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ADM – 101
Administration basics for new Salesforce Admins
Sergio ValleShilpa VermaShawna WolvertonAnnie Casais
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 such uncertainties materialize or if any of the assumptions proves incorrect, the results of salesforce.com, inc. could differ materially from the results expressed or implied by the forward-looking statements we make. All statements other than statements of historical fact could be deemed forward-looking, including any projections of subscriber growth, earnings, revenues, or other financial items and any statements regarding strategies or plans of management for future operations, statements of belief, any statements concerning new, planned, or upgraded services or 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 and delivering new functionality for our service, our new business model, our past operating losses, 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 possible mergers and acquisitions, the immature market in which we operate, our relatively limited operating history, our ability to expand, retain, and motivate our employees and manage our growth, new releases of our service and successful customer deployment, our limited history reselling non-salesforce.com products, and utilization and selling to larger enterprise customers. Further information on potential factors that could affect the financial results of salesforce.com, inc. is included in our annual report on Form 10-K for the most recent fiscal year ended January 31, 2010. This documents and others are available on the SEC Filings section of the Investor Information section of our Web site.
Any unreleased services or features referenced in this or other press releases or public statements are not currently available and may not be delivered on time or at all. Customers who purchase our services should make the purchase decisions based upon features that are currently available. Salesforce.com, inc. assumes no obligation and does not intend to update these forward-looking statements.
Sergio Valle
Principal PSAS
salesforce.com
Administration 101
Shilpa VermaGetting Started with
Salesforce
Shawna WolvertonMake it your own!
Annie CasaisMy Personal
Admin Experience
Getting Started with Salesforce
Shilpa Verma
Senior Technical Support Analyst
salesforce.com
Getting started with Salesforce
Mirror your org structure• Responsibilities• Data access
Add Users• Assign Roles &
Profiles
Import Data• Data Loader
Customize• Capture relevant data• Enforce business rules• Improve user productivity
Rollout!
Where do I start?
Business Case: Acme Widgets
JoeSales Operations
• New Salesforce Admin• Using SFA to manage sales• First priority: set up the
security, users and import data• Next step: make it his own to
make sales team successful
Resources• Saleforce.com fundamentals training • Salesforce.com CRM getting started workbook • “Getting Started” topics in online help
1. Setup org wide sharing defaults2. Setup sales reps
1. Create a role2. Create a profile3. Create users
3. Import data4. Customize page layouts
Joe’s task list
Did you know? If an admin needs to test functionality logged in as another user, users can grant login access from Name > My Personal Information> Grant Login Access.
Did you know? Criteria based sharing (coming soon…) will allow you to share records based on many different filter criteria
User data access
Org-wide default
Roles Profiles
Sharing rules,
folders, workspaces
etc.
“How can I control what users see and do in Salesforce?”
Custom profiles available in EE & UE only
Enhanced Profile User InterfaceMaking the Administrator’s User Experience Better Pilot
User Setup
User Setup– Create a new user with a role and profile
– Send password
Did you know? You can mass create or deactivate users using Data Loader.
How can I get the users logged into Salesforce?
Importing data
Import Wizards
Data Loader– Accounts, contacts, leads, opportunities and more….
– Data file in CSV format
– Columns mapping to fields in Salesforce
How can I get my existing data into Salesforce?
Did you know? Salesforce has plugins for both Outlook and Lotus Notes to allow you to sync contacts, attach emails, etc directly from your email client.
Data Loader available in EE & UE only
Page layouts
Display only relevant
information
Facilitate the flow of data
entry by controlling the
placement and positions of
fields, related lists etc
Add efficiency tools with
custom buttons and links
Where can I control what is seen on each page?
Custom buttons and
links
Fields
Related
Lists
Did you know? Search layouts for an object allow you to control which field appear on the tab, search results, lookup dialogs, etc.
Make It Your Own
Shawna Wolverton
Director, Product Management
salesforce.com
Make it Your Own: Your Fields
Did you know? Force.com supports 19 field types, including lookup fields for connecting related records. These lookup fields support dynamically filtered results, which can be defined by the admin or the end user.
“How many accounts are we targeting this month?”
Make it Your Own: Your Alerts
Did you know? Workflow Rules support 4 types of actions: Email Alerts, Tasks, Field Updates and Outbound Messages.
“Why didn’t I know about that big deal last month?”
Workflow and Approvals available in
EE & UE only
Make it Your Own: Your Rules
Did you know? Validation Rules use the Force.com Formula language and include powerful functions including REGEX(), VLOOKUP(), ISNEW(), ISCHANGED() and conditional IF/else logic.
“Why didn’t our pipeline numbers last month include
these 10 deals?
Make It Your Own: Your Connections
Did you know? Did you know? Custom Buttons can be added to Lists as a way to let users take a mass action on a selected set of records. Also, Visualforce pages can be displayed inline on page layouts (e.g., map of Account location).
“Why isn’t it easier to find my customers on LinkedIn?”
Make It Your Own: Your Data
Did you know? Did you know? Rollup Summary Fields can summarize across Child, Parent, and Grandparent records in a Multi-Level Master-Detail relationship.
“Why are Sales Reps spending so much money?
Annie CasaisAssurant Solutions
My Personal Admin Experience
My Background and History
Lucky Miami native and Hurricanes fan
Lead Business Analyst and Salesforce admin
New Homeowner
MBA candidate
The skill set and experience I find most valuable to help
me be effective in my role include:– Knowledge of the business
– Extensive customer support experience
– Management of cross business segment applications
About Assurant Solutions
Assurant Solutions companies develop, underwrite, market and administer specialty insurance, extended service contracts and other risk management solutions through collaborative relationships with leading financial institutions, retailers, automobile dealers, and utilities.
• INDUSTRY: Risk Management• GEOGRAPHY: Global• # USERS: 300+• PRODUCT(S) USED: SFA, Marketing, Content, Ideas, Chatter,
Lotus Notes Connector
Our Original Salesforce Implementation
– Leads• Page Layouts 30+ (demonstrated by Shilpa)
• Custom Fields 100+ (demonstrated by Shawna)
– Accounts• Page Layouts 45+
• Custom Fields 100+
– Opportunities• Page Layouts 40+
• Custom Fields 400+
– Data Quality
– User Effectiveness
Best Practices
Create necessary page layouts
Create necessary custom fields
Use validation rules and automate whenever possible
Use available tools
Training
Best Practices – Page Layouts/Custom Fields
Page Layouts– Display only relevant information
– Facilitate the flow of data entry
– Buttons and Links
Custom Fields– Capture and store important data
Best Practices - Validation Rules/Workflow
Improve Data Quality
Simplifies User Experience
Incorporate Workflow
Email Alerts
Best Practices - Tools
Data Loader– Insert
– Update
– Delete
– Export
Lotus Notes (or Outlook) Connector
Best Practices - Training
Leadership Training
Train the Trainer
End User Training
Our Improved Salesforce Implementation
– Leads
• Page Layouts 1
• Custom Fields 0
– Accounts
• Page Layouts 4
• Custom Fields 5
– Opportunities
• Page Layouts 1
• Custom Fields 7
Before After
Almost no executive promotion
Bad data quality
Low user adoption
No activity usage
Business units involved
Executive promotion 100%
Data Quality > 90%
User Adoption > 90%
Activity usage > 80%
Business Units - 14
Key Takeaways
Keep things simple and plan for maintenance
Focus on data quality
Use tools available to you
Don’t forget the importance of training
Additional Resources Other Dreamforce Sessions
– Tools of the Trade ,
– Hands-On: Have It Your Way: Customize Your Org to Fit Your
Business,
– Let's Get It Started!
Help & Training Portal
Salesforce Learning Center
Salesforce Community
Salesforce Training
Conclusion
Recap
Outstanding Chatter questions will be answered on the
session record Chatter
We appreciate your feedback!
Q&A
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