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Closed Lost Opportunity In Salesforce

A common request from our clients is tracking Closed Lost opportunities. What is Closed Lost? Closed Lost is an opportunity that didn’t get approved by the company. From a Sales Management POV the most critical Salesforce report is the Closed Lost reason. This gives management important insight on why an opportunity did not Closed Won and become a successful deal for your team. The way that we track this information is through a Validation Rule. The Validation Rule verifies that certain data is entered into an object (opportunity) before a record can be saved.  Follow along with John as he walks you step-by-step on how to create a Closed Lost Reason.

Let's get started!

  1. In your Lightning Home Screen, click Setup

  2. Type ‘Object’ in your Quick Find box and select Object Manager

  3. Scroll down and click Opportunity. 

  4. From the details panel select Fields & Relationships. 

  5. Click New.

Writing in Journal

Step One: Create Your Lost Reason Field

  1. Choose Picklist from the options and click Next. (Check out this Tutorial for instructions on how to create a picklist.)

  2. Name your Field ‘Lost Reason.

  3. Click Through.

  4. Hit Save.

Step Two: Validation Rules

  1. From the details panel, Select Validation Rules.

  2. Enter Rule Name.

  3. Type in your Error Condition Formula.

  4. Enter the following:  ISPICKVAL ( STAGENAME,”CLOSED LOST”) && ISPICKVAL (LOST_REASON_c,””)

  5. Enter the reason: NEED LOST REASON.

Step Three: Check Your Rule

  1.  Go to an  Opportunity. (We recommend creating an example to test this out)
  2. Click on Closed.
  3. Click Select Closed Stage.
  4. Select Closed Lost.
  5. After hitting Enter you will notice the dialogue box pop-up with an error message. 

Now that you’ve completed this Validation Rule you will not be able to close a Closed Lost Opportunity without selecting a reason. This is a great way to organize your Closed Lost Opportunities. This gives your sales team a high level overview of trends surrounding Lost Opportunities and changes that need to be made in the future. 

Having trouble with this tutorial? No worries, this is what our business is about. Contact us today and we can help you with Validations rules and much more.

How To Create A New User In Salesforce

We are going to create a new user in your Salesforce instance. Simply put a user is anyone who logs into Salesforce. This can be an employee, colleague or someone new who is working for you. This tutorial will explain how to grant access to new users in your Salesforce instance.

  • Usernames are unique across all of Salesforce.
  • A Password link can be sent to a new user so they can easily change it.

Follow along with John and use this article as your guide: 

Let's get started!

  1. In your Lightning Home Screen, click Setup

  2. Type ‘Users’ in your Quick Find box and select Users

Laptop on brown table with flowers and a cup of coffee. In Natural sunlight.

Step One: Add New User

  1. From Setup, enter Users in the Quick Find box, then select Users.

  2. Click New User to add a single user or click Add Multiple Users to add up to 10 users at a time.

  3. Enter each user’s name, email address, and a unique username in the form of an email address. By default, the username is the same as the email address, but you can overwrite this.

  4. Select the user license you want to associate with the users you create (the license determines which profiles are available for each user).

  5. Select  profile.

  6. Select Generate passwords and notify user via email to email a login name and temporary password to each new user.

  7. Click Save.

Salesforce Create New User Screenshot of Page

How easy was that? In just a few simple steps you created a user in your Salesforce org. Remember that you can create up to 10 user profiles at a time. This saves a lot of time and energy to focus on other things within your business. Well done!

Celebration of Salesforce Avatars

Too many users to add?  Contact us today and let us worry about that, you have a business to run!

Custom Field Mapping in Salesforce

Where did my field go?

One common issue our clients have is they are unable to track where their fields are going to when they convert a Lead into a Contact, Account or Opportunity. Whenever you have a custom with a lead, you can direct to see where that value goes to when you convert it.

Follow along with John and use this article as your guide: 

Let's get started!

  1. In your Lightning Home Screen, click Setup

  2. Type ‘Object’ in your Quick Find box and select Object Manager

  3. Scroll down and click Lead.

  4. From the details panel select Fields & Relationships. 

Step One: Choose your field

  1. In Lead, click on the your field.

 In this example, we are going to click on Vivian’s Store Locations

Step Two: Verifying

  1. Click, Object Manager. 

  2. Click Account.

  3. Select Fields & Relationships.

  4. Make sure you have the same field in your Account as your Lead Object. 

Step Three: Back to Leads

  1.  Go back to Lead.

  2. Click Fields & Relationships

  3. On the upper right hand corner, click Map Lead Fields.

Step Four: Map Field Lead

  1. Once you click on Map Lead Field, you are going to click on Account Field.

  2. Select your Field.

  3. Click Save.

Now when you go through and convert the Lead into Account, Contact, or Opportunity, it will bring back value over and put that on the Account Object as well.

If you do not know where your mapping is going to, you are going to lose value and not know where your data is going. This is a good way to check to see where your data is going. Give it a try! 

Celebration of Salesforce Avatars

 Contact us today and let’s clean up your data!

How To: Create Picklist Fields in Salesforce

There have been a lot of requests recently to help clients clean up their data. We have a lot of clients who struggle with erroneous field values and they really want to drill down and make sure that they’re all consistent. So a great way to do that is with Picklist fields. Picklist fields let your users select values from lists that you define. This helps simplify data for quick and easy access. We use cookies for our example but Picklists are unique to your needs. Follow along with John and use this article as your guide: 

Let's get started!

  1. In your Lightning Home Screen, click Setup

  2. Type ‘Object’ in your Quick Find box and select Object Manager

  3. Scroll down and click Lead.

  4. From the details panel select Fields & Relationships. 

  5. Click New. 

beverage-black-coffee-brewed-coffee

Step One: Choose field type

  1. Choose Picklist from the options and click Next.

Step Two: Enter the details

  1. Enter, Label Name.

  2. Since we are creating a custom Picklist we are going to select, Enter values, with each value separated by a new line.

  3. Enter Values. 

  4. We want to get through the basics and don’t want our users to create their own values, check Restrict picklist to the values defined in the value set

  5. Click Next.

Step Three: Establish field-level security

  1.  Choose from the options of users who are able to see and edit this field. Click Next.

Step Four: Add to page layouts

  1. Determine what page layout this Picklist is going to appear. Your page layout should be created in order for it to appear in this list. 

  2. Click Save.

Let’s take a look at what we have done. We are going to check out one of our records to see our Picklist in action.

  1. Under All Items, Click Leads

  2. Click the down arrow next to Recently Viewed.

  3. Select All Open Leads.

  4. Select a Lead from your list.

  5. Select Details and scroll down to Cookie.

Give it a try! Select your Cookie of choice hit Save and throw yourself a party, because you just created a Picklist my friend. See you next time! 

Celebration of Salesforce Avatars

Too many Picklist Fields? No worries, we love that stuff. Contact us today and let’s clean up your data!

Formula Fields: A Powerful Way To Control & Display Key Data

Every Thursday, our very own John Pontius, CRMD's business analyst and internal guru shares tips for Salesforce users and highlights the power of automation for businesses.

This time, John walks users through how to automatically calculate values in Salesforce Classic & Lightning. By working with formula fields within Salesforce CRM, users can automate and display valuable information at-a-glance.

Part 2 – How to use the formula editor in Lightning Experience!

Stay tuned for our upcoming webinar on Thursday March 28th, 2019. Subscribe to CRMD’s Youtube Channel to watch our complete playlist on Salesforce tutorials.  Get answers to all of your CRM needs for you and your business. If you found this content helpful, let us know.

Follow us on Linkedin or Tweet us your questions or suggestions for future videos!

Don't Miss Our Previously Recorded Webinar on Matching Rules & Merge Records!
Planning to implement Salesforce for your business? Talk to one of our CRM experts

John Pontius is a Business Analyst with CRMD and has worked in the Salesforce platform as a Sales Manager and Administrator for over six years. He  holds his Salesforce Administrator, Advanced Administrator, Sales Cloud Consultant and Platform App Builder Certifications and finds particular joy in helping clients eliminate repetitive, time-sucking actions through automation.  

Curb Dirty Data: Clean Up Duplicates With Salesforce Matching Rules & Merge Records

Salesforce.com How-To: Merge Records Prevents Duplicates From Complicating Sales & Marketing Initiatives

Every Thursday, our very own John Pontius, CRMD's business analyst and internal guru shares tips for Salesforce users and highlights the power of automation for businesses.

Coming in hot for Pi Day 2019, John demonstrates how to merge records and set matching rules in Salesforce Classic & Lightning. By consolidating duplicate records within Salesforce CRM, teams across all business functions can effectively and accurately make knowledgeable decisions about their customers.

What is “dirty data” and why is it important for organizations of all sizes to implement culture-wide clean data practices?

According to a Harvard Business Review article by Thomas C. Redman in 2016, U.S companies are squandering $3 TRILLION per year on ineffective business efforts due to dirty data.

It’s an eye-popping figure that highlights common inefficiencies that continue to bog down companies of all sizes today.

Dirty data applies to records that are: badly-formatted, incomplete or outdated, and duplicates.

  • Duplicate data can cause confusion amongst departments
  • Outdated data affects reporting & business initiatives.
  • Bad Data = Costly consequences

via HBR.org

Clean data practices ensures:

  • Data is reliable & accurate
  • Teams can make knowledgeable decisions, faster
  • Saves times & increase efficiency
  • Quality leads generation

Rather than relying on users to manually detect inconsistencies in their CRM, we can take proactive measures with Salesforce to prevent duplicate records from being created. Merge records consolidates your existing records and match rules helps prevent duplicates from being created or imported in the future. It is an important step in keeping information accurate and maintaining positive relationships with customers

For Salesforce Lightning users, click play below watch how to create matching rules and merge records.

Stay tuned for our upcoming webinar on Thursday March 21st, 2019. Subscribe to CRMD’s Youtube Channel to watch our complete playlist on Salesforce tutorials.  Get answers to all of your CRM needs for you and your business. If you found this content helpful, let us know.

Follow us on Linkedin or Tweet us your questions or suggestions for future videos!

Don't Miss Our Previously Recorded Webinar on Keep Org Data Clean Field Dependencies in Salesforce Classic!
Planning to implement Salesforce for your business? Talk to one of our CRM experts

John Pontius is a Business Analyst with CRMD and has worked in the Salesforce platform as a Sales Manager and Administrator for over six years. He  holds his Salesforce Administrator, Advanced Administrator, Sales Cloud Consultant and Platform App Builder Certifications and finds particular joy in helping clients eliminate repetitive, time-sucking actions through automation.