandotherscontainingimportantdisclosuresareavailableontheSECFilingssectionoftheInvestorInformationsectionofourWebsite.

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SafeHarbor

Introductions

LarryBusheyCustomerSuccessExecutive

Salesforce

Caroline RenardTechnology Interpreter for Arts Groups@CPRenard

Katie McFaddenNon-Profit Consultant

What you’ll divine from this session

Image:https://www.flickr.com/photos/cverdier/4321365261/

ImageIllusions

SetupConjuring

LinkCharms

ReportingWizardry

ImageIllusions

SetupConjuring

LinkCharms

ReportingWizardry

ImageIllusions

SetupConjuring

LinkCharms

ReportingWizardry

Convert data to pictures

Harry wants Doubledoor to see the increase in magic wand and top hat sales, but he knows that Doubledoor never logs into Salesforce...

ImageIllusions

1

Solution: Post a Dashboard Snapshot to Chatter1

Solution: Post a Dashboard Snapshot to Chatter1

Solution: Post a Dashboard Snapshot to Chatter1

Hermione wants to show at a glance who has upped their supply orders this quarter…Image

Illusions

2

Solution: Images in a formula field2

Solution: Images in a formula field

Download AppExchange “Graphics Pack” or create your ownNote image Record IDs

2

Solution: Images in a formula field

New “Trend” formula field on Account

Works in reports and list viewsDoes not export as an imageID of

imageAlt label

2

Harry is starting a Magician-of-the-Month program, but he wants it to have a special company twist...Image

Illusions

3

Solution: Custom Thanks Badges3

Solution: Custom Thanks Badges3

Solution: Custom Thanks Badges3

Solution: Custom Thanks Badges3

Ron would like to see quickly which of his customers have been complaining a lot…Image

Illusions

4

Solution: Embedded Report Chart4

Solution: Embedded Report Chart

Create a summary chart on a report of Cases opened by Contacts in Last 90 Days

Include the Contact ID

4

Solution: Embedded Report Chart

Choose your report in Reports Chart section of the Contact Page Layout

Drag down onto the page

4

ImageIllusions

Convert data to pictures

1

2

4

3

Post a Dashboard Snapshot to ChatterCustom Thanks BadgesImages in a formula field

Embedded Report Chart

ImageIllusions

SetupConjuring

LinkCharms

ReportingWizardry

ImageIllusions

SetupConjuring

LinkCharms

ReportingWizardry

Uncoverhiddengemsinsettings

Neville complains that he can’t always find customers when he uses search in a lookup window…Setup

Conjuring

1

Regular Lookup

Solution: Enhanced Lookups

Enhanced Lookup

1

Solution: Enhanced Lookups

Check the Enhanced Lookup boxes in Search Settings

1

Solution: Enhanced Lookups

Search All Fields

Sort by Columns

Customize the ResultsColumns

1

Ron added a “Do Not Call” field, but he can’t see it on any customer records…Setup

Conjuring

2

Solution: Set Field-Level Security2

Solution: Set Field-Level Security

Some fields are visible for editing on layout

but hidden by default on record

2

Solution: Set Field-Level Security2

Neville is so overwhelmed with Chatter notifications, that he’s missing important posts…Setup

Conjuring

3

Solution: Control Feed Updates3

Solution: Control Feed Updates

These Opportunity fields are checked by default

3

Solution: Control Feed Updates

Leave Enable Feed Tracking checked, but uncheck other fields

3

Neville is trying to tell Hermione what else is wrong with his setup, but she’s still not sure what’s going on…Setup

Conjuring

4

Solution: Login as another User

Admins can now enable this without having to contact Support …

or rely on users to set it up!

4

SetupConjuring

Uncoverhiddengemsinsettings

1

2

3

Enhanced LookupsSet Field-Level SecurityControl Feed Updates

ImageIllusions

SetupConjuring

LinkCharms

ReportingWizardry

ImageIllusions

SetupConjuring

LinkCharms

ReportingWizardry

Directuserstoinformation

Luna wants to clean up her outstanding tasks in a List View, but there’s no tab for Activities…Link

Charms

1

Solution: The “Secret Tab Trick”1

“Users” Tab

Survey Tab (custom object)

Allocations Tab (junction object)

Solution: The “Secret Tab Trick”

Add the Object ID to the base Salesforce URL

The Object ID is the first three digits of the Record ID

1

Ron likes the Cases chart on Contact, but he wants to see the Case Commentsas well…

LinkCharms

2

Solution: Custom Report Link – version 12

Solution: Custom Report Link – version 1

Build the report and add a “blank” filter for Contact ID

2

Solution: Custom Report Link – version 1

Create Detail Page Link with the Report ID and lookup to Contact ID Add to Contact Layout

2

Neville is grumbling that when he looks at rollup summaries he can’t see the details…

LinkCharms

3

Solution: Custom Report Link – version 23

Solution: Custom Report Link – version 2

Filter your source report for Account ID = “”

Add the Report ID and Account ID parameter to a Hyperlink in your formula field

3

LinkCharms

Directuserstoinformation

1

2

3

The “Secret Tab Trick”

Custom Report Link – version 2Custom Report Link – version 1

ImageIllusions

SetupConjuring

LinkCharms

ReportingWizardry

ImageIllusions

SetupConjuring

LinkCharms

ReportingWizardry

Makeeveryreportcount

Hermione created a complex dashboard for sales this quarter and wanted to see the same information about other quarters…

ReportingWizardry

1

Solution: Dashboard Filters1

Solution: Dashboard Filters1

Generalize the dashboard resultsThen add filters

Solution: Dashboard Filters

Use relative date values to set timeframe dynamically

1

Solution: Dashboard Filters1

You can have up to 3 filtersAnd use a range of criteria

Now Hermione plans to tidy up some report folders, but wants to know which reports are still being used…Reporting

Wizardry

2

Solution: Custom Report on Reports (and Mass Delete)2

Solution: Custom Report on Reports and Mass Delete

Custom report type of Reports with Dashboard Components

Add these to a specific folder;restrict user edit permissions

2

Solution: Custom Report on Reports and Mass Delete

Mass Delete Reports feature in Setup | Data ManagementSearch based on Last Run Date

2

Harry has a list of Opportunities and wants to know how many Accounts are represented…Reporting

Wizardry

3

Solution: The Power of One3

Solution: The Power of One

New formula field on Account object. Label “Quantity” or “Count”No need to display on Page Layout. Just add to reports

3

Solution: The Power of One

Create Custom Summary Formula for Quantity, and group Opportunities by Account

3

ReportingWizardry

Makeeveryreportcount1

2

3

Dashboard Filters

The Power of OneCustom Report on Reports

ImageIllusions

SetupConjuring

LinkCharms

ReportingWizardry

Make every report count

Direct users to

information

Uncover hidden gems in settings

Convert data to pictures

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