Top Tip #1

Challenge:

Display a lookup in a related list. For example, when viewing a Contact record, we wanted to see the Campaign an Opportunity is associated with. Unfortunately, this is not possible using the standard interface.

My Solution:

Create a formula field that populates/references the lookup field (Campaign) and then add that field to the related list (no need to have it in your page layout).

Voila!

Now you can go into the weekend with ease of mind.

Security: Theory or Reality?

Security has taken over our lives.The average person has over 6 passwords that they use regularly. Our homes, phones and computers are flooding with security controls, apps and codes. But can we really control this?

Enter Salesforce

Salesforce has layers of security features to create a super strong infrastructure. There are features to secure your org, your users and your data. A general understanding of the available options is essential to creating a powerful and complex security model. The best place to start learning this is by watching this video series.

  • Password Policies: Studies have show that most people create simple and easily guessed passwords for even the most sensitive of data. As an administrator, you should consider enforcing password policies regarding the length, character usage and expiration time of each password.
  • Login IP Ranges: Set this for your organization (users can request an authentication code to login from an outside IP) and/or on a profile level to limit user’s access to predetermined IP ranges.
  •  Login Session Times: Limit the time a user (based on profile) can login  to Salesforce. **Note, that leaving it blank does not lock them out, it gives unlimited time for that day. The start and end time should be the same to lock them out for a specific date**
  • Object Access, Organization-Wide Defaults, CRED Permisions, Hierarchy etc: There are the key to data security, control, access and visibility in your org! Again, There are the key to data security, control, access and visibility in your org!
  • Data Backup: If you don’t have your data regularly backed up, do so now. I mean it. Stop reading this….go backup your data!

BEAR IN MIND:

CRED = What a user can DO

OWD = What a user can SEE

These serve as a baseline for your organization security. settings. For example, although a user may be granted access to see records through role hierarchy, they will not be able to edit unless they have “Read” permissions for that object.

Always start with the most restrictive settings and open access as needed. It is easier to open then restrict as needed (think Hierarchy and Permission sets – they open access).

BEST PRACTICE:

Create a chart listing all all users/profiles along with the CRED and OWD settings they should have per object. This will guide you as you build you security model. Ask yourself questions as to what data a user needs to see, to edit. This will help you determine the appropriate features and settings needed for your org.

“With great power comes great responsibility” 

Hello world!

Welcome to Clouds ‘n’ Tricks!

Im coming up to the 3.5 year mark since I was first introduced to Salesforce. It’s been a long journey of struggles, trials, frustration, triumphs, ecstasy and lots of adrenaline. I hope you will join me on my journey now as I aim to share some of my thoughts and insights with others.

Each blog post will focus on a specific feature, a challenge overcome or a tip to share. It is not a step-by-step tutorial though I will often direct your to the appropriate resource.

I look forward to addressing any questions you may have and learning together.

Ciao for now,

Rachel

List views: Misused or Underused?

One of my greatest hardships as a SFDC Admin is that my end users were not immediately trained on how to create and use list views. When I took over the instance, I made it my mission to teach my team their way around list views. Over time, I realized that list views are usually thought of as “quick views” and most of it’s functionality ignored.

If you are not familiar with List Views, visit this page to learn more about it.

Here are some of my favorite tips. What are yours?

  • Give the view an clear name: So often we are temped to quickly type something in and move on. I am guilty of having list views called “blabla”, “test1” and “asdfg”. This will only cause you to never use them again since you don’t know what it contains thus leading you to have duplicate lists.And who wants to scroll through an endless list of inept list views to find their top accounts?!
  • Delete unused/temp lists: If you have to scroll though your list views to find the one you need, you probably have too many. Reconsider what data each one is offering and whether the list you created is still relevant or needed.
  • Filter Logic: You know that you can filter by owner, (campaigns) and fields, but are you using filter logic? They allow you to group your filters together and create more complex criteria.
    ScreenShot
    Using filter logic

    This screenshot demonstrated filtering contacts by OWNER, CAMPAIGN and FIELDS with LOGIC.

  • Sort list views: Most columns (excluding fields like multi-select picklists) can be sorted to quickly organize you data in ascending or descending order. Just click on the heading to sort according to that column. Also, you can quickly navigate alphabetically through a list by clicking on the appropriate letter on the top right side of the list. **Note: the list will display according to the column currently selected.**
  • Inline List Editing: If you do not have inline list editing enabled for your organization, consider enabling it now. It allows you to directly click into some fields and edit them. You can also a few records at a time by selecting them and clicking on the field you wish to edit. A popup will ask you for the changes and whether to apply to all selected records or the one clicked on. **Note: You can not do inline editing when using filter logic. You can only use one record type (included in the filters) for inline list editing)**

Most Importantly: 

Train your users: One of the best things you can do for yourself and your team is to well train them in the usage of list views. It will empower them to review and prepare their data independently (a headache off your head) as well as give them starting tools for report creation.