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Francis ScudellariTrish PerkinsCloud Consultantsfrancis@cloud4good.comtrish@cloud4good.com

Validation&

Workflow in Salesforce

Working with organizations to create and implement strategic solutions based on cloud technology.

Salesforce.com Google Apps

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Cloud for Good

Francis

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• Certified Salesforce Administrator

• Implementing Salesforce for nonprofits since 2009

• Providing technology-based solutions to nonprofits for over 12 years

Trish

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• Certified Salesforce Administrator

• Worked with nonprofits since 2005

• Ran the IT departments at three nonprofits before joining Cloud for Good.

Agenda

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Topics

Introduction to Validation Rules

How-to

Real World Examples

Introduction to Workflow

Step-by-Step

Finding Additional Help and Q&A

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Section 1: Introduction To

Validation Rules

Topics:

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• What’s a Validation Rule? • Why add a Validation Rule? • How to find them• Tips on using them• Examples of useful rules in everyday

Salesforce life

Section 1: Validation Rules

What’s a Validation Rule?

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“Validation rules verify that the data a user enters in a record meets the standards you specify before the user can save the record.”

--Salesforce Help File

Section 1: Validation Rules

Why?

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• Ensure data integrity• Another way to require a field…or a way to

conditionally require a field• Only allow certain users to change a field• Prevent records from a related list from being

added or deleted

Section 1: Validation Rules

How to find them:

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Section 1: Validation Rules

How to find them:

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Section 1: Validation Rules

Where? Standard Object

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Section 1: Validation Rules

Where? Step Two

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Section 1: Validation Rules

Where? Custom Objects

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Section 1: Validation Rules

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Custom Objects Step Two Section 1: Validation Rules

Custom Objects Step Three

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Section 1: Validation Rules

Zip Code Example

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Section 1: Validation Rules

Zip Code - 2

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Section 1: Validation Rules

Tips on using them:

• Executed when a record is saved.• Make them either TRUE or FALSE• TRUE = an error message appears• Use formula functions + REGEX & VLOOKUP• Cross-object validation goes from parent to

child, master to detail.

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Section 1: Validation Rules

Tell users exactly what they did wrong • Wrong: “You entered a wrong value.” • Wrong: “Oops, try again.” • Right: “That field is required.” • Right: Zip Codes need to be in this format:

99999 or 99999-9999

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Section 1: Validation Rules

Examples from Real Life

• Making sure that dates are entered correctly

Begin_Date__c > End_Date__c"End Date cannot be before Begin Date.“

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Section 1: Validation Rules

Examples from Real Life

• Making sure the year is right

YEAR( My_Date__c ) <> YEAR ( TODAY() )"Date must be in the current year.“

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Section 1: Validation Rules

Examples from Real Life

• Making sure the percentage is right

OR ( Mix_Pct__c > 1.0, Mix_Pct__c < 0.0 )"Mix Pct must be between 0 and 100%."

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Section 1: Validation Rules

Examples from Real Life• Getting the zip code format rightAND(OR(BillingCountry = "USA", BillingCountry = "US"),NOT(REGEX(BillingPostalCode, "\\d{5}(-\\d{4})?")))"Zip code must be in 99999 or 99999-9999 format.“

• Or the social security numberNOT(REGEX(SSN__c , "\\d{3}-\\d{2}-[0-9]{4}"))"SSN must be in 999-99-9999 format"

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Section 1: Validation Rules

Examples from Real Life• Those pesky two-letter state codes!

AND (OR(BillingCountry = "US", BillingCountry="USA", ISBLANK(BillingCountry)),OR(LEN(BillingState) < 2,NOT(CONTAINS("AL:AK:AZ:AR:CA:CO:CT:DE:DC:FL:GA:HI:ID:" &"IL:IN:IA:KS:KY:LA:ME:MD:MA:MI:MN:MS:MO:MT:NE:NV:NH:" &"NJ:NM:NY:NC:ND:OH:OK:OR:PA:RI:SC:SD:TN:TX:UT:VT:VA:" &"WA:WV:WI:WY", BillingState))))

"A valid two-letter state code is required."It’s all about Your

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om

Section 1: Validation Rules

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Section 2: Workflow

Topics:

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• What is Workflow? • Why add Workflow? • Think it through first• How to create workflow – Step by step

through the process

Section 2: Workflow

What is Workflow?

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Workflow is a way to automate your business processes.

While validation keeps your data clean, workflow takes the tedium out of repetitive tasks.

Section 2: Workflow

Why add workflow?

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• Assign tasks – to yourself or your co-workers

• Send emails automatically

• Update fields automatically

Section 2: Workflow

Thinking it through…

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What are the conditions that will trigger your workflow? – A record is created– A field is edited– Etc.

How do you want the rule to handle the change?

Section 2: Workflow

Step-by-Step: Find Workflow

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Section 2: Workflow

Step-by-Step: New Rule

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Section 2: Workflow

Step-by-Step: Choose Object

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Section 2: Workflow

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Section 2: WorkflowStep-by-Step:Name, Describe, Evaluation criteria

Step-by-Step: Rule Criteria

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Section 2: Workflow

Step-by-Step:Using a Formula Instead

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Section 2: Workflow

Step-by-Step: Add Actions

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Section 2: Workflow

Step-by-Step: New Task

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Section 2: Workflow

Step-by-Step: New Email Alert

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Section 2: Workflow

Step-by-Step: Find Email Templates

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Section 2: Workflow

Step-by-Step: Email Alert-2

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Section 2: Workflow

Step-by-Step: Field Update

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Section 2: Workflow

Step-by-Step: Show Formula

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Section 2: Workflow

Step-by-Step: Formulas - 1

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Section 2: Workflow

Step-by-Step: Formulas -2

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Section 2: Workflow

Step-by-Step: Outbound Message

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Section 2: Workflow

Step-by-Step: Add Time-Dependent Actions

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Section 2: Workflow

Step-by-Step: Time Trigger

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Section 2: Workflow

Step-by-Step:Time Trigger - 2

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Section 2: Workflow

Time Dependent Workflow Considerations:

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• You cannot attach time-triggers to an active Workflow Rule.

• You cannot attach time-dependent actions to a workflow rule that uses “Every time a record is created or edited” as the evaluation criteria.

• System Administrators can monitor all pending workflow actions in Setup.

Section 2: Workflow

Time Dependent Workflow Considerations:

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• Pending actions remain in the queue only as long as the rule criteria that triggered the action still evaluate to True.

• If you edit the date used as the time trigger for a pending action, the time trigger will be re-evaluated.

• Leads with pending workflow actions cannot be converted.

Section 2: Workflow

Step-by-Step: Finished!

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Section 2: Workflow

Step-by-Step: Don’t Forget to Activate

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Section 2: Workflow

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Section 3: Finding More Help

Finding More Help

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• Every Page contains help references• Help and Training links categorize topics according to what

you’re looking for and suggest options• Check out Cloud for Good’s Salesforce Resources Page:

http://cloud4good.com/online-resources/salesforce-resource/• Examples of Advanced Formula fields: https://na10.salesforce.com/help/doc/en/useful_advanced_formulas.htm

• Join the Community: – Nonprofit Salesforce Practitioners Google Group– NPSP Users Google Group– Salesforce.com Answers

Section 3: Finding More Help

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Questions?

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Thanks for coming!Francis Scudellari

francis@cloud4good.comTrish Perkins

trish@cloud4good.com