individual record

  • Summer ’18 Release: Top Sales & Service Cloud Features

    Time marches on and 2018 continues hurtling towards summer (or winter for the southern half of the planet).  But it is that time of year again where we get to investigate and plan for the Summer ’18 release from Salesforce, which is due to be released to most orgs within the next month.

    Additionally, we see Lightning continue to be the primary focus for Salesforce with a number of key new features, as predicted, being included as part of this release.

    Release Notes – New breakdown

    Firstly, you may notice a subtle but helpful new format of the Release Notes.

    New sub-headings in the Summer '18 Release Notes
    New sub-headings in the Summer ’18 Release Notes

    Most features and changes included in the release notes, now appear to be broken down into easier to digest sub-headings covering the all important: Where/Why/How/When/etc.

    It is a subtle but useful change, given the volume of information in the 478 page document!

    Summer ’18 Release: Features Breakdown

    As with any Salesforce release nowadays, there are thousands of new features, and narrowing them down to a is getting harder and harder!  But let’s dive on in, and take a look at the Top Sales & Service Cloud Features.

    1) Lightning Console – To feature parity and beyond…

    With Summer ’18 Release, we see Lightning Console pretty close to matching Classic Console, with some additional new features added in for good measure.

    Now I know I am cheating in the top 10, as I am going to group a couple of features together in this one… But it will be worth it 🙂

    For the console changes, click here.

    Console specific features in the release include:

    Guided Engagement with Flow

    But the pièce de résistance though is the new Guided Engagement Console feature.  Allowing you to combine the power of Console and Flows, to give your users guided forms/scripts to work from:

    Summer '18 Release: Lightning Guided Engagement
    Lightning Guided Engagement

     

    2) Reports & Dashboards

    Summer ’18 Release from Salesforce includes a bonanza of features and updates for all things Reports & Dashboards… So again, I am grouping a few distinct features under one topic here – otherwise my top 10 would just be reports and dashboards!!

    For all Report & Dashboard features, click here.

    Lightning Report Builder

    First up, Summer ’18 Release sees Lightning Report Builder come out of beta, and become Generally Available.  With a few extra tweaks since Spring ’18 also added in!

    Summer '18 Release: Lightning Report Builder

    One thing to note: the user permissions have changed due to the feature becoming ‘generally available’, and this now allows you to hide Classic Report Builder from users, if you wish to…

    Lightning Joined Reports (Beta)

    Additionally, we see Joined Reports enter public beta within Lightning!  There are a few limitations listed in the release notes, but the biggest appears to be having to use the Salesforce Classic Report Builder

    Summer 18 Release: Joined Reports now available in beta
    Joined Reports (beta)

    Get organised: Folders and sub-folders

    I have to admit, this one makes my inner Salesforce geek very happy!  And I wrote about it in the predictions post back in January… As soon as I heard it was on the roadmap for this year, I have been eagerly awaiting this feature!!!

    Sub-Folders, within Folders!  OMG! 😀 😀 It is Lightning Experience only – but this has been a pain in the backside of many Admins, since even before I started working with Salesforce!

    Summer '18 Release: Report Sub-Folders
    Report Sub-Folders

     

    Export reports & keep your formatting

    Lightning Experience now allows you to export your report and keep the formatting of the report.  Simple…

    Filter History Reports by Old and New Values

    In Classic, another bug-bear of mine (and many others) was the fact you could not filter a History Report by the old or new field values…  It would only display them in the report or the history related list if the field was tracked.

    This ended up with a lot of reports being exported and then working with the data in Excel… GRRR

    But GRRR no more! With the ability to now filter by these values!

    Salesforce Summer '18 Release: Filter by Old or New Values on History Reports

    Thank you Salesforce!

     

    3) Lightning Experience improvements

    Another area with a number of smaller feature improvements, Lightning Experience continues to get refined with each release.

    Click here for all of them…  Otherwise, read on!

    Speed up your search

    Summer ’18 Release will allow your users to search by specific objects, from the global search bar…

    Summer '18 Release: Search by specific object

    Boom!

    Dependant picklists and Path

    Path is an amazing feature, allowing you to guide users through almost any process just based on a single picklist.  But with Summer ’18 release, any dependant picklists will now also prompt users when they move steps.

    Summer '18 Release: Update dependant picklists

     

    Group by Topics

    Topics are now available in Lightning Experience!

    Many users used Topics in Classic, and it is great to seem them ported over to Lightning Experience now.

    If you haven’t used them before, it allows your end-users to group and organise records, by a topic.  Imagine it like a #tag on Twitter/Facebook/LinkedIn/etc, allowing you to then search for the topic and get all related records.

    Salesforce Summer '18: Topics now in Lightning

    4) Privacy (Support for GDPR)

    With the upcoming GDPR changes, Salesforce has continued to add in features to assist businesses (and us Admins) to get ready.

    Changes to Individual object

    The Individual object was a little limited when it was first released in Spring ’18.  The object wasn’t like a standard object, meaning access was very limited.  And creation of records/etc Apex coding was required…

    But no more!  In Summer ’18 the object is now a standard object with all the bells and whistles that comes with that – including the ability to now use workflows/process builder!

    You will be able to now:

    • Create custom actions, buttons, and links for Individuals
    • Create different Individual record types
    • Undelete an Individual that you had deleted
    • Use Individuals with workflows or with Process Builder

    Make a Users’ personal data unusable

    As part of the new privacy regulations, and the ability to request your personal information is removed from a system, presents a bit of a challenge for anyone who has a user record within Salesforce.  These could be community users or internal users…. And is due to the fact you cannot delete a Salesforce user record, ever.

    So to get around this, Salesforce is now including a new system method ‘obfuscateUser()’ , which will scramble user information.

    This one definitely falls into the ‘advanced’ category, as it requires Apex knowledge (or how to invoke Apex via Process Builder/Flow).

    And would require planning and testing, as Salesforce is warning: that it cannot be reversed!

    Scramble user data before and after

     

    Summer ’18 Release: Key Dates

    There are a number of key dates you need to know for Summer ’18 Release.  So to help highlight what they are, here is a handy infographic from Salesforce.   Remember the dates shown below are in US date format though…

    Summer 18 release - key dates

    What is the release date for Summer ’18 Release?

    The release weekend for your org will depend on the instance it is on, but the release will occur on the weekend between the 18th May – 8th June 2018.

    Summer ’18 Release: Additional Resources

    Official Salesforce resources

    Other blog resources

  • 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).

Back to top button