Here is a checklist of items to go through so that you can properly disable them from the system.
There are often times a web of settings and data that doesn’t simply allow you to uncheck the active checkbox on the departing system administrator user, particularly if they are the only system administrator. Use these items listed below to make your life a whole lot easier when disabling a system administrator.
- Freeze the user first (great feature, thanks for this one Salesforce)
- Check Web 2 Lead settings and change Default Lead Creator to a new system administrator or a marketing manager
- Check Lead Queue ownership
- Check Support Settings and change Default Case Owner
- Check Workflow & Approval Settings and change Default Workflow User
- Check Scheduled Jobs and change all Report Owners and or Delete Scheduled Jobs
- Go through every dashboard and make sure they are running as a different user
- Go through all alerts and make sure user is not copied or emailed
- Remove from Main Company Contact in the Company Information
- Deactivate the user
- Deal with data left behind because often times the system administrator ends up owning random records that aren’t assigned to anyone else
I’m sure there are some holes in this process, particularly for extremely complex orgs. This is meant to be a somewhat generic list of things to do and doesn’t consider any outside of Salesforce jobs that might be running such as integrations. It’s never a good practice to have an integration running as a specific user, they should always run as a generic “integration user” but you should always check for this as well.
In a world of higher and higher security standards one of the best practices to implement is two-factor authentication. This is the method of adding a second factor to the username and password, where the password is the first factor. The second factor is usually done with a random and time based code, generated on an approved mobile device. Other implementations use one time pins sent via SMS at login. For these purposes we are taking a look at the Winter 15 feature that Salesforce launched, which we have been piloting for a few months.
Salesforce’s two-factor is based on the traditional mobile application model, random six-digit numbers that expire after 30 or 60 seconds. The set up is as simple as creating a permission set adding the “Two-Factor Authentication for User Interface Logins” permission to it. After assigning that permission set to a user (You are using The Permissioner, right?), the next time they login they will be presented with a QR code which they can scan into one of the many two-factor mobile applications including Authenticator, Salesforce# and Authy. These applications all do the same basic thing, which is to randomly generate the six digit codes needed to login.
For a user whose two-factor authentication is enabled, each time they login to Salesforce, they first put in the traditional username and password, then on the second screen are presented with a place to put in the code. This requires opening up the application on the mobile device and copying the six-digit code into the browser window before the time expires. Most applications show you how much time is left, blinking or turning the code red as it gets closer to expiring. For the most part, this is a simple process although it does require that you have your mobile device on you at all times (better not be charging in the other room, beside your bed, or out of battery). The feature also launched without the fine-grained controls seen in other implementations such as Google, which only require it every 30 days or when logging in from an unknown browser. The Winter 14 feature requires it every time you login, so closing out your browser and coming back 10 minutes later, you need to enter a code again.
Security at a Price
So while the increase in security can’t be denied, the downside is the extra work for the users logging in or that have a mobile device breakdown. Three features would make the current implementation just a bit easier to manage or even more secure. The first is to generate a set of one time backup codes, that would be saved in case of a missing or dead phone (vote on idea here). The second would be to add Touch ID support to Salesforce Authenticator for another level of security. This is something that the pay application Authy has built-in but it would be nice if Salesforce added it to their application. The last needed feature is to add more configuration settings for when the two-factor is needed. For example, require once a month or every time the IP address changes. This was addressed in part by the Winter 15 feature but isn’t a simple set of settings under setup, which is where it should be.
Overall the two-factor feature is much appreciated and with a little help here and there, could be ready for prime time. For those of you on Salesforce1 Mobile, yes you need to use the key code once on first login.
Often we want to tell our users how to do it, show them in training, provide cheat sheets and employ all kinds of other tactics to get them to work on the highest priority items. As administrators, we incentivize our sales teams to not leave money on the table. We plead with and preach to our call center team to address the cases in order of priority and not just the loudest or last. Wouldn’t it be great if we could build a better way to organize their day and week into components to get results that leadership really values?
By creating a dashboard that reps can use as a launchpad into their work, an administrator can more effectively drive the behaviors managers want. Our scenario is a sales operations team with representatives that get plenty of sales from in-bound calls. However, leadership knows the reps are missing valuable existing leads and prospects by scattershot outbound emails and calls. Instead, reps could be strategically making outbound communications. But sales operations leadership know that results, even after training, are disappointing. Management wants to drive a portion of the day’s work according to defined priorities, and Sales Operations will design the solution to drive the rep’s time when they aren’t on an inbound call.
Even if your scenario is support, post-sales or any other workflow entirely, this blog post will walk you through the steps to get you there, including some tricks to help you out with this Dashboard-as-Launchpad concept.
Since we’re creating a Dashboard, of course you need some summary reports to generate the dashboard data. Reports that come pre-packaged with Salesforce.com like “Stuck Opportunities” can be modified slightly. In this example, open Stuck Opportunities standard report and make modifications to show “My Opportunities” and filter for a greater than “x” days Stage Duration, where x equals 30, 90, or 180 days, depending on the length of your sales cycle. Also, your reps may prefer to view their deals by Account Name or Opportunity Name, so you may have to change the Summarize By filter as well. Then Save As in your Launchpad Dashboard folder. Call it “90 days My Stale Ops” perhaps.
Continue reports build out until you have ten to fifteen summarized reports for the Launchpad based on KPIs, sales metrics, and other business rules.
Dashboard Design & Components
Next, you’re ready to create a Dashboard with several components, each component to fit the business process. For example, one component that shows the sales rep the count of stalled prospects (or call center rep's hottest email replies or next ten project manager’s stale project milestones). Try to organize each column of components according to priority. In terms of prime dashboard real estate, your users will often gravitate toward the top row & left column first. So put the dashboard components and metrics representing the highest business need in those places.
In our example, we want to make our sales reps most responsive to existing Leads or Opportunities so they can make outbound calls to the hottest prospects. Perhaps we have the components for call backs to hot leads from existing customers are in the left column, any potential new business in the middle column, and outreach to cold calls in the far right column. Once you’re satisfied with your launchpad dashboard, it’s time to change the default URL of each component to the appropriate listview.
Redirect to Listviews
After we’ve designed our dashboard, we need to change the default behavior. You’re familiar with clicking on a component and going to the underlying report, since that’s the default. However, in this case, we want the user to click on the component and go to a list view that allows them to work the corresponding Opportunities. In order to make this change, instead of sending the sales rep to view the report, go into the component editor and change the default redirect to the specific listviews that will flow with working the records and driving the process.
Let's break these steps down. Use the wrench on the component in the Edit view of the Launchpad dashboard you’ve designed to get to the Component Editor for that component. On the Component Data tab, change the Drill Down to field to the Other URL option. Now you just need to add the listview’s URL.
At this point, and in case you’ve tried this before, you’ll know there’s a little gotcha about the URL for the listviews. So...say your URL looks like https://na17.salesforce.com/a09?fcf=00Bi00000029erD. That URL doesn’t take you to a specific listview but instead to the one last viewed. It’s a little trick from Salesforce to make it more user-friendly, but is preventing our purpose. Instead you’ll need to just copy that URL down for now. Here’s a screenshot of what you might be looking at and what you need to copy & paste in a notepad:
Then, go to the listview you want to direct to, hit Edit of the listview and copy that URL. Say the listview’s edit URL is https://na17.salesforce.com/ui/list/FilterEditPage?id=00BJ00000012IM9&retURL=%2Fa09%3Ffcf%3D00BJ00000012IM9%26rolodexIndex%3D-1%26page%3D1. You'll find what looks like the ID string (which here is 00BJ00000012IM9) and copy it.
Now, you need to splice the two together. Go back to the original full URL from the listview landing page & replace the old ID with the new record ID you’ve just copied. In this example, the new URL to use in the Dashboard component is https://na17.salesforce.com/a09?fcf=00BJ00000012IM9.
Don’t hesitate to get in touch if you have additional points or questions on this Dashboard-as-Launchpad concept, find me on Twitter at @seriouslykyla, comment to Arkus in the Success Community, find our Facebook page or comment below!
To start with the basics, all organizations (orgs) are on what Salesforce call pods (or instances). To know what pod you’re org is on, take a look at the Salesforce url. It will start with an ‘na’ for production and a number. In this image, this org is on the pod ‘na15’.
Another really cool tool Salesforce offers is the ability to see what’s going on with your pod at any given time. By going to trust.salesforce.com and clicking on ‘Check System Status’ you can see how your pod has been running for up to the last 30 days. You can also find out about schedule maintenance, security, and a host of other great ‘behind the curtain’ information related to your Salesforce org.
Recently Salesforce sent out an email notification for all organizations on the na11 pod (you may have been one of those recipients). They monitor the growth and performance of these pods on a regular basis. When it’s determined it has reached near threshold for capacity, Salesforce needs to perform a ‘split’. Factors they consider are; capacity of the overall instance, CPU size, storage size, number of transactions and licenses, and projected growth. Some organizations stay on the current pod, some are moved to a new pod. The email you receive will clarify what’s happening to your org.
The actual split (or migration) takes place during standard maintenance windows which are usually on off-peak business hours. These windows may be extended a bit given the complexity of the migration, and, it’s important to know that your org WILL NOT be available during this time.
What do I need to do if I’m staying on the current Instance?
No action is required, you just need to know your Salesforce org will be unavailable during the maintenance window which will be emailed to you at least 3 months prior.
What do I need to do if I’m moving to the new instance?
Salesforce highly recommends you follow best practices for using relative URL’s vs hard-coded references. The difference is that a hard-coded reference has the naxx.salesforce.com at the beginning of the url whereas relative URL’s don’t contain this part. For example; “https://naX.salesforce.com/servlet/servlet.FileDownload?file=01560000000BRIM” (hard coded) vs “/servlet/servlet.FileDownload?file=01560000000BRIM” (relative). How can you find if you have hard-coded references you ask? Check out the details in this Knowledge article, How to find hard-coded references using the Force.com IDE.
It’s also recommended to do the following:
- Review all custom links to confirm you use relative URL references
- Review any integration that uses the Force.com web services API to verify there are no hard-coded references to [instance].salesforce.com
- Review any customer and/or partner portal setup for hard-coded references to [instance].salesforce.com
- Continue to follow best practices and whitelist IP address ranges from all of our data centers. Go to the ‘What are the Salesforce IP Addresses to whitelist’ Knowledge Article
- Org ID - There will be no change to your Org ID after migration to the new instance.
- My Domain - The split will be seamless to all My Domain customers as long as you follow best practices for whitelisting IP Addresses and have no hard-code references.
- Sandboxes - There is no impact on your sandboxes if you don’t have any hard-coded url references. It is also recommended you refresh your Sandbox after migration is done.
- Batch Jobs, Scheduled Job, Bulk API Jobs - There is no impact on these, Salesforce will queue up your jobs and process them once the migration is done.
- Web to Lead/Case - There is no impact
- Email to Case - Salesforce only holds these for 24 hours, if the maintenance window takes longer than 24 hours these emails may bounce. They recommend alternate means of capturing these during the maintenance window.
- Email Templates - You would need to update any email template that has a hard-coded url.
- Chatter Links or Browser Bookmarks - No need to update these.
- Apps from the AppExchange Installed - No impact, all ISV partner adhere to best practices regarding hard-coded URLs.
For those moving to a new instance, here are a few detailed Knowledge articles on how to prepare for a split and how to prepare for migration. There’s some overlap in information between these two articles but worth reviewing both. They also contain checklists for pre-split and post-split that would be beneficial to utilize. It’s good to walk through these to ensure you’re ready for the split. Salesforce is also readily available to answer any specific questions you may have, reach out to them by submitting a support case.
Do you have your own recommendations for getting ready for an instance split? Please feel free to comment below, on our Facebook page, or directly at me on Twitter @LeiferAshley or in the Success Community.
It was all about the customer company and all of the new technologies created to improve and enhance efficiencies that will provide even more immediate, real-time service to customers from any device. The week was not only filled with a buffet of great companies, features, workshops to dive into but filled with inspirational stories and speakers that really touched everyone. Each year, Dreamforce always does a great job of moving us beyond the technology to also push us to think of the why we do this work and this year was no different.
San Francisco Public Schools
The opening keynote highlighted one of the nonprofits that Salesforce has been supporting, San Francisco public schools. It was amazing to see the impact that providing technology to these schools had on the 57,000 students as well as the teachers, superintendent, and San Francisco mayor. You could hear the struggles that the teachers had been facing to make these children competitive and give them the resources that they needed to excel. With the technology, access to information was no longer an issue. Children are like sponges and the more information you put at their fingertips, the more they will absorb. Within no time, students grades were significantly increasing. You could see how excited they were to learn and you could see how happy the teachers and superintendent were to be able to now provide these resources. Then when Will.i.am spoke to his experience as a child who struggled growing up but focused on everyone who contributed to his success it just brings everything full circle. His story and what he was doing to give back to children was truly inspiring and he wants to give back in this same way. Marc Benioff continues to also make this a priority and always ensures that these initiatives are on the forefront. I know this makes me that more excited and proud to part of the Salesforce community.
Wave Analytics Cloud
The 1st exciting announcement at dreamforce was the Wave Analytics Cloud. This app can be accessed from any device, including mobile, so you can literally have data and analytics whenever you need it. It’s an add-on product so it does not replace the existing analytics with Salesforce. However, with this app, there is no need to have pre-set reports as this will allow you drill down and create graphs within minutes for data within standard and custom objects. I was able to sit in on a demo/workshop and it really takes reporting and dashboards to a whole new exciting level. The ease with which you could move from one set of data to another was incredible. It continues to amaze me just how far Salesforce is going with it’s capabilities and can’t wait to get my hands on this new product.
The 2nd exciting announcement was the Salesforce Lightning within the Salesforce1 platform. As an admin, you know that there are simple triggers that you wish could just be click not code and these tools will now allow this. How exciting is that? Salesforce lightning has a Component Framework that allows you to customize apps. The Salesforce lightning UI capabilities are incredible. The app builder is a UI tool that allows you to build apps quickly. The process builder is a UI tool that lets you automate business processes on the spot and with ease. The schema builder has UI tools to create objects, fields, and relationships. Components framework is currently in beta this winter and spring but definitely available to begin exploring and App Builder is in the pilot phase. I was also fortunate to see this in action at the expo and they were making changes (adding custom object, fields) as they were doing their business process within minutes that usually take much longer. Normally, we realize an issue or needed change but do the process as is, capture/provide feedback on process and then make the needed changes for the next time. With these tools and technologies, you can do it on the spot with ease. I have no words as to how excited I am about this new addition to the platform.
The expo was on fire this year. There were so many great companies, amazing demos, workshops, and of course, all the swag you can imagine. I think the squeezy sheep, lei and skateboard were among the many that stood out this year. The energy was amazing and indescribable. This was the most excited, energized, and engaged I have seen the Salesforce attendees be in the many Dreamforces that I have attended. It really felt like a Salesforce family reunion that came together from all over the world. The common struggles, vision, interest in collaboration were clearly evident and I think the Salesforce Community and user groups plays a big part in keeping us this close and connected.
If there are other memorable Dreamforce moments that you would like to share, please feel free to comment below, on the Salesforce Success Community, on our facebook page, or directly at me on Twitter @sylviacabral44.
As mentioned in many previous blogs about Dreamforce, I am a huge fan of that fact that Salesforce dedicates part of their program to health and wellness. This year was no different and I felt that the health and wellness theme was even more integrated into the conference then ever before. Here are some takeaways from the four day conference worth mentioning.
I unfortunately missed Tony Robbins the last time he was at Dreamforce so I was very delighted to see him back this year and he didn’t disappoint. His approach might not be for everyone but his message is,The “Science of Achievement” is not just about setting a goal, it is about the feeling you get when you achieve the goal and the only way to achieve that goal is to be more engaging with your mind and body. What a great message to start a week filled with engaging opportunities to create and build new relationships. I hope you all took his advice and stepped out of your comfort zone.
DF '14: Health & Weight Loss Challenge
Big kudos to Bill Greenhaw for all the hard work he put in to make this such a success. If you don’t know Bill’s story, he is a Salesforce MVP who before last year’s Dreamforce decided to “Engage” the Success Community to join him in his weight loss journey. Over a year later he has over 400 members in the group and had a booth in the Admin Zone. What a great place to meet some of the people I am collaborating with in the community. I had the pleasure to meet Bill and other members of the group and it has motivated me even more to stay healthy and help as many others I can achieve the same thing. In addition to the booth, over 100 participants from the Success Community joined together to run a 5K on Tuesday morning. It was a great way to stay fit while being at Dreamforce and another opportunity to meet some our fellow Dreamforce '14 attendees and Success Community friends.
Hillary Clinton, Al Gore + Puls
In addition to Tony Robbins, each day was packed with guest speakers with a health and wellness message. Tuesday started with Hillary Clinton who focused on the importance of language and reading development in our children. Reading is one of the best ways to learn and grow. It is something we need to influence our children to do and also something we should all being doing as adults. I took on a five page per day reading goal and am happy to say I now read a book every couple weeks. It’s addicting (in a good way) and you should try it. Will.I.Am introduced us to the Puls on Wednesday evening and some of the key components of the new wearable was around fitness and emotion tracking. The keynote provided only a glimpse of what it will be able to do but from what we saw it looks like it can do a lot of what a fitbit can do along with emotion tracking. That is something I am very interested in and can’t wait to learn more as information becomes available. How great would it be if this device could tell us how happy/positive we were during the day so we can be more aware of what we like and dislike? Lastly, Al Gore ended the conference with a powerful message about the environment. The Earth provides us with all the ingredients for optimal health and we must be aware that what we put back into the earth affects those ingredients and can impact not only the environment but our individual health. We all can do better to protect this world we live in. As Al put it so powerfully, “We have only one home”.
This Dreamforce was pretty amazing and I hope the focus on personal health and wellness continues. I also hope everyone that attended the conference got as much out of it as I did. Whether it be eating better, moving a little more or just being more aware of the environment I hope you take that and apply it in your everyday life. To quote Hillary Clinton, “Innovation, having fun and giving back should be the core values of everyone.”
Clone This User is another great free tool from Arkus for Salesforce System Administrators. Following on the great success of The Permissioner we decided to build out a utility that allows a system admin to clone a user from an existing user including all of their associated information. Administrators can do this all from inside their Salesforce1 Mobile application or using a custom link on the User record.
It’s really simple to use and we believe it’s the fastest way to create a new Salesforce User, especially when given the instructions to “make this new user just like this other user”. We took that use case and decided that with a few easy clicks cloning a user can be accomplished.
Imagine being on your morning commute on the train and getting a high importance email from a sales manager. They let you know that there is a new employee starting today and they need to be setup inside of Salesforce for their training. This is a typical request and often times it happens last minute. With Clone This User all you need as an administrator is the new user’s name and email address and the simple answer to the question of who should this new user be setup similar to. Then open up your Salesforce1 Mobile app and clone the user with a few simple steps.
Here are the steps to clone a user in Salesforce:
- Open up Clone This User
- Search for the user you are cloning
- Click on the user you are cloning
- Enter the new user’s first name, last name, and email address
- Optionally change the new user’s username, alias, and nickname
- Click Clone!
It’s that simple to create a new user from an existing one. Here is a list of all the things that Clone This User actually clones over to the new user:
- Call Center
- Email Encoding
- Work.com User
- Marketing User
- Offline User
- Force.com Flow User
- Salesforce1 User
- Salesforce CRM Content User
- Development Mode
- Allow Forecasting
- Receive Salesforce CRM Content Alerts
- Receive Salesforce CRM Content Alerts as Daily Digest
- Knowledge User
- Admin Newsletter
- Site.com Contribution User
- Site.com Publisher User
- Data.com Monthly Addition Limit
- Delegated Approver
- Permission Set Assignments
- Permission Set License Assignments
- Public Group Membership
- Queue Membership