Tag Archives: Salesforce

Are your documents ready for the Lightning Experience?

Documentation is the lifeblood of almost every business which is why we are going to share our Salesforce Lightning Readiness Check to ensure you don’t lose those critical documents in the transition to lightning.

If you haven’t already check out our previous blog to ensure you are lightning ready.

Currently, Salesforce has no plans to further develop the Document Feature for the Lightning Experience. To work around this, we suggest migrating your documents to Salesforce Files.

Salesforce has mentioned that even though the Documents tab is not available in the Lightning Experience, the existing Document files are still available. In order for this to work, however,  you will need to ensure that your documents (such as email templates) are available under Files.

If migration is needed, there are a few options available depending on the use case you have.

If you have a very small set of Documents, you can manually download them and re-upload them back into Salesforce Files.

With larger quantities of files, Salesforce suggests to do the following:

  • Export documents in the weekly export. Then upload the documents to Salesforce Files.
  • Utilise a Third Party data export tool from the AppExchange, e.g. FileExporter by Salesforce Labs.
  • Use an API-based tool (The Chatter REST API supports uploading asset files).

For more details, please see this article from Salesforce here.

Move inventory into your Salesforce Cloud.

Already using Salesforce to manage your Sales and Marketing?  You need to consider many business applications have a SAAS cloud offering which compliments Salesforce – why not consider putting your inventory management functions into the cloud as well?

I want to give you 4 good reasons why this should be a serious consideration for any business

  1. Save time for more important things

Most business owners are time poor,  spending time on non-core functions takes away from time that could be spent on growing the business or servicing the customer.  It makes sense to select best practice tools such as RIO inventory – and put the running of those tools in the cloud.

2. Get Better flexibility from your IT spend

A cloud-based inventory application like RIO inventory provides the flexibility for you to be able to react to business needs anywhere at anytime. Interfacing with your inventory on mobile devices means if something goes wrong you are only moments away from addressing.

3. Best practice Security

Security needs are regularly ranked as a high priority for all businesses.  Building this capability from the ground up is costly and can be outdated quickly.  Placing your inventory into the cloud using a tool like RIO inventory means you can benefit from best practice cloud-based security

4. Have better options on how you spend your IT budget

You obviously want performance which is stable and delivers predictable service.  The traditional way of doing things means large amounts of your IT budgets it tied up just keeping the lights on.  Consider moving away from owning and running infrastructure,  and put functions like inventory management into the cloud. This will free up IT budget to either be saving on your bottom line or redeployed to help grow the business.

Are you ready for the Lightning Experience?

It’s slick, it’s fast, your users will love it but are you ready to make the jump from Salesforce Classic to the Lightning Experience?There are a few basic steps we can recommend before taking the leap. Firstly make sure you check your instance readiness – you need to be aware of elements such as custom components, Visualforce pages, and custom buttons. This is really important to ensure your transition to Lightning Experience is smooth and flawless.

How do I know what is ready and what’s not?
Salesforce offers you an excellent “Check Readiness” feature! Salesforce will generate a Readiness report which when run can be sent to your Email as well as saved in your Salesforce Files.

Running the check Readiness feature is very straightforward all you need to do is, navigate to Setup | Lightning Experience Migration Assistant | Get Started | Check Readiness | Check Readiness

Here are some of the items the readiness report checks for you

  • Tabs, Objects and Related Lists – Such as Documents, Lookup filter, and Opportunity Partners
  • Standard/Custom Buttons/Links – URL buttons, Javascript buttons, “Sharing” buttons
  • Email templates
  • Lookup filters
  • Third Party Apps

Below are examples of the report results look like:

Results on Tabs, Objects, and Related Lists

Results on Standard/Custom Buttons/Links

So Salesforcers follow these steps and get yourself Lightning ready today!

RIO Plan for Salesforce version 1.12 released

The key enhancement in this release is the ability for users to customize Planner start and end times. Users will also be able to customize how many working hours appear on the planner in the “Planner Options” in the RIO Plan Configuration Page.  Enhanced validation rules assist data integrity by enforcing enforcing more accurate time data in the planner.  Nice!

Check out this Page for more details on how to use RIO Plan. Got some popcorn? watch all of our tutorial videos here.

Get the latest release of  RIO Plan from the Appexchange.

Got new feature ideas that you think will benefit RIO Plan? Please email  suggestions to support@wdcigroup.net  – any new suggestions implemented will receive a $50 Amazon voucher.

RTOs populate student enrolment data directly to Salesforce

The education industry has gone through significant changes over the past few years. To keep up with the changes, most of the registered training organisation (RTO) are adopting a more seamless student management process particularly using Salesforce as a tool to facilitate student sales and administration – one of the main areas is the student enrolment process.

RTOs require students to complete an enrolment form in order to collect the required data. Previously, students were required to complete either a Hard Copy Form or an Electronically provided enrolment form.

Problem: Traditional methods do not feed the required information directly into Salesforce. For the information to be processed into Salesforce, the user needed to complete a series of manual steps which caused cases of double handling and an inefficient time wastage.

So the great news for educators is that there is a solution which WDCi has extensively deployed which eliminates the need to be double handled.  Our solution has been to use Visualforce to develop a working form that allows enrolling students information to be correctly collected and submitted correctly into Salesforce.

The solution which is a Salesforce Visualforce page can be sent directly from Salesforce using the “Send Email” feature or can be brought up on Site using a standard browsers.

Benefit to RTOs:

  • Information is captured directly into Salesforce against the student records thus reducing double handling. For example having to transfer from Hard Copies.
  • The Enrolment Form can be completed on desktops and mobile devices.
  • Maintaining of courses can be performed directly in salesforce and shown live in enrolment form.
  • Certain information captured can be used directly for mandatory reporting purposes e.g. AVETMISS (Only if reporting engine is setup in Salesforce instance).

Tip of the Week – the Salesforce ID in Lightning or Classic view

Here’s our tip of the week for recognising the Salesforce ID in both Lightning Experience and Classic views.

You probably already know you can determine the ID of a record based on the URL when in Classic (a very cool trick when you want to navigate quickly). This is what a typical URL looks like in classic view (the bolded part is the ID):

https://ap1.salesforce.com/00190000014XXXX

For those who have just switched to Lightning view (Winter18) here’s how you can use the same technique in Lightning.  You may have noticed that the URL looks a bit different in our new Lightning view (vs Classic) –  if you look at the example below you can see the ID is still embedded between the final two “/”:

https://ap1.lightning.force.com/one/one.app#/sObject/
00190000014ZkRXXXX/view

Salesforce AND AVETMISS Reporting

We have recently seen a lot of questions from our Registered training organisation (RTO) customers.   This industry has seen a huge amount of change over the past few years – which really stretches an organisations IT resources and resilience.  A case in point is the AVETMISS  reporting which is a requirement from the Federal government specifically on training organisations.  The requirement is that training organisations are required by law to submit student activities (which is the students progress in units) as a report in the form of a “text positioned file”.  Our development team have been working towards addressing this need. RTO’s who know and love Salesforce can now enjoy the ability to produce this reporting directly from Salesforce. You can now stay in one tool and cover most of the customer touch points and processes from sales through to enrolments, and from enrolments to reporting.

Here is the key information we are able to produce for the AVETMISS report directly from Salesforce.

  • Training organisation (NAT00010)
  • Training organisation delivery location (NAT00020)
  • Program (NAT00030)
  • Subject (NAT00060)
  • Client (NAT00080)
  • Client postal details (NAT00085)
  • Disability (NAT00090)
  • Prior educational achievement (NAT00100)
  • Enrolment (NAT00120)
  • Program completed (NAT00130)

On top of that, the solution also allows a user to export all the required AVETMISS data to text positioned files which then can then be submitted for validation in NCVER.

Using Salesforce and want to connect OneDrive or Sharepoint online?

If you are using Salesforce and OneDrive for Business or Sharepoint Online, you can  connect the two systems using the Salesforce Files Connect feature.  This will allow your users to attach Files using the Files feature on records OR using Chatter Files.  Users can search their OneDrive or Sharepoint and attach them to Salesforce records.  Note this is a files based feature, you cannot link a directory to a Salesforce record.

A good step by step guide on setting it up can be found here.

There are a lot of steps involved, here’s a summary:

  1. In Salesforce:
    • Enable Files Connect:
      • The File Sharing option allows you to select Reference or Copy, use this if you want to create a copy of the file in Salesforce but note the security and file storage implications in Salesforce.
    • Create a Permissions Set for access to OneDrive or Sharepoint files.
      1. User License must be set to “None.”
      2. Edit the System Permissions and check “Files Connect Cloud”.
      3. Assign this Permissions Set to your Users.
    • Setup an Auth.Provider in Salesforce following the instructions for the Alternate Method described in the document linked above:
      • At this step we are setting up with placeholder values only, we’ll update them later.
    • Provide the Callback URL you generated in the above step to your OneDrive/Sharepoint administrator.
      • Tip: be sure to provide them with the Salesforce domain, in our case that is wdci.my.salesforce.com, a standard Salesforce domain will include salesforce.com, ie ap5.salesforce.com – you can see this in your browser URL when logged into Salesforce.
  2. In OneDrive or Sharepoint:
    • Have the OneDrive/Sharepoint  administrator follow the steps in the document linked above – pages 10 & 11
    • They will return you a set of information you will use in the next step.
  3.  In Salesforce:
    • Update your Auth.Provider entry with the following supplied by your OneDrive/Sharepoint administrator:
      • Consumer Key = Client ID
      • Consumer Secret = Client Secret and
      • Authorize Endpoint URL = Follow the format that is stated in the step by step guide page 12 for OneDrive/SharePoint
      • Token Endpoint URL = Follow the format that is stated in the step by step guide page 12 for OneDrive/SharePoint
    • Create an External Data Source:
      • Don’t see the Type “Microsoft OneDrive for Business”?  Check out this knowledge article for a tip on fixing that issue.
      • Specify the Identity Type:
        • Per User to force each Salesforce User to authenticate to OneDrive/Sharepoint OR
        • Named Principal to use a single login to OneDrive/Sharepoint.
      • Check the box “Start Authentication Flow on Save”, login to OneDrive/Sharepoint and test the connection.
      • Site URL: your OneDrive/Sharepoint URL e.g.
        • OneDrive: https://yourcompanyname-my.sharepoint.com/
        • SharePoint: https://yourcompanyname.sharepoint.com
    • Identity Type = Per User?
      • Have each Salesforce User setup their authentication credentials for OneDrive/Sharepoint  – under settings search for authentication and create a new entry for OneDrive/Sharepoint.
      • This can also be created when the User logs into Sharepoint as prompted in Salesforce (see Page 27 of the linked guide):
    • If Identity Type is  Per User,
      • Return to the Permission Set that you have created earlier on. In the Apps section, click External Data Source Access and include the External Data Source that you have created previously OR
      • Go to the Profile and include the External Data Source under the Enabled External Data Source Access related list.

The Salesforce interface looks like this:

Tips when it’s not working:

  • The URL entries for OneDrive/Sharepoint are in the documentation and are VERY specific, follow them exactly, only substituting where necessary, double check these if you are not authenticating.
  • Unable to view a Sharepoint PDF in Salesforce, but .doc and .xls are fine?  At the time of this blog, this functionality isn’t available, you’ll need to download the file and then view.

Sound Property implements Salesforce Customer Community to provide My Portfolio service to Clients

What a great opportunity it was to work with the team at Sound Property Group to deliver a new project, this time focused on their clients.

Sound Property Group is a property investment and education company specialising in sourcing strategic real estate opportunities, tailored to client’s individual needs.  They pride themselves on attention to detail and they were definitely detailed when it came to their plans for Salesforce and how it would benefit their business.

The Challenge
Information sharing with Clients was all handled directly through phone calls, emails and meetings.  This was working fine but really didn’t enable the clients to readily access information when they needed it.

The Clients needed visibility to the up-to-date information, eliminating the need for them to route queries to the team at Sound Property for more information.

They really needed a self-service solution.

The Solution
Following on from their successful roll out of Salesforce in 2015, it was time to add a new feature set, this time focused on the clients.

Sound Property Group chose to implement the Salesforce Customer Community functionality for their My Portfolio,  providing an on-demand solution for clients to access information, anywhere, anytime.

In partnership with WDCi  the Salesforce Customer Community functionality was designed and implemented.   The Community supplies information to Clients and provides a complimentary communication channel through the use of the Questions feature and added ability to communicate with Chatter.

The Benefits

With Salesforce Customer Community, the clients can now self-serve, accessing:

  • Information available anytime, anywhere
  • Ability to store documents
  • Receive notifications from Sound Property
  • Ability to ask questions
  • Communicate with the team in Sound Property using Chatter

Andrew Cull, Sound Property Group MD, noted that “We started our Salesforce journey in 2015, after realising the benefits it brought to internally, we knew it would be the right solution for our Clients information requirements.  We’re confident that the My Portfolio service will provide our Clients with up to date and timely information, allowing us to continue to provide outstanding service .”

Salesforce email integration with SalesforceIQ Inbox

Following on from our earlier blog on Outlook integration, lets take a look at the latest email solution from Salesforce, Salesforce IQ Inbox.  

With a load of new features , Inbox sync emails to Salesforce from:

  • iOS
  • Android
  • Gmail
  • Chrome
  • Outlook
  • Outlook Web App

Note: Need a Calendar sync? Salesforce Inbox doesn’t support calendar sync yet,  you should consider using Lightning Sync.

Enhanced features that will speed up your work day:

  • Automatically builds and displays a customer’s profile on Salesforce through Inbox using CRM, Twitter and LinkedIn. 
  • Ability to create Opportunities/Lead’s through Inbox.
  • Advance scheduling capabilities – To book appointments with customers, Inbox allows you to send through your blank calendar appointments for the customer to arrange a meeting.
    • If a time slot get booked before a customer has replied to your email, Inbox will update the customer’s email times on the sent email. 
  • Einstein Activity Capture:
    • Every email and calendar event you create will automatically link to customer’s record on Salesforce.
  • Activity Share Settings:
    • Define the Salesforce users that can view your email(s) that have been added to a customer records.
  • Salesforce Email templates are accessible through Inbox.

Features available for iOS and Android mobile phones:

  • Ability to view where, when and how many times an email has been viewed by a customer.
  • Ended phone calls will prompt an automatic call log to be recorded.
  • A recommended list of relevant records for review before customer meetings.
  • Ability to Closed Won an Opportunity.

To use Salesforce Inbox, you will require a special license, known as Inbox license. You can purchase it separately in your Salesforce subscription, check with your Salesforce Rep for the latest pricing.

Not sure if you have the license?  Go to your Setup > Company Profile > Company Information > Permission Set Licenses. If Inbox is visible,  you have the license.

Got the license?  Yes, then let’s proceed to configure.

Start by enabling the Permission Set License Assignment for each user and create a specific Permission Set and assign to designated users.

  1. Go to Set up > Users > User List > Permission Set License Assignment > Edit Assignment > Inbox access to Inbox enable.
  2. Next step is to create a new Permission Set. Go to Permission Set > Create new Permission Set > Set License as Inbox.
  1. In Permission set,  select App Permission and enable ‘Use Automated Activity Capture’ and ‘Use Inbox’.
  2. Lastly, you will need to assign this permission to all users.
  3. Once completed, you can follow the steps listed here to setup email extensions.

For further details, you can also refer to this documentation guide.

Ignoring the lack of a calendar sync, Inbox has a great list of functionality, test it out to see if it speeds up your customer engagement.