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It’s all about your mission. Francis Scudellari Trish Perkins Cloud Consultants Validation.

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Presentation on theme: "It’s all about your mission. Francis Scudellari Trish Perkins Cloud Consultants Validation."— Presentation transcript:

1 It’s all about your mission. www.cloud4good.com Francis Scudellari Trish Perkins Cloud Consultants francis@cloud4good.com trish@cloud4good.com Validation & Workflow in Salesforce

2 Working with organizations to create and implement strategic solutions based on cloud technology.  Salesforce.com  Google Apps It’s all about Your mission. www.cloud4good.com Cloud for Good

3 Francis It’s all about Your mission. www.cloud4good.com Certified Salesforce Administrator Implementing Salesforce for nonprofits since 2009 Providing technology- based solutions to nonprofits for over 12 years

4 Trish It’s all about Your mission. www.cloud4good.com Certified Salesforce Administrator Worked with nonprofits since 2005 Ran the IT departments at three nonprofits before joining Cloud for Good.

5 Agenda It’s all about Your mission. www.cloud4good.com Topics Introduction to Validation Rules How-to Real World Examples Introduction to Workflow Step-by-Step Finding Additional Help and Q&A

6 It’s all about Your mission. www.cloud4good.com Section 1: Introduction To Validation Rules

7 Topics: It’s all about Your mission. www.cloud4good.com What’s a Validation Rule? Why add a Validation Rule? How to find them Tips on using them Examples of useful rules in everyday Salesforce life Section 1: Validation Rules

8 What’s a Validation Rule? It’s all about Your mission. www.cloud4good.com “Validation rules verify that the data a user enters in a record meets the standards you specify before the user can save the record.” --Salesforce Help File Section 1: Validation Rules

9 Why? It’s all about Your mission. www.cloud4good.com Ensure data integrity Another way to require a field…or a way to conditionally require a field Only allow certain users to change a field Prevent records from a related list from being added or deleted Section 1: Validation Rules

10 How to find them: It’s all about Your mission. www.cloud4good.com Section 1: Validation Rules

11 How to find them: It’s all about Your mission. www.cloud4good.com Section 1: Validation Rules

12 Where? Standard Object It’s all about Your mission. www.cloud4good.com Section 1: Validation Rules

13 Where? Step Two It’s all about Your mission. www.cloud4good.com Section 1: Validation Rules

14 Where? Custom Objects It’s all about Your mission. www.cloud4good.com Section 1: Validation Rules

15 It’s all about Your mission. www.cloud4good.com Custom Objects Step Two Section 1: Validation Rules

16 Custom Objects Step Three It’s all about Your mission. www.cloud4good.com Section 1: Validation Rules

17 Zip Code Example It’s all about Your mission. www.cloud4good.com Section 1: Validation Rules

18 Zip Code - 2 It’s all about Your mission. www.cloud4good.com Section 1: Validation Rules

19 Tips on using them: Executed when a record is saved. Make them either TRUE or FALSE TRUE = an error message appears Use formula functions + REGEX & VLOOKUP Cross-object validation goes from parent to child, master to detail. It’s all about Your mission. www.cloud4good.com Section 1: Validation Rules

20 Tell users exactly what they did wrong Wrong: “You entered a wrong value.” Wrong: “Oops, try again.” Right: “That field is required.” Right: Zip Codes need to be in this format: 99999 or 99999-9999 It’s all about Your mission. www.cloud4good.com Section 1: Validation Rules

21 Examples from Real Life Making sure that dates are entered correctly Begin_Date__c > End_Date__c "End Date cannot be before Begin Date.“ It’s all about Your mission. www.cloud4good.com Section 1: Validation Rules

22 Examples from Real Life Making sure the year is right YEAR( My_Date__c ) <> YEAR ( TODAY() ) "Date must be in the current year.“ It’s all about Your mission. www.cloud4good.com Section 1: Validation Rules

23 Examples from Real Life Making sure the percentage is right OR ( Mix_Pct__c > 1.0, Mix_Pct__c < 0.0 ) "Mix Pct must be between 0 and 100%." It’s all about Your mission. www.cloud4good.com Section 1: Validation Rules

24 Examples from Real Life Getting the zip code format right AND( OR(BillingCountry = "USA", BillingCountry = "US"), NOT(REGEX(BillingPostalCode, "\\d{5}(-\\d{4})?")) ) "Zip code must be in 99999 or 99999-9999 format.“ Or the social security number NOT(REGEX(SSN__c, "\\d{3}-\\d{2}-[0-9]{4}")) "SSN must be in 999-99-9999 format" It’s all about Your mission. www.cloud4good.com Section 1: Validation Rules

25 Examples from Real Life Those pesky two-letter state codes! AND ( OR(BillingCountry = "US", BillingCountry="USA", ISBLANK(BillingCountry)), OR( LEN(BillingState) < 2, NOT( CONTAINS("AL:AK:AZ:AR:CA:CO:CT:DE:DC:FL:GA:HI:ID:" & "IL:IN:IA:KS:KY:LA:ME:MD:MA:MI:MN:MS:MO:MT:NE:NV:NH:" & "NJ:NM:NY:NC:ND:OH:OK:OR:PA:RI:SC:SD:TN:TX:UT:VT:VA:" & "WA:WV:WI:WY", BillingState) ))) "A valid two-letter state code is required." It’s all about Your mission. www.cloud4good.com Section 1: Validation Rules

26 It’s all about Your mission. www.cloud4good.com Section 2: Workflow

27 Topics: It’s all about Your mission. www.cloud4good.com What is Workflow? Why add Workflow? Think it through first How to create workflow – Step by step through the process Section 2: Workflow

28 What is Workflow? It’s all about Your mission. www.cloud4good.com Workflow is a way to automate your business processes. While validation keeps your data clean, workflow takes the tedium out of repetitive tasks. Section 2: Workflow

29 Why add workflow? It’s all about Your mission. www.cloud4good.com Assign tasks – to yourself or your co-workers Send emails automatically Update fields automatically Section 2: Workflow

30 Thinking it through… It’s all about Your mission. www.cloud4good.com What are the conditions that will trigger your workflow? – A record is created – A field is edited – Etc. How do you want the rule to handle the change? Section 2: Workflow

31 Step-by-Step: Find Workflow It’s all about Your mission. www.cloud4good.com Section 2: Workflow

32 Step-by-Step: New Rule It’s all about Your mission. www.cloud4good.com Section 2: Workflow

33 Step-by-Step: Choose Object It’s all about Your mission. www.cloud4good.com Section 2: Workflow

34 It’s all about Your mission. www.cloud4good.com Section 2: Workflow Step-by-Step: Name, Describe, Evaluation criteria

35 Step-by-Step: Rule Criteria It’s all about Your mission. www.cloud4good.com Section 2: Workflow

36 Step-by-Step: Using a Formula Instead It’s all about Your mission. www.cloud4good.com Section 2: Workflow

37 Step-by-Step: Add Actions It’s all about Your mission. www.cloud4good.com Section 2: Workflow

38 Step-by-Step: New Task It’s all about Your mission. www.cloud4good.com Section 2: Workflow

39 Step-by-Step: New Email Alert It’s all about Your mission. www.cloud4good.com Section 2: Workflow

40 Step-by-Step: Find Email Templates It’s all about Your mission. www.cloud4good.com Section 2: Workflow

41 Step-by-Step: Email Alert-2 It’s all about Your mission. www.cloud4good.com Section 2: Workflow

42 Step-by-Step: Field Update It’s all about Your mission. www.cloud4good.com Section 2: Workflow

43 Step-by-Step: Show Formula It’s all about Your mission. www.cloud4good.com Section 2: Workflow

44 Step-by-Step: Formulas - 1 It’s all about Your mission. www.cloud4good.com Section 2: Workflow

45 Step-by-Step: Formulas -2 It’s all about Your mission. www.cloud4good.com Section 2: Workflow

46 Step-by-Step: Outbound Message It’s all about Your mission. www.cloud4good.com Section 2: Workflow

47 Step-by-Step: Add Time- Dependent Actions It’s all about Your mission. www.cloud4good.com Section 2: Workflow

48 Step-by-Step: Time Trigger It’s all about Your mission. www.cloud4good.com Section 2: Workflow

49 Step-by-Step: Time Trigger - 2 It’s all about Your mission. www.cloud4good.com Section 2: Workflow

50 Time Dependent Workflow Considerations: It’s all about Your mission. www.cloud4good.com You cannot attach time-triggers to an active Workflow Rule. You cannot attach time-dependent actions to a workflow rule that uses “Every time a record is created or edited” as the evaluation criteria. System Administrators can monitor all pending workflow actions in Setup. Section 2: Workflow

51 Time Dependent Workflow Considerations: It’s all about Your mission. www.cloud4good.com Pending actions remain in the queue only as long as the rule criteria that triggered the action still evaluate to True. If you edit the date used as the time trigger for a pending action, the time trigger will be re-evaluated. Leads with pending workflow actions cannot be converted. Section 2: Workflow

52 Step-by-Step: Finished! It’s all about Your mission. www.cloud4good.com Section 2: Workflow

53 Step-by-Step: Don’t Forget to Activate It’s all about Your mission. www.cloud4good.com Section 2: Workflow

54 It’s all about Your mission. www.cloud4good.com Section 3: Finding More Help

55 Finding More Help It’s all about Your mission. www.cloud4good.com Every Page contains help references Help and Training links categorize topics according to what you’re looking for and suggest options Check out Cloud for Good’s Salesforce Resources Page: http://cloud4good.com/online-resources/salesforce-resource/ http://cloud4good.com/online-resources/salesforce-resource/ Examples of Advanced Formula fields: https://na10.salesforce.com/help/doc/en/useful_advanced_formulas.htm Join the Community: – Nonprofit Salesforce Practitioners Google Group – NPSP Users Google Group – Salesforce.com Answers Section 3: Finding More Help

56 It’s all about Your mission. www.cloud4good.comQuestions?

57 It’s all about Your mission. www.cloud4good.com Thanks for coming! Francis Scudellari francis@cloud4good.com Trish Perkins trish@cloud4good.com

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