4 Symptoms that Indicate It May Be Time for a Salesforce Health Check

Every Salesforce implementation deserves to be re-evaluated and re-examined. It is an especially expensive investment and it’s reassuring to know that the investment is paying off – that the system is still solving the problems it set out to solve and that users are readily and happily adopting it.

Unfortunately, no Salesforce implementation is protected from the effect of general wear and tear that evolving business processes,requirements and organizational changes can have.

Yes, it can be costly to continually keep up, but not keeping an eye out for these 4 symptoms could result in a much larger, much more expensive problem down the line!

The Symptoms:

Objects and Fields that No One Uses

It’s a fact of development that the way things are designed won’t necessarily be the way things are used. Only time and the user will tell. However, if you’re noticing several fields in your implementation that do not serve a function other than being used as holding areas for miscellaneous notes and comments, it could lead to inconsistent data, bad reporting, and further confusion down the line. Deleting these fields and objects is no easy job. Usually fields are being used by other integrations or processes and may contain valuable data (at least to someone). The proper data validation, extraction, and impact analysis is usually required before acting.

Non-Salesforce Workarounds

Are your users turning to systems outside of Salesforce to get what they need done? Is it easier to extract a report from Salesforce and run a pivot table to present during meetings? Are sales users keeping tasks and notes in excel files? These can be signs of a more serious syndrome called low-adoption-itus (LAI) and may be caused by a mismatch of functionality and practicality. If processes are not defined and trained, and data is not easily accessible to those who need it – users will begin leaving any CRM to get what they need.

Low Code Coverage

Are you passing production validation by the hair of your chinny, chin, chin? That’s not going to be sustainable for long, especially with a big, important deployment. Sometimes you know something works – but you don’t want to be bothered writing the extra test methods to get the code coverage. It’s kind of like playing who will finally take out the trash with your college roommates until trash spills all over the floor and the apartment smells for 3 months straight. Side effects of Low Code Coverage may include: acute anxiety about deployment.

A Broken Security Model

Do more people have Admin access than don’t? That’s not a good thing, but easy to understand – a specific security model was designed, and access was slowly granted to specific fields, then specific records, then specific objects… until caving in and just giving everyone access. It can prove detrimental due to increased risk of internal data compromises which can damage client relationships or violate regulations. Salesforce offers a wide range of tools to properly grant access at the necessary levels, so take advantage of them!

Treatment

What is the best thing to do if yours or a loved one’s Salesforce Implementation is suffering from one or more of these symptoms? Reach out to your Salesforce professional immediately – grant.ongstad@theofficegentleman.com or visit www.officegentleman.com to learn more..

How to Study for and PASS the Salesforce Certified Admin Exam

To many employers, certifications are the only way to truly determine that a candidate possess the skills listed on their resume without going through an incredibly lengthy vetting process. Thankfully, Salesforce offers multiple levels of certifications to help those in the Salesforce career space prove their skills.

One of the essential building blocks of a Salesforce professional are certifications and people are getting more and more to look attractive and valuable to prospective employers. A certification can go a LONG way if it’s a pay increase you’re after (who isn’t?).

Oftentimes, the Admin certification is one of the first certifications a Salesforce professional will attempt to achieve but DO NOT BE FOOLED. Just because it is first, does not mean it is easy. Hours of study, practice, and focus will be paramount to passing any Salesforce certification.

Here are a few ways to come prepared to your certification exam:

Download and Memorize the Study Guide

If you have not downloaded the Salesforce published study guide, check it out here: Study Guide. After you download it, print it, yes PRINT it out (a few pieces of paper won’t hurt anyone) and read it top to bottom and complete the practice test at the bottom – don’t worry at this point how you do. 

The guide gives breakdown of the high level requirements of the exam as well as the weighted test percentage of each.

Memorize each section, creating a page in a document for each

·        Organization Setup (3%)

·        User Setup (6%)

·        Security and Access (14%)

·        Standard and Custom Objects (15%)

·        Sales and Marketing Applications (15%)

·        Service and Support Applications (12%)

·        Activity Management and Collaboration (3%)

·        Data Management (8%)

·        Analytics – Reports and Dashboards (10%)

·        Workflow/Process Automation (12%)

·        Desktop and Mobile Administration (1%)

Use the documents to store study material, notes and relevant information for each topic. This way, when you self-assess later on, you can go back and expand on the areas you struggle in.

Trailhead

Salesforce provides some certification study material and an awesome education platform called Trailhead which allows users to learn everything from core concepts to advanced development all while getting hands on experience with their own Salesforce Sandbox.

Trailhead comes with multiple ways to learn

a)      Modules – Learning material for a specific topic (example: Advanced Formulas)

b)     Trails – Modules that are grouped by a broader subject area (example: Admin Beginner)

c)      Projects – Hands-on Practice (example: Build a Conference Management App)

d)     Trailmix – Customized or user created mixes of trails (example: Build your Sales Career on Salesforce)

To study for the Salesforce Admin Exam, I recommend taking the Admin Beginner trail. Even if you think you already know some of the subject matter, it will never hurt to go over things again! While taking the Admin Beginning trail, take note of anything that doesn’t make complete sense and later look for modules or projects that give you more practice on those topics.

Trailhead is truly essential for any Salesforce professional to stay relevant.

Online Learning

Never underestimate the power of online learning resources! There are tons of videos available about Salesforce and specifically, Salesforce Administration. Udemy is an awesome online learning platform that offers lifetime access to multiple courses. SELF PROMOTION ALERT: I recently created a MASSIVE online learning course on Udemy for just this subject: Preparing for the Salesforce Admin Certification Exam. I include 15 hours of on-demand video, notes, and practice tests. Check it out at 90% off here: Saleforce Certified Administrator

Although these paid, online courses typically offer the most content, there is always YouTube!

Salesforce Ben

I will always mention Salesforce Ben in these articles because he has an awesome blog that has been instrumental in my Salesforce career. There are several blogs on Salesforce Administration, including an awesome test exam.

Think Real World

Preparing for the exam will require more than just memorizing possible questions and answers. The exam is very much framed in real-life scenarios. As you go through study material, constantly think how you would apply what you learned and why. This little exercise will go a long way!

Conclusion

The demand for Salesforce professionals is growing very rapidly, far beyond the current supply. As the supply starts to grow, being certified will definitely be a way to differentiate yourself from others.

How to Study for The Salesforce Platform Developer Exam

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If you’re like me, the first thing you do when you decide to go for something is to peruse the internet for advice from people that have done it. That was what I did when it came to both my Salesforce Administrator and Salesforce Platform Developer I certifications.

When I was up late after work studying for the Platform Developer I exam, I would catch myself half thinking/half praying ‘God, if I pass this test I promise to help others!’ Part of the reason I’m writing this now is because although I found it difficult to find some of the answers I was looking for, I did find many valuable articles from people who had ‘blazed the trail’ before me.

This is my attempt to give back.

I wouldn’t consider myself very technically experienced. I have my Bachelor’s degree in English Literature and up until 2014, I’d never opened up an excel file.

I do, however, possess a mindset that wants to solve problems and enjoys thinking through them – if you can keep that mindset, you’re on the way to passing the Developer Exam.

1.      Use the Salesforce Study Guide to plan

This is important. My first mistake was quickly veering off track from the study guide and down the rabbit hole of development documentation and YouTube videos of Dreamforce speakers. At one point I was attempting to actually read the entire Apex Development Workbook (now deprecated), making stacks of flash cards about Rest API, asynchronous callouts, and memory allocation limits.

If you don’t know what most of that is, don’t worry you won’t need to for this exam. Use the Salesforce Study Guide, and what’s on the Salesforce Study Guide as the foundation of your studying. Download the guide here.

 Begin by reading the study guide over and over until you know what is in and out of the scope of the exam. Next, write down each section of the exam in order from least familiar to most familiar. Draw a line dividing the top half of the list from the bottom and apply an 80/20 rule – plan to spend 80% of your time studying in the top half (the less familiar) and 20% of your time on the remainder.

2.      Take the Developer Beginner Trail from Trailhead

Besides experience, Trailhead is the best resource out there for learning Salesforce. If you are unfamiliar with Trailhead, it’s a series of guided learning paths for business users to developers where you can earn badges, track progress and plan your learning curriculum.

If you have not yet signed up, do yourself a favor and do it now! https://trailhead.salesforce.com/en/trails. You will need a developer org if you want to follow along with most of the training. You can get one here.

3.      Track by Comprehension, Not by Time

Remember, quality over quantity! I would avoid planning in time chunks. Just because more time is spent studying, does not mean more is learned. Focus on what specific thing you want to know when you’re finished with a study session.

For example, looking at section five of the Study Guide you might take ‘Describe how to use basic SOSL, SOQL, and DML statements when working with objects in Apex’ under the Logic and Process Automation and decide to learn the how to write three types of SOQL statements in one session and the limitations of SOSL statements in another. The best part about doing this is that you will hopefully leave every session feeling accomplished

4.      Utilize Different Methods of Learning

Spend time in Salesforce Documentation reading, Trailhead and YouTube learning, and a development org doing! I know I have learned something when I can explain it and when I can think of ways to use it. Take what you want to learn – Read about it, watch someone do it, and finally do it yourself.

5.      Know Why and When

Most of the exam consists of scenario based questions. You’ll never pass the exam if you only know terms and their definitions. After reading and learning about a functionality, I ask myself why I would need it and when I would use it. Why should one use process builder over a workflow? Come up for a scenario or use case for both!

6.      Utilize Salesforce Training

If your company has premier support, you have access to a hub of instructor led training videos! Navigate to ‘Help & Training’ in your org and look for the training section. Don’t sweat it if you do not have premier support, there is still plenty of other information out there.

7.      Salesforce Ben

Salesforceben.com is an awesome resource that I have used for both of my certification. There is a great article about the Platform Developer I certification here: http://www.salesforceben.com/platform-developer-certification-guide-tips/. They give an awesome breakdown of the exam.

8.      Answer and Ask Questions in the Support Forums

Even if you’re not an expert in Salesforce Development yet, try to help others with their problems. It is a great way to receive use cases and scenarios that can provide you with experience and hands on learning! You probably won’t receive the vote for the ‘Best Answer’ all the time, but it begins the process of actively thinking about how to implement development solutions .

9.      Don’t Burn Yourself Out

No need to pull an all-nighter! Give yourself plenty of time, you can only take in so much at a once. If you have accomplished your ‘learning goal’ for the session, take the rest of the day off! Go outside and enjoy some nature.

I hope this article has provided some good advice you can utilize to prepare for the Platform Developer I and other Salesforce exams. Good luck, you’ll do great!

What Makes a Salesforce Professional Valuable

It’s a big world for the Salesforce professional. There are tons of features to learn, tools to master, certifications to grab and trails (Trailhead) to be explored. There are weekly meetups, online communities, conferences, webinars and workshops. If desired, one could LITERALLY eat, breath, sleep, and dream Salesforce.

To a large extent, I too am involved in the community. I have certifications. I do the Trailheads (Expeditioner), and I try to stay abreast on new tools and functionality. I believe it is my responsibility as an admin/developer to keep learning.

However, I sometimes have a fear that Salesforce professionals dance on the precipice between professional understanding of the tool and obsessive loyalty.

The obsequious professionals collect and treasure digital accolades like badges and certifications a little too much and it’s common for many to have a few years of professional experience in the application development world.

To be clear, this isn’t a BAD thing. In many ways, this is not dissimilar to my experience. See my previous article: https://www.linkedin.com/pulse/perfect-detour-from-english-major-personal-trainer-grant-ongstad/.

In my work experience as an Admin/Developer I try to keep remembering two simple things:

1)     Serve the Business, Not the Application

Unless you work for Salesforce, Salesforce doesn’t pay your bills – the person or organization that signs your check does. They use Salesforce because it may be a tool that can solve their problems and help scale their business and, in some cases, it may not be.

They do not care if you use flow, process builder, workflow rule, or apex they only care if you solved their problem. If Salesforce reporting cannot handle their unique groupings and summaries as well as an existing excel report – don’t be afraid to tell them!

Businesses don’t just hire Salesforce professionals because they know Salesforce, they hire them in the hopes that they can solve their problems.

Whether you are an Admin, Developer, Cloud Consultant, Salesforce CPQ expert, Architect, or all of the above, your first allegiance is to the business and its requirements.

My boss once told me that tools and applications come and go but if you can understand the goals and mission of the business, how it operates, and where they are heading that I’d always be in demand.

2)     Be a Solution Architect

Every change, customization and enhancement should be considered in relationship to the entire system architecture. You are not just an order taker who reads a requirement and implements a change without question. What effect will this change have on existing customization, user experience, reporting etc.? Are you making assumptions about how users are interacting with the system vs how they are actually using it?

A solution architect thinks ten steps ahead when implementing or recommending a solution rather than jumping to the neatest and shiniest tool. Sometimes the solution is a change in an internal process.

I don’t intend to throw shade on those who truly love Salesforce. For many of us, the tool has provided a rewarding career path and I believe the demand will only continue to grow. It is also tremendously important to have skilled users of the tool. Everyone who wears the badge (yes, on Trailhead too) of the Salesforce professional should have an in depth understanding of it.

I only hope that we never lose sight of the customers we serve and of the skill that make us most valuable: The ability to understand and solve problems.

Salesforce Admins and Users Rejoice (5 Groovy Enhancements from the Summer ’18 Release)

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Summer ’18 release is here and many great enhancements have been delivered. Lightning continues to make improvements and is beginning to offer more and more features and customization to help keep admins from switching to Classic to make the changes they need. After skimming through the Summer Release Notes, here are my favorite enhancements that admins and their users will enjoy!

  • Customize Task List View in Lightning

Users can finally customize the task list views in lightning to include custom filters, custom fields, and sorting. This was a much needed enhancement and very, very popular on the Idea exchange!

 CustomList
  • Create Copies of Tasks for Colleagues

Gone are the days of creating the same task multiple times so they could each be assigned to different users. Users can now create a copy of a task and assign to multiple people. Everyone gets a separate task that is assigned to them! This will hopefully increase collaboration between sales.

 

  • Mass Email Campaign Members

This is not so much as a functionality enhancement as it is a workflow enhancement. Now, marketing can send mass emails straight from the campaign where previously, the members had to be emailed by navigating to Account, Mass Email and selecting the campaign. Ok, ok, I know it might not sound like that big of a deal – but it has been highly desired for 9 years! Check out the idea on the idea exchange: https://success.salesforce.com/ideaView?id=08730000000Br2YAAS

Mass Email

  • Set up Person Accounts in Lightning Experience

If you’re in the group that has encountered this issue – you’re either going to be grateful it’s here or upset it didn’t come sooner….Or both! Previously if an org utilized Person Accounts and you wanted to change the page layout or compact layout you could not access the page layouts from lightning. Even if you were on the page, and you wanted to make a change to the components – you’d have to wait and wait until you never saw your changes! Now, Salesforce has made it possible to select the Person Account customization right from lightning set up. Hurray!

  • Track Time with a Time Data Field

This feature is now generally available and allows an admin to create a field for capturing time. I have personally never encountered a use case where this is necessary but I can imagine it will be very helpful for multiple business scenarios that involve exact tracking or event management.

time

Many great features are being delivered with the Summer 18’ release and not just for admins. Keep an eye out for my blog on enhancements for developers!

Excel TIP (Add Data Validation with a Drop-Down List)

 

It is important to be mindful of how you are entering repetitive data in excel. There is nothing worse than trying to validate and modify a column that has the same value written multiple ways! Look at this contact information, where the same state is recorded differently.

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If you needed to filter this list on state you’d have to account for all representations of Texas!

Adding drop down validation is a great way to ensure values will be recorded consistently – and it is super easy to do in excel!

Let’s say Maggie’s Pet Supply sales team is calling a list of pet stores. One of the items they need to capture is the product they are interested in ordering

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Rather than rely on the sales team to capture the correct product name, we can store the list of products as a validation list that can be selected by a drop-down.

  • To do this, add a second sheet to store the list of possible products

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  • Next, highlight the column you want to be able to select the drop-down items
  • Under the Home tab, select ‘Data Validation’

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  • For Validation criteria, allow ‘List’

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  • Click in the Source box and then Click on the Product sheet
  • Highlight the values in the list and select OK

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  • Navigate back to the Call Sheet and you can now select items for your drop down!

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