it’s all about your mission
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It’s all about your mission. www.cloud4good.com. Francis Scudellari Trish Perkins Cloud Consultants [email protected] [email protected]. Validation & Workflow in Salesforce. Cloud for Good. - PowerPoint PPT PresentationTRANSCRIPT
It’s all about your mission.www.cloud4good.com
Francis ScudellariTrish PerkinsCloud [email protected]@cloud4good.com
Validation&
Workflow in Salesforce
Working with organizations to create and implement strategic solutions based on cloud technology.
Salesforce.com Google Apps
It’s all about Your mission.
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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
mission.www.cloud4good.c
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
It’s all about Your mission.www.cloud4good.com
Thanks for coming!Francis Scudellari
[email protected] Perkins