Friday, April 24, 2015

Salesforce: Change Forecast Type and the Effects

This blog is based on Collaborative Forecast in Salesforce.

There are 5 Forecast Category in Opportunity, where you cannot add or remove the category, but you can re-label the values. Out of the box, here is the Forecast Type and Status Category:
Forecast Type Status Category
  • Omitted -> Omitted
  • Pipeline -> Pipeline
  • Best Case -> Best Case
  • Commit -> Commit
  • Closed -> Closed

You can change Forecast Type label to:
  • Omitted -> Omitted
  • Pipeline -> Pipeline
  • ABC -> Best Case
  • XYZ -> Commit
  • Won -> Closed

Notice that Status Category cannot be modified, even you change the Forecast Type from Best Case to ABC, the category still ‘Best Case’ at the back end, same for XYZ.

There are 3 values for Opportunity Stage Type, it is also not modify-able or add new values:
  • Open             -> available status category: Omitted, Pipeline, Best Case, Commit
  • Closed/Won    -> available status category: Omitted, Closed
  • Closed/Lost     -> available status category: Omitted
Above mapping is not customize-able, vote here!

Relation with Forecast, forecast will always show 4 forecast type (as above values, except Omitted)

Relation with report, report with report type = Opportunity will have additional filters:
  • Opportunity Status = Any, Open, Closed, Closed Won (this is not modified able vote here)
  • Probability

If we have correct mapping of Stage Name versus Type, it will not cause any issues for Opportunity Status report option.

When adding ‘Forecast Category’ as report filter, we will have option: Omitted, Pipeline, ABC, XYZ, Won – so if we use Pipeline, this should be filter only to Open opportunities if we have correct mapping of Stage Name versus Forecast Category.

Thursday, April 23, 2015

Report in Salesforce mobile app

Since Spring '15 release, with Salesforce1 app version 7.1 and above, you can access Reports from Salesforce1 mobile app, in earlier version, you only have option to drill-down to report from dashboard.

From app version 7.1, you can access your most recently viewed reports right from the Salesforce1 navigation menu. You also still can access other reports by drill down from a dashboard.

If you do not see Reports menu, as system admin, you can configure it from SetupMobile Administration | Mobile Navigation.

All reports are shown in tabular format, with groupings added as columns to the end of the report. For example, on a summary report grouped by Industry and Type, those fields appear as the last two columns of the report. Reports with the joined format are not shown.

The Smart Search Items will show all objects to Salesforce1 app. This item also adds a set of recently-searched objects to the Recent section and adds "Show More", so users can access all the objects they have permission to use and that are supported in Salesforce1. If you don’t include this item in the navigation menu, users can’t access any objects in Salesforce1. 

Anything you put below the Smart Search Items element will appear in the APPS section of the navigation menu.


Monday, April 20, 2015

Salesforce: Manager and Delegated Approver report

In Salesforce user detail, there are 2 fields link to other user and both are optional:

1. Manager
Manager is who a user report to, it is optional and not available in standard user report. Vote the idea here.

But, you can create Custom Report Type to show Manager in a report. Step to create custom report type:
1. Go to Setup | Create | Report Types 
2. Click New Custom Report Type button
3. Select Primary Object = Users
4. Enter Label and Description
5. Store in Category = Administrative Report
6. Deployment Status = In Development or Deployed
7. Click Next and Save button

Now create report using above report type created, you should see Manager field available to use.

2. Delegated Approver 
You can't assign a group or queue as a delegated approver. When an approval request email is sent to the assigned approver, the delegated approver also receives an email notification that there is an approval request to review. Delegated approvers can't reassign approval requests; they can only approve or reject approval requests.

But, using above custom report type created, Deletegated Approval is not available. On the other way, Manager is available on Standard User report type.

If you would like to get both fields in a report, you need to use Joined report.
The solution will be to create a joined report containing both the standard report type and the custom report type on the user table. The report can be grouped by User Full name and have both the Delegated Approver and The Manager Approver in the same report.

Also you can now Export the report (by using the Print Report button) and joined report can now be displayed on Dashboard as well.

Reference: How can I Report on delegated approved and manager field for the user object in one report?

Salesforce: Manager Groups

In Spring '15 release, Salesforce introduce Manager Group sharing. This is very useful and utilize Manager field in the user detail, not by role hierarchy.

As admin, you can enable Manager Groups from Setup | Security Controls | Sharing Settings, look for Organization-Wide Defaults and click Edit button, scroll down to Other Settings and select Manager Groups and then click Save.

When Manager Groups sharing setting is enabled, user can manually share a record to Manager Group and Manager Subordinates Group by click Sharing button from any page layout, additional option Manager Groups and Manager Subordinates Groups will be available on top of current option.

How this sharing setting work? Let's use following role hierarchy for samples below:

1. Manager Group
Sharing includes a user’s direct and indirect managers, not the user himself.

Sample 1: a record owned by Andy, sharing the record to Managers Group: Peter will include: Steven and Jacky.

Sample 2: a record owned by Andy, sharing the record to Managers Group: Robert will include: Peter, Steven and Jacky, but not include Robert.

2. Manager Subordinates Group
Sharing includes includes a user and the user’s direct and indirect reports.

Sample 3: a record owned by Andy, sharing the record to Managers Subordinates Group: Peter will include: Peter, Andy, Robert, Danny, George and David.

Sample 4: a record owned by Andy, sharing the record to Managers Subordinates Group: Robert will include: Robert, Danny, George and David.

Reference: Sharing Records with Manager Groups

Tuesday, April 14, 2015

Salesforce: Library Subscriptions

In previous blog, we discussed how easy to subscribe contents we are interested in. We can subscribe content: Library, Content Pack, File, Author, and Tag.

In user detail, we can set to get the notification immediately after content change, or just once a day as daily digest.

But, over the time, we may subscribe to too many content and you would like to unsubscribe some of them since it no longer relevant.

To easily see all Contents you subscribe to, just click Subscriptions tab, if you do not see this tab, click + tab to show all tabs available for you and look for Subscriptions, if you still do not see it there, consult your Salesforce system administrator.

In this tab, it will list all Contents you subscribe to:
  • Content - show all File and Content Pack you subscribed
  • Tags - show all Tags you subscribed
  • Authors - show all Authors you subscribed
  • Libraries - show all Libraries you subscribed

In this page, you also able to unsubscribe the content subscribed by click the orange icon before Content title.

Reference: Salesforce Subscribe Library

Monday, April 13, 2015

Salesforce: Subscribe Library

Library is a great feature in to publish and share official corporate files with co-workers. You can upload any type of files for up to size of 2 GB for each file. To access library, simple click Libraries tab, if you not see it, click + tab at the most of the tabs.

To access Library, user need to have Salesforce CRM Content User enabled, for system administrator to enable this permission, go to user personal detail. User without this permission will get error message when they click Libraries tab - "Insufficient Privileges
You are not a licensed Salesforce CRM Content user. You do not have the level of access necessary to perform the operation you requested. Please contact the owner of the record or your administrator if access is necessary."

Tips: if you are system admin and would like to enable this to ALL of your users, go to Setup | CustomizeSalesforce Files | SettingsSalesforce CRM Content, make sure Enable Salesforce CRM Content is ticked to enable Library feature, and tick Autoassign feature licenses to existing and new users to enable all existing and new user created auto enable with Content Library permission.

Only user with Create Libraries or Manage Salesforce CRM Content permission defined in the Profile or Permission Set able to create new library. When this permission enabled for particular user, user will see New button in My Libraries section.

Subscribe Content
If you are not aware, you can subscribe Content in Library, you will get email notification with the content you subscribe to:
  • If you subscribe to a file, you are notified when a viewer adds comments to the file or when a new version of the file is published. If you subscribe to a Web link or Google doc, you are notified when comments are added but not when the link is changed or the doc is edited.
  • If you subscribe to a content pack, you are notified when a new version of the pack is published. Unless you are subscribed to the individual files within a content pack, you are not notified when new versions of the files are published.
  • If you subscribe to a tag, you are notified of any newly published content that is associated to the subscribed tag. To be notified that new versions of the tagged content are available, subscribe to the content.
  • If you subscribe to an author, you are notified when the author publishes new content. To be notified that new versions of an author's content are available, subscribe to the content.
  • If you subscribe to a library, you are notified when new content is added to the library, including existing content that has been newly linked to your subscribed library. To be notified that new versions of the library content are available, subscribe to the content.

If you see Subscribe icon in orange, that mean you have subscribe to that content, if the icon grey, click it to subscribe. Sample of screenshot for Library subscribed and not subscribed.

Not receive Notification email
If you have subscribe to a content, but do not receive any email. Check following, go to your user detail: Click your name | My Settings | PersonalAdvanced User Details
Make sure Receive Salesforce CRM Content Email Alerts is tick. Also check if you have Receive Salesforce CRM Content Alerts as Daily Digest ticked, if yes, you will just receive email once a day, so do not expect to get an email immediately when someone upload a file to the library you subscribe to.

Mass update CRM Content Alerts
As a system administrator, you can mass update above fields using Data Loader in User object:

When false, a user with Salesforce CRM Content subscriptions will receive a once daily email summary if activity occurs on his or her subscribed content, libraries, tags, or authors. To receive email, the UserPreferencesContentNoEmail field must also be false. The default value is false. This field is for label "Receive Salesforce CRM Content Alerts as Daily Digest"

When false, a user with Salesforce CRM Content subscriptions will receive email notifications if activity occurs on his or her subscribed content, libraries, tags, or authors. To receive real-time email alerts, set this field to false and set the UserPreferencesContentEmailAsAndWhen field to true. The default value is false. This field is for label "Receive Salesforce CRM Content Email Alerts"

Indicates whether the user is allocated one Salesforce CRM Content User License (true) or not (false). Label is Salesforce CRM Content User. The Salesforce CRM Content User license grants the user access to the Salesforce CRM Content application. This field is for label "Salesforce CRM Content User", do not need to worry this one if you have enable "Autoassign feature licenses to existing and new users" explained above.

Sample Email Notification
Daily digest is on - user will receive email notification for all Contents subscribed once a day.

Daily digest is off  - user receive email notification for every changes on the Content subscribed.


Page-level ad