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Monday, November 20, 2017

Salesforce: Time field (Beta)

This blog is written with Winter '18 release, where time field still in Beta, let us expect many improvements in Spring '18 release. This feature is enabled by default in Sandbox, but you need to request Salesforce if you would like to enable it for production.

This function has been requested in Idea Exchange since 10 years ago, and at this moment it has 5,530 points.

There are 2 types of Time fields in Winter '18 beta:
- as a custom field with Data Type = Time, or
- as a Formula field that returns type = Time

1. Custom field with Data Type = Time
As of now still in Beta, the display in Lightning is not great, but display in Classic is much nicer.


As this is not formula field, users with appropriate permission able to type in the time directly into the page layout.

For this blog, I'll use Classic for testing.
You can enter the time in 24 hours format:
- "18", when you save, this will save as 6:00 PM
- "18:12", when you save, this will save as 6:12 PM
- "7:12", when you save, this will save as 7:12 AM
- "7.32", when you save, this will save as 7:00 AM  --> 18.12 (dot) will be ignored

You also can enter the time in 12 hours format with AM/PM:
- "12 AM", when you save, this will save as 12:00 AM
- "12:30PM", when you save, this will save as 12:30 PM


2. Formula Field return Time
Sample: MINUTE(Approved_Time__c), HOUR(Approved_Time__c)
To calculate hours and minutes between time fields, you cannot just minus or add them directly, Submission_Time__c - Approved_Time__c will return error "Incorrect parameter type for operator '-'".

To display the difference between 2 times, you can use formula field to return the formula as text, example:
IF( (MINUTE(Approved_Time__c) - MINUTE(Submission_Time__c)) >=0,
TEXT((HOUR(Approved_Time__c) - HOUR(Submission_Time__c)))
& ":" &
TEXT((MINUTE(Approved_Time__c) - MINUTE(Submission_Time__c))),
TEXT((HOUR(Approved_Time__c) - HOUR(Submission_Time__c) - 1))
& ":" &
TEXT((MINUTE(Approved_Time__c) - MINUTE(Submission_Time__c) + 60))
)

To read the complete documentation, read this article, and if you have further questions, feel free to join Custom Time Field success community.


Reference:


Saturday, November 18, 2017

Enable Record Type with Permission Set

Back to the basic series - permission set for the record type access.

I had a discussion with a user group member, which is subject matter expert (Salesforce biz owner) in his company. He is using Record Type to differentiate Account Type, where the different type of Account has the different layout. This is a good usage of the record type. But, he also complains his workload because of a special record type that only able create by him as the biz owner, salespeople are not allowed to create this special type of Account, but only able to see.

He would like to give the ability to a sales support user ability to create that special Account type, let's call it "Not-normal" for this blog. But, he also not able to make that sales support user have the same Profile as him.

Solution: use Permission Set
Create a new permission set and assign it to that Sales support.
When you are in the Permission Set, select Object Settings, for the object (in this case is Accounts), you will see Account: Record Type Assignments and enable Not-normal record type.



Then assign the permission set to that sales support user, I'll not discuss how to assign the permission set in this blog, but you just need to click "Manage Assignments" button.






Tuesday, October 3, 2017

Salesforce: Lightning Mass Inline Editing in List View

Many years back, when we are still in Classic, we can enable Mass Inline Editing from the list view, read this blog Inline Editing in Salesforce List View for more info. However, when switching to Lightning, inline editing for list view is not available.

Until Winter '18 release, Salesforce adds this feature in Lightning. I have a use case where the list view works in some object, but not for other objects, example: the checkbox at the left shown in Lead, but not in Opportunity. However, when switching back to Classic, the checkbox appear for Opportunity. For sure, this is not about menu setup issue as it works in Lead objects in Lightning.

Further check, here is the cause, the checkbox at the left for Lightning only appear when A or B scenario below is fulfilled:

A. You can inline edit the list
1. If you have record type configured, the list view should filter with only one record type, and
2. There are fields in the list view which is editable, such as: not created date, created by, etc, and
3. No "OR" filter logic in the list view.

B. Mass action button
You have mass action button added to the list view tab, such as "Add to Campaign" button.
But, keep in mind around, if your custom mass actions buttons are Javascript, they'll show up and work in Classic but will not be visible in Lightning, as there is no mass action for the list view, the checkbox will not appeared too.




Notes: mass inline edit in Lightning is auto enabled since Winter '18 release, and it does NOT need to enable Enable Inline Editing and Enable Enhanced Lists from User Interface setup menu.


ReferenceEdit More Records at Once with Mass Inline Editing



Wednesday, September 27, 2017

Salesforce: Files Visibility and Actions

We shared about Files Sync in the previous blog, where we can have two-ways sync from Salesforce with desktop computers, also ability to "create" folder structure from desktop computers which will be synchronized to Salesforce.

Next question, once I have my file in Salesforce, who can see my Files? Only me? Or someone else in the company will able to see my files?.

Your files in Salesforce can be private to you, privately shared, or visible to your entire company.
Sharing SettingDefinitionWhen Does a File Have This Setting?
Private PrivateThe file is private. It hasn't been shared with anyone else besides the owner. The file owner and users with “Modify All Data” permission can find and view this file. However, if the file is in a private library, only the file owner has access to it.A file is private when you:
  • Upload it in Files home
  • Publish it to your private library
  • Sync a file in your Salesforce Files Sync folder
  • Stop sharing it with everyone (Make Private)
  • Delete posts that include the file and the file isn't shared anywhere else
Privately Shared Privately SharedThe file has only been shared with specific people, groups, or via link. It's not available to all users in your company. Only the file owner, users with “Modify All Data” or “View all Data” permission, and specific file viewers can find and view this file.A file is privately shared when it's:
  • Only shared with specific people or a private group
  • Posted to a private group
  • Shared via link
  • Posted to a feed on a record
  • Published to a shared library
Company-wide Your CompanyAll users in your company can find and view this file.A file is shared with your company when it's posted to a feed that all users can see, a profile, a record, or a public group.

When a file sharing is private, only the file owner (the one who upload the file) and users with Modify All Data permission (this includes your System Administrators) will able to see the file, but not for users with View All Data permission. However, for Privately Shared files, users with "View all Data" permission will be able to see it.

Here actions user can do with the file by file owner, collaborator and viewer:
ActionFile OwnerFile CollaboratorFile Viewer
View or PreviewYesYesYes
DownloadYesYesYes
ShareYesYesYes
Attach a File to a PostYesYesYes
Sync a FileYesYesYes
Upload New VersionYesYes
Edit DetailsYesYes
Change PermissionYesYes
Make a File PrivateYes
Restrict AccessYes
DeleteYes


Make file Private
When you have a file has been shared with many people or groups, you can "restore" it back as private by clicking "Make Private" link from Sharing Settings (unfortunately until Summer '17 release, this only available in Classic, and not in Lightning)



Prevent others from sharing and unsharing
You have files shared to other user or group, Salesforce offers a function not to allow other users to share it. There is a box in file sharing setting called "Prevent others from sharing and unsharing", tick this box to enable it.



Let's see from user experience when accessing the files shared with them, the first one is the default where they are allowed to share with other users, and the second screenshot when the file owner enable the option not allowed to share:

this is normal file shared to another user (2nd file)

when the owner makes the file not shareable (1st file)


File Privacy on Records
Before Winter '18 release, all files on records in Lightning Experience were visible to everyone with access to the record. Winter '18 release introduces "File Privacy on Records" option, when the option selected is "Private on Records" in Lightning Experience and communities, the file will be not visible to all user able to access the record, it will be behavior as Private sharing file.

Only file owners and administrators have the power to change the value of File Privacy on Records.
A file marked as private in Lightning Experience is also private in Salesforce Classic. Admin needs to add File Privacy on Records field into Content Version object page layout in the Setup menu.



Reference:


Tuesday, September 26, 2017

Salesforce: Files Sync

Salesforce Files Sync lets you store your documents in the cloud and access them from any device: your computer, laptop, phone or iPad. You'll never again have to wonder where you left the current version - anywhere you access the file it will be up to date!

Files Sync is a desktop agent to sync files and folders from your computer with Salesforce Files. This is pretty similar to other providers such as Dropbox, Microsoft OneDrive, Box, and etc, where you can sync files and access it from anywhere, any devices, but also from Salesforce.

Here are few benefits using Files Sync:
- The files are stored in Salesforce platform
- The files are accessible from Salesforce1 mobile, and computers with sync agent installed
- No additional cost, it comes along with your Salesforce license
- 10 GB storage for each user
- Create folder and subfolders from desktop (computer)
- You can choose files in Salesforce to be synced, so not all Files will be synced by default.

I have a unique case, this company is blocking file hosting service, including their sync agent software, such as Dropbox, OneDrive and etc. However, Salesforce is a legitimate application used by the company, so Files Sync is the only one will work for syncing files.


Here are few steps to configure Files Sync:

1. Enable Files Sync
From Setup | Feature Settings | Salesforce Files | General Settings, select Enable Files Sync.


Once this enabled, you should see Sync Files permission under Profile or Permission Set.


2. Grant Users Access
The Sync Files permission need to assign to users, this can be done through Profile or Permission Set.


3. Install Salesforce Files Sync
The user needs to install Files Sync agent to their computer. Download the installer from personal settings, enter Files Sync in the Quick Find box, then select Salesforce Files Sync. Available for both Windows and Mac OS X.


Follow the installation instructions for your operating system, then log in with your Salesforce credentials.


4. File Upload and Download Security (Optional)
From Setup, enter File Upload and Download Security in the Quick Find box, then select File Upload and Download Security.

This is to control how various file types are handled during upload and download. Select Don't allow HTML uploads as attachments or document records" to prevent users from uploading files that can pose a security risk.



Notes:
1. When the user has Sync Files permission enabled and desktop agent installed and log in, she or he will see additional column Sync in Classic, this is not available yet in Lightning (Summer '17 release).

before

after


2. Additional "Synced" menu is added to the menu under Files tab.



3. The user can sync file from Salesforce by clicking sync icon next to the file, this is not available yet in Lightning (Summer '17 release).



4. When sync agent in the desktop is working properly, the icon in taskbar should be the blue-white cloud with checked. If it is in blue-black cloud, something is wrong, either the user does not have permission for Files Sync, or the Org. has not been enabled for Files Sync. Right-click the icon and select "Sync Status..." for more information.

working properly 

something wrong


5. When you overwrite the file in a computer which syncs to Salesforce, the file version history is maintained by Salesforce, you can retrieve the older versions from Content details page.



Reference:


Sunday, September 10, 2017

Salesforce: Mass Upload Products

Almost two years ago, we wrote a blog related to Product in Salesforce, continue with another blog to assign Product to Price Book, and on adding Product to Opportunity.

In this blog, we will share about step by step to add Product to existing Price Book.

1. Add New Product 
From Lightning, select Products tab. If you do not see Product tab, use following URL and parameters: one/one.app?source=aloha#/sObject/Product2/list?filterName=Recent
Enter all information for product and make sure Active is ticked.



2. Add Product to Standard Price Book
  • Open the product created. 
  • Click Related tab.
  • Looks for Price Book, then click "Add Standard Price" button. By default, Standard Price Book is selected. In many cases, we do not use Standard Price Book, so you may just select other price books at this window, but you will get error message No standard price defined for this product, this is because we need to have the standard price for the product, even we do not use it.
  • Select Standard Price Book, if you have multi-currency enabled, make sure to select correct Currency, also make sure Active is ticked.
  • Click Save button.


3. Add Product to real Price Book
  • From the screenshot in step 2, once Standard Price Book is added, you will see 'Add to Price Book' button. 
  • Select the Price Book and Currency.
  • If you need to add into multiple currencies, you need to repeat step 2 above multiple times.
  • Enter the List Price of the Product for that Price Book.
  • Click Save button.


Mass Upload Products
If you need to load many products, manual steps as above are not efficient. The solution is the use Data Loader to mass load the products and assigned to the relevant price book. 

The step using Data Loader are similars with manual steps as above:
1. Load products to Product2 object.
2. Assign product to Standard Price Book, get Standard PriceBookId for PricebookEntry object.
3. Assign product to real Price Book, get the real PriceBookId for PricebookEntry object.



Reference: