ADM – 101

Administration basics for new Salesforce Admins

Sergio ValleShilpa VermaShawna WolvertonAnnie Casais

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Sergio Valle

Principal PSAS

salesforce.com

Administration 101

Shilpa VermaGetting Started with

Salesforce

Shawna WolvertonMake it your own!

Annie CasaisMy Personal

Admin Experience

Getting Started with Salesforce

Shilpa Verma

Senior Technical Support Analyst

salesforce.com

Getting started with Salesforce

Mirror your org structure• Responsibilities• Data access

Add Users• Assign Roles &

Profiles

Import Data• Data Loader

Customize• Capture relevant data• Enforce business rules• Improve user productivity

Rollout!

Where do I start?

Business Case: Acme Widgets

JoeSales Operations

• New Salesforce Admin• Using SFA to manage sales• First priority: set up the

security, users and import data• Next step: make it his own to

make sales team successful

Resources• Saleforce.com fundamentals training • Salesforce.com CRM getting started workbook • “Getting Started” topics in online help

1. Setup org wide sharing defaults2. Setup sales reps

1. Create a role2. Create a profile3. Create users

3. Import data4. Customize page layouts

Joe’s task list

Did you know? If an admin needs to test functionality logged in as another user, users can grant login access from Name > My Personal Information> Grant Login Access.

Did you know? Criteria based sharing (coming soon…) will allow you to share records based on many different filter criteria

User data access

Org-wide default

Roles Profiles

Sharing rules,

folders, workspaces

etc.

“How can I control what users see and do in Salesforce?”

Custom profiles available in EE & UE only

Enhanced Profile User InterfaceMaking the Administrator’s User Experience Better Pilot

User Setup

User Setup– Create a new user with a role and profile

– Send password

Did you know? You can mass create or deactivate users using Data Loader.

How can I get the users logged into Salesforce?

Importing data

Import Wizards

Data Loader– Accounts, contacts, leads, opportunities and more….

– Data file in CSV format

– Columns mapping to fields in Salesforce

How can I get my existing data into Salesforce?

Did you know? Salesforce has plugins for both Outlook and Lotus Notes to allow you to sync contacts, attach emails, etc directly from your email client.

Data Loader available in EE & UE only

Page layouts

Display only relevant

information

Facilitate the flow of data

entry by controlling the

placement and positions of

fields, related lists etc

Add efficiency tools with

custom buttons and links

Where can I control what is seen on each page?

Custom buttons and

links

Fields

Related

Lists

Did you know? Search layouts for an object allow you to control which field appear on the tab, search results, lookup dialogs, etc.

Make It Your Own

Shawna Wolverton

Director, Product Management

salesforce.com

Make it Your Own: Your Fields

Did you know? Force.com supports 19 field types, including lookup fields for connecting related records. These lookup fields support dynamically filtered results, which can be defined by the admin or the end user.

“How many accounts are we targeting this month?”

Make it Your Own: Your Alerts

Did you know? Workflow Rules support 4 types of actions: Email Alerts, Tasks, Field Updates and Outbound Messages.

“Why didn’t I know about that big deal last month?”

Workflow and Approvals available in

EE & UE only

Make it Your Own: Your Rules

Did you know? Validation Rules use the Force.com Formula language and include powerful functions including REGEX(), VLOOKUP(), ISNEW(), ISCHANGED() and conditional IF/else logic.

“Why didn’t our pipeline numbers last month include

these 10 deals?

Make It Your Own: Your Connections

Did you know? Did you know? Custom Buttons can be added to Lists as a way to let users take a mass action on a selected set of records. Also, Visualforce pages can be displayed inline on page layouts (e.g., map of Account location).

“Why isn’t it easier to find my customers on LinkedIn?”

Make It Your Own: Your Data

Did you know? Did you know? Rollup Summary Fields can summarize across Child, Parent, and Grandparent records in a Multi-Level Master-Detail relationship.

“Why are Sales Reps spending so much money?

Annie CasaisAssurant Solutions

My Personal Admin Experience

My Background and History

Lucky Miami native and Hurricanes fan

Lead Business Analyst and Salesforce admin

New Homeowner

MBA candidate

The skill set and experience I find most valuable to help

me be effective in my role include:– Knowledge of the business

– Extensive customer support experience

– Management of cross business segment applications

About Assurant Solutions

Assurant Solutions companies develop, underwrite, market and administer specialty insurance, extended service contracts and other risk management solutions through collaborative relationships with leading financial institutions, retailers, automobile dealers, and utilities.

• INDUSTRY: Risk Management• GEOGRAPHY: Global• # USERS: 300+• PRODUCT(S) USED: SFA, Marketing, Content, Ideas, Chatter,

Lotus Notes Connector

Our Original Salesforce Implementation

– Leads• Page Layouts 30+ (demonstrated by Shilpa)

• Custom Fields 100+ (demonstrated by Shawna)

– Accounts• Page Layouts 45+

• Custom Fields 100+

– Opportunities• Page Layouts 40+

• Custom Fields 400+

– Data Quality

– User Effectiveness

Best Practices

Create necessary page layouts

Create necessary custom fields

Use validation rules and automate whenever possible

Use available tools

Training

Best Practices – Page Layouts/Custom Fields

Page Layouts– Display only relevant information

– Facilitate the flow of data entry

– Buttons and Links

Custom Fields– Capture and store important data

Best Practices - Validation Rules/Workflow

Improve Data Quality

Simplifies User Experience

Incorporate Workflow

Email Alerts

Best Practices - Tools

Data Loader– Insert

– Update

– Delete

– Export

Lotus Notes (or Outlook) Connector

Best Practices - Training

Leadership Training

Train the Trainer

End User Training

Our Improved Salesforce Implementation

– Leads

• Page Layouts 1

• Custom Fields 0

– Accounts

• Page Layouts 4

• Custom Fields 5

– Opportunities

• Page Layouts 1

• Custom Fields 7

Before After

Almost no executive promotion

Bad data quality

Low user adoption

No activity usage

Business units involved

Executive promotion 100%

Data Quality > 90%

User Adoption > 90%

Activity usage > 80%

Business Units - 14

Key Takeaways

Keep things simple and plan for maintenance

Focus on data quality

Use tools available to you

Don’t forget the importance of training

Additional Resources Other Dreamforce Sessions

– Tools of the Trade ,

– Hands-On: Have It Your Way: Customize Your Org to Fit Your

Business,

– Let's Get It Started!

Help & Training Portal

Salesforce Learning Center

Salesforce Community

Salesforce Training

Conclusion

Recap

Outstanding Chatter questions will be answered on the

session record Chatter

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