A2A2 Quick Winsmelissavandyke.com/wp-content/uploads/2015/04/A2A2_Quick... · 2015-08-17 · QUICK WINS •A team is using a spreadsheet to track ad-hoc process/tasks •Your account

www.melissavandyke.com ©2015 Melissa VanDyke. All Rights Reserved

Episode #2melissavandyke.com/admintoadmin

The Admin’s Getting Started ModelToday: Quick Wins

Formula Use CaseToday: Picklist Validation

This Week On...

MELISSA VANDYKE@MVDSFDC

Admin to Admin Academy (success.salesforce.com)www.melissavandyke.com


QUICK WINS

•Forms (Word/PDF, etc)•Email processes that create churn (with Google Docs, Excel, etc.)•Auto field updates (see episode #1 on how to solution this!)•Sync up unique IDs from an external system to Salesforce Accounts•Approval processes•Mass data loads (add a category to an account to manage workflows and reports)•Any Excel process...

What does a Quick Win look like?

QUICK WINS

• A team is using a spreadsheet to track ad-hoc process/tasks• Your account managers have to constantly send emails to a business unit team (or are

filling out a Google Doc/Excel file that is being manually found each day, etc.) and there is no visibility in the process (not to mention the email churn it creates!).• Anything that is creating email churn (create a custom object with record types,

validation rules and approval processes• Anything to do with approval processes (“I always have to wait on Jane to approve

these requests before I can move forward and never know that status!”)• The proposal process (any RFP process) whether you respond to RFPs or ask for

them from other companies. • A business unit team tracks a unique “flag” that exists for clients / partners /

customers and then has to notify a bunch of people about it...oh and they can’t really report off this flag currently unless someone knows where that Excel file is... which is never reliable

What does a Quick Win look like?

QUICK WINSits all about the bombs and jams


QUICK WINS

★ Show Bombs and Jams in a visual process flow to ensure all parties understand the current state & how messy it is

★ melissavandyke.com/know-your-pbjs-salesforce-career/

★ Download a PDF copy of this deck at melissavandyke.com/admintoadmin/

Summary

QUICK WINS

★ Find more details on quick wins by watching the Solo Showcase Showdown on YouTube! Our first episode launched on August 5, 2015 and it highlights Solo Admins implementations!

★ Subscribe now on youtube: search for Solo Showcase Showdown

★ Created/Hosted by Dale Ziegler @DZieg11(owner of the Solo Admins group on the success community, sign up today!); Nana Gregg @nanahg3; randi thompson @randostrophy; & Melissa VanDyke @MVDSFDC

Summary

QUICK WINS

★ Don’t forget to communicate your plan for the quick win, get buy-in and then let people test in the sandbox to make sure it works as expected before going live.

★ Blog post: BRINGING ALL THE TROOPS TO THE PROJECT at melissavandyke.com/2015/02/

Summary

QUICK WINS

★ Documentation is everything. Schedule regular office hour sessions where people can join you on the phone/in person or on a webinar to ask their questions! Supporting users in the transition is a must!!

★ Download the presentation deck from AdminHero Brent Downey to learn more about supporting and empowering users at www.adminhero.com/unicorns-rainbows-epicness-and-midwest-dreamin-2015/

★ Download a project management template and ebook by subscribing at melissavandyke.com today!

Summary

QUICK WINS

★ Be sure managers get the reports they need to start analyzing the data now that it is available in reports quick and easy!!

★ Remember, clearly defining and communicating what the WIN (value) is the key to getting support from your leadership team / stakeholders and users!!

Summary

#SFDCQUICKWINShttp://melissavandyke.com/7-quick-win-examples-for-salesforce-com-admins/

TODAY’S FORMULA USE CASEPicklist Validations

The design found in this document can be applied to validate a field on one object to a field on another object at the time of

save and give an error of the value is wrong.

Specifically in this case, we will compare the Opportunity to a field on the Account to ensure certain picklist values are not

selected (and other values are selected!).



“Can you make sure an opportunity for an existing customer can only have [certain values] in the

opportunity type field? Obviously, the type should not be ‘New Customer’ if they are an existing customer.”


THE ASK

THE ANSWER


“Yes!”(Of Course... this is Salesforce!)

HOW?


A Validation Rule that throws an error when certain criteria is TRUE (and include instructions

about how to fix the error)!

WHAT DO I DO FIRST?


Make a note of the two fields you want to compare, for this example we are comparing the Type field on the Account to the Type field on the Opportunity. I suggest opening these fields in separate tabs showing a list of values if possible (this way you can copy and paste

values and or double check your work)

VALIDATION?


Validation Rule errors are shown to your user anytime a record is created or edited AND the formula criteria on

the Rule equates to TRUE

VALIDATION RULE


1. Create a new Validation Rule on the Opportunity (or which ever object should get the error at time of edit if validation is true)

2. Find the lowest common denominator -- for example, when comparing two picklist fields you want to avoid writing out all values because if you do that you have to remember to update them when you add new values and this is never a good practice!

3. We use the below formula because all other picklist values on the account were related to existing customers! So turns out the user can only save w/opp type “New Customer” if the account type is Prospect.

NOT(ISPICKVAL(Account.Type, "Prospect")) &&ISPICKVAL( Type, "New Customer")

4. Enter error message and choose where to show the error & save

THE TEST!


INSERT FIELD TOOL


When finding a related fields use the Insert Field tool to

make formulas easy!

Also check the Functions list on the right to see what a

function does!

VALIDATION RULE


QUESTIONS


If there are any issues, double check your work by watching the demo in this video and or download this

deck from the show notes.

If you have questions or concerns please post your question at the Admin to Admin Academy group in the

Salesforce success community at success.salesforce.com.melissavandyke.com/admintoadmin

Documents

A2A2 Quick Winsmelissavandyke.com/wp-content/uploads/2015/04/A2A2_Quick... · 2015-08-17 · QUICK WINS •A team is using a spreadsheet to track ad-hoc process/tasks •Your account