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.

Learning Roadmap - Episode #260 of CloudFocus Weekly

Different ways people learn, data migrations from Raisers Edge, Salesforce Equality awards and Lightning Roadmap.
Learning Roadmap - Episode #260 of CloudFocus Weekly

Learning Roadmap - Episode #260

Salesforce Data Migration from Raisers Edge

Supporting organizations with data migration from Raiser's Edge to Salesforce’s Non-Profit Success Pack.
Salesforce Data Migration from Raisers Edge

Salesforce Data Migration from Raisers Edge

More and more, we here at Arkus are supporting organizations with the transition from Raiser's Edge (RE), their legacy Non-Profit development CRM, to Salesforce Nonprofit Success Pack (NPSP). Here are things to consider and suggested steps to plan the data migration.


Terminology

First off, when you are talking about the two different CRMs, it’s important to know and understand there’s often different terminology between them. Understanding is the first step in mapping. Although there are many ‘modules’ in Raiser's Edge, the main ones to consider are the following;

  • ‘Constituents’ in RE are the same as Salesforce Accounts and Contacts.  They are identified using a ‘key indicator’ (O or organization, I for Individual). Make sure you have that key indicator in the export. 

  • ‘Campaigns’, ‘Appeals’, and ‘Packages’ in RE are all typically a hierarchy of Campaigns in Salesforce. It really depends on how the organization has been using these in RE, so you need to sit with the organization and determine how they structured the relationship between these in RE in order to determine if a Campaign hierarchy is needed. 

  • ‘Relationships’ in RE translate to a few functions in Salesforce; contact to contact relationships and contact to organization affiliations. 

  • ‘Constituent Gifts’ in RE are both Opportunities and Payments in Salesforce. RE will have a ‘Type’; one may be ‘cash’ (opportunity) and the other ‘pay-cash’ (payment).  The trick is to match these together for the records in Salesforce. There isn’t a unique ID matching these records so it’s up the organization to match them up. 

  • ‘Actions’ in RE are Activities (tasks and events) in Salesforce.

  • ‘Media’ and ‘Constituency Notes’ in RE are notes in Salesforce.


 

Suggested Steps for Migration

  1. The organization exports all metadata and sample set of data from Raiser's Edge. Each table will be it's own CSV file - Contacts, Gifts, Campaigns, Constituents, Relationships, etc. NOTE: This will not be the final extract. This is just for mapping and for identifying the transformation steps that will need to happen.

  2. Create mapping instructions for the migration for each table (file) and each field.

  3. Review the mapping instructions with the organization to ensure you are making the correct assumptions about where the data will go in Salesforce.

  4. The organization will do another full export - this is the FINAL export. At this point in time, the organization should NOT be editing or creating any new records in Raiser's Edge.

  5. Do the final transformation and import data into Salesforce.

  6. The organization should review the import and spot check records.

  7. Work with organization to clean any messy data and merge duplicates.


 

Other Things to Consider

NPSP creates the name of households, informal, and formal greetings on the Household Account, based on the contact records associated with that account. There are times I’ve encountered a Raiser’s Edge Constituent account level record that has been created without the actual contact associated with it. In those cases, you may encounter ‘Anonymous Households’ created. It’s just one of those ‘clean up’ items you’ll want to watch out for after migration.

Sort keys (Raiser's Edge unique IDs) are really important when exporting all the spreadsheets from Raiser's Edge, basically, any reference to an Account or Contact should be accompanied by this sort key for easy reference between the multiple supporting modules.

Key Indicator in Raiser’s Edge identifies if the record is an organization ‘O’ or individual ‘I’. This is another important column to have on each exported spreadsheet.

Give yourself a lot of time for the cleanup (transformation) phase of this process as, from my experience, Raiser's Edge will export a series of records along multiple columns instead of just in rows (as you need to import to Salesforce). For example, if a contact has multiple relationship records with other contacts, the spreadsheet will have each of those different relationships records across in columns repeated.

Finally, there are tools you can purchase that can make the transformation and load of this process easier, but I feel there isn’t a guarantee of catching clean up and mapping accuracy.


A Raiser's Edge data migration, while more time consuming than from other systems, is possible with proper planning and attention to detail. Do you have other recommendations on Raiser's Edge Data Migration? Please feel free to comment below, on our Facebook page, or directly at me on Twitter @LeiferAshley or in the Success Community or Power of Us Hub.

Salesforce Learning Tools for Every Style

Whether it’s the intensive in-person learning experience of Destination Success, some quiet time with Trailhead, or something in between, there are many great ways to learn Salesforce.
Salesforce Learning Tools for Every Style

Salesforce Learning Tools for Every Style

Spending a week learning Marketing Cloud and taking certification exams at Salesforce’s Destination Success event this month got me thinking about how I learn, something I hadn't really thought about in a while, and how there are unique learning styles that make certain types of educational mechanisms and environments work better than others for a particular person and for a particular subject matter. The Salesforce ecosystem is full of ways to learn how to work with Salesforce’s ever growing and evolving array of products. Do one or all of the statements below describe you? There’s a learning tool for that!

“Sometimes at 1am I get the urge to go learn something.”

Trailhead is always there for you, night and day, and keeps you alert with little doses of humor along the way. Trails are becoming more rigorous and formalized with Superbadges and are ever expanding to cover more corners of the the platform, such as Wave and Einstein.

“I really need to get hands on.”

Trailhead is a great starting point for this and superb in that it can actually tell you if you got it right, but I think the best way to really get hands on with Salesforce is to spin up a developer org and hash out a business scenario that makes sense to you. Another great way to expand your knowledge in a hands-on way is to start by giving back with the knowledge you have--answering questions in the success community (or Power of Us Hub, for nonprofits) can lead you to learning, as can doing pro bono work for a local nonprofit. (At Arkus we take this to heart with our bi-annual Pro Bono Day events.)

“I understand something best once I explain it to someone else.”

Another great way to learn while giving back is to help other people learn Salesforce. Check with your local user group for opportunities to volunteer, introducing eager learners to the world of Salesforce administration. This is a topic very close to my heart, as I have personally seen lightbulbs go off and careers get a boost teaching Salesforce boot camps for young people exploring careers in business and technology. And if you are totally new to the platform, whether just at the start of your professional journey, re-entering the workforce, or looking for a career shift, there are a number of programs out there run by members of the Salesforce community that will help you take the first step.

“I need to hear, see, AND do to feel I’ve learned it.”

If you’re like me, there’s nothing quite like the classroom experience to efficiently gain an understanding of material, especially if it’s a net new topic or tool I’ve never touched before. Destination Success was ideal for me as a learning environment because it provided the opportunity to immerse myself in learning and focus entirely on that for the week I was there, as well as be surrounded by the energy of hundreds of like-minded learners. All of Salesforce University’s classes contain a hands-on component, so it’s not just watching someone else do it; you do it yourself and really learn. Salesforce also provides in-person and online courses throughout the year, so you can get some of that intensive classroom-style experience without waiting until next March, too.

 

What is your favorite way to learn new Salesforce skills? Feel free to comment below, on the Salesforce Success Community, on our Facebook page, or directly at me on Twitter @ifitfloats.

Duplicate Destinations - Episode #259 of CloudFocus Weekly

A trip down memory lane of Destination Success 2017, dealing with duplicates and a top 10 list as well as issues with Work.com licenses.
Duplicate Destinations - Episode #259 of CloudFocus Weekly

Duplicate Destinations - Episode #259

Kill Command - Episode #258 of CloudFocus Weekly

Back to our 2017 Salesforce resolutions, thoughts on Trailhead Super Badges, GTD Yearly Review and things Google killed but not Slack.
Kill Command - Episode #258 of CloudFocus Weekly

Kill Command - Episode #258

Top 10 Arkus Blog Posts of 2016

A look at some of the most popular blog post on the Arkus Blog from 2016.
Top 10 Arkus Blog Posts of 2016

Top 10 Arkus Blog Posts of 2016

Popularity can be hard, but not when it comes to websites; all I had to do was look at the statistics provided by Google Analytics. A quick click of the mouse, a filter or two, and here is the top 10 list for 2016 by reads.

#10 Dreamforce 16 is Over, Now What?

No surprise that Dreamforce is a popular topic and blog post, and Pete walks us through the highs of Dreamforce 16. I personally will remember Dreamforce 16 as my 10th in a row and the year Trailhead branding took over Salesforce.

#9 Salesforce Spring 16 Release Rapid Reaction

It feels a little strange talking about Spring 16 when Spring 17 has been released to all our production orgs. Spring is always an interesting release, sometimes the worst (Spring 14 anyone?) and sometimes the best (Spring 11 anyone?). Take a stroll down release lane with Justin.

#8 What is Omni-Channel for Salesforce?

Our second question in the top ten list? Yes. Yes it is. Holly covers the much loved, but not-very-well understood Omni-Channel. (Hint: It is part of the Service Cloud and bringing work to you whether you want it or not.)

#7 Spring 16 for Financial Services

No question here, this is a great blog post (if I do say so myself). Yes, we sometimes go industry specific in our release notes series, and this time I took on Financial Services. Spring was certainly in the air.

#6 Using Templates to Build Salesforce Communities

Salesforce Communities is another growing hot topic here on the Arkus blog, as we now cover it in detail from how-tos to release note reactions. Ashley brought us some insight into the great templates that everyone should know about.

#5 Improving Your Lead Assignment Logic with Declarative Round Robin

Breaking the top 5 is Holly's post about round robin lead assignment. It is one of those things that we get questions about all the time, isn't built into Salesforce, but does have a great AppExchange solution. Round and round you go, where you stop, only the blog will know.

#4 Salesforce Summer 16 Release Notes Rapid Reaction

Summer already? Well it was then and almost is now. Justin once again reacted in a rapid fashion to the release notes, calling out the ones that stuck out. Looking back, associating contacts with multiple accounts was still the big news in Summer.

#3 First Time Around Dreamforce

It is always someone's first time at Dreamforce (did I mention it was my 10th?). Shannon shared her experience from the newbie set of eyes, which is always a good read for those about to take the plunge. Dreamforce 17 is just around the corner.

#2 Slack vs Chatter

Not sure if it was the Slack or the Chatter (probably Slack) but this post drew a lot of attention. It was retweeted by Slack and is still read pretty often, as the question gets asked more and more. Personally, while we at Arkus still use both, the line is sometimes hard to define.

#1 Comparing IDEs for Salesforce Development

This was the hands down most popular blog post of 2016 by far. I can still see Roger dancing around the office as he wrote it, totally excited by the topic and his execution of it. You can certainly read his passion in the post.

So that was the top ten list, without much ado. If you had a favorite of the bunch, leave that comment below, on our Facebook page, in the Success Community or Power of Us Hub or directly @JasonMAtwood

Salesforce Duplicate Management Strategy

Let's discuss Salesforce duplicate management strategy, tools and best practices.
Salesforce Duplicate Management Strategy

Salesforce Duplicate Management Strategy

Got duplicates? You bet, based upon the topic coming up regularly in many conversations and social media posts. Duplicates are significantly painful in more ways than one - from lower adoption rates to higher levels of effort and cost. This post delves into the subject in order to assist you in both understanding common causes and providing guidance in developing your duplicate management strategy.

Is It Just Us?

First and foremost, please be assured that it’s not just your organization that is riddled with “dupes”. Due to the fact there is not a way to completely eradicate the issue, let’s face it, we are all in this together. Duplicates are not unique for your configuration or users; in fact this problem rears its ugly head for anyone who is using a database, and yes even Salesforce orgs are not immune to it.

Are They Really That Bad?

Duplicate records are costly in many ways and are a leading cause of low adoption rates. When dupes appear, users often go to the place of “gee, maybe this data is suspect” or “why do I even bother entering in my accounts or contacts”. This lack of confidence is detrimental to strong adoption. Have you ever called upon a donor or prospect, only to find out that someone else on your team has already reached out to them? That is more than egg on your face; it speaks to the integrity of your organization. Add to that the increased costs of inaccurate mailing lists, the amount of effort spent to validate and scrub the data, and you see where this is heading. You have trouble with a capital “T,” which rhymes with “D,” and that stands for “Decimating”. Duplicates are a deal breaker folks, but the good news is that you can create processes and utilize some tools to identify, eradicate, and just plain get your arms around these puppies.

Can I Just Stop Them From Happening?

No, it is impossible to totally prevent and eliminate these nasty duplicates, but don’t be distressed; there are ways to minimize the amount by analyzing their roots and taking corrective action where needed. In order to win the war, you first need to know your enemy. Keep in mind that in most implementations there are many ways that records get created. It’s worthwhile to identify and document these for your organization because dependent upon the entry point there are different approaches to take and tools to use.

Your list might look something like this:

  • Manual data entry
  • Importing lists
  • Integration of external third party systems that you use to manage events, registrations, communications, donations, etc.
  • Apps that sync email, tasks and events

Trailhead And Native Duplicate Management To The Rescue

A great place to start is learning about duplicates with the Trailhead module “Duplicate Management” that is devoted specifically to providing you with the knowledge to tackle the issue. It will take you through Salesforce’s native Duplicate Management functionality that I recommend you configure and enable as soon as possible after testing in a sandbox. Salesforce has also provided us with the 'Potential Duplicates' component in Lightning Experience that displays duplicates of existing records on lead, account, and contact home pages that can both alert and allow users with appropriate permissions to merge records - similar to the functionality that is available in Classic.

Important to note is that while the “Block” or “Alert” features sound like a great idea, be careful to consider the effect that they will have on your integration or third party apps. For example, if Contact creation is being blocked when someone is submitting an online donation, how will the tool you are using to capture the donations in Salesforce handle that? What will the submitter’s experience be, and will the donation still go through?

Some other actions to consider before you begin configuring Duplicate Management include checking that you are maintaining a current backup of your data, benchmarking to document the quantity of objects and duplicates, and be sure you have end-to-end testing plans in place. Remember that you can utilize sandboxes to test out various configuration criteria. Additionally, be sure that you create the custom report types along with a process to view them regularly (possibly schedule for distribution weekly?).

What About All The Other Tools?

There are plenty of tools available to help you manage and even prevent duplicates, but be sure to do your homework. Most people that have deployed a successful duplicate management strategy use a combination of different tools and processes to help them minimize the issue. Refer to the list of entry points that you compiled and take a look at each of these to see if you can fine-tune them to reduce or prevent duplicates. Don’t forget to review your manual entry process and see if additional user training or modifying layouts (or both) can make a difference. Then review and test out apps that can help you analyze and merge the suspect records. There are plenty of free and paid options to check out; a few of the more popular ones include DemandTools,  DupeBlocker, Cloudingo,  and RingLead. You can also browse the AppExchange, as the list of duplicate management apps grows daily.

My recommendation has to be DemandTools, for its unmatched performance. It takes time to learn the tool, and it can seem complicated at times, but there are free training workshops available, great help content, and nonprofits are eligible for a free license. It is worth the time and investment in this tool because it will greatly aid in getting and keeping your data clean. As a bonus, you will also obtain the PeopleImport app free of charge to help you cleanly import lists of people.

Incorporating a strong duplicate management strategy is a critical component of a successful  Salesforce implementation and should be revisited regularly, to ensure that you are using the right tools and your users are up to speed on the importance of maintaining accurate data.   

There are so many tips, tricks, and tools for this topic that it is not possible to include them all. Did I miss 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 in His Step - Episode #257 of CloudFocus Weekly

Back after a long time, more steps and a lot of Spring 17 catch up including 5 blog posts.
Spring in His Step - Episode #257 of CloudFocus Weekly

Spring in His Step - Episode #257

Cloud Consultant Toolbox - Timesavers

Timesaving tools for today’s Salesforce Admins and Consultants.
Cloud Consultant Toolbox - Timesavers

Cloud Consultant Toolbox - Timesavers

Here are some tools I find to be real time savers that can easily be adopted into your toolset.  This is by no means a comprehensive list. I won’t be including tools that most are likely fairly familiar with, like Google Drive or Gotomeeting.  Here we go.


Toggl - Time tracking


I’ve been through a few time trackers now.  Some are too basic, and others are trying too hard.  None that I know of have the flexibility and functionality of Toggl.  Yes, in essence, it's just a timer, but what makes it a timesaver (pun intended) is the ability to start or stop a timer conveniently and easily without having to dig around and remind yourself to do it.  Some of my favorite features include:



  • Embedded timers  - When you install the Toggl Chrome extension, the tool places timers next to items on your favorite websites, including Salesforce and Google Drive.  Just click the timer next to the opportunity name and off you go.    

  • Pomodoro timer -  Pomodoro is a technique to help break your work sessions into chunks in order to maximize productivity.  Toggl can be set to remind you to take a couple minute break every 25 minutes, or you can adjust the interval to whatever you like. 


  • Keyboard shortcuts - easily continue or stop a timer via custom keyboard shortcuts


  • Idle time tracking - Ever stepped away for while and forgot to turn off your timer.  Toggl tracks idle time and asks if you would like to discard or keep the time once you return to your computer.


  • Bonus - It’s possible to automatically have your tracked time from Toggl flow right into Salesforce via  Zapier, CloudPipes, or Cloud Work.




Sftoolkit.co - Cloud Tools for Salesforce

SFtoolkit

@benedwards44 deserves some major props here.  Sftoolkit is made up of 7 extremely handy tools:  Org Doctor, Org Compare, Data Compare, Switch, Schema Lister, Field Creator and Package Builder. This cloud-based set of tools has a little something for everyone. As a consultant, I find ‘Schema Lister’ to be one of my favorite ways to extract an org’s metadata, prior to a migration. It makes data mapping a breeze. If seeing your org’s metadata, as a well organized spreadsheet, produced in a matter of minutes doesn’t sound like a minor miracle right now, someday soon it will. So, keep this one in your back pocket.  


Another favorite here is Switch. Switch centralizes access to activating and deactivating workflow and validation rules, flows, and, last but not least, triggers in your org.  It’s not worth going to sftoolkit, selecting the Switch tool and logging into your org just to deactivate a single workflow rule. If, on the other hand, you’re deactivating many rules or flows of different kinds or for different objects, in preparation for a data migration or mass update, this could be a huge time saver.  Triggers get a special mention, due to the fact that one does not simply deactivate a trigger in Salesforce.  Code must be updated and redeployed.  This is where Switch makes an otherwise lengthy task a push button operation.  Impressive stuff.  It should be mentioned from a development perspective, that custom settings can be added to a trigger’s code to essentially create an on/off switch that can be easily updated in production and sandbox orgs alike. Here’s an example.  Listen to Cloud Focus Weekly episode 204 for more info about Sftoolkit and switch.



Jitterbit Cloud DataLoader - Data Loading

For many, this is probably pretty old news, but I think it’s worth mentioning again.  If you work in a lot of orgs, the ability to save multiple Salesforce org credentials directly in the application makes creating queries or updates simple and fast, with no need to enter credentials every time. I find this particularly handy with having to retry an insert or update that fails.  The data transformation or mapping screen in the Jitterbit Loader is a great bit of user interface that’s very intuitive.  For small scale migrations or regular data loading tasks, Jitterbit has the feel of a stripped down ETL tool, with the simplicity of a basic data loader.  A great tool for any admin or consultant.



Honorable Mentions


OmniFocus + GTD - Explaining the importance of OmniFocus and the rabbit hole that is Getting Things Done in the honorable mention section of this list would be laughable.  If this is the first time you’re stumbling across it, this blog post could change your life. Kickoff with one of @JasonMAtwood’s many blogs on the subject.  You’re welcome.;)


Sublime Text + MavinsMate - This one’s for the dev oriented. MavinsMate turns your favorite text editor, as long as it’s Sublime Text, into your new development console for Salesforce.  For a more thorough review check out @RogerMitchell’s blog post comparing IDEs for Salesforce.


Text Expander -  This is a remarkably simple yet incredibly powerful tool,  probably also considered a bit of an oldy but also an essential. TextExpander creates an endless list of ‘snippets’  that, when their corresponding abbreviation is typed, expand out to the full text of the snippet. I.e. when I type “,hlw”  it expands out to “Have a lovely weekend”. Things get even more awesome when you discover the full capability of TextExpander. An article here just scratches the surface.


MyNoise -  This can only be considered a time saver if awesome background noise helps you focus.  The amazing list of noise generators assembled on MyNoise will drown out the distractions and give you super-powered focus.  I recommend starting with a basic thunder storm and exploring from there.  


There are an endless array of tools to select from and pair with, in the world of cloud computing today. These are some of my favorites at the moment, and I hope you get some use out of them as well.


Discovered any other awesome tools worth sharing? 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

Spring 17 for Lightning

Winter 17 has come and gone in a flash, and Spring 17 is upon us. Let’s talk about some of the newest features added to the Salesforce Lightning Experience.
Spring 17 for Lightning

Spring 17 for Lightning

If you haven’t noticed by some of the recent posts on the Arkus Blog, Lightning is here to stay. And that is reinforced with every release by the massive amounts of additions and tweaks to the platform. Some big, and some small, let’s talk about some of the new features being brought to us by the ever-evolving Salesforce Lightning Experience in the Spring 17 release.

Search for Contacts Using the Account Name

Ever find yourself in a position trying to remember John what's-his-name from the company you spoke to last month? Yeah, me too… but breathe a sigh of relief, there is a new feature to help people like us. Now you can easily search for a specific Contact within your org by using the Account Name as help. For example, typing in ‘Ryan Arkus’ in your search bar would bring back yours truly. I think this is a great new feature.

Subscribe to Reports in Lightning Experience

Sometimes you read the release notes and you come across something that makes you think, “Wait… how was that not already a feature?” This is one of those situations. You can now stop having to remember to log into Salesforce and check those reports every Monday morning. Subscribe to up to five reports and have the report emailed to you on a set schedule: daily, weekly, or monthly. In the email you’ll receive a link, click on it and be directed right to the report. This is a nice little jump in convenience for LEX.

Embed Your Flows in Lightning Pages (Beta)

Customization is king, am I right? Flow has yielded a sometimes frustrating, but ultimately rewarding experience every time, and I have learned to really like it. For those who are unfamiliar with Flow, it’s an application that can execute logic, interact with the Salesforce database, call Apex classes, and collect data from users. You can now build and add a Flow component to your Lightning Pages just like you would any other component. Imagine the possibilities! This new feature provides a new level of customization and flexibility to Lightning Pages.

Add the Related Record Component to Your Lightning Pages

One of my favorite things about working with Salesforce is that creating efficiency is at the core of everything I do. With this update, you can quickly show details associated to the record that you are viewing. This means that you could show details of a Contact associated to a Case or show information about a Parent Account right from the Account record. If by chance, there is nothing to show here because there is no record to show, you can create a new record or choose to link one yourself right from the page. This Lightning enhancement only serves to increase efficiency and you have to love that.

Follow Dashboards in Lightning Experience

If you are an LEX user and are tired of having to regularly check in on dashboards for updates, this enhancement should excite you. You’ll now have the ability to go to a dashboard, click ‘Follow’, and receive updates via Chatter. It’s little things like these that Lightning is missing and I am glad to know that they are taking another step in this release.

Spring 17 continues to improve upon Lightning functionality. Future releases promise more and more added functionality and I, for one, cannot wait! If you have any ideas on potential additions or tweaks that you think should be made to Salesforce Lightning, please post them on the IdeaExchange and don’t forget to go vote on already existing ideas.

How do you feel about the new Spring 17 LEX additions? Want to share your experiences or thoughts? Share them with me on the Arkus Facebook page, in the comments below, in the Success Community, or to me directly via Twitter at @RyanOwensRPO.

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