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What is Salesforce Experience Cloud and what can you do with it?

You might hear people talk about “Community Cloud”…
You might be wondering how a Digital Experience is different to Salesforce Experience Cloud…
Or you might be asking yourself where a partner portal fits into all of this…

Don’t worry, we’ve got you covered in this article!

What is Salesforce Experience Cloud?

Salesforce Experience Cloud is a set of functionality built on the Salesforce Customer Relationship Management (CRM) platform. Experience Cloud enables you to build beautifully-branded “digital experiences” that are connected to your CRM with a key focus on engaging customers and empowering partners. You can use Experience Cloud to create multiple sites and experiences within your Salesforce org to address different purposes.

We’ve already thrown in a few tricky words so why don’t we take a quick pause to define some key terms.

Quick glossary:

Salesforce CRM platform: More than a database, this powerful software is your single source of truth for managing your customer relationships. It’s for you and your business.

Salesforce Experience Cloud:  Formerly known as “Community Cloud”, it’s a set of functionality to deliver external-facing digital experiences (see below) that sit on top of your CRM. It’s for you, your business and your external stakeholders.

Salesforce Community Cloud: The old name for Salesforce Experience Cloud.

Digital Experience: The external-facing ‘site’ you can build with Salesforce Experience Cloud.

Site: Another name for a Digital Experience instance.

Partner portal: One example of a Digital Experience.

Help forum: Another example of a Digital Experience.

DXP: You might see Experience Cloud referred to by this acronym; it is Salesforce’s digital experience platform (DXP).

With those definitions in mind, Salesforce’s online learning platform, Trailhead describes digital experiences and Experience Cloud:

“A digital experience built using Experience Cloud provides a window into your Salesforce world.”

 From Get Started with Experience Cloud

So hopefully we’ve cleared up some terms and their definitions. Now let’s investigate what this means in reality!

What can you build using Experience Cloud?

Salesforce Experience Cloud is a set of functionality built on the powerful Salesforce CRM platform. This means that when you’re using Experience Cloud to build a digital experience, the world is your oyster!

You can create a digital experience for any situation where you want to present a beautiful external-facing interaction with your Salesforce CRM.

Popular examples include:

  • Partner portal
  • Account portal
  • Storefronts
  • Microsites
  • Industry solutions
  • Customer service hub
  • Help centres
  • Support site
  • Mobile app

💡 Top tip: Salesforce has created Lightning Bolts. These are pre-built industry-specific Digital Experience templates (amongst other things!) created to help you go to market quicker.

Why should you use Experience Cloud?

With Experience Cloud, you’re giving stakeholders what they need. Not only this, but you’re doing this completely integrated with your CRM. This means you’re maintaining and cultivating a single source of truth with an even bigger picture of your business, your customers and your partners.

We keep repeating that it’s built on the Salesforce platform… but that’s because it’s important! By building on the Salesforce platform, you’re building your partner portal or support forum on world-leading software that is scalable, secure, customizable and centralized.

A few more perks to consider at a glance:

  • Go to market fast with industry-specific customizable themes
  • Create multiple experiences for specific needs
  • Design for every device since all digital experiences are 100% mobile optimized and fully responsive

Experience Cloud and ProvenWorks in action

In case you can’t tell, we love Salesforce Experience Cloud. As a set of functionality, it adds tremendous value to your business by creating endless new opportunities for you to interact with your stakeholders.

However we’re not just fans of Experience Cloud; as a team of Salesforce experts who create data management solutions to save you time, we see the powerful potential of Digital Experiences.

We’ve created solutions that work seamlessly on Digital Experiences to:

  • Empower external users to provide verified addresses at the point of entry
  • Open up import jobs to partners and business users simply and securely

Reduce cart abandonment and improve user registration with fast address verification

Think user registration portals and ecommerce checkouts. Create powerful user experiences with our Address Verification Flow Component that verifies address data at the point of entry in 5 key strokes or less.

Empower external users to import safely and simply via a digital experience

Think partner deal registrations or subsidiary sales information. Safely empower users to import data into your Salesforce through preconfigured mappings using our two-step drag and drop wizard – introducing the ManagedImport component.

Prepare your address data for the Custom Address Field Type in Salesforce

If you, like many of us, have been eagerly awaiting the custom address field type in Salesforce (it’s only been like 10 years or so?), then you’ll be pleased to hear that Salesforce has announced it is in Beta from the Summer ‘22 release! 

At ProvenWorks we’ve been fortunate enough to participate in the closed pilot since day one so we have been able to follow its progress. We’re now excited to be able to share with you some information so that you can be prepared for its release.

Isn’t the custom address field just like the standard address field type?

Sort of – however, be prepared that State & Country picklists are enforced for all new custom address fields in Salesforce, regardless of your existing org settings. This is largely why we’re writing this article.

State & Country picklists provide a neat solution for ensuring clean data at the point of entry, but admittedly, we’ll be the first people to warn you about the integration issues, customization headaches, and maintenance anxiety you may face when using Salesforce State & Country picklists.

…Nevertheless we are address experts in Salesforce so we’re going to embrace State & Country picklists head on and let you know how to prepare if you wish to migrate from custom text fields to the new address field type.

Important: If you’re steering clear of State & Country picklists and you wish to remain using text fields then keep doing what you’re doing! There is no need to change if it works for you. The rest of this article may still be helpful to understand how to standardize data stored in State and Country text fields.

Standardization is critical

Keeping org data clean is the driving force behind Salesforce’s decision to enforce State & Country picklists for the new field type. If you, like many others, have been excited to migrate away from five custom text fields to a single address compound field, then we’re going to have to standardize that data before the migration process.

The rest of this article will walk you through a fast and efficient way to standardize your existing data from within Salesforce using AddressTools Premium. We’ll cover two approaches:

  1. Create a standardization trigger leveraging AddressTools and run a “mass update” to execute the logic.
  2. Export a standardized list of address data ready for reimporting back into Salesforce.

Both approaches require the same initial steps for configuring AddressTools’ standardization functionality so we’ll start there and break out into the two options later.

The use case

The scenario we’ll be following will be looking at a custom object called “Warehouse”. The Warehouse object contains five custom text fields that when put together create an address. We will refer to these fields collectively as an “address block”.

The five custom fields are:

  • Street
  • City
  • State
  • Postal Code
  • Country 

The fields are populated from a number of different sources – web forms, integrations and user entries – so we cannot guarantee that the data is standardized. 

To prepare this data we’re going to expedite the process by using AddressTools Premium available on the AppExchange. As users (and developers) of the package we have heaps of experience and even some hidden tricks that’ll save days. It shouldn’t take more than a couple of hours from start to finish.

Installing the AddressTools Premium trial

If you’re not already using AddressTools Premium in your organization you’ll need to first install it from the AppExchange. You can do this in a sandbox if you want to test the functionality before pushing it to production.

Note: AddressTools Premium is a paid-for product that comes with a 14-day free trial. This could save you days of work so the cost may be something worth considering, especially if you have wider address requirements.

  • Go to the AddressTools Premium AppExchange listing.
  • Select Get It Now.
  • You may be prompted to log in if not already.
  • Select Install in Production or Install in Sandbox depending on your requirements. It is best practice to test in a sandbox before moving to production.
  • Agree to the terms and conditions.
  • Select Confirm and Install.
  • You may be prompted to log in again. If so, log into the org you want to install the package to.
  • Select Install for Admins Only.
  • Press Install.
  • Check Yes, grant access to these third-party web sites.
  • Select Continue.

Let the process install the package. AddressTools Premium has a lot of features so it may take some time to install (you may receive a warning saying it’s taking a long time, this is normal). When the package has completed its installation you’ll receive a success email.

Once the package has been installed, navigate to the AddressTools App (via the App Launcher) and open the AddressTools Administration tab. You’ll immediately be on the Installation sub-tab.

  • Under the Installation tab, select Create Token.
  • A green tick will appear next to the first step.

Next we’ll want to install the AddressTools Premium dataset. This is a list of countries, states, alternative names, ISO codes, (and heaps of other address-related data).

Warning: This dataset is large. Ensure you have enough storage available if you’re testing this in a sandbox. If your allocated storage is low or you are unsure you can select Only install sample data but beware this will not populate any alternative country and state values that will be used to expand the acceptable standardization data for countries and states. This can be manually added later if you so wish.

  • Under Data Installation, select Get Started.
  • Optionally choose Only install sample data.
  • Select Install.
  • A final warning will appear in relation to storage size. When you’re ready press Yes.

This may take some time and will preconfigure some functionality for your org. Feel free to continue reading this guide so that when you’re done you’ll be ready to rock.

  • Once the installation has finished, refresh the page to see that green tick.

Disabling the out-of-the-box functionality

A trigger is provided out of the box for the Account, Contact, Contract and Lead objects. If this is a fresh installation of AddressTools Premium in your org we’ll want to disable these triggers so that we don’t impact current business processes when we begin enabling functionality further down the line.

After the data installation:

  • Select Settings from the left navigation.
  • Scroll to Trigger Settings.
  • Disable each of the trigger settings in this section.
  • Select Save.

If the address fields you want to standardize exist on one of the four objects, the triggers can be re-enabled at a later point.

Configuring the address block

As mentioned earlier we’ll be referring to the five custom text fields as an “address block”. We need to configure AddressTools Premium with each of the text fields. This will allow the tool to execute standardization on the custom State & Country fields. 

  • On the AddressTools Administration page, select Address Blocks from the left navigation.
  • Use the Add button in the top right.
  • Select the object where your address block exists. We’re choosing Warehouse__c.
  • If you have record types enabled on the object, leave None chosen.
  • Select Next.
  • Under Postal Address Fields, select the relevant fields for each picklist:
    • Country
    • State
    • City
    • ZIP/Postal Code
    • Street

With the object and address fields now specified, it’s time to choose the settings we want to enable for the block.

Whilst still on the new address block modal:

  • Scroll down to Global Settings.
  • Check Standardize Country.
  • Check Standardize State.

Note: there are plenty of other settings here that may take your fancy. A tooltip is provided next to each giving you some insight into what’s available. You can come back to this page at any time should you wish to explore the other capabilities of AddressTools Premium.

  • We’ll complete this step by selecting Save.

Configure standardization values

Standardization is the process of converting multiple acceptable values to a single value. For example let’s take a look at the country Egypt:

  • Full name – Egypt
  • ISO-2 – EG
  • ISO-3– EGY
  • Local name (Latin characters) – Miṣr
  • Local name (Native characters) – مِصر

Each of the above values are technically correct entries for Egypt but a picklist won’t allow all of these values to be entered. Using a text field to accept all the variations of the country name will ease the stress for end users, integrations and streamline future expansions of your org. It’s then best practice to standardize the values to a single preferred format for analytical purposes after the data is inserted.

To identify the acceptable values for each country we’ll take a look at the Countries object installed with AddressTools. This is one of the objects that the data installation will have populated records for and is fundamental to the standardization functionality.

  • Select App Launcher.
  • Search and select Countries.
  • Select All from the available list views.
  • To help understand the data, select the United States country record from the list view.

Looking at the Country record, you can find dedicated fields for:

  • Full name
  • ISO-2
  • ISO-3
  • Local name (Latin characters)
  • Local name (Native characters)

The good news is that each of these field’s values are automatically configured to be accepted in text fields configured with AddressTools Premium. When the AddressTools trigger functionality is enabled the values will be standardized to a defined format on insert and update.

Let’s take a look at another example for acceptable data by talking about United Kingdom, or do I mean Great Britain, or England?… You get where I’m going…

State & Country picklists don’t support the inputs of these variations, and these variations also don’t fit into the five dedicated fields on the Countries object. This is where we introduce Alternative Country Names.

  • Whilst still looking at your existing country record, select Related.
  • Select Alternative Country Names.

This list may be empty depending on the country you’re looking at or because you only installed the sample dataset. Don’t worry, you can add as many records here as you find necessary. 

To add a new Alternative Country Name:

  • Select New.
  • Write the value into the Alternative Country Name field.
  • Ensure the Original Country field is populated with the Country.
  • Is Obsolete: Unchecked.
  • Select Save.

And it’s that simple, you’ve now added an Alternative Country Name that AddressTools will be able to identify during the standardization process.

The State object is configured similarly. To access States navigate to the related list on the Country record. For example, navigate to the United States Country record, select Related, and here you’ll find a list of states belonging to the United States. 

Each State record has a:

  • Full name
  • ISO code

An Alternative State Name object is available where you can add a list of acceptable values. After all, we can’t seriously expect all our users to spell Mississippi correctly every time… So practically speaking if there are common misspellings or abbreviations you find in your org you can add them here to be standardized.

That covers configuring all of the acceptable values. Now we need to define the formats for the data to be standardized to.

Defining the standardized formats

Whilst we’re still looking at Country and State record data, we’ll configure the State format first. 

This is managed on the Country record and can be controlled on a per-country basis. 

  • Navigate back to a Country record (i.e. United States).
  • Enable or disable Use Subcountry Code in State field.

This option can be enabled/disabled to standardize the state value to either its full name or ISO value (i.e. Texas vs TX).

Lastly, we need to define the Country format. This is an org-wide setting and applies to all country values.

  • Go to the AddressTools Administration tab.
  • Navigate to Settings in the left navigation.
  • Use the pencil icon next to Standardization Enabled.
  • Check Standardization Enabled.
  • Edit the Country Standardization Format to match the desired format.
  • Select Save.

Note: These settings can be changed at a later date if you need to change your format. You’ll then need to run one of the following jobs to standardize the data to the new format.

It’s configured, now what?

We have two options to mass standardize the data:

  1. Enable a trigger on the object, run a mass update and have the trigger standardize all the data during the update.
  2. Invoke a job via the Developer Console to export a standardized list of data that can be manually reimported into Salesforce.

Choose the approach that best suits you. If you’re unsure what route to take we have instructions below walking you through both.

Option 1: Create a trigger on the object and run a mass update.

We’ve configured all the standardization settings so now we need to tell the object to follow them. As we’re working with a custom object in this example we’ll need to create a new trigger in the org to invoke the AddressTools functionality.

A trigger is provided out of the box for the Account, Contact, Contract and Lead objects. Follow the relevant steps to enable or create a trigger for the object where your address block exists.

If you’re working with either of the Account, Contact, Contract or Lead objects:

  • Navigate to the AddressTools Administrator tab.
  • Select Settings from the left navigation.
  • Scroll to Trigger Settings.
  • Enable the trigger on the object you’re standardizing.
  • Select Save.

If you’re working with an object that isn’t Account, Contact, Contract or Lead:

  • Go to Setup.
  • Navigate to Object Manager.
  • Locate the Object you want to create the trigger for.
  • Select Triggers and New.
  • In the box, replace the existing code snippet with the following:
trigger ValidateOBJECTLABELCountryFields on OBJECTAPI (before insert, before update) {
    pw_ccpro.CountryValidator2.Validate(Trigger.new, Trigger.oldMap);  
}
  • Replace OBJECTLABEL with the label name of the object you’re creating the trigger for.
  • Replace OBJECTAPI with the API name of the object you’re creating the trigger for.
  • Select Save.

With the trigger enabled for the object, we need to turn on the standardization setting in the AddressTools Administration tab:

  • Navigate to the AddressTools Administrator tab.
  • Select Settings from the left navigation.
  • Under Feature Enablement, check the box for Standardization Enabled.
  • Confirm that the Country Standardization Format is set as you desire.
  • Select Save.

Before we do a mass update we can test the standardization functionality on our address block. 

  • Navigate to a record where your address block exists.
  • Edit the record.
  • Change the country text value to a variation of the value currently present (e.g. if the country is United States, change it to USA or US).
  • Save the record.

The record will standardize to the format specified in the settings. (If you entered the desired format, the value won’t change on save as it’s already in the expected format. Try changing to another format to confirm the test).

Before save:

After save:

Now the test has been confirmed we need to invoke the trigger on all existing records. This will involve running an update on every record in the object. There are many different ways that you can achieve this so if you can already think of one then do what you know best.

If you need some guidance, we have a separate article on how to run a “mass touch” using Salesforce Flows. Check it out here.

Once the mass touch operation has successfully run, all State and Country values that matched the AddressTools dataset will now adhere to your defined standardization format.

There may be some leftover values and this will require some manual intervention. If you find a repeat offender you can add the value to the Alternative Country or State Name objects and re-run the process to catch them.

Option 2: Export the standardized data for importing later

Before we start, it makes sense to see the result of these instructions so let’s take a look at what our exported file will contain.

For every record on the configured object that can be standardized, the data will be exported with the following data in the file:

  • Record ID
  • Current text field values (Old)
  • Standardized versions of the text field values (New). 

Note: The export will ignore records that are already in the desired format or that contain data that cannot be standardized (i.e. an unrecognized value).

To prepare AddressTools Premium to execute this export:

  • Navigate to the AddressTools Administrator tab.
  • Select Settings from the left navigation.
  • Under Feature Enablement, check the box for Standardization Enabled.
  • Confirm that the Country Standardization Format is set as you desire.
  • Add your email address to the Batch Verification Alerts Email Address field.
  • Select Save.

This process will need permission to send an email to the email address configured in the previous section. You may need to change your org’s Email Deliverability settings to support this.

To check/change your Deliverability settings:

  • Go to Salesforce Setup.
  • Search for Deliverability in the left search.
  • Select Deliverability from the left navigation.
  • Make note of your existing Access level, you can revert the setting back to this once you’re done.
  • Change Access Level to All email.
  • Select Save.

For some of you reading this guide, you may not have worked with the Developer Console before so follow closely and let’s execute some Apex! 

Note: If this is your first time we recommend doing this in a sandbox so you don’t affect any production data.

  • Go to the cog in the top right of your Salesforce page.
  • Select Developer Console.

The Developer Console window will open in a new window.

  • Select Debug | Open Execute Anonymous Window.
  • Under Enter Apex Code, type the code below 
pw_ccpro.BatchValidateAndGenerateCSV M = new pw_ccpro.BatchValidateAndGenerateCSV('OBJECTAPI');
Database.executeBatch(M);
  • Change OBJECTAPI to the API Name of your Object. We’ll be typing ‘Warehouse__c’.
  • Select Execute.

This will now begin the standardization process. The length of time it will take to execute will vary depending on how much data you have in your org.

Once the job is complete you will receive an email with a .csv attachment containing all of the standardized data from the address block ready for importing either into the existing fields or ready to migrate into your State & Country picklists. 

And there you have it – your standardized file is waiting for you! When you’re ready to import this data back into Salesforce, use an importing tool* of your choice and ensure to update the records matching the Record ID found in column A.

Warning: Be vigilant when running mass update operations in a production environment. Where possible backup your data first.

*Pssst if you’re looking for a new favorite importing solution, why not try out SimpleImport for this import job!

Summary

So there you have it, we’ve walked through how to standardize your existing data ready for the new custom address field type in Salesforce using AddressTools Premium.

If you have found this guide to be helpful, please ensure you share it with others so that they can learn how to standardize their address data stored in text fields. If it has saved you time then it may save them time too!

If you have any questions about AddressTools and any of its capabilities we’d love to hear from you. Get in contact with us at info@provenworks.com.

Verify addresses in a flow: Introducing the Address Verification Flow Component

Following Salesforce’s announcement that they will be retiring Workflow Rules and Process Builder, it’s clear that Flows are the future and the future is here to stay.

With that in mind, we are so excited to introduce our Address Verification Flow Component, now available on the AppExchange! Verify addresses in a flow using global postal authority data for over 240 countries.

Why should you verify addresses?

Did you know that verifying addresses up-front can reduce failed delivery rates by up to 70%? Improve customer experience and save wasted costs with verified addresses.

💡 Want to know more? Watch our 2 minute video: Why verifying addresses is important | Salesforce CRM.

Why should you verify addresses in a flow?

We’ve designed the Address Verification Flow Component to make it as easy as possible for Administrators to ‘hot-swap’ the vanilla Address component with our own component followed by a quick re-binding of any set flow variables.

So it’s easy to set up. How about some facts and figures too?

  • Create an exceptional user experience by reducing data entry time by 78% and errors by 20%.
  • Unlike Google, access global postal authority data such as Royal Mail, USPS, Canada Post for truly verified data, reducing failed delivery rates by up to 70%.
  • Autopopulate any address fields in 5 keystrokes or less.

The use cases

  • Digital Experience – Do you use an ecommerce checkout or a user registration portal? Verify addresses at the point of entry!
  • Internal Flow – Capture user addresses quick with type-ahead verified data. Perfect for Service Cloud users!
  • Endless possibilities – Wrap our solution in a custom Aura component for total flexibility!

Try out the Address Verification Flow Component

Why not start off with a free trial of the component?

  1. Install AddressTools Premium from the AppExchange (this is how you will manage your credit usage) 
  2. Install the Address Verification Flow Component from the AppExchange.
  3. Follow our brand new step-by-step setup installation walkthrough
  4. Drag and drop the component into your Flows and you’re ready to flow!

If you get stuck or have any questions, feel free to contact our Support team who are more than happy to help you: support@provenworks.com.

Interested? Chat to us

The Address Verification Flow Component is an extension of our popular solution AddressTools. Pricing of the Address Verification Flow Component depends on your use case. Get in touch with us to discuss your requirements and we’ll get you the most accurate information!

How to handle sanctioned states within Salesforce

As of February 2022, US companies must adhere to imposed restrictions on economic relations with the non-government controlled areas of the Donetsk and Luhansk oblasts in eastern Ukraine. AddressTools Premium customers can quickly and automatically identify Leads, Accounts and Opportunities in Salesforce that should be flagged in relation to the executive order.

The AddressTools ‘State’ object is pre-populated with Ukrainian province (oblast) values. The package ensures that all addresses in these regions use a standard state value for reporting purposes.

A custom checkbox field can be added to the State object to flag “Sanctioned Regions”. Using the package’s built-in trigger, a formula field can be populated on records in these regions. Any new record created in these regions would be automatically flagged.

Before getting started

This guide assumes that you are leveraging the Lookup Field Population functionality available in AddressTools Premium. To find out about the Lookup Field Population functionality please refer to the relevant section in the Installation Walkthrough.

These instructions will demonstrate displaying whether the Account Billing Address exists within a sanctioned region. The steps can be replicated across any address block configured with AddressTools.

When you’re ready to proceed, continue through the guide using the steps below.

Step by step guide

Create a Sanctioned Region checkbox on the State object

First create a checkbox field on the AddressTools State object and name it Sanctioned Region. This field will be used to flag regions under sanction.

Add this field to the State object’s page layout in order to maintain the value with ease.

With the field created, relevant regions can be set to TRUE by navigating to the State record via the parent Country in Salesforce. For example, navigate to Countries then select Ukraine. Finally click Related and find the impacted state in the list.

Create a formula field to display the Sanctioned Region value on an Account

To display the Sanctioned Region value on a record where the address exists, we’ll use a formula field to reference the associated State record.

Create a Formula field on the object where the address exists. We’ll choose Account for this example. When choosing the Formula Return Type, choose Checkbox and name the field Sanctioned Region.

Use the Advanced Formula tool to insert the custom Sanctioned Region field located on the related State object (this is where the Lookup Field Population functionality comes in).

Save the field and optionally add it to your page layout for quick referencing.

Save and test

When we save a new Account, the Billing State Lookup field populates on save using AddressTools’ Lookup Field Population functionality. When viewing the saved record the formula field will traverse the lookup and present the Sanctioned Region value on the Account.


Get in touch

If you have any questions or concerns about handling sanctioned states in your Salesforce org, please don’t hesitate to get in touch with us.

Get ready for PhoneTools 2.0 (Spring ‘22 Release)

We’re excited to announce that PhoneTools 2.0 (Spring ‘22 Release) has arrived!

PhoneTools lets you screen your numbers against the TPS and CTPS databases, keeping you compliant with UK data privacy laws – all within Salesforce! With the much-anticipated addition of flow functionality and brand new support documentation, let’s take a closer look.

Screen your numbers in a Salesforce flow

Let’s quickly recap PhoneTools so far. PhoneTools already allows you to schedule automated nightly record screening, specifically records that have not yet been screened or have their Next Screen Due Date in the past.

Whilst practical, this leaves a window of time after the record is inserted/updated where the numbers won’t be screened until the next nightly batch job or manual user interaction.

That’s where flows come in to fill the gap.

PhoneTools 2.0 can be used within the powerful process automation tool that is Salesforce flow. What does this look like in practice? This means that you can now queue an immediate TPS and CTPS screening job to get the numbers’ screening statuses in seconds*!

With the flow, PhoneTools will queue a screening job automatically so there’s no need to wait for a nightly screening job. Equally important, is that you no longer need to rely on the user to manually click ‘Screen Phone Numbers’. Crucially, this means you can remove responsibility from your users and automate the process… what a business win!

How can you use your flow? Our best practice recommendation is to queue your screening jobs on insert and update to make sure your org has a shorter period of time holding data without a valid screening status. The outcome? Streamline your sales team’s operations and let them focus on what they do best, selling!

*This relies on an asynchronous Salesforce Future Methods – times may vary depending on your org.

Does this replace my existing method of screening numbers?

This flow functionality is designed to be an additional method to screen numbers on top of what you already have configured. The nightly batch job is key for picking up those records when they’re overdue and the ‘Screen Phone Numbers’ button is helpful for re-opening old prospects. The flow functionality is designed to minimize the gap between inserting new data and providing a status as soon as possible without user interaction.

Tried and tested documentation

With the addition of flow capabilities, we’ve published some new documentation to walk you through our recommendation for configuring the PhoneTools flow.

By the end of the guide, you’ll have your own flow configured and ready to screen those inserted and updated numbers. With the flow, you’re good to go!

How do I access PhoneTools 2.0 (Spring ‘22)?

Great question! In order to access PhoneTools 2.0, you will need to upgrade your package version from the AppExchange. If you haven’t installed PhoneTools, why not use our two week free trial?

Need a bit more help? Check out our handy guide: How to upgrade an AppExchange App in 4 steps.

If you get stuck or have any questions, feel free to contact our Support team who are more than happy to help you: support@provenworks.com.


PhoneTools

Screen against UK TPS and CTPS databases to stay compliant and avoid fines. Learn more and book a demo.

Interview: Comscore standardizes their Salesforce address data with AddressTools

“AddressTools solved our use case of standardizing our account data for current and future accounts in our organization.”

Alexis Johnson, Sales Operations Analyst at Comscore

Comscore is a trusted partner for planning, transacting, and evaluating media across platforms. With vast audience insights that combine digital, linear TV, over-the-top (OTT) and theatrical viewership, they combine reliable third-party measurement with transformative data science to provide insight into multi-screen behavior and help businesses grow.

An interview with Alexis Johnson, Sales Operations Analyst at Comscore

Alexis Johnson explains Comscore’s need for standardized addresses in Salesforce, and how AddressTools gave them the native easy-to-learn solution they were looking for.

What specific challenges were you trying to solve that made you look for a solution?

We were seeking an address standardization service for our Salesforce organization that would:

  • standardize addresses for existing and future account data.
  • meet this requirement for a third-party integration within our Salesforce org.
  • fulfill our overall need for data integrity and completion.

How was your search for a solution?

There were other vendors that were considered, however AddressTools offered a great package that met all of our needs. It offered the perfect solution to standardize our addresses, and to help align our data to meet the requirements needed for the third party integration.

How easy is it to use AddressTools? 

It was extremely easy to install the application into our org and configure the settings. Our Account Manager was very helpful in ensuring a successful installation, and setting up the package settings to meet our requirements and needs.

How long did it take to train your users?

We did not roll out a formal training, but for our internal teams, it took about an hour to explain the configuration on the backend.

How does AddressTools solve the problems you had with your process?

AddressTools solved our use case of standardizing our account data for current and future accounts in our organization.

What is your experience working with the ProvenWorks Support team?

Excellent; the Support team was extremely communicative and helped with any questions or concerns that we had whilst implementing AddressTools.

Why AddressTools?

It is a great address standardization service, is extremely easy to install and configure in Salesforce, and they provide excellent customer service. Would definitely recommend!

Find out more about Comscore

Discover more about Comscore and the first-class services they provide.


AddressTools

Validate, standardize and verify your address data with our award-winning solution. Learn more and book a demo.

Got questions? Chat to us!

Do you want to learn more about how AddressTools could be a great addition to your Salesforce org? We’d love to chat! Use the scheduler to book a free call with our team and start your journey to cleaner address data.

Can’t find a time that works for you or would rather email first? Fill out our contact form and we’ll get back to you as soon as we can.

How to fire a trigger for existing records in Salesforce using Flows

So you’ve just deployed a new trigger or flow and you want to push your org’s existing records through it. This can often be referred to as a “Mass Touch” or “Mass Update”. There are many different ways that this can be achieved, some involving exporting data using third-party tools, but here’s one approach that can be done completely within Salesforce, and with no code!

Create a new “Mass Touch” field

We’ll start the process by adding a new field on the object we want to fire the trigger on. This field will be used to update the record without touching its existing data.

  • Go to Salesforce Setup.
  • Select Object Manager.
  • Locate the object you want to execute a mass touch for and select it.
  • Go to Fields & Relationships.
  • Select New.
  • Data Type: Number.
  • Press Next.
  • Field Label: Mass Touch
  • Length: 1
  • Decimal Places: 0
  • Field Name: MassTouch
  • Help Text: This field should only be used to invoke an update on the record and should not be populated by user entry.
  • Press Next.
  • Only provide visibility to your profile (or the profile of the user completing this process).
  • Press Next.
  • Uncheck Add Field to prevent the field from being added to the page layout.
  • Select Save.

Your object now has a new field that can be updated without impacting existing business data.

Creating a scheduled flow

We now need to create a flow that’s going to look at all the records on the object and update the Mass Touch field just created. We’re going to do this using a Scheduled Flow as this will allow us to set a time for the process to fire. If your object has a lot of existing records it may be preferable to run this process out of hours.

  • Go to Salesforce Setup.
  • Search for Flows in the left navigation and select Flows.
  • Select New Flow.
  • Choose Schedule-Trigger Flow and select Create.
  • Select Set Schedule.
  • Choose a Start Date and Start Time that work for your org.
  • Set Frequency as Once.
  • Select Done.
  • There is no requirement to specify an object in the start element so leave this empty.

The start element in the flow is now configured. Let’s follow that up and add an Update Records element.

  • Press the + icon to open the Add Element view.
  • Scroll down to Data and select Update Records.
  • Label: Update Records
  • API Name: UpdateRecords
  • Description: Set the records' Mass Touch field to a new value.
  • How to Find Records to Update and Set Their Values: Specify conditions to identify records, and set fields individually.
  • Under Update Record of This Object Type, search and select the Object you want to perform the mass touch on.
  • Under Filter Object Records, you can add conditions to only mass touch a selection of records, or have this set to “None” which will update all. We’ll use None for this example.
  • Under Set Field Values for the Object Records, choose the Mass Touch (MassTouch__c) field.
  • Value: 1. (If you’re running the mass touch on this object again in the future you can change this value to 2, or 3 and keep cycling the number for each mass touch you want to complete, it just needs to change from its previous value).
  • Select Done.

With the flow configured, we now need to save it and name it.

  • Select Save from the top right.
  • Provide a Name and Description for the flow so that you will be able to identify it in the future should you wish to run it again.

Validation rule management

Before running a mass touch job on the object we need to consider validation rules. Flows do not have an elegant way to bypass validation rules so keep an eye out for any flow errors when the job runs. An email will be sent to your own user account’s email address containing the errors faced during the flow allowing you to manually correct the conflicting errors (see image below).

If there are some common offending validation rules consider disabling them temporarily to complete this task but remember to re-enable them when you’re done!

Run the flow

The flow is now fully configured and ready to be activated. Use the Activate button in the top right to enable the flow. The mass touch operation will begin when the scheduled time configured in the Start element is met.

If you don’t want to wait for the scheduled time you can run the flow immediately by selecting Debug. Make sure that you uncheck “Run flow in rollback mode” to ensure that the mass touch’s changes persist after the flow has been executed.

Remember, check your emails after the flow has run to review any errors as the update can roll back multiple records even if a single record fails.

Summary

We hope that you have found this article to be helpful for your organization and just a reminder to be vigilant when running mass update operations in a production environment, where possible backup your data first.

If you’d like to find out more about what ProvenWorks do, check out our homepage.

When is a Salesforce Field no longer useful?

One of the many advantages of CRM systems is that it is very easy for business users to add additional fields. One of the main disadvantages of CRM systems is that it is very easy for business users to add fields without giving thought to the ‘bigger picture’.

In this blog post we will discuss our approach for determining when to remove fields from the system.

TLDR: The basic principal is that when a field is no longer trustworthy, is there any point in keeping it in your production system?

Can we trust this field?

A field is untrustworthy if you (and anyone else) cannot find a consistent process for populating or maintaining that field despite reasonable efforts to do so.

Let’s take an example of an Account field that says “Number of employees at this location” and some of the questions we’d ask to determine how much we trust it:

1. Who collects/populates it?

Is it the Sales Rep? Is it the marketing department? Is it from a third party data provider?
– Don’t know and can’t find out? Back it up and delete it!

2. When is it collected?

At time of record creation? When the Account becomes a customer? When there’s an opportunity?
– Nobody knows? Remove it.

3. When was it first ‘put into production’?

This is vital if we are doing any kind of historical analysis.
– If the field is only there for trend analysis and the data appears patchy then it’s useless.

4. When was it last updated?

What’s the worst case?
– No historical value? Lose it.

5. Do we actually understand what the field means?

Is it unambiguous?
– If no one can understand what the field means, it’s useless.

Do we understand what the field means?

If you’re interested in a deep dive on field naming, see our previous post on field naming conventions.

In short, what we must do is look at the field name/label and determine if the question used to populate the field is at all ambiguous.

Even if the IT/IS/Sales Ops department understands the meaning of the field, do the people who are actually populating it? What about users who primarily speak different languages?

We work with a number of organizations and see lots of different field naming conventions. An example of an ambiguous field we saw recently was on an account that simply said “MSP Customer”. MSP means Managed Service Provider. Due to the client’s channel sales model, it was not clear if this field meant the account was a “Managed Service Provider” themselves or if this account was effectively an indirect customer since they purchased through a Managed Service Provider.

If we cannot understand what the field means, we cannot fulfil its purpose. Ultimately this not only wastes time but can also lead to inaccurate reporting, misinterpretation and misinformed business decisions.

What is the purpose of having a field anyway?

Let’s finish up by reminding ourselves of the basics. We believe there are two key purposes for having a field in a CRM:

  1. To mark a record as being at a certain stage in a process and/or
  2. To record data for later analysis (reporting).

If a given field is not adding any value to a current business process and it has no historical value for the reasons listed above, back it up and delete it before someone makes a business decision based on its content!

About ProvenWorks

We mean it when we say we’re Salesforce experts. We work exclusively in the Salesforce ecosystem and our products are built 100% for Salesforce.

ProvenWorks inspiring the next generation of the Salesforce ecosystem?

On Wednesday 9th February, Beth and Ruth, our Operations Director and Marketing Manager, headed down the hill from the ProvenWorks office to UTC College. They had been given the perfect opportunity to share their passion for all things technology, software and Salesforce!

UTC College, a local school in Reading, had invited ProvenWorks to run a careers workshop as part of their Industry Skills Specialist Teaching and Knowledge Programme. This business masterclass programme consists of weekly career sessions across mixed year groups.

An introduction to the Salesforce ecosystem

The workshop focused on careers in software, specifically within the Salesforce ecosystem. To start, Beth and Ruth shared their own journeys into software from very distinct backgrounds, showing students that opportunities in the industry are available regardless of subject choices and skillsets.

After an introduction to the range of jobs available within the Salesforce ecosystem – Administrator, Developer, Architect, Business Analyst, Consultant and more – it was onto a practical challenge!

It’s project time!

For the challenge, students had the chance to act out a role available in the Salesforce ecosystem through the lens of a specific time and budget restrained project. For example the Developer had to ask if they could build a solution rather than buy one, the Business Analyst had to assess the risks of the project, and the Admin had to research how user-friendly the proposed solution was.

“We learnt that there is more to making software for a customer than what the customer wants. The budget that is given to you needs to be managed properly to make sure that you stay under budget because there are many other costs involved within a project. There is great responsibility on the Consultant and the Salesforce Architect.”

Muhammad, Year 13 BTEC Student

Reflection and feedback

The session was rounded off with a reflection on the project as well as the highlights and challenges of each student’s role. By the end, Beth and Ruth had a classroom full of aspirational Developers, Admins, Architects and more!

“Students found the workshop very engaging thanks to it being such an interactive and team-based session. Students now know what it is like to be in a particular job role and understand the kind of responsibilities they may have in that job role along with expected salary.”

Monika Dongare, Computer Science and BTEC Teacher

ProvenWorks investing in education

At ProvenWorks we’re delighted to share our own career journeys into software. It is a privilege to deliver authentic stories and meaningful workshops to a classroom full of engaged students, seeing them solve problems, work together and reflect on their own skill sets. From what we’ve seen in the workshop, we can’t wait to see what the future holds!

Summarised succinctly by one up-and-coming Business Analyst: “Miss, that was a sick lesson!”.

About ProvenWorks

We mean it when we say we’re Salesforce experts. We work exclusively in the Salesforce ecosystem and our products are built 100% for Salesforce.

Interview: Farm Credit Illinois transition to new software seamlessly with SimpleImport

“SimpleImport is used by our whole credit underwriting team multiple times a day.”

Jon Cook, Vice President – Credit Services Division at Farm Credit Illinois

Farm Credit Illinois is a farmer owned and directed agricultural lending cooperative serving 10,000 farm families, agribusinesses, and rural landowners in the southern 60 counties of Illinois with competitive and flexible financing and crop insurance expertise. Their deep understanding of agriculture enables them to provide knowledgeable and effective service. 

An interview with Jon Cook, Vice President – Credit Services Division at Farm Credit Illinois

Jon Cook shares the challenges that Farm Credit Illinois faced when they moved to new loan origination software and how SimpleImport was able to give them the seamless process they were looking for.

What specific challenges were you trying to solve that made you look for a solution?

Farm Credit Illinois (FCI) recently implemented the nCino suite for our loan origination platform. During our design and discovery phase, we realized we were going to have a gap in our credit underwriting process because our previous configuration for uploading financial data sets was not going to be compatible with nCino.

We needed to upload data sets from Excel to the loan origination system for risk rating and other company objectives. Along with our technology provider, Farm Credit Financial Partners, Inc. (FPI), we began the search to find a solution to fit our needs.

What were you (or weren’t you!) looking for in a solution?

  • A cost effective, secure, and efficient tool to import data from Excel into our nCino platform.
  • A solution that could be easily used by our Credit Department and fit seamlessly within the process without adding additional navigation or clicks.
  • We could not afford to sacrifice our member experience by negatively impacting turnaround time in our loan decisions or employee engagement with a complex or cumbersome solution.
  • We did not want a complex solution that would require more regular monitoring or resource demand for support, or leave us vulnerable to data errors in transition.

After a process of vetting different solutions, from internally built custom code to outside solutions, we found ProvenWorks. The tool SimpleImport fit our need to efficiently and effectively upload data from Excel to nCino.

How easy is it to use SimpleImport?

Very easy! Once we created and saved the import mapping, the end user experience was seamless! We have one saved mapping that is used by many users multiple times a day. It’s a key cog within our underwriting process of uploading data.

How long did it take to train your users?

We were able to coincide the implementation of SimpleImport with the go-live of our nCino platform. As a result, we incorporated the training for SimpleImport in our new guides which made for a seamless transition to SimpleImport. This tool was labelled a “win” in multiple training locations during training courses.

How does SimpleImport solve the challenges you had with your process?

At the drag and drop of an Excel file, we’re able to import data from our Excel model into the nCino loan product package in a seamless transition.

The efficiency gained from SimpleImport saves end users from manually entering these data points from point A to point B, reduces data integrity concerns at an effective cost and demands minimal resources to implement and maintain.

How has SimpleImport helped your business and customers?

The saved data mapping is used by our whole credit underwriting team multiple times a day. At FCI, we view SimpleImport as our end solution and feel it best fits into the process as we underwrite credit today. The results through two months are very valuable, as this tool in part helped our credit department underwrite a large Q4 loan demand. Without SimpleImport, this would have negatively impacted loan decision turnaround time with our members and our employee engagement.

Why SimpleImport?

We’ve had no reason to contact Support thus far – which is a good sign as we haven’t had any issues! I’ve started mentioning ProvenWorks and specifically the SimpleImport tool as a solution for anyone who needs to transfer data from Excel to nCino.

We thought our previous system coding in our previous loan origination system was efficient, but the SimpleImport tool was just as efficient if not better as now we can also drag and drop files.

In short, it’s an efficient, cost effective tool that requires marginal training demand and can be used by an individual or a team of users on a frequent or infrequent basis.


SimpleImport

Importing files is so vital for so many organizations. It’s good news that Simplelmport makes this job as effortless as possible. Learn more and book a demo.

Got questions? Chat to us!

Do you want to learn more about how SimpleImport could be a great addition to your Salesforce org? We’d love to chat! Use the scheduler to book a free call with our team and start your journey to faster, simpler imports

Can’t find a time that works for you or would rather email first? Fill out our contact form and we’ll get back to you as soon as we can.