Salesforce Configuration and Setup PDF

Configuration & Setup Table of Contents Table of Contents Configuration & Setup 1 Configuration and Setup 2 Configuration & Setup 1 Default Locale Locale controls...

Configuration & Setup Table of Contents Table of Contents Configuration & Setup 1 Configuration and Setup 2 Configuration & Setup 1 Default Locale Locale controls the language and format of the following fields: Date Time Address Currency Name Number Defaults are under Company Information Personal setting override company default in Language & Time Zone settings Default Locale is set by the company administrator Language 3 language levels Fully supported - all features available in that language End user - has translations for standard objects but no support in Help or Setup Configuration & Setup 1  Platform - Possible to provide translations for custom & standard objects. No support in Help or Setup. 18 fully supported languages 17 End user languages 100+ Platform languages To change personal language settings, go to: My Settings → Personal → Language & Time Zone Organization ID Organization ID is a Unique 15 character identifier that identifies each salesforce organization Organization ID is found in Company Information page The ID is unique across different environments Users provide this ID when requesting support Licenses Define what features & services are available to an organization Types: User Licenses: Baseline features Feature Licenses: Access to additional features Permission Sets: Gradually grant user access to license features Salesforce API API = Application Programming Interface Allows access to Salesforce programmatically (ex. Data Load, Informatica) Limit on API requests in 24hrs (based on edition & number of licenses) API is available for Enterprise, Unlimited, Developer, and Performance editions (EUDP) Configuration & Setup 2  EUDP: Every Unicorn Dancing Passionately Usage of API is monitored under Company Information page Time Zone Time & date fields display according to time zone setting Set on Company Information Page & used as default for new users User time zone: Users can set own timezone which will override Organization Setting My Settings → Time Zone Time & Date fields will display according to the user’s time zone setting Currencies Organizations can have single currencies or multiple Access default currency through Company Information → Currency Locale Single is default Enabling multiple currencies allows ability to record amounts in different currencies on records Must be enabled in Company Information A corporate currency must be defined Corporate currency is set on Company Information page For multiple currencies, each currency must be made active for them to be used Users can set individual currencies in Advanced User Details once the multiple currency setting is enabled Exchange rates between active currencies can be set in Manage Currencies page For dated exchange rates go to Advanced Currency Management Once multiple currencies are enabled they cannot be disabled Configuration & Setup 3  Reports support multiple currencies which are classified as either primary or secondary Primary = corporate currency Secondary = Personal default currency or a currency specified in the report Business Hours and Holidays Business hours determine the times when users are available to support customers Business hours are the basis for the computation of support process hours Business hours determine when to escalate a case Also determine when to commence the entitlement process and run milestones Can define multiple business hours but select one as the default Holidays are excluded from the time used to calculate a case escalation Fiscal Year Configurations Defines Business Year of company aka Accounting Year Can use standard or custom fiscal years Standard: Follows Gregorian calendar Can be configured to start on the first day of any month Can be named after the starting or ending year Custom Fiscal Year Defined based on custom periods Can be created based on existing templates or modified templates There are pre-defined structures for templates available for alternatives such as 4 quarters/year, 13 weeks/quarter, 13 Configuration & Setup 4  periods/year Custom fiscal years impact: forecasting, reports, quotas If a custom fiscal year is enabled it cannot go back to standard You can mimic a standard fiscal year using the Gregorian calendar template To access Fiscal Year go to Setup → Fiscal Year Data and File Storage Data Storage Creation of records (ex. Accounts, Contacts, Opportunities) Most records use 2KB of storage (except Person Account (4KB), Campaigns (8KB) and Email Messages (storage determined by size of the email) File Storage: Salesforce stores files in attachments, the Documents tab, the Files tab, Content, Chatter (including user photos), and Site.com assets Limits Enterprise edition provides: 10GB of data storage plus 20MB per user license 10GB of file storage plus 2GB per user license If an organization uses Big Objects, up to 1 million big object records can be stored Additional capacity can be purchased via licenses to store more Storage usage can be viewed in Storage Usage under Setup Configuration and Setup 2 UI Features: UI Settings Default Record Page View Configuration & Setup 5  Two options available for specifying a default record page view at the organization level: Full View Grouped view This configuration can be accessed in Setup → Record Page Settings To override a default view, a custom Lightning record page can be created for a specified object and activated using Lightning App Builder After a custom Lightning record page is created, it can be activated selectively by Lightning app, record type, or profile. It could also override the org default. User Interface Settings User interface settings are found in Setup → User Interface The User Interface page contains a list of features that can be enabled or disabled to modify the org’s user interface Compact Layout Settings: The first few fields on the compact page layout determines which fields are included in the hover details Related List Hover Links: Related List Names are clickable links that can redirect users to the complete list view of the corresponding related object records When hovered over, the list is displayed with the records, which are also clickable links In Lightning Experience the Related List Quick Links component can be added to the record page in Lightning App Builder Printable View: Once Printable View has been activated, the button is automatically enabled on the applicable list views. Lightning Experience Navigation Bar Configuration & Setup 6  The Lightning App navigation bar can contain most of the following items below: Standard objects Custom objects Lightning component tabs web tabs Utilities like Lightning Voice Lightning page tabs Canvas apps Visualforce tabs Horizontal Navigation Bar Each app in lightning experience has a horizontal navigation bar which is used to access the items and functionality in the app The Lightning app navigation bar can be customized to fit the user’s needs. Apps can be created and customized by navigating to App Manager in Setup The items that are visible in the navigation bar can be selected and rearranged, and the utility bar in the footer can be enabled by adding a utility item to the app The navigation bar color and logo can be customized for each Lightning app App access: the app can be assigned to user profiles App Manager App Manager is used to view, create, and customize apps available in the organization System Administrators can personalize their Salesforce apps and match some aspects of their companies branding. Configuration & Setup 7  Ex. App logo and highlight color for its navigation bar can be selected An app can be assigned to profiles to allow visibility to designated users Utility Bar The Utility Bar allows easy access to common productivity tools such as Notes, History, and Omnichannel Items placed in the Utility Bar will appear near the bottom of the screen. It can be set to display on either the bottom left or the bottom right of the screen Temporary Tabs Opened when a user clicks an item that does not have a parent object placed in the navigation bar Temporary tabs can be used to access relevant items from the navigation bar Can be made permanent in the navigation bar by selecting Add to Nav Bar Appear in the navigation bar with an asterisk (*) Lightning Experience App Launcher The App Launcher in Lightning Experience allows users to switch between apps The apps that appear on the Lightning Experience App Launcher can be changed by navigating to App Menu in Setup Users can immediately open or search for an app after clicking on the App Launcher icon The apps that users see in their App Launcher and app menu depend on each app’s visibility settings and user permissions. Profile or permission sets can be used to authorize users to see apps. Individual apps can be made visible or hidden in the App Launder for all users in the Org Configuration & Setup 8  Access to apps can be controlled through profiles or by creating a permission set for users who require access App tiles can be dragged and sorted by users based on their personal preference Apps show up as large tiles under All Apps while other items such as custom objects, tasks, events, and the feed show up under All Items AppExchange is accessible from AppLauncher Lightning Experience Themes Themes and Branding To promote branding and org personalization, the ability to use custom images and colors are available through themes Admins can choose from built-in themes. The ‘Lightning Blue’ theme is used by default. Themes don’t apply to the mobile app. An Admin can create custom themes and add a brand logo, brand colors, background, and banner images. The theme applies to the entire organization and only one may be active at any given time. Apps have an override capability that allows the app to override a custom theme’s brand image and navigation bar color with the brand image and color from the app. Custom themes can be created, previewed, and activated from the Setup page dropdown menu. Setup → Themes and Branding Background, banner, and default avatar images can be personalized. In-App Guidance Can be used to create a hands-on interactive tour to guide users through onboarding or feature introduction by means of step-by-step Configuration & Setup 9  prompts. Placement: Walkthroughs can be placed on: Object record pages; object home pages (including Home) Supported Setup pages List view dropdown menu, pin, and buttons in the header, App name, App Launcher, Items in the navigation bar, including items in the Item’s dropdown menu. Record tabs and subtabs, Record highlight panel components and buttons and new, edit, and clone record page, including dialogs Record fields on a record page, dynamic form, or the Create window in a targeted prompt All In-App guidance in an org can be managed by navigating to the Settings in the In-App Guidance Setup page. An in-app guidance can be assigned to a specified record type, on a specific page or app, or any page and app. Permissions: The Design and Deliver In-App Guidance permission is needed to create prompts and walkthroughs. A myTrailhead subscription is required so users can be assigned the permission to view more than three custom walkthroughs. In-App Guidance Builder Contains a canvas where an admin can author a single prompt or a walkthrough guidance Inside the builder canvas, the admin can navigate to the app and page where the walkthrough needs to be added Prompt Types: Configuration & Setup 10  Floating: Position can be changed to where the users’ attention is needed Docked Targeted Still images and animated.gifs can be added to in-app guidance The theme of a custom walkthrough can be customized from the In- App Guidance builder In-App Guidance Settings Users can modify the schedule, profiles, permissions, and details Existing In-app guidance can be assigned to a specific record type so that users get detailed help or customized messages based on the layout. Single Prompt = one-time welcome message for new users Walkthrough: multiple steps can be added Direct Link to In-App Guidance A direct link to prompts and walkthroughs can be sent to users or the URL can be attached to the help menu or help documents The URL will immediately open the in-app guidance, given that the guidance is active. If the API name of the in-app guidance is changed, the URL will also change The link can be copied from within the in-app guidance builder (on the Details dialog) or from the row-level action menu of the walkthrough Guidance Center The guidance center guides administrators in setting up and enhancing the Salesforce org and provides recommendations tailored for the org and the admin’s level of experience Configuration & Setup 11  The Guidance Center can also incorporate a dedicated Salesblazer segment featuring content authored by sales leaders, sellers, and sales operation experts UI Features: Search Settings Search Overview Admins can configure the search results of global search and lookup search Global Search results: The search results that appear when users search using the global search bar at the top can be configured Lookup Search Results: The search results that appear when users search using the lookup fields of a record. Search Type: Each search type searches a unique set of fields for each object. Encrypted, formula, and lookup fields cannot be searched Field level security is enforced when users search for records. Search results do not override field-level security. Data in restricted fields do not return in the results. In Lightning Experience, the records in search results depend on whether the record’s object type and its fields are searchable Lists of records can also be searched using the list view search bar Global Search The global search box displays a list of auto-suggested records for multiple object types as a user types in it Global search results can be refined by setting the number and/or date ranges. Other primary fields can also be used such as record name, owner, or email. Instant Results: Allow accessing a record before performing a full search Configuration & Setup 12  Recent Items: Lists recently viewed items that match the search term when a user clicks into the search box Suggested Records: Lists up to five records that have a name that matches the search term Full Search: Searches across searchable objects and takes the user to the ‘Top Results’ page. Full Object Specific Search: Searches within the current object and takes the user to the object’s search results page. Limit Search To: The ‘Limit search to’ option can be selected to limit the search to an object entered in the search box. Lookup Search Lookup Search: is a feature that allows a user to search for a record of an object and associate it to a record of another object using a lookup field. Lookup Field: can be used to associate two records together in a relationship. Lookup Search Instant Results: when a user types in the lookup field, they see a dynamic list of suggested matches instantly. Search Term: The instant results match to the record’s name, but a full search can be performed to match against all the searchable fields. Secondary Field: If configured, a secondary field is displayed under the primary record name that provides more contextual information. Lookup Filters: Restrict the valid values and lookup dialog results for relationship fields. Dependent lookups: A lookup field that includes a lookup filter that references fields on the source object record. List View Search Configuration & Setup 13  In a list view, only the first 2000 records are searched. Users can overcome this limitation by using more specific terms or changing the filters and sorting order. Federated Search: Configuring federated search will allow users to search data stored in external repositories from the Salesforce interface. Users can use the global search and see results from an external search engine. Salesforce has partnered services to easily connect to external search providers. Federated search can be configured in Experience Cloud sites. Search Layouts The search layout determines which fields users can view, filter on, and sort by on the search results page for global search and lookup search. The search layout of an object can be configured to select the fields that should be shown as columns on the search results page. Secondary Field: The secondary field is always the related account for contacts and opportunities shown in recent items. Search layouts can be created for individual objects. The following can be customized in the Search Layout: Fields in a record’s instant results preview Fields that can be filtered Fields shown in a recommended result The secondary field in instant results Configuring Search Results layout: Search layout for both lookup and global search can be configured from the Setup menu or Object Manager Standard Users cannot customize the Search Results layout Configuration & Setup 14  Search layouts for a particular object can be accessed from the Object Manager in Setup Profile-specific layouts can be created for each object. Users can be allowed to filter search results by adding the fields that they want to filter to the search layout. However, encrypted fields cannot be filtered. Configuring Classic advanced search filter fields will not affect the Lightning Global Search filter fields Einstein Search Enabled by default and provides features like: search personalization, natural language search, and instant actionable results Search personalization: Search results are going to be based on the records that are most relevant to the user. Available for the following objects: Accounts Cases Contacts Leads Opportunities Tasks Instant Actionable Results: Suggested searches and record previews are immediately seen and actions on records can also be completed as search terms are being typed. Natural Language Search: Common words and phrases can be used as search terms and Einstein Search will automatically turn them into usable search filters. Einstein Search features are enabled by default. They are available in Lightning Experience in the following editions: Configuration & Setup 15  Essentials Professional Enterprise Performance Unlimited Search Manager: can be accessed in Setup to view all searchable objects and the status of each field. Filters can be used to narrow the search. UI Features: List Views Record List Display Types: The summary of records can be displayed in a single view on that object’s home page. 1. List View: A list or summary of records that meet defined criteria. 2. Kanban View: Shows a graphical view of records in a list view. List Views: A list or summary of records that meet defined criteria. Components of list views: Filters: Are added to display only the object records that meet a defined set of criteria in a single view. Fields displayed: The fields to display and the field order can be selected. List views can be personalized based on the user’s preferences. Search bar: allows keyword search within the view Show charts: displays data for an object as a chart in the list view interface Charts: Can be added to a list view. The chart can be a horizontal bar, vertical bar, or donut. Kanban View: Displays the records as cards in columns Inline Editing: Record details can be directly edited from a list view. Configuration & Setup 16  Filters: Allows user to apply multiple filters on the data in the list view to focus down the list with precision. Import: Provides access to the Import Wizard from the List View interface. List Email: Button that allows emails to be sent to individual leads, contacts, and campaigns in a list view. Record and field visibility in a list view: Records and fields that appear in a List View depend on what the user has access to Record Visibility: The records displayed are only those that a user has visibility to (e.g. own or have access to). Field Visibility: The fields displayed are only those a user has visibility to according to the field-level security. Configuring a List View Button Layout: The List View Button Layout can be edited in the Object Manager to customize the buttons available for an object’s list view Customization Options: Standard buttons can be selected or removed. New custom list buttons can be created. List view actions can be selected. Custom actions and most standard actions added to the list view search layout now also appear on the ‘Recently Viewed’ list view Steps to create a custom list view: 1. Create and name a new list view or clone an existing list view. 2. Select the List View sharing 3. Add List View filters. 4. Select the fields to display. 5. Optionally create a list view chart. 6. Use Sharing Settings to adjust visibility if required. Configuration & Setup 17  List View sharing: Configuring the visibility of a List View for a specific User or User Group ensures the right people have the information they need. When a list view is created, there are 3 options for viewing: Only for the user that created the view. All users (including Partner and Customer Portal users) Shared with a group of users. A public list view can be accessed by all users Although public list views are often created by the Salesforce Administrator, other users can still be given the ability to create public list views. To create a public list view, the user needs the Manage Public List views permission Only users who have the View Roles and Role Hierarchy permission can view or select roles from your organization’s list when editing the visibility of public list views. List View Filter: used to return the records that will meet defined criteria Records can also be filtered by Owner and Filter Logic can also be defined. List view field order can be changed and rearranged. Up to 15 different fields to display can be selected. Pinned lists allow users to make any list the new default pin. The default pinned list for all objects is ‘Recently Viewed’ Any view can be ‘pinned’ to make a new default. List Emails: Send List Email action is available for Contacts, Leads, and Campaign list views. Individual emails will be sent to each record’s email address. Configuration & Setup 18  Split View: Users can switch list view display to split view. This will allow users to efficiently work with multiple records from a list without going back and forth to the list view page. Users can see a list view and a record side by side. They can also perform applicable mass actions on the records listed in the split view. This feature is available in console apps and standard navigation. Kanban View: A visual summary for a selection of records. The records are displayed based on the selected list view. Records are separated based on record type. Select the fields on which columns and summaries should be created. Using the List View search bar, it is possible to search for records in the selected list view. This is available for most objects in Lightning Experience as an alternative to the default table view. From Kanban Settings, users can choose fields to group and summarize a list. Kanban View can be more customized by determining summary and group fields. The List View search bar can be used to search for records in the Kanban view. View Deal Changes: Opportunity deal change highlights can be used to show recent changes to amounts and close dates in the Kanban view. This feature is also available in list views. This feature can be turned on or off from the Opportunity Settings page in Setup. Change Indicator: Text colors and arrows can indicate amounts and close dates that changed during the last 7 days. Users can hover over an arrow to view details. Configuration & Setup 19  This feature is only available in Lightning Experience and Unlimited Edition. Configuration & Setup 20