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Common Mistakes Salesforce
Admins Make
Mike Gerholdt, Red Argyle, Dir. Client
Engagement
@MikeGerholdt
Garry Polmateer, Re...
Safe harbor
Safe harbor statement under the Private Securities Litigation Reform Act of 1995:
This presentation may contai...
Mike Gerholdt
Director of Client Engagement,
@MikeGerholdt
Garry Polmateer
Managing Partner, Red Argyle
@DarthGarry
All about Red Argyle
Red Argyle is a Salesforce consulting and ISV partner that
focuses on bringing Tailored Goodness to t...
Jared Miller
Senior Project Manager
@JaredeMiller
Configero At-A-Glance
Configero is a leading provider of Salesforce and cloud computing
solutions and services
Proven Expe...
We were all in your shoes
Question

What is the worst Salesforce mistake you’ve
ever made?
Post your answer to Chatter with the hashtag

#WorstMista...
Hearing vs. Listening

Image from - Public Speaking: Practice and Ethics
How to Listen Effectively
• Ask, “Why?” And don’t be afraid to dig deeper
• Why are you asking me for this?
• Why is what ...
Understanding Input and Output in a Solution
What do I mean by ‘Data Input’
• Clicks and Scrolls and Fields, oh my!
• Sometimes creating a solution will be more work t...
How do we stay simple with our ‘Data Output’?
• Understand how the data will be used
• What is the expected result of the ...
How do we stay simple?
• What is the expected action of the
data input?
•

“I want to see the grade of everyone’s
accounts...
Want more ‘Simple’ from Winter ’14?
• Publisher Actions
• Available in PE!

• Chatter Groups
• @mentions
• Publisher actio...
Data Imports
• Don’t “Dump it in Salesforce”
• Have a Plan
• Why are you importing said data?
• Who can import data?
• Wha...
Data Import – SHUT OFF WORKFLOW, YO!
Data Import – Dupes Happen
• Define duplicate risk/mitigation
• Pre-clean data
• Post-clean data
• Don’t ignore the realit...
Field Level Security – No Cruise Control!
Field Level Security – Wizard Redux
• Thankfully this button exists:
• Which gives us this:
Field Level Security – Fields Required
• Required at Field Level
• Required via Validation Rule
• Required on Page Layout
...
Field Level Security – Read Only
• Read Only Page Layout
• Read Only Profile Level
• Don’t forget to uncheck

• Read Only ...
Too Many Profiles!
Reduce Profile Sprawl
• Clearly define roles or “buckets” of users
• Utilize Permission Sets
• User B is like User A but c...
Managing Change
• Symptoms
• Poor Communication
• Lack of planning

• Solutions
• Planned releases
• Constant communicatio...
Summary
• Don’t take user requests at face value. Dive deeper.
• Understand how your users will consume data.
• Determine ...
Mike Gerholdt

Garry Polmateer

Jared Miller

Red Argyle,
@MikeGerholdt

Red Argyle,
@DarthGarry

Configero,
@JaredeMiller
Common Mistakes Salesforce Admins Make
Common Mistakes Salesforce Admins Make
Common Mistakes Salesforce Admins Make
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Common Mistakes Salesforce Admins Make

In this presentation given at Dreamforce 2013 Mike Gerholdt, Garry Polmateer, and Jared Miller give Salesforce Admins advice on managing their Salesforce instance and common mistakes we have made over the years.

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Common Mistakes Salesforce Admins Make

  1. 1. Common Mistakes Salesforce Admins Make Mike Gerholdt, Red Argyle, Dir. Client Engagement @MikeGerholdt Garry Polmateer, Red Argyle, Partner @DarthGarry Jared Miller, Configero, Sr. Project Manger @JaredeMiller
  2. 2. Safe harbor Safe harbor statement under the Private Securities Litigation Reform Act of 1995: This presentation may contain forward-looking statements that involve risks, uncertainties, and assumptions. If any such uncertainties materialize or if any of the assumptions proves incorrect, the results of salesforce.com, inc. could differ materially from the results expressed or implied by the forward-looking statements we make. All statements other than statements of historical fact could be deemed forward-looking, including any projections of product or service availability, subscriber growth, earnings, revenues, or other financial items and any statements regarding strategies or plans of management for future operations, statements of belief, any statements concerning new, planned, or upgraded services or technology developments and customer contracts or use of our services. The risks and uncertainties referred to above include – but are not limited to – risks associated with developing and delivering new functionality for our service, new products and services, our new business model, our past operating losses, possible fluctuations in our operating results and rate of growth, interruptions or delays in our Web hosting, breach of our security measures, the outcome of any litigation, risks associated with completed and any possible mergers and acquisitions, the immature market in which we operate, our relatively limited operating history, our ability to expand, retain, and motivate our employees and manage our growth, new releases of our service and successful customer deployment, our limited history reselling non-salesforce.com products, and utilization and selling to larger enterprise customers. Further information on potential factors that could affect the financial results of salesforce.com, inc. is included in our annual report on Form 10-K for the most recent fiscal year and in our quarterly report on Form 10-Q for the most recent fiscal quarter. These documents and others containing important disclosures are available on the SEC Filings section of the Investor Information section of our Web site. Any unreleased services or features referenced in this or other presentations, press releases or public statements are not currently available and may not be delivered on time or at all. Customers who purchase our services should make the purchase decisions based upon features that are currently available. Salesforce.com, inc. assumes no obligation and does not intend to update these forward-looking statements.
  3. 3. Mike Gerholdt Director of Client Engagement, @MikeGerholdt
  4. 4. Garry Polmateer Managing Partner, Red Argyle @DarthGarry
  5. 5. All about Red Argyle Red Argyle is a Salesforce consulting and ISV partner that focuses on bringing Tailored Goodness to the Salesforce Platform  Custom Development – Enhance Salesforce or build products  Consulting – New Salesforce implementations  On Demand Administration – Small business scalable support  Products – Several free and paid offerings on the AppExchange
  6. 6. Jared Miller Senior Project Manager @JaredeMiller
  7. 7. Configero At-A-Glance Configero is a leading provider of Salesforce and cloud computing solutions and services Proven Experts 400+ 250 7 CRM Projects Custom Apps Force.com Apps Clients/Expertise
  8. 8. We were all in your shoes
  9. 9. Question What is the worst Salesforce mistake you’ve ever made? Post your answer to Chatter with the hashtag #WorstMistake
  10. 10. Hearing vs. Listening Image from - Public Speaking: Practice and Ethics
  11. 11. How to Listen Effectively • Ask, “Why?” And don’t be afraid to dig deeper • Why are you asking me for this? • Why is what we already have not working? • Deliver mock-ups to the user • Excel, LucidCharts, Balsamiq, Bar napkin – just do it! • Help them understand what you are ‘hearing’ • More importantly – help them understand what they are asking for
  12. 12. Understanding Input and Output in a Solution
  13. 13. What do I mean by ‘Data Input’ • Clicks and Scrolls and Fields, oh my! • Sometimes creating a solution will be more work than the manual way • Sometimes creating a solution delivers so much data that your users are scrolling • Sometimes creating a solution requires the creation of too many fields • Sometimes simple is the best answer!
  14. 14. How do we stay simple with our ‘Data Output’? • Understand how the data will be used • What is the expected result of the data input? • “I want to calculate the viability of a deal.” • “I would love to tell if I have a good customer or not.” Sounds like a formula field to me! A picture is worth a thousand words
  15. 15. How do we stay simple? • What is the expected action of the data input? • “I want to see the grade of everyone’s accounts.” • “It would be great to see how much our customer spends.” Sounds like a report to me! Or, embedded analytics! (shout out to Winter ‘14)
  16. 16. Want more ‘Simple’ from Winter ’14? • Publisher Actions • Available in PE! • Chatter Groups • @mentions • Publisher actions • Historical Trending
  17. 17. Data Imports • Don’t “Dump it in Salesforce” • Have a Plan • Why are you importing said data? • Who can import data? • What are your standards for importing data?
  18. 18. Data Import – SHUT OFF WORKFLOW, YO!
  19. 19. Data Import – Dupes Happen • Define duplicate risk/mitigation • Pre-clean data • Post-clean data • Don’t ignore the reality of duplicates • Don’t “deal with it later” • Test in a Sandbox! (EE +)
  20. 20. Field Level Security – No Cruise Control!
  21. 21. Field Level Security – Wizard Redux • Thankfully this button exists: • Which gives us this:
  22. 22. Field Level Security – Fields Required • Required at Field Level • Required via Validation Rule • Required on Page Layout Red = Tread Softly!
  23. 23. Field Level Security – Read Only • Read Only Page Layout • Read Only Profile Level • Don’t forget to uncheck • Read Only Validation Rule
  24. 24. Too Many Profiles!
  25. 25. Reduce Profile Sprawl • Clearly define roles or “buckets” of users • Utilize Permission Sets • User B is like User A but can modify Accounts • Grant granular CRED when needed • Perfect for “Temporary” Assignments
  26. 26. Managing Change • Symptoms • Poor Communication • Lack of planning • Solutions • Planned releases • Constant communication • Emails • Newsletters • Chatter
  27. 27. Summary • Don’t take user requests at face value. Dive deeper. • Understand how your users will consume data. • Determine how a request meets a business goal. • Don’t always look for the shortcut. • Find a common denominator. • COMMUNICATE!
  28. 28. Mike Gerholdt Garry Polmateer Jared Miller Red Argyle, @MikeGerholdt Red Argyle, @DarthGarry Configero, @JaredeMiller

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In this presentation given at Dreamforce 2013 Mike Gerholdt, Garry Polmateer, and Jared Miller give Salesforce Admins advice on managing their Salesforce instance and common mistakes we have made over the years.

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