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Managing Salesforce

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Creating or refreshing a sandbox

  1. Navigate to Setup and search for Sandboxes.
  2. Select one of the following:
  • Click New sandbox to create a new sandbox. The New sandbox button is deactivated when an organization reaches its sandbox limit.
  • Click Refresh to replace an existing sandbox with a new copy. Salesforce only displays the Refresh link for Sandboxes that are eligible for refreshing. Your existing copy of this sandbox remains available while you wait for the refresh to complete. The refreshed copy is inactive until you activate it.
  1. Enter the name and description for the sandbox.
  2. Click Start Copy. Depending on your organization's size, the process may take several minutes or hours. You will receive a notification email when your newly created or refreshed sandbox has completed copying.
  • If you are creating a new sandbox, the newly created sandbox is now ready for use.
  • If you are refreshing an existing sandbox, completing the sandbox copy process requires an additional step. The new sandbox must be activated.
  1. To delete your existing sandbox and activate the new one, return to the sandbox list by navigating to [Your Name] > Data Management > Sandbox.
  2. Click the Activate link next to the sandbox you wish to activate.
  3. This will take you to a page warning of the removal of your existing sandbox. Please read the warning carefully and if you agree to the removal, enter the acknowledgment text at the prompt and click the Activate button. 

Note: Activating a replacement sandbox created using the Refreshlink completely deletes the sandbox it is refreshing. All configuration and data in the prior sandbox copy will be lost, including any application or data changes you have made. Please read the warning carefully and press the Activate link only if you have no further need for the contents of the current sandbox copy. Your production organization and its data will not be affected.

  1. When the activation process is complete, you will receive a notification email. Click the link in the notification email to access your sandbox.
  2. Log in to the sandbox at test.salesforce.com/login.jsp by appending .sandbox_name to their Salesforce username. For example, if your production username is myname@yahoo.com, your username for a sandbox named "dev" is myname@yahoo.com.dev. Your password is the same password used to access your production CRM at the time of the creation/refresh of the sandbox.

Note: If you are using a Partial sandbox, we recommend you Copy ALL OBJECTS. For additional information, see the Salesforce Help & Training article Sandbox Types and Templates.

Updating Existing Configurations for Testing 

When a partial or full copy of the sandbox is refreshed, an exact copy of the production data is copied to the sandbox environment. Some tools and features of TargetX must be updated to reference data specific to the sandbox (in particular site URLs) to ensure they are fully functional after a sandbox refresh. The following documents provide additional instructions:

Finding, Uploading, and Sharing Documents

Finding Documents

  1. Select the "Recruitment Manager" application from the application picker in the top right corner.
  2. Click the "Documents" tab to locate, share, and create a document.

Uploading a New Document

  1. Click New.
  2. Add the Document Name.
  3. Check the Externally Available checkbox.
  4. Select the folder in which to save the document.
  5. Add a Description and Keywords.
  6. Select the file you wish to upload or create a reference link path.
  7. Click Save.

Sharing a Document

  1. Click the name of the document.
  2. Click the Email Document button.
  3. Select recipients.
  4. Add optional email body.
  5. Sends document as an attachment.

Customizing Tabs

You can customize which tabs appear on your Home Page. The Tabs are located across the top of your screen. To add a tab to your home page:

  1. Click the plus sign (+) located at the end of your tabs.
  2. The "All Tabs" screen will open.
  3. Click Customize My Tabs.
  4. Select the tab you want to show on your home page in the list of Available Tabs on the left.
  5. Click the tab name.
  6. Click the Right facing Arrow (Add button).
  7. Click Save.

Customizing Page Layouts

The page layout editor has two parts: a palette on the upper portion of the screen and the page layout on the lower portion of the screen. The palette contains the user interface elements, such as fields, buttons, links, related lists, and any additional elements that are available to add to the page layout.

Customizing Page Layouts for Standard Objects 

  1. Navigate to the Page Layout Editor. There are two ways to navigate to Page Layouts:
    1. [Your Name] > Setup and select Object Manager > [object]. Navigate to the Page Layouts section or,
    2. From the specific standard object page (e.g., while viewing a Student/Contact record), click the Edit Layout link near the upper right corner.
  2. Fields that appear as gray buttons with bold, black text are available to move into the page layout. Click and drag the fields to the desired position.
  3. Field names that are "grayed out" are already included in the page layout. Click any grayed-out fields to jump to where that field is on the page.
  4. You can add new Sections or Blank Spaces by dragging these to the desired position.
  5. Click the wrench icon next to any field to access that field's Properties.
  6. Click the Preview As button to view the layout as any of your pre-defined Profiles.
  7. Changes are not committed until you click the Save button.

Note: Field accessibility settings will affect what users can see.

Customizing Page Layouts for Custom ObjectsEdit section

  1. Navigate to the Page Layout Editor. There are two ways:
    1. [Your Name] > Setup and select Object Manager > [object]. Navigate to the Page Layouts section, or
    2. Click the Edit Layout link near the upper right corner From the specific custom object page (e.g., while viewing an Application record).
  2. Edit the layout following the directions above.

Creating a Validation Rule to prevent a Student Address from being set to the School Address

In Salesforce, if an Account/School is selected when entering a Contact/Student record and the student address fields have not yet been populated or have been left blank, the School address values will be populated in the student address fields. To prevent users from saving a record under these circumstances, you can create a Validation Rule that will display an error message, prompting the user to update the address fields with the student address data.

  1. Navigate to Setup and search for Validation Rules.​
  2. Click New to create a new validation rule. This will open the "Validation Rule Edit" screen.
  3. Give the rule a Name in the Rule Name field (e.g., School_Add_Cannot_Equal_Student_Add).
  4. Add a Description if desired.
  5. In the "Error Condition Formula" section, copy and paste the following formula:
IF ( 
AND( ISNULL(Account.BillingStreet) , ISNULL(MailingStreet) ) ,false, 
IF ( 
OR( ISNULL(Account.BillingStreet) , ISNULL(MailingStreet) ) ,false, 
IF ( 
OR ( ISBLANK(Account.BillingStreet), ISBLANK(MailingStreet) ) ,false, 
CONTAINS( Account.BillingStreet , MailingStreet ) 
) ) )
  1. In the Error Message Section, type your desired message in the “Error Message” field (e.g., "Student address cannot equal the address of the school. Please enter the correct address or blank out the address fields.").
  2. Select whether the error message will appear at the top of the page or below a specific field on the page.
  3. Click Save.

Sending triggered emails to students based on actions/field changes

You can send 'triggered' emails by configuring Email Alerts. Email alerts are emails generated by an automated process and sent to designated recipients.  Please see the Salesforce Help & Training article: Email Alert Actions.

Creating a publicly accessible URL for Static Resources

  1. Navigate to Setup and search for Static Resources.  Click the link for Static Resources.
  2. Click New.
  3. Enter the Name, such as: MyLogo
  4. Select and upload your file image.
  5. Set Cache Control to Public.
  6. Click Save.
  7. Clicking View File will display the image using a URL that will require login; for example: 

https://myorg.visual.force.com/resource/1638883484000/MyLogo

  1. To create the Public URL, locate the Site that will use the image and add the resource details:

Example:

  • Static Resource Image Link: https://MYORG.visual.force.com/resource/1548873797000/MyLogo
  • Public Site: https://MYSITE.cs2.force.com/SITE NAME
  • PUBLIC URL for Image: https://MY SITE.cs2.force.com/SITE NAME/resource/1548873797000/MyLogo

Note: Test your URL by opening an Incognito/Private window to ensure you can view the file.

Managing Salesforce Schema Changes (new or deleted fields in Salesforce)

If you add an object or field in SalesForce the form builder will recognize them the next time you load or refresh the Form Builder page.  

Note: Any fields deleted in Salesforce must be removed from the application form.  Failure to remove deleted fields will result in an error.

Turning on ‘My Domain’

Lightning components require you to define your organization's custom Salesforce domain name. For instructions on Setting up My Domain, please see the Salesforce Help & Training article My Domain.

Once updated, you need to update the following with your domain name:

  • Update any Remote Sites that have been configured for TargetX or other products. You can access by navigating to Setup and searching for Remote Site Settings.
    • Once you navigate to Remote Site Settings, you will see all of the remote sites currently configured for your org. For example, TargetX Group Assignments and Student Success Center.
  • Update any URL’s to your new Domain in:
    • Visualforce Pages
    • Email templates
    • Custom CSS
  • Let TargetX know your new Domain so we can update our records.

Note: Sandboxes will not automatically see a change in the My Domain when done in production. Navigate to Setup and search for My Domain to review the current setting in your various sandbox environments.

 

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