Salesforce Certified Sales Cloud Consultant – Sales Cloud Solution Design Part 2

11. Validate Opportunity Name

Now, if users use the standard field opportunity name correctly, it can be a very important field in salesforce. but that’s not always the case. I’ve seen in many organisations that the opportunity name is just put in any random text figure without mentioning what this opportunity is all about. So here in our use case, we are going to validate this opportunity name and make sure that the users have to input the account name in the opportunity name as well.

Every opportunity should include an account name in some way. So we are going to create a validation rule that prevents the users from saving an opportunity record if the account name is missing from the opportunity name. And for that, we’ll use the function find. Now, the find function simply returns the position of the search text in a text field.

So here we are going to simply search for the account name in the opportunity name field. So the search text becomes the text we are searching for in our opportunity name. So that’s why I’ve added the account name, and in the later part of the function, we are going to select the opportunity name, the field in which we are trying to search the account name. So the formula becomes: “Find account name in the opportunity name field.” Now let’s check the syntax, and as you can see, there’s an error here saying that the formula results in a data type number that is incompatible with the expected data type. True or false? Now, our find function returns the position from the opportunity name’s character length—the position where the account name is located.

So in the validation rule, we need to check if there is an account name in the opportunity name text field. So, by a simple logic, if there is an account name, the character length will not be zero, right? So in that case, I’m simply comparing this whole find function with zero, so that if there is an account name, a find function will return some value, some numeric value, which will denote the character position where the account name is situated in the opportunity name field. So in the case where the find function gets the account name, the find function will evaluate to any number, and then we compare it with zero. And if it’s not zero, then our entire validation rule will result in false, and the user will not be getting any error message. As you can see, if I exclude the account name from the opportunity name, I’m getting an error here. And if I just add the account name and try to save the IS, now a record is saved successfully. So this is how you can use the find function to find the position of a string in a field and then use it in your validation.

12. Creating Enterprise Territory

Let us now discuss enterprise territory management in Salesforce. Your sales team must now keep track of who is assigned to which accounts. Now for that, you might want to consider activating the Salesforce enterprise territory. Now, with sales territories, it’s easy to keep track of which reps are assigned to which accounts and opportunities. And if you manage territories effectively, you’re allocating resources efficiently. So you’re more likely to maximize sales and profits. And territory management keeps things fun because it encourages healthy competition within your team. For example, which territory will meet its quota first this quarter? So, to activate enterprise territory in Salesforce, simply go to the setup page and search for territory settings. On this page, if you have not already enabled territory management, simply click on the Enable Enterprise Territory Management button that is appearing on the screen.

And as I mentioned before, territory helps you manage and maintain your company’s sales territory. Now, there are many organisations where sales territories are predefined for the account managers and the sales reps. Enterprise territory management really helps you define these changes in your salesforce. You can create your own territory types; you can build a model, and then you can add and test your account assignment rules as well. Based on your authority, you can have different accounts for a territory so that based on their territory, your users can see only the relevant accounts that belong to their territories. Then you can simply activate and assign users to their territories. Once done, you can roll it out to your team and then run reports in Salesforce to assess the impact. and you can then make adjustments if needed. So, once we enable the enterprise territory, you can see that there are some options here. The first section now covers the default access levels.

Now, users in a territory can view and edit accounts assigned to the territory, or if you want, you can give them transfer and delete rights as well. So this all depends on what kind of business processes you are running and what kind of permissions you want your users to have for account access. And similarly, you also have the option of giving the opportunity access rights. So, if you want, you can also grant users view access to the territories’ opportunities, or you can grant them both view and edit rights. The first option is not to access opportunities that they do not own that are associated with accounts in the territory. Now, this option is mostly used in scenarios where you want only the opportunity owners to have access to their opportunities, regardless of where their territory is, and you do not want any other user to have access to their opportunities. Now, once all of this is done, simply click on the Save button. Now, once you save, search for the setup territory keyword again, and now you’ll be able to see some more options regarding territories. So you can see that there are two more options: territory models and territory types. So first, let’s see what a territory type is. So, a territory type basically helps you organize your territories by defining some key characteristics that are unique and important to your own organization. And every territory that you create in Salesforce has a territory type. You can, for example, create a territory type called United States.

And from that type, you can create territories based on states or regions, allowing you to assign this territory type to all accounts in the United States. So, let’s go ahead and start creating a first territory type. So, I’m going to label this territory as Northern India. So, let’s suppose that your sales team is spread out among various offices and various locations all over the country. And I’m going to create one territory as Northern India and another as Southern India. Now, territory-type priority. Now, it basically helps you choose the appropriate territory type for the territories you create. Priority number one, for example, can indicate whether a territory type has the highest or lowest priority. Another example is assuming your organisation uses its territory type to reflect your sales strategy for the entire year. In the coming year, your organisation anticipates more opportunities on the US East Coast than on the US West Coast. So the East Coast territory type is assigned priority 1, and the West Coast can be assigned priority as five.

And suppose that by midyear, you project unexpected growth opportunities in the Great Lakes region. So you create a territory called Great Lakes and assign it a priority of 3 to reflect the changes in your sales strategy. Assign a priority of one for a Northern India territory type. Now, let’s create another territory type for Southern India and make it priority 2. Now, once created, let’s save our territory types. And as you can see, this is the Southern India territory type. Let me go back to our main page. And you can see that we have added two new types of territories to Salesforce. So let’s go to the territory models in the setup menu. So basically, a territory model lets you create and review multiple territories, structures, and different accounts and user assignments before you activate the model that works best for your organization. So, using a territory model, you can assign accounts and users to a particular territory.

Now, we have created a territory model by the name of training. And as you can see, the state is prefilled by the text called “Planning.” Now, once you save this, simply click on the “Activate” button, and after some time, just refresh this page, and you will be able to see that your status has now been changed from “Planning” to “Active.” Now, let’s click on the “View Hierarchy” button that is appearing on the screen to see and create a territory hierarchy in Salesforce. So for the label, let’s add the training type, and in the territory type, I’m going to search for Northern India. So once you have inputted all these values, simply click on “Save,” and let’s now create another territory. And for this territory, I’m going to give the users additional access to transfer and delete accounts in their own territory. So now that you’ve created your territory, we have to assign the various accounts to be added in these territories. So, first, allow me to add some users to this territory. So simply click on “Manage users,” and from here, you can simply add the users you want to add in this territory. So, first, let’s define territory hierarchy. So it basically shows a model’s territory structure and serves as its main interaction point. You can start from the hierarchy to create, edit, and delete territories.

Or you can run the assignment rules for territories and navigate to the territory detail pages. You can also assign territories to opportunities, run assignment rules at the model level, and activate or archive the model from the hierarchy for more information. The forecast hierarchy for territory forecasts is based on your territory hierarchy in the active territory model. So now let’s add accounts to our territory. So I’m just going to create a list view here so that it’s easier for me to get the list of accounts that I want, especially if your organisation has a huge number of account records. So here we have added all our accounts. So similarly, I’m going to do the same thing for our second territory hierarchy as well. And if you created any assignment rules or any other rule regarding your territories, then you can simply click on the run rules on this page, and Salesforce will update the data accordingly. So after this has been run, let’s go to my account page and the related list. But I’m not able to see anything regarding territories. So let’s go to our account page layout and drag and drop the related assigned territories list to a page layout. Now let’s refresh our account page. And in the related tab, now I can see the territory that has been assigned to this account based on the accounts that we have selected in our territories.

13. Account Teams

So let’s take a look at the Account Teams feature in Salesforce. So there are many situations where your sales reps might want to consider collaborating with other users in your company. For example, if a sales rep needs the help of a project delivery manager or a sales rep from any other region to close a deal, they should consider adding that user to their accounts as part of their account team. So what Account Team does is that it gives the user who has been added to the team access to that account, and if wanted, that user can also have access to all the related records of that account, for example, opportunities and cases.

So to enable Account Teams, simply search for the Account Teams option in this template, select this checkbox, and save. Then you have the option to add the Account Team-related list to your account page. So I’ll just pick the page layouts where I want the Account Teams-related list to appear. Then, here, we need to set up the team roles here. So let’s click on the team roles. So basically, Team Roles lets you assign roles to the team members of your accounts. For example, if you’ve added a user to your account who is acting as, let’s say, a pre-sales consultant, So here, you can assign that user as a pre-sales consultant to your account team just so that you have a record of what the role of that user is for this particular account.

So you can add or create new team roles here as per your business needs, and you can easily replace the existing roles as well. Now let’s go to our account page and check the related list for this account. So let’s click on the ad. Team Members From here, you can select the users whom you want to add to this account. So here I’m going to just select a user and add a role for this user to this account. Then I have the option to select the rights that I want to grant this user for my accounts, cases, and opportunities. So once this is all selected, simply click on Save, and that user is now added to your account as an Account Team member. And now that user will have access to this account and the cases and related opportunities as well. And you can add multiple account team members. And to view what access levels each account team member has, you can simply click on this button. Team Member Access To view all the access rights of your team members, you also have the option to remove all members at once by simply clicking on this Remove All Members option, and in one go, you can then remove all the team members. County Members is an excellent way for users to collaborate and share knowledge in order to close a deal or case related to an account.

14. Opportunity teams

Now, let’s talk about the opportunity teams. It’s very similar to the Account Teams, but you can act; you can give access to your users on the Opportunity Records. So basically, opportunity teams show who’s working on an opportunity and what each team member’s role is. And it really makes it easy to collaborate with your colleagues. And team members can be internal users or partner users as well.

And you can grant your opportunity team members special access to the opportunity and its related records. By using the Opportunity Teams, it really makes it easier for everyone to work together. Using opportunity teams makes it easier for you to track the work of a team because, in opportunity reports, you can filter out opportunities by the opportunity teams that you are a member of. As a result, you must follow the same procedure that we did in the account team. Simply go to the setup and enable the Opportunity Team settings. Once enabled, you should be able to see the Opportunity Team Member related list to your Opportunity Records, where you can then add and collaborate with other Salesforce.org users. Similarly, you can define their access to this opportunity record as well as the roles they will play for it. Make sure you carefully grant the opportunity access because if you grant it Read/Write access, they will be able to edit this opportunity and the values in this record.

15. Salesforce Mobile App

Salesforce has made some major changes in their mobile app since the previous release because they have completely changed the user interface of the app and have added new features to the mobile app. So to enable this new Salesforce mobile app, simply go to the Setup page and search for “Salesforce mobile app.” Once you click on it, you’ll see all the information regarding this new app, as you can see on the screen. Previously, there were some major changes in the user interface. The Salesforce Sales path was not available on the record pages, as it was in the previous app. However, as you can see, the path is now also available in the mobile app. And if you scroll down, you’ll see the steps to implement this new Salesforce Mobile app. It’s all very declarative, and you can easily implement this new mobile app and roll it out to your users in no time. Just follow these steps, and you are good to go. If you scroll down to the bottom of the screen, you’ll see additional customization and setup tools, such as branding and notification options.

So these are the shortcuts provided, as these options are also available in the Setup menu. So you can simply click on it, and you will be prompted to this new page of salesforce navigation. So in the Navigation tab, you can easily select the navigation actions you want to provide your users with in the new Salesforce mobile app. And you can even add Lightning pages, VisualForce pages, Lightning components, and other productivity-related tools in the Salesforce Lightning app. So this new app has brought some very good changes, as it has become easier to use for end users as everything is provided on one screen, and the menu options have also gotten some upgrades. We’ll talk more about the Lightning App in the upcoming lectures. There’s a separate section in this course where I’ll show you the new Salesforce Mobile app UI, and we’ll go through it each section at a time. Similarly, you can set up various Salesforce settings such as Salesforce, branding, and navigation notifications. All of these options are available under “Mobile Apps” on the setup page. So here you can select the brand colour of your Salesforce application.

You can select the colour here; you can select the loading page colour as well; you can set the background colour of the loading page; and you can select the loading page logo as well. You can simply upload a file, and that picture file will be displayed whenever a new page reloads in Salesforce. Similarly, navigation is something we have already discussed, and then we have Salesforce notifications. You have the option to allow or disable in-app notifications and enable push notifications. Now, the in-app notifications are the ones that you see prompted on your screen. For example, when an activity is about to be due, a pop-up appears on the user’s screen, and that is the in-app notification. The push notification, however, is the notification that you receive in your mobile app and that keeps users aware of relevant activity when they’re not using Salesforce, Android, or iOS. It’s just a push notification on your phone so you can see notifications about your salesforce records in your mobile notification section. So it’s a very handy tool to use.

So I recommend that you check boxes, and then once you check boxes, you can create a process builder to create a custom notification for your Salesforce users. We’re not going to go very deep into this since it does not cover much of the exam guide. So this is just information for information’s sake. Then we have the Salesforce settings. Here, you can enable the salesforce mobile app (mobile web, sorry) so that users can access salesforce from their supported mobile browsers, and deselect this option to turn off the salesforce mobile app so that users can access the full salesforce site on their mobile browser. If this option is checked, then when a user, an end user, tries to access Salesforce through the mobile browser, they will be presented with the user interface that is displayed in the mobile app. But if this is deselected, then they will be shown the full Salesforce site. Similarly, you have multiple options, so you can simply go through it, and you can easily enable the new Salesforce mobile app from this quick start.

16. Order Management

 

Now let’s see how to implement orders in Salesforce. So simply go to the setup menu and search for the orders in Quick Find. And once you click on the order settings, you will be shown a new screen that defines what orders are in Salesforce and how you set them up. So it says “order.” An order is an agreement between you and your customer to provide services or deliver products with a known quantity, price, and time. Like any other standard object, you can customise the Orders object’s functionality to fit your company’s order management needs. So orders is a standard object of salesforce, and this is not something that you have to build or for which you need to create a custom object for it.So basically, this Orders object is used to track your customers’ requests for products and services, pretty similar to opportunities in Salesforce.

The main distinction between an order and an opportunity is that orders are typically used in cases where organisations of type B to C approach customers directly for their products and services. And since opportunity has a wider range of fields, such as stages, probability, and products attached to them, opportunities are mostly used when you have a B-to-B business model for your organization, since an opportunity can take a number of days to close and you can keep showing it into a funnel. whereas orders can be spontaneous, such as when an order comes from a customer to your sales rep and they need to create an order in your system or the product. Or the product team needs to create an order in the system as a new order or when a customer needs services exactly at the time of the order’s creation. So orders are used when you want your customers to receive a quick response. So on my order page, there are multiple checkboxes. I’m going to check each and every one of them.

Enable orders. Enable reduction orders. Enable negative orders. Enable a zero quantity. So each of these choices has a different meaning as the reduction orders allow users to process product returns, service reductions, and service cancellations. Implementing such a checkbox allows your users to cancel a previously created order by clicking on it. Negative Quantity lets users add and order products with negative quantities. So once done, simply click on Save, then go to your Salesforce app, and you should be able to see a tab by the name of Orders. Or if you don’t, you can simply add the OrderStab to your navigation bar in Salesforce. So once you’ve added the Orders tab, you can create a new order once you click on “New.” As you can see, several fields are available here. All of these are standard fields. You can create orders in this way. As you can see, there is a mandatory option called “Contract Number.” As a result, another common object of salesforce is the contract. Because this is a required record that must be included in order creation, I’m going to add “contracts” to my navigation bar as well, and we’ll quickly create a new contract in Salesforce. Contracts, as the name suggests, are used as a written agreement between parties. Many companies use contracts to define the terms of doing business with other companies. You can use Salesforce to establish and document the contracts that you have with your accounts and opportunities, and you can track the contract through your approval process as well. So, with the stage draft, I quickly created a contract. Now, let me go to our previously created orders record and search for our contract record in this lookup; once I search, I’m prompted with this contract record.

Similarly, I’m going to fill out all these fields, and when filled, I’m going to click on Save, and we have successfully created our order record. Now, in the orders-related list, I have the option to add products directly into my order records. When I click on “Add Products,” I can add products. I can search for the products that I want to add, just like in the case of Opportunity Products. And similarly, let me just go ahead and add some products to our orders. Once I enter the quantity, let me click on “Save.” We can edit the price as well. We have successfully added order products once they have been saved, and as you can see in the details, the order amount is automatically updated based on the unit price that we have added to the product. So, I’ve got an error here that says this order contract is inactive. So let me go to the contract record here and make sure that the status there is activated. Let me just quickly change the status here to activate it. Once done, I’ll go back to my orders record, and then I can simply change the status of this order to activate it. Just like opportunities, you can add orders to your account-related list as well. Simply go to the account layout and, in the related list, drag and drop the Orders, Orders related list to the page layout. Once you click on Save, you’ll be able to see the related order on that account.