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How Not to Be a Bad Admin
Brad Gross – Information Logistics
Jared Miller – Configero
Jeff Grosse – Appirio
How to be a Bad Admin
• Actually – stories and good ideas to improve are the purpose
of the session
• Learn from these mistakes
• We will talk about a few of them but…
• All ideas are here:
• https://docs.google.com/document/pub?id=1JZDUll7JbOOxFZyDWs
ISv3VP4TAnZA99q5oQ2oGFSpc
Your Hosts
Jeff Grosse – Appirio - @CRMFYI
Jared Miller – Configero - @JaredMiller
Brad Gross – Information Logistics - @imperialstout
Jared Miller
Senior Project Manager, Configero
@jaredemiller
How to be a Bad Admin
• Jared Miller
• Configero
• Co-Leader of the Tampa User Group
• Admin for a Professional Edition org for 3 years
• Working with Salesforce for over 6 years
How NOT to be a Bad Admin
• Creating date specific fields
• Customizing the “other” page layouts
• Point and Click doesn’t mean work only in Production
Creating Date Specific Fields • Story
• Sales reps are required to conduct a quarterly business
review with their customers
• 10 Fields were created to capture relevant data from
these meetings
• What happened next…
• First time, the users overwrote the data – No history
• Second time the admin created 40 fields to cover the
next year
Creating Date Specific Fields
• Business requirement
• A date specific field can be used for many different
purposes
• September 2012 Revenue
• 2012 Yearly Review Notes
• Next Steps for 2013
Creating Date Specific Fields
• What are the downfalls?
• No historical data tracking
• Maybe there was an issue from Q1 that has now
been overwritten
• Field Limits
• 40 fields a year to capture the data
• Think of your page layout
• Think of your field limits
What Should We Do?
• The need to create specific date fields for a specific
purpose should prompt you to dig into the requirements to
determine if you need a Custom Object.
• Ask questions
• How many fields are needed?
• Is historical data important?
• Will the users/management/admin need to report on
the data?
What Should We Do?
• Solution
• Don’t be scared of a custom object!
• Create a custom object named – Quarterly Review
• Add the needed fields to this object, not the Account
• Why this worked
• Users clicked on “New Quarterly Review” button
• Historical data is kept
• Your page layout thanks you!
Customizing the “Other” Page Layouts
• Story
• Users need to find the information they need quickly,
with few clicks on the records and using searches
• Create formula fields to pull information from a related
object
• What happened next…
• Page layout was too long
• Users weren’t finding the information quick enough
Customizing the “Other” Page Layouts
• What are the “other” page layouts?
• Mini-Page Layouts
• Controlled at the page layout level
• This is how you customize the hover box
Customizing the Mini Page Layout
We already know the
account name! Information I can do
something with (and
no clicks)!
Customizing the “Other” Page Layouts
• What are the “other” page layouts?
• Search Layouts
• Controlled at the object level
• You can add up to 10 fields
• You can’t add long text fields
• Formula fields are not available
Customizing the Search Layouts
• Setup>Customize>Object>Search Layouts>
All about
ButtonClick Admin a Salesforce blog that is all about solving
problems with Clicks and Not Code. New posts are published every
Monday morning at 10 AM CST.
We love Salesforce.com because of its usabilitiy
We solve problems with clicks, not code.
We work hard everyday to ‘make Salesforce go’ for our company.
We refuse to say NO when asked “Can Salesforce do that?”
We are dedicated to being successful!
Mike Gerholdt, Blogger-in-Chief
It's more than a blog,
it's a community.
ButtonClickAdmin is more than just
my voice, there are dozens of guest
posts written by Salesforce
Administrators just like you. Many of
these Guest Posts are written by
Salesforce MVPs and are some of the
most popular posts.
Point and Click doesn’t mean work in Production
• Story
• New ideas are always coming to us
• Salesforce is releasing new functionality that may solve
a business need
• What happened next…
• New workflow rules, validation rules, custom objects,
custom fields are added into production…
Use your sandbox!
• Just because we point and click doesn’t mean we aren’t
“developers”
• Your sandbox is a place to
• Learn new functionality
• Test your ideas
• Login As
• Not disturb users in production
Jeff Grosse
Consultant
@CRMFYI
Appirio Helps Enterprises Power Their Business with Public Cloud Solutions
22
Technology-enabled professional services, supported by 500 cloud experts and
a 50,000+ cloud developer community
Helping Enterprises Become:
Efficient Effective
5 years, 300 enterprises, 1.5M users moved to the cloud
Social Mobile
Agile
How to be a Bad Admin
• Jeff Grosse
• Appirio
• Founder of the Twin Cities User Group
• Admin for two Enterprise Edition orgs totaling 6 years
• Working with Salesforce for over 7 years
How NOT to be a bad admin
• Sections
• Available for a reason
• Logical collection
• Don’t always need labels
Sections
• Spaces
• Watch for dead space
• Be aware of Field Level Security
How NOT to to be a bad admin
• Page Layouts
• What justifies new layouts?
• Functional views of core data
• Design it for them
• How they look at data
• How they gather data
Two Records – Two Layouts
Customer Layout
Partner Layout
How NOT to be a bad admin
• Data gathering – A story
• Customer wanted 32 points of data gathered over the
course of years, available easily on an Account
• Option 1
• 64 fields of data added to the page layout
• Option 2
• One new custom object and a related list that builds
How NOT to to be a bad admin
• Reporting and Dashboards
• The role of Field Level Security in usability
• Limits the ability to report on data
• Helps users find fields they’d actually use
• The role of Folder Security in usability
• Don’t show them what’s irrelevant to them
Brad Gross
Information Logistics
How to Not be a Bad Admin
• Plan Not React
• Everyone Needs to Nod Yes
• Get an Amen From the Congregation
• Data Entry May Not be Their Job
Stay “PEGD” on Good Salesforce Admin’ing
P - Plan Not React
• Salesforce is almost too
easy to create
• Plan and think in
advance of doing
• Does that belong there?
• What should happen
next when Y occurs?
• Think about:
• Objects
• Fields
• Workflow
• Views
• Reports
• Dashboards
• Validation Rules
E - Everyone Needs to Nod Yes
• Executive buy-in is crucial to salesforce.com success
• Tie their wallets (or bonuses) to the solution
• Have executives announce big news
• Its not YOUR system its EVERYONE’s system
G - Get an Amen From the Congregation
• Have regular team meetings
• Make the team aware of situations and successes
• Discuss and agree
• Let everyone march out and talk with all users
• Don’t be a lone gunman
D - Data Entry May Not be Their Job
• User’s job may be worth more then all the data
• Pick your battles wisely on new fields
• Use scheduled reports/dashboards
• The 2-minute task
Jeff Grosse
@CRMFYI
Jared Miller
@jaredmiller
Brad Gross
@imperialstout