Thursday, July 31, 2014

Different Types of File Storage Options

In SalesForce, you have a number of different ways to manage files.  However, do you know which way is the most appropriate way for your needs?   It is pretty simple!

  • SalesForce/Chatter Files
    The SalesForce/Chatter Files, located either when you attach a file in Chatter, or go under Files, is designed to store the files you share internally.  While very similar to the CRM Content, the SalesForce/Chatter Files has the additional ability of allowing for syncing of files between a user's desktop and SalesForce (via SalesForce Files sync)
  • CRM Content
    The CRM Content, located under the Libraries and Content tab, are useful for managing documents where there are frequent changes and sharing.  This would be common for files used for Sales & Marketing collateral.  The CRM Content functionality handles versioning, comments (from users), and sharing with ease.  Files here can be up to 2 GB.
  • Documents
    The Documents, while one of the oldest SalesForce modules, is probably the one most incorrectly used.  It is designed to host images and files that are hosted on your website or in your Community/Customer Portal.  It shouldn't be used for managing files and Sales Collateral.  That's because the size of the documents that can be hosted here are limited to 5MB.
  • Attachments
    Under any record, there is the Notes and Attachments related list.  Any files uploaded under this related list are stored in the Attachments section.  Like Documents, you are limited to 5MB.

Tuesday, July 29, 2014

Easy Integrations with Other Systems

Often when a SalesForce Administrator or Business Executive hears the word, "Integration", the dollar symbols start flying and the schedules float into the abysses.

However, it does not always have to be this way.  There are now platforms, like Dell Boomi or Zapier, that allow you to build integrations in a declarative (i.e. point and click) way.   Both charge based on the number of integrations and activities (i.e. amount of data/connections) your business would need.

With the "Point and Click Integration" it is now possible to build an integration between systems in minutes....with no developer needed at all!

An example of some of the integrations you could easily build either of these tools include:

  • Create Contact in Paypal and have them created in SalesForce
  • Take Existing Forms and Input into SalesForce
  • Automatically Add Contacts from SalesForce to MailChimp
  • Automatically Add Contacts from SalesForce to Google Contacts (good to users to have contacts on their mobile phone)

All of the above can be done in a matter of minutes...and simply complex business processes, with ease!

Friday, July 25, 2014

SalesForce1 Dashboard Drill Downs

In the Summer '14 release, a useful feature has made its appearance - mobile dashboard drill downs. 

For those of you familiar with Dashboards in SalesForce, you can click on any element in a dashboard to see the drill down report.  This drill down then shows you the core report details that make up said dashboard chart/numbers.  

Until now, on SalesForce1, you couldn't access those drill downs.  Instead, you had to go back to a computer to access the drill downs.  This is no longer the case.  With SalesForce1 now you can see the drill down the reports.  Unfortunately, you can only see the drill downs if the report in question is a Summary or Tabular report.  If it a Matrix report, unfortunately, you still can't access them in SalesForce1.  

Tuesday, July 22, 2014

The Orders Object

In the summer release of SalesForce (i.e. SalesForce Summer 14) a new standard object has been introduced - Orders.  Now, anyone familiar with SalesForce will know that the addition of a Standard Object isn't a common occurrence unless there is some work SalesForce is doing to the "core" to solve common user/admin challenges have.

In this case, SalesForce is trying to give its users a standard way to track the actual orders (either increases/decreases) that have come in from the Sales or Account Mangement team.

Like an SalesForce object, you have the usual customization options available around Fields, Page Layouts, Validation Rules and more.  Additionally, with this new standard object, it already has a direct relationship with the Opportunity and Contracts object.  Unfortunately, neither of these objects can automatically create an order (you still need a developer to help with this).

Essentially, with the Orders object, SalesForce has set it up so that the requests come in (by way of an Opportunity or Contract), are then approved/rejected (by your services team) and then completed.  As a result, out of the box, they have an Orders status and Approval process embedded with this object.

While this new standard object is useful, for some smaller organizations, the tracking of both an Order, and the Opportunity, could result in more work.  However, it does introduce the ability to have better historic reporting for auditing on who authorized certain upgrades/downgrades to client.

To read about all the options you can setup you can review the SalesForce Orders Object help page.  

Friday, July 18, 2014

Want to Continuously Learn about SalesForce?

Are you someone who likes to continually learn?  If so, SalesForce has a great Success Community that can help you continuously learn!

At you can see questions posted by fellow users.  For the ones where you know the answer, you can contribute to the answers.  But, for questions you don't, you can see answers provided by other users in the community!  This provides a great way to learn more about the system, and possible use cases, daily.  And best of all it doesn't cost you anything!

Furthermore, if you contribute to the Success Community frequently then you could potentially become a SalesForce MVP which includes great swag and meet-ups!

Wednesday, July 9, 2014

Scheduling SalesForce Reports and Dashboards

Many administrators, and users, don't know that you can automate the sending of reports and dashboards to user groups.

And best of all, this is all available using SalesForce out of the box.  

To set this up, you first need to make a report.  From there, when you click on 'Run Report', you can click on 'Schedule Future Runs'.  From there, you can then schedule the report to go out automatically to users at a pre-defined timeframe.

The same can be done for Dashboards.  This option is available after you have built a dashboard.  From there, you have to choose 'Schedule Refresh' when you are in the dashboard.

Now, for both of these options, it is important to keep in mind that when you schedule a dashboard or report like that, it shows the records accessible to who scheduled the dashboard.  That means you could send a scheduled report/dashboard and show records other users may not have access to.  That is important to keep in mind.