Salesforce: Multiple ways to add People to Campaign

I think most of Salesforce admin know, Salesforce is huge, there are so many features that we are not aware and further, Salesforce add hundred of features in every release. So, it is good to keep our knowledge up to date.

In this blog, I would like to share on how to add people (Contact and Lead) to Campaign. Most of us only know to add Campaign members from Campaign page. But, there are few more ways:

1. Manually from Contact/Lead page Campaign History related list
From Contact or Lead page layout, scroll down to Campaign History related list, you can add Contact or Lead to a Campaign. This is manual effort to add 1-by-1 record as Campaign member. Make sure to have following permission:

• “Read” permission on Campaign object AND 
• “Edit” permission on Contact/Lead object

If your user do not see this button, make sure they have Edit permission for Contact or Lead object in the profile, even user not able to Edit the records, but user need Edit permission for the object.

2. Mass add with Contact/Lead Report
You can add Contacts or Leads from Contact or Lead report, for this option make sure that you or your users have following permissions:

• Marketing User is checked on the user detail AND
• “Edit” permission on Campaign AND 
• “Read” permission on Contact/Lead AND 
• Run Reports permission

Report should not return more than 50,000 records.

More information here.

3. Mass add using Contact/Lead List View

From Contact or Lead view, you can add multiple contacts or leads, from records return in View, select all or selected records to add to campaign. Make sure to have following permission:

• Marketing User is checked on the user detail AND 
• “Edit” permission on Campaign object AND 
• “Read” permission on Contact/Lead object

More information here.

4. Mass add from Manage Members in the Campaign detail
This is the most common way to add campaign members and mostly used. Make sure to have following permission:

• Marketing User is checked on the user detail AND 
• “Edit” permission on Campaign object AND 
• “Read” permission on Contact/Lead object

Note: to mass enable user with Marketing User in user detail, you can use Data Loader to update User object field UserPermissionsMarketingUser.


Reference:

• Add Contacts or Leads from a List View to a Campaign
• Add Campaign Members from Reports

Last update: 9 Aug 2016

Salesforce: Sharing of Contact, Opportunity, Case in Account

One of the powerful feature (but look simple) in Salesforce is Sharing. Yes, it just records sharing and many of us as Salesforce admin/consultant not really care about "Sharing Settings". But, you need to configure it correctly to make sure your sales reps are not fighting.

I will share a little on sharing for Contact, Opportunity, and Case, based on my experience.

If you go to Account Sharing Rules, you will find Contact, Opportunity, Case sharing.

Then if you go to Contact, you can find Contact Sharing Rules, the same applies for Opportunity and Case.

So why double? Is it the same thing? Yes and No.

For example Contact:
- Yes, when Contact owner = Account owner, so it will be same.
- No, when Contact owner <> Account owner, why?

In Account sharing rule, if the Account owned by Mike, and contact tagged to that Account is owned by Bruce, the sharing rule in Contact will not effect for Bruce.

But, if the sharing rule is in Contact, no matter who owned the Account, the sharing rule in Contact will ALWAYS effect.

So, which one is the best? No right answer, it will be based on your business requirements.

Hope this makes sense and help.

Salesforce: user able to access Private account

We set our Account and Contact OWD (Organization-Wide Defaults) sharing to Private. But somehow a user still can view Account not owned by him or sharing to him. Why?

Luckily Salesforce helps us as admin to be Sherlock Holmes to track this.
1. Go to the affected account page layout
2. Click Sharing button, make sure it is added to Account page layout and you login as a system admin
3. Click 'Expand List' button

4. Look for the user able to view the account and click Why? link in this last screen, look for 'Reason for Access'.

In my case, I found that user able to view that Account, because there is a Read/Write sharing rule in the Contact to allow the user to edit the contact. But, somehow Salesforce give Read Only permission for that user to View Account that tagged to Contact where user gets access from Contact sharing rule.

Interesting??? There is so many secrets within Salesforce.

Salesforce: How to undelete records

Salesforce keep record you delete to Recycle Bin for 15 days with maximum record of 25 times the Megabytes (MBs) in your storage. For example, if your organization has 1 GB of storage then your limit is 25 times 1000 MB or 25,000 records. If your organization reaches its Recycle Bin limit, Salesforce automatically removes the oldest records if they have been in the Recycle Bin for at least two hours.

You can manually undelete records by click Recycle Bin icon in bottom left menu. Undelete account will include contact, case, opportunity tagged to that Account. But, if you have many records or you have specific record Id or you want to undelete records with some conditions, manually delete is not an option, use Apex code for it.

You not really need to be good developer to utilize Apex code. Here we go:

1. Open Developer Console
From your name in top right, look for Developer Console

2.From Developer Console
Go to Debug menu and select Open Execute Anonymous Window

3. Enter SOQL 
Example:
Account[] a = [SELECT Id FROM Account WHERE name = 'singtel' ALL ROWS];
undelete a;
Important to add ALL ROWS, otherwise deleted records will be not return on query.

4. Monitor Apex Debug Log
Go to Monitor - Logs - Debug Logs (in Salesforce menu, not Developer console)
Add user to monitor, default it will capture 20 log request for the users

5. Execute 
Click Execute button in Enter Apex Code window

6. Back to Debug Log
Select latest debug log and click View to monitor

Salesforce field usage

This blog is not about how to identify where a field used in: reports, triggers, workflow, field update, etc. If you are reading this blog for that purpose, out-of-the-box that feature it has not available yet, so please vote this post in IdeaExchange. But, there is a workaround to find field usage using Force.com IDE, just retrieve items you want to find and find using field API name.

Ok, back to the main topic. Over time, as user request, admin create more and more fields in standard or custom objects, some of them is not so popular, may be not a mandatory in page layout. Now, we want to know, which fields are unpopular or even never used. So, it is worth to clean it. How to find it easily?

1. Export all data in CSV file
Once data exported into CSV file, use Microsoft Excel to open it, then use formula COUNTBLANK() to count how many cell with no data and COUNTA() to count how many cell with data, so the formula would be COUNTBLANK(A1:A20) / (COUNTBLANK(A1:A20)+COUNTBLANK(A1:A20)) x 100%. This will return percentage number of record with data. Then you need to copy it for all fields.

2. Field Trip 
This free application create by Qandor will help you analyze the data and you can produce nice report. But unfortunately, I found not all fields are analyze, although no filter add in the SOQL. From report below, you can easily understand field like: Deleted, NRIC never used and Brand is very seldom used.

3. Salesforce Enabler
This is free plug-in for Microsoft Excel 2007 and 2010 by Taralex. Although it is not working in my Office 2007 machine, but running well in Office 2010. If you already in Salesforce arena for quite sometimes, you may be familiar with Excel-Connector http://code.google.com/p/excel-connector/, by Ron Hess. But, Salesforce Enabler give us more functions, such as: analyze objects, unreportable objects, field utilization, diff, custom reports.

Salesforce: New Setup Menu

In Summer '13 release, Salesforce introduce new setup menu, see Salesforce.com Summer ’13 Release Notes page 187.

Setup link previously down beneath user name, in new user interface, it is appear next to Help & Training link at top right after username, My Settings will replace the existing place for Setup. See screenshots below, this is only when Accessibility Mode if off for your user detail.

Before

After

You can activate new setup menu from Setup | Customize | User Interface, look for Setup section and select Enable Improved Setup User Interface. Please note, this will affects all users in your organization, so you better communicate with your other admins and users before activate it. It is good practice to always try in the sandbox instance or developer instance if you do not have any sandbox instances, to get your users approval.

For experience admin, new menu will make us to re-understand where the menu move to, but after a while you will be familiar and this new menu is make sense. You will see it will be group into better order and less click to reach a menu.

Thanks for Mike Gerholdt for create and sharing the changes into a graphical presentation.

right click image above and click 'Open link in new tab' to see bigger image.