Salesforce Sharing Button

Manual sharing record in Salesforce is easy, user just click Sharing button to share a record to Public Groups, Roles, Roles and Subordinates and Users, only when 'Organization-Wide Defaults' sharing is set to Private or Public Read Only for the object.

By clicking Sharing button, you’ll see who can access that record and why (sharing rule, group, role hierarchy, manual share etc). The Sharing button allows users to extend the sharing of a record. However, Sharing button only displays when appropriate.

Sharing button will be available when your sharing setting is either Private or Public Read Only for an object or related object. For example, Sharing button may appear on Account even though sharing model for Account is Public Read/Write, if your sharing setting for Opportunity is Private or Public Read Only.

Sharing button may not visible for particular user, while other user able to see that button in the same page layout. Some may think, user not able to see the button because do not have permission in the profile assigned, that is not correct.

If user is none of below criteria, user will not see the button, although user able to access the record. Sharing button will be shown if user in following criteria:

• Administrator
• Record owner
• User in a role hierarchy above the record owner, and
• User that has been granted with “Full Access” sharing

As you see, users with Read/Write permission is not in the list above, therefore they will not see the Sharing button.

But if user is one of above, but do not see the button, check this:

• Object is child record in master-detail relationship, see sharing setting = Controlled By Parent
• Sharing button is not added into Page Layout

Lastly, you cannot manually share a contact which not linked to an account.


Reference: Why can’t I see the Sharing button on a record?

Modify Salesforce report filters value with parameter

It is easy to build report in Salesforce using Report Builder. Any user have 'Create and Customize Reports' permission able to create report. User also able to add filters using Add filters button or just drag field to filter area, included to add filter logic to use AND, OR logic combination. Once save, all the filters will be stay in the report to be used by other users.

But, there is a tip we can use a same report with many different filters value without need to create a new report, as long as the filter field is the same by using parameters in the URL

Here we go:
This is simple report saved with URL
https://cs3.salesforce.com/00OQ0000000PQUB

By adding pv parameter, we can customize the filters value
https://cs3.salesforce.com/00OQ0000000PQUB?pv0=AP&pv1=Johan

Seems easy....?

Salesforce: How to check Schedule Reports

Salesforce.com report allow users to schedule reports run and deliver to their email or a group of users.

It is very simple and with just a few clicks and user can set it up.

This feature only available for user with Scheduled Reports permission enable in their user profile or user with added Permission Set contain Scheduled Reports permission.

But, there is maximum of reports can be scheduled for each organisation depend on their Salesforce edition use, from Professional, Enterprise and Ultimate. For more information on the limitation, look here.

Because of this limitation, system administrator need to know all reports is scheduled. It is very take time if you would like to check each report if you have hundreds or thousands of report in your company. Salesforce profile a simple way to check scheduled reports if you are system administrator or users with permission View Setup and Configuration.

Here we go:

To see all scheduled reports for your organization, click Your Name | Setup | Monitoring | Scheduled Jobs. Please note that in that section you will see all the scheduled jobs (dashboard refresh, data export, etc). However, you can simply create a list view in order to display only jobs where Type EQUALS "Report Run".

The same way you can monitor schedule jobs for: 

• Data Export
• Dashboard Refresh
• Analytic Snapshot
• Scheduled Apex
• Batch Job

You can add in the filter for Next Scheduled Run not equal to <blank> to show only active schedule.

 

Reference: 

• Salesforce1 Reporting Limits Per Edition
• Scheduled Reports Limitations Considerations

Mass add member to Chatter group

Salesforce.com give 5,000 chatter free licenses, it is good for organisation to use Chatter for collaboration as it is free. But, adding hundreds or thousands of user as member into many Chatter group is not fun, if do it manually.

If you are Salesforce admin, here tip to make your life easier :)
You can use Data Loader to mass add member to Chatter group.
1. Open Data Loader and select Insert
2. Select "Show all Salesforce objects"
3. Select "Chatter Group Member"

4. Map "CollaborationGroupId" to Chatter Group Id and MemberId to User Id

Done, easy...?

Chatter: can user delete feed or comment?

Sometimes we need to delete feed or comment post to Chatter, but can user (read: not system administrator) delete it?

Yes, you can delete posts and comments that you made in these areas: on the Chatter feed on your profile, on records you own, and on posts and comments you’ve made in other feeds. Deleted posts or comments will disappear and you can’t restore it (from Recycle Bin). Users with the Modify All Data permission or Moderate Chatter permission can delete all posts and comments.

Here a quick summary:

• User can delete their own post or comment
• User can delete other people post to their feed
• User cannot delete other people feed

But, if you are group owner of a group, you can do more things within the group:

• User can edit group setting
• User can edit group information
• User can edit group description
• User can delete people comment to group
• User cannot delete feed on group change

Extra: use @username to show your post on user feed, even that people is not following you, the followers of that user will see that feed as well.

Salesforce: batch upload Quota in Forecasts (Customizable)

For those using Customizable Forecast, admin can use Apex Data Loader to mass create or update it Quota field in  REVENUEFORECAST object.

Here fields you need to take care when create new quota: "OWNERID","CURRENCYISOCODE","QUOTA","STARTDATE"

• OWNERID, this refer to quota for particular user (sales rep) on specific quarter.
• CURRENCYISOCODE, the currency set for particular record (if you enable multi-currency in your org).
• QUOTA, the amount of quota set for particular record.
• STARTDATE, would be first date for corresponding quarter, example: 1/1/2013, 4/1/2013, 7/1/2013. But  my instances, I am not sure why, I have to put start date 1 quarter after the correct quarter, example: for Q1 2013, I need to put as 1/4/2013, after it created, it will show as 1/1/2013 in query. Anyone has this issue? - This has been resolved, it caused by Time Zone setting in Data Loader, see this blog.
• CLOSED, this field is summary of won amount owned by a user in particular quarter, it is not updated-able.

For Update, it is the same as you update other object, you need to provide Id of Revenue Forecast. Revenue Forecast is not delete-able, you will get this error "entity type cannot be deleted" if you try to delete, usually I just set Quota to 0 and you can skip quota with amount equal to 0 in report.

To run report on quota, select "Customizable Forecasting: Forecast Summary" in report type, then it is  similar with any other Salesforce on the configuration.