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It’s all about your mission.

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. Cloud for Good.

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It’s all about your mission.

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  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. Cloud for Good 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

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

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

  5. Agenda It’s all about Your mission. www.cloud4good.com

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

  7. Topics: • 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 It’s all about Your mission. www.cloud4good.com

  8. What’s a Validation Rule? “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 It’s all about Your mission. www.cloud4good.com

  9. Why? • 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 It’s all about Your mission. www.cloud4good.com

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

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

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

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

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

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

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

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

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

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

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

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

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

  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%." Section 1: Validation Rules It’s all about Your mission. www.cloud4good.com

  24. Examples from Real Life • Gettingthe 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" Section 1: Validation Rules It’s all about Your mission. www.cloud4good.com

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

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

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

  28. What is Workflow? 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 It’s all about Your mission. www.cloud4good.com

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

  30. Thinking it through… 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 It’s all about Your mission. www.cloud4good.com

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

  50. Time Dependent Workflow Considerations: • 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 It’s all about Your mission. www.cloud4good.com

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