Getting Started with Custom Objects

John Johnson, ASCAP

Cory Haber, Furnished Quarters

Sara Rimer, Danaher Motion

Edward Tcheleshev, salesforce.com

Patricia Orr, salesforce.com

Track: Admin I: Getting Started

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Why Use Custom Objects?

High user adoption 31 Single

View of All Data & Reporting

2 Seamless Upgrades4Ease of Use

Build New Apps Without Coding or Scripting

Customize with Clicks not Code

Point-and-Click Model Delivers:

Data model customizations

• Add tables

• Add fields

• Create relationships

User interface customizations

• Diverse page layouts to

support multiple business

processes

Workflows & Approvals

Custom applications

All Customizations Are Upgraded With Zero Customer Effort

function getPhoneFields(objDesc) { time_object.StartTiming(); var fieldmap = objDesc.fieldMap; var ret = "";

for (key in fieldmap) {

if (dltypeof(fieldmap[key]) == "Field") { if (fieldmap[key].type == "phone") { ret += ", " + fieldmap[key].name;

Build

er

Data Model

What data is captured and how

it is structured

Data Model

What data is captured and how

it is structured

Security & Sharing

User access controls and permissions

Security & Sharing

User access controls and permissions

Forms & Layouts

How data is displayed and

captured

Forms & Layouts

How data is displayed and

captured

Workflow

How business processes are represented

Workflow

How business processes are represented

Build It!

- Data types- Relationships

- Validation Rules- Formulas

- User lists- Read/write perms- Org Hierarchies- Group profiles

- Layouts- Record Types- Related Lists

- Tabs

- Assignment- Notification- Approval

- Time-based

1 2 3 4

Streamline Business Processes with Custom Objects

Inventory TrackingPurchase RequisitionsProject ManagementHuman ResourcesIT Helpdesk

Salesforce License ManagementTraining Center and Class/Instructor TrackingMulti Product View for CasesSuccess Stories for ProductsPre call Plan and Trip Report

Litigation TrackingEmployee Management

- Collections & Adjustments- PTO Tracking- Employee Equipment- Sales Collateral- Recruiting

Going from Paper to Process

Getting Control of your Data & Processes

Ways to Help Yourself

John Johnson

Asst. Vice President - Licensing

jjohnson@ascap.com

Getting Control of your Data & Processes!

Leveraging Custom Objects to Increase Visibility and Adoption!

All About ASCAP

• INDUSTRY: Performing Rights

• EMPLOYEES: 650

• GEOGRAPHY: United States (only)

• # USERS: 169

• PRODUCT(S) USED: Salesforce SFA & Call Center, Force.com Mobile , 2

AppExchange applications (Drawloop & Angel.com),

Largest Performing Rights Organization in the World – Collects fees for public performance of music and distributes royalties to songwriters & publishers

Case Study – Key Challenges

Business Challenges• Many databases (Lotus Notes, Access)

• Home based field staff, office staff in 3 locations

• Many manual processes

• Manual tracking/reporting

Challenges• Integration between systems

• Software upgrades & compatibility

• Lots of Info, no easy reporting

• Manual processes

• Inefficiency

Implementation Of Salesforce SFA/Custom Objects Timeline

Began Using Salesforce SFA

Built, deployed, trained

Employee Info/PTO Objects

Litigation Tracking – Built, Deployed and

used by GL

October 2005 January 2006 July 2006 Ongoing

Notes PTO Tracking Crashed

Deploy new functionality in New Releases

Expand Functionality based on user requests, business process

needs

Training, Migration, Adoption

Custom Objects Drive Adoption

The Solution How did we address these challenges?

• Custom Applications, Objects

• Automated workflow - Alerts

• New releases, new functionality

• Secure – the right people see the right info

• Integrated with other Objects In Salesforce, and other systems

Deployment Details•Application – Employee Info

Objects – Jobs, Candidates, Employee Info, Time off, Equipment, Classes, Enrollments, Progress Reports, Supplies

•Application – Litigation TrackingObjects – Litigation Tracking, Investigations, Docket Sheets, Collections

Employee Info Departments: Management, Sales, Operations, HR,

Customer Service

# Users: 160+

Key Requirements

• Manage time-off requests & approvals

• Manage recruiting, hiring & training processes

• Track equipment & supplies assigned to staff

• Reporting

• Executive visibility

Key Benefits

• Eliminated manual tracking & reporting

• Centralized source of all info for staff

• Work flow alerts & approvals

Employee Info

Litigation Tracking Departments: Sales, Operations, Management, Customer

Service, Legal

# Users: 160+

Key Requirements

• Manage files submitted for infringement litigation

• Manage investigations

• Track collections towards judgments & settlements

• Track status of files with appropriate levels of visibility

• Reporting

Key Benefits

• Eliminated manual tracking & reporting

• Centralized source of all info for staff

• Workflow alerts & approvals

Litigation Tracking

Results

We got control of our data and processes

• Visibility• Employee Info

• Strategic Infringement Actions

• Accuracy

• One source for Information• Accounts, Opportunities, Litigation, Staffing

• Increased Adoption

• New Releases – new functionality phased in

Cory Haber

Web Applications Manager

cory.haber@furnishedquarters.com

Moving from Paper to Process!Getting the Organization to think Platform

First

• INDUSTRY: Corporate Housing/Hospitality

• EMPLOYEES: 170

• GEOGRAPHY: Northeast

• # USERS: 68 (105% growth since implementation)

• PRODUCT(S) USED: Salesforce SFA & Call Center, 6 downloaded

AppExchange applications

Furnished Quarters is the leading provider of furnished apartments in Manhattan, northern New Jersey and Boston metropolitan regions.

All About:

Key Challenges

Our Business Challenges

• Islands of information

• Multiple locations

• Reporting Reporting Reporting

• Future company growth

Technology Challenges

• Small IT staff

From Paper to ProcessHow did we get away from excel and/or paper?

We leveraged Custom Objects

My methodology:

Listen to my peers

Scope out project• Collect materials

• Define workflows

Build

Test

Deploy

Example – Purchase Requisitions

Purchase Requisitions

Summary of Challenges

• Lost paperwork

• Slow response times

• Inefficient

• High cost

Purchase Requisition – Old Workflow

Purchase Requisition Before

Purchase Requisition – New Workflow

Purchase Requisition After

Case Study Purchase Requisition – Results

Benefits of Going from Paper to Process

• No paperwork

• Complete visibility

• Faster response times

• Accuracy

• Reporting

AccountingPurchase RequisitionPayment Requests

Sales OperationsProject Management

Budgeting

Information TechnologyIT HelpdeskIT Inventory

Customer ServiceTenant Credits

Human ResourcesHRForce

Sales & MarketingOppty ManagementCampaigns Leads

Lost paperwork

Slow response times

Inefficient

High cost

AccountingPurchase RequisitionPayment Requests

Sales OperationsProject Management

Budgeting

Information TechnologyIT HelpdeskIT Inventory

Customer ServiceTenant Credits

Human ResourcesHRForce

Sales & MarketingOppty ManagementCampaigns Leads

Ease of Use

High User Adoption

Single View/Reporting

Seamless Upgrades

Sara Rimer

Global CRM Systems Manager

sara.rimer@danahermotion.com

Ways to Help Yourself!Leveraging custom objects as a means of making YOU

more efficient.

• INDUSTRY: Manufacturing

• EMPLOYEES: 6000+

• GEOGRAPHY: Global

• # USERS: 700+

• PRODUCT(S) USED: Salesforce SFA & Call Center, 8 downloaded

AppExchange applications

At Danaher Motion we leverage our vast experience in electromagnetic, mechanical and control technologies to help our customers build better machines, faster. Our products

have been improving the efficiency and productivity of complex manufacturing operations for over 70 years through trusted brand names such as Dover, Kollmorgen, Pacific

Scientific, Portescap and Thomson. Our breakthrough innovations are based on application experience around the globe and across many industries, including: medical, textile,

semiconductor, electronic assembly, packaging, aerospace and defense among others.

Custom Object Needs

User Profile: Executive Managers

# Users: 25 (Major Stakeholders) 700+ license control capability

Key Requirements• Executive visibility of logins/approval of license purchase

• Traceability of license purchases

• Current license needs and the replacements

• Future license needs

Key Benefits• Eliminated email trails to approve license purchase

Salesforce License Manager Application

Business Challenges

Lacked Control on License Distribution

Lacked Ability to Charge Various Groups for Licenses

User Adoption did not Conform to Standard Process

Technology Challenges

Spreadsheet Nightmare (Circulation of Various Revisions)

Emails did not Suffice as Management Approval to Activate or

Purchase Additional Licenses

License Manager – The Solution

How did we address these challenges? Created specific profiles to allow adding/editing/viewing

• Only “Approved-By” individuals (Adding/Editing)

• Rest of organization (Viewing)

Setup Field Dependencies• Who could approve what departments

Required fields: Backfill positions

Setup Dashboards for individuals to confirm login rates

Setup Tasks that confirm license• License request is entered

• License activation to the requestor

License Manager Custom Screen Entry View

Audit Dashboards- By Approval Person

Marketing Department

Product Management

Operations West

Sales West Sales East

Operations East

License Manager– Results

What were the results? Improved License Review Time

• 4 Days Down to 1 Hour (Qtr Review)

Improved Visibility• Individual Departments have their own Login Dashboard

• Regional Administrators can focus– Follow-up Training Needs– Further development– License Adjustments

Each Group Controlled their License Budget and Distribution Effective Use of License

• Reporting capabilities “By Approval” on Opportunities, Cases, and Activities

Imagine it. Learn it. Use it.

License Mgr is on AppExchange http://www.salesforce.com/appexchange/detail_over

view.jsp?NavCode__c=&id=a0330000002WKfiAAG

Other Helpful Custom Objects Training Center and Class/Instructor Tracking

Multi Product View for Cases

Success Stories for Products

Pre call Plan and Trip Report

Resources to Help You Get Started

1. AppExchange Find, Test Drive & Install Apps into Your Salesforce Account.

www.salesforce.com/appexchange

2. Apex Developer Network Free Developer Org, Discussion Boards & Development Tools

www.salesforce.com/developer

3. Successforce.com Guides, Blogs, User Community, & Successforce Ideas

www.success.salesforce.com

4. Help & Training Tips & User Guides, FAQ’s, Solutions, Glossary, & Webinars

5. Successforce Consulting Professional Services, Education Services & Customer Support

John Johnson

AVP – Licensing

Sara Rimer

Global CRM Administrator

QUESTION & ANSWER SESSION

Cory Haber

Web Applications Manager

1. AppExchange

2. Apex Developer Network

3. Successforce.com

4. Help & Training

5. Successforce Services Professional Services

QuickStart Assist• For Project managers who plan to self-implement, re-

implementing or optimizing their CRM solution.

– Online Implementation Success Fundamentals / On-site 1:1 Coaching

Quickstart Optimize• A packaged consulting offering that includes a mini-bpr, best practice consulting and configuration assistance and refresher user and

admin training.

– PE 3 Day / EE,UE 5 Day

Admin Workshops These fast-paced, interactive classes give first-hand experience with the core functional offerings to set up, configure, and maintain

Salesforce CRM for optimal results.

– PE 3 Day / EE,UE 4 Day

Customer Support– Premir Support / Premier Support + Admin

– Log a Case / Call (800) 667-6389

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