Tips & Tricks for Salesforce Users

Here are some tips and tricks we believe you will find useful:

1. Find Inactive Reports

Create a report on reports to see when was the last a Report was run. This way you can check which reports are unused.

Create a custom report:

a. Salesforce Classic: Setup | Create | Report types

b. Salesforce Lightning: Setup | Feature Settings | Analytics | Reports & Dashboards | Report Types

Create a report type with Reports as the primary object and Dashboards Components as the child object. Create a new report using the new report type. Include the “Last Run” field. Run the report.

2. Back-up your data regularly

One of the things you don’t want is the risk of losing some/all of your data. From Setup, enter Data Export in the Quick Find box, then select Data Export and Export Now or Schedule Export.

  • Export Now option prepares your files for export immediately
  • Schedule Export allows you to schedule the export on a weekly/monthly basis.

3. Send Welcome Emails to New Users

Automatically send welcome emails to new Users every time you create one. To set up this automation create a Workflow rule to be fired when a User is created with criteria that the rule only fires when a User is active (Screenshot below).

Workflow rule

4. Adjust Email Deliverability

When doing data loads avoid accidentally firing emails to users by turning off email deliverability. This usually happens when there are workflow rules associated to the records. Type “Deliverability” on your Quick Find Setup menu. Change the Access level from All Email to System Email only in order to prevent any emails from firing. Don’t forget to switch the deliverability back to normal when you complete the data load (screenshot below).

Salesforce deliverability

5. Create List Views quickly

Step 1: Create a list view – Click on the cog wheel and then click on “New” (type a name e.g. “My Direct Customers”), Then click “Save” (screenshot below).

Salesforce Create a list view

Step 2: Set Filter Criteria – Click on the filter icon (the funnel under “Printable view”).

  • Leave the Filter by Owner to “My Accounts” (You do have the option to change to “All Accounts”.
  • Add a filter and choose an operator. The type of operator depends on the type of field. You will have quite a few choices, like equals/not equal to, bigger/smaller than, contains/does not contain, Starts with.., etc. In our case we will just use “equals”. Add a value ( e.g. Customer Direct) and then click “Done” and then “Save”.
Salesforce List View

Once you click on Done and Save the results will show the total number of accounts which have a Customer Direct type.

Step 3: Order your fields – Feel free to order your fields by clicking on the cog wheel and select “Select fields to display” (screenshot below).

Salesforce List View

Choose fields from the left column and add them to the right by using the arrow between the two columns. In the right column use the “up and down” arrow to rearrange them.

6. Open a record in a new Tab

When working with Salesforce, chances are that you will need more than one window open to work on. Salesforce offers you the same functionality, by opening the record in a new tab. Once you open the record, click the arrow next to Accounts and then click on Open “the record name” in new tab.

Salesforce open a record in a new Tab

Salesforce open a record in a new Tab

Once this is added, you can also add the specific record to the Nav Bar (screenshot below).

Salesforce Open a record in a new Tab