Improve Your UX With Login Flows

Raise your hand if you’ve ever had to communicate a down time for a feature deployment to your users or struggled to distribute documentation for a new custom object in a way that was guaranteed to reach all of your users. Did you know you can change the login behavior for users using Visual Workflow (Flow)? The drag-and-drop interface makes it very easy to use, and the possibilities are endless. Today, we’ll review the basics of setting up a Login Flow and some use cases that you can set up in just a few hours!

Setup

If you’ve used Visual Workflow in the past, you know that it’s one of Salesforce’s great declarative automation tools (if not, check out the Trailhead module). While building a Flow can take some extensive trial and error, the breadth of potential is worth it. To build a Flow that can be used to control the login experience for users, we’ll use this general pattern: Query user/related records – Make updates – Control finish. We might not use all of these in every use case, but this general pattern should hold. As we go through each use case, we’ll discuss one possible design for the solution. Please note that this might not be the only way to accomplish these goals.

Use Case 1: Display a message to Users – We’re Changing Our Domain

This is an excellent example to follow last week’s post on implementing My Domain. As part of the implementation strategy we outlined, we strongly recommend a thorough communication plan. One way to do this is to display a message through a Login Flow. For this example, let’s say that we want to show this message only when the Last Login is greater than 30 days ago.

To start, we’ll use a Record Lookup block to find the Last Login date for the user. In a Login Flow, we can use a formula field to access information on the running user with the {$User.APINameofField} notation. We can query the Last Login of the user in one block (attached) and assign it to a variable.

We can then use a Decision block to set the criteria for behavior. We can set a parameter for UserLastLogin (our variable for the LastLoginDate of the running user) before 30 days ago, which becomes our defined outcome. Our last block will be a screen that will contain our message to users. When we connect the decision to the screen block, we’ll choose our defined outcome only; this way, when our users don’t meet the criteria, they will escape the Flow and have a normal login experience.

When we’ve finished building and activating our Flow, navigate to the Login Flows page in Salesforce under the Setup menu. You’ll then define the Flow that will be run for a specific Profile. One Flow can be assigned to multiple Profiles, but each Profile can have only one assigned Login Flow. The finished product is attached – now you know that your users will see the notification when they log in.

Use Case 2: Setting Finish Location – Check on Your Oldest Open Opportunity

Our second use case will help point users to a specific page or record in Salesforce. This could be used to direct users to a Visualforce Page or record. As an example, we will have users land on the Opportunity that was edited the longest time ago and is still open.

Our first step will be to query all open Opportunities where the OwnerID is the RunningUserID, and sort them in ascending order by LastModifiedDate. We’ll assign the Record Id to a variable called OppID and create a formula of type Text called FinishFormula: “/”&{!OppID}. Using an Assignment block, we will create a variable called LoginFlow_FinishLocation and set it to the FinishFormula. Lastly, let’s add a screen block to let the users know that they’ll be directed to their oldest open Opp. There you have it – an easy way to drive your users to update Opportunities before they go stale!

 

These are just a few use cases for Login Flows. While these are on the simple side, you can add more logic to give your users the best experience possible. By directing users to what they need most and keeping them informed, you’ll be giving them everything they need to succeed. You’ll be a hero!

If you’re interested in Login Flows, we’ll be publishing more use cases in a later post. Thanks for reading! Have another topic you’d like to see in the future? Send us a tweet! @BeardforceTyler  

My Domain: The Ins & Outs of Implementing Your Subdomain Name

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If you’re a Salesforce developer or administrator, chances are you’ve come across My Domain in Salesforce. But do you know what it is, why your org should have a subdomain name, and how to implement it?

In today’s post, we will give an overview of the My Domain Salesforce feature.

Details

All orgs are on a particular Salesforce instance and assigned a URL by Salesforce. For example, your org might be on the NA30 instance, so your URL is https://na30.salesforce.com. Adding a subdomain replaces the instance name with your chosen subdomain name, so https://na30.salesforce.com becomes https://mynewname.my.salesforce.com. This customized name allows you to highlight your brand, personalize your login page, and increase security.

By implementing My Domain, you are able to:

  • Include your company name in your new unique domain URL
  • Customize the login screen and right-frame content
  • Work in multiple Salesforce orgs
  • Decide what happens if user doesn’t log in with new domain name
  • Set up single sign-on (SSO)
  • Set up social sign-on
  • Utilize Lightning components
  • Specify how users are authenticated

Setup

  1. Choose subdomain name. It can include up to 40 numbers and letters, and it can include hyphens. However, you’re not able to start the name with the terms “root”, “status”, or a hyphen.
  2. Check availability before committing to the chosen name.
  3. Register subdomain name. An email notification will be sent when the subdomain is ready for testing.
  4. Test subdomain. All application URLs will need to be manually updated with the new subdomain name before deploying. You can use the Lightning Readiness Assessment to identify all hardcoded URLs!
  5. Communicate to end users. Explain why you are implementing, remind to update bookmarks, and give date this change will be effective. Send screenshots showing how to login using custom domain.
  6. Deploy. Deploying to users automatically takes all new logins and places them on new subdomain.

Customization

  • Set the login policy. By default, users login from the generic login.salesforce.com page and bypass your subdomain’s login page. You are able to prevent users from logging in to login.salesforce.com.
  • Set the redirect policy. Choose if page requests that don’t use the subdomain name (such as bookmarks to Salesforce pages) are…
    • Redirected to the same page within the domain
    • Redirected with a warning to the same page within the domain
    • Not redirected (recommended for security purposes)
  • Add header logo
  • Change background color
  • Add right-frame URL – great for announcements!
  • Adjust authentication configuration if you want users to login through Facebook, Google, LinkedIn or Twitter

Additional Resources

Salesforce has great resources to help you further. Check them out!

My Domain Salesforce Documentation

Demo Video: Setting Up My Domain

 

Thank you for reading my blog!

If you have Salesforce tips or tricks you would like to see in this blog, please Tweet @JessSFDC and let me know.

Until Next Time,

may-the-salesforce-be-with-you-footer

Salesforce1 Mobile App: Access Salesforce Anytime, Anywhere!

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The Salesforce1 mobile app gives you real-time access to the same information you see on your computer, but it is organized for getting work done faster when you’re on-the-go. You are always viewing up-to-date data in Salesforce1 – simply swipe down from the top of the page to refresh.

In today’s post, we will go over utilizing Salesforce1 and working offline.

Downloading

Salesforce1 is available as a downloadable app for:

  • iOS devices (available from the App Store)
  • Android devices (available from Google Play)

Chatter Feed

You are automatically directed to your Chatter feed, where you can see your updates, updates to records and people you follow, and updates in groups you follow. To see a feed item’s full details, tap the item.

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  1. Search this feed – Pull down on the feed to reveal the search bar. Search for Chatter posts, @ mentions, files, and comments.
    • Note – This only searches the current Chatter feed
  2. Sort – Tap to sort by post date or most recent activity
  3. Feed menu – Tap to open drop-down menu for other Chatter feeds, such as To Me, Bookmarked, and All Company.
  4. Feed items – Posts, files, links, notes, updates, etc.
  5. Menu – Tap to access the navigation menu
  6. Notifications – Tap to access notifications and reminders

Navigation Menu & Global Search

The navigation menu shows all Salesforce items you have access to. Accounts, contacts, dashboards, reports, tasks, events, etc. are all found here. The objects that you use the most will appear first.

Use the Global Search to find a record across objects. For example, you can search for Bob Smith in Global Search if you don’t know whether he is listed in Salesforce as a lead or a contact.

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Record Search

To find a record in a particular object, select the object from the navigation menu and then search within that object. For example, you can search for Bob Smith in the Contact Record Search if you know he is listed in Salesforce as a contact.

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Record View

Swipe left and right to switch between the record’s Chatter feed, Details page, and Related records. You can also tap the FEED, DETAILS, and RELATED headers.

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Action Bar & Menu

The action bar at the bottom of the screen will display different buttons depending on which feed or record page you are viewing. To see all available options, tap the blue Show More icon to display the full action menu for that object.

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Bookmarking Chatter Posts

Bookmark posts you want to save for future reference.

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Offline Access

Offline access is available for the Salesforce1 mobile app. Salesforce1 caches a set of your recently accessed records so they’re available to view without a connection. Cached data is encrypted and stored in a secure, persistent data store.

Populating/Refreshing the Cache

The cache is populated automatically when the Salesforce1 app is running in the background on your device, so switch to a different app or return to your device’s home screen.

The cache can also be populated manually:

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Accessible Data

The following Salesforce data is cached:

  • Records for the first 5 objects listed in the Recent section of your Salesforce1 navigation menu
    • Up to 30 of the most recently accessed records per object will be available
  • Tasks listed under My Tasks
  • The 5 most recently accessed Dashboards
  • Recently accessed records are determined by your usage in the Salesforce1 app and full Salesforce site online.

Logging out of Salesforce1 removes all data from the cache. The next time you log in, the process of generating the cache starts over.

Creating & Editing Records

Creating and editing records is also possible when offline. All unavailable actions are greyed out, but you will still be able to create and edit records like usual.

New button still available

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Edit option still available

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After changing Bob Smith’s first name from Bob to Robert, the pending change indicator appears in the top right corner.

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To view all pending changes, go to the navigation menu and scroll to the bottom to find the Pending Changes option.

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Thanks for reading my blog!

If you have Salesforce tips or tricks you’d like to see featured here, Tweet @JessSFDC to let me know.

Until next time,

may-the-salesforce-be-with-you-footer

Edit your personal settings: Make Salesforce work the way you want it to

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Are you happy with your personal settings in Salesforce? It sounds like a silly question, but there are multiple ways you can enhance your user experience that really make a difference.

In today’s post, we will go over Chatter profile customizations, email notification settings, personal information, and more.

Update your profile

First things first, make sure all your contact information is accurate and you’re  happy with your display picture. Add a quick blurb to your About Me section – breathe some life into your profile!

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Navigate to the Settings page

My Settings is where you make all the magic happen. From here on out, all customizations will be made from the My Settings menu.

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Change your password

Best Practice says to change your password every 90 days, but you can change it more frequently if you need to. Make sure you enter at least 8 characters, including 1 letter and 1 number.

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Edit your language and time zone

Incorrect language and time zone settings can be confusing! All date/time values in Salesforce appear in your time zone when you are logged in, and the default currency for opportunities is based on the Currency value.

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Verify your mobile number

When your mobile phone is registered in Salesforce, you’re able to verify your identity by text message instead of email. The next time you are required to verify your identity, a verification code will be texted to your mobile phone instead of emailed to you.

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Manage your Chatter notifications

By customizing these notifications, you can increase or limit the amount of emails you receive from Chatter. Make sure the Receive emails checkbox is checked, and then edit the notification preferences to your liking.

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Manage your activity reminders

From personal experience, not many people are fond of this reminder window. In the Reminder Settings section, you can edit the default reminder settings or remove the alert trigger completely.

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Thanks for reading my blog!

If you have Salesforce tips or tricks you’d like to see featured here, Tweet @JessSFDC to let me know.

Until next time,may-the-salesforce-be-with-you-footer

 

 

 

How to Implement Lightning Experience

Lightning Experience… (cue thunder sound effects) … Sounds frightening, doesn’t it? Changing the way your users interact with Salesforce AND the way you fulfill your Admin responsibilities?

We’re here to tell you that it doesn’t have to be a daunting task. While making the switch to Lightning is certainly an endeavor and involves some planning, you will be successful if you develop an organized plan. Today, we’ll present a general implementation plan that was the foundation of our implementation plans. Together, we’ll walk through each step and at the end of the post you’ll have a good start on your own implementation plan.

Enough exposition; bring on the Lightning! Before you continue on, make sure to complete the Migrate to Lightning Experience Trailhead Trail and download our Lightning Implementation Plan Template. While this is certainly not an extensive plan, it will get you on your way to bringing the awesome new features of Lightning to your users. Another tool that we’ll reference here is the Customer Enablement Pack provided by Salesforce. The project plan included is what we used to create our implementation plan; we have built it out a bit, but you’ll see some of the overlap.

Assemble Your Team

Each organization is unique in its structure, so there’s no “magic team” that will be best for everyone. We recommend representation from your admins, developers, and IT Support, and the owner of the tool in IT and in the Business. Some of these may be the same person, and that’s okay. If you happen to be the one person for all of these positions, create a team that makes sense for your organization. You’ll need a team who can help advocate for this change with your users.

Step 1: Educate Yourself

The first step on the path to Lightning is to learn about the changes and educate your team. The Trailhead Trails are a great foundation for your learning. Since they’re made by Salesforce, you know the information is correct. If you’re a Premier customer, there’s a Lightning Accelerator that you can utilize as well. Once you’ve finished learning from Salesforce, you’ll want to grab the two main tools that you’ll need for the rest of your implementation process: the Lightning Readiness Report and the Lightning Roadmap. The Readiness Report is available in the Lightning Experience section on the left sidebar under Setup. When you run this, the Salesforce sends you a diagnostic report on how ready your org is to move to Lightning, and lists the items in your org that are not quite ready for Lightning Experience. The Lightning Roadmap is Salesforce’s list of when features should be available in Lightning Experience (Safe Harbor, of course!).

With those items in hand, let’s move on to…

 Step 2: Identify Changes

In this step, you’ll look at each section of the Readiness Report and identify what needs to change in your org to maintain functionality in Lightning Experience. This is a great reflective process, and can help you clear out junk. “THAT page layout still exists? For a third-party app we stopped using in 2011?!” Yep, we can personally verify that this happens. It’s a great opportunity for some spring cleaning.

After you review the Readiness Report in detail, conduct a gap analysis where you identify every change that needs to happen in order to roll out Lightning. We’ll define the details in…

Step 3: Manage Changes

In this step, you’ll start by defining whether your changes are declarative (settings, point-and-click development) or programmatic (code-related changes) and assign them to the appropriate person to complete – in your Sandbox, of course! You’ll also want to do a clean refresh of your sandbox, enable Lightning Experience there, update all third-party apps, and turn on and configure MyDomain. This will help you to start with the best data and configurations from production.

Step 4: Build Out Your Team

“Well I’m the Salesforce Admin, so of course you should listen to everything I say just because I said it” will probably not get your change very far in your company. You need to show people how awesome this tool is, and show that this change is good! You will especially need the buy-in of key stakeholders in your tool, because this change is drastically different for users. When users see something completely different, they will likely be very confused. Their management will hopefully tell them how awesome this change is and all of the great features that come along with it. There’s a sample slide deck for this demo in the Customer Enablement Pack mentioned above.

When your executive sponsor and project team have decided to move on with the implementation, it’s time to put on our thinking caps to…

Step 5: Develop Your Strategy

Lots of work to do in this step…  Apologies in advance; lots of words coming at you.

In this step, the overall goal is to form your strategy for going live. There are countless ways to do this, and you’ll need to pick a solution that’s best for your company. One way to start is actually at the end: how will our users be activated? Will you turn all profiles on at the same time? Just a few? Will you use permission sets to enable users for Lightning (hint: we like this strategy)? Let’s walk through a scenario (from the end):

  1. Users are activated in groups based on when they are trained
  2. Users attend a training
  3. Users receive documentation about the change
  4. Pilot users are activated
  5. Pilot users are trained
  6. Pilot users receive documentation about the change

You can see a pattern here: identify a group, tell them about the change, walk through the change with them, enable the change.

  • Identify a group: pick what makes sense for your org. If you have sales teams, you could enable a team at a time. Make sure to include your support in this decision as well; they’ll need to know who and when will be enabled. If you are the support, then you’re already a step ahead.
  • Tell them about the change: figure out how to best market the switch to Lightning. Change can be hard, but in this case, it’s a great thing. Lean on the new functionality in this material. Make sure the users know that you will do what you can to guide them through this process so they don’t lose valuable time at work looking for features they had previously.
  • Walk through the change: train your users. We definitely recommend a walkthrough of the new tool with users. If you can, record it and post it to Chatter. That way everyone will have the information and can watch the walkthrough again if they forget. If possible, keep the video to about 5 minutes (or less). We recommend taking each of our business units and watching them use the tool so you can see which buttons, etc. are important to them. In your training, you can have Salesforce Classic in one window and Lightning Experience in the other, showing where something is in the Classic view, and then where the feature is in Lightning. It will ease nerves to know where everything is.
  • Enable the change: flip that switch! Either choose a profile-based rollout strategy or a permission set-based strategy. Depending on the size of your company, one of these may make more sense than the other.

You’ll want to talk about how you’ll measure your success. Do you have a goal date by which you’d like your users activated? A certain adoption rate that you’d like to hit? Write these down so you can measure them later.

Now let’s talk about a pilot group. If you have a group that is especially eager to be your first group through the process and is of a manageable size, you’ve got your pilot group. Otherwise, work with your stakeholders to find a group that isn’t huge that is willing to provide you feedback to make sure your overall strategy will work.

Your power users are the folks in each business unit that will help lead change. They can help train users and provide any feedback to you after you go live. Take volunteers if you can, and again be sure that they are willing to be a positive influencer with this change and provide meaningful feedback.

You’ll also need a test plan. Essentially, you’ll need to ask every business unit how they use the tool and run an appropriate number of tests for each feature. Make sure to include any integrations into and out of Salesforce (especially those that we might forget about because they are scheduled jobs that run automatically). Complete this with your power users (and/or pilot group) as User Acceptance Testing and make any necessary changes.

Lastly, make the changes that you defined in step 3. PHEW. We made it through the longest step.

Step 6: Execute Your Strategy

Now it gets exciting! YOU GET TO ENABLE LIGHTNING! It seems scary, but it’s actually underwhelming. No, Lightning will not actually emit from your computer. Now that we’re enabled, we can start rolling it out. Starting with your pilot group, take them through your educational material and training, then enable Lightning for them. Next, go through the same process with your power users. About a week after you’ve gone through these iterations, reach out to the users you’ve activated. What can they tell you about going live? Was anything missed? Was the training sufficient? Make any changes based on the feedback and get ready to…

Step 7: Flip the Switch!

This is the easiest (but not necessarily the shortest) step: iterate through your training/activation plan.

Step 8: Measure Success, Monitor Health

In this step, you’ll want to refer back to your measures for success (or KPIs if you prefer that term). How successful were you? Can you identify any additional changes that should be made? Are users logging in? Are they using Lightning?

Engage with your business users with a survey or focus group, and take their suggestions. Your power users can help identify potential pain points as well. Meet with them regularly for a while to make sure all is still going well.

To wrap it all up, write up a report of your project for your executive sponsor to share with other parts of your company. Very importantly: call out your team for their hard work. You all deserve praise for pulling this off and it’s great to be recognized.


Wow… YOU DID IT! Congratulations. Even more if you made it to the end of this post. We hope this helps you get a start on your Lightning journey. And we want to hear from you! How do you like our plan? Tweet @BeardforceTyler if you have a topic you’d like to see on our blog. Thanks for reading!

Utilizing Salesforce Lightning for Outlook

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Ready to work in Salesforce directly from your Outlook email inbox? Here is an overview of the Salesforce Lightning for Outlook key features. If you haven’t installed the Outlook add-in yet, read my blog post from last Wednesday: The NEW and EASIER Way to Integrate Salesforce and Email: Lightning for Outlook!

In today’s post, we will go over how to create records, add emails, and search in Lightning for Outlook.

Disclaimer: Your view may differ depending on the Global Actions and Email Application Publisher Layout assigned to you.

Creating Records

  1. Open your Outlook mail inbox, and click an email. Next, click the blue Salesforce cloud View button. The new Salesforce window appears on the right side of your inbox. Any Salesforce records related to this email address will appear in the Salesforce window.

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  2. We need to add a contact for Jessica Unkrich. Click the plus sign, and the CREATE drop-down menu will appear. Click New Contact to create a new contact record in Salesforce.

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  3. Select the Account Name this contact will be associated with, and fill in all necessary information. The Description field is populated by the body of the Outlook email, but you can remove this text if desired. Similar to the web version of Salesforce, required fields are indicated by a red asterisk. Click the blue Save button.

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  4. When I click on the email from Jessica Unkrich in my Outlook inbox, the new contact appears in the Salesforce window. Because the contact is with the Test Account company, this account record appears as well.

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  5. To search for this record in Salesforce via web browser, click the first icon highlighted below. To see your profile in Salesforce via web browser, click the second icon highlighted below.

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  6. I received an opportunity from Jessica Unkrich, so I need to create a new opportunity. Click the plus sign, and the CREATE drop-down menu will appear. Click New Opportunity to create a new opportunity record in Salesforce.

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  7. Select the Account Name this opportunity will be associated with, and fill in all necessary information. The Description field is populated by the body of the Outlook email, but you can remove this text if desired. Similar to the web version of Salesforce, required fields are indicated by a red asterisk. Click the blue Save button.

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  8. I have a meeting scheduled with Jessica, so I need to create a new event. Click the plus sign, and the CREATE drop-down menu will appear. Click New Event to create a new event record in Salesforce.

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  9. First, select who this event should be assigned to. If it is your meeting, assign to yourself. If you are a manager and are assigning a meeting to one of your employees, enter their name. Second, enter the name of the contact you are meeting with. You can enter multiple Salesforce contacts. Third, relate the event to any other Salesforce record if necessary. We will discuss the new opportunity in this meeting, so I related the event to the Test Opportunity record. The Description field is populated by the body of the Outlook email, but I chose to replace the text with details of the meeting. Similar to the web version of Salesforce, required fields are indicated by a red asterisk. Click the blue Save button.

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    Relating Emails

  10. To relate your email to a Salesforce record, click the up arrow icon next to a record (seen next to the account and opportunity records in this example). An Email related alert will appear, and the up arrow icon will turn into a checkmark (seen next to the contact record in this example). To remove a related email, simply click the checkmark icon.

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  11. Emails can be related to multiple contacts, but only one other type of record – 1 account or 1 opportunity, for example. If I related an email to my Test Opportunity record, and then I try to relate the same email to my Test Account record, I receive the error seen below. It is typically best practice to relate the email to an opportunity versus an account.

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  12. Email attachments can also be added to Salesforce. If you receive an email with a file attached, make sure the Attachments saved checkbox is checked. Then relate the email to a record. Instead of the Email related alert, you will receive the alert seen below.

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    Searching

  13. Enter any search term in the search window, and hit the Enter key. This searches the top results: account, contact, lead, and opportunity records only. If you’d like to search this term for another object, click the MORE drop-down button.
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Thank you for reading my blog! If you have Salesforce tips or tricks you would like to see featured here, please Tweet @JessSFDC and let me know!

Until next time,

may-the-salesforce-be-with-you-footer

 

The NEW and EASIER Way to Integrate Salesforce and Email: Lightning for Outlook!

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Are you looking for a way to integrate Outlook and Salesforce? Or do you currently use Salesforce for Outlook but are ready for a more dependable tool? It is time to simplify your life with the new Salesforce Lightning for Outlook!

Lightning for Outlook helps every Salesforce user manage their time more effectively by bringing Salesforce into Outlook – no download required! In addition to adding emails and email attachments to Salesforce records, users can create Salesforce records directly from Outlook.

In today’s post, we will go over how to install Lightning for Outlook.

  1. From your Microsoft Outlook mail inbox, click File.salesforce-for-lightning-installation-blog-pic-1
  2. On the Account Information page, click the link to access your account on the web.salesforce-for-lightning-installation-blog-pic-2
  3. Sign in to your Office 365 work account.salesforce-for-lightning-installation-blog-pic-3
  4. Click the blue menu button.salesforce-for-lightning-installation-blog-pic-4
  5. Click the Store icon.salesforce-for-lightning-installation-blog-pic-5
  6. Type Salesforce in the search box. Click the magnifying glass to search.salesforce-for-lightning-installation-blog-pic-6
  7. Click Salesforce Lightning for Outlook.salesforce-for-lightning-installation-blog-pic-7
  8. Click the green Add button.salesforce-for-lightning-installation-blog-pic-8
  9. Click the green Continue button.
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  10. Click Install.
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  11. Click OK.
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  12. Open your Outlook mail inbox, and click an email. Next, click the blue Salesforce cloud View button. Finally, click the blue Log In to Salesforce button.
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  13. Log in with your username and password. Make sure the Remember me checkbox is checked.
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  14. A verification code will be emailed or texted to you. Enter the verification code to verify your identify. Make sure the Don’t ask again checkbox is checked.salesforce-for-lightning-installation-blog-pic-14
  15. Click Continue.
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  16. Click Got It.
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  17. Congratulations! Your Outlook inbox is now connected to your Salesforce account.salesforce-for-lightning-installation-blog-pic-17

Next Wednesday’s post will teach you how to utilize this new integration. Stay tuned!

If you have Salesforce tips or tricks you would like to see in this blog, please Tweet @JessSFDC and let me know. Thanks for reading my blog!

Until next time,

may-the-salesforce-be-with-you-footer