The document summarizes optimization strategies for a customer relationship management (CRM) system in the second year of use. It discusses using early wins to gain buy-in during implementation, then focusing on customization, change management tools, workflows, and field types for optimization. Specific examples include customizing application snapshots, using Microsoft Teams and document storage for training, and creating formula fields to track application statuses and year-over-year comparisons. The presentation emphasizes documentation, user communities, and consistency in naming conventions.

1. #TargetXSummit
Second Year:
From Implementation to Optimization
Carla Flynn: CRM Coordinator
Kim Laing: Banner ERP Specialist
SOUTHERN CONNECTICUT STATE UNIVERSITY

2. #TargetXSummit
Second Year:
From Implementation to Optimization
Carla Flynn: CRM Coordinator
Kim Laing: Banner ERP Specialist
SOUTHERN CONNECTICUT STATE UNIVERSITY

3. Sound familiar?

4. Year 1+: Implementation
• Get buy in with early wins
• Introduce aspects as soon as you can
- Schools App
- Event module
- Email campaigns
• Trainings and Documentation
- Meet your staff where they are

5. Year 1 Year 2

6. Year 2+: Optimization
• Customization for Application Reviews
• Change Management Tools
• Workflows
• Field Type
• Formula Field
• Naming Conventions

7. Freshmen Application Review
• Customized the snapshot- only includes vital info
• More details can always be found in Application PDF
• Cleaned up sidebar navigation
• Custom Questions

15. #TargetXSummit

16. Change Management Tools
• Microsoft Teams
• OneDrive for training documents
• User Community

17. Workflows: Is there another way?
● Problem:
Error: System.Limit.Exception: Too many SOQL queries
Too many triggered by ‘Application Submit’?

18. Workflows: Is there another way? Solution
● Hidden Field on the Application

19. Workflows: Is there another way? Solution
● Let the Applicant Enter It.

20. Workflows: Is there another way? Solution
● Use a Formula Field

21. Using Field Type to Your Advantage
● Goal: Application Status to update to ‘Complete’ Automatically.
● Solution: Roll-Up Summary Fields
● Checklist Items to Application (Count)
A. How many checklist items total
B. How many checklist items are complete
C. Formula Field: A-B
Workflow: When A - B= 0, update Status to Complete.

22. Using Field Type to Your Advantage
Anyone Using a Roll-Up Summary Field for Something
“Really Cool”?

23. Using Field Type to Your Advantage
Roll-up Summary from
Test Object to Contact
using 'Max'
For Super SAT Scores

24. Using Field Type to Your Advantage
Formula Fields are Your Friend
● Picklist Value to a Text Value; TEXT(TargetX_SRMb_Program__c)
● Field Reference to a Parent Object; Application to App Review
TEXT ( TargetX_Reader__Application__r.TargetX_SRMb__Student_Type__c )
● 15 Digit Saleforce ID to 18 Digit: CASESAFEID(Id)

25. Using Field Type to Your Advantage
Anyone Have a Rockin’ Formula Field?

26. Formula Field: ‘This time last year comparison’
How many completed apps do we have Today, compared to this time last year?
IF((Today()-DATE(
IF(Today()< DATE(YEAR(TODAY()),01,01),
YEAR(TODAY())-1,
YEAR(TODAY())),01,01))>=( Application_Complete_Date__c-
DATE((IF( Application_Complete_Date__c < DATE(YEAR(
Application_Complete_Date__c ) ,01,01),
YEAR( Application_Complete_Date__c )-1,
YEAR( Application_Complete_Date__c ))),01,01)),1,0)

27. Formula Field: ‘This time last year comparison’

28. Naming Conventions
Application Completed Date
Application Decision Date
Application Withdrawn Date
As you add custom fields – think consistency.
Completed Date
Date of Decision
Withdrawn App Date

29. Use Documentation and Community
Salesforce: https://help.salesforce.com/home
TargetX User Community: https://targetxcrm.force.com/usercommunity

30. Thank You
Carla Flynn: CRM Coordinator
flynnc15@southernct.edu
Kim Laing: Banner ERP Specialist
laingk1@southernct.edu