Arkus Blog

The official Arkus blog provides your weekly dose for all thing Salesforce. Stay on top of the latest, most relevant Salesforce features, applications, and best practices.

Salesforce Spring 17 Ideas Delivered

Salesforce continues their promise to deliver on Ideas from the Community in the Spring ‘17 release.
Salesforce Spring 17 Ideas Delivered

Salesforce Spring 17 Ideas Delivered

Once again Salesforce has delivered on Ideas. This release accounts for 71,400 points delivered; that’s right, I counted up all the points. As you can see in the release notes, Salesforce is focusing more and more on Lightning Experience. Although you’ll notice a lot of ‘Lightning Experience Only’, they are still accounting for feature adjustments in Classic as well. Let’s dive in and take a look at the Ideas delivered with this latest release:



Lightning Experience

Take More Actions from the Global Actions Menu  - The Global Actions menu now displays nearly all global actions from the Salesforce1 and Lightning Experience Actions section of the global publisher layout. Salesforce says ‘nearly all’ because it doesn’t support standard chatter actions like Post, File, Poll, etc… The Idea delivered was Allow customization of the Global Actions Menu in Lightning, 480 pts.

Detect and Merge Duplicate Companies and Contacts in Lightning Experience - Ah duplicates, duplicates...There’s a Lightning component called Potential Duplicates which you can add to the Account or Contact pages using the Lighting App Builder. As long as you have enabled duplicate and matching rules for Accounts and Contacts and permission to merge records in Salesforce Classic, you can deduplicate up to 3 records. Many Ideas were delivered with a collective point count of 22,240, some of which include:

Knowledge: Say Hello to Lightning Knowledge (Beta) - This works just like any other object in Salesforce including the benefits of standard objects. Lightning Knowledge is best for organizations new to Knowledge or for existing organizations that can easily consolidate to one article type, have few data categories, and use single-language mode. The Idea delivered was Workflow Rules and Email Alerts for Knowledge with 3,300 pts.

Streamline Your Screen with a Unified Knowledge Home Page and List Views - Unlike the two tabs in Classic, Lightning Knowledge has one centralized home page. It has the list view feature we’re all accustomed to with other objects; custom and standard. Ideas delivered include:


Both Lightning Experience and Salesforce Classic

Run Flows with a Lightning Skin (Generally Available) - I’m super excited about this one and agree with the title of the Idea delivered; Screen Layout in Visual Workflow / Flow Should Not Suck, 320 points. Flows are very useful, however, the historic UI and navigation has left something to be desired. All you have to do is go to Process Automation Settings and enable Lightning runtime.

Manage Duplicate Person Accounts - Now you can manage duplicate rules for Person Accounts just like you can for Contacts, Leads, and Business Accounts. It’s nice to see Person Accounts getting more attention. The Idea delivered was Enable Duplicate Management for Person Accounts with 3,590 pts.


There’s a lot of really good feature and enhancement suggestions continuing to come out of the IdeaExchange. Do you have other favorite Ideas delivered in this latest release I didn’t mention? Please feel free to comment below, on our Facebook page, or directly at me on Twitter @LeiferAshley or in the Success Community.

Salesforce Spring 17 Release Deep Dive

Diving into enhanced functionality with the Salesforce Spring 17 Release.
Salesforce Spring 17 Release Deep Dive

Salesforce Spring 17 Release Deep Dive

The upcoming Spring ‘17 release contains a plethora of goodies as evidenced by the 485 pages of release notes. Yes, that is an overwhelming amount of information to peruse; I always lean on our Success Community group “Release Readiness & Feature Adoption” to guide me through the maze. For this post, I focused on enhancements that are “game changers,” and this release contains more than a few.

List Views

It should be noted that while the awesome feature “List Views in Lightning Experience Default to the Last One Viewed” has been pulled from this release, it’s indeed something to remain excited about for the near future. It’s a bummer, but rest-assured that we still have a couple of goodies to enjoy.

Inline Edit + Mass Actions in List Views

Yes, we love our list views, and now we finally can roll through edits and mass actions without having to open the records. End user productivity will soar, and smiles will fill the room, when this rolls out to the masses.

 

List View 1

Kanban All The Things!

Stop the presses, there’s more! Now your users can see the Kanban View Everywhere and make their own Kanban view as well. This allows users to select the fields for creating columns and summaries. How we love the visuals and the capability to change record values via drag and drop. But wait - that’s not all. Using subtabs, users can easily switch between record types in their Kanban view.


Kanban with Subtabs


The Kanban view isn’t available on a few objects, such as Knowledge and Tasks, yet you can now Kanban custom objects! Say what??  


Kanban with Utility Bar

 

Step Up To The Utility Bar

The utility bar provides your users easy access to their favorite productivity tools, as shown above. Just a click away, users can create or view their Notes, as well as quickly get to History and Recent Items. This functionality builds upon the power of Lightning Components. You can add a utility bar to any Lightning app, including standard and console apps.

Play Favorites

Have your browser bookmarks become an unwieldy mess? Yes, mine too. Along comes Favorites to save the day, letting you quickly access important records, lists, dashboards, and other frequently accessed pages. Even better than bookmarks, they are available no matter which browser or computer you use to log into Lightning Experience.

Console Apps For The Win

No longer limited to Sales or Service, Lightning Console Apps (beta) will provide your users even more productivity, as they will have easy access to multiple related records at once. You create a Lightning console app the same as creating any Lightning app, and like the Sales and Service console, you can customize the color and branding. Don’t forget to add those cool Lightning Components to its utility bar as well.


Console with Custom Objects


Spring ‘17 brings us the ability to build robust applications with a cleaner user interface, drag and drop record updates, and access to common components that will result in happy and productive users. Get ready to fine-tune existing configurations and quickly implement new ones with the features in this release.

There are so many enhancements, what are some of your favorites? Want to share your experiences or opinions? Please feel free to reach out on the Arkus Facebook page, in the comments below, in the Success Community, or to me directly via Twitter at @sfdcclicks.

Spring 17 for Salesforce Communities

The Spring 17 Release brings some exciting new developments to the Communities product.
Spring 17 for Salesforce Communities

Spring 17 for Salesforce Communities

There was a time, not that long ago in fact, where the term Salesforce Communities sent me running to hide under the nearest rock. But the more I work with the product and the more features that come out with each release, the more I find myself singing its praises and eager to leverage the tool for a variety of use cases. Collaboration is the name of the game and Communities are truly a way to collaborate in a… well, you know.

Navigation

One of the more frustrating aspects of working with Communities is all the hopping around you have to do to configure and manage different aspects of the community. I gave a training recently to administrators of an organization rolling out a new community. After two detailed hours on the ins and outs of Community Management and Community Builder, the only question I got at the end was “can you show us how to navigate between all of these things one more time?” Community Workspaces to the rescue! A clean, logical home base for community administrators and moderators to jump between settings, dashboards, builder, etc. with ease. I’m really looking forward to this one, but surprises are not always fun, so it’s the admin’s call on turning this feature on or off.

Design

As someone who is decidedly not a web designer I am grateful for the existence of Community Builder, but in many cases feel the pangs of its limitations when it comes to finer customization. In answer to this Salesforce seems to be going down a path with Community Builder and templates to include design level features more like one might expect with a website management tool. For example, in the last release we got Theme Layouts and now we get Theme Layout Types, essentially giving us easy to manage wireframes for sets of pages within the community. They’re also taking some pain out of managing branding images with a basic asset library, and giving us the seemingly basic ability to nest menu items, because sometimes it’s the little things that really make your day better.

We also get something that resembles dynamic content in that it can take into account a user’s location to show them a different page variation. I would want to test this one with care, though, as it seems as though it may be difficult to unpack exactly what a given user would see, as page variations also consider profile and record type. And another little gift for the marketing-minded--Google Analytics integration for community templates. This will be a big deal for companies that want to monitor their content across all web presences, making the community more seamless for reporting with an organization’s regular website.

Features

At the same time as the template experience becomes more like a modern web tool, the features of what users can do inside the community are becoming more like Salesforce. Users will now be able to edit records inline in the community and, if they have the appropriate permissions, create list views and mass edit from list views. Community users can also now leverage Tasks, and my personal favorite, send direct messages within the community. This last one I know will be a big deal for organizations that want an easy way to have private exchanges with users without going to email.

There’s one new feature I’m wary of--the ability to create new records from lookups. The release notes do not give us much insight into exactly what this will mean and if we can turn it off. This brings about nightmares of Quick Create’s skipping of layout required fields, as well as loss of little controls that come from capabilities like removing the New button from list views. I guess we’ll see.

Last, but far from least, is now the ability to use Visualforce in template-based communities. This removes a huge barrier to leveraging the templates and in many cases the Communities product in general. Previously if you wanted the level of functionality Visualforce can provide, the only option was pretty much building the whole community in Visualforce. While people have done some really awesome stuff this way, the advantages of template-based communities are growing, and this can provide a bridge for those wanting to take advantage of the no-code templates but include existing beautifully-coded Visualforce key to their use case.

 

This is by far not an exhaustive list of all of the new stuff coming out around Communities in the Spring 17 release. For a full list, including an entire section on Chatter-related improvements I didn’t even touch upon here, be sure to spend some quality time with the release notes and feel free to share your favorite features below, on the Salesforce Success Community, on our Facebook page, or directly at me on Twitter @ifitfloats.

Salesforce Spring 17 Release Notes Preview

It is below freezing, but here I am writing about Spring 17. This release kind of snuck up on me, but once again here is my (not so) rapid reaction - this time sold as a "preview".
Salesforce Spring 17 Release Notes Preview

Salesforce Spring 17 Release Notes Reaction

The Spring 17 release of Salesforce is packed full of Lightning features. There are even mentions of Einstein, Marketing, and vertical clouds like Health & Financial Services. I am going to focus on a handful of features that I feel will impact the users’ experience primarily in Lightning Experience, with a little nugget for all those who still want to talk true to the core.

Web-to-Lead: reCAPTCHA Web Form Validation

This feature is a long time coming. For all those who are using web-to-lead forms, this is a very welcome little addition. The reCAPTCHA widget will improve data quality around leads collected from the web. Anyone who fills out a web-to-lead form will be required to check a box before they can submit the form. This is the fairly standard reCAPTCHA widget, which I’m sure you’ve both seen and used already, where you confirm that you are indeed not a robot. Oddly enough the example in the release notes looks like total spam with the name John Smith and a phone number of 555-123-4567, but that’s just a fun example.

Assign Record Pages by App, Record Type, and Profile

This is the portion of the blog post where I start to talk about Lightning Experience. I must say, with this release the thought of moving to Lightning Experience is becoming more and more appealing to me. Finally an “app” in Salesforce really starts to mean something. Allowing different record pages based on the app that a user is in, or even based on the record type or profile of the user logged in, creates a unique experience based on where a user is within the application. For example, if a user is in their sales app, the Account record page could have a different look and feel than if that same user was in their Vendor Management application. In the past, apps were just a series of tabs across the top for navigation; now apps really are starting to hold some weight within the platform. Definitely a welcome addition and I’m sure ISVs are rejoicing with this change as well.

Create Shortcuts to Your Top Salesforce Pages with Favorites

Favorites have long been a go to of mine within the Chatter tab. I’ve favorited many a list view to see Chatter on specific records. Never, though, was there a way for me to say to Salesforce, “here are a number of records that I want to access across different objects all the time”. Well with Shortcuts that problem has been resolved. Quickly access lists, records, groups, dashboards, reports, and other frequently visited pages in Salesforce. The important part here is that it is page based, not record based. So a list view can be a favorite. To me this helps to replace the Custom Links component on the classic homepage or left navigation. The favorites bar follows you around in the top navigation right next to the global create action.

See the Kanban View Everywhere

Ever since I first saw the Kanban view for Opportunities, I thought to myself, wow that is awesome, now I want it for other objects. Salesforce must have heard me and decided to allow for the Kanban view on most objects (excludes knowledge and tasks). In our Salesforce, we manage Projects. I want a Kanban view of all my active Projects. Soon enough I’ll be able to get it. I also want it for all of my active Leads. I kinda want it for all list views as a different way to see data that is important to me. Kanban for all!

As you can see, my enthusiasm is really starting to grow for Lightning Experience. A lot of really interesting features are coming, and I can only imagine that there are more on the horizon. Might be time to use the Readiness Check and Features Optimization tool to make sure that our org is ready to move to Lightning!

Please feel free to comment below, on the Salesforce Success Community, on our Facebook page, or directly at me on Twitter @JustEdelstein.

My Salesforce Resolutions for 2017

It’s time to get carried away setting some ambitious goals for the new year. Make sure to include some Salesforce goals among your resolutions this year.
My Salesforce Resolutions for 2017

My Salesforce Resolutions for 2017

Another year has passed.  Time for some good old fashioned New Year’s Resolutions.  I’m sure many of mine are the same as yours.  Give something up I’m addicted to, at least for a bit: coffee.  Learn something new to impress my kids: sleight of hand.  Sign up for a race I may regret: Ragnar.  Those are all fine and good, but I’m also going to focus on upping my Salesforce game in 2017.  Here’s the plan.


Blaze a Trail

Trailhead has proven its worth time and again.  It’s the Salesforce way of providing training to anyone who cares to know more, push their skills, or dive into the platform for the first time.  This year, it’s all about the Superbadges.  If it doesn’t say super in front of it, I’m not interested.  Specifically I aim to complete the Apex Specialist, Lightning Experience Specialist, Reports and Dashboards Specialist and Security Specialist all in 2017. What’s that you say? Typical unrealistic New Year's resolution hogwash?  I guess we'll see about that.  


Embrace the LEX

Part of the reason the Lightning Experience Specialist Superbadge made the list above is the fact that I have deliberately avoided the, not so new, Lightning Experience (LEX) from the get-go.  Early on, it resembled what Salesforce might look like in a fever dream about overthought UIs and fixing things that aren't broken. For the most part, things have improved, but how much is yet to be ‘experienced’. I’ve been encouraged by my coworkers to give it a shot, so here I go.  I’ll agree, not only to nab the Superbadge, but spend some real one-on-one time with the LEX in 2017. It may be slower, but it’s the future. Mr. Benioff says so.


Drop Some Answers

My last resolution is to answer at least one unanswered question from the Success Community every week this year. The Answers section of the Salesforce Success Community is exactly what it sounds like- a place to ask questions and get answers from active Salesforce users.  Not only is it a great place to get your questions answered, you can also give back to the community by taking the time to answer questions from other users.  One of the key skills of being an effective consultant is to quickly get to the root of a problem. Reviewing and attempting to answer questions from the community challenges you to interpret the perspective of the user asking the question.  Often you’ll be forced to make some pretty hefty assumptions about their org in order to provide an answer or better yet come up with the right questions to ask in response that will lead to the best solution. For admins that are only accustomed to thinking in terms of their own orgs, his would also be a great way to start seeing solutions that are outside the paradigm of that environment.  Plus it’s very satisfying to spread a little knowledge.  


These are my Salesforce resolutions for 2017.  For me keeping up with the Salesforce world is essential to my livelihood. Maybe you’re the same, or maybe you’re new to this whole can of worms. Regardless take a moment to find some areas where you know you can take your skills to the next level.  You won’t regret it.


Have you made any ambitious Salesforce resolutions this year? Why not? Share them with me on the Arkus Facebook page, in the comments below, in the Success Community, or to me directly via Twitter at @jpbujold

Welcome to 2017 - Episode #256 of CloudFocus Weekly

A new year and some catch up on 2017 predictions, end of year admin checklist and sharing certification.
Welcome to 2017 - Episode #256 of CloudFocus Weekly

Welcome to 2017 - Episode #256

Cloud Computing Predictions for 2017

For the 7th year in a row, it is time to throw all caution to the wind and make predictions for some cloudy things to happen in 2017.
Cloud Computing Predictions for 2017

Cloud Computing Predictions for 2017

Looking back on my predictions for 2016, I was off more than I was on. Hulu did well against Netflix but didn't overtake them at all. Apple didn't get as far into original content as I thought. Maybe I get a half point for the DraftKings and FanDuel merger but lose points for the new Apple Watch that showed up and my longshot which didn't happen.

Predictions abound, so once again I will make my predictions with confidence points.

Salesforce Buys Learning Management System

Nobody would argue that Trailhead isn't great. It is. In fact, it has taken over the branding of the entire company. Bears are attacking server rooms and everyone is going back to the woods. That being said, it isn't a true learning management system and currently is a black box of functionality that nobody but Salesforce can play with. I predict Salesforce buys another company for their LMS technology and staff to bring Trailhead to the next level as a product and with customized trails and badges.

Confidence: 7

Movies Come Home

The movie industry is in a crisis. TV is getting better and better, while the movie experience seems trapped in the 90s, but with more goggles, bigger popcorn, and texting. There has always been this cycle of releasing a movie into theaters, then premium places like hotels, then DVD, cable, etc. What has been missing is the ability to watch the movie the day it comes out, at home. This is coming in 2017. It will cost a little bit more, but you will save on the crappy popcorn and screaming two year old behind you kicking your seat.

Confidence: 10

Apple Releases a Dot

Predicting Apple's new product releases is a little tricky. I have done it before, very badly, but keep on trying. Now with Google Home and Amazon Echo Dot, it seems like there is a missing piece in the Apple home product line. I am predicting Apple will release a Dot-like piece of hardware, shaped in a sphere (an apple anyone?) that has a speaker, and Siri is always listening. It will be accompanied by a great Jony Ive video, and I will buy one.

Confidence: 6

Longest Shot: Amazon Buys Slack

Someone has to buy Slack right? Right? Why not Amazon? Well, all the obvious reasons about them not being in the corporate communication space and that there are much better suitors, but that is why they are predictions. Amazon swoops in and buys Slack, as a way to start building their enterprise software business, and it works. Within 10 years, we are all using Amazon Work to get things done.

Confidence: 2

Do you have some predictions of your own? Head over to the Success Community, post them on our Facebook page or directly to me on Twitter @JasonMAtwood.

Arkus Pro Bono Day December ‘16

With over twenty four clients at our NYC HQ, Arkus hosted it’s third, most well attended Pro Bono Day yet.
Arkus Pro Bono Day December ‘16

Arkus Pro Bono Day December ‘16

In addition to our popular break out sessions with our team of project managers, Judi Sohn, Tricia Bergsma, and Tyler Woebkenberg from Salesforce.org and Salesforce.com all volunteered their time for their 1:1:1 model and conducted two workshops highlighting the features of the Nonprofit Success Pack and Wave Analytics.

Nonprofit Success Pack with Judi Sohn of Salesforce.org

Judi Sohn from the Technology and Products team at Salesforce.org provided a demo and general overview of Nonprofit Success Pack. Previous to joining Salesforce, Judi worked for a nonprofit and therefore understands and sees each nonprofit as a unique snowflake that has it's own unique requirements. In her current role, she serves over 30K organizations utilizing Salesforce and works on community programs, strategic grants and Pro Bono programs.

Nonprofit Success Pack (formerly known as Nonprofit Starter Pack) continues to offer open flexible data architecture for every nonprofit. NPSP offers the key building blocks for constituent and donor management. Some other key features include grant management, prebuilt customizable reporting and analytics, program and volunteer management, and is social and mobile ready in eighty countries. Some of the newest features include Lightning Experience, matching gifts, honor/memorial, partial soft credits, in-kind gifts, engagement plans (updated action plans), levels, as well as translations for Spanish, German and Japanese languages.

One very important and exciting new feature is the fact that you can now link engagement plans and levels together. For example, if you create a platinum level engagement plan in order to engage and track, as soon as the calculation runs from gold to platinum, tasks are auto assigned and you no longer have to manually monitor and plug in a new engagement plan.

For more resources you can visit the Power of Us Hub, where you can access a community of over 29K users with over 7K posts per month. 99% of questions posted get answered and weekly office hours are offered. The NPSP Group has over 14K users, and if you need more support, you can visit Github for open source code information.

Wave Analytics with Tyler Woebkenberg of Salesforce

Tyler Woebkenberg, a Solutions Architect with the Analytics Cloud team at Salesforce also generously donated his time and provided a demo and illustrated the real time capabilities of the various tools and benefits of Wave Analytics.

Wave Analytics is a Salesforce visualization platform that offers built-in dashboards, reports, and endless options to filter information for a more collaborative data rich analytic experience. With Wave you are able to leverage both Salesforce data and external data in ways you haven’t been able to before. For example, Wave can be linked to a social media feed and create reports.

Tyler featured RED, a foundation that makes it simple for people and businesses to join the fight against AIDS. With Wave, RED has been able to illustrate to corporate partners how portions of product sales go to The Global Fund and understand what has happened from the beginning. The number of people living with HIV can be shown and how many deaths have been averted due to the work of RED. Tyler was able to show how over years, the new estimates of HIV infection are falling.

Wave Analytics can be purchased with as little as one license at a heavily discounted rate for nonprofits. You can also access the free Wave iOS app for the iPad and iPhone and Trailhead provides a free developer org so you can try it out as well.

Our Arkus Pro Bono day is so much more than sharing information and helping our clients. It’s about spending time together face-to-face to allow for more helpful collaboration and exchange of ideas. At Arkus we believe in educating and empowering our clients, and this day is one way we share in the mission and principles we live in our practice everyday.

What have you done in 2016 to give back? How have you utilized NPSP and Wave Analytics to further along your organization? Please feel free to comment below, on the Salesforce Success Community, on our Facebook page, or directly at me on Twitter @SCarabetta1.

End of Year Salesforce Administrator Checklist

Getting your Salesforce organization ready for the new year.
End of Year Salesforce Administrator Checklist

End of Year Salesforce Administrator Checklist

For some of us the end of the year is a slow time where we have a chance to catch up on little tasks and make fancy frosted cookies for the office. For others, this is crunch time, be it with salespeople scrambling to meet their numbers or keeping up with the donations pouring in from the stellar end of year appeals crafted by your non-profit’s marketing team. Regardless of what the season brings for you, as a Salesforce Administrator you will want to make sure your organization is in tip top shape for the coming calendar year.

 

Reports and Dashboards

By best practices, I always try to use relative date ranges in reports, such as THIS YEAR or THIS MONTH, especially for reports that are scheduled. But there are circumstances in when this is just not possible, or when other aspects of a report need to be updated to reflect a new year’s criteria. This also comes up when guage components are used to show goals on dashboards. If you’ve kept your reports and dashboards well organized in folders and with a clear naming convention, it should be easy to find and identify what needs to be updated. If not, this is a great time to do some organizing. The end of the year is also a good time to use your admin superpowers to run a report on reports that includes the ‘last run date’ and clean up items that are no longer in use by moving them into a staging folder to consider for deletion if no one asks for them back in a given period of time.

 

Communication Templates

Whether its workflow email alerts using Salesforce email templates, perfectly optimized html templates in your favorite marketing software, or templates leveraged by an integrated document generation tool, you will want to make sure your collateral is up to date and ready for any changes coming in the new year. This could simply be a reference to the year itself in the text, or to pricing, or marketing content that becomes magically inaccurate as of January 1. Be proactive with stakeholders in each department to make sure you’re aware of anything you’ll need to update based on changes they are planning. Who knows how you’ll be rewarded for your smart thinking. (Did I mention cookies?)

 

Products and Pricebooks

Pricing is often one of those things that changes year to year, and products are added and retired at this convenient breakpoint. Get ahead of this one, because if your organization's pricing structure is complicated or you are using a Configure Price Quote (CPQ) application in conjunction with Salesforce to handle pricing and quoting, updating this could be a multi-step process. Engage sales leadership early to ensure you don’t get a panicked call on January 2nd while you’re still coming out of the cookie coma.

 

Give the Gift of Salesforce

While you’re thinking about all of the things you can do to get ready for the new year, also take a moment to think about the people who make your job so much fun--the users! Are there some cool features from the Winter 17 release you haven’t quite got around to rolling out yet? Other bits and pieces of requests that have been sitting in the development queue? Something you learned about in Trailhead and are excited to implement? Spend some time in the sandbox putting together a nice little present for your users to release early in the new year. Nothing like a fresh start with some welcomed new functionality to remind everyone that you’re always working to help them work better.

 

Do you have anything to add to the end-of-year admin checklist? Are you planning any special presents for your users in 2017? Please feel free to comment below, on the Salesforce Success Community, on our Facebook page, or directly at me on Twitter @ifitfloats.

Sharing Knowledge About Being A Salesforce Sharing & Visibility Designer

Salesforce has revamped it’s certifications for technical architects. They now comprise of different levels of certification that span a wide variety of skills and specializations.
Sharing Knowledge About Being A Salesforce Sharing & Visibility Designer

Sharing Knowledge About Being A Salesforce Sharing & Visibility Designer

These are called domain specialists. The Certified Sharing and Visibility Designer Certification is a specialization that I like to focus on and will drop a little bit of knowledge here to hopefully help anyone who reads this to obtain this certification.


Sharing and Visibility go beyond Profiles and Roles these days in Salesforce. There is a lot to know about under the covers of how to share and essentially hide pertinent data from specific users at any given moment. I’ll describe what I did to prepare for this certification as I armed myself with the knowledge necessary to now call myself a Certified Sharing and Visibility Designer.


Profiles and Roles - Still the King and Queen


Despite what I wrote just one paragraph above, at the end of the day visibility and sharing are largely responsible for what a user in Salesforce can do and what they can see. I like to think of it as a large Excel sheet. The rows in the sheet are records in Salesforce. The columns represent the fields on a given object. The profile acts as a hammer in some cases and the org-wide defaults + role hierarchy act as the scalpel. For example, if a user’s profile says they can “view all accounts” and your sheet is full of accounts then the user will see every row. Their profile may also state that they’ll never ever see data in column H. Even though the user can see every single row, they’ll never see whatever it is in column H.


Here is where things get a little more interesting. If the profile isn’t the hammer and just states that a user has Read access on Accounts then we rely a little bit more on our defaults and our roles. By default if accounts are set to private then the user would be able to see Accounts that they own and only ones that they own (or are owned by someone below them in the hierarchy - more on this shortly). Simple so far… Let's introduce roles into the scenario. Roles act as a hierarchy, the higher up the hierarchy the more data the user will see. This is where things get really fun. You can share data with users at the top of the proverbial food chain by putting them higher in the role hierarchy. This is one very simple way of executing, though not always resulting in, the outcome that you are looking for.


Org Wide Defaults and Sharing Rules


Continuing on the above example, if someone isn’t supposed to be setup all the way up at the top of the hierarchy just to see Accounts, because perhaps they should only see accounts of a certain type, we can create criteria based sharing rules. These add to the already existing default of private; used to open up privacy to more records based on criteria on a record that is evaluated when a user clicks on the record. Records can be shared based on most things about them and can be shared with Roles, Roles & Subordinates, or even Public Groups. Public Groups add a finer level of flexibility (this is why the sharing is the scalpel in our scenario). A user can be a member of one and only one Role yet they can be a member of many more public groups. Roles can even be nested inside of Public Groups to create an Uber Role if you will. Creating visibility using a private model and public groups is a fantastic way to streamline visibility.


Overwriting Everything for One User


Permissions Sets have long been a favorite feature here at Arkus. They mimic most of the permissions that are available on a Profile but can be assigned to specific users as additions to their existing permissions. Sometimes you will have one or two users who need access to everything. You can create a Permission Set with View All Data at an object level or dare I say Modify All Data at an org wide level to give these types of permissions to very special and specific users at any time regardless of their Role, Profile, or public group membership.


Apex Sharing


For the daring and extremely complex sharing requirements, sometimes you have to resort to Apex custom code to write sharing rules. These are often extremely complex sets of business rules that require custom sharing records to be written on certain records based on criteria that cannot be written in a simple WYSIWYG fashion. For example - if a user is an owner of a record that is related to an Account via a junction object, then give them Read Only access to the Account when otherwise they wouldn’t have access at all.


I’ve Shared Lots of Knowledge


Now that you are armed with all of this knowledge perhaps try to take the next step and go for the Sharing and Visibility Designer certification. If you were to focus on the basics as I’ve laid them out here then you are likely about 75-80% of the way there. Understanding how data is shared or hidden within Salesforce is key to having a secure environment where users have a excellent experience and management get the proper piece of mind that data isn’t visible to everyone while also having the proper visibility set for themselves.


Please feel free to comment below, on the Salesforce Success Community, on our Facebook page, or directly at me on Twitter @JustEdelstein.

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