Build a simple Salesforce Community and give access to External Users

Still studying for the Sales Cloud Consultant certificate. Chapter 8 of the Study Guide is about Communities and Site Management, so why not dig deeper into this subject and build a Community!? Here we go!

The first part of this post is mainly about Communities, its License models

  • Communities are branded online spaces that allows you to connect with your employees, customers and partners
  • It is a way to leverage the information that your customer and your employees have to work together
  • Example of a well-known Community: Salesforce Customer Success Community… I am sure many of you are already contributing to it!
  • A Community can target your Customers, your Partners or even your internal Users. It can also target more than 1 of these user types.
  • An example of an internal Community is a company intranet portal, where Employees can use chatter, ask questions, check Articles, share ideas, open internal Cases… etc.
  • An example of a Community for your Customers:
    • Support community: where customers can check your Articles, ask questions, open cases…etc. (Customers and Employees can be part of such Community)
    • Event Registration Community: chatter, events, Registrations, Q&A, Articles, Ideas…

Steps to build Communities:

 

How Communities work?

  • Communities live inside Salesforce org, and allow you to give external members access to subset of yoru date.
  • Access is controlled through community profiles and roles that integrate with your Security model
  • The external contact will also be Users of your Org.
  • Community Licenses are a special type of Licenses. They are listed below.
  • Developer Edition has 5 License count of the below Community licenses
License Use Example
Customer Community
– Named User based
– Login count based
B2C Communities with high volume of users
– Max 10M Users
Communities where you can access knowledge articles, or QA for Products and Services
Customer Community Plus
– Named User based
– Login count based
B2C or B2B Communities for Support and non-sales scenario
– Max 1 M User and 500K Account Roles
All above +Role Hierarchy +Sharing +Delegated Admin +Reports & Dashboards
Partner Community
– Named User based
– Login count based
B2B Communities with Access to CRM Data and PRM features
– Max 1 M User and 500K Account Roles
All above +CRM

  • Max Community Users:

  • Login vs. Named Users Licenses.
    • Member based (Named Users): Each user consumes a License
    • Login based: monthly pool of Licenses – you are paying baed on the number of Logins you consume!
    • Login based is based on a 12-month usage, if 100 logins per month, you can have months more than 100.
      • To know the logins, install AppExchange package: Salesforce Community Management.
      • Another App: OSF License Optimizer to re-assign user to the right license based on usage, if you have a mix of license types.
  • Careful: No Migration across license Type! Make sure to pick the right license from the start!
  • Make sure you choose an adequate Domain name:
    • mydomain.force.com/communityname
    • once you choose a domain name, it cannot be changed

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How to enable Salesforce Multi-currency, and what are its implications?

Hey folks!

As part of my study for the Sales Cloud Consultant certificate, I cam across Multi-currency, how to enable it, how to configure it, the difference between the Corporate currency and the different currencies that you add, what about the conversion? What currency show in the Reports? In the Dashboard?… Lots of stuff to worry about. Initially I thought it was a complex thing, but then after studying it,it is very simple! And here I am, summarizing this topic in this post.

Initially, when you create your Organization in Salesforce, you choose a single currency, and work on your Records using only this currency. This is the standard approach. What if your company has many branches in many countries? What if your company requires multiple currencies? Here comes multi-currency!

Before enabling multi-currency, check the implications of enabling this features:

  • After being enabled, multiple currencies can’t be disabled for your organization
  • Enabling this feature needs lockout duration that depends on the data space used by your organization.
  • The currenct Currency Locale will become the default currency stamp
  • Upon enablement, existing records are stamped with a default currency code that you provide in your enablement request
  • After enablement, all currency fields display the ISO code of the currency before the amount. For example, $100 displays as USD 100
  • If you have only one currency in your multi-currency organization, you can set a preference to display currency symbols instead of ISO codes: Go to “User Interface”, and then select “Show currency symbols instead of ISO codes”

To enable Multi-currency, you should:

  • In Setup, select Company Information and click Edit. Ensure that your selected currency locale is the default currency that you want to use for current and future records.
  • Check the checkbox “Allow Support to Activate Multiple Currencies”, and then save your changes.
  • Open a case with Salesforce support, and mention your Org. ID and your confirmation that you understand the implications of enabling multi-currency

When you enable Multi-Currency:

Single-Currency (default) Multi-Currency
  • SC: no “Manage Currencies”
  • MC: “Manage Currencies” setup menu appears under Company Profile
  • SC: no choice for default currency
  • MC: in User Settings, can choose your default Currency
  • SC: Currency symbols
  • MC: ISO code
  • MC: Currency Display Settings in User Interface (in case of 1 currency)
N/A
  • SC: no currency
  • MC: choose currency in new Product
  • SC: no opportunity currency field
  • MC: new Record Curremcy field on the record page – visible ONLY in Edit mode
  • The default currency takes the User’s default currency
  • If you are using another currency than your default, then the opportunity converts the amount to your default

Setup Currency:

  • Go to company Profile – Manage Currency:

  • Click on New. Enter the Currency, and the conversion rate.

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How to customize a Salesforce Dashboard Table

A table is one of the components that you can add to a Dashboard. It is not that much used, as Dashboards are intended to be “Graphical”. I had a requirement to add a table that displays 3 columns to a dashboard. First, I thought that should be easy, just do the report, then add a table to  dashboard with the created report as a source. I was wrong, as it is not that straight forward. Let me explain how I did it:

The table in the dashboard should display the top 10 Closed (Booked) opportunities with these columns: Account Name, Opportunity Name and Amount.

First, I created a standard report with the appropriate filter(s), that had the 3 columns I wanted listed in the dashboard:

 

Now, Let us try to add this report as a source to a table in a dashboard. Go to the Dashboard, add the Table component, and the Source report. Note the error we get! We need to add groupings in the report in order to be a valid source report to this Dashboard table component.

2016-10-21_1433      2016-10-21_1435      2016-10-21_1437

Now, let us try to add the Grouping and Summary to the report:

  • Account Name Group
  • Opportunity Name Group
  • Summarize by the Amount field (Sum)

We will get the 2 Groupings and the 1 Summary in the source report:

2016-10-21_1444

 

Back in the Dashboard:

2016-10-21_1447

2016-10-21_1448

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Welcome to SFDCnotes.com!

salesforce_certified_administrator Hello!

My name is Walid El Horr, I am a Systems Engineer ans Salesforce Admin, I just passed my Salesforce Administrator and Platform App Builder certifications in July 2016.

I started working with Salesforce as a customer: at the beginning of 2015, our company decided to use Salesforce and I was selected to be part of the team responsible of deciding-on and passing the salesforce_certified_platform_app_builderfunctional requirements to the Salesforce Consulting Partner. We had a lot of meetings and workshops with the Consulting Partner, it started with Webex calls to better align and understand the solution, and later on, bi-weekly workshops to tackle and agree on the requirements of specific Objects:

  1. Accounts and Contacts
  2. Opportunities (including Approvals)
  3.  Activities and Outlook Integration
  4. Case Management
  5. Reports and Dashboards
  6. Visibility
  7. Workflow Rules

After these Workshops, I had a much better understanding of Salesforce and its functionality, and the most amazing thing was that everything is on-demand in the Cloud. We can start with the out-of-box Sales Cloud functionality in literary just few days, we can start with only the required licenses and add more on the go!  I think this was the reason why Salesforce is the top CRM tool out there today. It was founded in 1999, without any support for on-premises model; this means that to use Salesforce, your only option was to use their subscription model and, again, this was in 1999, way before the cloud era where everything is “in the cloud”!

The next phase after the workshops and validating the requirements was the UAT (user acceptance testing). We were given 2-3 weeks to test the system and all what has been agreed-on during the Workshops.. To login, I was given a login ending with .uat, I did not know its reason until I took the Platform App Builder course.

The final phase was something called TTT… What on earth could TTT be? Train The Trainer! I was told that I was selected to train our staff (mostly Sales Reps) on how to use the system. This was music to my ears as I was already falling in love with Salesforce! We spent 3 full days working again on the concepts above, but this time going deeper. Of course, nothing too fancy there, it was just a training on how to use Salesforce and how to train the users later on, no Admin stuff here.

Salesforce Certified Administrator notes

During my preparation for the Admin  certification, I took tons of notes that I gathered from different excellent internet resources: Youtube videos, paid Udemy courses, paid independent courses, free blogs…etc. (all references will be listed) I started taking notes on Excel, then moved to Doc because it proved much more convenient as the notes were getting more detailed with tons of screenshots. Finally, after passing the Admin cert exam relying on these notes, I decided to share them for Free, and here comes SFDCnotes.com!

Let me know your feedback and feel free to contact me using the form on the Contact page.

Regards,
Walid
September 20, 2016