After Call Work - Onboarding Call 7 System Admin Part 2 – Lightning Platform

Articles/Resources:

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. Creating Custom Fields:

Custom fields allow you to customize your improveit 360 org to your business's needs. Your team may need to store additional dates on the Sale Object or calculate the number of days that a Project has been open using a formula. These custom fields can then be used in Reports, email templates, and list views.

Note: Before creating new Fields on an Object, it is best practice to check and see if the Field already exists. If the Field already exists, visibility may need to be adjusted via Field Level Security or the Page Layout.

Follow Along Step 1:
- Navigate to Setup > click on the Object Manager > select the Account Object > on the left-hand side of the screen select Fields & Relationships > on the right side of the screen select New > select the Data Type of Text > click Next
  - Note: it is important to select the correct Data Type for your new field. This will determine what type of data this field can contain and may limit the type or number of characters allowed. You should also consider what type of data you plan to store in this field and how it will be used.
Follow Along Step 2:
- Enter the information specified below and select Next
  - Field Label: Comments
  - Length: 255
    - Note: When creating Text fields, it is best practice to limit the length of the field based on how much information will be stored here and the use case.
  - Field Name: this will auto-populate
  - Help Text: used for internal Account notes
    - Note: This will help end Users know what should be entered in this field. When a User hovers over the “i” icon next to the field, it will display the text from the Help Text field.
  - Required: leave unchecked
    - Note: If this checkbox is checked, this field must be filled in when creating and editing the record. It will not allow the record to be created or saved if it is blank.
  - Auto add to custom report type: checkbox is checked
    - Note: This should almost always be checked. This will add the new field to all compatible Report Types so you can start using it in your Reports.
Follow Along Step 3:
- Make any visibility changes > click Next on the Establish field-level security page
  - Note: This establishes if this field is Visible and/or if it is Read-Only to Users of each profile. Visible means that they have Read and Update permission to the field. Read-Only means they have Read permission.
Follow Along Step 4:
- Confirm which Page Layouts the field should be added to > click Save

Custom Fields with the Data Type of Formula will be commonly used in your system to help you calculate key values. Formula fields have many applications to your system, review common use cases below:

Calculating the number of days between two dates
- Data Return Type: Number (0 decimals)
- Formula example: Today() - i360core__Sold_On__c
  - Meaning and Use Case: 10/20/23 - 10/10/23 = 10 days. If your team calculates how long it has been since a Sale was Sold.
Calculations with currency fields on the Sale
- Data Return Type: Currency (2 decimals)
- Formula Example: i360core__Total__c * 0.10
  - Meaning and Use Case: $1500 * 10% = $150. If your team collects a % of the Sold Price as a deposit, you can automatically calculate the amount.
Moving values to another object
- Data Return Type: Text
- Formula Example: i360core__Primary_Contact__r.FirstName
  - Meaning and Use Case: Pulls the Primary Contact First Name field to the account. It could be used when sending an automatic email to reference the First Name of the Primary Contact.

Note: When creating Formula fields, be sure to select the “Formula Return Type” as the data type you wish to be output by the formula. For example, if I am multiplying a currency field by a percent, for the formula to return the % of the amount be sure to select Currency Formula Return Type. Be sure to “Check Syntax” when creating new formula fields.

2. Page Layouts:

Page Layouts allow you to setup and adjust how fields, related lists, and sections are displayed on the page. It also gives you the ability make fields Read-Only or Required.

Follow Along Step 1:
- Navigate to Setup > select Object Manager > select the Object you want to adjust the Page Layout > on the left-hand side of the screen select Page Layouts > on the right-hand side of the screen select Page Layout Assignments > identify and click on the Page Layout you want to update > in the left corner select the dropdown next to Save > select Save As > rename the Page Layout and click Save
  - Note: Make sure you rename the Page Layout using “Save As” so you can distinguish which one you modified.
Follow Along Step 2:
- Make any changes desired to the Page Layout by clicking and dragging fields around > click Save
  - Note: You can click and drag fields from the top bar of the screen or fields that already exist on the page. If you want to adjust the spacing between fields, drag a Blank Space onto the page. New Sections can be created by dragging them onto the page from the top bar of the screen, give the new Section a name and drag any fields into the Section.
Follow Along Step 3:
- Select Page Layout Assignment in the right-hand corner of the screen > click Edit Assignment > make the following selections and click Save:
  - Page Layout To Use: click on the Page Layout you created
  - Profiles: use CTRL + Click to select each Profile (or SHIFT + Click to select all)
    - Note: If you are adjusting an Object’s Page Layout that uses Record Types (ex. Account, Sale), select under each Record Type the Profile that will be assigned to this Page Layout.

Resource: Add Fields to a Record Page

3. Lightning Record Pages:

Lightning Record Pages allow you to control which Components are on each Object’s page. For example, we may want to add the File Manager Component to an Object that is not currently on like the Project or Sale.

Note: When editing a Lightning Record Page, if it is a part of the managed package, you must first clone the page. Be sure to rename it so you can easily find it for future updates.

Follow Along Step 1:
- Navigate to Setup > select Object Manager > select Sale > on the left-hand side of the screen select Lightning Record Pages > on the right-hand side of the screen click on View Page Assignments > select Org Default > under Desktop click on the Sale Record Page > click Clone
Follow Along Step 2:
- Click into the main section of the page where you see Details > in the right most column click Add Tab > click on the bottom tab it added Details > change Tab Label to Custom and enter File Manager > click Done
Follow Along Step 3:
- Click on File Manager on the middle section of the page (after clicking it should say Add component(s) here) > in the search bar on the left search for File Manager > Click and Drag the File Manager Component onto Add component(s) here > in the upper right-hand corner of the screen click Save > select Activate > click Assign as Org Default > select Desktop and click Next > click Save
Follow Along Step 4:
- Navigate to a test Sale record > confirm you can see the File Manager in the top bar of the main page section > select File Manager > upload a test file

Resource: Add Fields to a Record Page

4. Adding Fields to Related List:

If you navigate to an Account page and select Related, scroll down to see records related to this Account. Here you may see Contacts, Addresses, Sales Opportunities, etc. that are tied to this account. In the Related List for the Address for example, you will see the Address Name, Type, Street Address and Zip Code fields displayed. The Fields displayed here are the Related List fields that can be modified.

Follow Along: Navigate to Setup > click on Object Manager > select the appropriate Page Layout > on the Page Layout Edit page scroll down to Related Lists > select the wrench icon next to the Related List you want to edit > add fields to Selected Fields section and click Ok > click Save at the top left of the screen to save the Page Layout
- Note: Be sure to check the Page Layout Assignment to make sure you are editing the correct one. We recommend leaving the Record Name (ex. Project Name, Account Name) field in each Related List so you can easily click the name and navigate to the record. Only the first 4 fields in the “Selected Fields” section will be visible on the page.

Resource: Add Fields to a Related List

5. Editing Compact Layouts:

Compact Layouts display the information that is available when you hover over a Record Name field in the Lightning User Interface. For example, from the Account page if we hover over the Primary Contact’s Name it will display fields from the Contact’s page.

Follow Along Step 1: Navigate to Setup > click on the Object Manager > select the Object that you will be editing the Compact Layout for > on the left-hand side of the screen select Compact Layouts > select the Compact Layout and click Clone > fill in the information specified below and click Save:
- Label: enter a name to help you identify it
- Name: this will auto populate
- Selected Fields: move any fields you would like to display in the Selected Fields section
  - Note: Be sure to check the Page Layout Assignment to be sure you are editing the correct one. You will only be able to see 6 fields in the Compact Layout in addition to the Record Name.
Follow Along Step 2: Navigate back to the Object’s Compact Layouts > select Compact Layout Assignment > click Edit Assignment > select the Compact Layout to Use and the Record Types it should be assigned to > click Save

Resource: Customize Compact Layout

6. Review Out-Of-The-Box Email Templates:

Review the Lifecycle Communications Guide and how to edit Email Templates. Follow Along with the Article to make any adjustments you need to your templates.

To test your email templates, send yourself an ad hoc email, just be sure you are on the same Object that the Email Template references.

Resource: Lifecycle Email Communications Guide
Resource: How To Edit Email Templates

7. Create a Sandbox to build and test additional automation:

Flow Builder is a tool that can help us to automate complex business processes. Flows can be utilized in improveit 360 to send an automated email, auto-populate key information, and much more.

Whenever you are working with Flow, you should always build and test everything in a Sandbox. It is important to make sure that it is working as you expect before putting it in your Production environment.

Resource: How to Create a Sandbox
Resource: How to Log in to a Sandbox

Additional information for Advanced System Administrators on: Flow Builder how to send an automated Email

Additional information for Advanced System Administrators on: Matching and Duplication Rules