Chatter in Communities

Salesforce Communities is add-on feature for Salesforce user to connect directly with their resellers, distributors, and partners. Salesforce Communities generally available on Summer '13 release, early it is called Salesforce Partner Portal, but out of the box Communities have more features.

One of the most important Communities feature (compare to Portal) is availability of Chatter, where Salesforce user can collaborate directly with their Partner user directly via Chatter.

If you just setup Chatter in Communities and found that Communities user cannot see Salesforce internal user in Chatter, this is because security issue related to user sharing. There are few ways to enable this:

1. Sharing Setting
By default Organization-Wide Defaults for User object for Default External Access is Private, this is why partner user will not able to see internal user. If you change this to Public Read Only, this will allow all partner user in any communities to see all internal users.

2. User Sharing Rules
Create new sharing rule for Portal user to have read-only access to internal user. You can determine which portal roles (and subordinates) able to see which internal user or external user, by Role or Public Group

3. Manual Sharing

This process to manually share each users visible to which Partner role. Go to User detail page and click Sharing button, then specify Partner users (by Role or Public Group or All) able to see that particular user. In screenshot below, Steve is the only user shared to Partner using manual sharing.

Note: if you do not see User object Sharing Setting or Sharing button in User detail:

• Make sure you have setup Communities, from: Setup - Customize - Communities - Settings
• Contact Salesforce support to enable it

Reference:

• Setting Up Your Salesforce Community video on YouTube
• User Sharing video on YouTube
• Getting Started With Communities document from Salesforce

Salesforce: Dashboard with four-column table

Table is one of the component type available for dashboard. By default, tables show only two columns of data, but you can modify it up to 4 columns of data.

You can also personalize the table and show users’ Chatter photos as long as the table doesn’t have more than 20 rows.

Here are few items to note in customizing table columns:

1. Make sure the source report is in matrix or summary format 
2. Make sure the source report contains a chart
3. Fields available to use in the table depends on the fields picked in the chart of source report 
4. The chart in source report must contain groupings and at least one summary
5. The first grouping in the report (not in chart) becomes the first column of the table.
6. Use vertical bar chart in the report to make more fields available for the table.
7. Click Customize table in table to add more columns (default only 2)

Sample 1

Sample 2

Limitations:

1. Customized tables will allow null values in the results. The Default two-column tables do not.

2. You can have the following combinations:

     2 grouped fields and 1 number

     2 grouped fields and 2 numbers

     1 grouped field and 2 numbers

     1 grouped field and 3 numbers. (Although we can do one grouping and three summaries, not all the summaries may be added. We cannot set different data type.)

     Not have 3 grouped fields and 1 number

3. Can’t sort by 2nd groupings

Reference:

• Add up to 4 columns to a Dashboard Table
• Custom Four-Column Table

Salesforce: Lead Conversion Validation Rule

We blog on lead field conversion mapping sometimes back this year. In this blog, we would like to discuss how to run Validation Rules on Lead conversion process, this mean to block Lead conversion if not satisfy any rules. Few items to check:

1. Require Validation for Converted Leads
Earlier this option is called as Enforce Validation and Triggers from Lead Convert. Make sure this setting is enabled, otherwise Validation Rule on Lead conversion will be ignored. Go to Setup - Customize - Leads - Settings, enable Require Validation for Converted Leads. If you do not see this option, log a case with Salesforce support to get this option enable for you.

When this checkbox selected, it will check all validation rules in related objects of Lead conversion, including: Lead, Account, Contact and Opportunity (if Do not create a new opportunity upon conversion is not checked).

2. Set Validation Rule in Lead object

Use Case: company would like to stop lead conversion when Title is blank.

Here we go:

• Create a validation rule in Lead using formula IsConverted
• Make sure the rule is Active, many people forget to activate it and spend a lot of times before realize it is not active.

3. Set Validation Rule in target object

Target object here is Account, Contact and Opportunity. 

Use Case: company would like to block Account without website.

Although it is possible to create the rule in Lead, but if the validation rule in Account level, even you skip it in Lead object validation rule, validation rule in Account will take care for this.

Note:
When you have validation rule in both target, example: Account and Lead object with checking IsConverted, Account validation rule will kick-in before Lead validation rule with checking IsConverted field. This make sense because Salesforce will create / update Account before update Lead with IsConverted = True.


Reference:

• Salesforce: Lead Field Conversion Mapping
• Validation Rule Considerations

Salesforce: NO Email Alert action for Task & Event workflow

THIS IS DELIVERED by SPRING '16 release

Normally, in Salesforce workflow, we can add action:

• Create Task
• Send Email Alert
• Field Update
• Send Outbound Message

But, if you realize (until release Summer '14 release) for workflow object Event and Task, there is NO Email Alert option for action.

Here is normal action for workflow:

And this screenshot on Event or Task, notice that "New Email Alert" is not there.

This limitation has aware for quite long time, and someone has posted this in IdeaExchange, you are please to vote from here (currently it have 2670 points for this idea).

Workaround:

1. Create Workflow + New Task action 
This option may not be a nice, it will create another new task just to email user when Workflow on Task or Event triggered. You need to tick Notify Assignee in the task for Workflow.

2. Use AppExchange product - iTools Delegated Tasks Management
This is not a free product - https://appexchange.salesforce.com/listingDetail?listingId=a0N30000001gFJNEA2

3. Write Apex Trigger
Here a sample code for this.

Update Salesforce using JavaScript AJAX Toolkit

For you who are not from developer background, don't be afraid with the title of this blog, this is not about how to write JavaScript blog. But, using a simple script provided with Ajax Toolkit, you can make use of it for your business needs in Salesforce area.

Use Case:
To change Account Type from Prospect to Customer via a button click, and Customer value itself maybe not a picklist in the account type.

Solution:
Create a custom button in Account object. Here we go:

1. Navigate to Setup | Customize | Accounts | Buttons, Links, and Actions
2. Click New Button or Link, select Detail Page Button in Display Type, and in Behavior select Execute JavaScript
3. Paste script below
4. Add custom button created to the Account page layout.
5. Done - simple ?

The script:

 {!REQUIRESCRIPT("/soap/ajax/29.0/connection.js")}  
 var AccObj = new sforce.SObject("Account");  
 AccObj.Id = '{!Account.Id}';  
 AccObj.Type = 'Customer';  
 var result = sforce.connection.update([AccObj]);  
 location.reload(true);  

Further tweak, you also can differentiate Customer record type with Prospect record type, so in the script above, add one line to change Account Record Type with Customer Record Type Id, then assign different Page Layout for Customer.

Salesforce Last Login report using Date Value

Last month we wrote a blog of using LAST_WEEK ; LAST_N_DAYS:n ; N_DAYS_AGO:n for SOQL query, it is simple and very powerful to query Salesforce data dynamically.

The same we can implement for report and view. This blog will discuss using Relative Date Value, such as: Yesterday, Today, Tomorrow, This Week, Last Week, etc (for complete value, refer to this Salesforce documentation) in report and how to choose date value to use. We'll use Last n Months versus Last n Days for sample.

Use Case:
VP of IT would like to understand users not login to Salesforce in last 60 days.

Solution:
Using Salesforce report, we can easily create a report, by selecting Users report type (make sure you have admin privileges).

Add a filter in the report Last Login not equal to LAST 60 DAYS and done. This report will show all users never login + users not login within last 60 days.

If you tweak the filter to Last Login not equal to LAST 2 MONTHS, surprisingly you will get very different result. 

Let us analyze, example today is 26 Dec 2013:

• Using "not equal to LAST 2 MONTHS", will show users never login + users last login = Dec '13, because last 2 months in this scenario is Oct '13 & Nov '13. 
• Using "not equal to Last 60 DAYS", will return users never login + users login before 27 Oct '13.

Make sense? Hope this help.


Reference: Understanding Relative Date Values for Filter Criteria