The Power of One – The Greatest Formula Ever Written

Have you ever had a moment learning about a Salesforce feature thinking to yourself: ‘Why hasn’t anyone told me about this earlier?’ Shaking your head in complete disbelief?? I know the feeling… So, here’s another one you probably haven’t heard of yet. Let me introduce 🥁🥁🥁: The ‘Power of One’ formula. A must-know for every Salesforce Administrator!

Author: Peggy Schael | Salesforce Trainer | WeLearnSalesforce

It’s referred to as the greatest formula ever written. And it is so simple, you’ll shake your head even more. BTW, it can actually be found on Trailhead when you dig deeper into formula fields. No, you can’t search for it. I tried, no luck. I stumbled over it when working my way through the Formulas and Validations Module. And bam, there it was.

HOWEVER! This module isn’t quite detailed enough to explain the full context. Therefore let’s talk about the problem first, the problem that led to this solution. You may not even know you had a problem! 🤓 Plus, there’s one more feature you need to know about too, which likes to compete with it…

The Reason the ‘Power of One’ Even Exists

Let’s take this Opportunity report as an example. This particular report contains a list of Opportunities which have been Closed Won. When you look at the total number of records it displays ’20’. Since this is an Opportunity type of report the count refers to the Opportunity records. However, the report is grouped by Accounts and it may appear as if the total count refers to Account records. So, if you’re not sure, the first thing you can do is verify what type of report it is, such as Opportunity vs Account vs Cases etc. You can see the report type at the very top of the report where it says ‘Report: Opportunities’.

Now, sticking to this report, what if you wanted to know the number of unique Accounts in this report too? Well…you won’t get it. This example report is a rather small report, so you could easily do a manual count but that’s not how we want to use Salesforce right? And just imagine you’ve had a super long report with hundreds or thousands of records in it.

So what did I do at the time? I’ve twisted the report and recreated it in different ways, but I simply couldn’t get that unique count. I even looked for a solution on the AppExchange, but nothing straight forward. 

Eventually, I stumbled over the ‘Power of One’ solution. AND… Salesforce introduced a report feature not too long ago which likes to compete with the ‘Power of One’ but is not as good (yet). Read on to find out why!

Watch video tutorial including follow-along demo (‘Power of One’ starts at 1:40min but I recommend watching the first part too):

The ‘Power of One’ Formula Solves Unique Record Counts in Reports

Let’s look at the ‘Power of One’ first before we discover the report feature solution. What we want to add is something like this:

The solution: Adding a custom formula field to the Account object called ‘Unique Accounts’. But wait, aren’t we talking about the ‘Power of One’? That’s right. We still want to name the field after what it’s meant to do. What it does behind the scenes is what we refer to the ‘Power of one’. So, what is it then?

🌶️ BTW, this content is part of our Salesforce Platform App Builder as well as Advanced Administrator Certification Courses:

How To Create the ‘Power of One’ Formula

The magic (or power!) lies in how you design this particular formula field. BTW, this is probably the most complicated formula ever, NOT! 

This particular formula field merely contains the number 1. That’s it? That’s it! 🤯 It’s a count of ‘1’ against every single Account.

And now, all you need to do is to add the new field ‘Unique Accounts’ to the report as a column and you’re done! You’re kidding? Nope!

And now? Do I need to create a ‘Power of One’ type of field for all additional unique counts I want to add to the report? NO! Luckily, Salesforce introduced a report feature a couple of releases ago which is called ‘Unique Count’. But…

What About the Unique Count Report Feature?

Salesforce seem to have acknowledged the many headaches, since a lot of Admins still don’t know about the ‘Power of One’, so they have added a new report feature right into the Report Builder. Phew!

All you need to do is go to the drop-down arrow at the top of the column and select ‘Show Unique Count’. But…

🌶️ There’s one caveat: This feature only works for columns that are not grouped. You’ll notice in the example above, the Account Name column is not grouped. If it was grouped like the first example report, this option does not even appear:

Combine ‘Power of One’ and ‘Show Unique Count’ in Reports

Because of the caveat I mentioned, follow these steps as your best practice:

  1. Create your report
  2. Add column and/or row groupings as needed
  3. Create a ‘Power of One’ formula for grouped columns/rows as required
  4. Use ‘Show Unique Count’ option on other columns which are not grouped

I hope you are as relieved as I was when I found out. Now tell me: Did you know this existed? Did you even know there was a problem? I’d love to know.

WHAT ELSE…

We make learning simple with our range of well-structured Salesforce Video Tutorialsdownloadable Study Workbooksand realistic Practice Exams.

And if you are brand new to the world of Salesforce, make sure to sign up to our FREE 21-Day Salesforce Beginners Challenge.

Is Salesforce Classic still relevant? A Comparison to Lightning Experience

If you are new to the Salesforce ecosystem, you have probably been learning the ropes of Salesforce in Lightning. I’m referring to Salesforce’s user interface (UI) called Lightning Experience.
Did you know that Salesforce used a very different UI called Salesforce Classic? It’s the original UI which is actually still in use. But no-one really talks about it anymore. Why is that?

Author: Peggy Schael | Salesforce Trainer | WeLearnSalesforce

In this article I want to answer the following questions to you:

  • What happened to Salesforce Classic?
  • What is Lightning Experience?
  • Is Salesforce Classic still in use?
  • What are the differences between Salesforce Classic and Lightning Experience?
  • Can Salesforce Classic and Lightning Experience work alongside?
  • Can Salesforce Users be forced to use Lightning Experience?
  • Do new Salesforce Administrators still need to learn Salesforce Classic?

What happened to Salesforce Classic?

Salesforce Classic simply became out of modern fashion. It couldn’t keep up with the high resolution screens and interactive ways of working anymore. A new fresh and modern UI was needed. 

Here’s an example of a record in Salesforce Classic:

What is Lightning Experience?

In 2015 a new UI called Lightning Experience was released. While it looks fresh and modern to the end user, it’s now also providing a much more flexible framework for Salesforce Administrators and Developers to design and maintain the UI for Salesforce end users.

Here’s an example of the same record displayed in the Lightning Experience UI:

You can already tell this one looks much more exciting doesn’t it? Let me know in the comments what you think!

🌶️ Our Salesforce Courses are all based on Lightning Experience. BUT, we show you the Salesforce Classic UI too and tell you when you may need to use Classic over Lightning.

Is Salesforce Classic still in use?

OH YES!!! It won’t go anywhere anytime soon! Because…not all Salesforce Customers are ready to move to Lightning Experience (LEX) just yet or ever. This is due to the fact that they are using functionality which is either not available in LEX or doesn’t work as intended.

Salesforce focusses all their development efforts on LEX but still supports Classic simply because larger customers depend on its functionality. Plus, certain customizations could theoretically be moved into LEX but require a hell lot of development work to make this happen. So understandably, these Salesforce Customers will stay away from LEX for as long as possible. 

What are the differences between Salesforce Classic and Lightning Experience?

There aren’t too many features and functionalities not made available in LEX, but those few can be significant enough to hold customers back from moving to LEX.

Salesforce provides you with a comprehensive list of differences (comparison tables). You can refer to these when making the decision whether or not a transition to LEX is appropriate or requires more investigation:

Go to: https://help.salesforce.com/s/articleView?id=sf.lex_gaps_limitations.htm&type=5

👉 BTW: New Salesforce Customers automatically get the Lightning Experience user interface. No need to worry about Salesforce Classic at all.

Can Salesforce Classic and Lightning Experience work alongside?

Absolutely, but…! Some Salesforce Customers are even using LEX for certain departments like Sales, while other departments still use Salesforce Classic.

This combo CAN work BUT has an impact on reporting and other features. And even when departments using different interfaces talk to each other, they may confuse themselves because their UI looks different.

🌶️ It is however possible to switch between the two interfaces. The so-called Switcher can be accessed from your user menu. This makes it super simple to switch between both UIs.

Switcher in Lightning Experience:

Switcher in Salesforce Classic:

Can Salesforce Users be forced to use Lightning Experience?

Yepp! You guessed it, it’s a permission which can be disabled. You can either use a Profile or a Permission Set and tick the checkbox “Hide Option to Switch to Salesforce Classic” and the Switcher will disappear. Users assigned to this Profile or Permission Set will no longer be able to switch to Classic.

Do new Salesforce Administrators still need to learn Salesforce Classic?

If you are currently studying for your Salesforce Administrator Certification Exam, you don’t necessarily need to know the Salesforce Classic UI inside out. However, you should have a rough idea about what it is and how to switch. I’d also recommend to look through the Setup items just so you know what it’s all about.

You’ll notice that most of the features you are learning throughout your certification studies work exactly the same in both interfaces, they just look a little different.

And if you are a more experienced Salesforce Administrator but haven’t used Classic yet, it’s still worth taking a look at it because you may need it at your next job. 🤓

Here’s what an example Setup item looks like in LEX, like the Object Manager:

And this is where you’ll find the same item in Salesforce Classic, under the Build/Customize section:

Try it out! Create a new field in LEX, then switch to Classic and see if it’s there. Now, create another field in Classic, then switch to LEX and see if it’s there. Tell me what you think in the comments! I’d love to know which one you liked better.

WHAT ELSE…

We make learning simple with our range of well-structured Salesforce Video Tutorialsdownloadable Study Workbooksand realistic Practice Exams.

And if you are brand new to the world of Salesforce, make sure to sign up to our FREE 21-Day Salesforce Beginners Challenge.

TOP 5 BLOG ARTICLES IN 2022

Here are our most read articles in 2022. A big Thank You to all of our WeLearnSalesforce Blog readers! How about adding these articles to your reading list during your holiday chill time? You may secretly be planning your most epic Salesforce Career Year in 2023. Are you?

Here are our most read articles in 2022. A big Thank You to all of our WeLearnSalesforce Blog readers! How about adding these top 5 articles to your reading list during your holiday chill time? You may secretly be planning your most epic Salesforce Career Year in 2023. Are you? 🤓 Leave me a comment below!

Top 1 – How to register for the Salesforce Certification Exam

WeLearnSalesforce Ultimate Salesforce Certification Guide

Full article: https://blog.welearnsalesforce.com/2020/07/07/how-to-register-for-the-salesforce-certification-exam/

Top 2 – Highlight Your Salesforce Skills On Your LinkedIn Profile

Full article: https://blog.welearnsalesforce.com/2022/02/23/highlight-your-salesforce-skills-on-your-linkedin-profile/

Top 3 – How Long Does It Take to Learn For Your Salesforce Certification Exam?

Full article: https://blog.welearnsalesforce.com/2022/03/17/how-long-does-it-take-to-learn-for-your-salesforce-certification-exam/

Top 4 – How Do Salesforce Lightning Record Pages, Dynamic Forms and Page Layouts Go Together?

Full article: https://blog.welearnsalesforce.com/2022/01/31/how-do-salesforce-lightning-record-pages-dynamic-forms-and-page-layouts-go-together/

Top 5 – Build a Salesforce Custom App for your next Salesforce Job Interview

Full article: https://blog.welearnsalesforce.com/2022/06/16/build-a-salesforce-custom-app-for-your-next-salesforce-job-interview/

What else would you like to read about in 2023? Leave me a comment below!

Master Your Salesforce Resume – By Earning a Badge on Trailhead

Did you know there’s an entire Trailhead Module to help you create your Salesforce Resume??!! I just found out too. How awesome is that! You can learn to master your Salesforce Resume and even earn a badge for it to add to your Trailblazer.Me Profile. This is incredible! Trailhead surprises me again and again. Writing a really good resume is one of the hardest parts in your Salesforce job hunt process. It’s a huge factor in getting you the desired job interview…or NOT! Therefore, you want to be strategic how to craft your Salesforce Resume in order to highlight all those relevant hard and soft skills.

Author: Peggy Schael | Salesforce Trainer | WeLearnSalesforce

BUT WAIT! HAVE A STRATEGY FIRST

You kiddin’ me?? A strategy for my resume? Indeed! Your resume is the most important document during your job search. It’s going to be how recruiters and hiring managers view and evaluate all other documents they receive from their job applicants, like YOU. This means, you want your resume to speak volumes and spark interest!

In order to achieve this, having a strategy how to write and design your Salesforce resume will help you achieve this. Since resumes should not only offer relevant experiences, they should also be used to demonstrate your creativity. Creativity doesn’t mean drawing fancy pictures, or designing sparkling dresses. Creativity means being creative with the ways you format your resume and how you arrange the contents of your resume. There’s no one-size-fits-all resume. Your resumes should represent YOU, and you are unique and so should your resume be.

🌶️ Did you know that the average hiring managers scans through job applications at about six seconds per page?!! This means, every detail matters, because every second counts. It doesn’t have to be a thousand words to describe your work experiences or certifications. What matters more is that it’s concise but also thorough.

So, have a plan! 

KEY ELEMENTS OF YOUR SALESFORCE RESUME

Here are some of the most relevant aspects of a stand-out Salesforce Resume:

👉 Keep your resume short and precise

This means, only include recent and relevant experience. No more than 10-15 years back, if you have that many. And if you don’t have any work experience yet, than that’s fine too. You can still showcase your skills in creative ways.

👉 Create a unique resume file

There are loads of templates out there that you can most certainly refer to. And you should! Because they help you understand how to design your resume. BUT, don’t blindly copy a template. Recruiters and hiring managers are well aware of all these templates and they can tell right away whether you just copied something or whether you added your own twist to it.

👉 Spotlight relevant skills and experiences

This is where your Salesforce expertise comes in. In a Salesforce resume you want it to scream ‘Salesforce’. Therefore, you MUST include any form of experience, even if it’s “only” Trailhead hands-on experience. ANY! form of experience matters!

Therefore, make sure to include any of the following:

  • Your Salesforce Certification/s – If you don’t have one, add your Salesforce Superbadges instead (they fall under the Salesforce Certification Program)
  • A Salesforce project – If you don’t have an on-the-job project yet, then create your own
  • Your Salesforce community involvement – If you haven’t yet, join Trailblazer Community groups
  • Your Trailblazer.Me profile – If you don’t have one yet, there really is no way around it! Go create one!

AND NOW… GET WRITING YOUR SALESFORCE RESUME

Of course, there’s a lot more to writing a really good resume. And Trailhead wouldn’t be Trailhead if they didn’t even offer a Module on this topic.

Et voila, here’s an extensive Trailhead Module on “Resume Writing Strategies”. It not only includes step-by-step instructions, it also includes resume examples and a lot more resources:

Go to: https://trailhead.salesforce.com/content/learn/modules/resume-strategies

And please do let me know how this module worked out for you (if you’re giving it a try). Did you find it helpful? Did you use any other resources to write your resume? I’d love to know. 

WHAT ELSE…

We make learning simple with our range of well-structured Salesforce Video Tutorialsdownloadable Study Workbooksand realistic Practice Exams.

And if you are brand new to the world of Salesforce, make sure to sign up to our FREE 21-Day Salesforce Beginners Challenge.

It’s about time to learn Salesforce Flow or isn’t it…

Yes, Salesforce are in the process of deprecating Workflow Rules and Process Builder, leaving you with the Flow Builder. BUT!!! This ain’t happen over night. You’ve still got time to learn all about Flow Builder. And please know that Flow Builder is not rocket science. You will be able to learn Salesforce Flow, no matter what your background is, techy or not techy. Everyone can learn this. And I will tell you how! 👏🏻

Author: Peggy Schael | Salesforce Trainer | WeLearnSalesforce

Let’s have a word! Shall we?! While there is indeed some urgency creeping up around learning Salesforce Flow, let me tell you that Workflow Rules and Process Builder are NOT going away over night.

Yes, Salesforce are in the process of deprecating both, leaving you with the Flow Builder. BUT!!! This ain’t happen over night. You’ve still got time to learn all about Flow Builder. And please know that Flow Builder is not rocket science. You will be able to learn Salesforce Flow, no matter what your background is, techy or not techy. Everyone can learn this. And I will tell you how! 👏🏻

In this article, we’ll talk about:

  • By when you need to learn Salesforce Flow
  • What will happen to existing Workflow Rules and Process Builders
  • What you need to know before you touch the Flow Builder
  • How to learn Salesforce Flow either as a Newbie or as an Experienced Salesforce Administrator
  • Supportive tools you need to know as an Admin

By When Do You Need To Learn Salesforce Flow?

First, let’s look at a rough (estimated!!) timeline of what Salesforce are planning. This was published during the recent Release Readiness session. Please ALWAYS refer to the Release Notes on the latest updates on these timelines:

Spring’22 – ‘Migrate to Flow’ tool released to migrate Workflow Rules (WFR) to Flow 

Summer’22 – ‘Migrate to Flow’ tool supports even more WFR configurations

Winter’23 (Current)– Remove capability to create new WFR -> existing WFR can still be edited, activated, deactivated

Spring’24 – ‘Migrate to Flow’ tool to support Process Builders too

Summer’24 – Remove capability to create new Process Builders (PB) -> existing PB can still be edited, activated, deactivated

End of Support for WFR & PB some time in 2024-2025 

As you can see, you should get started learning Flow around NOW. 🤓 But that’s no reason to freak out. You’re not alone on this journey! I’m here to support you, in fact the entire Trailblazer Community is here to help you skill up. 💪🏻

What Will Happen To Existing Workflow Rules and Process Builders?

As mentioned above, existing WFR and PB are going to be around for another while. Even though Salesforce provides a ‘Migration to Flow’ tool, not every organization will be able to migrate all their WFR and PB right away. It does involve a fair amount of testing to ensure the desired automations still run as intended after migration.

What does this mean for you as the Admin? This means, that WFR and PB can still be edited, activated and deactivated. Therefore, you still need to know how WFR and PB work.

🌶️ By the way: If you are not much familiar with either WFR or PB, you can still learn about both tools. Even now that Salesforce have removed the Create New capability from Workflow Rules, you can still create and learn Workflow Rules in your Trailhead Playgrounds or other Developer Orgs (for another while at least). Phew, Salesforce is not evil after all.

Before You Learn Salesforce Flow

Ask yourself how well you know the Salesforce platform yet? Are you brand new to Salesforce or do you already have a good amount of experience with the Salesforce Setup as an Admin or as an Admin-to-be?

👉 IF YOU ARE BRAND NEW! Please don’t jump into any Salesforce Flow course just like that. You MUST understand the fundamental elements of the Salesforce platform in order to make sense of what you are looking at when building a Flow.

There are many Salesforce Flow courses out there, but without the fundamental knowledge, you are going to get lost. Trust me! I’ve been there too and pulled my hair out. But going back to the basics and taking it step-by-step just made all the difference.

👉 IF YOU ARE ALREADY EXPERIENCED with the Salesforce Setup, then you may of course jump into learning Flow right away.

🌶️ Click the ‘Follow‘ button to save this Trailmix to your Favorites.

What Tools Are Provided To You By Salesforce

Migrate to Flow

Salesforce have introduced a migration tool, simply called ‘Migrate to Flow‘. It helps you easily turn your existing Workflow Rules and Process Builders into Flows, like a magic wand. 🪄 The tool currently only supports Workflow Rules but will add Process Builders as they go.

This migration tool supports most types of Workflow Rules. And for those that are not supported, you can refer to the comparison table to understand how to re-create a Workflow with the corresponding elements in Flow Builder:

Equivalent Features in Flows and Workflow Rules

Where are you in your Salesforce Flow learning journey? Leave me a comment, I’d truly love to know. 👏🏻

WHAT ELSE…

We make learning simple with our range of well-structured Salesforce Video Tutorialsdownloadable Study Workbooksand realistic Practice Exams.

And if you are brand new to the world of Salesforce, make sure to sign up to our FREE 21-Day Salesforce Beginners Challenge.

Salesforce Basics – Create Salesforce Custom List Views and Increase Productivity

You could see Salesforce List Views as mini Salesforce Reports. Because List Views work somewhat similar to Reports in a way that you can set filter criteria and thus focus on the Records that matter most. The biggest benefit is that Users can work directly from List Views without having to open individual Records unless required. Plus, Users can create their own custom List Views without any admin support. Let’s look at the different types of List Views and how they support daily productivity.

Author: Peggy Schael | Salesforce Trainer | WeLearnSalesforce

Salesforce List View Types

There are three main types of List Views, the Table View, the Kanban View and the Split View.

In the old Salesforce Classic days, we only had Table Views available. With the introduction of Lightning Experience, Salesforce added Kanban Views. And now, we also have Split Views which were originally limited to Service Cloud viewing features, but is now generally available to pretty much any Salesforce Cloud. This gives Users different ways of working with their records depending on what they need to accomplish.

Table View

List of records with inline editing capabilities of single or even multiple records at a time.

Kanban View

Summarized views allowing Users to manage things like their sales pipeline. Kanban Views can be displayed in different types of groupings such as Status, Industry, Priority, and others.

Split View

Users can work on individual records. At the same time they can still see a list of remaining records on the side, or new records being added. It’s almost like working through a to do list.

As you can see each type of List View has a different purpose, but they also have different editing features.

Salesforce List View Controls

List View Filters

You can add filter criteria just like in Reports and only display records that matter.

List View Charts

Adding a visible display of the results can provide a different perspective. Just clicking on the chart icon will open a pre-defined chart. You can choose different chart displays or even create an entirely new chart.

List View Search

When you have a long list of records in your List View but need to find a particular record, Salesforce now gives you a search field just for the List View right in front of you.

List View Inline Editing

Users can edit single or multiple records right from the List View. Kanban Views have even more editing options. Simply hover over the field and a pencil icon will appear.

🌶️ Beware editing of multiple records at a time! This can lead to accidental changes which are hard to identify. Admins can choose to turn off “Mass Edits from Lists” on relevant User Profiles or Permission Sets. This is particular relevant for data clean ups.

🌶️ List Views which contain a mix of Record Types are not editable. Either add a filter for the Record Type or create multiple List Views by Record Type.

Data Security and Sharing of Salesforce List Views

Any data security settings always apply! It doesn’t matter how Users look at records, whether it’s through Reports, List Views, Dashboards (except Static Dashboards), Search Results and so on. If they don’t have visibility to certain records, they won’t get them just by changing their view or display. 🤓

The same applies to sharing. Users can share List Views they created themselves by selecting the relevant sharing options. What they share is the design of the list view not the data. The results of records always depend on the type of record access set up in your Salesforce org.

🌶️ Beware proliferation! If you enable Users to create their own custom List Views your Salesforce org may end up with loads of redundant and irrelevant List Views. This can cause confusion and inconsistency. Hence, Admins can choose to turn off the “Manage Public List Views” permission on User Profiles or Permission Sets. Especially in larger organizations, List Views are often pre-created by Admins or by a small selection of Users, such as Team Managers.

And now, let’s take a look at List Views together and understand how you can build your own custom List Views specific to your business needs. You can follow along from your own Trailhead Playground or Developer Org.

VIDEO TUTORIAL WALK-THROUGH SCRIPT

  1. Open the Sales app and go to the Opportunity tab. By default you will see the Recently Viewed list view. 
  2. Let’s select All Opportunities for now. Remember you can use the pin icon to make this your default view if you prefer this over Recently Viewed. 
  3. By default you will see the standard table like list view. 
  4. On the top right you will find a little table icon which you can expand. This is where you can choose your display options. 
  5. Let’s select Kanban which gives you the same results but with more information such as the process bar and sub-totals. Your records display as action cards under the related category, in this case the status. This little drop-down arrow allows you to edit, delete or change the owner of this particular record. 
  6. This Kanban is grouped by stage which means if you want to edit the stage you can simply drag and drop the opportunity action card. Hover over the card until your mouse turns into a little black cross, then click your mouse and drag the card over. It automatically updates the number of records and sub-totals.
  7. You can manage how the grouping and sub-totals display. Go to the gear icon and expand. We will look at the other options shortly. For now go down to Kanban settings and select. You will see a pop-up with two drop-downs. Under the first one you can choose from the numerical fields available on your opportunity records. Here, we have two available. Let’s leave this as is. Under Group you can choose from picklist fields or the owner field. This will change the way how your process bar will look. Feel free to play around with this.
  8. Let’s switch back to the table view. We want to see how you can create your own list view. It doesn’t matter if you’re creating it from the table or kanban view, this is more a personal preference. 
  9. On the top right go to the gear icon and expand. You have various options, such as new or clone the existing and simply edit into a new version. 
  10. Select New for this example. Let’s call this one “My Pipeline”. Click into List API name which will populate automatically. 
  11. Under Who sees this list view you can choose to keep it to yourself, or share with everyone or choose from groups of people based on their role. We will go with the first one for now and click Save.
  12. The list has been created and now we need to add some filters to make sure it includes exactly what we want. In this list we want to see opportunities that belong to yourself and that haven’t been closed yet, meaning they are still in the pipeline. 
  13. You’ll notice that the filter pane on the right is already open and contains one filter. This comes up automatically. You can click on this filter and change the selection if you wanted to. However we’ll leave this as is. When you look at the Stage column you’ll notice that closed opportunities are listed as well as we haven’t added the filter yet. Since we want to see open opportunities only, we will add another filter on the Stage field to exclude closed opportunities. 
  14. On the right we’ll click Add Filter. This opens a pop-up on the left. From the top dropdown you’ll select the field which contains your filter criteria. In this case we’ll scroll down to Stage and select. 
  15. We’ll change the Operator to Not Equal To. And from the Value drop down we’ll select Closed Won and Closed Lost and then click Done. Once we save this you’ll get to see opportunities that belong to yourself and do not have the status closed won or closed lost. 
  16. Now click Save and notice how the list applies your filter settings. Let’s close the filter pane, click on the filter icon. 
  17. Let’s take a look at the column settings. Go to the Gear icon again and go down to Select Fields to display. On the right you can see the fields or columns displayed already. If you don’t want some of these, for example the Alias field, select it and click the arrow pointing to the left. On the left you can select fields you’d like to add as columns, for example the Delivery Status field. Select it and click the arrow pointing to the right. It’s automatically added to the end. However, you can use the arrows on the right to change the order, select and click the arrow up or down. 
  18. When you’re done, click save. Your new list view has been added to the list view dropdown and can also be viewed as a Kanban view.
  19. Switch to Kanban. And one more thing. Notice the chart icon, you can even add a chart view on top of your list or kanban views. 

And now go ahead and try one on your own. The more you play around with this the more you deepen your expertise. 🤓

Let me know in the comments what type of list view you created. I’d love to know!

WHAT ELSE…

This video tutorial is part of our Complete Salesforce Certification Courses. They cover everything from Salesforce Basics to advanced Salesforce features and functionalities every Salesforce professional should know about.

We provide you with different types of study materials, so you can choose what works best for you. This includes well-structured Salesforce Video Tutorialsdownloadable Study Workbooks and realistic Practice Exams.

And if you are brand new to the world of Salesforce, I’d recommend to sign up to our FREE 21-Day Salesforce Beginners Challenge.

Salesforce Basics – Add New Currencies & Exchange Rates

Adding a new currency to your Salesforce org is the easy part, but how do you determine the correct exchange rate? Sales data including the value of the sales are critical to business success. In this tutorial, we’ll look at how you should determine the appropriate exchange rate for any currency and what it does to Salesforce records.

Author: Peggy Schael | Salesforce Trainer | WeLearnSalesforce

Identify The Correct Exchange Rate

If you’ve been travelling, for personal or business reasons, to countries using a different currency than the one you grew up with, you’ve probably faced a conversion rate challenge.

Our brains are wired in a way that it’s easier if we are able to convert a foreign currency into our own currency, so we can better determine the value of an item or a service we’re about to pay for, or get paid for.

How do you know what exchange rate to use at the time you want to make or receive the payment? It’s as easy as hopping online and googling for “currency converter”, or using an app on your phone.

I’m not affiliated with any of these converters, but here are the ones I’ve enjoyed using:

OANDA

XE

CurrencyApp

It really doesn’t matter which one you use, just double-check you’re converting into the right direction. For example, from USD to EUR, or from EUR to USD. 

🌶 TIP: When identifying the conversion rate you should understand which currency is your org’s default currency (=corporate currency) that you are converting to. This is relevant when you already have a few currencies set up in your org and you need to identify which one is the corporate currency.

Add a New Currency and it’s Exchange Rate

Once you’ve determined the exchange rate, you can go ahead and add your new currency to your Salesforce org.

If you haven’t added any currencies to your Salesforce org other than the Default Currency, remember to activate the Multi Currency feature in the Company Profile first.

Upon activation, you will find a new menu item in your Setup, the “Manage Currencies” item:

Therefore, if you can’t see the “Manage Currencies” item in your Setup, it means that you don’t have it activated yet.

Under the “Manage Currencies” menu item, you can add any currency your Salesforce users need to be able to access.

Choose Relevant Currency on Salesforce Records

When Salesforce users create a new Opportunity or other record containing a currency field, Salesforce will auto-populate the default currency of the user.

However, once you’ve added more currencies, the user can now open the picklist and choose any other currency relevant to this particular record.

Let’s create a new currency together and find out how the exchange rate is applied to Salesforce records containing a currency field. You can follow along from your own Trailhead Playground or Developer Org. Simply click the gear icon ⚙️ in the upper right corner to jump into the Setup.

VIDEO TUTORIAL WALK-THROUGH SCRIPT

  1. Go to Setup/Company Settings/ Manage Currencies
  2. Click New
  3. Select GBP
  4. Enter Conversion Rate[use your preferred currency converter]
  5. Click Save
  6. Click Edit Rates
  7. Cancel
  8. Go to Sales/Opportunities tab
  9. Click New
  10. Opportunity Currency – based on User’s Personal Default Currency
  11. Expand the drop down – other currency now available too

Advanced Currency Management

You’ve probably been asking yourself how you can possibly manage the ever changing exchange rates for each currency? Very good point! We’ll discuss this in the next blog article. So stay tuned for more!

Let me know in the comments which currencies your Salesforce org(s) have been dealing with. I’d love to know!

WHAT ELSE…

This video tutorial is part of our Complete Salesforce Certification Courses. They cover everything from Salesforce Basics to advanced Salesforce features and functionalities every Salesforce professional should know about.

We provide you with different types of study materials, so you can choose what works best for you. This includes well-structured Salesforce Video Tutorialsdownloadable Study Workbooks and realistic Practice Exams.

And if you are brand new to the world of Salesforce, I’d recommend to sign up to our FREE 21-Day Salesforce Beginners Challenge.

Salesforce Basics – Manage Multiple Currencies

Did you know that Salesforce is a single-currency org by default? Why would Salesforce do that? Well… every company is different and many companies work locally and simply don’t require any other currency than their own.
But! As soon as your company starts selling its goods or services to neighboring countries or farther away, you need to add their currencies to your Salesforce org. In this tutorial, we’ll discuss what you need to do to get more than the default currency set up in any Salesforce org. Let’s go.

Author: Peggy Schael | Salesforce Trainer | WeLearnSalesforce

Set Your Salesforce Org’s Default Currency

To get you started you will need to determine the default currency of your Salesforce org. Salesforce pre-populates the default currency of your Salesforce org based on the address it’s associated with. However, if required, you can change the default currency to any other. As a guideline, you can use the currency of the country from which most of your Salesforce users are working. However, there may be legal, tax, or other implications that determine your default currency.

The default currency, also referred to as the Currency Locale, is part of your Company Profile from where you can update it if required.

This currency will now get automatically displayed on any Salesforce record that contains a currency field. This includes records such as Opportunities, Quotes, Orders, Cases, and others.

Activate Multiple Currencies

When it comes a time, the company you work for starts making sales to clients based in countries that use a different currency, you will need to add this currency to your Salesforce org. This will give your Salesforce users access to this currency in order to change it on their Opportunity records, or other types of records, when required.

However, before you can add additional currencies to your Salesforce, you need to activate the Multi Currency feature on the Company Profile.

Upon activation, you will find a new menu item in your Setup, the “Manage Currencies” item:

Let’s see this in action. You can follow along from your own Trailhead Playground or Developer Org. Simply click the gear icon ⚙️ in the upper right corner to jump into the Setup.

VIDEO TUTORIAL WALK-THROUGH SCRIPT

  1. In the Setup menu, you’ll go to the Company Settings and select Company Information.
  2. You’ll click Edit and go down to this checkbox Activate Multiple Currencies. However, before going ahead notice the warning that you can’t turn this back off. This is not so much a problem in newer orgs, but if you are using an older one, this may have a number of implications. This warning includes a link to these implications I’d recommend taking a look at. This includes impacts on your reporting, managing exchange rates and more. Feel free to keep this open but let’s return to the Activation page for now. 
  3. Tick the checkbox and then Save.
  4. Refresh your browser. And you will now be able to see a new category in the menu on the left “Manage Currencies”. From here you can add new Currencies and edit their exchange rates. We will talk about all things exchange rates in the next unit.

From here, you can now add as many currencies as your Salesforce org needs to use. You can also specify how currencies will be displayed on Salesforce records. AND! You can enable Advanced Currency Management to manage the ever-changing exchange rates.

Set User’s Personal Default Currency

As mentioned earlier, the default currency you determine on the Company Profile will apply to any Salesforce record across the entire Salesforce org.

However, some of your Salesforce users may not be so happy about the fact that they have to change the currency on their records from the default to the new currency, all the time. 😤

Since we want to keep Salesforce users happy and make their life easier, there’s a simple solution: You’ll need to change the currency setting on the user’s personal record, for example to EUR.

What happened? User records inherit the default currency specified on the company profile. This means, that whenever you create a new user they will automatically inherit the default currency. In case you change the default corporate currency later in life, existing user records will not be overwritten. Hence, they may need to be changed too if required.

Best practice tip: In order to avoid having to change every single user record, consider where most Users are based and make that the default setting.

Set Currency on Salesforce Records

Let’s do a tiny quiz, before you keep reading:

Question: A Salesforce user creates a new Opportunity record. What currency will be displayed to the User by default?

Choose 1 answer:

A) The default corporate currency

B) The user’s personal default currency

C) None. The user needs to select one.

Did you pick an answer? Then go ahead and find out if you are right.

Whenever a user creates a new record, such as an Opportunity record, that contains one or more currency fields, these fields will automatically display the user’s personal default currency. Therefore, answer B is correct. Keep in mind that this may be the same as the default corporate currency unless it had been changed to another currency like in the example above, where we changed it from AUD to EUR.

The user can now decide whether to keep the default or change it to any other currency you have made available in your Salesforce org.

Enable Parenthetical Currency Conversion

Say what? For reporting purposes, such as managing sales targets, it can help to see all Salesforce records in the same currency even if some records contain a different currency. The feature “Parenthetical Currency Conversion” allows users to see the converted currency amount when the currency of the record is different to the user’s personal default currency (a.k.a. the parent – hence parenthetical).

This feature is enabled by default but can be turned off if required.

Now go ahead and add a few currencies to your Trailhead Playground or Developer Org. Then create some Opportunity or other records and see what happens. Remember what you may need to do on your user record. 🤓

Let me know in the comments how this worked out for you. I’d love to know!

WHAT ELSE…

This video tutorial is part of our Complete Salesforce Certification Courses. They cover everything from Salesforce Basics to advanced Salesforce features and functionalities every Salesforce professional should know about.

We provide you with different types of study materials, so you can choose what works best for you. This includes well-structured Salesforce Video Tutorialsdownloadable Study Workbooks and realistic Practice Exams.

And if you are brand new to the world of Salesforce, I’d recommend to sign up to our FREE 21-Day Salesforce Beginners Challenge.

Salesforce Basics – How To Manage Company Settings in Salesforce

The Company Settings in a Salesforce Org contain several vital information. This includes information about default settings, licenses, data and file space, and more. All of this pretty much builds the skeleton of your Salesforce Org on which everything else is built. In this tutorial, we’ll discuss why the Company Settings are so important and how it impacts other business processes you are planning to set up.

Author: Peggy Schael | Salesforce Trainer | WeLearnSalesforce

How Does The Company Profile Fit In

Before we dive into the details of the Company Settings, let’s take a look at the bigger picture first. Why? Because this will help you make more sense of the impact it can have in case you set them up incorrectly.

In general, we differentiate between three different levels of impact on your Salesforce users’ productivity:

  1. The first level is the Company Profile which determines your organization’s default settings and will impact all users across the entire platform.
  2. The second level is the User Profile which will impact only specific groups of users and defines their permissions and access to certain data sets.
  3. The third level is the individual User Record which you will be using to manage an individual User’s specific requirements.

This means, that whatever you set up in the Company Profile and other Company Settings will apply across the entire Salesforce org, a.k.a. will impact all Salesforce users.

What The Company Profile Is Made Of

The Company Profile is a collection of details about your organization and comprises of three elements:

  1. The first one is the Company Information which contains your Company’s Name and Address, your Default Locale, Default Currency or Corporate Currency, Data and File Storage available, as well as Licenses you have in use.
  2. The second one is the Financial Information defining the Fiscal or Financial Year and the Currencies required. This will be relevant for display and reporting purposes.
  3. And the third one is the Support Information which specifies Business Hours and Holiday periods, that are relevant for automated processes such as managing cases and escalations.

Why The Default Locale Can Become a Brain Twister

The Company Information contains one specific item, the Default Locale, which can cause some brain-twisting. It drives the display of formatting, language, and time zone. Therefore, let’s take a closer look at it.

Let’s start with the Formatting part. This is relevant for date/time & number formats, first and last name order, and address formats. Let’s take Date and Number formatting as an example.

In the US the date is displayed with the month first, followed by the day, and then the year. In Europe however it’s day first, then month, then year. This can be quite confusing so you want to get this right for your users depending on where they are based. Just imagine what happens to customer appointments with users based in various locations across the globe.

When it comes to numbers, in the US 10,000.00 Dollars would be displayed with a comma and a dot. In Europe, it would be the exact opposite, like EUR 10.000,00. Imagine what happens to sales numbers if you get this one mixed up. 😱

Next up, let’s talk about Language and Time Zone settings. Language settings are relevant when reading text on records or viewing the online help pages. Time Zone settings will impact calendar entries and recording of data entries like your created dates or modified dates.

Since you have three levels of impact as mentioned at the start (Company Profile, User Profile, User Record), let’s understand how you need to manage the Default Locale, Language and Time Zone:

You’ll start on the Company Profile to set a default baseline, for example, you’ll choose the US. This will now apply to all users no matter their geographical location.

This default baseline is now automatically applied to all User Records. Great! But, what happens to Users that are based in a different country, or same country but different time zone (think of the US or Australia), or same country but different language (think of Switzerland or Canada)?

While the User Record will inherit the default settings, you can simply change the locale, language and/or time zone on the individual user record level, for example to the UK.

Best practice tip: In order to avoid having to change every single User Record, consider where most Users are based and make that the default setting.

In this video tutorial, I will walk you through the Company Settings. We’ll explore a few more elements you need to keep in mind when setting up your business processes. You can follow along from your own Trailhead Playground or Developer Org. Simply click the gear icon ⚙️ in the upper right corner to jump into the Setup.

VIDEO TUTORIAL WALK-THROUGH SCRIPT

  1. Go to Setup/Company Settings
  2. Select Company Information
  3. Find information on leftdefault settings on right
  4. Show storage and View links
  5. To make changes, click Edit, then Save
  6. Scroll down to see list of licences
  7. Go back to menu / select Business Hours
  8. Click Default
  9. Click Edit
  10. Select Business Hours from menu again 
  11. Show New button
  12. Go back to menu / select Holidays – use to suspend business hours, e.g. Easter or Christmas, it’s like putting a pause on automated notifications or escalations
  13. Go back to menu / select Fiscal year – You can choose between Standard or Custom Fiscal Year. The Standard Fiscal Year is the most common and follows the Gregorian calendar, meaning your classic 12 months 365 day calendar, and always starts on the first of the month. You would select the starting month and whether the year is based on the starting or ending month. If you’re not sure, think about what it means when you talk about the Fiscal Year with your colleagues, for example the fiscal year 2019. Does it mean that it started in 2019 and ends in 2020 or does it mean it started in 2018 and finishes in 2019. The Custom Fiscal Year is relevant in case your company requires 13 months instead of 12 or 13-week fiscal quarters or your fiscal year doesn’t start on the first of the month. If this is relevant for the company you work for, be aware of this warning which says that you can’t turn this back off. So you notice that all Company wide settings are managed through this section.
  14. Go back to menu / click Company Information – some default settings do not apply to a user
  15. Go to User/Users
  16. Open Margaret Wiseman
  17. Scroll down to Locale settings

Play around with the Company Settings yourself. If you are familiar with logging in as another User, see how these settings apply to their user interface. Do let me know how this is working out for you.

WHAT ELSE…

This video tutorial is part of our Complete Salesforce Certification Courses. They cover everything from Salesforce Basics to advanced Salesforce features and functionalities every Salesforce professional should know about.

We provide you with different types of study materials, so you can choose what works best for you. This includes well-structured Salesforce Video Tutorialsdownloadable Study Workbooks and realistic Practice Exams.

And if you are brand new to the world of Salesforce, I’d recommend to sign up to our FREE 21-Day Salesforce Beginners Challenge.

Salesforce Basics – Understanding the Salesforce Architecture

Isn’t the Salesforce Architecture the most boring of all Salesforce topics? Not quite! It’s actually pretty fascinating…

Author: Peggy Schael | Salesforce Trainer | WeLearnSalesforce

Salesforce as a Cloud-based Software as a service (SaaS) Platform

Salesforce is a SaaS platform that provides its customers and partners with everything they need, all in one place. And we’re not just talking about customer data management. We’re talking about creating custom applications, automating business processes, and integrating additional functionality, seamlessly.

The Salesforce Multitenant Cloud – Like Living In An Apartment Building

Salesforce brings all their products, like Sales Cloud, Service Cloud, Marketing Cloud and so on, together onto the same platform. The Salesforce platform is built on a multitenant architecture, which allows customers to share resources and data. Salesforce also calls the platform the Multitenant Cloud. Because it’s like an apartment building where the tenants in all the apartments benefit from the network of power supply, storage facilities, facility management tools and so much more. This saves development and maintenance costs.

Source: trailhead.salesforce.com

The Core Architecture of Salesforce And Its Robust Framework

The Salesforce architecture offers a lot more than that. Salesforce Objects and Applications are all coming together on the one and same Lightning Platform. This ensures a seamless integration across all the Salesforce applications as well as applications from other providers that are built on the Lightning platform. All declarative and programmatic tools are shared across the entire platform and make it easy to add new apps or even develop completely new applications.

The Salesforce platform offers a robust framework for data services, artificial intelligence like Einstein, and API integrations. Plus you automatically get release updates three times per year. And since it’s all happening in the cloud, you don’t need to install a thing.

Can You Trust the Salesforce Platform?

And with all of that, one very critical component is most certainly…trust. Salesforce takes data security within its platform very seriously. And not only that, but Salesforce also cares a lot about the customizations you are building into your Salesforce org for all your vital business functions and ensures they run reliably.

Have a look at the Salesforce dedicated trust site trust.salesforce.com. You will find information about compliance, service availability and performance, how data is secured, and more.

Source: trust.salesforce.com

The Concept of Metadata Elements

Everything you are building and all the data you are storing on the Salesforce platform is driven by Metadata. Metadata is the data about your data. 🤯 It defines the structure of your fields, page layouts, user profiles, reports, dashboards, etc. 

In the example below, the Account Name field represents the metadata, a.k.a. the type of field. This is where the data about the name of the company this contact works for, is stored in.

Metadata is used for different purposes. For example when changes are made in a Sandbox environment and then moved into the Production environment or when data is integrated through external resources. It identifies existing items like fields, page layouts etc. by its metadata.

In our example, the Account Name is actually just the label that appears to the user. The metadata itself is the Field Name or API name. If you changed the label to ‘Company Name’ for example, the metadata or API name would remain unchanged so it can still be identified.

Understanding the Salesforce Architecture isn’t too hard or too boring, right? What do you think? Let me know in the comments!

WHAT ELSE…

This video tutorial is part of our Complete Salesforce Certification Courses. They cover everything from Salesforce Basics to advanced Salesforce features and functionalities every Salesforce professional should know about.

We provide you with different types of study materials, so you can choose what works best for you. This includes well-structured Salesforce Video Tutorials, downloadable Study Workbooks and realistic Practice Exams.

And if you are brand new to the world of Salesforce, I’d recommend to sign up to our FREE 21-Day Salesforce Beginners Challenge.