1. t Common Ground Administration Without Tears Tips & Tricks from the Trenches Judi Sohn, Fight Colorectal Cancer © 2011 Convio, Inc. 1

2. t Second Choice Title What I Wish I Knew Before I Knew I Should Know it Judi Sohn, Fight Colorectal Cancer © 2011 Convio, Inc. 2

3. Agenda Introductions & Ground Rules Basic Salesforce Administrator Maintenance Tips & Best Practices Add-ons & Goodies Helpful Formulas, Reports & Workflow Rules Salesforce Community 101 3 © 2011 Convio, Inc.

4. Introductions & Ground Rules

5. Judi Sohn VP of OperationsFight Colorectal Cancer Salesforce since 2006 Luminate CRM since 2009 Common Ground in 2011 Co-Moderator NPSF Google Group Salesforce Community MVP @JudiS217 5 © 2011 Convio, Inc.

6. Administrator Maintenance Tips

7. Setup Sandbox Duplicate your setup without data Test new formulas, objects, applications Setup -> Administration Setup 7 © 2011 Convio, Inc.

8. Preview New Salesforce Release Sandbox preview window opens approx. one month before wide release Based on when you refresh Sandbox Follow refresh instructions in email from Salesforce Can also get pre-releaseorg, but won’t haveCommon Ground features 8 © 2011 Convio, Inc.

9. Login As… See what they see Each user has to set it – can’t do it for them – always on in Sandbox Make sure you leave them on same view you found them 9 © 2011 Convio, Inc.

10. Customize user training Don’t rely on built-in help Highly Recommend: ScreenStepshttp://www.bluemangolearning.com/screensteps/ 10 © 2011 Convio, Inc.

11. Add-Ons & Goodies

12. Chrome is Common Ground Admin’s Best Friend Force.com LOGINS https://chrome.google.com/webstore/detail/ldjbglicecgnpkpdhpbogkednmmbebec 12 © 2011 Convio, Inc.

13. Chrome is Common Ground Admin’s Best Friend Salesforce ID Clipper https://chrome.google.com/webstore/detail/hfiffenhnefppjhloglpebefjlbhoeai 13 © 2011 Convio, Inc.

14. How to Read the AppExchange 14 © 2011 Convio, Inc. Look for Enterprise Edition Can be updated without reinstalling Does not count against Salesforce limits

15. AppExchange Gems Mass Update and Mass Edit http://appexchange.salesforce.com/listingDetail?listingId=a0N300000018mbBEAQ Only lets user modify what they can modify based on profile/sharing 15 © 2011 Convio, Inc.

16. Explore Your MetaData Field Trip http://appexchange.salesforce.com/listingDetail?listingId=a0N30000003HSXEEA4 Cloud Converter http://appexchange.salesforce.com/listingDetail?listingId=a0N300000016cVIEAY 16 © 2011 Convio, Inc.

17. Helpful Formulas, Reports & Workflow Rules

18. Use text formulas to show data in different ways Problem: Household Report sorts by the first name in account Solution: Custom formula to list by last name 18 © 2011 Convio, Inc. Don’t add to layout

19. Custom report links on records (aka “The pv0= trick”) Problem: Too many duplicate reports Solution: Create a link on a record that automatically filters based on the record 19 © 2011 Convio, Inc.

20. Step 1: Create and Save the Report 20 © 2011 Convio, Inc.

21. Step 2: Save the report Suggestion: Add to Read-only folder so staff can’t change criteria 21 © 2011 Convio, Inc.

22. Step 3: Create a Custom Link Setup -> App Setup -> Create -> Objects You can edit Common Ground objects! 22 © 2011 Convio, Inc.

23. Step 4: Create Link 23 © 2011 Convio, Inc.

24. Step 5: Add to Page Layout 24 © 2011 Convio, Inc.

25. Step 6: Run from record 25 © 2011 Convio, Inc.

26. Workflow tips Create a checkbox field that when checked triggers the workflow to run – workflow on demand Create workflow rules that enforce consistent naming of records Since no activity record on email sent by workflow, add a date field and have the workflow rule update the field 26 © 2011 Convio, Inc.

27. Create a checkbox field that when checked triggers the workflow to run 27 © 2011 Convio, Inc.

28. Create workflow rules that enforce consistent naming of records 28 © 2011 Convio, Inc.

29. Add a date field and have the workflow rule update the field 29 © 2011 Convio, Inc.

30. Salesforce Community

31. Some of the value of community Learn about AppExchange vendors & services that may complement Common Ground Connect with similar organizations Learn about upcomingSalesforce features © 2011 Convio, Inc. 31 Image: Flickr user StigNygaard

32. Get Involved NPSF Google Grouphttps://groups.google.com/forum/#!forum/npsf Salesforce Nonprofit User Groupshttp://success.salesforce.com/ideaList?c=09a30000000D9xyAAC&category=Nonprofits Dreamforce/CloudForce Eventshttp://www.dreamforce.com © 2011 Convio, Inc. 32