Salesforce Snowbird

  Setting up Sharing Rules Partner Communities   When working with partner Communities there a few ways to setup sharing. Here we will walk through setting up sharing rules to allow you to share records across mangers within your Partner Accounts.   Sharing rolls up the Role Hierarchy and Partner Communities can have up to 3 levels in the Role Hierarchy. While this helps with a basic management setup, it does not allow your managers to share records across the same level in the Hierarchy.   In order to share across the hierarchy so your managers can see each others records follow the instructions below:   Go to Setup > Security > Sharing Rules Scroll down to Account Sharing Rules Click “New” Enter your Label The rule Name will auto populate Rule Type of Based on record owner Account: owner by members of – Portal Roles and Subordinates – Select one of the Partner Account Manager Roles Share With – Portal Roles – Select the same partner manager role Set the ...

SETTING A DEFAULT LIST VIEW   Tabs are the main interface to get to your records within Salesforce. When you click on a tab, the first thing you are presented with is the “Recently  Viewed“ list  which may be good for  for  many users, often power, or super users, this recently viewed list is not helpful and causes extra clicks and steps in their workflow. If you are one of these users and wish to slip the “Recently Viewed” list, here are some tips to be considered as Salesforce has not given us a method to mark a list view as the default for these tabs. I will show you some tips below on how to have better access to the List Views you want with fewer clicks. For this example, I will be using a custom object called Projects. If using Salesforce Classic: The first tip I will give you is a custom Tab with a Visual Force page that is designed to take you to the last List View you looked at. This ca be helpful as many people only use one or 2 list views...

EDITING STAGES OR “SALES PROCESSES” FOR OPPORTUNITY RECORD TYPES   When working with Opportunities you can have multiple record types that have different Sales Processes. Each Sales Processes will use a pre-determined set of stages to go through. Here we will outline how to edit these “Sales Processes” so your record types reflect the stages you want. Go to Setup > Customize > Opportunities > Sales Process Click the “Name” of the Sales Processes you want to edit, or create a new Sales Processes Move the Stages you want in this processes to the Right, and the ones you don’t want to the left. Save this Processes. Go to > Setup >    Customize > Opportunities > Record Types Click “edit” Next to the Record Type you want to assign a Sales Processes t...

USING EXTERNAL ID’S   Most companies have multiple databases that they use for different aspects of the company. One of the most common is an ERP system for accounting along with a CRM system for Sales and Support. Managing multiple databases is hard enough, trying to keep the data synced up between the 2 can also be a challenge. This document will outline how to setup 4 basic objects in Salesforce to be ready to be synced up with a separate database. While we will be focusing on an ERP to Salesforce solution, this method applies to any database sync to Salesforce, whether manual or via a programmed synchronization method. We will do this with a Fake Company Setup “Universal Containers”. This company has an ERP system which accounting uses to manage Sales Orders and Invoices. The Sales and Support Teams work in Salesforce. Both teams need to be able to see all Accounts, Contacts, Sales Orders, and Invoices however they work in separate systems. For this exercise, we will...

SALESFORCE AUDIT FIELDS   Audit fields are system populated fields like creation dates and creation ownership. This information is generally unavailable to be edited however when performing a data migration sometimes it is necessary to set this information to maintain historical data for a company. Follow the steps below to turn on this feature. ** Note that you can only set these fields on record creation. They cannot be edited on an existing record. ·           Navigate to Setup > Customize > User Interface o     Near the bottom turn on the checkbox for “Set Audit Fields upon Record Creation” ·           Create a Permission with the following permissions enabled (found under System Permissions) o     Set Audit Fields Upon Creation o     Update Records with Inactive Owner ·      ...

DATA FORMATTING   Data! We can’t live with it or without it in our world. Data can be our friend or it can be the thing that just has to be there to get some reports done. Here are a couple guidelines to consider when working with your system. Keeping the data clean in your system is not an easy task (it’s one of those tasks that never goes away, no matter how many times you use your three wishes for it). There are a few things you can do to help with this, starting with setting up duplicate rules to help keep new data from duplicating existing data. Salesforce has a nice tool for managing duplicates across your system and even comes with a default set of rules to manage Leads, Accounts and Contacts. You can find this under Data.com Administration > Matching Rules and Duplicate Rules. (I’ll go into more detail on setting up these tools in another article). One other area to be considered with data is when working with Data Loading. When you are setting up your data ...

(CONTENT) LIBRARIES   Salesforce Libraries can be a powerful tool for sharing files internally and externally. The great thing is, Libraries are available in all editions. By the way, just in case you have already started to see the confusion, we are referring to Content. CRM Content has been renamed as Libraries and is found under Salesforce Files in the setup menu. Not at all confusing right. Now that we know Libraries are available, what can you do with them? By creating Libraries, you can setup and share files within groups, to other records, and even to customers. This could be setup to manage projects, marketing materials, training documents and other items that are best suited as Documentation instead of other tools like knowledge articles. The beginning purpose of this document will focus on using Libraries to share large files with clients on a temporary basis. The concepts outlined here should give enough information to begin showing the tools and functions of ...