In a recent webinar with Salesforce MVP, Jarrod Kingston of Appirio and Michael Farrington of RingLead, we had a busy Q&A session discussing tips, tricks, challenges and hacks that many Salesforce admins wonder about every day.
Here’s a look at some of the big questions and the answers from our experts.
Is there a way to build a next button on the Activity page for Salesforce users who want to quickly read through Activities on an Account?
Michael Farrington: An out of the box solution would be a console, either the console tab, or the new Sales Cloud console or support console. You could keep one tab open in a window, such as a report, and have one of our URL hacks to house everything that you need from a particular Account, for example, all within one click.
Is there a way to make sure that your contacts are not seen by anyone else in your Salesforce org but you? Not even by an admin?
Michael Farrington: An admin can see everything, so the answer is no. If you create a contact that doesn’t have an account, there is a lot more privacy there. There’s actually a little warning when you’re creating contacts. So every time you create a contact in a standard Salesforce page, it says, “contact not associated with accounts are private. It cannot be viewed by other users or included in reports.” In a way, they’re private from you, because you can’t even report on them, but they’re private to others as well. However, system admins can see them.
Is it possible to have a master record value influence the pick list on a child?
Michael Farrington: You can do it by controlling what record type gets created or what record type it is. It would depend on the requirements on what you might be able to do, update, etc. If it hasn’t been created yet, it’s probably easier to enforce rules on what record type you can create depending on the master, but after it’s created, it’s tough to change the record type.
If you set up a workflow or use process builder on an Activity, how can you get to the fields on the What Object to leverage the workflow?
Michael Farrington: When you’re setting up the workflow and have either the criteria, or formulas, you can’t access the actual record of the What or the Who, which is related to the name. That’s because they’re special fields. Any of these fields that are polymorphic could hold an ID for multiple objects. For example, when you have a lookup field, it’s always just that one object that you chose when you set it up, but these can point to multiple types of opportunities or accounts. If you really need that kind of information on the What or the Who, in your workflow, the best thing to do is set up a lookup field on an activity object for Accounts and Opportunities. There would have to be one field for each object and then you have just a little bit of code that says anytime an activity is saved, or if there’s a new Opportunity, or it’s related to an Opportunity, then populate the Opportunity lookup field that you created. It’s very easy and it shouldn’t cost that much to have that code developed. Then you can go and run workflows on whatever is populated in that lookup field.
Is there a way to transfer all contacts within an account when an account is transferred to a new owner?
Jarrod Kingston: By default, whenever you transfer the ownership of an account, it will transfer any contacts owned by that same owner to the new account owner.
Michael Farrington: If you go into Setup, and under Data Management, you’ll see Mass Transfer Records. There’s a list of different objects there, and if you click Mass Transfer Accounts, you’ll see some bold points at the top that are always true. Below that, there are options to transfer open Opportunities, closed Opportunities, etc., and you can look up the old owner and the new owner and go from there.
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