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  • Admin News: Critical Updates and Product Retirements

    It’s that time of year again, with the Winter ’20 Release approaching. And with each release, there are a number of Critical Updates. In addition this release highlights a number of products are also inline to be retired over the coming year.

    Let’s take a look at what these important updates are and how to prepare for the transition.

    Critical Updates: Know the impact

    Every release has a number of Critical Updates. These allow admins/developers to plan for a change to the platform by giving some control over when the update is released.

    Background: What are critical updates?

    For example, as an Admin/Developer you can choose to activate a Critical Update before its planned activation date. For example, this means if you have a sandbox environment you can choose to activate the update and test any impacts on your org.

    These updates can be many and varied, some with limited impact (if any) to end users, for example by updating how HTML code is handled/displayed to a user.

    Other updates, will have a very noticeable impact. Like the upcoming Lightning Experience critical update.

    Winter ’20 Release: Critical Updates

    Let’s take a look at the some of the highest potential impact updates coming our way. These are Updates which are ‘enforced’ by Salesforce in this release… Meaning they will be activated automatically as part of Winter ’20 release.

    Lightning Experience for Users

    Who will this impact? This one will automatically impact users who have the ‘Lightning Experience User’ permission.

    Salesforce Lightning Experience across multiple devices
    Even Astro loves Lightning Experience…

    They may have this permission because they are:

    • allocated to a Standard Profile (these are the ones you can modify that ‘come with Salesforce’)
    • a Custom Profile which was cloned from a Standard Profile after Winter ’16 release,
    • have a Permission Set which includes the ‘Lightning Experience User’ permission.

    When? Salesforce will activate this Critical Update is globally throughout October.

    What you can do to prepare: Read up on the update here, and also read the Frequently Asked Questions.

    The Lightning Transition Assistant, will also help give you information specific to your org on the transition. And will include things like what likely wouldn’t work in Lightning, which profiles are ready to go, etc./

    Also, keep in mind that users will be able to still switch between Lightning and Classic. So that is a small grace, if you need it. But note that Users will be automatically switched back to Lightning at the start of each week.

    Security Updates for Email and HTTPS Connections

    What is the change? From a high level, these updates improve the general security and functionality of Email and how your browser connects with Salesforce.

    Specifically, there are a number of updates to take note of:

    Who will this impact? All Salesforce orgs, with users and API connections potentially impacted.

    For example, the TLS 1.2 changes may impact users with old browsers. While the update re: DKIM Key is used as a way to potentially avoid spam filters in email clients.

    When? As part of Winter ’20 release (throughout October). You can check the specific date for your org by going into “Critical Updates” in your Setup menu.

    What you can do to prepare: Review the release notes above. Most of these changes shouldn’t require a ‘heavy lift’ from admins.

    Note re: the TLS 1.2 change, a quick review how users are connecting currently should confirm they are using modern browsers. If you remember the TLS 1.0 deactivation, the steps would be very similar here. Users on current browsers should be fine – and API connections which are ‘hard coded’ to use TLS 1.1 may not connect once update is activated.

    API Only Users Can Access Only Salesforce APIs

    Who will this impact? Any user which has the ‘API Only User’ permission. This update ensures that these users ONLY can access Salesforce via API, and not via UI.

    When? As part of Winter ’20 release.

    What you can do to prepare: This one is probably the simplest. If you have a user which is impacted and they need more access – an Admin can update their permissions to not include the ‘API Only User’.

    A note for Admins: Other Critical Updates

    There are a number of Critical Updates, and each org is different, this means high impact updates for your environment may not be covered here. So it is recommended that you check the release notes for a full overview of all Critical Updates.

    Caution: Product Retirement Ahead

    Over the coming year, we see three products entering the ‘transition to retirement’.

    The good news is, two of these products have direct replacements/upgrades available – so if you are still using them, you can start to plan your transition now.

    Original Territory Management Is Being Retired

    The first product on the list, is the Original Territory Management module (or Territory Management v1.0).

    Salesforce launched the beta of Enterprise Territory Management in 2014. and has been adding new features and functionality to Enterprise Territory Management (Territory Management v2.0) over the last few years.

    It has now been built into a more advanced version for managing territories, and ties exclusively into Collaborative Forecast module (and in turn Lightning Experience).

    When?

    As part of Summer ’20 release next year, which is likely to be around May/June 2020.

    Why?

    As Salesforce are pushing the Lightning Experience Transition, starting with this release (see above). They are clearly taking the opportunity to retire the Original Territory Management and Customisable Forecasting (see below) – and give an additional reason for users on the older products to upgrade and switch to Lightning Experience.

    Admin actions:

    Simply put, if you are still using Territory Management 1.0, now is the time to start planning your upgrade to Territory Management 2.0.

    You can read more about the considerations and planning for the transition here.

    Also, there is a key step when you are ready to transition where you may need to contact Salesforce Support to ensure users don’t lose access to old data as part of the migration. Read more here.

    Note: If you are using Customizable Forecasts (see below), you will need to plan the update to Collaborative Forecasts at the same time as the modules are dependant on each other.

    Customizable Forecasts Also Entering Retirement

    Other than being spelt the American way, the time has also come for Customizable Forecasts.

    Much like Enterprise Territory Management, there have been countless improvements made to Collaborative Forecast module over the last two years.

    I remember a time when it couldn’t even handle custom fiscal years! And Quotas were only able to be entered by API/Dataloader until recently.

    But the key here again, is that it ties exclusively into Enterprise Territory Mangaement (TM 2.0) and of course Lightning Experience…

    When?

    As part of Summer ’20 release next year, which is likely to be around May/June 2020.

    Admin actions:

    Now is the time to start planning your upgrade to Collaborative Forecasts.

    If you are using Original Territory Management, you need to also plan the update to Territory Management 2.0.

    You can read more about the considerations and planning for the transition here.

    RIP Data.com Prospector and Clean

    The final ‘old horse’ being putting out to the retirement pastures soon will be Data.com Prospector and Clean.

    With GDPR forcing a rethink of how data is managed and processed. The offering for Data.com become quite limited in certain territories (specifically in the UK/EU).

    Additionally, a change to licensing from D&B / etc, has meant changes to the product where inevitable.

    Salesforce has worked with a number of data providers to package and distribute what is now coined ‘Lightning Data‘ via the Appexchange. This now also gives you access to additional products and services, and no doubt more will come online over time.

    When?

    Depends on your contract, Salesforce will essentially stop renewing this product as part of your subscription.

    And the products will be retired in July 2020.

    Admin actions:

    You can read the FAQs here, and if you use the service your AE will likely be in touch to discuss options as part of the renewal process.

    The main actions for Admins will be to prepare reports/workflows/apex/etc to stop using Data.com specific fields. You can read the Salesforce guide here.

  • Spring ’18 Deep Dive: GDPR Features

    Simple put, GDPR is inescapable for those dealing with individuals within the EU.  In the last post we took a look at what GDPR is and how to start preparing for it.  Additionally, within the next month we also have Spring ’18 release going live.  So the good news is there is a number of GDPR features included to assist Admins prepare…

    Recap: What is GDPR?

    General Data Protection Regulation, otherwise known as GDPR, is the new privacy regulation coming into force in 2018.  It will replace the EU’s previous Data Protection Directive, and align privacy laws and regulations across all EU member states.

    Part of the GDPR is the retention and removal processes re: personal data after a period of time.  Companies should only retain personal data for as long as needed.  So for example, if you have contact details of a person which is linked to contract data you may need to retain it for 7 years.  Versus simply having a contact on a mailing list, retaining the data for this long may not be justifiable.

    For more details, take a look at my last post for the what/when/how of GDPR.

    GDPR: Be Prepared

    GDPR is ultimately an update to a number of data/privacy regulations across the EU.  But the easiest place to start for most companies is to map out and understand the following: 

    • where your data comes from. (eg web-to-lead, email-to-case, data.com, users entering in the data),
    • how it gets used/stored. (eg are there integrations which also use the data, is it stored outside of Salesforce, are records stored in standard and custom objects within Salesforce),
    • what business processes which clean up or remove data. (ie how long does your company need hold onto personal data for (and for what purpose)? Is there already a process to remove personal data?)

    Once you understand there where, how and what of your data, you will then understand where the following features and changes may help and support you.

    Spring ’18 & GDPR Features

    Salesforce Data Privacy Record - aka Individual Record
    A sample Salesforce Data Privacy Record – aka Individual Record in Spring ’18 Preview Sandbox (click to view full image)

    Data Privacy Records (aka Individuals)

    Spring ’18 release brings with it a new setting under Company Profile within Setup.  The setting to enable Data Protection and Privacy, will expose the new object ‘Individuals’ within your org.

    This new object connects to either a contact or lead record within Salesforce to store data privacy settings for that person. So for example you can store the customer’s preference re: soliciting products and services.

    A key note here is that in the preview instances of Spring ’18, Individuals it isn’t treated like other objects and doesn’t have a standard tab available to access the object.

    But a gentle word to note before we go through how to set this up.  As with any changes to a production system, it will require planning before setting this up to ensure it works for your processes.  A number of these changes below may also require assistance from a developer or changes to your marketing platform via API.  This is not entirely a point and click setup…

    1. Activate the feature within Setup

    Lightning: Setup -> Company Settings -> Data Protection and Privacy
    Classic: Setup -> Company Profile -> Data Protection and Privacy

    This will expose the new Individual object, with the standard fields within your org.  Most of these fields are created for the purpose of tracking opt-out requests and personal preferences.

    Some examples include:

    If a contact opts-out of geo-location tracking, you can store that preference here.

    You can even store the D.O.B of the person and indicate if they are considered a minor or not.  (You might need to do this as minors carry different standards for elements like data retention under GDPR.)

    And good news is you can also add custom fields to this object if you wish to.

    2. Update Page Layouts

    Add field to relevant page layouts on contact & lead objects.  Salesforce also suggests to rename the field label from ‘Individual’ to something more meaningful to your users.

    3. Existing Contacts/Lead Records

    There is a code-based solution to create data privacy records for existing contacts & leads within your Salesforce, which also includes code for handling person accounts.

    I won’t go through the code here.  But if you are interested, you can take a sample of the code here.  Remember you will need to execute this somehow (ie start the code running), so you may need help from a developer friend(s).

    4. New / Changes to Preferences

    Finally, you will also need to plan how new records get managed within Salesforce.

    Will an Individual record be created when a contact or lead is created?  What about field updates / etc?  Do you do this via a trigger in Salesforce or via API from your email platform?

    And what do you get at the end of this?  A new record of course … 🙂

     

    bad data quality ahead

    Data Quality & Duplicate Jobs

    GDPR features in Spring also come in the form of expanded functionality.  Spring ’18 release provides an update for its out-of-the-box duplicate management to allow Admins to run a duplicate job.

    Previously matching rules would run when a record was being added or updated by a user.  This would then either alert the user or block the user, depending on how the Admin had set it up.

    But in Spring ’18 release, us Admins can now run a “Duplicate Job“.  This allows you to use (or create) a matching rule and then run a search within Salesforce to find duplicates.  Once a Duplicate Job completes, you will be able to take action by comparing and merging records, right from the summary page.

    Duplicate Job within Spring 18 release
    Duplicate Job within Spring 18 release.

    Changes to Web to Case and Web to Lead

    Spring ’18 release also brings another GDPR feature.  This time there is a slight update to how failed Web-to-Case and Web-to-Lead emails are handled.

    When a Web-to-Case and Web-to-Lead fails an email is generated automatically to advise.  This email will no longer include any personal data inserted by a third-party application.

    Data.com for UK/Ireland Contacts

    This only impacts users who are using Data.com Prospector or Clean.

    Data relating to contacts stored within Data.com Connect (only UK & Ireland) will now be removed from the Connect database.

    Also the Clean Status field on a Contact/Lead records will be changed to ‘Not Found’.

    Wrap Up

    As you can see there is a lot to cover, and Salesforce is enabling businesses to become GDPR compliant with all the GDPR features in Spring ’18.  There is still more to read in the Release Notes for Spring ’18 if you are using other tools like Pardot, Inbox or a developer (specifically around Event Logs).

    There is support at hand, and if you haven’t already I would strongly recommend completing the Trailhead modules setup for GDPR Basics (and there is also a trail for US Privacy Basics too).

    Additionally Salesforce has a new section in the Help for Data Protection & Privacy.

    And finally there is a basic scenario guide, which looks at a number of common requests and suggested actions/things to consider to be compliant under the various privacy laws (including GPDR).

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