Top 10 Admin Tools You Need to Know

Administrators

Michael Petruccelli Sr. Customer Success Manager, salesforce.com

Scott Melick Manager of CRM Saas Applications Stratus Technologies Inc.

Nick Mannella Director of Sales Technology United Guaranty

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  Something for everyone – for all admin levels

  Compelling demos or useful screenshots

  Golden nuggets for each

What You Can Expect?

Questions?   Reserve till the end of the session; or

  Post to the session’s chatter wall, and we’ll respond during or after the session

All About Scott @ Stratus

  Administrator since 2004   200 Unlimited Edition Users   160 Partner Portal, 2500 Customer Portal   Primary Administrator – 1st administrator

class   Currently using Sales, Marketing, Service &

Support, Customer and Partner Portals, Knowledge base, Content, Ideas, Chatter, Professional Services, Legal Trademarks & Patents, Project Management and more..

  Integrate with Oracle ERP and Customer service legacy systems

  Why tools? To manage ever changing data and business processes.

Scott to Address

1.  Reports – easy to create, not so easy to delete

2.  Role Hierarchy – necessary, but sometimes painful

3.  Data Management – why can’t it be as easy as Salesforce?

Problem: Too many reports

Imagine if you could actually mass delete reports. Wouldn’t that be nice?

Solution: Force.com IDE

The IDE is not for just for geeks!

It’s free

You have better things to do with your time

Well, you CAN mass delete reports!

Summary: force.com IDE

Why Use? •  Save time by mass

deleting reports

Where Can I Get It? •  Article on how to install

IDE and delete reports: http://bit.ly/rdlstn

•  Create a “Delete” folder and then use the IDE to move reports there. It will give your users a place to review the reports you will be deleting.

•  It’s an open source application that is locally installed. The installation may be intimidating, but just follow the instructions.

Problem: You have an Unwieldy Hierarchy

  Do you actually need to see all of the people who are in your role hierarchy?

  Do you have a company reorganization and dread having to go in and edit each user account?

  Is your time $$?

Solution: Draggin’ Role

Drag and drop users between roles

Customize the user fields you want to see

Summary: Draggin’ Role

Why Use?

  Easily drag and drop roles within the hierarchy and users within roles

Where Can I Get It?

  Available for free on the AppExchange

If you need to manage groups, territories, and queues, as well as roles, use Steam Role (available on the AppExchange for a fee)

Problem: Data Management Tools

  Are you tired of having to configure the Data Loader every time you use them?

  And do you wish you could save your configuration just the way you want them?

  Intimidated by the complexity of tools to manage your Salesforce data?

  Want an easy point and click interface just like Salesforce?

Solution: DemandTools from CRMfusion

Money well spent when you calculate the time it would take with any alternative

Come with a VERY intuitive point and click interface

Save your configuration once you have it just the way you want it

Extremely powerful and easy tool to use

Useful help system to guide you step by step

Salesforce without Demand Tools is like a world without music.

Summary: DemandTools

Why Use?

  Manage data updates, extractions, etc in an environment as easy to use as salesforce

Where Can I Get It?

  Available for a fee on the AppExchange

  Free Trial available

Don’t forget to click “Update Newly Added Fields” on the MassEffect if you have made changes to salesforce.com

Phyllis Lynch Director, Sales Operations

INTRALINKS

All About Nick @ United Guaranty

  Sole Administrator since 2010

  175 Unlimited Edition Users   Salesforce in use for Sales, Content

Management, Chatter, Ideas, Account Planning & Reporting

  Preparing for Service Cloud deployment

  Integrate with master policy system using Talend

Nick to Address

4.  Data Management – why can’t it be as easy as using Excel?

5.  Fields – easy to create, difficult to part with

6.  Dashboards– there must be something better than the sample dashboard…

Problem: Data Management & Need for Excel

  Do you wish you could manage Salesforce data without ever leaving Excel?

  Do you spend lots of time getting the IDs of Salesforce objects to establish lookup/master-detail relationships?

  Ever wish you can use Excel formulas to update data?

  Do you need to get data into Excel for complex reports?

Solution: Apex Data Loader

Solution: Force.com Excel Connector

Powerful database query options right from Excel workbook

Build queries using a wizard-based interface

Conditional Formatting for deduplication

Filters to update specific records

Summary: Force.com Connector

Why Use?

  Manage data updates, extractions within the same Excel spreadsheet

Where Can I Get It?

  Available for download at http://code.google.com/p/excel-connector/

  Empty queries are automatically limited to records modified in last 7 days (System Modstamp)

  Works in Excel 2010, unlike Connect for Office

Problem: Too Many (Possibly Unneeded) Fields

  Have you added fields in the past, but now doubt their usefulness?

  Are you close to maxing-out your available fields?

  Are your reports indicative of the truth?

Solution: Field Trip

Filter list of analyzed objects using SOQL query

Run snapshots over time to analyze trends in field usage

Analyze the usage of all fields on any object

Summary: Field Trip

Why Use?

  Identify unnecessary fields based on their completeness

Where Can I Get It?

  Available for free on the AppExchange

  Use SOQL queries to focus on objects you want to analyze -  Match Field Trips filters to report filters -  Consider building SOQL queries elsewhere

(ApexExplorer) -  Use lowercase field names

  Great for completeness, not for up-to-date-icity

Problem: Executives Want Reports

  Trouble balancing configuration work with reporting requests?

  No time to keep up with number/variety of report requests?

  You got data in, how do you get it out quickly?

Solution: AppExchange Dashboard Pack

  Get up and running quickly

  No need to reinvent the wheel   7 Reporting areas, 19 Dashboards, 100s of Reports

Adoption Users & Functionality

Sales Leads, Opportunities, Activities

Marketing Leads, Campaigns & Opportunities

Support Cases & Related KPIs

Data Quality Accounts, Contacts, Opportunities, Campaigns, Activities, Cases, Contracts

Summary: AppExchange Dashboard Pack

Why Use?

  Get up and running quickly with reports & dashboards

Where Can I Get It?

  Available for free on the AppExchange

  Customize Reports to work for your business   Add custom fields and formulae   Overlay your business lingo   Use “Run as logged-in user” to deliver

segmented data

Michael Petruccelli Sr. Customer Success Manager

Michael to Address

7.  Dupes – will users ever really search first?

8.  Mail Merge – now only if I could draw-in additional data…

9.  Chatter – it’s not just for your users…

10. Chatter Groups – there must be an easier way to manage them

11.  – an open collaboration environment is great, but…

Problem: Duplicates

  Have you encouraged your users to “Search First” with little success?

  Do you wish you could block the creation of duplicates based on custom criteria?

  Would you like the option to be alerted should a duplicate be created?

Solution: DupeCatcher

Block dupes at point of manual

entry and update.

Can define dupe-matching criteria based

on standard and custom fields

Sample Error

Message

Summary: DupeCatcher

Why Use?

  Prevent manually-created duplicates

Where Can I Get It?

  Available for free on the AppExchange

Can de-duplicate Leads against existing Leads, Contacts OR Accounts; not against all three data tables

Problem: Limited Mail Merge Functionality

  Do you need to be able to group products by a family in a quote, sales order or proposal?

  Do you need to draw-in information from both the record header and related lists into the same document?

  Is MS Word format not enough? Looking for XLS, PPT, PDF?

  Do you have Mac users?

Solution: Conga Composer

  Do more with salesforce leveraging tools you already know: reports, merge templates, workflow, activities

  Conditionally show/hide content and group items   Push to Word, Excel, PPT or PDF delivered to salesforce, email,

desktop (PC or Mac)

  Save output files to salesforce records, content or chatter   Direct integration with DocuSign and Echosign

Summary: Conga Composer

Why Use?

  Create sophisticated merged documents including data from related lists, as well as the record header

Where Can I Get It?

  Available for a fee on the AppExchange

  Free Trial available

Save time by using existing reports as the baseline for your templates

Chatter for You   Groups!

–  Include all users in a public group to communicate salesforce updates to your users

•  Encourages dialogue in a central space that all users can read/comment

–  Create a private group for your extended Salesforce team including business leaders, super users and developers

•  Share new findings, post questions and get answers –  Benefits over email: consolidated comments, archived/

searchable dialogue, everyone benefits from the info described, less email!

  Salesforce administration emails being ignored? –  Create dashboards to track progress –  Drop all applicable users in a Chatter group –  Use Chatter to push dashboard snapshots, communicate progress

and foster managerial support

Problem: Too Many Similar Groups

  Merge groups while maintaining members, posts and likes

  Mass add group members based on role or profile   Create a spin-off group from an existing group

Solution: Group Master

Group Master tab is not visible by default in any existing app, so add the tab to one of your existing apps (so you don’t need to occupy an app!)

Problem: Worried About Sketchy Dialogue

  Replace suspect words/phrases with a substitute, such as “***”

  Prevent a post from registering by presenting an error message   Track breaches for auditing

Solution: Chatter Blacklist

  If you’ve selected to prevent a breach, the error message displayed does not detail the breach, so use this feature only for obvious words/phrases

  Can report on most frequent breaches and breachers!

Summary

1.  Mass delete reports using the force.com IDE 2.  Manage your role hierarchy using Draggin’ Role 3.  Easily manage your data using DemandTools 4.  Manage your data in Excel using the Excel Connector 5.  Clean-up fields using Field Trip 6.  Don’t build dashboards from scratch; use AppExchange 7.  Keep control of duplicates with DupeCatcher 8.  Take Mail Merges to the next level with Conga Composer 9.  Explore the many uses of Chatter for administration 10. Set-up Chatter groups with ease using Group Master 11. Control controversial dialogue with Chatter Blacklist

Questions & Answers

Michael Petruccelli

Sr. Customer Success Manager

Scott Melick

Manager of CRM Saas Applications

Nick Mannella

Director of Sales Technology

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