Top 10 Admin Tools You Need to Know
Administrators
Michael Petruccelli Sr. Customer Success Manager, salesforce.com
Scott Melick Manager of CRM Saas Applications Stratus Technologies Inc.
Nick Mannella Director of Sales Technology United Guaranty
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Something for everyone – for all admin levels
Compelling demos or useful screenshots
Golden nuggets for each
What You Can Expect?
Questions? Reserve till the end of the session; or
Post to the session’s chatter wall, and we’ll respond during or after the session
All About Scott @ Stratus
Administrator since 2004 200 Unlimited Edition Users 160 Partner Portal, 2500 Customer Portal Primary Administrator – 1st administrator
class Currently using Sales, Marketing, Service &
Support, Customer and Partner Portals, Knowledge base, Content, Ideas, Chatter, Professional Services, Legal Trademarks & Patents, Project Management and more..
Integrate with Oracle ERP and Customer service legacy systems
Why tools? To manage ever changing data and business processes.
Scott to Address
1. Reports – easy to create, not so easy to delete
2. Role Hierarchy – necessary, but sometimes painful
3. Data Management – why can’t it be as easy as Salesforce?
Problem: Too many reports
Imagine if you could actually mass delete reports. Wouldn’t that be nice?
Solution: Force.com IDE
The IDE is not for just for geeks!
It’s free
You have better things to do with your time
Well, you CAN mass delete reports!
Summary: force.com IDE
Why Use? • Save time by mass
deleting reports
Where Can I Get It? • Article on how to install
IDE and delete reports: http://bit.ly/rdlstn
• Create a “Delete” folder and then use the IDE to move reports there. It will give your users a place to review the reports you will be deleting.
• It’s an open source application that is locally installed. The installation may be intimidating, but just follow the instructions.
Problem: You have an Unwieldy Hierarchy
Do you actually need to see all of the people who are in your role hierarchy?
Do you have a company reorganization and dread having to go in and edit each user account?
Is your time $$?
Solution: Draggin’ Role
Drag and drop users between roles
Customize the user fields you want to see
Summary: Draggin’ Role
Why Use?
Easily drag and drop roles within the hierarchy and users within roles
Where Can I Get It?
Available for free on the AppExchange
If you need to manage groups, territories, and queues, as well as roles, use Steam Role (available on the AppExchange for a fee)
Problem: Data Management Tools
Are you tired of having to configure the Data Loader every time you use them?
And do you wish you could save your configuration just the way you want them?
Intimidated by the complexity of tools to manage your Salesforce data?
Want an easy point and click interface just like Salesforce?
Solution: DemandTools from CRMfusion
Money well spent when you calculate the time it would take with any alternative
Come with a VERY intuitive point and click interface
Save your configuration once you have it just the way you want it
Extremely powerful and easy tool to use
Useful help system to guide you step by step
Salesforce without Demand Tools is like a world without music.
Summary: DemandTools
Why Use?
Manage data updates, extractions, etc in an environment as easy to use as salesforce
Where Can I Get It?
Available for a fee on the AppExchange
Free Trial available
Don’t forget to click “Update Newly Added Fields” on the MassEffect if you have made changes to salesforce.com
Phyllis Lynch Director, Sales Operations
INTRALINKS
All About Nick @ United Guaranty
Sole Administrator since 2010
175 Unlimited Edition Users Salesforce in use for Sales, Content
Management, Chatter, Ideas, Account Planning & Reporting
Preparing for Service Cloud deployment
Integrate with master policy system using Talend
Nick to Address
4. Data Management – why can’t it be as easy as using Excel?
5. Fields – easy to create, difficult to part with
6. Dashboards– there must be something better than the sample dashboard…
Problem: Data Management & Need for Excel
Do you wish you could manage Salesforce data without ever leaving Excel?
Do you spend lots of time getting the IDs of Salesforce objects to establish lookup/master-detail relationships?
Ever wish you can use Excel formulas to update data?
Do you need to get data into Excel for complex reports?
Solution: Apex Data Loader
Solution: Force.com Excel Connector
Powerful database query options right from Excel workbook
Build queries using a wizard-based interface
Conditional Formatting for deduplication
Filters to update specific records
Summary: Force.com Connector
Why Use?
Manage data updates, extractions within the same Excel spreadsheet
Where Can I Get It?
Available for download at http://code.google.com/p/excel-connector/
Empty queries are automatically limited to records modified in last 7 days (System Modstamp)
Works in Excel 2010, unlike Connect for Office
Problem: Too Many (Possibly Unneeded) Fields
Have you added fields in the past, but now doubt their usefulness?
Are you close to maxing-out your available fields?
Are your reports indicative of the truth?
Solution: Field Trip
Filter list of analyzed objects using SOQL query
Run snapshots over time to analyze trends in field usage
Analyze the usage of all fields on any object
Summary: Field Trip
Why Use?
Identify unnecessary fields based on their completeness
Where Can I Get It?
Available for free on the AppExchange
Use SOQL queries to focus on objects you want to analyze - Match Field Trips filters to report filters - Consider building SOQL queries elsewhere
(ApexExplorer) - Use lowercase field names
Great for completeness, not for up-to-date-icity
Problem: Executives Want Reports
Trouble balancing configuration work with reporting requests?
No time to keep up with number/variety of report requests?
You got data in, how do you get it out quickly?
Solution: AppExchange Dashboard Pack
Get up and running quickly
No need to reinvent the wheel 7 Reporting areas, 19 Dashboards, 100s of Reports
Adoption Users & Functionality
Sales Leads, Opportunities, Activities
Marketing Leads, Campaigns & Opportunities
Support Cases & Related KPIs
Data Quality Accounts, Contacts, Opportunities, Campaigns, Activities, Cases, Contracts
Summary: AppExchange Dashboard Pack
Why Use?
Get up and running quickly with reports & dashboards
Where Can I Get It?
Available for free on the AppExchange
Customize Reports to work for your business Add custom fields and formulae Overlay your business lingo Use “Run as logged-in user” to deliver
segmented data
Michael Petruccelli Sr. Customer Success Manager
Michael to Address
7. Dupes – will users ever really search first?
8. Mail Merge – now only if I could draw-in additional data…
9. Chatter – it’s not just for your users…
10. Chatter Groups – there must be an easier way to manage them
11. – an open collaboration environment is great, but…
Problem: Duplicates
Have you encouraged your users to “Search First” with little success?
Do you wish you could block the creation of duplicates based on custom criteria?
Would you like the option to be alerted should a duplicate be created?
Solution: DupeCatcher
Block dupes at point of manual
entry and update.
Can define dupe-matching criteria based
on standard and custom fields
Sample Error
Message
Summary: DupeCatcher
Why Use?
Prevent manually-created duplicates
Where Can I Get It?
Available for free on the AppExchange
Can de-duplicate Leads against existing Leads, Contacts OR Accounts; not against all three data tables
Problem: Limited Mail Merge Functionality
Do you need to be able to group products by a family in a quote, sales order or proposal?
Do you need to draw-in information from both the record header and related lists into the same document?
Is MS Word format not enough? Looking for XLS, PPT, PDF?
Do you have Mac users?
Solution: Conga Composer
Do more with salesforce leveraging tools you already know: reports, merge templates, workflow, activities
Conditionally show/hide content and group items Push to Word, Excel, PPT or PDF delivered to salesforce, email,
desktop (PC or Mac)
Save output files to salesforce records, content or chatter Direct integration with DocuSign and Echosign
Summary: Conga Composer
Why Use?
Create sophisticated merged documents including data from related lists, as well as the record header
Where Can I Get It?
Available for a fee on the AppExchange
Free Trial available
Save time by using existing reports as the baseline for your templates
Chatter for You Groups!
– Include all users in a public group to communicate salesforce updates to your users
• Encourages dialogue in a central space that all users can read/comment
– Create a private group for your extended Salesforce team including business leaders, super users and developers
• Share new findings, post questions and get answers – Benefits over email: consolidated comments, archived/
searchable dialogue, everyone benefits from the info described, less email!
Salesforce administration emails being ignored? – Create dashboards to track progress – Drop all applicable users in a Chatter group – Use Chatter to push dashboard snapshots, communicate progress
and foster managerial support
Problem: Too Many Similar Groups
Merge groups while maintaining members, posts and likes
Mass add group members based on role or profile Create a spin-off group from an existing group
Solution: Group Master
Group Master tab is not visible by default in any existing app, so add the tab to one of your existing apps (so you don’t need to occupy an app!)
Problem: Worried About Sketchy Dialogue
Replace suspect words/phrases with a substitute, such as “***”
Prevent a post from registering by presenting an error message Track breaches for auditing
Solution: Chatter Blacklist
If you’ve selected to prevent a breach, the error message displayed does not detail the breach, so use this feature only for obvious words/phrases
Can report on most frequent breaches and breachers!
Summary
1. Mass delete reports using the force.com IDE 2. Manage your role hierarchy using Draggin’ Role 3. Easily manage your data using DemandTools 4. Manage your data in Excel using the Excel Connector 5. Clean-up fields using Field Trip 6. Don’t build dashboards from scratch; use AppExchange 7. Keep control of duplicates with DupeCatcher 8. Take Mail Merges to the next level with Conga Composer 9. Explore the many uses of Chatter for administration 10. Set-up Chatter groups with ease using Group Master 11. Control controversial dialogue with Chatter Blacklist
Questions & Answers
Michael Petruccelli
Sr. Customer Success Manager
Scott Melick
Manager of CRM Saas Applications
Nick Mannella
Director of Sales Technology
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