Tuesday, May 31, 2016

Salesforce.com -- Creating a Custom App To Add Your Company’s Logo or to Create Default Tabs

This one here is a little longer than our standard tip, so let’s call this Tip 1 & 2. 

Ever want to get a default “company wide” set of tabs, or maybe display the company logo in Salesforce.com.  While we all like seeing the latest Salesforce.com logo in the upper left depending on the time of year, sometimes you want to show your company logo instead.  How do we do both?  Well, you have to create a custom “app” or list on the app launcher (that thing on the right that says “Sales”, “Service”, etc.).  Here’s how:

Go to Setup, then search for “apps” in the search menu.  Click on “Apps” below the create menu on the left.

This is the list of Apps.  Click New here.

Give it a name and click Next

The next screen, you’ll need your logo (for those that want this part).  There are some instructions on the sizing and such, which you have to be careful so as not to shrink or “squish” it.  The worst part though is you can’t just upload your photo.  The logo has to be stored somewhere in SalesForce (like the documents area – that’s what I use).  I think you can also do external references to docs (URL’s), but never really messed with that.  Just a note though, you do have to mark it as “externally available”.

If you like the seasonal logos, just click next to move on.  Now choose the tabs you want available to the users when they choose this app. 

Finally you should choose which profiles and away we go.  Click Save and you’re done.  Voila!

Salesforce.com – Editing Quote Templates

Kind of a continuation of the tips last month, this month we’re going to look deeper into the quote template that is used to print out your quotes.  Assuming at this point we know how to create a quote and the inner workings of the quote (such as syncing to update the parent opportunity), we’re going to look deeper at editing the PDF that comes out of the quote dialog.

Go to Setup and search for “templates”.  That’s easiest for me.  Find “Templates” under the Quote heading.  Go ahead and click on that….  Here you’ll see the standard quote and even options for new quotes. 

Here we’re going to click New, so we can leave the standard one alone and then just copy/edit/change the standard (a clone of the standard as that’s where they start you anyway).  Here we’ll base our new one off the Standard and just rename it.  Then Save it.

The good news on the next page is that it’s similar to the form designer.  The bad news is that you have other items like “header” and you have other options to add and remove fields from other objects (like the account or opportunity).

On the image above, I’m going to click the quote items related list to add a column (much like you would do on a form).  Once on the screen, I’ve made some changes (moving things around, adding the description, etc.).

Save the form and only one last step.  We have to activate this new quote at the quote template screen we were at before. 

Once activated, you’re all set.  A little tip, if you only want to use one template you should deactivate the standard one.  However, if you have more than one active you’ll have the choice of which template you need.  When I test it, it looks like this now:

GoldMine : Driving Color with Expressions

Back "in the day", GoldMine was the king of dBase. All of those expressions are still available, even within Field Properties;

One of the truly unsung features of GoldMine is the ability to conditionally change a data value color based on what the data value is.

Let us take the Source field for example. We'll imagine that if a Contact Records' Source field is set to "Direct Mail", then it should be in red.

We need to first get into the Field Properties:

1. Right-click on the Source field (on the word "Source", not inside the field)
2. Select Field Properties (your GoldMine user must have "master" rights to do this)
3. Go to the Color Tab

Now we need to provide the expression to control the color based on Field Value.

4. Click on the Expression radio button near the bottom, under "Data Color"
5. Paste the following text into the Expression textbox:

iif(CONTACT1->source="Direct Mail", 255, 0)

6. Ok your way out

Now, whenever "Direct Mail" is chosen for Source, the Field Value will be in red.

ProTip: The "255" represents the color red in the above expression. To see the numbers for the other colors, simply use a "Fixed Color". Select the color you want; you'll notice that the corresponding color number is displayed in the Expression textbox.

GoldMine : Lookup.ini with Conditions

What you can do with the LOOKUP.INI is simply amazing. I find that once someone "gets a handle on it", they take off running with this kind of conditional replacement.

Let us consider the Key1 update. Let us now suppose we want to auto-fill the name of whoever created the record based upon who was logged into GoldMine at the time. And since GoldMine usernames can only be 8 characters long, we sometimes want to see the "real name"

This is how it's done;


JHILL=Justin Hill
CBABKA=Corey Babka
GMARKS=Gene Marks

Again, our NewRecord entry triggers the Key1 "block".

Then GoldMine "looks at" the &username macro (which returns the GoldMine username currently logged in).

Then, based upon THAT value, returns an item in the list. If no such username is found, our Otherwise is a "catch-all", marking them as Unknown.

ProTip: For a list of GoldMine dBase expressions, Google "GoldMine dBase Expressions" and look for "Using dBase Expressions" by FRS.

GoldMine: Lookup.ini Refresher

Still, one of the most under-used aspects of GoldMine! Enjoy.

One of the most powerful yet under-leveraged functions in GoldMine is the LOOKUP.INI, which has been available since the good old days of GoldMine for Windows. Think of it as a script file that GoldMine uses to update fields automatically. A "poor-mans" SQL trigger, if you will. It can also be used to "default" values on new contact records.

Let us suppose we want to make every newly entered record a "Prospect" by putting that value in our Key1 field.

If you have no LOOKUP.INI, then we must create one. Open Notepad and paste in the following text:



The NewRecord entry under the [AutoUpdate] header specifies what fields should be evaluated when a new record is created.

Then the process skips to [Key1], the first item in our list.

When evaluating Key1, GoldMine then uses the Otherwise value, as no other instructions exist under [Key1].

As Otherwise=Prospect, the value of "Prospect" is autofilled into the Key1 field upon record creation.

You can add more default fields/values to your Lookup.Ini thusly;

NewRecord=Key1, Key2


Otherwise=House Account

When you are finished creating your Lookup.Ini, save it into your GoldMine folder with the specific name "Lookup.Ini", then restart GoldMine to affect the changes.

ProTip: Lookup.INI instructions are also processed when importing contact records.

Thursday, May 26, 2016

MSCRM - Quickly Filter a View

This is a nice trick to quickly filter data with only a couple of clicks, especially if you're not exactly sure what you're looking for. Say, for example, that you need to find a company and you can't remember their name but you know they're based in PA. Instead of doing an Advanced Find, setting up your filters and columns, etc., you can sort and filter a view in place.

First you would go to the Accounts area and select the view you need. In this example, I want to see all accounts and I need a column for state. Click on the state column so that the view is sorted by state. Then choose the letter 'P' at the bottom of the page to see only states beginning with 'P'. Done!

MSCRM - Email Sent Date

Have you ever noticed that there are several date and time fields associated with activities in CRM? It can quickly become confusing to the user. One thing most people want to see is the date when an email was sent. By default, CRM provides the Modified On date in most of the email views. In some cases this may be the same as the sent date but not if you're tracking an older email from Outlook. To help with this issue, you can use the Actual End date as the email sent date. I will usually add this column to all of my email views.

MSCRM - Office 365 Password Policy

As an Office 365 administrator, you can determine how often your users need to change their passwords and when they are reminded. Once you're logged into the Office 365 Portal, choose Settings > Security & Privacy if you're using the new admin center (Service Settings > Passwords if you're on the old admin center).

Then you can edit the password policy so that passwords never expire or you can specify the number of days before a password expires. You can also specify when the user is notified to change it.

Tuesday, May 24, 2016

ZOHO CRM - Options for scheduled calls

You can easily reschedule, cancel or mark as complete, a scheduled call, right in your Open Activities related list!

Simple hover over the More link to the left of the call, and click on the desired action in the pop-up menu.

ZOHO CRM - More Custom Fields and Modules!

Ever find yourself constrained by Zoho CRM's customization field and module limits?  Well good news... these limits just got increased!

Custom Modules were previously limited to 5, but are now limited to a minimum of 10 (Enterprise Edition), with one additional available for every 10 users up to a total of 30!!  Opens large new vistas for what you can do with CRM!

Likewise limits on custom fields have been raised... in the Enterprise Edition, the total number of custom fields went from 300 to 500, with individual limitations being increased accordingly.  For example, checkboxes went from 50 to 80.  For the full list of new limitations check out the capability matrix.

ZOHO CRM - Trigger workflow when an event is cancelled!

A relatively new CRM feature is to be able to trigger workflow actions when events are cancelled.  Setup->automation->workflow->New Rule

  • Select Event as the module, name your rule and provide a description
  • Select 'A Record Action' as the Trigger Type:

Sunday, May 1, 2016

Salesforce.com - Adding Topics to Chatter

Much like records, you can add topics to chatter posts to quickly pull up and identify all chatter posts with the same topic.

On the right hand side of the chatter post, click the down arrow to select "add topic".

Create your topic here, or if you've already created some start typing and choose from the list.

Once posted, you can later click on the topic and find all chatter posts with the same topic.

Written by Prabha Krishnamurthy

Salesforce.com - Using Topics

Topics in Salesforce are much like tags.  However, slightly different:

  • Topics are words to associate or group records on a common theme.
  • They can be used to create views lists (tags definitely cannot).

Issue for most users is that once you enable topics, public tags disappear from the main screen as expected (personal tags are still available though).  Personally, just recently I had a hard time figuring out where my public tags were with a client, -- yup, they had topics enabled.

To enable topics, to go setup, then search for "topics".  You will find the link to “Enable and configure topics for objects”.

This next screen allows you to choose which objects you want to enable topics for.  You can then choose which fields are available for suggestion.

Once on a record, click the link at the top of the record to add a topic to the record.  Here we've added a "test topic".

Written by Prabha Krishnamurthy and Corey Babka

SalesForce.com - Using Quotes

For this tip, there's a lot for this one so we'll just start with enabling quotes and getting started.  Quotes are an excellent way of expanding the opportunity module in Salesforce, much like the opportunity products.

To enable quotes, go to Setup, then do a search for "quotes" (remember, don't hit enter when searching -- it's just easier).  Find and click "Quote Settings".  Note: on the image below, you'll notice a lot of other options for quotes.  These are only available if enabled.

On the next screen, enable the quotes and save it.

Once enabled, you'll notice that quotes are now an option on the opportunity, working much like opportunity products.  These quotes allow for printing (through templates) and allow for the revenue to be calculated based on the products added to the quote.

We'll explore more of quoting such as template creation in future tips (but may expand on this on our monthly webinar where we demonstrate our tips.