email and workflow administation

8/13/2019 EMail and Workflow Administation

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Getting Started with SalesForce CRM

Email and Workflow Rule Administration

Description:BISP is committed to provide BEST learning material to the beginners

and advance learners. In the same series, we have prepared a complete

end-to end Hands-on Beginners Gide !or Sales"orce. This docment

!ocses on Emails, #or$!low and "iled %pdate administration. &oin or

pro!essional training program and learn !rom e'perts.

History:Version Description Change Author PulishDate!"# $nitial Draft Chandra Prakash %harma #!th&an '!#(!"# Re)iew*# Amit %harma #!th&an '!#(

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http://www.bispsolutions.com/http://www.bisptrainigs.com/http://www.hyperionguru.com/http://www.bispsolutions.com/http://www.bisptrainigs.com/http://www.hyperionguru.com/


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Contents

*ontents....................................................................................................................... +

.................................................................................................................................... +

anage email administration..........................................................................................

eliverabilit(................................................................................................................

/rgani0ation-#ide Email 1ddresses.............................................................................2

*ompliance B** Email................................................................................................. 3Test eliverabilit( ........................................................................................................ 3

Email to Sales"orce...................................................................................................... 4

elete 1ttachments Sent as 5in$s................................................................................4

Email "ooters ............................................................................................................... 6

Set %p #or$!low 7les.....................................................................................................8

#or$!lows 7les........................................................................................................... 8

1pproval Processes.....................................................................................................)

How to 5anch the 1pproval Process #i0ard...........................................................)

e!erence Between &mp Start #i0ard and Standard 1pproval Process #i0ard ....)2

). Initial Sbmission 1ctions 9 *lic$ on 1dd :ew btton. It opens in dropdown o!

!or options ............................................................................................................ )6

Tas$, Email 1lert, !ield %pdate, /tbond essage. select an( one option. ;E' 9

"ield %pdate

5eads.......................................................................................................................... )

#eb-to-5ead Setp..................................................................................................... 2

How To Go #eb-to-5ead Setp 9..............................................................................2

................................................................................................................................... 3

................................................................................................................................... 3

................................................................................................................................... 4

*ases ......................................................................................................................... 4

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+anage email administration

Deli)eraility

Improve the deliverabilit( o! email (o send !rom Sales"orce, con!igre (or

organi0ation?s email deliverabilit( settings.

,ounced email :I! (o send Email and that is addressed to an invalid recipient, it is retrned to the

sender. I! a sender sends several email messages that bonce, the email server might

slow or bloc$ the deliver( o! all email !rom that sender.

Configure the email deli)eraility settings for your organi-ation :

%etup @Administration @Email Administration @Deli)eraility

(o can see below. set all the settings and clic$ on Save btton.

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.rgani-ation/Wide Email Addresses

1n organi0ation-wide email address associates to a single email address to a ser

pro!ile. Each ser in the pro!ile can send email sing this address. %sers will share the

same displa( name and email address.

%etup@ Administration@ Email Addresses @ .rgani-ation/Wide Addresses,

clic$ on 1dd btton . (o can see below.

1!ter that clic$ on 1dd btton a new page opens on this page, !ill ispla( :ame, Email

1ddress and select %ser Pro!iles and clic$ on Save btton.

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Compliance ,CC Email

Set p a compliance B** email to atomaticall( cop( each otgoing email to a

compliance email address. *hec$ enable, enter the compliance B** email address !or

(or organi0ation, and clic$ Save.

%etup@ Administration@ Email Addresses @ Compliance ,CC Email 0 clic$ on

this lin$ then write email address given in te't bo'. *hec$ the chec$ bo' and a!ter that

clic$ on %a)ebtton.

1est Deli)eraility

Sales!orce.com sends email !rom 3+ IP addresses. I! (or organi0ation bloc$s an( o!

these IP addresses, sers might not receive all email sent !rom sales!orce.com. To

veri!( (or organi0ation can receive email !rom each IP address9

Enter (or bsiness email address below.

*lic$ Send. Sales!orce.com simltaneosl( sends a test email !rom all 3+ IP

addresses to the email address (o entered.

*hec$ the email accont to ma$e sre all 3+ test emails are received.

I! less than 3+ test emails were received, contact (or email administrator.

%etup@ Administration@ Email Addresses @ 1est deli)eraility0 #rite Email

address on te't bo' and clic$ on Send btton.



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Email to %ales2orce

Email to Sales"orce allows (o to atomaticall( log emails (o send !rom third-part(

email acconts as activities on lead and contact records in sales!orce.com.

1!ter Email to Sales"orce is activated, sers can access the ( Email to Sales"orce

page to view their niAe Email to Sales"orce address and cstomi0e their settings.%etup@ Administration@ Email Addresses @ Email to %ales2orce0

In this page *lic$ on Edit btton, chec$ed 1ctive or 1dvance secrit(

settings then clic$ on %a)ebtton.

Delete Attachments %ent as 3inks

:eed to stop email recipients downloading attachments sent, !or e'ample, sing mass

email

"ind and delete email attachments sent as lin$s9

%etup@ Administration@ Email Addresses @ Delete Attachments %ent as

3inks,



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Email 2ooters

1dd !ooters to emails sent !rom Sales!orce.com. *reate de!alt !ootersCone !or single

emails and one !or mass emailsCor create one !or each character encoding ;General

%S D #estern Erope, orean, etc


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%et 4p Workflow Rules

In sales"orce.com #or$!low assigns a new tas$ to a ser, role, or record owner.

E'ample, atomaticall( assigns !ollow-p tas$s to a spport representative one wee$

a!ter a case is pdated.

- Assigning of task :1ssign a new tas$ to a ser, role, or record owner.

- %ending email alerts :Send an email to one or more recipients (o speci!(.

- 2ield updates :%pdate the vale o! a !ield on a record.

- .utound message :Send a secre, con!igrable 1PI message ;in F5 !ormat< to a

designated listener.

Workflows Rules

%etup@ Create@ Workflows 5 appro)als@ Workflow Rules

step # :

*lic$ on #or$!lows 7les lin$ then open new page, on this page (o

can see abot the wor$!low 7les.

%tep ' :



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/n this page two options- /ne !or *reate :ew iew lin$ . clic$ on this lin$ and (o can

create new speci!ic view !or (or organi0ation. Second option is :ew 7le btton. *lic$

on :ew 7les btton.

%tep ( :

Select an( *stom ob=ect, clic$ on /b=ect ropdown list, then clic$ on 6e7tbtton.

%tep 8 :



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"ill the 7le :ame, select the Evalate *riteria and then Select 7n criteria in drop

down option then i! (o select Criteria are met option then (o select !ields. I! (o

select 2ormula e)aluate to truein this option (o write !ormla and clic$ on %a)e 5

6e7tbtton.

%tep 9 :

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o can choose an( one Add workflow Action /7 Add 1ime 1rigger

# " I! (o clic$ on 1dd wor$!low 1ction thenSelect an( tas$ in available list.

6ote :/o can select mltiple option.

"ill some !ields, 1ssign To ,Sb=ect, %niAe :ame, e date ;in de date (o can

choose option !or date t(pe


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1!ter that (o can see (or tas$. o can Editor Remo)ethis tas$. *lic$ on Done

btton !or completing this steps.

6ote :/#or$!lows 7les are not activated b( de!alt, (o have to activate them

manall(. *lic$ on activate btton !or active rles. see below.

1!ter 1ctive this wor$!low see below.

*lic$ to Deacti)ate btton !or deactivate wor$!low.

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Appro)al Processes

1nother bsiness logic engine o! Sales"orce is to atomate approval process.1pprovals ta$e atomation one step !rther, allowing (o to speci!( a seAence o!steps that are reAired to approve a record.1n approval process is an atomated process (or organi0ation can se to approverecords in Sales"orce. 1n approval process speci!ies the steps necessar( !or a record tobe approved and who mst approve it at each step. 1 step can appl( to all records

inclded in the process, or =st records that meet certain administrator-de!ined criteria.1n approval process also speci!ies the actions to ta$e when a record is approved,re=ected, recalled, or !irst sbmitted !or approval.

How to 3aunch the Appro)al Process Wi-ard

%etup@ Create@ Workflow 5 Appro)als@ Appro)al Processes

%tep #:

1!ter *lic$ on 1pproval process lin$ then

*hoose the ob=ect !or the new approval process.

*lic$ *reate :ew 1pproval Process there are two options %se &mp Start

#i0ard and %se Standard #i0ard. o can choose %se Standard Setp

#i0ard !rom the drop-down btton.



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Deference ,etween &ump %tart Wi-ard and %tandard Appro)al ProcessWi-ard

&ump %tart Wi-ard %tandard Appro)al Process Wi-ard

The =mp start wi0ard is se!l !or simple

approval processes with a single step

Standard 1pproval Process #i0ard

spports mltiple approval steps or

comple' approval processes.

an( steps are s$ipped. 1ll the steps all inclded.

%se the =mp start wi0ard i! (o want to

create an approval process Aic$l( b(

allowing Sales"orce to atomaticall(

choose some de!alt options !or (o

%se it when (o want to !ine tne the

steps in (or approval process

%tep ':

After click &ump Wi-ard :

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Appro)al Process $nformation :

Enter a name !or the new approval process.

Enter a niAe name, which will be sed to re!er to this approval process in the

"orce.com 1PI.

Enter 1pproval 1ssignment Email Template this !ield not mandator(.

%pecify Entry Criteria :

Select on in drop down men approval process.

*riteria are .

"ormla evalates to tre.

%elect Appro)er :

%sing the option select an( one option ;E' 9 1tomaticall( assign an approver sing

standard or cstom hierarch( !ield.

1!ter that clic$ on %a)ebtton.

%tep (:/

Then clic$ on View Appro)al Process Detail Page "



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%tep 8 :



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#" $nitial %umission Actions : *lic$ on 1dd :ew btton. It opens in dropdown o!!or options

Tas$, Email 1lert, !ield %pdate, /tbond essage. select an( one option. ;E' 9 "ield%pdate


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(" 2inal Appro)al Actions :

"inal 1pproval 1ctions- There are two bttons Add E7iting,and Add 6ewbtton clic$

on Add 6ewbtton, then clic$ on "ield %pdate in dropdown list.

"ill 1ll andator( !ield?s in Identi!ication and select Speci!( :ew ale select in pic$list

option .

Then clic$ on %a)ebtton.

8" 2inal Reection Actions :!ollow previos step .

9" Click on Acti)e ,utton :

"inish all steps and then clic$ on 1ctive btton to active this

1pproval Process.



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%tep 9 :

1!ter that (o need to set page la(ot in *stom ob=ect ;E'9 &ob applications. *lic$ %a)ebtton.

Workflow Daily Email 3imit

The dail( limit !or emails sent !rom wor$!low and approval-related email alerts is )>>>

per standard Sales"orce license per organi0ation. The overall organi0ation limit is+>>>>>>. I! the de!alt wor$!low ser isn?t set, then the warning email is sent to an

active s(stem administrator.. #hen the dail( limit is reached, a warning email goes ot

to the de!alt wor$!low ser.

1asks

Tas$s are the templates that wor$!low rles se when atomaticall( assigning tas$s to

sers.

%tep@ Creates@ Workflow5Appro)al@ task, *lic$ on 6ew 1askbtton.

%tep # : Select ob=ect name and clic$ on 6e7tbtton.

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%tep ' : "ill 1ssign to, sb=ect , de date, stats, priorit(, chec$ed :oti!( 1ssignee,

protected component then clic$ on %a)ebtton.

1!ter save, (o can Edit, elete , or clone this Tas$.

2ield 4pdates

"ield pdates allow (o to atomaticall( change a !ield vale to one that (o speci!(.

"ield pdates are actions associated with wor$!low rles and approval processes.

%tep@ Creates@ Workflow5Appro)al@ 2ield 4pdates0 :ew "iled %pdate.



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%tep # : "ill all !ields, select ob=ect name !iled stats and clic$ on Save btton. a!ter

saving this page (o can Edit or elete this page.

.utound +essages

/tbond essages are S/1P transactions that sales!orce.com atomaticall( sends to

e'ternal s(stems when triggered.%tep@ Creates@ Workflow5Appro)al@ .utound +essages0 clic$ on :ew

/tbond essage.



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%tep # : select /b=ect name and clic$ on 6e7tbtton.

%tep ' : 2ill all !ieldsand clic$ onsa)e btton"



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"or chec$ing iew essage deliver( Stats clic$ on View +essage deli)ery %tatus

btton.

%ettings

%tep@ Creates@ Workflow5Appro)al@ %ettings0 Set e!alt ser and clic$ on

%a)ebtton.

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3eads

Sales"orce is a *7 so!tware compan(, which allows its sers to $eep trac$ o!

correspondence, data and sales !or their bsiness contacts in ) place.

*are!ll( managing leadsbe!ore the( convert into acconts, contacts and

opportnities can reslt in a more streamlined selling process, with sales reps wor$ing

more prodctivel( and e!!icientl(.

How 1o create 3eads :

1!ter login (o can see some tab there is one tab is 3eadsclic$ on this tab a!ter then

clic$ on 6ewbtton.



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%tep # :/



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%tep ' :/

1!ter *lic$ Save btton (o can see new page on this page clic$ on "ollow lin$ btton.

5eads can be converted to acconts. clic$ on Con)ertbtton.

%tep ( :/



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5eads can be converted to acconts, contacts, opportnities, and !ollowp tas$s.

o shold onl( convert a lead once (o have identi!ied it as Aali!ied.

1!ter this lead has been converted, it can no longer be viewed or edited as a lead, bt

can be viewed in lead reports.

We/to/3ead %etup

%sing pre-e'isting pages on (or compan(?s website, (o can captre contact and

pro!ile in!ormation !rom sers and atomaticall( generate new leads in sales!orce.com,

enabling (o to respond in real-time to cstomer reAests.

How 1o >o We/to/3ead %etup :

*lic$ %etup-@ Customi-e-@ We/to/3ead



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%tep # :/ Select "ields in available list clic$ on add btton enter 7etrn %75 name

then clic$ on >enerate btton.



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%tep ' :/

Select all code and cop( and paste with in Jhtml@ There is paste all code JKhtml@

a!ter pasting this code, ma$e this code all (o can add an( web page !or

advertisement.

Cases

1 case is a description o! a cstomers problem, !eedbac$, or Aestion. %se cases to

trac$ and solve (or cstomers isses. o can Aic$l( create, edit, locate, and view

cases !rom the *ases tab. To gather cstomer !eedbac$ !rom (or compan(s website

and cstomer emails.

How 1o Create Case :



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%tep # :

1!ter clic$ing on save btton, (o can ma$e new web page as (o can see below.

This is how (o can !ind soltion !or cases.

%tep ' :

*lic$ on %electlin$



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email and workflow administation

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