Dreamforce 2011 Presentation: Top10 Salesforce.com Admin Tools

1. 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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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. 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. 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. Problem: Too many reports
Imagine if you could actually mass delete reports.
Wouldn’t that be nice?

7. Solution: Force.com IDE
The IDE is not for just for geeks!
Well, you CAN mass delete reports!
It’s free
You have better things to do with your time

8. Summary: force.com IDE
Why Use? Where Can I Get It?
• Save time by mass • Article on how to install
deleting reports 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.

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. Solution: Draggin’ Role
Customize the user fields you want to see
Drag and drop users between roles

11. Summary: Draggin’ Role
Why 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. 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. Solution: DemandTools from CRMfusion
Extremely powerful and easy tool to use
Come with a VERY intuitive point and click interface
Save 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. Summary: DemandTools
Why 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.com
Salesforce without Demand Tools is like
a world without music. Phyllis Lynch
Director, Sales Operations
INTRALINKS

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. 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. 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. Solution: Apex Data Loader

19. Solution: Force.com Excel Connector
Powerful database Build queries using a wizard-based interface
query options
right from Excel
workbook
Filters to update
specific records
Conditional Formatting
for deduplication

20. Summary: Force.com Connector
Why Use? Where Can I Get It?
 Manage data updates,  Available for download at
extractions within the http://code.google.com/p/
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. 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. 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. 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. 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. 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. Summary: AppExchange Dashboard Pack
Why 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. Michael Petruccelli
Sr. Customer Success Manager

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. 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. 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

31. Summary: DupeCatcher
Why 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. 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. 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. Summary: Conga Composer
Why 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. 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. 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. 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. 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

39. 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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