After Call Work - Onboarding Call 1 Getting Started/System Overview

Articles/Resources:

• Home Page Navigation

• Set Global Product Categories

• Set Global Territory Values

• Creating Staff and Activating Users

• Set Company Information

• Set Fiscal Year and Business Hours

• Set Organization Wide Email

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, or refer to above list.

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. Customizing Your Navigation Menu: 

• Follow Along:
  
  • Select the drop-down arrow next to Home > Select Edit > Select Add More Items > Search or scroll through menu and select + to items you want to add > Select Add Nav Items > Select Save
    • Note: As you complete your after-call assignments, refer back to this step to add necessary items to your navigation menu. 

Resource: Home Page Navigation

2. Accessing Setup (Back end of system): 

• Follow Along Step 1:
  • In the right-hand corner of the screen, click on the gear icon > Select the first option for Setup
  • This opens a new window where the back end of the system can be accessed. 
• Follow Along Step 2:
  • To get back to the front end of the system, in the left-hand corner of the screen, select the App Launcher (right below the cloud logo) > under Apps, select Improveit 360 

3. Update Product Categories: 

• Follow Along:
  • Navigate to Setup > enter Picklist Value Sets in the search bar > Select Picklist Value Sets > Click on Product Categories 
    • Review existing options in the Values section. If you are doing a Data Conversion, DO NOT Deactivate any picklist values.
      • Note: Deleting picklist values may result in a loss of data. Always remember to deactivate rather than delete picklist values.   
    • To add new Values, click New in the Values section. Separate each new Value by an enter line.
      • Note: If you will be doing a data conversion, please follow the format below to ONLY create TEST categories:
        • Test + Product Category (ex: Test Bath Remodel) 

Resource: Set Global Product Categories

4. Update Territories (if applicable): 

Territories are used to identify geographic parameters and divide your Address and Account database based on Territory data.  Common examples are by city (ex. Dayton, Columbus, Toledo) or by state (ex. Ohio, Illinois, Indiana) 

• Follow Along:
  • Navigate to Setup > Enter Picklist Value Sets in the search bar > Select Picklist Value Sets > Click on Territory
  • Review existing options in the Values section. If you are doing a Data Conversion, DO NOT Deactivate any picklist values.
    • Note: Deleting picklist values may result in a loss of data. Always remember to deactivate rather than delete picklist values.   
  • To add new Values, click New in the Values section. Separate each new Value by an enter line.
    • Note: If you will be doing a data conversion, please follow the format below to ONLY create TEST Territories:
      • Test + Territory (ex: Test Columbus) 

Resource: Set Global Territory Values

5. 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 
 

6. 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

7. 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

8. Edit Company Information: 

• Follow Along:
  • Navigate to Setup > Enter Company Information in the search bar > Select Company Information > Click on Edit to review and update the information specified below:
    • Organization Name
    • Phone
    • Fax (if applicable)
    • Address information
    • Default Time Zone 

Resource: Set Company Information  

9. Define Default Business Hours: 

• Follow Along:
  • Navigate to Setup > Enter Business Hours in the search bar > Select Business Hours > Click on Edit next to the Default and update it with your company’s business hours
    • Note: The business hours will impact your staff calendar and when appointments are available to be scheduled. 

Resource: Set Fiscal Year and Business Hours

10. Selecting a Fiscal Year 

• Follow Along:
  • Navigate to Setup > Enter Fiscal Year in the search bar > Select Fiscal Year > Select Standard Fiscal Year or Custom Fiscal Year based on your business’s fiscal year 

Resource: Set Fiscal Year and Business Hours

11. Adding an Organization-Wide Email 

• Follow Along Step 1:
  • Navigate to Setup > Enter Organization-Wide Addresses in the search bar > Select Organization-Wide Addresses > Click on Add and fill in the following information:
    • Display Name: Your business name
      • Note: This is what the recipient of the email will see
    • Email Address: Your business email
      • Note: We recommend using a generic email address for this as email from your org will come from this address. (ex. [e-mail] or [e-mail]) 
    • Purpose: make the appropriate selection
      • Default No-Reply Address: This option means it will only be used for sending automated emails from your org.
      • User Selection and Default No-Reply Address: This option will allow users to select this address when sending emails from your org and it will also be a default no-reply address. 

• Follow Along Step 2:
  • After adding your Organization-Wide Email Address, that email address will receive an email verification link. Click the link to verify the address. 

Resource: Set Organization Wide Email Address