Convio Summit 2011 - CG Admin Without Tears

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Common Ground Administration Without TearsTips & Tricks from the Trenches

Judi Sohn, Fight Colorectal Cancer

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tSecond Choice Title

What I Wish I Knew Before I Knew I Should Know it

Judi Sohn, Fight Colorectal Cancer

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Agenda

• Introductions & Ground Rules• Basic Salesforce Administrator

Maintenance Tips & Best Practices• Add-ons & Goodies• Helpful Formulas, Reports &

Workflow Rules• Salesforce Community 101

Introductions & Ground Rules

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Judi Sohn

• VP of OperationsFight Colorectal Cancer– Salesforce since 2006– Luminate CRM since 2009– Common Ground in 2011

• Co-Moderator NPSF Google Group• Salesforce Community MVP• @JudiS217

Administrator Maintenance Tips

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Setup Sandbox

• Duplicate your setup without data

• Test new formulas, objects, applications

• Setup -> Administration Setup

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Preview New Salesforce Release

• Sandbox preview window opens approx. one month before wide release

• Based on when you refresh Sandbox• Follow refresh instructions

in email from Salesforce

• Can also get pre-releaseorg, but won’t haveCommon Ground features

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Login As…

• See what they see• Each user has to set it – can’t do it for

them – always on in Sandbox• Make sure you leave them on same

view you found them

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Customize user training

• Don’t rely on built-in help• Highly Recommend:

ScreenStepshttp://www.bluemangolearning.com/screensteps/

Add-Ons & Goodies

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Chrome is Common Ground Admin’s Best Friend

• Force.com LOGINS• https://chrome.google.com/webstore/detail/

ldjbglicecgnpkpdhpbogkednmmbebec

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Chrome is Common Ground Admin’s Best Friend

• Salesforce ID Clipper• https://chrome.google.com/webstore/detail/

hfiffenhnefppjhloglpebefjlbhoeai

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How to Read the AppExchangeLook for Enterprise Edition

Can be updated without reinstalling

Does not count againstSalesforce limits

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AppExchange Gems

• Mass Update and Mass Edit• http://appexchange.salesforce.com/listingDetail?listingId=

a0N300000018mbBEAQ

• Only lets user modify what they can modify based on profile/sharing

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Explore Your MetaData

• Field Trip• http://appexchange.salesforce.com/listingDetail?listingId=

a0N30000003HSXEEA4

• Cloud Converter• http://appexchange.salesforce.com/listingDetail?listingId

=a0N300000016cVIEAY

Helpful Formulas, Reports & Workflow Rules

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Use text formulas to show data in different ways

• Problem: Household Report sorts by the first name in account

• Solution: Custom formula to list by last name

Don’t add to layout

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Custom report links on records (aka “The pv0= trick”)

• Problem: Too many duplicate reports• Solution: Create a link on a record that

automatically filters based on the record

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Step 1: Create and Save the Report

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Step 2: Save the report

• Suggestion: Add to Read-only folder so staff can’t change criteria

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Step 3: Create a Custom Link

• Setup -> App Setup -> Create -> Objects

• You can edit Common Ground objects!

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Step 4: Create Link

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Step 5: Add to Page Layout

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Step 6: Run from record

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Workflow tips

• Create a checkbox field that when checked triggers the workflow to run – workflow on demand

• Create workflow rules that enforce consistent naming of records

• Since no activity record on email sent by workflow, add a date field and have the workflow rule update the field

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Create a checkbox field that when checked triggers the workflow to run

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Create workflow rules that enforce consistent naming of records

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Add a date field and have the workflow rule update the field

Salesforce Community

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Some of the value of community

• Learn about AppExchange vendors & services that may complement Common Ground

• Connect with similar organizations

• Learn about upcomingSalesforce features

Image: Flickr user Stig Nygaard

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Get Involved

• NPSF Google Grouphttps://groups.google.com/forum/#!forum/npsf

• Salesforce Nonprofit User Groupshttp://success.salesforce.com/ideaList?c=09a30000000D9xyAAC&category=Nonprofits

• Dreamforce/CloudForce Eventshttp://www.dreamforce.com