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Salesforce – Visual Summaries with Kanban View

The Kanban view is available for almost any object from a list view.  One of the objects not available is the Task object.  Kanban view gives you a great look at records, grouped together in pipeline like view.

To switch to Kanban view from a List view, click the View toggle button (#7 below) and choose List or Kanban.

Here is an overview of the Kanban View for Opportunities.

  1. The name of the object you are viewing
  2. Button to toggle from regular list view and the Kanban view.
  3. Button to filter records being viewed
  4. Search for records in the current view
  5. Records separated by Record Type
  6. Records are grouped into columns base on stage, status, etc.
  7. Button to adjust settings for the Kanban view such as columns and summaries
  8. Click and drag records to different columns to easily organize the list
  9. Yellow Alert icon will be different for each object. In this example it is telling the user the Opportunity has not been ‘touched’ or does not have a pending task.

Some Considerations for Kanban Views are:

  • The Kanban view displays a maximum of 200 cards.
  • Kanban cards display a maximum of four fields.
  • Summaries can be created only for numeric and currency fields that aren’t roll-up summary or formula fields.
  • If a record has a null value for the Group By field, it doesn’t appear in the Kanban view.
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Salesforce – Lightning Density Settings

A new feature in Salesforce Lightning Winter ’19 are the Display Density settings which controls the amount of white space seen on the pages.  There are two options:

The first is the “Comfy” setting which has more white space between Salesforce elements such as fields and related lists.   The label for fields is located at the top of each value.  Existing organizations will have this setting as the default.  The Comfy setting looks like this:

 

 

The second is the “Compact” setting which has less white space so more elements fit onto the viewing page.  The label for fields is located at the side of each value allowing for up to  30% more information to be seen.  The Compact setting looks like this:

 

To change the Density setting, click on your username in the top right corner of the page and choose “Comfy” or “Compact” under the Display Density section.

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Salesforce – Customize Navigation in Salesforce Lightning

Although the administrator will set default items that are available on the Navigation bar, you can now change certain parts of each user’s page.  You can add items to the navigation bar and rename or remove those items.  The default items cannot be renamed or removed.

To make multiple changes to the Navigation Bar:

  1. Click the pencil at the far right of the Navigation bar

  1. Drag items on the Navigation Bar to reorder them
  2. Rename items by clicking the Pencil icon next to the item you want to rename. You can’t rename items that your admin has specified for the app.
  3. To remove items from your navigation bar, click the x next to the item. You can’t remove items that your admin has specified for the app.
  4. To add items to your navigation bar, click Add More Items. Search through your favorites or all available items in your org, and choose what to add. After you make your selections, you can reorder or remove items before saving your changes. You can’t rename or remove items that your admin has specified for the app.

 

To make a few changes in the Navigation Bar:

  1. Drag items on the Navigation Bar to reorder them
  2. If you’re viewing a page, such as a list or dashboard, and want to add it to the navigation bar, select Open in New Tab in the current tab’s dropdown menu to create a temporary tab. To permanently add the tab to the navigation bar, select Add to Nav Bar from the temporary tab’s dropdown menu.

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GoldMine – Merge or Delete Contact Records

Keeping your GoldMine data clean is essential for your business.  Duplicate and “bad” records can cause havoc with reporting, filters, merges, etc.  Here are two ways to clean up your data.

Merging GoldMine Records:

You can consolidate information from multiple contacts from the Contact Search Center using tagged records.

NOTEDO NOT use the Merge Purge Wizard to combine records as this will cause issues and a restore of the database will be needed.

  1. Open the Contact Search Center and search for the duplicate records to merge

  1. From the result list, check the box next to the records to merge.
    1. Select the record you want to keep first.
    2. Then check the rest.

  1. Select Tools -> Merge/Purge Records -> Merge Tagged Records. The Merge/Purge Tagged Contact Records dialog box appears.
  2. The dialog box reminds you that the first record tagged will be the surviving record with data from the other records consolidated on that one record. Once consolidated, the other records are deleted.

NOTE:  GoldMine updates the first tagged contact record and deletes all other tagged contact records.

THIS IS NOT REVERSABLE WITHOUT RESTORING FROM BACKUP!

  1. Click Yes
  2. Navigate to the surviving record and verify all were merged

Deleting GoldMine Contact Records

To delete all or part of a record, the record must be active on the screen, and you must have both Delete and Edit Tab Folders permissions.

  1. Select the contact record to delete.
  2. Click Delete in the Contact toolbar.

  1. At the Delete contact record dialog box select an option.

NOTE:  By default, all checkboxes are selected. Review selected boxes before selecting Delete. You cannot undo deletions.

  1. Delete the selected contact record. Deletes the current contact record, including its related additional contacts, detail entries, and referrals. History records for the contact are not deleted, but become unlinked activities.
  2. Delete contact’s scheduled activities. Deletes all pending activities for the current contact.
  3. Delete contact’s history records. Deletes all history of activities for the current contact record. Since the same history file is used for viewing the Completed Activities history for a specific user, deleting the history of a contact record affects the activity analysis statistics for all the users who have completed those activities.

NOTE:  E-mails are not deleted but only unlinked. This is valid for pending e-mails (scheduled) and also for filed e-mails (history).

  1. Delete contact’s opportunity/project records. Deletes all opportunity and/or projects linked to a contact. These records are removed from the Opportunities tab and/or the Projects tab. Selecting this option does not delete the opportunity or project from the Opportunity/Project Manager.
  2. Delete contact’s cases. Deletes all cases linked to an opportunity.
  3. Synchronize this record’s deletions. Let’s deletions associated with this contact record be synchronized with remote sites.
  1. Click Delete. GoldMine deletes the contact record.

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GoldMine – Adding the Read Only User

So you’ve successfully upgraded GoldMine to the lastest 2018 version.  Everything is working except you are getting an error when trying to run a filter or query and possibly the Contact Search Center.  This is because the new versions require a read only user be added for querying the database.

Don’t worry though.  You can quickly add it to GoldMine and filters/queries will work.

To add the read only user to GoldMine:

  1. You must be logged in as a user with Master rights
  2. Navigate to Tools -> Databases -> Alias Manager
  3. Select the database you are using from the list and click Edit Alias

  1. Check the Enable SQL Queries checkbox
  2. Type “ReadOnlyUser” into the Read-Only User box
  3. Type in a password for the user. It is suggested using the same password as the SQL sa account

  1. Click OK to save
  2. GoldMine will close. Log in.
  3. Go to Filters and preview a filter to ensure it works
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GoldMine – Add Holidays to the Calendar

Tired of manually adding Holidays on the GoldMine Calendar?  Maybe you would like to add employee birthdays. You can add them to the Calendar settings so they display automatically.

To add Holidays to the Calendar:

  1. Navigate to Tools -> Options
  2. Click on the Calendar tab and then click Holidays

  1. You may be asked to import a predefined set of holidays. If so, click Yes
  2. The Calendar Options dialog box opens with the Holiday tab active.
  3. From the Holiday Categories list, select the type of holidays to display. Holidays for the selected categories display in the Holidays list.

  1. Navigate to the calendar as you will see the Holidays on the date

To create a new Holiday Category:

  1. Click New in the Holiday Categories section
  2. Enter the name in the Add a Holiday Category window.
  3. Click OK. The new category adds to the list.

  1. To remove a holiday category, click on the Remove button
  2. To edit a holiday category, click on the Edit button

To add a holiday to a Category:

  1. Click New in the Holiday Section
  2. Enter the name of the holiday in the Holiday textbox
  3. Select how often the holiday repeats in the Every: x year(s)
  4. Select the number of days the holiday lasts in the # Days: field.
  5. Enter a specific date for the holiday or select the week, the day of the week, and the month in the drop-down lists.
  6. Click OK.

  1. To remove a holiday, click on the Remove button
  2. To edit a holiday, click on the Edit button
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Salesforce – Viewing Data in the Developer Console

There may be times when you want to see data in its raw form and be able to query on specific criteria.  The Query Editor in the Developer Console allows you to write and execute a SOQL query on the data in your organization. The History pane displays your last 10 queries for quick reuse. Results are displayed in a Query Results grid, in which you can open, create, and update records.

To open the Developer Console from Salesforce Classic:

  1. Click Your Name.
  2. Select Developer Console.

To open the Developer Console from Lightning Experience:

  1. Click the Gear Icon.
  2. Select Developer Console.

  1. Enter a SOQL query in the Editor box or navigate to File –> Open Resource. The Open Resource window displays.
  2. Search for the object by typing in the Select an item to open box. Select the object and click the Open  For this example we will query on Account.

**BE SURE TO SELECT THE OBJECT WITH THE “.obj” EXTENTION

  1. All of the object’s fields display. Select the fields you would like displayed in the result list.  Select multiple fields by holding down the Control
  2. Click the Query button to create and add the SOQL query to the editor.
  3. Click the Execute button to run the query and see the results.

  1. Add a where clause, include more fields, etc. to the SOQL query at any time.
  2. Click on the Create New (add new record for the type of object in the query), Open Detail Page (open record in read mode), or Edit Page (open record in edit mode) to perform quick actions.

  1. To refresh the result list click the Refresh Grid
  2. To execute the SOQL query after making changes, click the Execute
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Salesforce – Salesforce Lightning Object Manager

The Object Manager is the place to go to manage your standard and custom object such as custom fields, page layouts, and validation rules. If an object is included in a managed package or is for Salesforce systems, you may not be able to access those.

Standard objects such as Account or Contact come with all Salesforce organizations. A custom object is something you have created or added to manage additional items.

Here are some of the ways you can manage objects:

To open the Object Manager:

  1. Click on the Gear Icon at the top of the page and choose Setup.
  2. Click on the Object Manager The standard and custom objects are displayed in a list.

  1. Select the object you want to manage. For this example we will use the Account object.  The options for what is manageable are on the left and details will display on the right.

To manage a field in the object:

  1. Click on Fields & Relationships. All of the fields that store data for the object will be displayed.
  2. Click the New button to create a new field.
  3. Click on the Field Name to open its properties and make changes.
  4. To remove the field, select Delete from the drop-down at the end of the line.

To manage how the fields are displayed on the screen:

  1. Click on Page Layouts. All of the page layouts that have been configured are displayed.
  2. Click on the layout you want to manage.
  3. From here you can move fields around the screen, add/remove sections and related lists and much more.

To manage how your Search pages look and what functions to include:

  1. Click on Search Layouts. All of the search screens used will be displayed.
  2. Click on the drop down at the end of the row of the layout you want to manage and choose Edit.

  1. From the Edit Search Layout page you can choose what fields will be displayed in the search result list.

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Salesforce – Delete Records in Mass

There are times when you may need to delete records in mass.  Maybe an import was done or a mass update and you want to remove any records created.  This is also helpful during migrations.

The record types you can mass-delete include cases, solutions, accounts, contacts, leads, products, and activities.

Here are some ways that mass delete is handy.

  • You’ve identified multiple reports that are no longer used and you want to unclutter the list of reports on the Reports tab.
  • You imported your leads incorrectly and you want to start over.
  • You want to clean up web-generated leads that were created incorrectly or delete accounts and contacts with which you no longer do business.

To Mass Delete Records:

Make sure you have a backup of your data or do a quick export before performing the mass delete.

Run a SOQL query in Developer Console or a Report to view the records you will be deleting and get a record count.

  1. From Setup, enter Mass Delete Records in the Quick Find box, and then select Mass Delete Records.

  1. Click on the link for the type of record to delete. For this example we will use Activities.
  2. In Step 3 of the Mass Delete screen, add the criteria for the records to remove. For example:  Activities created today, Accounts in Texas, Open cases older than 2 years.  The below image shows we are deleting activities that were created by ‘bgear’ AND created Today AND is a Task.

  1. To find records that match the filter, click the Search The result list will display at the bottom of the page.
  2. Review the items to be sure you recognize them and that the filter is correct. If there are more than 250 records, you will be alerted that there are more records in the results.
  3. Check the box next to the items you want to delete. To select all currently displayed items, check the box in the Column Header.
  4. To permanently delete records, select Permanently delete the selected records.

** SELECTING THIS OPTION PREVENTS YOU FROM RECOVERING THE SELECTED RECORDS FROM THE RECYCLE BIN.

  1. Click the Delete button. If you did not select Permanently delete the selected records, deleted items are moved to the Recycle Bin.
  2. If you have deleted all of the records in the list, it will be blank. If you have more records to delete, repeat steps 7 – 10 until all records are removed.

 

 

 

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GoldMine – Restoring the GoldMine Database

As the GoldMine Administrator you may need to restore the GoldMine database after making changes, running updates, etc.

To Restore a SQL Database:

  1. Open SQL Server Management Studio.
  2. Connect to SQL Server.

The server name should be the LOCALMACHINENAME\INSTANCENAME

Authentication:  SQL Server Authentication

Login: sa username

Password: sa password

  1. Click the Connect
  2. Right-click the Databases section and choose Restore Databases. The Restore Database – GoldMine window opens.

  1. Select Device and click on the Browse button (…).
  2. Navigate to the folder location of the backup file. (e.g., C:\GoldMIne\Backup) on the left and select the .bak file to restore on the right.

  1. Click OK.
  2. Select the backup file and then click OK
  3. The Restore Database window will load the files names and locations.
  4. CHANGE THE DATABASE name to GoldMine_Restore.
    1. If you do not change the name it will overwrite your current data

  1. The location/file path will display in the list. Click on it to select.
  2. Click the OK button at the bottom of the window. The restore will begin.  If the OK button is not enabled, click on the Verify Backup Media.  The OK button will then be enabled.
  3. Progress will be displayed at the top of the window.
  4. When the backup is done a message will display.

  1. Click OK and the windows will close.
  2. The database name (e.g, GoldMine) will be added to the Databases list on the left. The data files are now connected from the SQL Server and can used in applications and queries.
  3. If you don’t see the database name in the list and you did not receive an error, right-click on the Databases section and choose Refresh.