After Call Work - Onboarding Call 6 System Admin Part 1

Articles/Resources:

• Creating Staff and Activating Users
• Ending Staff members and Deactivating Users
• User Profile Settings
• Salesforce Help Site: Object Permissions
• Reports and Dashboard Guide
• Work with Report Types
• Create Report Formulas or Formula Fields
• Report Date Ranges, Grouping and Sort Order 
• Salesforce Ben - How to Create a Report in Salesforce
• Salesforce Ben - Creating Dashboard Components in Salesforce

Click on the Resource link at the bottom of each section to open up a separate help article with a guided video walkthrough and text walkthrough with screenshots.

If you are having a Data Conversion, please DO NOT deactivate any picklist values or add new picklist values (aside from test values ex. ‘Test Doors,’ ‘Test Territory’) during Phase 1. 

1. Review Creating Users and Staff:  

In the first after-call assignment, we learned how to create Staff and Users. Creating and managing your Users and Staff is one of the most important skills to learn as a system administrator. It allows you to manage any changes to employees and their access within your organization effectively. Review how to create Users and Staff below: 

• • Users are native to the Salesforce Platform and are required for anyone needing log-in access to improveit 360. 
  • Staff are a custom part of the improveit 360 platform that are used to represent your team (whether they are a User or not) within the system. When we assign Sales Appointments or add a Project Manager to a Project, we select a Staff record. Staff records alone do not give someone access to log into improveit 360, so if a Sales Rep is assigned to a Sales Appointment, they must have a User record that is linked to their Staff record to access Sales Appointments. 

Create a Test User: 

• Follow Along:
  • Navigate to Setup > Enter Users in the search bar > Select Users > Select New User > Fill in the required fields and other information specified below: 
    • First Name: Test + Your First Name (ex. TestJohn) 
    • Last Name: Test + Your Last Name (ex. TestSmith) 
    • Email: Your Email  
    • Username: Test + Your Email (ex. [e-mail]) 
    • User License: Salesforce 
      • Note: creating a test user will use up a User license until the User is deactivated. 
    • Profile: Basic User or Power User 
      • Basic User profile should be used for most staff members who are not in a management role. 
      • Power User profile should be used for management as it has more access. 
    • Time Zone: make the appropriate selection 

Resource: Creating Staff and Activating Users

Creating Staff: 

• Follow Along:
  • Select the Navigation Items dropdown > Select Staff > Select New > Fill in the required fields and other information specified below: 
    • User: select the User you created in the previous exercise 
    • Staff Name: match the name of the User you created in the previous exercise (ex. TestJohn TestSmith) 
    • Start: Today’s date 
    • Territories (if applicable): make appropriate selection 
    • Capabilities: for Sales, Services and Projects select the values that apply to your Test Staff 
      • Note: for testing purposes, we recommend giving your test Staff record all of the available capabilities so you can easily select them as you continue the after-call assignments. 
    • Email: your email 

Resource: Creating Staff and Activating Users

Creating Staff & User Together (Optional): 

Note: This is an alternative means to create both the Staff and User records at the same time. The email address used on the Staff record must be a valid and unique email address that is not used as a Username in another Salesforce instance. 

• Follow Along Step 1:
  • Select the Navigation Items dropdown > Select Staff > Select New > Fill in the required fields and other information specified below: 
    • Staff Name: Test + First Name Test + Last Name (ex. TestJohn TestSmith) 
    • Start: Today’s date 
    • Territories (if applicable): make appropriate selection 
    • Capabilities: for Sales, Services and Projects select the values that apply to your Test Staff 
    • Email: your email 
    • Create User: check the checkbox 
• Follow Along Step 2:
  • Once your Staff record is created, select the link in the User field. On the User record > Select Edit > Make the following selections: 
    • Active: check the checkbox 
      • Note: creating this test user will use up a User license until the User is deactivated. 
    • User License: Salesforce 
    • Profile: select Basic User or Power User 
    • Basic User profile should be used for most staff members who are not in a management role. 
    • Power User profile should be used for management as it has more access. 
    • Time Zone: make the appropriate selection 

Resource: Creating Staff and Activating Users

2. Staff Management: 

Anytime someone is no longer with your company, you will want to make sure you enter an end date on their staff record to prevent any Sales Appointments or Project Activities from being assigned to them. 

• Follow Along:
  • Select the Navigation Items dropdown > Select Staff > click the list view dropdown next and select the All list view > click on the Staff’s name > in the upper right-hand corner select Edit > enter today’s date in the End Date field > click Save

Resource: Ending Staff members and Deactivating Users

3. User Management: 

When a User leaves your organization, it may be important to deactivate their User record so they can no longer log into the system. User records cannot be deleted, only deactivated. This helps to maintain your data by preventing orphaned records and loss of critical data. Once a User is inactivated, it does not count towards your User license limit. 

• Follow Along:
  • Navigate to Setup > in the Quick Find search for Users > Click on Users > select the User record to be deactivated > at the top of the screen select Edit > uncheck the Active checkbox > click Save

Your team may also need to check how many User Licenses you have and how many are currently available. This information can be found in the Company Information. 

• Follow Along:
  • Navigate to Setup > in the Quick Find search for Company Information > click on Company Information > scroll down to the User Licenses section: 
    • The Salesforce license type is what your Users use in improveit 360 Lightning. 
      • Under this license type, you can see how many total licenses, used licenses and remaining licenses you have. 

Resource: Ending Staff members and Deactivating Users

4. Understanding Profiles: 

Profiles define what access a User has to objects, fields and data. The Profile is the first layer of access that you grant to Users. Each User record is required to have a Profile assigned to it.

Your system comes with three Profiles out-of-the-box and you can create additional ones to further fit your business’s needs. Most companies will have different Profiles for each type of role so they can be customized to the fields and objects each User needs to complete their job (ex. Sales reps get the Sales Rep Profile, foreman get the Production Team Profile). 

Note: If a member of your team needs the access that Sales Reps have for example, but they also need a little bit more access added on to it since they are the manager of Sales Reps, we can give this additional access to one or multiple Users via permission sets (see Creating a New Permission Set section for more details) 

Get familiar with the out-of-the-box Profiles that are included with your system and what permissions they allow:  

• Basic User: This profile is intended for general users of the system like your Sales Reps or Foreman. 
• Power User: This profile is intended for management users who need more access than the Basic Use profile, but not the i360 Admin profile. 
• I360 Admin: This profile should be reserved for only System Administrators or those who need full access to everything in the system at your company. It allows full access to both the front and back end of the system 

Resource: User Profile Settings

5. Creating Profile: 

Profiles can be created from scratch or by cloning an existing Profile. We recommend to select the Profile that is most like the Profile you are trying to create and cloning it. This way it will have the necessary system permissions and you can easily modify the object permissions for this profile. 

• Follow Along Step 1:
  • Navigate to Setup > in the Quick Find search for Profiles > select Profiles > select New Profile > make the following selections then click Save: 
    • Existing Profile: make the appropriate selection based on the access this profile will have 
      • Note: If creating a Profile for a standard team member (like Sales Reps, Foreman, or Data Entry), you will select the Basic User Profile. If creating a Profile for someone who needs more access like a manager, select the Power User Profile. 
    • Profile Name: give it an appropriate name 
      • Note: We recommend selecting a name that is easy to identify which position this Profile applies to. 
• Follow Along Step 2:
  • After creating your Profile, in the Find Settings search box search for a specific Object > click on the Object’s name > click on Edit > make any changes and click Save 
    • Note: After making any Profile changes, it is a best practice to test out your profile by assigning it to a test User and logging in as them to make sure you are able to access what the Profile needs access to and that you are able to read/edit/save, and view all of the information they would need access to. 
• Follow Along Step 3:
  • Repeat step 2 to update any other Object settings needed. 

The Object Permissions section on the Profile determines the overall access level that the Profile will have. There are six different Object Permission levels on each Object that grant the Profile access to do the following: 

• Read: allows the User to see records of this Object 
  • Note: This permission respects sharing. If your org has Sharing Settings setup for this object and the access level for this object is Private, the User will only be able to see records that they own or that have been shared with them (either through sharing rules or manual sharing) 
• Create: allows the User to create records of this Object  
  • The User creating the record is the default Owner of the record unless it is changed. 
    • Note: This permission respects sharing.  
• Edit: allows the User to edit and make changes on records of this Object 
  • Note: This permission respects sharing. If your system has this Object set to private and the User editing the record is not the owner, they will not be able to edit and save the record without having view 
• Delete: allows the User to delete records of this Object 
  • Note: This permission respects sharing. Be cautious when providing Users with Delete permissions. We recommend reserving this permission for only Managers and System Administrators, this way records cannot be deleted by Users by mistake. If a User creates a record by mistake and needs it deleted, they can ask their manager to do so. Then the manager can verify that the record indeed should be deleted or not. 
• View All: allows the User to view any record of this Object regardless of any other access limitations. 
  • Note: This permission overrides sharing. 
• Modify All: allows the User to edit/modify and delete any records of this Object regardless of any other access limitations. 
  • Note: This permission overrides sharing. 

The Field Permissions section of the Profile determines the access level of each individual field on the Object that the Profile will have. There are two types of access: 

• View: allows the field to be visible to the User (if it is displayed on their page layout) 
• Edit: allows the value of the field to be modified by the User 
  • Note: We DO NOT recommend changing Field Permissions unless you need to. If a value is required, but the Profile does not have access to the field, Users will not be able to save the record. 

Resource: Salesforce Help Site: Object Permissions

6. Creating Permission Sets: 

Permission Sets are a second layer of permissions on top of or as an extension of a User’s Profile. It allows us to give some Users of a given Profile slightly more access than others. The Object Permissions and Field Permissions of Permission Sets are the same as Profiles (discussed in the previous section). 

Note: Permission Sets can only grant access, they cannot restrict access. For example: if a Profile has delete access on Sales Appointments, we cannot remove their delete access via a Permission Set. 

Use Case:

Your Sales Reps and Sales Managers may share the same “Sales” Profile, but we need to allow our Managers to delete Sales Appointments without giving this access to our Sales Reps.

We can create a Permission Set with delete permissions on the Sales Appointment Object and assign it to our Users who are Sales Managers.

We should also check our “Sales” Profile to ensure it does not have the Object Permission for deleting Sales Appointments. 

• Follow Along Step 1:
  • Navigate to Setup > in the Quick Find search for Permission Sets > select Permission Sets > click New > fill in the information specified below and click Save: 
    • Label: Test Sales Appointment Permission Set
    • API Name: this will auto-populate when you click outside of the Label field 
• Follow Along Step 2:
  • In the Find Settings search bar, search for Sales Appointments > select Sales Appointments > click Edit > select Enabled next to Delete > select Save
    • Note: Notice that when you Enabled “Delete,” it also checked the boxes for Read and Edit. For a User to have permission to Delete records, they must also have permission to Read and Edit. 
• Follow Along Step 3:
  • At the top of the Permission Set you created, select Manage Assignments > on the right-hand side of the screen select Add Assignment > find your User record and select the checkbox next to it > click Next > at the bottom right of the screen select Assign > click Done

7. List Views: 

In a previous assignment, we learned how to create List Views. List Views allow us to filter data in a list, but we can also choose how we display and view the data. 

Use Case:

You may want to adjust how you see data on certain objects.

For example, if we have a list view for Sales this week, we may want to use the Kanban style to group the Sales by Status to give the team a high-level overview. 

• Follow Along 1:
• Select the Navigation Items drop down > select Sales Appointment > select the Appointments This Week List View > on the right side of the page select the “table” icon (hover over help text says Select list display) > click on Kanban > enter in the following Kanban Settings and click Save
  • Summarize By: Sale Item Total 
  • Group By: Status 
    • Note: To exit this view, select the “table” icon again and click on the “Table” option 
• Follow Along 2:
  • Select the Navigation Items drop down > select Sales Appointment > select the Appointments This Week List View > on the right side of the page select the “table” icon (hover over help text says Select list display) > click on Split View 
    • Note: This allows you to have a list view up for easy navigation between records you are working on 

8. Creating a New Report: 

Your system comes with some out-of-the-box Reports that are included in the Managed Package. These Reports can be customized, or you can build new ones to fit your company's needs. 

Review the Managed Reports: Reports and Dashboard Guide

Every report is built on a Report Type. A Report Type dictates which Objects that report will access. Report Types can look at records of a singular object or multiple objects and allows you to select the fields that are available in Reports created from this Report Type.  

Resource: Work with Report Types

• Follow Along Step 1:
  • Select the Navigation Items dropdown > select Reports > on the right-hand corner of the screen select New Report > Sales Report Type > click Start Report
    • Note: Reports can also be cloned using “Save As.” When building off of a Managed Report or another Report in your system, you may want to use “Save As” to maintain the original report and build from it. 
• Follow Along Step 2:
  • In the Columns section search for and select the following fields: 
    • Sold On 
    • Original Sold Price 
    • Balance due 
  • Note: You can reorder the fields in the Report by dragging and dropping each field’s name. 
• Follow Along Step 3:
  • In the Groups section search for and select Status
    • Note: Adding Groups to your Reports is an easy way to separate and group data by things like Status or Sales Rep 
• Follow Along Step 4:
  • On the left-hand side of the screen near the top select Filters > click on Show Me > make sure All Sales is selected > click on Created Date > in the Date section select Sold On > in the Range section select This Month > click Apply 
• Follow Along Step 5:
  • In the right hand-corner of the screen select Save > give the Report a name, description and adjust the Folder > click Save 
    • Note: When creating Reports, it is important to remember that the Report builder may not be displaying all of the records as you are building it. To see all records that meet your criteria, select “Run” in the right-hand corner of the screen. 

The access of Reports in your system is controlled through Folders. When you save a report, it will ask which Folder to place it in. Giving access to a Report Folder by sharing it with others will allow access to all the reports within that Folder. 

Resource: Create Report Formulas or Formula Fields

Resource: Report Date Ranges, Grouping and Sort Order 

Resource: Salesforce Ben - How to Create a Report in Salesforce

9. Creating a Dashboard: 

Dashboards are made up of up to 20 Components. Each Component is a Report. In the Dashboard, you can adjust how the data is displayed for each component. 

• Follow Along Step 1:
  • Select the Navigation Items drop down > select Dashboards > on the right-hand side of the screen select New Dashboard > enter a Name and adjust the Folder if necessary > click Create
• Follow Along Step 2:
  • In the right-hand corner of the screen select + Component > search for Active Projects > click Select > in the Display As section select the appropriate chart type > adjust your X-axis and Y-axis if needed and any other settings > click Add  
• Follow Along Step 3:
  • Repeat step 2 to add as many Components as you would like to the Dashboard > click Save 

Resource: Salesforce Ben - Creating Dashboard Components in Salesforce