The content on this web page comes from po_training_manual_salesforce_query_v1, which is available on the Downloads page. The content matches that of the manual used in Training Session 4, given on 1/30/2018. A video of this training module will be available on the Training Sessions Video page within a week after the above session date.
Salesforce Query
Or
What to do when the TV is Broken
CONTENTS
1 Getting Information Out of Salesforce 2
1.1.1 The Search icons and Salesforce Objects 3
1.2.2 Opportunities for the Contact 6
1.3 Household account records 9
1.3.1 Household Detail records from the Contact record 9
1.3.2 Opportunities for the Household 10
1.4 Organization Account Records 12
1.4.1 Organizations can be affiliated with Contacts 14
1.4.2 Organizations can also have a Primary Contact 14
1.4.3 Opportunities by Organizations 14
1.4.4 Primary or Affiliated Contacts for Organizations do NOT get have Soft-Credits 15
1.5.1 Already-Built and/or Customized Reports 16
1.5.2 Organizational Accounts Report Example 17
1.5.2.2 Download to Your Spreadsheet Program (like MS Excel) 19
Getting Information Out of Salesforce
When in doubt, Search
We covered this a little bit in the last training module. When you need to lookup information on a person or company, use the Search window at the top.
As shown above, I started typing-in the first letters of the last name of someone I want to lookup (red arrow). After typing only the first three letters, I have narrowed down the Search.
Search TIPS:
It doesn’t matter whether you trying to find and Account, a Contact, an Opportunity.
Always search first. (It is usually the quickest way to get to where you want).
Don’t worry about capitalization.
Search on a Last Name and/or a First Name. Example: lindstrom or david
Search on an email or part of an email
Search on an address, or part of an address (even just a house number)
Search on a phone number (or part of one)
Search on a zip code
Just start typing letters of the name – a drop-down of possible matches appears
You can search on part of a name. ESPECIALLY GOOD WHEN YOU SUSPECT MIS-SPELLING OR MULTIPLE, DUPLICATE RECORDS - Example: sch* or shn*d*
What if I am not sure about the spelling?
If I wasn’t sure if it was spelled, “Snydgrass” or “Snidgrass,” I could use the “*” character, and type: sn*d* - In other words, the name starts with “sn,” and has a “d” in it.
The Search returns the above records. I know, probably from guessing the first name, which ones I am after. If not, I could look further, but clicking on my best guess, and finding more information (like an email or address) in the detail records.
The Search icons and Salesforce Objects
Contact Record icon Opportunity Record icon Account Record icon
Let’s look a little closer. In the above Search, there are three types of objects, or record sets to look at. Our person of interest (and another person in his Household) have all three types of records, relating to the Objects below:
Mortimer and Shirley, who live in the same Household -- at this point, we don’t know if they are husband and wife, father and daughter or two people who have the same last name – we would need more detail for that -- each have a Contact record (red circle left).
Because there is only Household Account record (red circle right), I know that both Contacts are in the same Household. (This is more clear on detail screens.)
The other Account record (red circle right) is NOT a Household. I know that it must be an Organization Account (which might or might not have anything to do with the Contacts – I would have to look at detail screens to tell further.)
Shirley has two Opportunity records (red circle middle). One Opportunity was an Art Sale and one was a Donation.
By clicking on any one of the options, I can go into the appropriate detail records.
Contact Records
If you want to look at a specific Contact record, use the Search, as described above. However, if you want to look at a list of contact records, click on “Contacts” on the menu (red circle).
You can quickly organize the list of Contacts by using the drop-downs on each side, at the top of the screen (red arrows).
Note that this screen is only a very partial listing of Contacts. To see the whole list, you need to use the Reports function, which is covered later in this training module.
Click on any link to get to the Contact detail record.
Contact Detail record
As shown above, the Contact Detail record contains everything that we know about a Contact, including any history of giving, buying art, etc. It may be easily updated by clicking the “Edit” button (red circle), for instance to add a phone number, change the address, update the description, etc. Updating records will be covered in another training module.
Note the map: Because I made-up this address, the map is broken. Otherwise, it would show the location of the address.
As pictured above, if I scroll-down on the Contact Detail record, I see a summary of different aspects of the Contact’s History, including Donation information (for both the Contact and the Household – i.e. totals for the entire Household.)
By default, Salesforce lets you update this information. But it is best NOT to make updates. These totals are calculated every night by Salesforce and overwritten. The totals are based on information from Opportunity records.
Opportunities for the Contact
Remember that Opportunities can be Donations, Grants, Art Sales, Event Tickets, etc. They can be accessed from a Contact record.
As pictured above, if I scroll-down EVEN FURTHER on the Contact Detail record, I see sections that come from other records, and which are linked to this Contact record. The section that we often scroll-to, is Opportunities. Each line that shows is a linked Opportunity record for this Contact.
I can either click the black Opportunity record link (under “Opportunity Name”), to view the Opportunity record, or I can directly Edit the Opportunity if I need to update it. (This will be covered in another training module).
More Opportunities?
Note that ONLY A FEW Opportunities show on the Contact record.
Only 5 Opportunities show. And, these may not be the most recent ones. As in the example above, from a different Contact, if there are more than 5 Opportunities, there will be a link to see more, or the complete list (red arrow above).
Now all the Opportunities show, ordered with the latest ones at the top. Note that the list includes all Opportunities for the Household.
Household account records
Every Contact is part of a Household, and has a Household record. Remember that a Household is a type of Account. The other type of Account record is Organization.
A Household record is automatically created by Salesforce when you create a Contact.
A Household record is automatically deleted when there are no more Contacts associated with it.
Household Detail records from the Contact record
As shown above (red arrow), a Contact’s Household can be accessed from the Contact Detail record. Click on the link to access the Household record.
Some things to note on the Household record, above:
I can directly Edit the Household record, using the “Edit” button (red arrow on the right).
The Primary Contact is Maureen (lower red arrow). This means that any Opportunity created from this Household record will be “Soft-Credited” to Maureen.
If I put my mouse over the row of links across the top (upper red arrow), I will see more detail with links. For instance, I can quickly see all the Contacts in the Household (and click a link to get to a particular Contact Detail record, if I want to.)
The address in the Household record will apply to each Contact, unless a different address shows on a Contact record.
I can scroll-down to see a summary of History (with totals for the Household) and Opportunity record links, like I can on a Contact record.
Opportunities for the Household
As shown above, by scrolling-down to the Opportunities section, on the Household Detail record, I see the Opportunities related to the Household. Like on a Contact record, if there are more than 5 Opportunities, there will be a link to see the complete list (red arrow above).
Organization Account Records
Organization is a type of Account record. (The other type of Account record is Household.)
Organization Accounts do NOT have to have Contacts. But an Organization can be affiliated with Contacts.
You can either use Search to find an Organization Account record (as described at the beginning of this training module), or you can click on Accounts in the menu (red circle above).
Notice that, by default, both Household and Organization account records show in the list (red box on right). You can click on the arrow for the drop-down on the left and filter the view to “All Organizations” and click the “Go” button (red arrows).
Above is the complete list of Accounts
(At the bottom of the screen are links to go through the entire list (as shown below, red circle):
As shown above, you can quickly bring all the Organization accounts to the top of the list by clicking on the black heading, “Type” (red arrow on right). Or, you can go directly to a section of the list by clicking on a letter at the top (red arrow, top).
Note that, as shown in the red circle on the right, Organization accounts (as opposed to Households) show a blank, or the word, “Other” in the column (instead of “Household.”)
Click on the appropriate link to either view (black) or Edit (blue) an Organization account Detail record.
Organizations can be affiliated with Contacts
In the above Organization Account Detail record, I put my mouse over the “Affiliated Contacts” link (top red arrow). A pop-up for “Affiliated Contacts” shows that Sally Schwartz is the Contact affiliated with the City Markets organization.
Organizations can also have a Primary Contact
As seen above, the Primary Contact for City Markets is Sally Schwartz (red arrow above).
Opportunities by Organizations
Organizations might give Grants or Donations, or they might also buy Art.
As shown above, on an Organization Account Detail Record, I can scroll-down to the Opportunities section to see the Opportunities related to this organization. Just like on other Detail records, if there are more than 5 Opportunities, there will be a link to go to the complete list (red arrow above).
Primary or Affiliated Contacts for Organizations do NOT get have Soft-Credits
As shown above, on an Organization Detail record, I can scroll-down to see the Donation history. Note that donations from Contacts (either Affiliated Contacts or the Primary Contacts) have NO association with the Organization, and are not part of the totals (through Soft-Credit links), as they are on Households.
For a further explanation, see:
https://powerofus.force.com/articles/Resource/Primary-Contact-vs-Primary-Affiliation
Salesforce Reports
Getting information from Salesforce, beyond individual records, is done through Reports and Dashboards.
Salesforce has hundreds of already-built reports, as well as a number of dashboards that can be used, out of the box.
Likewise, many reports have been customized and/or built from scratch for Project Onward.
Salesforce also has a Report-Building and Customizing environment, so that new reports can be tailored and/or built from scratch for Project Onward needs.
Already-Built and/or Customized Reports
As shown above, click on Reports on the menu (red circle, top right).
On the left are folders of various kinds of reports. Many reports are not applicable to Project Onward. The many of the folders in the red box on the left (especially those labeled, “NPSP…”) are for nonprofits. The folder for “Households…” applies to an earlier version of the Salesforce Data model, and can’t be used in the current version.
The bottom line: The current set of working reports, (many of which were pulled from NPSP folders), as well as those that have been customized for use at Project Onward are in the “ProjectOnward Reports” folder (red arrow left).
On the right (above) are some of the reports in the ProjectOnward Reports folder.
Click on the “Organizational Accounts” report (red arrow right).
Organizational Accounts Report Example
As shown above, this report has been customized to show all Organization Account records. The columns show fields from those records:
Note the date range (red circle top right). You can change this, and click “Run Report” (red arrow) to update it for a specific Date Range.
You can click on any black column heading to sort all the records by that column (red circle bottom). (Click again, and it reverses the sort.)
You can also customize the report by clicking the “Customize” button (red arrow), which will be shown further on in this training.
Note that, for huge reports, all the records (and/or totals at the bottom of a report) may or may not show in the screens, or show with complete accuracy). For a complete listing, with accurate totals, click either the “Printable View” button (red arrow) or the “Export Details” (red arrow) button.
Printable View
When you click the “Printable View” button (as shown in the previous section), select “Open” (red circle above) to have the report come up in your computer’s default browser.
The report won’t be pretty, but it will be complete. You can print it from your browser by choosing “File,” then “Print” (red arrow above) in your browser menu.
Download to Your Spreadsheet Program (like MS Excel)
Those who know how to use a Spreadsheet program, such as Microsoft Excel, will find a much more usable form of Report Printout. Click on the “Export Details” button (red arrow above).
You are presented with the choice of exporting as a “comma separated values” file or an .xls file (which is the old format for MS Excel). I usually choose “.csv,” (red arrow above) to keep it as simple as possible, with no formatting insertions – I will format it myself. Then I click the “Export” button (red arrow above).
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This time, I will Save the file (red circle above) to a place on my computer or thumb drive, where I can open it in my Spreadsheet program (like MS Excel) and format it.
And I can now click on the “Done” button to get out of the “Export Report” dialog (red arrow above).