1. 6 Cool Tips For Salesforce Admins
Salesforce.com Los Angeles User Group Meeting
7/25/2012
2. Henry C. Abenaim
General Manager
Infinity Capital Funding
Email: henry@infinitycapitalonline.com
3. 6 Cool Tips For Salesforce Admins
1. Monitoring Turnaround Time
2. Clustering Data to Easily Fit on Screen
3. Solving Filter Limitations
4. Monitoring Calls Logged in Morning vs. Afternoon
5. Auto Populating Lead Costs
6. Rotating Assignment of Leads, Cases, or Incoming Email
4. 1. Monitoring Turnaround Time
The Problem:
• How to monitor turnaround time (without
counting weekends).
Example: Underwriting or Production turnaround time.
6. 1. Monitoring Turnaround Time
How it works
Sun Mon Tue Wed Thurs Fri Sat
Date Started 7/22/2012 7/23/2012 7/24/2012 7/25/2012 7/26/2012 7/27/2012 7/28/2012
Anchor Date
(Monday) 6/24/1985 6/24/1985 6/24/1985 6/24/1985 6/24/1985 6/24/1985 6/24/1985
Diff 9890 9891 9892 9893 9894 9895 9896
MOD 6 0 1 2 3 4 5
Fri Sat Sun Mon Tue Wed Thurs
Date Finished 7/27/2012 7/28/2012 7/29/2012 7/30/2012 7/31/2012 8/1/2012 8/2/2012
Minus Date
Started 5 5 5 5 5 5 5
MOD 5 5 5 5 5 5 5
CASE
Formula 5 5 4 4 4 4 4
8. 2. Clustering Data to Easily Fit on
Screen
The Problem:
• How to easily fit numerous fields/columns on
a List-view or Report without extending
beyond the width of the screen or page.
Example: List view displaying full lead contact info. (Company name,
Owner name, Address, Phone, Mobile, Fax, Email, Owner, Date
Created, Status, etc.)
11. 3. Solving Filter Limitations
The Problem:
• How to go beyond filter limitations for list-
views and reports.
Example: To remove certain records from a specific report of list based
on field value criteria.
12. 3. Solving Filter Limitations
The Solution!
• Formula field with “IF” Function
• One Filter is needed!
14. 3. Solving Filter Limitations
How it works:
• The formula field will display “0” when all the filter criteria is
true. If some of the filter criteria is not true, it will display a
number greater than “1.”
• Only need one filter on List views & reports (Field is Less or
Equal to “0”).
• Benefits:
– Can have numerous filter criteria…
– Can have identical filter criteria on List-views, reports, grids, etc.
15. 4. Monitoring Calls - Morning vs.
Afternoon
The Problem:
• How to monitor sales or customer support
calls volume done in the morning vs. the
afternoon hours. (It’s amazing what can be
discovered!)
Example: Collections or sales reps making daily calls.
16. 4. Monitoring Calls - Morning vs.
Afternoon
Formula Syntax
How it works:
The “TEXT” function converts the date/time field into a text
string, and the “MID” function copies the hour digits.
17. 4. Monitoring Calls - Morning vs.
Afternoon
Dashboard Bar Chart (with bucket field)
18. 5. Auto Populating Lead Costs
The Problem:
• How to automatically populate the cost of
each lead purchased.
Example: Costs of Leads based on multiple Lead sources.
19. 5. Auto Populating Lead Costs
Create Two Fields
1) Formula Field
Name: Lead Price – Formula
Syntax:
CASE(LeadSource,
"Salesgenie",20.00,
"LeadsDirect",30.00,
"HotLeads NY",15.00,
"HotLeads CA",20.00,
"Web Lead",10.00,
null)
2) Regular Text Field
Name: Lead Price
20. 5. Auto Populating Lead Costs
Workflow Rule/Field Update
1) Workflow Rule:
a. Every time a record is created or edited
b. Run this rule if the following Formula Evaluates to True:
ISCHANGED( LeadSource )
2) Immediate Workflow Actions
a. Field Update.
a. (to place the formula field into the regular text field.)
22. 6. Rotating Assignment of
Leads, Cases, or Incoming Email
The Problem:
• How to auto assign ownership of Cases or
Leads to reps on a rotating basis.
Example: To assign incoming leads, cases, or email evenly amongst
your users.
23. 6. Rotating Assignment of
Leads, Cases, or Incoming Email
The Solution!
• Email-to-case
• 2 Custom Fields.
• Case Assignment rules
24. 6. Rotating Assignment of
Leads, Cases, or Incoming Email
Steps 1 & 2
1) Create an “Email-to-Case”
2) Create 2 custom fields on the Case object:
FIELD #1:
Field Label: Case Number (1)
Data Type: Auto Number
Description: ID used for assignment allocation
Display Format: {0}
FIELD #2:
Field Label: Case Number 2
Data Type: Formula
Description: Formula to convert the “Case Number (1)” 1 into a “1” or a “2”
Formula Syntax: MOD( VALUE( Case_Number__c ) ,2)+1
25. 6. Rotating Assignment of
Leads, Cases, or Incoming Email
Step 3
3) Case Assignment Rule:
Case: Case Number 2 EQUALS 1
Case: Case Number 2 EQUALS 2
Case Number (1) MOD (Divided by2) Case Number 2
1 1 2
2 0 1
3 1 2
4 0 1
5 1 2
6 0 1
7 1 2
8 0 1
9 1 2
10 0 1
