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Top10 Admin Tools


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Dreamforce 2011 Presentation: Top10 Admin Tools

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Top10 Admin Tools

  1. 1. Top 10 Admin Tools You Need to KnowAdministratorsMichael PetruccelliSr. Customer Success Manager, salesforce.comScott MelickManager of CRM Saas ApplicationsStratus Technologies Inc.Nick MannellaDirector of Sales TechnologyUnited Guaranty
  2. 2. Safe HarborSafe harbor statement under the Private Securities Litigation Reform Act of 1995:This presentation may contain forward-looking statements that involve risks, uncertainties, and assumptions. If any suchuncertainties materialize or if any of the assumptions proves incorrect, the results of, inc. could differmaterially from the results expressed or implied by the forward-looking statements we make. All statements other thanstatements of historical fact could be deemed forward-looking, including any projections of product or service availability,subscriber growth, earnings, revenues, or other financial items and any statements regarding strategies or plans ofmanagement for future operations, statements of belief, any statements concerning new, planned, or upgraded servicesor technology developments and customer contracts or use of our services.The risks and uncertainties referred to above include – but are not limited to – risks associated with developing anddelivering new functionality for our service, new products and services, our new business model, our past operatinglosses, possible fluctuations in our operating results and rate of growth, interruptions or delays in our Web hosting,breach of our security measures, the outcome of intellectual property and other litigation, risks associated with possiblemergers and acquisitions, the immature market in which we operate, our relatively limited operating history, our ability toexpand, retain, and motivate our employees and manage our growth, new releases of our service and successfulcustomer deployment, our limited history reselling products, and utilization and selling to largerenterprise customers. Further information on potential factors that could affect the financial results of, included in our annual report on Form 10-Q for the most recent fiscal quarter ended July 31, 2011. This documents andothers containing important disclosures are available on the SEC Filings section of the Investor Information section of ourWeb site.Any unreleased services or features referenced in this or other presentations, press releases or public statements are notcurrently available and may not be delivered on time or at all. Customers who purchase our services should make thepurchase decisions based upon features that are currently available., inc. assumes no obligation anddoes not intend to update these forward-looking statements.
  3. 3. What You Can Expect?  Something for everyone – for all admin levels  Compelling demos or useful screenshots  Golden nuggets for each 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
  4. 4. 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.
  5. 5. 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?
  6. 6. Problem: Too many reports Imagine if you could actually mass delete reports. Wouldn’t that be nice?
  7. 7. Solution: IDE The IDE is not for just for geeks! Well, you CAN mass delete reports! It’s freeYou have better things to do with your time
  8. 8. Summary: IDEWhy Use? Where Can I Get It?•  Save time by mass •  Article on how to install deleting reports IDE and delete reports: •  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.
  9. 9. 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 $$?
  10. 10. Solution: Draggin’ Role Customize the user fields you want to seeDrag and drop users between roles
  11. 11. Summary: Draggin’ RoleWhy Use? Where Can I Get It?  Easily drag and drop   Available for free on the roles within the hierarchy AppExchange and users within roles If you need to manage groups, territories, and queues, as well as roles, use Steam Role (available on the AppExchange for a fee)
  12. 12. 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?
  13. 13. Solution: DemandTools from CRMfusionExtremely powerful and easy tool to use Come with a VERY intuitive point and click interfaceSave your configuration once you have it just the way you want it Useful help system to guide you step by step Money well spent when you calculate the time it would take with any alternative
  14. 14. Summary: DemandToolsWhy Use? Where Can I Get It?  Manage data updates,   Available for a fee on the extractions, etc in an AppExchange environment as easy to   Free Trial available use as salesforce Don’t forget to click “Update Newly Added Fields” on the MassEffect if you have made changes to Salesforce without Demand Tools is like a world without music. Phyllis Lynch Director, Sales Operations INTRALINKS
  15. 15. 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
  16. 16. 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…
  17. 17. 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?
  18. 18. Solution: Apex Data Loader
  19. 19. Solution: Excel ConnectorPowerful database Build queries using a wizard-based interfacequery optionsright from Excelworkbook Filters to update specific records Conditional Formatting for deduplication
  20. 20. Summary: Connector Why Use? Where Can I Get It?   Manage data updates,   Available for download at extractions within the same Excel spreadsheet excel-connector/   Empty queries are automatically limited to records modified in last 7 days (System Modstamp)   Works in Excel 2010, unlike Connect for Office
  21. 21. 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?
  22. 22. Solution: Field Trip Filter list of analyzed objects using SOQL query Analyze the usage of all fields on any object Run snapshots over time to analyze trends in field usage
  23. 23. Summary: Field Trip Why Use? Where Can I Get It?   Identify unnecessary   Available for free on the fields based on their AppExchange completeness   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
  24. 24. 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?
  25. 25. 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 Accounts, Contacts, Opportunities, Data Quality Campaigns, Activities, Cases, Contracts
  26. 26. Summary: AppExchange Dashboard PackWhy Use? Where Can I Get It?  Get up and running   Available for free on the quickly with reports & AppExchange dashboards   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
  27. 27. Michael PetruccelliSr. Customer Success Manager
  28. 28. 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…
  29. 29. 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?
  30. 30. Solution: DupeCatcher Block dupes at point of manual entry and update. Can define dupe- matching criteria based on standard and custom fieldsSample ErrorMessage
  31. 31. Summary: DupeCatcherWhy Use? Where Can I Get It?  Prevent manually-   Available for free on the created duplicates AppExchange Can de-duplicate Leads against existing Leads, Contacts OR Accounts; not against all three data tables
  32. 32. 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?
  33. 33. 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
  34. 34. Summary: Conga ComposerWhy Use? Where Can I Get It?  Create sophisticated   Available for a fee on the merged documents AppExchange including data from   Free Trial available related lists, as well as the record header Save time by using existing reports as the baseline for your templates
  35. 35. 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
  36. 36. Problem: Too Many Similar Groups Solution: Group Master  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 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!)
  37. 37. Problem: Worried About Sketchy Dialogue Solution: Chatter Blacklist  Replace suspect words/phrases with a substitute, such as “***”  Prevent a post from registering by presenting an error message  Track breaches for auditing   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!
  38. 38. Summary 1.  Mass delete reports using the 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
  39. 39. Questions & Answers Michael Petruccelli Sr. Customer Success Manager Scott Melick Manager of CRM Saas Applications Nick Mannella Director of Sales Technology
  40. 40. How Could Dreamforce Be Even Better? Tell Us! Every session survey you submit is a chance to win an iPad 2! Watch your inbox at the end of each day for an email from our survey partner, Alliance Tech. Click on the personalized link to be directed to the survey page for the sessions you attended.